Item 10 - Consideration of 2017 State Homeland Security Grant for Police Portable RadiosAGENDA ITEM NO. 10
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: August 12, 2019
TO: Mayor and City Council
FROM: David Carmany
Interim City Manager
SUBJECT: CONSIDERATION OF 2017 STATE HOMELAND SECURITY GRANT FOR POLICE
PORTABLE RADIOS
RECOMMENDATION:
It is recommended that the City Council take the following actions:
Accept and appropriate the reimbursable 2017 State Homeland Security Grant totaling $83,911 in
expenditures and revenues, and authorize the City Staff to execute all related agreements; and
2. In accordance with Municipal Code Chapter 2, Article VII, Division 2, Sec. 2-333 (i) (2), and the findings of
the West Covina Finance Department/Purchasing Officer, find that the Los Angeles County purchase contract
# MA-IS-1740313-1 satisfies West Covina's bid process, and authorize the purchase of a total of fourteen
(14) APX 8000 radios with accessories, directly from Motorola Solutions, for a total of $83,856.36, from
account 218.31.3120.7160.
3. Adopt the attached resolution authorizing the necessary budget amendment:
RESOLUTION NO.2019-59 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL
YEAR COMMENCING JULY 1, 2019, AND ENDING JUNE 30, 2020 (2017 STATE
HOMELAND SECURITY GRANT)
DISCUSSION:
The State Homeland Security Grant Program (SHSGP) is a homeland security grant of federal origin that passes
through the State Department of Homeland Security and then through the Los Angeles County Operational Area.
In late 2017, Police Department staff applied for funds under the 2017 SHSGP to obtain portable radios that allow
for communications between multiple agencies, compatible with the regional Com-Net digital public safety
communications system. Ultimately, grant funds totaling $83,911 were awarded —see Attachment No. 1.
There are strict financial requirements associated with these grant funds. The funds can only be used for specific
items approved by the grantors, and all purchases/projects must be completed by March 2020. Additionally, this is
reimbursable grant, which means that the City Council must first appropriate funds before City staff can complete
the purchases and submit 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 50% in relation to those other prices —obtaining
multiple price quotes is not economical or practical, because the contract discount is so significant. The City of
West Covina's purchasing policy as specified in Municipal Code Chapter 2, Article VII, Division 2, Sec. 2-333 (i)
(2), allows bidding to be waived in favor of this type of contract pricing, saving considerable staff time. Staff
recommends authorizing a purchase of portable APX 8000 radios with accessories, directly from Motorola
Solutions, using the LA County contract (# MA-IS-1740313-1) pricing, as shown in Attachment No. 2.
Prepared by: Alex B. Houston, Police Administrative Services Manager
Additional Approval: Richard Bell, Chief of Police
Additional Approval: Robbeyn Bird, Interim Finance Director
Fiscal Impact
FISCAL IMPACT:
The City will receive $83,911 in 2017 State Homeland Security Grant Program funds for portable 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. 1 - 2017 SHSGP Funding
Attachment No. 2 - Contract Price Quote from Motorola Solutions
Attachment No. 3 - Resolution 2019-59
Exhibit 1 - Budget Amendment
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
ATTACHMENT NO. 1
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Quote Number: QU0000481537
ATTACHMENT NO. 2
Effective: 24 JUN 2019
MOTOMOLA SOLUTIONS
Effective To: 04 SEP 2019
Bill -To:
Ultimate Destination:
WEST COVINA POLICE DEPT, CITY OF
WEST COVINA POLICE DEPT, CITY OF
1444 W GARVEY AVE
1444 W GARVEY AVE
WEST COVINA, CA 91790
WEST COVINA, CA 91790
United States
United States
Attention:
Name: Alex Houston
Email: alex.houston@wcpd.org
Contract Number:
Freight terms:
