07-21-2020 - AGENDA ITEM 17 CONSIDERATION OF 2018 STATE HOMELAND SECURITY GRANT FOR PURCHASE OF POLICE RADIOS11/30/2020
Print Staff Report
AGENDA ITEM NO. 17
DATE: July 21, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
SUBJECT: CONSIDERATION OF 2018 STATE HOMELAND SECURITY GRANT FOR
PURCHASE OF POLICE RADIOS
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Accept and appropriate the reimbursable 2018 State Homeland Security Program grant totaling $70,199
in expenditures and revenues, and authorize the City Manager to execute all related agreements, in a
form approved by the City Attorney; and
2. Authorize the purchase of a total of (nine) 9 APX radios with accessories, directly from Motorola
Solutions, for a total of $69,936.19, from account 218.31.3111.7160.
3. Adopt the following resolution authorizing the necessary budget amendment:
RESOLUTION NO.2020-70 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL
YEAR COMMENCING JULY 1, 2020, AND ENDING JUNE 30, 2021 (2018 STATE
HOMELAND SECURITY GRANT)
DISCUSSION:
The State Homeland Security Program (SHSP) grant is a federal grant that passes through the California
Governor's Office of Emergency Services and then through the Los Angeles County Operational Area. In late
2018, Police Department staff applied for funds under the 2018 SHSP grant to obtain portable and vehicle -
mounted radios that allow for communications between multiple agencies, compatible with the regional Com-
Net digital public safety communications system. Ultimately, grant funds totaling $70,199 were awarded —see
Attachment No. 1.
There are strict financial requirements associated with these grant funds. The funds can only be used for
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11/30/2020
Print Staff Report
specific items approved by the grantors, and all purchases/projects must be completed by May 2021.
Additionally, this is reimbursable grant, which means that the City Council must first appropriate funds before
City staff can complete the purchases and submit requests for reimbursement. With all reimbursable grants, the
City (General Fund) fronts the money for the purchases until the grant reimbursement funds are received —at
that time, all transactions are recorded to the grant. There is ultimately no burden on the City General Fund.
West Covina's radio system, and the regional Com-Net communications JPA, are built on Motorola radio
infrastructure items and system components. During the grant award process, the Los Angeles County
Operational Area negotiated with Motorola and obtained a new, significantly discounted contract price for
radio items —see Attachment No. 2. Staff did obtain two other price quotes for these Motorola APX model
portable radios, but the Motorola/LA County contract price represents a discount of about 37% in relation to
those other prices —obtaining multiple price quotes is not economical or practical, because the contract
discount is so significant. The Purchasing Division has verified that the LA County contract meets all City
requirements set forth in Section 2-333(i)(2) of the West Covina Municipal Code and therefore formal contract
procedures may be waived in connection with this purchase.
Staff recommends authorizing the purchase of nine (9) APX radios (four (4) portable radios and five (5)
vehicle -mounted radios), with accessories, directly from Motorola Solutions, using the LA County contract
(Contract # MA-IS-1740313-3) pricing, as shown in Attachment No. 2.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
Prepared by: Alex B. Houston, Police Administrative Services Manager
Additional Richard Bell, Chief of Police
Approval:
Additional Robbeyn Bird, Finance Director
Approval:
Fiscal Impact
FISCAL IMPACT:
The City will receive $70,199 in 2018 State Homeland Security Grant Program funds for police radio items,
which are the specific items approved by the federal government and County Operational Area. As detailed
in the attached budget amendment, Staff is recommending expenditure and revenue appropriations of that
amount in Fund 218. There is no match requirement, and when all grant purchases and reimbursements are
complete, there will ultimately be no impact on the City General Fund.
Attachments
Attachment No. 12018 SHSP WCPD Funding
Attachment No. 2 - Motorola Radios Price Quote
Attachment No. 3 - Resolution 2020-70
Exhibit A - Budget Amendment
CITY Protect Public Safety
COUNCIL
GOALS &
OBJECTIVES:
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ATTACHMENT NO.2
Motorola Solutions Date: Jul. 01, 2020
Customer Quote Quote #: APX 8500/8000
Prepared By: Joe Warner Phone: (312) 204-9300 CUSTOMER #:
REPAREO FOR: Mike Weathermon .,It To Ship to PLEASE PROVIDE
COMPANY: West Covina Atltlress: Atltlress:
PHONE:
FAX:
Equipment Details and Pricing
Qty, Model
Description
Unit Price Discount
Price
Total Price
5 M37TSS9PW 1 N
APX8500 ALL BAND MP MOBILE
$4,770.00
$3,005.10 $
15,025.50
5 G892
ADD: HAND MIC, GCAI WATER RESISTANT
$72.00
$45.36 $
226.80
5 G851
ADD: AES/DES-XIDES-OFB ENCRYPTION
$799.00
$503.37 $
2,516.85
5 G298
