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9.b1 Radio Replacement for Fire Dept. Staff Report Date of Meeting: April 20, 2021 To: City Council From: Mike Hinz, Fire Chief Re: Fire Department Radio Replacement Background: The fire department purchased 800Mhz radios as part of a county wide grant program in 2007. The radios originally were placed in storage when originally purchased due to the fact that the county had not completed the transition to the new radio system that they had approved. The radios officially went in to service on 3/2009. Motorola discontinued support and service for these radios on 12/2019. The county has had parts available from radios that have been turned in by departments that have already upgraded to new radios. This supply is being depleted and only covers the basic parts as the actual radios cannot be used to replace radios that are unrepairable as they are considered destroyed by Motorola during the replacement process. We are also at the point that our current radios are in need of having the batteries replaced and we have been holding off due to the cost ($95 each) of the batteries vs the planned replacement of the radios. The radios have a normally expected life expectancy of 15 years. The new radios will be placed on the same 15-year replacement plan. I have included the Motorola intent to cancel document that we received. Issue: Should the city replace the fire department radios? Proposal Details: Scandia Fire has received a quote from Ancom Communications. Pricing was provided per the state contract pricing. The quote is to replace all discontinued radios and adding a truck radio and portable radio to Utility 1 that currently does not have a radio due to the fact that we did not want to purchase a radio and install as a single unit and wanted to make sure that all our radios match for ease of use. The cost of the radios for Utility-1 is $4,238.65 for main radio and $4,123.47 for the portable radio for a total of $8,362.12. All of the replacement radios will work on the County radio system and are rated for fire service. Project consists of adding a Truck radio & portable radio for utility-1, replacing 6 truck radios and required accessories, 1 base station radio and required accessories, 17 portable radios and required accessories. I have included the quote for both Fire radio replacement and Public Works radio replacement. Fiscal Impact: The fiscal impact to replace all our discontinued radios and add radios to Utility 1 is $105,837.08. The CIP has $75,000 set aside for this project. There was discussion about raising this amount, but was never adopted. Options: (1) Direct staff to Purchase Radios per quote #1443648 in the amount of $105,837.08 (2) Replace only some of the radios (3) Wait to purchase replacement radios Recommendation: Option (1). QUOTE-1443648 SCANDIA FIRE DEPARTMENT, CITY OF Scandia FD 2021 radio quote 03/27/2021 The design, technical, pricing, and other information (“Information”) furnished with this submission is confidential proprietary information of Motorola Solutions, Inc. or the Motorola Solutions entity providing this quote(“Motorola”) and is submitted with the restriction that it is to be used for evaluation purposes only. To the fullest extent allowed by applicable law, the Information is not to be disclosed publicly or in any manner toanyone other than those required to evaluate the Information without the express written permission of Motorola.MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks are theproperty of their respective owners. © 2020 Motorola Solutions, Inc. All rights reserved. 