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Home My WebLink AboutPR 24523: POLICE, PURCHASE OF (5) BACKUP RADIO CONSOLETTES THROUGH HGAC 4 ,,,,1 , , City of ��rr rt -- Texas INTEROFFICE MEMORANDUM IDate: September 4, 2025 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager From: Timothy W. Duriso, Chief of Police RE: P.R. 24523 —Authorization to Purchase Five Backup Radio Consolettes through HGAC Contract RA05-21. Introduction: The intent of this agenda item is to seek the City Council's approval for the City Manager to authorize the Police Department to purchase five(5)backup radio consolettes for police and fire dispatch at a total cost of$53,034.45 through the Houston-Galveston Area Council (HGAC) Cooperative Purchasing Program Contract RA05-21. Background: The Police Department maintains multiple levels of redundancy in its communications to ensure uninterrupted dispatch of police and fire personnel: • Primary System: The Southeast Texas Regional Radio System(SETRRS),which enables communication with PAPD personnel and other agencies throughout Jefferson County and neighboring jurisdictions. • Backup System: In the event of an outage with SETRRS,dispatch reverts to backup consolettes. These operate through phone lines connected to radio equipment located on the tower behind the police station. This system allows dispatch to continue transmitting over the same repeaters used by field units,providing seamless continuity of operations. The current backup consolettes are beyond their service life and are no longer supported by Motorola. Replacement is essential to restore full system redundancy and ensure uninterrupted police and fire service delivery to the citizens of Port Arthur during system disruptions. City of ort rthu — TekcrN www.PortArthurTx.gov Budget Impact: FUNDING IS CONTINGENT UPON APPROVAL OF THE FISCAL YEAR 2025- 2026 BUDGET. Regulatory Account 149-17-630-8522-00-10-000. Recommendation: It is recommended that the City Council authorize the purchase of five (5)backup radio consolettes from Motorola Solutions of Houston, Texas, through HGAC Cooperative Purchasing Contract RA05-21, in the total amount of$53,034.45. "Remember, tie are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 1 P.R. No.24523 9/4/2025 JLH/TNR RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO APPROVE THE PURCHASE OF FIVE BACKUP RADIO CONSOLETTES FOR POLICE AND FIRE DISPATCH FROM MOTOROLA SOLUTIONS OF HOUSTON, TEXAS, THROUGH THE HOUSTON-GALVESTON AREA COUNCIL (HGAC) COOPERATIVE PURCHASING CONTRACT RA05- 21, IN THE TOTAL AMOUNT OF $53,034.45. FUNDING IS CONTINGENT UPON APPROVAL OF THE FISCAL YEAR 2025- 2026 BUDGET. REGULATORY ACCOUNT 149-17-630- 8522-00-10-000 WHEREAS, the City of Port Arthur Police Department requires a reliable, redundant, and uninterrupted radio communications system to ensure the effective dispatch of police and fire personnel during emergencies; and WHEREAS, the existing backup radio consolettes have exceeded their useful life and are no longer supported by the manufacturer, Motorola Solutions, thereby creating a risk to the redundancy and reliability of the City's public safety communications system; and WHEREAS, Chapter 271 of the Texas Local Government Code authorizes municipalities, by resolution of the governing body, to participate in cooperative purchasing programs as an alternative to conducting a separate competitive bidding process; and WHEREAS, pursuant to Resolution No. 11-196, the City of Port Arthur is authorized to participate in the Houston-Galveston Area Council (HGAC) Cooperative Purchasing Program through an interlocal agreement; and WHEREAS, participation in the HGAC Cooperative Purchasing Program allows the City to access competitively bid contracts and ensure cost-effective purchasing in compliance with applicable procurement laws; and WHEREAS, Motorola Solutions, Inc., through HGAC, has offered to provide five (5) backup radio consolettes at a total purchase price of$53,034.45. