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Home My WebLink AboutD.2 - Staff Report - Purchase of Equipment and Maintenance ContractsSCHEDULED ITEM D-2 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: ROCKY WENRICK, CHIEF OF POLICE DATE: SEPEMBER 15, 2025 SUBJECT: AUTHORIZATION FOR THE PURCHASE OF MOBILE COMPUTERS, PORTABLE RADIOS AND MAINTENANCE CONTRACTS FOR A TOTAL COST OF $354,044.29 BACKGROUND: The Azusa Police Department is requesting approval to purchase rugged mobile computers, portable multi-band radios, radio services, and associated software to support the addition of new personnel. In the past eight (8) months, the Department has hired eight (8) police officers and nine (9) cadets and is currently in the process of hiring twelve (12) Special Services Officers (SSOs). This increase in staffing has created a need for additional equipment to ensure that all personnel are properly outfitted with the technology required to perform their duties safely and effectively. Quotes were solicited from qualified vendors specializing in public safety equipment and services based on the need to continue utilization of existing software/services and equipment. •Airwave Communication Enterprises provided a proposal for rugged mobile computers, vehicle mounts, and accessories totaling $193,093.24. •Dailey-Wells Communications provided a proposal for fifteen (15) L3Harris XL-200P multi- band portable radios with associated accessories and programming services totaling $118,187.48. Dailey-Wells also submitted pricing for on-going radio programming and maintenance services in the amount of $15,000.00. •Advanced Security Technologies (SQ 1177063) provided a quote for twenty (20) additional NetMotion Secure Access software licenses, required to support the deployment of Getac devices, totaling $2,380.00. •Foothill Communications provided two quotes: o An annual service and connectivity package for the Radio Management server and rental of a preconfigured device programmer, totaling $3,000.00. o A proposal to resolve duplicate/cloned ICI ID numbers, update APX mobile programming, add AES256 encryption, enable TDMA operations, and provide firmware updates and reprogramming services, totaling $17,583.57. APPROVED CITY COUNCIL 9/15/2025 Purchase of Mobile Computers, Portable Radios and Maintenance Contract September 15, 2025 Page 2 Additionally, the Getac devices require a Verizon Unlimited Tablet Plan to ensure uninterrupted connectivity in the field. The plan cost is $20 per month, per device, for twenty (20) devices, totaling $400 per month ($4,800 annually). RECOMMENDATIONS: It is recommended that the City Council take the following actions: 1) Approve the purchase of rugged mobile computers, vehicle docking systems, and related accessories from Airwave Communication Enterprises in the amount of $193,093.24; and 2) Approve the purchase of fifteen (15) L3Harris XL-200P portable radios with accessories and programming from Dailey-Wells Communications, Inc. in the amount of $118,187.48; and 3) Approve the purchase of twenty (20) NetMotion Secure Access licenses from Advanced Security Technologies in the amount of $2,380.00; and 4) Approve the Foothill Communications annual Radio Management server service and programmer rental in the amount of $3,000.00; and 5) Approve the Foothill Communications programming, encryption, TDMA upgrades, and radio services in the amount of $17,583.57; and 6) Approve the Verizon Unlimited Tablet Plan for twenty (20) Getac devices at a monthly recurring cost of $400.00 (annual cost of $4,800.00); and 7) Approve the purchase of radio programming/maintenance service from Dailey-Wells Communications, Inc. in the amount of $15,000.00; and 8) Waive the purchasing procedures as authorized under Azusa Municipal Code Section 2-539 to maintain a continuation of service and a smooth transition of police radio equipment and the purchase of corresponding equipment in the best interest of the city; and 9) Authorize the City Manager to execute any documents necessary to complete these purchases, in a form acceptable to the City Attorney. ANALYSIS: The deployment of Getac mobile computers is essential for modern patrol and investigative functions. The proposed Getac K120 units include enhanced processing power, expanded storage, and integrated wireless connectivity (5G, GPS, Wi-Fi, Bluetooth). These devices are purpose-built for law enforcement use, withstand demanding field environments, and seamlessly integrate with computer-aided dispatch (CAD), records management, and mobile report writing software. Each unit includes vehicle docking stations, keyboards, mounting systems, and warranty coverage to extend service life and reduce downtime. Purchase of Mobile Computers, Portable Radios and Maintenance Contract September 15, 2025 Page 3 The acquisition of L3Harris XL-200P portable radios will significantly improve communications for field personnel. These radios provide interoperability across UHF, VHF, and 700/800 MHz bands, ensuring seamless coordination with regional agencies during mutual aid responses. Features include AES/DES encryption for secure communications, P25 Phase 2 trunking compatibility, and over-the-air programming/rekeying (OTAP/OTAR), which reduces service delays and enhances flexibility. The radios are supplied with extended-life batteries, chargers, speaker microphones, antennas, and deployment support. The NetMotion Secure Access licenses are necessary to provide secure, encrypted connectivity between the Getac devices and City systems, ensuring compliance with law enforcement data security standards. The Verizon Unlimited Tablet Plan is required to provide continuous wireless data access, enabling officers to use CAD, records, and investigative resources in real time while deployed in the field. The Foothill Communications proposals directly support the Department’s radio operations. The first ($3,000) covers connectivity to the Radio Management server and the annual rental of a device programmer, which ensures ongoing support for radio programming. The second ($17,583.57) provides critical updates, encryption, TDMA functionality, and ID management services for the Department’s APX radios and consolettes. These upgrades will ensure secure, interoperable, and efficient radio communications across the organization. By upgrading mobile computing, radio communications, supporting software, and essential radio services, the Police Department will increase operational efficiency, officer safety, and interoperability, while reducing risks associated with outdated technology. FISCAL IMPACT: There are adequate funds available for these purchases and services. The Supplemental Law Enforcement Services and COPS (Citizens’ Option for Public Safety) funds have sufficient funds to cover the costs of the recommended equipment and services. Upon council approval, staff will prepare a budget amendment and increase the budget by $354,044.29 under account 26-20-310-000- 6XXX/7XXX. • Airwave Communication Enterprises (computers & accessories): $193,093.24 • Dailey-Wells Communications (radios & accessories): $118,187.48 • Advanced Security Technologies (NetMotion licenses): $2,380.00 • Foothill Communications (Radio Management server services & rental): $3,000.00 • Foothill Communications (programming, encryption, TDMA upgrades): $17,583.57 • Dailey-Wells Communications Radio programming/maintenance service: $15,000.00 Subtotal (excluding Verizon recurring cost): $349,244.29 (one-time) Verizon Unlimited Tablet Plan (20 devices): $400.00 per month / $4,800.00 annually (Reoccurring) Total purchase including the first year of Verizon services is $354,044.29, with no General Fund impact. Purchase of Mobile Computers, Portable Radios and Maintenance Contract September 15, 2025 Page 4 Prepared by: Reviewed by: Justin Beaver Rocky Wenrick Police Sergeant Chief of Police Reviewed and Approved by: Sergio Gonzalez City Manager Attachment: 1) Vendor Quotes