REPORT TO CITY COUNCIL
SUBJECT
Title
Action on Purchase Orders with Motorola Solutions, Inc. for New Public Safety Communication System Radios, Related System Components, and Associated Accessories
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
In 2010, the Silicon Valley Regional Interoperability Authority (SVRIA) was established as a joint venture to create an interoperable radio communication system that enables various public safety entities to communicate directly during critical incidents. Interoperability ensures that participating public safety entities can communicate over a shared core platform, regardless of their communication equipment’s manufacturer. In February 2010, the City Council approved the City of Santa Clara’s participation in SVRIA.
Following a competitive Request for Proposals (RFP) process, SVRIA selected Motorola Solutions, Inc. (Motorola) to build out a countywide Project 25 (P25) interoperable digital communications system called Silicon Valley Regional Communications System (SVRCS). P25 refers to a set of standards developed for manufacturers of public safety communication equipment to ensure interoperability. The result of the RFP process was a master agreement between Motorola and SVRIA, with nearly every public agency in the area, including the City of Santa Clara, as signatories.
In FY 2014/15, the City transitioned to a new P25 digital radio system with connectivity to SVRCS. The City’s current communications system includes radios and ancillary components that have been in place since FY 2014/15 (see Table 1). Like other technology companies, Motorola’s products follow a standard product lifecycle. Motorola typically discontinues products six to eight years after their release date. Following product discontinuation, the product may continue to be operational for end users; however, the availability of replacement parts, technical support, and services may be limited. Motorola guarantees “best commercial effort” support for an additional five years following a product’s discontinuation; provided that parts are available, and the product remains compatible with its existing technology infrastructure. This six to eight-year product lifespan aligns with feedback reported by SVRIA partner agencies regarding the expected wear and tear on radio communications equipment due to the daily demands of public safety. With the City’s P25 communications system components nearing the end of their service life and at risk of obsolescence, the City must purchase new public safety communication system radios and components. To meet the current needs of the City, staff desires to purchase radios and associated components that offer advanced functionality with best-in-class support.
Table 1: Inventory of City’s Current Public Safety Communication System
A summary of the major components of the current public safety communications system and their corresponding discontinuation and end-of-service dates are set forth below.
|
Department |
Radio Model Number |
Discontinuation Date |
End of Service Date |
|
Fire (portable - handheld) |
APX7000XE APX6000 1.5 |
July 31, 2016 |
July 31, 2021 |
|
Fire (mobile - in vehicle) |
APX7500 APX6500 |
September 30, 2017 |
September 30, 2022 |
|
Police (portable) |
APX6000 1.5, 2.5 & 3.5 |
December 31, 2018 |
December 31, 2023 |
|
Police (mobile) |
APX6500 APX7500 |
September 30, 2017 |
September 30, 2022 |
|
Police - Communications Center (console) |
MCC7500 |
December 31, 2016 |
December 31, 2021 |
DISCUSSION
The Houston-Galveston Area Council (“HGAC”) conducts a variety of robust and large-scale procurements in a manner that allows for other public agencies to cooperatively purchase based upon the results of HGAC’s procurement process. In this case, HGAC conducted such a procurement process for radio communications equipment in 2018, resulting in the availability of discounted communications equipment for participating agencies. SVRIA used HGAC’s procurement as the basis for its June 2020 Communications Equipment and Services Agreement with Motorola. As a member of SVRIA, the City can purchase equipment at the HGAC and SVRIA negotiated discounted prices.
Staff recommends approval of the purchase of new public safety communication equipment including radios, related system components, and associated accessories under the terms and conditions of the SVRIA - Motorola agreement. This recommendation is made pursuant to City Code § 2.105.270(b) which states that the City may, without observing formal bidding requirements, “Contract, directly or indirectly, with a vendor based on an agreement negotiated by a joint powers agency, or nonprofit organization that provides resources to public agencies and which the City is a member.” As mentioned above, the City has been a member of the SVRIA since February 2010.
Police and Fire Department staff are the primary users of Motorola’s “mobile” radios (assigned to vehicles) and “portable” radios (assigned to individual personnel) for communications use in the field; therefore, department staff worked with SVRIA to conduct a needs assessment and obtain pricing for replacement radios from Motorola. Following the assessment, staff recommended replacing the outdated P25 communication system with the next generation models as outlined in Table 2 below.
Table 2: Proposed Public Safety Communication Equipment
|
Description |
Quantity |
|
Police Department |
|
|
APXNEXT Portable P25 Law |
229 |
|
APX8500 Mobile |
121 |
|
APX Consolette |
4 |
|
|
|
|
Patrol Communications |
|
|
APXNEXT Portable P25 Law |
229 |
|
APX8500 Mobile |
121 |
|
APX Consolette |
4 |
|
|
|
|
Fire Department |
|
|
APXNEXTXE Dual |
91 |
|
APX6000 2.5 7/800 Portables |
20 |
|
APX8500 All Band P25 E5 Dual Head Mobiles |
26 |
|
APX8500 Dual Band VHF-7/800 Single Head Mobiles |
16 |
|
|
|
|
Radio Shop |
|
|
APXNEXT Bank Chargers |
6 |
|
KVL 5000 for servicing |
1 |
These rugged radios offer interoperability, clear and loud audio with noise suppression, integrated Wi-Fi and data connectivity, and enhanced security features. The “console” and “consolette” radios are used by the Public Safety Dispatchers in the Police Department’s Communications Center to dispatch public safety personnel to emergency and non-emergency incidents and communicate with partner agencies in situations requiring mutual aid and/or significant events in the community.
