AGENDA CAPTION:
Title
Consider approval of Resolution 2026-64R, approving the purchase of radios and associated equipment from the Lower Colorado River Authority for use by the Police and Fire Departments in the amount of $1,499,971.00; authorizing the City Manager, or her designee, to execute any documents necessary to complete the purchase; and declaring an effective date.
Body
Meeting date: April 21, 2026
Department: Fire Department - Les Stephens, Chief
Amount & Source of Funding
Funds Required: $1,499,971
Account or Project Number (C = CIP funds): 10001280.60125
Funds Available: $1,500,000
Account Name: Equipment
Fiscal Note:
Prior Council Action: City Council was made aware of the need to replace radio equipment across the city during the June 6, 2026, Budget Workshop Presentation, Slide 29. The presentation included the amount of $1.5 million dollars that was set aside for this project and was adopted in the FY26 budget. This will be done in tranches across multiple fiscal years; this is the first tranche.
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Background Information:
Lower Colorado River Authority (LCRA) is the radio purveyor for the City of San Marcos. This contract was established through an interlocal agreement with LCRA as authorized by Texas Government Code, Chapter 791.
For clarification, this includes not only the radio services but also portable radios carried by a person, mobile radios that are vehicle-mounted, and base station radios that are mounted inside a building and used primarily for dispatch and monitoring/communicating radio traffic.
The depreciation of the OpenSky 900 MHz system is the primary driver for replacing the radio equipment. The OpenSky 900 MHz system has reached end of life and LCRA has advised its clients that the end of life is December 31, 2028. Many of the radios in use throughout the City operate on the OpenSky 900 MHz system. This system is being phased out and is being replaced by the Project 25 (P25) system. The P25 system increases interoperability, enhances security, and has more communications capacity.
YouTube link Basics of P25 <https://www.youtube.com/watch?v=2GTAptVOpkE>
If the City does not update its OpenSky radios before the system reaches end of life, Fire Stations will cease to be dispatched to calls, and the WestNet system, used to control station alerting in the fire stations, will no longer function. The majority of radios currently used by Public Works, Neighborhood Enhancement, SMTX Utilities, etc., are on the OpenSky system. These radios will also cease to function. Purchasing new radios ensures that City departments can maintain radio communications to continue providing services.
Several of the mobile radios being replaced in San Marcos Police Department (SMPD) and San Marcos Fire Department (SMFD) units (model: Unity XG-100M) can operate on the current P25 700/800 MHz systems. These mobile radios are being replaced because they are older models nearing the end of their life. Support for these radios is limited to parts availability, which is dwindling.
Purchasing new radios for SMPD and SMFD allows a trickle-down effect for the other City departments. This method has historically been used to optimize our ability to ensure that public safety has functioning radios and to keep other city departments current with radio technology. Except for a handful of loaner radios from LCRA, the City owns all radio assets.
A seven to ten-year replacement cycle is recommended for radios. In practice, the City of San Marcos has kept radios in service for ten years. As radios approach the 10-year mark, more are sent in for repair, with some being beyond repair. Base station and mobile radios are not damaged as frequently and require fewer repairs. A 10-year service life is realistic for base station and mobile radios.
For background on the age of existing radios:
San Marcos Police Department (SMPD)
Portable Radios
134 of the radios were delivered in 2019
4 are from 2022
25 are from 2023
5 are from 2024
Mobile Radios
All 9 of the mobile radios being replaced were purchased in 2019
San Marcos Fire Department (SMFD)
Base Station Radios
Most base station radios (12 of 13) were delivered between 2010 and 2014, one was delivered in 2019. Some of these radios were purchased in 2008-2009 as Enhanced Digital Access Communications System (EDACS) radios and later upgraded to 900 MHz OpenSky. The base station radios in use by the San Marcos Fire Department operate on the OpenSky 900 MHz system.
Other Departments
Most of the P5300 portable and mobile radios that are being replaced were purchased in 2014, with purchase dates ranging from 2011 to 2015. The majority of these radios were in service with SMPD and SMFD before being used by other departments. These radios operate on the OpenSky 900 MHz system.
The following P5300 OpenSky 900 MHz system radios, in service with varying departments across the city, will be replaced or are no longer needed.
171 Portable Radios
133 Mobile Radios
Additionally, over the Air Programming (OTAP) will be replaced with Device Management. Device Management will streamline updating and programming radios. Programming is necessary when talk groups or channels are added or when software updates provide additional features. This will occur over secure wireless access points.
Regarding warranties, base station and mobile radios have a 2-year warranty. Because these radios typically require fewer repairs, an extended warranty was not added. Portable radios have a 2-year manufacturer's warranty. An additional 3-year extended warranty has been added to all portable radios. Portable radios, because they are worn on a person, experience a higher need for repairs.
There will be three tranches covering fiscal years 2026, 2027, and 2028. Authorization is being sought at this time to spend $1,499,971 of the $1.5 million set aside for FY26. The attached quotes total $1,499,971. The remaining needs will be addressed with the second and third tranches in FY27 and FY28. In 2028, our radio replacement program will be complete. The City should begin assessing the need to replace radios again in 2035.
Council Committee, Board/Commission Action:
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Alternatives:
Alternatives are limited because of the end of life of the OpenSky 900 MHz system and the imminent inability to service older mobile and base station radios (Unity XG-100M).
Recommendation:
Staff recommends authorization to spend $1,499,971.00 on radio hardware to support core services.