SR-700-001 (4)
CMO:JW:DY:f:\infosys\admin\share\staff reports\Motorola Maintenance.doc
Council Meeting: November 11, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Contract with Motorola to consolidate maintenance and repair contracts for
Police, Fire and Big Blue Bus radio communication equipment for a period of
one year for a total amount not to exceed $177,936, with three additional
one-year renewal options.
Introduction
This report recommends the City Council authorize the City Manager to negotiate and
execute a sole source contract with Motorola to consolidate existing maintenance and
repair agreements with Police, Fire and Big Blue Bus for radio communication equipment
for a period of one year for a total amount not to exceed $177,936, with three additional
one-year renewal options.
Discussion
Motorola is the manufacturer of communication devices such as radio equipment, base
stations, mobile data computers and data network controllers used within the City's Police
Department, Fire Department, and Big Blue Bus operations. Motorola has provided
maintenance and repair for this equipment to the City?s satisfaction since the 1980s. The
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aim of the contract consolidation is twofold: to standardize legal terms and to secure more
favorable future pricing.
Independent, third party repair facilities generally specialize in low-end equipment, i.e.,
hand-held portable phones, walkie-talkies, etc. and are not equipped to support
communication base stations and other highly specialized communication equipment used
by the City. All parts required to repair Motorola equipment must be manufactured by
Motorola. The specialized nature of the equipment and its critical role in public safety and
transportation availability warrant waiver of competitive bidding in this case.
Budget/Financial Impact
The cost for contract maintenance and repair services will not exceed $177,936 in
FY2003/04. Sufficient funds are available in accounts 01312.533120 (Fire Department),
41651.555017 (Big Blue Bus) and 01304.533120 (Police Department).
Funding requirements for exercise of the three optional extensions will be requested in
future fiscal years? proposed budgets and will be subject to Council review and approval.
Optional future year contract extension costs are calculated by applying CPI escalators to
current year (FY2003-04) contract amounts. If the necessary funds for a future fiscal year
are not appropriated by City Council, the agreement will allow for termination of the
contract, without penalty, at the sole discretion of the City.
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Recommendation
Staff recommends that the City Council:
1) waive competitive bidding;
2) authorize the City Manager to negotiate and execute a sole source contract with
Motorola to provide maintenance and repairs to Motorola communication equipment
for the Police and Fire Departments and the Big Blue Bus for a period of one year
for a total amount not to exceed $177,936 in FY2003/04, including applicable sales
tax. The contract will also include three additional one-year renewal options, at an
estimated annual cost of $177,936 plus CPI increases, with contract language
reflecting annual funding authorizations as set forth above; and
3) authorize budget changes discussed above.
Prepared By: Jory Wolf, Chief Information Officer
David Yeskel, Systems Analyst
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