12-119 Resolution No. 12-119
RESOLUTION
AUTHORIZING PURCHASE OF DIGITAL PORTABLE RADIOS
FROM MOTOROLA SOLUTIONS, INC.
FOR POLICE OPERATIONS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that
Sean R. Stegall, City Manager, be and is hereby authorized and directed to purchase twenty-nine
APX7000 digital portable radios and related accessories thereto for police operations from Motorola
Solutions, Inc. for a total amount of$135,132.75 pursuant to the quotation therefor dated May 14,
2012, a copy of which is attached hereto and made a part hereof by reference,and pursuant to a joint
purchasing agreement through Northwest Central Dispatch.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: July 11, 2012
Adopted: July 11, 2012
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
Quote Number: QU0000187571
0
MOTOROLA SOLUTIONS Effective: 14 MAY 2012
Effective To: 13 JUL 2012
Bill-To: Ultimate Destination:
ELGIN POLICE DEPT,CITY OF ELGIN POLICE DEPT,CITY OF
151 DOUGLAS 151 DOUGLAS '
ELGIN,IL 60120 ELGIN,IL 60120
United States United States
Attention: Sales Contact:
Name: Michael Bayard Name: Andrew Baum
Phone: 847-289-2574 Email: andrew.baum@motorolasolutions.com
Phone: +12245235424
Contract Number: NORTHWEST CENTRAL 911
Freight terms: FOB Destination
Payment terms: Net 30
Item Quantity Nomenclature Description List price Your price Extended Price
I 29 H97TGD9PWIAN APX7000 DIGITAL PORTABLE RADIO $2,632.00 SI,524.00 $44,196.00
la 29 QA00569AA ADD:7/800MHZ PRIMARY BAND - - -
lb 29 QA00574AA ADD:VHF SECONDARY BAND - -
I c 29 QA00577AA ADD:LARGE COLOR DISPLAY AND $500.00 S375.00 $10,875.00
FULL KEYPAD
Id 29 QA00579AA ADD:ENABLE DUAL BAND $1,000.00 $750.00 $21,750.00
OPERATION
Ic 29 Q58AL ADD:2 YR REPAIR SERVICE 5102.00 $102.00 $2,958.00
ADVANTAGE
if 29 Q806BK ADD:ASTRO DIGITAL CAI $515.00 S386.25 $11,201.25
OPERATION
lg 29 H869BW ENH:MULTIKEY $330.00 $247.50 $7,177.50
lh 29 H37BP ADD:SMARTNET OPERATION $1,200.00 $900.00 $26,100.00
Ii 29 QA01749AB ADD:ADVANCED SYSTEM KEY- - - -
SOFTWARE KEY
2 29 HMN4104B IMPRES RSM DSPLY W JACK,W CHNL S375.00 $281.25 S8,156.25
3 29 NNTN7080A APX 7000 IMPRES SINGLE UNIT $125.00 593.75 $2,718.75
CHARGER US/NA/CA/LA
Total Quote in USD $135,132.75
PO Issued to Motorola Solutions Inc.must:
>Be a valid Purchase Order(P0)/Contract/Notice to Proceed on Company Letterhead. Note: Purchase Requisitions cannot be accepted
>Have a PO Number/Contract Number&Date
>Identify"Motorola Solutions Inc."as the Vendor
>Have Payment Terms or Contract Number
>Be issued in the Legal Entity's Name
>Include a Bill-To Address with a Contact Name and Phone Number
>Include a Ship-To Address with a Contact Name and Phone Number
>Include an Ultimate Address(only if different than the Ship-To)
>Be Greater than or Equal to the Value of the Order
>Be in a Non-Editable Format
>Identify Tax Exemption Status(where applicable)
>Include a Signature(as Required)
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i►
ELGIN
THE CITY IN THE SUBURBS-
AGENDA
UBURBSAGENDA ITEM:
MEETING DATE: June 27, 2012
ITEM:
Joint Purchasing Contract with Motorola for the purchase of 29 APX7000 radios and their relat-
ed accessories
($135,133)
OBJECTIVE:
Increase police operational efficiencies with improved technology.
