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Council Meeting June 23, 1998
Santa MOnica, California
TO Mayor and City CounCil
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to Negotiate and Execute a
Purchase Order with Motorola, Inc for the Purchase of Miscellaneous RadiO
Equipment and Notify CounCil of an Exception to Resolution #8966 (CSS)
Introduction
This report recommends a sole source purchase of Police radiO eqUipment from Motorola
for the Police Department, In the total amount of $700,000 00, Includmg applIcable sales
tax ThIS award also requires notification of an exception to CounCil policy (Resolution
#8966-CCS) regardmg conducting busmess With firms dOing bUSiness In or With Burma
Backgrol,Jnd
Smce 1985, the Pollee Department has purchased and used Motorola fixed-end and
portable analog radiO frequency equipment In more recent years, the department has
purchased Motorola Astra digital portable radiO frequency equipment which IS compatible
With public safety communication standards and very speCifiC to Motorola digital vOice
pnvacy encryption standards, a process used to scramble the data transmiSSion so that It
cannot be understood by anyone unless they have the same secret-coded radiO
In an effort to ensure equipment compatibility and reliability, the department plans to
replace older fixed-end analog radiO frequency eqUipment With compatible Motorola dIgItal
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eqUipment The Motorola product has proven to be superior from the standpomt of
performance and durability over the years
Ordinance Number 1743 (CCS), Section 5, paragraph 2 24 080 of the Santa MOnica
MUnicipal Code allows exception to competitive blddmg when Items or services are
purchased from a sole source manufacturer Motorola IS the manufacturer of various
commUnication devices used by the City's Fire, Transportation and Police Departments
On November 28, 1995, Council adopted Resolution #8966 (CCS) "Establishing a PoliCY
for the City of Santa MOnica Prohibiting Contracts for Personal Services and Purchase of
Commodities from Companies DOing BUSiness m or With Myanmar (Burma)" ThiS policy
allows the City Manager to approve an exception when It IS In the Interest of public health,
safety or welfare and the service or commodity cannot be reasonably obtamed from any
other source The City Manager has approved thiS purchase as an exception to
Resolution Number 8966 (CCS)
Staff has evaluated the quote and finds that It meets City speCifications
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Purchase of thiS radIO equipment qualifies as an eligible use of Asset Seizure Funds
Sufficient funds to fully fmance thiS purchase are currently available In the City's Asset
Seizure (21) Fund It IS not the City's practice, however, to budget and charge
expenditures to thiS Trust and Agency-type fund Instead, It Will be necessary to
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appropriate the amount requIred for thIs purchase ($700,000) to a new General Fund
Capital Improvement project account (#01-730-304-20098-8900-99684) When thIs
purchase IS completed, and the actual expenditure amount IS known, that amount of
funding Will be transferred from the Asset Seizure Fund to reimburse the General Fund for
the cost of thiS purchase
Recommendation
It IS recommended that the City Manager be authonzed to negotiate and execute a
contract With Motorola to proVide Pollee radIO equipment In the total amount of
$700,000 00, Including applicable sales tax, and approve the budget change set forth
above
Prepared By Pam Wortham, PurchaSing Agent
Brenda Reed, Buyer
Dave Henderson, Officer/Budget SpeCIalist
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