ENH: ASTRO 25 OTAR W/MULTIKEY
$740.00
$466.20 $
2,331.00
5 G806
ADD: ASTRO DIGITAL CAI OPERATION
$515.00
$324.45 $
1,622.25
5 G67
ADD: REMOTE MOUNT MID POWER
$297.00
$187.11 $
935.55
5 G51
ENH: SMARTZONE OPERATION APX
$1,500.00
$945.00 $
4,725.00
5 G831
ADD: AUXILARY SPKR 15 WATT
$60.00
$37.80 $
189.00
5 GA01513
ADD: ALL BAND MOBILE ANTENNA (7/8N/U)
$95.00
$59.85 $
299.25
5 GA00226
ADD: GPS/WI-FI ANTENNA
$75.00
$47.25 $
236.25
5 G361
ADD: P25TRUNKING SOFTWARE
$300.00
$189.00 $
945.00
5 GA00580
ADD: TDMA OPERATION
$450.00
$283.50 $
1,417.50
5 GA09001
ADD: WI-FI CAPABILITY
$300.00
$189.00 $
945.00
5 GA09007
ADD: OUT OF THE BOX WI-FI PROVISIONING
$0.00
$0.00 $
-
5 G442
ADD: 05 CONTROL HEAD
$432.00
$272.16 $
1,360.80
5 G996
ADD: OVER THE AIR PROVISIONING
$100.00
$63.00 $
315.00
5 G444
ADD: APX CONTROL HEAD SOFTWARE
$0.00
$0.00 $
-
5 GA00250
ADD: WIFI/GNSS FLEXIBLE CABLE LMR
$100.00
$63.00 $
315.00
4 H91TGD9PW7 N
APX 8000 ALL BAND PORTABLE MODEL 3.5
$6,292.00
$3,963.96 $
15,855.84
4 Q806
ADD: ASTRO DIGITAL CAI OPERATION
$515.00
$324.45 $
1,297.80
4 H38
ADD: SMARTZONEOPERATION
$1,500.00
$945.00 $
3,780.00
4 Q361
ADD: P259600 BAUD TRUNKING
$300.00
$189.00 $
756.00
4 QA00580
ADD: TDMA OPERATION
$450.00
$283.50 $
1,134.00
4 Q498
ENH: ASTRO 25 OTAR W/MULTIKEY
$740.00
$466.20 $
1,864.80
4 Q15
ENH: AES/DES,DES-XL,DES-OFB
$799.00
$503.37 $
2,013.48
4 QA09001
ADD: WIFI CAPABILITY
$300.00
$189.00 $
756.00
4 QA09007
ADD: OUT OF THE BOX WIFI PROVISIONING
$0.00
$0.00 $
-
4 G996
ADD: PROGRAMMING OVER P25 (OTAP)
$100.00
$63.00 $
252.00
Accessories
4 NMN6274A
IMPRES XP RSM FOR APX W/ DUAL MIC NOISE SUPPRESSION, 3.5MM
$369.00
$295.20 $
1,180.80
4 PMNN4486
BATT IMPRES 2 LIION R IP68 3400T - SPARE BATTERY
$142.00
$113.60 $
454.40
4 NNTN8863A
IMPRES 2 SINGLE UNIT CHARGER
$168.30
$134.64 $
538.56
SMART X DISCOUNT
$
(1,016.24)
ICI System Users Discount Promotion -
Expires December 11, 2020
APX Radio =37% Discount
SUBTOTAL $
62,273.19
TAXES
$6,383.00
4 058
ADD: 3Y ESSENTIAL SERVICE
$ 110.00
$440.00
5 G78
ADD: 3Y ESSENTIAL SERVICE
$168.00
$
840.00
QUOTE PAGE TOTAL $69,936.19
QUOTE TERMS AND CONDITIONS:
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Pqc q as gala ro 1nnnPOl aan- etl�o,I,hh gam�m na �a�a�ca. LA County Contract:MA-IS-1740313-3
This quotation Is provided to you for Information purposes only and Is not Intended to be an offer or a binding proposal.
If you wish to purchase the quoted products, Motorola will be pleased to provide you with our standard terms and conditions of sale,
or alternatively, receive your purchase order which will be acknowledged. Thank you for your consideration of Motorola products.
ATTACHMENT NO.3
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2020, AND ENDING JUNE 30, 2021 (2018 STATE
HOMELAND SECURITY GRANT)
WHEREAS, the City Manager, on or about June 23, 2020, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City for West Covina for
Fiscal Year 2020-2021; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, receiving, considering and evaluating all comments, and adopted a budget
for the fiscal year commencing July 1, 2020 and ending June 30, 2021; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adoption of the budget.
WHEREAS, the City has been awarded State Homeland Security Program grant funds in
the amount of $70,199.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 2, attached
hereto as Exhibit A, related to the grant award from the State Homeland Security Program.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall
enter the same in the book of original resolutions and it shall become effective
immediately.
APPROVED AND ADOPTED this 2ls' day of July, 2020.
Tony Wu
Mayor
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHEMUCK, Assistant City Clerk of the City of West Covina, California, do
hereby certify that the foregoing Resolution No. 2020-70 was duly adopted by the City Council
of the City of West Covina, California, at a regular meeting thereof held on the 21st day of July,
2020, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
Exhibit A
CITY OF WEST COVINA
BUDGET AMENDMENT
Date: 7/21/2020
Requested by: Alex Houston
Dept/Div: Police
EXPENDITURES
BA # 2
Posted By:
Date Posted:
Fiscal Year: 2020-2021
Amount: $70,199.00
Description: 2018 State Homeland Security
Grant
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
Amended Budget
218.31.3111.7160
Other Equipment
-
70 199.00
70 199.00
REVENUES
Account Number
Account Description
Current Budget
Propose
Amendment
Amended Budget
218.31.4556
Grant revenue, federal pass thru
State
-
70199.00
REASON/JUSTIFICATION (Please be specific)
To appropriate revenues and expenditures for the reimbursable 2018 State Homeland Security Grant (federal
funds, passed through the State), not previously identified or budgeted, as approved by the City Council on
7/21/2020.
APPROVALS
City Council Approval Date (if required, attach minutes): 7/21/2020 ❑ Approval Not Required
Dept Head Approval: see attached Date:
Finance Director: Date:
Funds Available? ❑ Yes ❑No
City Manager: see attached Date:
(if over $100,000)
❑ Approved ❑ Denied