SR-912-000 (11)
PD:JTB:dh:f:\police\share\staffrpt\psfradio.doc
City Council Meeting: September 24, 2002 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Contract with Motorola, Inc., Not to Exceed $757,680, for
Equipment and Services to Relocate the Police and Fire
Department Communications Centers to the New Public Safety
Facility.
Introduction
This report recommends that the City Council authorize the City Manager to
negotiate and execute a contract, not to exceed $757,680, for equipment and
services required to relocate the Police and Fire Department Communications
Centers into the new Public Safety Facility. This purchase is to be funded with
Public Safety Facility funds previously appropriated by Council for that purpose.
Background
July of 1999 marked the beginning of construction on the new Public Safety
Facility. Under the original budget appropriation for the Public Safety Facility
project, funds were designated to provide for the move of the Police and Fire
Communication Centers from their current locations into the new Public Safety
facility. System components include software, programming, equipment, and
adaptation of the existing Police and Fire radio equipment to operate in the new
dispatch environment.
These modifications will provide for expanded and more efficient dispatch
operations for both centers by allowing shared use of back room equipment,
which in turn will allow for better-coordinated communications between the two
departments. Enhancements will provide an additional training and supervisor
console in the Police dispatch environment and a much-needed backup
communications facility for both departments at the existing Fire dispatch facility.
Since 1985, the Police Department has purchased and used Motorola products
exclusively for base station and dispatch radio control equipment. Compatible
Motorola products must be used to expand the system to accommodate the
consolidation of both dispatch centers in the new Public Safety Facility.
It is also prudent and practical for Motorola to be responsible for moving and
reinstalling the equipment. The items to be moved are proprietary and original
Motorola products, installed and continuously supported by Motorola under a
maintenance contract with the City. Motorola will no longer guarantee the
equipment if it is moved or reinstalled by a third party. To award a third party
moving contract, the City would have to break the maintenance contract with
Motorola and negotiate a new contract with an acceptable nonproprietary service
provider willing to support the equipment.
Ordinance Number 1743 (CCS), Section 5, Paragraph 2.24.080 (a) of the Santa
Monica Municipal Code allows exception to competitive bidding for proprietary
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items of original equipment manufacturers, as in this case. Staff has evaluated
the quote submitted by Motorola, Inc. and finds that it meets City specifications.
Budget/Fiscal Impact
Expenditure authority for this purchase is available in Capital Improvement
Project Account Number C01005801 (Police/Fire/Emergency Operations
Facility).
Recommendation
It is recommended that the City Council waive competitive bidding requirements
and authorize the City Manager to negotiate and execute a contract, not to
exceed $757,680, with Motorola, Inc., for equipment and services required to
relocate the Police and Fire Department?s Communications Centers into the new
Public Safety Facility.
Prepared by: James T. Butts, Jr., Chief of Police
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