Payment terms:
LA COUNTY (CA)
FOB Destination
Net 30 Due
Sales Contact:
Name: Christine Toth MR
Email: christine.toth@bearcom.com
Phone: 5173760485
Item Quantity Nomenclature
Description
List price
Your price
Extended Price
1 14
H91TGD9PW7AN
APX 8000 ALL BAND PORTABLE
$6,292.00
$3,056.75
$42,794.50
MODEL 3.5
la 14
Q806CB
ADD: ASTRO DIGITAL CAI
$515.00
$257.50
$3,605.00
OPERATION
I 14
Q58AL
ADD: 3Y ESSENTIAL SERVICE
$110.00
$110.00
$1,540.00
1c 14
Q15AJ
END: AES/DES,DES-XL,DES-OFB
$799.00
$399.50
$5,593.00
Id 14
H38BS
ADD: SMARTZONE OPERATION
$1,500.00
$750.00
$W,500.00
le 14
Q361AN
ADD: P259600 BAUD TRUNKING
$300.00
$150.00
$2,100.00
if 14
Q498AU
END: ASTRO 25 OTAR W/ MULTHCEY
$740.00
$370.00
$5,180.00
Is 14
QA09001AB
ADD: WIFI CAPABILITY
$300.00
$150.00
$2,100.00
1 h 14
QA09007AA
ADD: OUT OF THE BOX WIE
-
-
-
PROVISIONING
2 2
NNTN8844A
CHARGER, MULTI -UNIT, IMPRES 2,
$1,375.00
$1,100.00
$2,200.00
6-DISP, NA/LA-PLUG, ACC USE CHGR
3 9
PMYN4012B
PORTABLE PROGRAMMING CABLE
$84.70
$80.47
$724.23
4 2
PMNN4486A
BATT IMPRES 2 LHON R IP67 3400T
$163.00
$122.21
$244.42
Estimated Tax Amount $7,275.21
Total Quote in USD $83,856.36
* This quote contains items with approved price exceptions applied against it
* This quote contains items that reflect discounts from approved total Price Exception of (50%)
PRICING BASED ON LA COUNTY 2019 APX PROMO. PO AND DELIVERY MUST BE IN 2019.
MA-IS-1740313-1
PO Issued to Motorola Solutions Inc. must:
>Be a valid Purchase Order (PO)/Contract/Notice to Proceed on Company Letterhead. Note: Purchase Requisitions cannot be accepted
>Have a PO Number/Contract Number & Date
>Identify "Motorola Solutions Inc." as the Vendor
>Have Payment Terms or Contract Number
>Be issued in the Legal Entity's Name
ATTACHMENT NO.3
RESOLUTION NO. 2019-59
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2019, AND ENDING JUNE 30, 2020 (2017 STATE
HOMELAND SECURITY GRANT)
WHEREAS, the City Manager, on or about June 18, 2019, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City for West Covina for
Fiscal Year 2019-2020; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held a public meeting on June 18, 2019, receiving, considering and evaluating all comments, and
adopted a budget for the fiscal year commencing July 1, 2019 and ending June 30, 2020; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adoption of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES RESOLVE AS FOLLOWS:
SECTION 1. Budget Adjustment No. 005 is hereby approved as reflected on Exhibit No.
1, attached hereto.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
PASSED, APPROVED, AND ADOPTED this 12th day of August, 2019.
Lloyd Johnson
Mayor
APPROVED AS TO FORM ATTEST
City Attorney Nickolas S. Lewis
City Clerk
I, HEREBY CERTIFY that the foregoing resolution was duly adopted by the City Council
of the City of West Covina, California, at a regular meeting thereof on the 121h day of August,
2019 by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Nickolas S. Lewis
City Clerk
Exhibit No. 1
Date:
Requested by:
Dept/Div:
EXPENDITURES
CITY OF WEST COVINA
BUDGET AMENDMENT
8/12/2019
Alex Houston
Police
BA # 005
Posted By:
Date Posted:
Fiscal Year: 2019-2020
Amount: $83,911.00
Description: 2017 State Homeland Security
Grant
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
Amended Budget
218.31.3120.7160
Other Equipment
83 911.00
83 911.00
REVENUES
Account Number
Account Description
Current Budget
Proposed
Amendment
Amended Budget
218.31.4556
Grant revenue, federal pass thru
State
83 911.00
REASON/JUSTIFICATION (Please be specific)
To appropriate revenues and expenditures for the reimbursable 2017 State Homeland Security Grant (federal
funds, passed through the State), not previously identified or budgeted, as approved by the City Council on
8/12/2019.
APPROVALS
City Council Approval Date (if required, attach minutes): 8/12/2019 ❑ 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