RECOMMENDATION:
Approve the purchase of the radios from the Emergency Telephone System Fund in the amount
of$135,133.
BACKGROUND
The Elgin police department utilizes portable radios for most aspects of daily operations. The
radios are used to receive emergency calls, monitor the status of officers, request additional
assistance and direct and control resources. Portable radios are an important lifeline for emer-
gency personnel.
The majority of the portable radios used by the Elgin police department are sixteen years old.
These radios are beginning to break down more frequently and are lacking key technology nec-
essary for special operations and interoperability with other agencies. The current radios are
also incompatible with the technology being sought in a future overhaul of the city's radio sys-
tem.
OPERATIONAL ANALYSIS
Members of the police department's investigative units routinely track suspects and perform
operations outside of the city. The current radios used by these units will not work much be-
yond the borders of Elgin. In addition, when officers are tracking suspects in Elgin, the radio
communications can be easily monitored by people with scanners, internet access or
smartphones. The proposed APX7000 radios will operate on the statewide Starcom radio sys-
tem and would allow officers to communicate with each other from Elgin to as far away as Chi-
cago or Springfield. The new radios would also allow the communications to be encrypted so
scanners would be unable to monitor the radio traffic. These radios are compatible with the
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current radio system and are compatible with potential future radio system upgrades as well.
The radios also allow officers to communicate on statewide interoperable channels and a multi-
tude of radio bands, should Elgin be involved in a significant incident requiring mutual aid juris-
dictions.
INTERESTED PERSONS CONTACTED
On May 17, 2012, the Emergency Telephone Systems Board voted and unanimously approved
the purchase of 29 new radios. Technical staff members from the police department were in-
volved in creating the specifications for the radios.
FINANCIAL ANALYSIS
The cost of 29 APX7000 radios and their related accessories is $135,133. The purchase will be
funded with restricted revenues received from the Emergency Telephone surcharge tax record-
ed in the city's E911 Fund. This purchase will be made as part of a joint purchasing agreement
through Northwest Central Dispatch in Illinois. The pricing on this contract is in line with similar
radios under the State of Illinois Contract.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
E911 Fund 220-0000-791.92-48 239629 $311,000 $136,000
LEGAL IMPACT
Section 5.02.020(B) of the General Provisions of the Procurement Ordinance permits "purchas-
es made pursuant to any joint purchasing program sponsored by the State or other governmen-
tal agency."
ALTERNATIVES
The city council may choose not to approve the purchase and redirect staff to explore addition-
al avenues or sources of equipment.
