Fiscal Note
The proposed resolution authorizes a noncompetitive selection contract with Motorola Solutions, Inc. (Motorola) to purchase portable radios, mobile radios, and associated accessories, software and warranty services for the Madison Police Department (MPD) in the amount of $5,000,000 in 2027. Finance Committee Amendment #5 amended the 2027 Capital Improvement Plan (CIP) to move all funding into 2027 instead of funding $1.25 million annually from 2027 to 2030. Funding the purchase of the radios in 2027 allows for the City to own the radios outright instead of leasing the radios, which provides the City with more favorable agreement terms. Additionally, Motorola has agreed to provide the City with mobile squad radios at no cost if the contract is completed in 2027. The mobile squad radios are valued at $410,000 and would be a cost savings from a future budget. The noncompetitive selection contract is contingent upon adoption of the Amended Capital Budget on November 10, 2026. At this time, no additional appropriation is required.
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Authorizing the Mayor and City Clerk to sign a noncompetitive contract with Motorola Solutions, Inc. to purchase APX NEXT series portable radios and APX 8500 mobile radios, and associated accessories, software, and warranty services for the Madison Police Department
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WHEREAS, Motorola portable radios have been the foundation of the Madison Police Department’s mission-critical public safety communications for decades, and the Department’s current APX6000 portable radios have exceeded their service life, are out of warranty, and are no longer supported by Motorola as of 2023; and
WHEREAS, reliable portable radios are essential to MPD’s mission-critical public safety communications, including officer safety, emergency response, interoperability with regional partners, and compliance with statewide system standards; and the APX NEXT platform provides modern encryption, enhanced audio performance, improved durability, and long-term support consistent with current public safety technology requirements; and
WHEREAS, Motorola Solutions, Inc. and MPD collaborated on a replacement plan to provide officers with 525 new portable radios and accessories in 2027, that will meet MPD’s core operational and public safety communications needs for the next decade, and the APX NEXT series provides a modern technical lifecycle with enhanced encryption, improved audio performance, expanded feature sets, and long-term manufacturer support ensuring that MPD’s portable radio fleet remains reliable and compliant with evolving public safety communication standards for the next 10-15 years; and
WHEREAS, the proposal also includes 42 Motorola’s APX 8500 mobile radios for squad cars, in the total cost; and
WHEREAS, MPD has negotiated a total project cost of $5,000,000, reflecting a $3,880,493 discount, and funded through the adopted capital budget at a total contract price of $5,000,000 in 2027; and
WHEREAS, the above total includes necessary firmware, software and related technology for the proper functioning and updates to the radios, as well as a one (1) year subscription to an optional suite of smart application software; and
WHEREAS, purchases exceeding $75,000 per year that are not competitively selected must meet an exception under MGO 4.26, and this portable radio purchase qualifies for this exception under MGO 4.26(4)(a)7. due to system compatibility, and because Motorola has provided similar equipment and services to the City in the recent past, making it economical on the basis of time and money to continue to purchase the police radios and services from Motorola; and
WHEREAS, under MGO 4.26(3)(e), service contracts of more than five (5) years require approval of the Common Council and signature by the Mayor and City Clerk and this radio purchase includes a seven (7) year warranty, and ongoing necessary and optional software services for the operation of the radios, including the smart applications described above; and
WHEREAS, interoperability is essential for coordinated public safety response, and Motorola radio platforms ensure seamless communication with Dane County Public Safety Communications, Madison Fire Department, UW-Madison Police Department, Capitol Police, and regional mutual-aid partners, as well as continued compatibility with statewide systems; and
WHEREAS, this radio replacement project is critical to maintaining MPD’s mission-essential public safety communications infrastructure, ensuring officers have reliable, modern, and interoperable equipment necessary to support a safe Madison, and the continued use of unsupported radios introduces operational risk, including potential equipment failure during critical incidents, limited availability of replacement parts, reduced reliability, and increased downtime, all of which pose direct risks to officer safety and emergency response effectiveness; and
NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk are authorized to sign a contract with Motorola Solutions, Inc. for the purchase of APX NEXT and APX 8500 radios, accessories, and related equipment, and software; and an extended warranty for a total of seven (7 years, at the price described above, contingent upon the adoption of the 2027 capital budget as amended by the Finance Committee.
BE IT FINALLY RESOLVED, that the designee of the Finance Director is authorized to execute future contracts with Motorola Solutions, Inc. to support the operation of these radios through any of the following: ongoing software subscriptions, maintenance, lifecycle equipment replacement, renewal or addition of the optional smart application software subscription(s) at the price described above, and renewal of essential warranty services upon expiration of the seven year warranty, for the useful life of these radios; all contingent upon the availability of budgeted funds.