PREPARED BY: JAMES LAUGHTER DATE OF MEETING: 12/09/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO (1) AUTHORIZING THE CITY MANAGER TO EXECUTE AN EQUIPMENT LEASE-PURCHASE AGREEMENT WITH MOTOROLA SOLUTIONS FOR THE PURCHASE OF 61 APX 6000 PORTABLE RADIOS AND 49 APX 6500 MOBILE RADIOS; (2) AUTHORIZING THE APPROPRIATION OF $343,363 FROM THE FY 2024-25 ISF FUND-140 FOR THE INITIAL DOWN PAYMENT; (3) AUTHORIZING THE CITY MANAGER TO EXECUTE OTHER AGREEMENTS AND DOCUMENTS NECESSARY TO EFFECTUATE A SEVEN-YEAR LEASE FINANCING ARRANGEMENT (FY 2025-26 THROUGH FY 2031-32) WITH AN ANNUAL PAYMENT NOT TO EXCEED $59,922, FUNDED BY THE MULTI-DEPARTMENTAL EXPENSE ACCOUNT, AND AT A TOTAL COST OF $762,817; AND (4) AUTHORIZING THE CITY MANAGER TO SELL POLICE DEPARTMENT MOTOROLA BN APX 6000/6500 RADIOS AS SURPLUS PROPERTY AT PUBLIC AUCTION PURSUANT TO SAN PABLO MUNICIPAL CODE SECTION 3.16.12
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Improve Public Safety is one of the top City Council priorities and is an adopted policy item under the FY 2023-25 City of San Pablo Council Priority Workplan, effective May 1, 2023.
BACKGROUND
The San Pablo Police Department is a member agency of the East Bay Regional Communications System Authority (EBRCSA), a Joint Powers Authority formed on September 11, 2007. EBRCSA provides interoperable communications across public agencies in Contra Costa and Alameda Counties using Motorola technology.
The Police Department seeks to replace its Motorola BN APX 6000 portable radios and Motorola BN APX 6500 mobile radios, which were primarily purchased in 2010-2011 and have exceeded their five-year life expectancy. Motorola no longer supports these models for parts repair or technology updates, necessitating replacement.
The new radios will be procured via a municipal lease-purchase agreement with Motorola Solutions. The proposed lease arrangement includes an initial down payment in FY 2024-25 and seven annual payments through FY 2031-32.
|
Event |
Date |
Amount |
# Payments |
Period |
End Date |
|
Down Payment |
01/01/25 |
$343,363 |
1 |
|
|
|
Yearly Payment |
01/01/26 |
$59,922 |
7 |
Annual |
01/01/32 |
Waiver of Formal Bid Requirements
Under San Pablo Municipal Code Section 3.16.110, the proposed agreement is exempt from formal bidding requirements due to:
1. The specialized nature of the equipment and services, including installation, training, and maintenance, provided exclusively by Motorola Solutions.
2. The sole-source vendor designation of Motorola Solutions for equipment compatible with the City’s existing public safety communications technology infrastructure.
This procurement aligns with the six-year service agreement between EBRCSA and Motorola Solutions established on September 29, 2023.
Radio Surplus
The Police Department proposes designating the identified Motorola BN APX 6000/6500 radios (listed on Exhibit A to the attached Resolution) as surplus and disposing of the radios by auction pursuant to San Pablo Municipal Code Section 3.16.120, which states:
“All using departments shall submit to the purchasing officer, at such times and in such form as he shall prescribe, reports showing all supplies and equipment which are no longer used or which have become obsolete or worn out. The purchasing officer shall have authority to exchange or trade in all such supplies, equipment and materials; to sell by public auction, sealed bid, or agreement with other public agencies; or sell by direct negotiated agreement, or on a consignment basis. In the event the purchasing officer determines that any such obsolete or surplus property has no salvage value, he may dispose of it as he deems advisable.”
Public Safety Standing Committee
On October 23, 2024, staff presented the Motorola Lease Purchase Agreement to the Public Safety Standing Committee (Councilmembers Pabon-Alvarado & Xavier). Upon completion of the presentation, the committee recommended this item be forwarded to the City Council for formal approval.
FISCAL IMPACT
The total cost of the Motorola Solutions Municipal Lease Purchase agreement is $762,817. A total appropriation of $343,363 from the FY 2024-25 ISF FUND-140 for the initial down payment, with the followinge payment schedule outlined in the proposed purchase agreement, and funding recorded as follows:
|
Transaction |
Fund |
Date |
Amount |
|
Down Payment |
140-2110-46300 |
01/01/2025 |
$343,363 |
|
Annual Payment |
100-1430-46300 |
01/01/2026 |
$59,922 |
|
Annual Payment |
100-1430-46300 |
01/01/2027 |
$59,922 |
|
Annual Payment |
100-1430-46300 |
01/01/2028 |
$59,922 |
|
Annual Payment |
100-1430-46300 |
01/01/2029 |
$59,922 |
|
Annual Payment |
100-1430-46300 |
01/01/2030 |
$59,922 |
|
Annual Payment |
100-1430-46300 |
01/01/2031 |
$59,922 |
|
Annual Payment |
100-1430-46300 |
01/01/2032 |
$59,922 |
|
|
|
Total |
$762,817 |
Any revenue funds received from the sale of the Police Department’s surplus Motorola Radios will be credited to the City’s General Fund.
ATTACHMENTS
Att. A - Resolution
Exh. A - Surplus Radio List
Att. B - Equipment Lease-Purchase Agreement