City Council Agenda Report

City Council Agenda Report Meeting Date: September 21, 2015 TO: FROM: SUBJECT: HONORABLE MAYOR & COUNCILMEMBERS CITY MANAGER By: Jerry Price, Chief of Police APPROVAL OF A PURCHASE ORDER WITH MOTOROLA SOLUTIONS FOR THE REPLACEMENT OF RADIOS FOR THE ORANGE COUTY 800MHZ COUNTYWIDE COORDINATED COMMUNICATIONS SYSTEMS UPGRADE SUMMARY RECOMMENDATION: Waive competitive formal bidding requirements and procedures set forth in the City of La Habra Municipal Code (LHMC) Section 4.20.070 (B) and authorize the City Manager to execute a Purchase Order with Motorola Solutions for the purchase of 30 patrol car radios and five motorcycle radios in an amount not to exceed $241,322.99. DISCUSSION: The Orange County Sheriff-Coroner Department (Sheriff) operates and maintains the 800 MHz Countywide Coordinated Communications System (CCCS), which provides centralized, interoperable voice radio communications for the County and its 34 cities, including all public safety and public service agencies, as well as a number of private, state, and federal agencies. After a competitive bid process, the County entered into a $70.4 million contract with Motorola Inc. in September 1995 to provide the 800 MHz CCCS integrated radio communications system. A new five-year agreement with Motorola Inc. was approved by the Board of Supervisors (Board) on April 20, 2010. On October 1, 2013, the Board approved a contract with Motorola Inc. in the amount of $495,497 for an upgrade of the mobile, portable, and fixed station radio equipment to maintain the integrity and performance of the 800MHz CCCS, and provide the operational capabilities that are required by the various users. Orange County Law Enforcement agencies have long benefited from a unique capability to monitor the Orange County Law Emergency Channel known as Red Channel. The Hot-Red receiver installed in all front-line law vehicles has allowed law enforcement personnel to monitor the Red channel at all times, regardless of what channel they have selected on their primary radio. This allows an officer to hear emergency traffic from other agencies such as a crime broadcast or pursuit while still communicating with their Agenda Item No. III.A.15 v. 2/01/2014 IIIA15 PD 800 MHz Radio Upgrades Agenda.docx Revision Date: 9/17/2015 9:29 AM Meeting Date: 9/21/15

own dispatch center. This capability requires a unique configuration of radio equipment that is not available in a typical off-the-shelf arrangement. The existing Spectra Hot-Red radio equipment has reached end-of-life and is no longer supported by Motorola. The Spectra model radio is not upgradable to P25 and must be replaced prior to the system upgrade to P25 in 2018. OCSD/Communications & Technology has been working with Motorola to develop a new generation of P25 compatible hot-red radios to keep this critical capability alive for the law enforcement community in Orange County. Motorola has completed the design of a replacement set of equipment that will duplicate the hot-red function. Due to the custom configuration of this equipment, the list pricing is considerably higher than a single APX6500 mobile radio. OCSD/Communications has been working with Motorola to decrease the cost and Motorola has agreed to a limited time promotion reducing the list price by 50%. The promotion is only available until November 30, 2015. The proposed new sole source agreement with Motorola Inc. is required to purchase the Motorola APX Hot-Red Police radio package for all front-line law enforcement vehicles to replace the obsolete Spectra Hot-Red radio package implemented in 1999. When the original contract for the 800 MHz CCCS was awarded by the County to Motorola in 1995, among the many considerations that led to the selection of Motorola s proprietary SmartNet/SmartZone technology was the requirement for certain specialized features including, but not limited to, Dynamic System Management and Fleet Regrouping, which are embedded in both the infrastructure and the subscriber equipment (e.g., mobile radios, portable radios, control stations, etc.). In addition, Motorola equipment is capable of encrypted voice transmission, which is utilized continuously by all law enforcement agencies throughout the County. Only Motorola equipment is capable of encrypted operation on a SmartNet/SmartZone system. Mobile, portable, and fixed station equipment utilized by participating CCCS agencies must be capable of operation on Motorola s SmartZone technological platform. Only certain Motorola products can be utilized on the 800 MHz CCCS network. To maintain the integrity and performance of the 800 MHz CCCS, and provide the operational capabilities that are required by various users, the mobile, portable, and fixed station equipment must be upgraded by Motorola Inc., the original manufacturer and supplier of all of the subscriber equipment currently used on the system. FISCAL IMPACT / SOURCE OF FUNDING: The Motorola Solutions equipment purchase invoice is $241,322.99. The FY 2015/2016 approved budget allocated $230,059 from the Public Safety Augmentation Fund for the purchase of this equipment. The $11,263.99 difference in cost over what was estimated in the budget can be absorbed within the Police Department s current approved Public Safety Augmentation budget (125101). GENERAL PLAN RELEVANCE: PS 1.6 2