03/27/2021 SCANDIA FIRE DEPARTMENT, CITY OF 15040 SCANDIA TRAIL N SCANDIA, MN 55073 RE: Motorola Quote for Scandia FD 2021 radio quote Dear Chief Mike Hinz, Motorola Solutions is pleased to present SCANDIA FIRE DEPARTMENT, CITY OF with this quote for quality communications equipment and services. The development of this quote provided us the opportunity to evaluate your requirements and propose a solution to best fulfill your communications needs. This information is provided to assist you in your evaluation process. Our goal is to provide SCANDIA FIRE DEPARTMENT, CITY OF with the best products and services available in the communications industry. Please direct any questions to Dean Daninger at dean.daninger@ancom.org. We thank you for the opportunity to provide you with premier communications and look forward to your review and feedback regarding this quote. Sincerely, Dean Daninger Motorola Solutions Manufacturer's Representative QUOTE-1443648 Billing Address: SCANDIA FIRE DEPARTMENT, CITY OF 15040 SCANDIA TRAIL N SCANDIA, MN 55073 US Shipping Address: SCANDIA FIRE DEPARTMENT, CITY OF 15040 SCANDIA TRAIL N SCANDIA, MN 55073 US Quote Date:03/27/2021 Expiration Date:06/25/2021 Quote Created By: Dean Daninger dean.daninger@ancom.org End Customer: SCANDIA FIRE DEPARTMENT, CITY OF Chief Mike Hinz mike.hinz@scandiafire.com 651.433.4383 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price APX™ 6500 / Enh Series ENHANCEDAPX6500 1 M25URS9PW1BN APX6500 ENHANCED 7/800 MHZ MOBILE 5 $2,738.00 $1,408.00 $7,040.00 1a G609AC ADD: REMOTE MOUNT CABLE 50 FT APX 5 $35.00 $26.25 $131.25 1b G51AU ENH: SMARTZONE OPERATION APX6500 5 $1,200.00 $900.00 $4,500.00 1c G67DT ADD: REMOTE MOUNT E5 APXM 5 $297.00 $222.75 $1,113.75 1d G78AT ENH: 3 YEAR ESSENTIAL SVC 5 $176.40 $176.40 $882.00 1e GA01606AA ADD: NO GPS/WI-FI ANTENNA NEEDED 5 $0.00 $0.00 $0.00 1f B18CR ADD: AUXILIARY SPKR 7.5 WATT APX 5 $60.00 $45.00 $225.00 1g G444AH ADD: APX CONTROL HEAD SOFTWARE 5 $0.00 $0.00 $0.00 1h G806BL ENH: ASTRO DIGITAL CAI OP APX 5 $515.00 $386.25 $1,931.25 1i W484AF ALT: ANT 3DB GAIN 762-870MHZ 5 $38.00 $28.50 $142.50 1j GA01670AA ADD: APX E5 CONTROL HEAD 5 $572.00 $429.00 $2,145.00 QUOTE-1443648Scandia FD 2021 radio quote 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. Page 3 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 1k W22BA ADD: STD PALM MICROPHONE APX 5 $72.00 $54.00 $270.00 1l G193AK ADD: ADP ONLY (NON-P25 CAP COMPLIANT) (US ONLY) 5 $0.00 $0.00 $0.00 1m G361AH ENH: P25 TRUNKING SOFTWARE APX 5 $300.00 $225.00 $1,125.00 1n GA09008AA ADD: GROUP SERVICES 5 $150.00 $112.50 $562.50 1o GA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 5 $0.00 $0.00 $0.00 1p GA09001AA ADD: WI-FI CAPABILITY 5 $300.00 $225.00 $1,125.00 APX™ 6500 / Enh Series ENHANCEDAPX6500 2 M25URS9PW1BN APX6500 ENHANCED 7/800 MHZ MOBILE 2 $2,738.00 $1,408.00 $2,816.00 2a GA09008AA ADD: GROUP SERVICES 2 $150.00 $112.50 $225.00 2b GA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 2 $0.00 $0.00 $0.00 2c G609AC ADD: REMOTE MOUNT CABLE 50 FT APX 4 $35.00 $26.25 $105.00 2d G51AU ENH: SMARTZONE OPERATION APX6500 2 $1,200.00 $900.00 $1,800.00 2e