Consideration and Approval of Ratification of Contract:  Ratify the Cooperative Purchase Contract with Motorola Solutions, Inc. in an amount not to exceed $183,072.68 for radio equipment and accessories for the Flagstaff Police Department.
 

1. Ratify the Cooperative Purchase Contract with Motorola Solutions, Inc. in an amount not to exceed $183,072.68 for radio equipment and accessories for the Flagstaff Police Department; and
2. Authorize the City Manager to execute all necessary documents.

This is a request for ratification of a Cooperative Purchase Contract in an amount not to exceed $183,072.68 for the purchase of 20 portable radios and accessories for the Flagstaff Police Department. This purchase will replace damaged equipment that is no longer serviceable and provide additional portable radios for emergency responses. During recent multi-agency responses the City recognized the need to have portable radios available for mutual aide partners to ensure open communications between agencies.  This purchase maintains the standardization of the equipment citywide and with partnering agencies to support day-to-day operations and emergency responses.  The radios were tested for compatibility and safety prior the larger purchase made in 2023 and this model meets the communication needs to perform City services.  

The ratification allows the City to issue the purchase order necessary to begin the manufacturing and retain the lowest pricing available for the 20 radios needed by the Flagstaff Police Department and to utilize the one-time funding available in fiscal year 2024.  

The Flagstaff Police Department is requesting the ratification of a purchase of 20 Motorola APX 8000 portable radios and accessories including chargers and microphones at a cost of $183,072.68. The one-time funds available in fiscal year 2024 to purchase these portable radios is located in non-departmental account 001-09-402-1310-2-4407. The purchase has been authorized by the Budget Team for the Police Department this fiscal year.

Yes.
In 2011, City Council approved the purchase of radios and radio equipment.
In 2018, Council approved the upgrade to the Public Safety Radio system.
In 2022, Council approved $2.6 million for the purchase of public safety communication equipment. 
In 2023, Council approved $2.1 million for the purchase of radios and radio equipment for multiple City divisions.

1. Ratify the Cooperative Purchase Contract with Motorola Solutions, Inc. in the amount of $183,072.68; or
2. Not ratify the purchase of the portable radios and accessories.

The Flagstaff Police Department currently uses Motorola APX 6000, 7000 and 8000 portable radios and their accessories. In total, we currently have 134 radios. Of these, 113 are the APX 7000 model which has been discontinued and Motorola is no longer providing replacement parts. Our goal in requesting to ratify purchase additional radios and their accessories is to replace this model in our inventory which is no longer serviceable as they are damaged and the funds must come from fiscal year 2024.

Purchasing staff reviewed the State's cooperative contract and determined it to be current and applicable to the purchase of the radio equipment, setup, accessories, and service. The decision to ratify this purchase was to begin manufacturing of the radios, hold the lowest price possible, and order the units in this current fiscal year as the funding is only allocated in fiscal year 2024.

High Performing Governance. Replacing outdated and unsupported radios and equipment will improve the ability for the Flagstaff Police Department to perform their public safety duties by providing the tools to communicate in the field. 

Safe and Healthy Community. The ability for public safety officials to communicate in the field is crucial to their day to day and emergency response job functions. They receive critical information through their radios detailing pertinent information necessary to be prepared for handling the events of a call, not only for their safety, but in keeping the greater public safe. 
 

Health and Safety: Improve the resilience of public infrastructure and City facilities.