For City Council Meeting November 12, 2024
TO: Honorable Mayor and City Council
FROM: G. Michael Milhiser, Interim City Manager
AUTHOR: Mark P. Kling, Chief of Police
Title
Request City Council to (1) Authorize the Purchase of Twenty-Five (25) Motorola APX 6500 Mobile Radios and Seventy-Five (75) Motorola APX 6000 Portable Radios from Motorola Solutions, Inc. for a Total Cost of $680,511.82; (2) Authorize the Interim City Manager, or his Designee, to Execute all Documents for Phase 3.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
(1) Authorize the purchase of twenty-five (25) Motorola APX 6500 Mobile Radios and seventy-five (75) Motorola APX 6000 Portable Radios from Motorola Solutions, Inc. for a total cost of $680,511.82; and
(2) Authorize the Interim City Manager, or his designee to execute all documents for Phase 3 of the radio replacement project.
BACKGROUND
San Bernardino County has recently upgraded its 800 MHz radio system to a digital platform, enhancing both coverage and security. This advanced radio system is used by most public safety and governmental agencies across the county. Radios that cannot be upgraded or reprogrammed for the new system will become obsolete.
To ensure effective communication with San Bernardino County agencies, the Rialto Police Department is launching Phase 3 of a five-phase project aimed at upgrading the existing Motorola XTS 5000 portable radios and various Motorola mobile radios to meet the county’s digital standards. Phase 3 includes the acquisition of twenty-five (25) Motorola APX 6500 mobile radios, seventy-five (75) Motorola APX 6000 portable radios, and related equipment from Motorola Solutions, Inc.
ANALYSIS/DISCUSSION
The Rialto Police Department previously relied on the San Bernardino County Radio Information Services Division for radio services and installation. However, following a comprehensive upgrade to digital radios initiated in 2017, the County ceased these services for local municipalities. Consequently, the Rialto Police Department acquired radios through Motorola under a Cooperative Agreement, which included full installation and services.
During the initial project phase, staff evaluated the existing radio inventory and identified a significant number of aging radios, including various Motorola mobile units for patrol and Motorola XTS 5000 portable radios for personnel. Many of these radios were nearing the end of their service life, with replacement parts no longer manufactured. While some radios remained operational, the majority needed replacement. To facilitate the transition away from obsolete equipment, staff pinpointed 190 portable radios and 131 mobile radios requiring replacement. Collaborating with Motorola Solutions, Inc., they developed a five-phase migration plan to implement and deploy upgraded radios compatible with the County’s digital platform.
This phased approach enables upgrades to be scheduled according to departmental needs while protecting the existing infrastructure investment. It also ensures efficient coordination with the County for a smooth transition to digital radios. One major advantage of acquiring Motorola APX digital radios through this five-phase strategy is that it alleviates the City’s financial burden by spreading costs over five years instead of requiring a one-time purchase.
On May 24, 2022, the City Council approved Phase 2 of the migration project, which included the purchase of fifty-four (54) APX 6000 portable radios and sixteen (16) APX 6500 mobile radios for patrol operations. This phase has been successfully completed, with all radios implemented and deployed.
To ensure a full transition to the County’s digital platform, the remaining upgrades are proposed to be carried out in three additional phases. However, Phase 3, originally scheduled for implementation in 2023, was delayed due to the department’s evolving needs. With the recent addition of new positions within the police department, efforts to hire staff and acquire new vehicles have increased staffing levels and fleet size, creating an urgent need for additional radios. As a result, the department plans to combine Phase 3 and Phase 4 of the project.
The completion of Phase 3 will include two segments of the project, aimed at meeting the current needs of the department. Staff will assess the equipment requirements for the final phase, which may be influenced by potential cost increases from the provider, as well as changes in departmental needs and staffing levels. A proposal for the final phase will be presented to the council at a later date.
Utilizing Motorola radios is crucial for maintaining consistent communication between the Rialto Police and Fire Departments, particularly during joint operations, training exercises, and emergency responses. Our existing infrastructure is designed around Motorola technology, making a switch to another vendor potentially disruptive, requiring extensive retraining, re-engineering, and increased costs, along with potential communication gaps.
Motorola Solutions, Inc. also offers warranties and ongoing technical support specific to our current systems, including software updates, maintenance, and repairs. Engaging a different vendor could jeopardize these warranties and lead to compatibility issues, risking our communication capabilities. Our systems require specific models and configurations provided solely by Motorola, ensuring seamless integration of new equipment.
Motorola Solutions, Inc. has been awarded Sourcewell contract 04021-MOT for the procurement of APX radios and ASTRO systems, which are vital for the police department's operations. This acquisition aligns with the Rialto Municipal Code for cooperative purchasing programs, commonly known as "piggybacking," ensuring compliance with established procurement guidelines. The contract is valid until June 23, 2025, providing ample time for the department to utilize these critical communication systems. The department has collaborated with City Procurement, which has verified that this contract adheres to the requirements set forth in the municipal code. As stated in Rialto Municipal Code 2.48.430, the city council may authorize the acquisition of supplies or services through cooperative purchasing agreements, allowing the city to procure high-quality equipment at competitive prices while maintaining transparency and fiscal responsibility.
Staff recommends approval of Phase 3 for the purchase of twenty-five (25) Motorola APX 6500 mobile radios, seventy-five (75) Motorola APX 6000 portable radios, and related equipment, totaling $680,511.82 from Motorola Solutions, Inc.
ENVIRONMENTAL IMPACT
The proposed action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
The City of Rialto has outlined key goals and objects relating to public safety. The purchase of this equipment is consistent with meeting these objectives.
Goal 5-8: Provide effective and comprehensive policing services that meet the safety needs of Rialto.
Policy 5-8.4: Initiate proactive crime suppression and prevention strategies throughout the community.
LEGAL REVIEW
The City Attorney's Office has reviewed the staff report.
FINANCIAL IMPACT
Operating Budget Impact
This report does not impact the operating budget.
Capital Improvement Budget Impact
Funding in the amount of $680,511.82 is available in Fund 3300, for the total purchase of Twenty-Five Motorola APX 6500 Mobile Radios and Seventy-Five Motorola APX 6000 Portable Radios from Motorola Solutions, Inc.
Per Rialto Municipal Code Section: 2.48.145 a vendor disclosure form is attached.
Licensing
The Rialto Police Department will be purchasing the Motorola radios from Motorola Solutions, Inc., located in the City of Riverside, California. A business license is not needed from this vendor because the purchase of goods will be performed outside the City of Rialto.