NEXT STEPS
1. Place the order with Motorola.
2. Program the radios.
3. Distribute the radios to officers.
4111)
JAM,
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Originators: Bill Wolf, Police Commander
Jeffrey Swoboda, Chief of Police
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Sean R. Stegall, City Manager
ATTACHMENTS
A. Quotation from Motorola Solutions
B. Joint Purchasing Information from Northwest Central Dispatch Contract
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Quote Number: QU0000187571
Effective: 14 MAY 2012
0 MOTOROLA SOLUTIONS Effective To: 13 JUL 2012
Bill-To: Ultimate Destination:
ELGIN POLICE DEPT,CITY OF ELGIN POLICE DEPT,CITY OF
151 DOUGLAS 151 DOUGLAS
ELGIN,IL 60120 ELGIN,IL 60120
United States United States
Attention: Sales Contact:
Name: Michael Bayard Name: Andrew Baum
Phone: 847-289-2574 Email: andrew.baum@motorolasolutions.com
Phone: +12245235424
Contract Number: NORTHWEST CENTRAL 911
Freight terms: FOB Destination
Payment terms: Net 30
Item Quantity Nomenclature Description List price Your price Extended Price
I 29 H97TGD9PW IAN APX7000 DIGITAL PORTABLE RADIO $2,632 00 51,524 00 544,196.00
Ia 29 QA00569AA ADD:7/800MHZ PRIMARY BAND - _ _
I b 29 QA00574AA ADD:VHF SECONDARY BAND - _ _
I c 29 QA00577AA ADD:LARGE COLOR DISPLAY AND $500.00 S375 00 $10.875.00
FULL KEYPAD
Id 29 QA00579AA ADD:ENABLE DUAL BAND $1,000 00 S750.00 S21,750 00
OPERATION
le 29 Q58AL ADD:2 YR REPAIR SERVICE $102.00 5102.00 S22.958 00
ADVANTAGE
I i 29 Q806BK ADD:ASTRO DIGITAL CAI $515 00 $386.25 Sl 1.201 25
OPERATION
Ig 29 H869BW ENH:MULTIKEY $330.00 $247.50 57.177.50
Ih 29 H37BP ADD.SMARTNET OPERATION $1,200.00 $900.00 526,10000
1 i 29 QA01749AB ADD:ADVANCED SYSTEM KEY- - _ _
SOFTWARE KEY
2 29 HMN4104B IMPRES RSM DSPLY W JACK,W CHNL $375.00 $281.25 58.15625
3 29 NNTN7080A APX 7000 IMPRES SINGLE UNIT $125.00 593.75 S2,718 75
CHARGER US/NA/CA/LA
Total Quote in USD $135,132.75
PO Issued to Motorola Solutions Inc. must:
>Be a valid Purchase Order(PO)/Contract/Notice to Proceed on Company Letterhead. Note:Purchase Requisitions cannot be accepted
>Have a PO Number/Contract Number&Date
>Identify"Motorola Solutions Inc."as the Vendor
>Have Payment Terms or Contract Number
>Be issued in the Legal Entity's Name
>Include a Bill-To Address with a Contact Name and Phone Number
>Include a Ship-To Address with a Contact Name and Phone Number
>Include an Ultimate Address(only if different than the Ship-To)
>Be Greater than or Equal to the Value of the Order
>Be in a Non-Editable Format
>Identify Tax Exemption Status(where applicable)
>Include a Signature(as Required)
Exhibit C-9
External Agency Purchasing Agreement
December 13, 2011
As applicable by law, definitions and terms and conditions listed below,other eligible authorized
Illinois agencies may utilize this contract for purchases.
"Authorized Purchaser" means any State of Illinois governmental agency or local political
subdivision within the State of Illinois. Except as set forth herein, Authorized Purchasers may be
eligible to purchase equipment pursuant to the terms and conditions of the Agreement, if such
Authorized Purchasers are authorized,by law or their governing bodies, to execute such
purchases. Said purchases shall be made upon the issuance of a purchase order or other
document directly from the Authorized Purchaser to Motorola. Each order must refer to this
Agreement and must specify the pricing and delivery terms. Notwithstanding any additional or
contrary terms in the order, the applicable provisions of this Agreement(except for delivery,
passage of title and risk of loss to Equipment,warranty commencement, and payment terms) will
govern the purchase and sale of the additional Equipment or licensing of Software. For all
Equipment purchased by Authorized Purchasers, title and risk of loss will pass at shipment. Title
to Software shall never pass, warranty will commence upon delivery, and payment shall be due
within thirty(30) days after the invoice date. Motorola will send the Authorized Purchaser an
invoice as the additional Equipment is shipped or Software is licensed. Mobiles and portables
include a standard one(1) year warranty.
The applicable discount for Motorola equipment is:
• Motorola APX Mobile & Portable Radio Units APC's :
471, 795, 755, 185, 127, 481, 655, 798, 527, 656, and 207.
At 25% discount from the current list price. APX accessories 25% discount from the
current list price.
• Motorola XTS & XTL Mobile & Portable Radio Units APC's :
687, 785, 271, 185, 205,453, 514, 500, 127, 721, and 476
At 35%discount from current list price. XTS/XTL accessories 35% discount from the
current list price.
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