G67DT ADD: REMOTE MOUNT E5 APXM 2 $297.00 $222.75 $445.50 2f G78AT ENH: 3 YEAR ESSENTIAL SVC 2 $176.40 $176.40 $352.80 2g GA00092AU ADD: APXM DUAL E5 CH 2 $570.00 $427.50 $855.00 2h GA01606AA ADD: NO GPS/WI-FI ANTENNA NEEDED 2 $0.00 $0.00 $0.00 2i GA09001AA ADD: WI-FI CAPABILITY 2 $300.00 $225.00 $450.00 2j B18CR ADD: AUXILIARY SPKR 7.5 WATT APX 4 $60.00 $45.00 $180.00 2k G444AH ADD: APX CONTROL HEAD SOFTWARE 2 $0.00 $0.00 $0.00 2l G806BL ENH: ASTRO DIGITAL CAI OP APX 2 $515.00 $386.25 $772.50 QUOTE-1443648Scandia FD 2021 radio quote 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. Page 4 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 2m W484AF ALT: ANT 3DB GAIN 762-870MHZ 2 $38.00 $28.50 $57.00 2n GA01670AA ADD: APX E5 CONTROL HEAD 2 $572.00 $429.00 $858.00 2o W22BA ADD: STD PALM MICROPHONE APX 4 $72.00 $54.00 $216.00 2p G193AK ADD: ADP ONLY (NON-P25 CAP COMPLIANT) (US ONLY) 2 $0.00 $0.00 $0.00 2q G361AH ENH: P25 TRUNKING SOFTWARE APX 2 $300.00 $225.00 $450.00 APX™ 6000 Series APX6000 3 H98UCF9PW6BN APX6000 700/800 MODEL 2.5 PORTABLE 17 $3,026.00 $1,853.50 $31,509.50 3a Q667BB ADD: ADP ONLY (NON-P25 CAP COMPLIANT) (US ONLY) 17 $0.00 $0.00 $0.00 3b Q361AR ADD: P25 9600 BAUD TRUNKING 17 $300.00 $225.00 $3,825.00 3c Q58AL ADD: 3Y ESSENTIAL SERVICE 17 $115.00 $115.00 $1,955.00 3d QA09008AA ADD: GROUP SERVICES 17 $150.00 $112.50 $1,912.50 3e QA07577AA ALT: BATT IMPRES 2 LIION TIA4950 IP68 3100T STD 17 $135.00 $101.25 $1,721.25 3f QA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 17 $0.00 $0.00 $0.00 3g QA09001AB ADD: WIFI CAPABILITY 17 $300.00 $225.00 $3,825.00 3h H38BT ADD: SMARTZONE OPERATION 17 $1,200.00 $900.00 $15,300.00 3i Q806BM ADD: ASTRO DIGITAL CAI OPERATION 17 $515.00 $386.25 $6,566.25 4 NNTN8860A CHARGER, SINGLE-UNIT, IMPRES 2, 3A, 115VAC, US/NA 12 $165.00 $112.50 $1,350.00 5 PMMN4069AL MICROPHONE,IMPRES RSM, 3.5MM JACK, IP55 12 $133.00 $99.75 $1,197.00 QUOTE-1443648Scandia FD 2021 radio quote 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. Page 5 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 6 NNTN8844A CHARGER, MULTI-UNIT, IMPRES 2, 6-DISP, NA/LA- PLUG, ACC USB CHGR 1 $1,375.00 $937.50 $937.50 APX™ 6500 / Enh Series ENHANCEDAPX6500 7 M25URS9PW1BN APX6500 ENHANCED 7/800 MHZ MOBILE 1 $2,738.00 $1,408.00 $1,408.00 7a G90AC ADD: NO MICROPHONE NEEDED APX 2 $0.00 $0.00 $0.00 7b GA09008AA ADD: GROUP SERVICES 1 $150.00 $112.50 $112.50 7c GA09007AA ADD: OUT OF THE BOX WIFI PROVISIONING 1 $0.00 $0.00 $0.00 7d G51AU ENH: SMARTZONE OPERATION APX6500 1 $1,200.00 $900.00 $900.00 7e G67DT ADD: REMOTE MOUNT E5 APXM 1 $297.00 $222.75 $222.75 7f G78AT ENH: 3 YEAR ESSENTIAL SVC 1 $176.40 $176.40 $176.40 7g GA00092AU ADD: APXM DUAL E5 CH 1 $570.00 $427.50 $427.50 7h GA01606AA ADD: NO GPS/WI-FI ANTENNA NEEDED 1 $0.00 $0.00 $0.00 7i GA09001AA ADD: WI-FI CAPABILITY 1 $300.00 $225.00 $225.00 7j B18CR ADD: AUXILIARY SPKR 7.5 WATT APX 2 $60.00 $45.00 $90.00 7k G89AC ADD: NO RF ANTENNA NEEDED 1 $0.00 $0.00 $0.00 7l G444AH ADD: APX CONTROL HEAD SOFTWARE 1 $0.00 $0.00 $0.00 7m G806BL ENH: ASTRO DIGITAL CAI OP APX 1 $515.00 $386.25 $386.25 7n GA01670AA ADD: APX E5 CONTROL HEAD 1 $572.00 $429.00 $429.00 7o G193AK ADD: ADP ONLY (NON-P25 CAP COMPLIANT) (US ONLY) 1 $0.00 $0.00 $0.00 7p G361AH ENH: P25 TRUNKING SOFTWARE APX 1 $300.00 $225.00 $225.00 QUOTE-1443648Scandia FD 2021 radio quote 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. Page 