SR-06-11-2013-3DIdEm
City of City Council Report
Santa Monica,
City Council Meeting: June 11, 2013
Agenda Item: 3 -1)
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Purchase of Radio Equipment.
Recommended Action
Staff recommends that the City Council authorize the sole source purchase of radio
equipment and replacement parts from Motorola, Inc., an Illinois -based company, for a
total amount not to exceed $2,500,000 over a five -year period with future year funding
contingent on Council budget approval.
Executive Summary
In 1998, the Police Department purchased a radio system from Motorola, Inc. that
utilizes a proprietary form of voice encryption technology developed by Motorola, Inc.
Equipment compatible with the system is available only from Motorola, Inc. The City has
established interoperable communications between the Police Department, Fire
Department, Public Works Department and Big Blue Bus. In order to ensure continued
interoperable communications between the departments, radio equipment purchased
must be fully compatible with the Police Department's system. The radio equipment
used by the City may be purchased only from Motorola, Inc. It is periodically necessary
to purchase replacement equipment as inventory needs change or equipment becomes
obsolete. Therefore, staff seeks the authority to purchase needed radio equipment from
Motorola, Inc. in an amount not to exceed $2,500,000 over a five -year period.
Background
The Information Systems Department oversees the procurement of radio equipment
and radio systems for the City. In 1998, the Police Department purchased and
subsequently implemented a secure radio system based on a proprietary form of voice
encryption technology developed by Motorola, Inc. Since then, the Information Systems
Department has ensured full interoperable communications between the Police
Department, Fire Department, Public Works Department and Big Blue Bus by ensuring
that the equipment purchased for the departments is fully compatible with the Police
Department's secure system.
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The departments all utilize radio communications equipment purchased from Motorola,
Inc. Periodically, inventory needs change requiring the purchase of additional
equipment. Also, due to the age of a large percentage of radio equipment presently
utilized by the departments, it is necessary to periodically replace equipment as it is
determined to be obsolete or replacement parts are no longer available. The funding
requested is intended to provide for sufficient replacement equipment during the next
five years, but not replacement of all radio equipment or the entire radio system.
Discussion
In order to ensure continued full interoperable communications between the Police
Department, Fire Department, Public Works Department and Big Blue Bus, it is
necessary to continue to purchase radio equipment from Motorola, Inc. Inventory needs
periodically change as departments modify their operational plans. Also, it is
anticipated that during the next five years, a portion of the equipment presently utilized
by the departments will need to be replaced as Motorola discontinues support for older
equipment currently utilized by City staff. The new equipment to be purchased may
include infrastructure components, portable radios and mobile radios, as the need
arises. The quantity of units to be replaced will be dependent upon availability of
replacement parts for existing equipment.
Vendor Selection
The equipment purchased from Motorola, Inc. utilizes a proprietary form of encryption
technology developed by and available only from Motorola, Inc. This encryption
technology is utilized by the Police Department in order to ensure secure
communications. The utilization of this encryption technology on licensed frequencies is
authorized by the Federal Communications Commission. This sole source purchase is
necessary in order to ensure ongoing compatibility with the Police Department's existing
radio system, and allow other departments to continue to communicate with the Police
Department.
PA
Financial Impacts & Budget Actions
Radio equipment purchases are funded from various budgets, including department
operational budgets, grants and capital improvement projects. Staff seeks Council
approval to spend an amount not to exceed $2,500,000 over a five -year period with
Motorola, Inc. Radio equipment will only be purchased if funds are available. Funds for
purchases in FY 2013 -15 have been included in the FY 2013 -15 Proposed Budget,
pending Council approval. Budget authority for subsequent years will be requested in
each budget cycle for Council approval. Future funding is contingent upon Council
approval for budget adoption.
Prepared by: Eric Uller, Lead Public Safety Systems Analyst
roved:
Forwarded to Council:
ory ` Rod Gould
C f
Zion Officer City Manager
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Reference Contract No.
9742 (CCS)