RECOMMENDATION / REQUESTED ACTION: Waive competitive formal bidding requirements and procedures set forth in the City of La Habra Municipal Code (LHMC) Section 4.20.070 (B) and authorize the City Manager to execute a Purchase Order with Motorola Solutions for the purchase of 30 patrol car radios and five motorcycle radios in an amount not to exceed $241,322.99. ATTACHMENTS: 1. Motorola Solutions Quote Number QU0000329641 for $241,322.99. 3

Bill-To: Ultimate Destination: LA HABRA, CITY OF LA HABRA, CITY OF P O BOX 785 150 N EUCLID LA HABRA, CA 90633 LA HABRA, CA 90631 United States United States Quote Number: QU0000329641 Effective: 05 AUG 2015 Effective To: 04 OCT 2015 Attention: Sales Contact: Name: RITA RAMIREZ Name: Lara Prietto Phone: 562-383-4310 Email: lprietto@advancedelectronics.com Phone: 310-725-0410 Contract Number: Freight terms: Payment terms: ORANGE COUNTY, (CA) FOB Destination Net 30 Due Item Quantity Nomenclature Description List price Your price Extended Price 1 30 M25URS9PW1AN APX6500 7/800 MHZ MID POWER MOBILE 1a 30 G335AW ADD: ANT 1/4 WAVE 762-870 MHZ $5,230.00 $3,504.10 $105,123.00 1b 30 G361AH ADD: P25 TRUNKING 1c 30 G51AU ENH: SMARTZONE APX6500 1d 30 G806BE ADD: ASTRO DIGITAL CAI 1e 30 GA05100AA ENH: STD WARRANTY APPLIES-NO 1f 30 G88AG ADD: APX NO O2/O7 CH NEEDED MTCL 1g 30 G90AC ADD: NO MICROPHONE NEEDED 1h 30 B18CR ADD: AUXILARY SPKR 7.5 WATT 1i 30 G67CA ADD: REMOTE MOUNT MID POWER 1j 30 GA01117AA ENH: DUAL RADIO (SECONDARY RADIO) 1k 30 G444AE ADD: APX CONTROL HEAD 2 30 M25URS9PW1AN APX6500 7/800 MHZ MID POWER MOBILE 2a 30 G335AW ADD: ANT 1/4 WAVE 762-870 MHZ $7,293.00 $4,893.01 $146,790.30 2b 30 GA01113AA ENH: DUAL RADIO (PRIMARY RADIO) 2c 30 GA01115AA ADD: DUAL RADIO STACKABLE MP TRUNNION 2d 30 W599BF ADD: 8 MODE DIRECT ENTRY 2e 30 G851AG ADD: AES/DES-XL/DES-OFB ENCRYPTION 2f 30 W969BG ADD: MULTIPLE KEY ENCRYPTION 2g 30 GA00805AA ADD: APX O7 CONTROL HEAD. 2h 30 G67CA ADD: REMOTE MOUNT MID POWER 2i 30 W22BA ADD: PALM MICROPHONE 2j 30 G806BE ADD: ASTRO DIGITAL CAI 2k 30 G444AE ADD: APX CONTROL HEAD 2l 30 B18CR ADD: AUXILARY SPKR 7.5 WATT 2m 30 G361AH ADD: P25 TRUNKING 2n 30 G51AU ENH: SMARTZONE APX6500 2o 30 GA05100AA ENH: STD WARRANTY APPLIES-NO