6 Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 7q G618AC ADD: REMOTE MOUNT CABLE 10 FT APX 2 $10.00 $7.50 $15.00 8 RMN5070A DESKTOP MIC (GCAI) 2 $172.00 $129.00 $258.00 9 HKN6165B CABLE, REMOTE MOUNT, 35M 1 $115.50 $86.63 $86.63 Grand Total $105,837.08(USD) Notes: QUOTE-1443648Scandia FD 2021 radio quote 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. Page 7 October 2013 INTERNAL USE ONLY XTS 2500 Models INTENT -TO-CANCEL NOTICE OVERVIEW The purpose of this notification is to inform ASTRO 25 Subscriber Owners of a Cancellation of the XTS 2500 radio models on November 30, 2014. It is recommended that last time purchases be considered at this time to cover anticipated or planned customer expansion and lifetime spare units. XTS 2500 Last Order Entry: October 31, 2014 All XTS 2500 ECAT (Electronic Price Pages) will be pulled from visibility no later than the second week of November 2014. XTS 2500 Last Customer Scheduled Ship Date: November 30, 2014 (Schaumburg factory (SCOG)) No customer ship dates will be scheduled after this date. XTS 2500 Last Field Service 5 years Support to conclude: December 31, 2019 MODELS/ OPTIONS CANCELLATION ROLLOUT Listed below are the XTS 2500 models (Cancellation Includes “AN, BN, ISR and Rugged” Models) - Radio Model Frequency Watt Description APC H46KDC9PW5_N VHF (136-174) 1-5 Watt XTS2500 MDL I PORTABLE VHF 407 H46KDD9PW5_N VHF (136-174) 1-5 Watt XTS2500 MODEL 1.5 PORTABLE VHF 407 H46KDF9PW6_N VHF (136-174) 1-5 Watt XTS2500 MDL II PORTABLE VHF 407 H46KDH9PW7_N VHF (136-174) 1-5 Watt XTS2500 MDL III PORTABLE VHF 407 H46QDC9PW5_N UHFR1 (380-470) 1-5 Watt XTS2500 MDL I PORTABLE UHFR1 407 H46QDD9PW5_N UHFR1 (380-470) 1-5 Watt XTS2500 MODEL 1.5 UHFR1 407 H46QDF9PW6_N UHFR1 (380-470) 1-5 Watt XTS2500 MDL II PORTABLE UHFR1 407 H46QDH9PW7_N UHFR1 (380-470) 1-5 Watt XTS2500 MDL III PORTABLE UHFR1 407 H46SDC9PW5_N UHFR2 (450-520) 1-5 Watt XTS2500 MDL I PORTABLE UHFR2 407 H46SDD9PW5_N UHFR2 (450-520) 1-5 Watt XTS2500 MODEL 1.5 UHFR2 407 H46SDF9PW6_N UHFR2 (450-520) 1-5 Watt XTS2500 MDL II PORTABLE UHFR2 407 H46SDH9PW7_N UHFR2 (450-520) 1-5 Watt XTS2500 MDL III PORTABLE UHFR2 407 H46UCC9PW5_N 7/8 (764-870) 1-3 Watt XTS2500 MDL I PORTABLE 700/800 205 H46UCD9PW2_N 7/8 (764-870) 1-3 Watt XTS2500RB MDL 1.5 PORTABLE 700/800 270 H46UCD9PW5_N 7/8 (764-870) 1-3 Watt XTS2500 MODEL 1.5 PORTABLE 7/800 205 H46UCF9PW2_N 7/8 (764-870) 1-3 Watt XTS2500RB MDL II PORTABLE 700/800 270 H46UCF9PW6_N 7/8 (764-870) 1-3 Watt XTS2500 MDL II PORTABLE 700/800 205 H46UCH9PW2_N 7/8 (764-870) 1-3 Watt XTS2500RB MDL III PORTABLE 700/800 270 October 2013 INTERNAL USE ONLY H46UCH9PW7_N 7/8 (764-870) 1-3 Watt XTS2500 MDL III PORTABLE 700/800 205 H46WCD9PW5_N 900 (896-941) 1-2.5 Watt XTS2500 MODEL 1.5 PORTABLE 900MHZ 205 H46WCH9PW7_N 900 (896-941) 1-2.5 Watt XTS2500 MODEL III PORTABLE 900MHZ 205 Note: There is no dedicated accessory APC for this product, or Government Services Administration (GSA) requirements. There are no accessories being cancelled with this Intent to Cancel. SUGGESTED REPLACEMENT PRODUCTS The APX 6000/APX 60000XE/APX 6000Li will replace the XTS 2500 and is currently available for order. The APX 6000/APX 6000XE/APX 6000 Li is a smart investment delivering leading edge technology in a lightweight design. Ideal for agencies requiring advanced features in a single band radio. Another alternative