For City Council Meeting August 11, 2026
TO: Honorable Mayor and City Council
FROM: Tanya Williams, City Manager
AUTHOR: Christopher P. Jensen, Fire Chief
Title
Request City Council to: (1) Approve a Five-Year Information Technology Services Contract with San Bernardino County Innovation and Technology Department (ITD) for Public Safety Communications and Radio Services for the Rialto Fire Department, Contract No. ITD-26014, for the Period of July 1, 2026, through June 30, 2031, at Rates Established Annually by the San Bernardino County Board of Supervisors in the Amount Not-to-Exceed $663,641.98 Over the Term of the Five-year Agreement; and (2) Authorize the City Manager, or Their Designee, to Execute All Related Documents.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to execute a five-year Information Technology Services Contract with San Bernardino County Innovation and Technology Department (ITD) for Public Safety Communications and Radio Services for the Rialto Fire Department, Contract No. ITD-26014, for the period of July 1, 2026, through June 30, 2031, at rates established annually by the San Bernardino County Board of Supervisors. The Department budgeted $125,000 for Fiscal Year 2026-27 and included an assumed annual 3% CPI adjustment, resulting in an estimated five-year contract value of $663,641.98
BACKGROUND
Reliable radio communications are mission-critical infrastructure for the Rialto Fire Department. Every emergency response from initial dispatch through scene clearance depends on continuous, interoperable voice communications that directly affect firefighter safety and public outcomes.
The Department has long operated on the San Bernardino County Public Safety Communications System, managed by the County’s Innovation and Technology Department (ITD). This P25 Phase I/II compliant, 800 MHz trunked radio system serves as the backbone for the Fire Department's voice communications covering portable and mobile radios, apparatus, command staff, and dispatch console operations. Providing essential interoperability with the CONFIRE JPA Communications Center (which dispatches Rialto Fire), the San Bernardino County Fire Protection District, and local law enforcement.
The current service agreement with San Bernardino County ITD is expiring, and the County has presented Contract No. ITD-26014 to continue services for a five-year term commencing July 1, 2026, and running through June 30, 2031. Staff is seeking City Council authorization to execute this contract.
ANALYSIS/DISCUSSION
Nature and Scope of Services
Contract No. ITD-26014 establishes the terms under which San Bernardino County ITD will provide Public Safety Communications Services to the City of Rialto Fire Department. Covered services under this agreement include:
• Radio Access and Maintenance - Access for each individual radio connected to the County’s Public Safety Radio frequencies, including repair and maintenance of normal wear and tear, currently billed at $59.29 per radio per month.
• Dispatch Console Access, Maintenance, and Replacement - Repair, maintenance, programming, and replacement of Motorola radio dispatch console equipment, currently billed at $642.75 per console per month.
• Telecommunications Labor Services - Hourly technical labor for radio programming, cabling, and specialized services during normal hours ($130.95/hr) and after hours ($142.81/hr).
• System Backbone Access - Access to the County’s P25 trunked radio system backbone, including relay infrastructure, dispatch centers, mobile radios, and portable radios communicating through shared voice transmission architecture.
• Station Alerting Support - Radio infrastructure supporting station alerting systems integration, making the County’s system essential to reliable dispatch tone and alerting functions at all Rialto Fire stations.
Why No Alternative Provider Exists
This contract is not competitively bid because no alternative provider exists for these services. The Rialto Fire Department’s radio infrastructure operates exclusively on the San Bernardino County P25 trunked radio system. This system is a proprietary, County-owned radio system for which the County holds exclusive engineering authority and FCC licensing. As stated in the contract’s Attachment B, the County has ownership of the radio system, and no other entity is authorized to provide access to, maintain, or modify that system.
The practical realities are equally compelling. The Department’s portable and mobile radios, dispatch consoles, and station alerting systems are all programmed to and dependent upon the County’s radio frequencies and talkgroups. Migrating to an alternate system would require the complete replacement of all Department radios and consoles, re-engineering of the station alerting infrastructure, loss of interoperability with mutual aid partners and CONFIRE dispatch, and a capital investment far exceeding the ongoing service cost under this contract. No comparable regional P25 system is available to the City, and no private vendor provides equivalent Countywide public safety access.
