TO: Board of Supervisors
FROM: Jason Martin, County Deputy Fire Chief
REPORT BY: Stacie McCambridge, Staff Services Manager
SUBJECT: Motorola Radio Purchase - Request for Budget Adjustment, Sole Source and Capital Asset
RECOMMENDATION
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Approve a Budget Amendment to increase the Fire Operations Capital Assets appropriation by $1,069,196 to purchase radios, waive competitive bidding requirements, and provide a sole source award to Motorola Solutions due to technical compatibility requirements. (Fiscal Impact: $1,069,196 Expense; Fire Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
Staff requests the approval of a Budget Adjustment of $1,069,196 to enable the purchase of Motorola radios and equipment accessories. These radios will replace the current radios found in responding equipment as well as handheld radios used for emergency response. The current radios were purchased over 10 years ago and are no longer supported by the manufacturer and are being phased out by the vendor. This upgrade is required to maintain radio communication for emergency response, minimizing the communication risk to staff and the public.
County Fire would like to purchase the replacement radios from Motorola without securing competitive bids. Working with Napa County Communications, both Departments have established that Motorola Solutions, Inc. is the sole manufacturer and vendor of APX series radios.
Requested Actions:
1. Approval of a Budget Amendment increasing appropriations by $1,069,196 in Fire Operations (2100000-55400) offset by a decrease in Fire Operations Special Dept Expense (2100000-53600), with no net change to the Fire Fund.
2. Increase of a capital asset in the amount of $1,069,196 for the purchase of mobile and handheld radios used for emergency response.
3. Request waiver of competitive bidding requirement and provide a sole source award for the purchase of mobile and handheld radios in the amount of $1,069,196 pursuant to County Ordinance Code section 2.36.090 and the County Purchasing Policy.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Fire Protection Fund (2100) |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
This radio upgrade is required to maintain communication for emergency response. The current radios are not supported by the manufacturer. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The cost of maintaining the radios and accessories would be supported by the Fire Protection Fund (2100). |
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Consequences if not approved: |
Without the radio upgrade, emergency communication on an incident would jeopardize our staff and the public. With the manufacturer no longer supporting our current radio models, repairs and service would be minimal. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and, therefore, CEQA is not applicable.