SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to Communications International of Vero Beach, FL in the amount of $2,564,944.35 for the purchase of 283 XL-185P, 50 XL-200P portable radios and 265 XL-185M mobile radios for the Clearwater Police Department (CPD), replacing the current M7300 and P7300 radios pursuant to Clearwater Code of Ordinances Section 2.563(1)(a), Single Source; authorize lease purchase under the City's Master Lease Purchase Agreement or internal financing via an interfund loan from the Capital Improvement Fund, whichever is deemed to be in the City's best interest; authorize the surplus of L3Harris P7300 and M7300 radios pursuant to Clearwater Code of Ordinances Section 2.623(7)(e), trade-in, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Communications International is the authorized L3Harris Channel Partner assigned to the City. Currently CPD is using L3Harris P7300 handheld radios and M7300 vehicle radios. These radios were purchased in 2009 and 2008, respectively. The City received these radios in support of the 2012 Republican National Convention. The current P7300 radio is aging and no longer compatible with other systems in the local area which have transitioned to newer technology. The new radios will provide improved audio quality and user interface, provide more flexibility and customization to meet the demands of today’s modern police force.
In the capital improvement plan, this project was budgeted over three years in a phased replacement approach ($1.9 million funded in Fiscal Year 2022). However, phasing a project of this scope creates additional demands upon both General Services and CPD to maintain dual systems over an extended period for such concerns as training, repair, interoperability, and replacement part supply. Additionally, the vehicle radios can be deployed at one time with the vendor, instead of incurring additional costs of requiring the vendor to return yearly. This results in less downtime of equipment and more efficient use of staff time.
Staff is recommending a full replacement at this time due to special package pricing being offered by the vendor. Communications International is offering pricing for the purchase of the proposed radios in the form of trade-in allowance, licensing discounts, hardware discounts, and labor discounts. The program savings are as follows: $299,000.00 in trade-in value, $32,500.00 in hardware savings for the XL-200P portables, $180,000.00 in feature discounts, and a labor savings of $50,000.00 in installation services. The total package savings is $561,500.00 above the standard 28% discount resulting in a 45% realized discount.
APPROPRIATION CODE AND AMOUNT:
To provide remaining funding needed in the project, a first quarter budget amendment will increase capital improvement project L2001, P25 Radio Equipment & Infrastructure, by $665,000.00 in lease purchase financing.
The operating impact of this purchase will result in an increase to the Police Department fiscal year 2022/23 operating budget of $863,340.00 in debt payments which will be requested as part of the annual budget for each of the next three years.