Title
Recommendation to Authorize the City Manager to Negotiate and Execute a Five-Year Contract with Motorola to Purchase Communications Equipment for an Amount Not to Exceed $2,179,067.70; and
Adoption of Resolution Amending the Operating Budget for Fiscal Year 2022-23 for the Upgrade of the Police Department’s Emergency Communications System. (Police 10031100)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Alameda Police Department (APD) is required to meet the California Department of Justice Security Policy and the Federal Bureau of Investigations (FBI) Criminal Justice Information Services Security Policy to ensure the confidentiality of information from the California Law Enforcement Telecommunications System (CLETS). Compliance will require APD to upgrade all radio systems to include encryption of all radio traffic. Encrypting APD’s current equipment would not be prudent as current equipment is at the end of its useful life and will no longer be supported or serviced by Motorola as of July 1, 2023. If approved, the decision will authorize the purchase of upgraded equipment and encryption of all APD radio communication equipment using unspent budget from the existing fiscal year 2022-23 budget. This will ensure that APD complies with state and federal security requirements and that its radio equipment will continue to be operable and serviceable by the sole source provider, Motorola. (Exhibit 2 is the Quote and Exhibit 3 is Motorola’s proposed Terms & Conditions).
BACKGROUND
APD is currently utilizing the Motorola APX6000 two-way radio platform. This platform was purchased in 2011 and was critical to meet the standards of the then-new East Bay Regional Communications System Authority (EBRCSA). EBRCSA was launched to unify communications among public safety individuals when mutual aid was requested for natural disasters and other similar critical incidents. EBRCSA was officially created on September 11, 2007 with the formation of a Joint Powers Authority (JPA). Currently, there are 43-member agencies consisting of both Contra Costa and Alameda counties, 30 cities, six special districts, three Colleges, Dublin-San Ramon Services District and the California Department of Transportation serving a population of over 2.5 million people.
As of December 2011, APD entered into the project operating agreement with EBRCSA. All radio communication for APD is transmitted through this system. EBRCSA is the prevalent network used for public safety communications in Contra Costa and Alameda Counties. The system allows multiple jurisdictions to operate on dispatcher-monitored and talk-about channels at major incident scenes and multi-jurisdictional operations. The infrastructure for the monitored channels is robust and covers all pertinent areas of operation for APD. Outside of the supported counties listed above, EBRCSA radios can also interface with California Office of Emergency Services channels. These channels were critical to emergency communications in the North Bay wildfires, Golden State Warriors Championship games and parades, and regional incidents of civil unrest. EBRCSA is the prevailing radio communication network in the Bay Area.
In 2021, Motorola advised APD the APX6000 platform was nearing the end of its factory-supported service life and an upgrade would be necessary by July 1, 2023. The current radio communications equipment is twelve years old. This equipment will no longer have Motorola Factory Support as of July 1, 2023; Motorola will no longer service or manufacture parts after that time.
Additionally, the California Department of Justice now requires law enforcement agencies to provide confidentiality of information transmitted over the radio system with digital encryption (see Exhibit 1).
DISCUSSION
Due to these latest developments, APD is currently working with EBRCSA to address the end-of-life issues and meet the latest encryption requirements through the sole source vendor of Motorola Solutions, Inc. APD has used Motorola radios since before EBRCSA was adopted regionally in 2009. When APD upgraded to the EBRCSA system in 2011, Motorola radios were a requirement to integrate with all the external Motorola hardware. The EBRCSA network is made up of multiple, regional repeaters, microwave trunks, and antennas across the greater Bay Area. This Motorola equipment is proprietary to gain the full benefit of the EBRCSA network. Without Motorola equipment, APD will not be able to utilize EBRCSA.
The Motorola NEXT radio system was field tested by a select group of APD Officers. The connectivity and clarity of the system was adequate across our service area from both the users and receivers of radio transmissions. The Motorola NEXT radio system provides the greatest capability for regional, and even national, interoperability through a redundant connectivity program. These radios are able to communicate through the EBRCSA network, traditional analog radio towers, and even cellular towers.
Instead of encrypting the current antiquated equipment, approval of this item would authorize the purchase of upgraded and modernized radio equipment and the encryption from Motorola Solutions, Inc. in the amount of $2,179,067.70. This amount includes the annual subscription fee of $57,596 for five years, handheld radios, vehicle-mounted radios, Communication Center equipment, batteries, antennas, lapel microphones for field personnel, and sales tax. The updated radio equipment will allow APD to meet and exceed the encryption requirements for all police radio communication within the EBRCSA communication network.
ALTERNATIVES
• Upgrade the current end-of-life equipment to the Motorola NEXT radio platform.
• Decline this proposal and maintain the current system through third party vendors who will service the equipment past Motorola’s support life. This will require third party and/or refurbished radio equipment should any APX6000 devices fail and will make it more difficult to comply with the latest encryption requirements.
FINANCIAL IMPACT
The quoted cost for upgrading APD’s equipment is $2,179,067.70. Staff propose to use APD’s fiscal year-end salary savings estimated between $1.7 to $1.9 million and possible year-end expenditure savings across all departments in the General Fund for the proposed purchase.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is authorized under Alameda Administrative Rule 5 and Alameda Municipal Code Section 2-62.5, which exempts contracts with any single or sole source supplier for supplies, materials, equipment, or other personal property from the City’s local purchasing policy.
ENVIRONMENTAL REVIEW
This action does not constitute a "project" as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378, and therefore, no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to negotiate and execute a five-year contract with Motorola for a not-to-exceed amount of $2,179,067.70; and adoption of resolution amending the operating budget for fiscal year 2022-23 for the upgrade of the police department’s emergency communications system.
Respectfully submitted,
Nishant Joshi, Chief of Police
By,
Ryan DeRespini, Police Lieutenant
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. 2020 CA Department of Justice Encryption Guidelines Bulletin
2. Motorola Quote
3. Terms & Conditions