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CITY OF COLTON Item #9 AGENDA REPORT FOR THE COUNCIL MEETING OF MARCH 2, 2004 TO: Honorable Mayor and City Council Members FROM: Kenneth Rulon, Chief of Police SUBJECT: Award a contract for radio equipment for the police department to Motorola, Inc. in the amount of $77,214.98 from police grant funds. DATE: February 25, 2004 BACKGROUND: On November 5, 2002, the City Council approved the acceptance of funds through the State of California, Department of Justice 2003 Citizen Option for Public Safety Grant program to provide funding exclusively for front line law enforcement services. The funds from this grant must be spent by June 30, 2004. The police department is requesting approval to spend a portion of these funds to replace twenty-five portable radios in the police department. Additional funding for this purchase will come from the Local Law Enforcement Block Grant that was approved by the City Council on October 1, 2002. DISCUSSION/ ANALYSIS: These radios are part of a proprietary system used countywide. Section 3.08.100 of the City's Purchasing Ordinance allows the City to enter into agreements with other agencies for the purchase of supplies, services, and equipment. In such instances, the procedures of that agency shall satisfy all City requirements for the bid and award of those purchases. The City of Colton can piggyback onto to the San Bernardino County Bid #89-639. This will save the City the cost of the formal bid process and allow us to take advantage of the volume discount afforded to San Bernardino County. FINANCIAL IMPACT: This purchase is funded by the State of California Department of Justice COPS 2003 Grant and the 2002 Local Law Enforcement Block Grant. The funds are available in the Police Department's COPS 2002 Miscellaneous Equipment Capital Account #100-6070-6087-4930, and the Police Department's LLEBG 2002 Miscellaneous Equipment Capital Account #100-6070-6078-4930. ENVIRONMENTAL IMPACT: Not Applicable ALTERNATIVES: Solicit sealed proposals for these Radios. However, the cost may well be higher due to the smaller quantity and by piggybacking onto San Bernardino County's bids the City can take advantage of the volume pricing afforded to San Bernardino County. CONFLICT OF INTEREST- Gift Disclosure Requirements Motorola, Inc. President: Mike Zafirovski, Chief Operating Officer Contact: Mark Herzog