This circumstance is consistent with sole source procurement justifications recognized under California Government Code § 4217.10 et seq. and local purchasing policy, where only one source is available, qualified, and authorized to provide the services required.
Interoperability and Regional Integration
Rialto Fire Department is dispatched through the CONFIRE JPA Communications Center, which operates the regional fire and EMS dispatch for multiple San Bernardino County agencies. CONFIRE’s Comm Center utilizes the same P25 trunked radio system operated by San Bernardino County ITD, providing seamless integration between dispatch, field units, and mutual aid partners. This interoperability is operationally essential during regional fire responses, mass casualty incidents, wildland fire mobilization, and declared emergencies. Continuation of service under Contract No. ITD-26014 ensures Rialto Fire maintains full integration with this critical regional communications network.
Furthermore, the P25 system aligns with the California Radio Interoperable System (CRIS) standards administered by Cal OES/Public Safety Communications, and with FIRESCOPE statewide radio communications guidelines. Compliance with these standards ensures Rialto Fire personnel can communicate effectively during state-level mobilizations and regional disaster operations where interoperability across jurisdictional lines is required.
Contract Terms and Fiscal Provisions
The contract term is five (5) years, effective July 1, 2026, through June 30, 2031. There is no guaranteed minimum or maximum contract amount; charges are based on actual usage at Board of Supervisors-approved rates in effect at the time services are rendered. Rates are reviewed annually and take effect each July 1. The County will provide at least thirty (30) days advance written notice of any rate change.
The contract may be terminated for convenience by either party with thirty (30) days written notice. The County may also suspend or terminate for cause, including non-payment or material breach, after a 30-day cure period. These provisions afford the City appropriate flexibility and protection over the five-year term.
Comparable Agency Practice
The arrangement between Rialto Fire and San Bernardino County ITD mirrors the standard practice across San Bernardino County fire agencies. Colton Fire, Loma Linda Fire, Redlands Fire, and Rancho Cucamonga Fire District all operate on the same County P25 radio system and participate in CONFIRE dispatch under similar ITD service agreements. Orange County agencies similarly operate under a Countywide 800 MHz Coordinated Communications System with no practical alternative provider. This government-to-government services contract with cost-based billing reviewed annually by the Board of Supervisors reflects the regional norm for public safety communications in Southern California.
ENVIRONMENTAL IMPACT
The proposed action is exempt from the California Environmental Quality Act (CEQA) because it does not meet the definition of a “project” under CEQA Guidelines Section 15378. The authorization of a government-to-government services contract for radio communications and maintenance services constitutes an administrative activity that does not result in a direct or reasonably foreseeable indirect physical change in the environment. Pursuant to Section 15378(b)(2), continuing administrative or maintenance activities, including contracts for services, are not considered projects under CEQA. Additionally, Section 15378(b)(5) excludes organizational and administrative activities of governments that will not result in direct or indirect physical changes in the environment. As this action involves no construction, land use change, or commitment to any physical environmental modification, no further CEQA review is required.
GENERAL PLAN CONSISTENCY
Our City government will lead by example, and will operate in an open, transparent and responsive manner that meets the needs of the citizens and is a good place to do business. This action is also consistent with the following General Plan policy:
5-3.1: Provide for fire personnel, equipment and fire stations to have adequate and appropriate resources to meet the needs and serve all areas of Rialto.
LEGAL REVIEW
The City Attorney's Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACTS
Operating Budget Impact
Funds for the Information Technology Services Contract with San Bernardino County Innovation and Technology Department (ITD) for Public Safety Communications and Radio Services for the Rialto Fire Department are currently appropriated in Account No. 10105150-52011 in the amount of $125,000.
No new appropriation is required for FY2026-27
Capital Improvement Budget Impact
There is no impact on the Capital Improvement Budget.
Licensing
This action does not require a business license.
ATTACHMENTS
1. Contract No. ITD-26014 - San Bernardino County ITD Information Technology Service Revenue Contract