replacement solution to the XTS 2500 is the APX 4000. The APX 4000 is currently available for order and the two-knob version will be available for order in Dec 2014. The APX 4000 is a durable and compact product with basic features in an easy to use design. It is ideal for agencies requiring a budget friendly P25 solution. Please visit InSite - ASTRO 25 Subscriber at a Glance Brochure to learn more about the APX 6000/6000XE/6000Li/4000products. https://insite.motorolasolutions.com/viewcontent.asp?qv=1&docid=16053 Listed below are the APX 6000/APX 6000XE/APX 6000Li models - Radio Model Frequency Watt Description APC H98KGD9PW5AN VHF (136-174) 1-6 Watt APX 6000 MODEL I PORTABLE 481 H98KGF9PW6AN VHF (136-174) 1-6 Watt APX 6000 MODEL II PORTABLE 481 H98KGH9PW7AN VHF (136-174) 1-6 Watt APX 6000 MODEL III PORTABLE 481 H98QDD9PW5AN UHFR1 (380-470) 1-5 Watt APX 6000 MODEL I PORTABLE 481 H98QDF9PW6AN UHFR1 (380-470) 1-5 Watt APX 6000 MODEL II PORTABLE 481 H98QDH9PW7AN UHFR1 (380-470) 1-5 Watt APX 6000 MODEL III PORTABLE 481 H98SDD9PW5AN UHFR2 (450-520) 1-5 Watt APX 6000 MODEL I PORTABLE 481 H98SDF9PW6AN UHFR2 (450-520) 1-5 Watt APX 6000 MODEL II PORTABLE 481 H98SDH9PW7AN UHFR2 (450-520) 1-5 Watt APX 6000 MODEL III PORTABLE 481 H98UCD9PW5AN 7/8 (764-870) 1-3 Watt APX 6000 MODEL I PORTABLE 481 H98UCF9PW6AN 7/8 (764-870) 1-3 Watt APX 6000 MODEL II PORTABLE 481 H98UCH9PW7AN 7/8 (764-870) 1-3 Watt APX 6000 MODEL III PORTABLE 481 Listed below are the APX 4000models – Radio Model Frequency Watt Description APC H51UCF9PW6AN 7/8 (764-870) 1-3 Watt APX 4000 MODEL II PORTABLE 426 H51UCH9PW7AN 7/8 (764-870) 1-3 Watt APX 4000 MODEL III PORTABLE 426 H51KDF9PW6AN VHF (136-174) 1-6 Watt APX 4000 MODEL II PORTABLE 426 H51KDH9PW7AN VHF (136-174) 1-6 Watt APX 4000 MODEL III PORTABLE 426 H51QDF9PW6AN UHFR1 (380-470) 1-5 Watt APX 4000 MODEL II PORTABLE 426 H51QDH9PW7AN UHFR1 (380-470) 1-5 Watt APX 4000 MODEL III PORTABLE 426 H51SDF9PW6AN UHFR2 (450-520) 1-5 Watt APX 4000 MODEL II PORTABLE 426 H51SDH9PW7AN UHFR2 (450-520) 1-5 Watt APX 4000 MODEL III PORTABLE 426 October 2013 INTERNAL USE ONLY H51WCF9PW6AN 900 (896-941) 1-2.5 Watt APX 4000 MODEL II PORTABLE 426 H51WCH9PW7AN 900 (896-941) 1-2.5 Watt APX 4000 MODEL III PORTABLE 426 SERVICE IMPLICATIONS OF CANCELLATION Aftermarket Product support will be available for XTS 2500 radios via commercially reasonable efforts up to 12/31/2019 through Customer Fulfillment Centers (CFC). CONTACT INFORMATION If you have specific questions regarding this notification, please contact - Territory Contact Phone E-mail Federal Manager John Ruddy 954-723-3813 ejr003@motorolasolutions.com T1 - Canada Patricia Capparelli 954-723-6678 patriciacapparelli@motorolasolutions.com 2 & 3 Jeff Ashton 954-723-3809 jeff.ashton@motorolasolutions.com 4 Renata Sardenberg 954-723-4072 rsardenberg@motorolasolutions.com 5 Dane Windsor 954-723-3449 Dane.windsor@motorolasolutions.com 6 & 7 Michael Costa 954-723-8767 michael.n.costa@motorolasolutions.com 8 Ray Melendez 954-723-3970 r.melendez@motorolasolutions.com Large Projects Dax Lopez 954-723-8933 dax.lopez@motorolasolutions.com State & Local Manager Janelle Lopez 954-723-8184 janellelopez@motorolasolutions.com Motorola Solutions Customer Fulfillment Center In the US and Canada, call 1-800-422-4210 In Latin America, Asia, Middle East, and Europe, call 1-847-538-8023 Federal Inquiries, call 1-800-826-1913