TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Derrick Abell, Chief of Police
Julie Dahlgren, Senior Management Analyst
SUBJECT:Title
Consideration of the Grant-Funded Purchase of Eleven Portable Radios from Motorola Solutions, Inc. for $72,189.15 (Police Chief Abell).
a) WAIVE FORMAL BIDDING
b) AUTHORIZE PURCHASE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council waive formal bidding per Manhattan Beach Municipal Code (MBMC) Section 2.36.150 (cooperative purchasing) and approve the grant-funded purchase of 11 portable radios from Motorola Solutions, Inc. in the amount of $72,189.15. Body
FISCAL IMPLICATIONS:
This is a State Homeland Security Program grant-funded purchase. The City must first purchase the state-approved items and then submit request for reimbursement. General funds have already been appropriated for this purchase and will be reimbursed by the grant. There are no City fund matching requirements.
BACKGROUND:
The City of Manhattan Beach was awarded State Homeland Security Program (SHSP) grant funds in the 2018 grant year (performance period ending July 31, 2021) for the express purpose of purchasing portable interoperable radios, as approved by the State. Funding goes to state and local governments to protect against, respond to, and recover from terrorist attacks and other disasters. The City of Manhattan Beach has received funding from SHSP every year since 2001.
This year’s grant award allocation is exclusively dedicated to the procurement of interoperable portable handheld communications equipment to enhance interoperability with other police agencies within the Los Angeles County region. If this grant funding is not used specifically for the purchase of portable handheld radios, the funds will be reallocated for radio communication purchases by other local agencies in need.
DISCUSSION:
The City’s current radio infrastructure (consoles, repeaters, mobile and portable radios) are Motorola products. This standardization of equipment enables significant redundancy options, reduction of maintenance costs, and better opportunity for discount pricing. In addition, maintaining a substantially similar radio system to our neighboring first responders, as well as other Interagency Communications Interoperability (ICI) system members, allows for greater interoperability, resiliency, and redundancy.
The grant-funded expenditures are pre-approved by the State and are specifically allocated for the purchase of portable radios to enhance communications and interoperability. The grant is administered locally by the County of Los Angeles.
Manhattan Beach Municipal Code (MBMC) Section 2.36.150 (cooperative purchasing) allows the City to forego the formal bidding process for purchases of equipment obtained through a cooperative competitive bidding procedure processed through another government agency which has been determined to be in the best interest of the City. The current County of Los Angeles Master Purchase Agreement Pricing (Contract # MA-IS-1740313-3) sets pre-negotiated pricing between Los Angeles County and Motorola Solutions, Inc. at a 32% discount for radios (this includes an additional 5% discount for ICI users). Staff also solicited informal bids from other regional Motorola distributors under the LA County Master Purchase Agreement pricing to ensure that we were receiving the best pricing on this purchase.
The radio equipment has been through competitive bidding under the LA County Master Agreement as part of a large joint purchase program to acquire goods and services at the lowest prices possible through volume discount. As such, staff has determined that it is in the public interest of the City to purchase radio equipment from Motorola Solutions, Inc. due to the compatibility with our existing equipment and systems, and the lowest cost. In accordance with the MBMC Section 2.36.150, staff requests City Council waive formal bidding requirements and approve the purchase of eleven APX 8000 portable radios.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
This purchase will be effected through a standard City purchase order with the City’s customary terms and conditions applied. No further legal review is required.