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Council hereby authorizes the City Manager to approve the purchase of five (5) backup radio consolettes from Motorola Solutions of Houston, Texas, through the HGAC Cooperative Purchasing Program Contract RA05-21, in the total amount of P.R. No. 24523 9/4/2025 JLH/TNR $53,034.45, quote attached as Exhibit A. Funding is contingent upon approval of the fiscal year 2025- 2026 budget Section 3. That a copy of the Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of October, A.D., 2025, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: Councilmembers: NOES: Charlotte M. Moses, Mayor ATTEST: Sherri Bellard, City Secretary P.R. No. 24523 9/4/2025 JLH/TNR APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVED F INISTRATION: Ronald Burton, CP ity Manager Timothy W. Duriso, Chief of Police APPROVED AS TO AVAILABILITY OF FUNDS: Lynda Boswell, Director of Finance C1jf' (ill.V✓�' 1C ( V"wT j / 4, ton Williams,CPPB, Pu chasing Mana er P.R. No. 24523 9/4/2025 JLH/TNR Exhibit A 0 MOTOROLA SOLUTIONS QUOTE-3269536 APX Consolettes for PD Dispatch Billing Address: Shipping Address: Quote Date:08/26/2025 PORT ARTHUR, CITY OF PORT ARTHUR, CITY OF Expiration Date:10/25/2025 PO BOX 1089 645 FOURTH ST Quote Created By: PORT ARTHUR,TX 77640 PORT ARTHUR,TX 77640 Mike Wise US US mike.wise@bearcom.com 409.842.1776 End Customer: PORT ARTHUR, CITY OF Brian Cater brian.cater@portarthurtx.gov (409) 983-8623 Contract: 17724- HGAC(TX)-RA05-21 Line# Item Number Description Qty Contract Price Sale Price Ext.Sale Price APXTM Consolette 1 L37TSS9PW1CN ALL BAND CONSOLETTE CN 5 $10,243.53 $10,243.53 $51,217.65 1a G9OAC ADD: NO MICROPHONE 5 NEEDED APX 1b QA01648AA ADD: HW KEY SUPPLEMENTAL 5 DATA 1c GA00255AD ADD: 5Y ESSENTIAL 5 ACCIDENTAL DAMAGE 1d CA01598AB ADD:AC LINE CORD US 5 le G51AT SOFTWARE LICENSE 5 ENH:SMARTZONE 1f GA05508AA DEL: DELETE VHF BAND 5 1g GA05509AA DEL: DELETE UHF BAND 5 lh L999AG ADD: FULL FP W/E5/KEYPAD/ 5 CLOCK/VU 1i G806BL SOFTWARE LICENSE ENH: 5 ASTRO DIGITAL CAI OP APX 1j QA09113AB ADD: BASELINE RELEASE SW 5 1k G193AK ADD:ADP ONLY(NON-P25 CAP 5 COMPLIANT)(US ONLY) 11 G361AH SOFTWARE LICENSE ENH: P25 5 TRUNKING SOFTWARE APX 0 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola(the ""Underlying Agreement"")that authorizes Customer to purchase equipment and/or services or license software(collectively""Products"").If no Underlying Agreement exists between Motorola and Customer,then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions,Inc.:500 West Monroe,United States-60661-#:36-1115800 Page MOTOROLA SOLUTIONS QUOTE-3269536 5 APX Consoiettes for PD Dispatch Line# Item Number Description Qty Contract Price Sale Price Ext. Sale Price 2 HKN6233C MOBILE RADIO APX 5 $156.22 $156.22 $781.10 CONSOLETTE RACK MOUNT KIT 3 LSV00Q00202A DEVICE PROGRAMMING 5 $207.14 $207.14 $1,035.70 Grand Total $53,034.45(USD) Notes: • 5 APX Consolettes for PD Channels in Dispatch, 700/800 Band ONLY, NO SECURE, Programming is included, Installation is NOT INCLUDED • Unless otherwise noted,this quote excludes sales tax or other applicable taxes (such as Goods and Services Tax,sales tax,Value Added Tax and other taxes of a similar nature).Any tax the customer is subject to will be added to invoices. Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola(the ""Underlying Agreement'')that authorizes Customer to purchase equipment and/or services or license software(collectively—Products").If no Underlying Agreement exists between Motorola and Customer,then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions,Inc.:500 West Monroe,United States-60661-#:36-1115800 Page 2 ® MOTOROLA SOLUTIONS QUOTE-3269536 5 APX Consolettes for PD Dispatch Line# Item Number Parametric Data 1 b QA01648AA ASKHOMID=04E6 w 11111 Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola(the —Underlying d Agreement—) ree Customer,then that authorizes Customer to purchase equipment and/or services or license software(collectively""Products"").If no Underlying Agreement exists between hen Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products. Motorola Solutions,Inc.:500 West Monroe,United States-60661-#:36-1115800 Page 3 MOTOROLA SOLUTIONS Purchase Order Checklist NA OM Marked as PO/Contract] Notice to Proceed on Company Letterhead PO will not be processed without this) PO Number/Contract Number PO Date Vendor= Motorola Solutions, Inc. Payment (Billing)Terms/State Contract Number Bill-To Name on PO must be equal to the Legal Bill-To Name Bill-To Address Ship-To Address (If we are shipping to a MR location, it must be documented on PO) Ultimate Address (If the Ship-To address is the MR location then the Ultimate Destination address must be documented on PO ) PO Amount must be equal to or greater than Order Total Non-Editable Format(Word/Excel templates cannot be accepted) Tax Exemption Status Signatures (As required) NOTE: When an email order is submitted a confirmation is sent from Motorola AutoNotify referencing a case number. Once checklist is complete, order still must go through Order Validation/Credit Approval