The total cost associated with the purchase of the new radio equipment from Motorola is $6,058,983.16. This includes implementation and support, as detailed in Table 3 below.
Table 3: Cost Breakdown
|
Cost Element |
Total |
|
One-Time Costs |
|
|
Hardware, including the radios, charging stations, antennas, and related accessories, implementation, and Year 1 Subscription Fee. |
$5,372,363.53 |
|
On-Going Costs |
|
|
Year 2 Annual Subscription Fee |
$40,639.14 |
|
Year 3 Annual Subscription Fee |
$40,639.14 |
|
Year 4 Annual Subscription Fee |
$40,639.14 |
|
Year 5 Annual Subscription Fee |
$40,639.14 |
|
Year 6 Annual Subscription Fee |
$22,153.14 |
|
Year 7 Annual Subscription Fee |
$22,153.14 |
|
Subtotal |
$5,579,226.37 |
|
Estimated Tax |
$479,756.79 |
|
GRAND TOTAL |
$6,058,983.16 * |
*Pricing is good through June 30, 2024
The one-time cost of $5,372,363.53 includes the provision and installation of sirens, estimated at about of $324,497 of the total. Replacement of the vehicle sirens is necessary to maintain compatibility with the new radios, and installation will be completed concurrently with the radio installation.
Ongoing services include an annual subscription fee that allows the City to receive programming, software and security updates, and patches wirelessly over a Long-Term Evolution (LTE) network. These subscription services will allow Radio Shop staff to push fixes and update wirelessly to all City radios in real-time, rather than performing maintenance manually on a per radio basis. This functionality alone will reduce the amount of time that radios spend out of commission, thereby enhancing operational efficiency.
In addition, staff in the Police Department’s Radio Shop will require servicing equipment estimated at $35,000 to maintain and repair the new radios. This equipment will be purchased outside of the SVRIA - Motorola agreement, and is not included in the total above.
Under the Motorola contract, the City receives a 24.9% discount on the list price for new radios and other communication equipment. Research into the prices paid by other public safety agencies outside of SVRIA for the same equipment indicates that these agencies receive similar or lower discounts. Based on this research, staff has determined that the pricing offered by Motorola is fair and reasonable.
Motorola has provided staff with a project schedule estimating a four to six-month implementation period from contract execution. Implementation services include equipment installation and programming by a Motorola Certified Technician in accordance with the manufacturer’s specifications, ensuring compliance with public safety grade standards as defined by the National Public Safety Communications Council.
It should be noted that this report does not address the Levi’s Stadium public safety communication system which includes 169 radios, two consolettes, associated multi-unit chargers, batteries, and other accessories. Staff anticipates that the Stadium communication equipment will need to be replaced in approximately three to five years. The Stadium Authority’s five-year Capital Improvement Plan does not currently include this expense. Staff will identify funding sources while evaluating the timeline for replacement of that equipment.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
The cost of the replacement of the radios and associated equipment along with the annual subscription fees totals $6,058,983.16 for the Motorola purchase order. A ten percent (10%) contingency ($605,898.32) on the Motorola equipment is also recommended, which would bring the total not-to-exceed amount to $6,664,881.48. In addition, the Police Department’s Radio Shop requires servicing equipment estimated at $35,000 to maintain and repair the new radios. There is sufficient funding to cover the one-time costs in the FY 2023/24 Communication Acquisition Fund budget, and the annual subscription costs are factored into the budget. The contingency will be funded as needed.
Funding in the Communication Acquisitions Fund includes $3.5 million transferred from the General Fund to the Communication Acquisitions Fund for radio replacement on December 12, 2023, as part of the FY 2022/23 Budgetary Year-End Report. Additionally, the Police Department secured $1.75 million from Assembly Bill 102 Budget Act of 2023 appropriations for the support of State governmental activities for Fiscal Year 2023/24 approved by the Governor. City Council accepted these funds at the December 12, 2023 meeting. The Police Department also secured $963,000 in Fiscal Year 2023/24 House Appropriations Committee Community Project Funding / Congressionally Directed Spending approved by City Council on April 23, 2024.
The replacement costs for the radios will be incorporated in the annual budget for the Communication Acquisitions Fund based on the eight-year replacement cycle to prepare for future replacement.
COORDINATION
This report was coordinated with the Fire Department, Finance Department, and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Authorize the City Manager, or designee, to issue purchase orders to Motorola Solutions, Inc, for the purchase of new public safety communication system radios, related system components, and associated accessories and services under the terms and conditions of the June 2020 Communications Equipment and Services Agreement between Motorola and Silicon Valley Regional Interoperability Authority, with a total cumulative maximum compensation of $6,058,983.16 plus a ten percent (10%) contingency ($605,898.32) for a total not to exceed amount of $6,664,881.48 inclusive of applicable taxes over a seven-year period from the date of the initial purchase, subject to the appropriation of funds and the review and approval as to form by the City Attorney.
Staff
Reviewed by: Pat Nikolai, Chief of Police
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Motorola Solutions, Inc. Quote
2. SVRIA Resolution Approving Bid Process and Purchasing Ordinance for Three Motorola Agreements