Item Quantity Nomenclature Description List price Your price Extended Price 3 5 M30URS9PW1AN 7/800 SINGLE BAND APX7500 $8,933.00 $5,690.84 $28,454.20 3a 5 G335AW ADD: ANT 1/4 WAVE 762-870 MHZ 3b 5 G138AC ADD: APX MOTORCYCLE CH SFWR 3c 5 G444AE ADD: APX CONTROL HEAD 3d 5 GA00805AA ADD: APX O7 CONTROL HEAD. 3e 5 GA01113AA ENH: DUAL RADIO (PRIMARY RADIO) 3f 5 GA01115AA ADD: DUAL RADIO STACKABLE MP TRUNNION 3g 5 GA01116AA ADD: DUAL RADIO AUDIO COMBINER 3h 5 G851AG ADD: AES/DES-XL/DES-OFB ENCRYPTION 3i 5 W969BG ADD: MULTIPLE KEY ENCRYPTION 3j 5 G67CA ADD: REMOTE MOUNT MID POWER 3k 5 W620AE ADD: NO MTRCYCLE ENCL NEEDED APEX 3l 5 G90AC ADD: NO MICROPHONE NEEDED 3m 5 G806BE ADD: ASTRO DIGITAL CAI 3n 5 B18CR ADD: AUXILARY SPKR 7.5 WATT 3o 5 G51AT ENH: SMARTZONE APX 3p 5 G361AH ADD: P25 TRUNKING 3q 5 GA05100AA ENH: STD WARRANTY APPLIES-NO 4 5 M25URS9PW1AN APX6500 7/800 MHZ MID POWER MOBILE 4a 5 G335AW ADD: ANT 1/4 WAVE 762-870 MHZ 4b 5 GA01117AA ENH: DUAL RADIO (SECONDARY RADIO) 4c 5 G88AG ADD: APX NO O2/O7 CH NEEDED MTCL 4d 5 G67CA ADD: REMOTE MOUNT MID POWER $5,170.00 $3,534.39 $17,671.95 4e 5 G90AC ADD: NO MICROPHONE NEEDED 4f 5 G806BE ADD: ASTRO DIGITAL CAI 4g 5 G444AE ADD: APX CONTROL HEAD 4h 5 G142AD ADD: NO SPEAKER NEEDED 4i 5 G361AH ADD: P25 TRUNKING 4j 5 G51AU ENH: SMARTZONE APX6500 4k 5 GA05100AA ENH: STD WARRANTY APPLIES-NO Total Quote in USD $298,039.45 ORANGE COUNTY CONTRACT MA-060-15011560 PROMOTIONAL PRICE FOR ONE MOBILE HOT RED RADIO IS $6266.50 AND ONE MOTORCYCLE HOT RED RADIO IS $6884.50 IF ORDERED BEFORE NOVEMBER 1ST, 2015 SUBTOTAL= $222,417.50 TAX= $18,905.49 NEW TOTAL WITH PROMOTION= $241,322.99

THIS QUOTE IS BASED ON THE FOLLOWING: 1 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 Solutions, Inc. ("Motorola") will be pleased to provide you with our standard terms and conditions of sale (which will include the capitalized provisions below), or alternatively, receive your purchase order which will be acknowledged. Thank you for your consideration of Motorola products. 2 Quotes are exclusive of all installation and programming charges (unless expressly stated) and all applicable taxes. 3 Purchaser will be responsible for shipping costs, which will be added to the invoice. 4 Prices quoted are valid for thirty(30) days from the date of this quote. 5 Unless otherwise stated, payment will be due within thirty days after invoice. Invoicing will occur concurrently with shipping. MOTOROLA DISCLAIMS ALL OTHER WARRANTIES WITH RESPECT TO THE ORDERED PRODUCTS, EXPRESS OR IMPLIED INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. MOTOROLA'S TOTAL LIABILITY ARISING FROM THE ORDERED PRODUCTS WILL BE LIMITED TO THE PURCHASE PRICE OF THE PRODUCTS WITH RESPECT TO WHICH LOSSES OR DAMAGES ARE CLAIMED. IN NO EVENT WILL MOTOROLA BE LIABLE FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES.