SR-701-006 (14)
PD:JTB:JRK:\\police\share\staffrpt\2002&2003COPSDesignation.doc
City Council Meeting: April 27, 2004 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Designation of Uses for and Appropriation of $312,770 of State Citizens?
Option for Public Safety (COPS) Funding and Request for Authorization to
Acquire Fifty (50) New Mobile Data Computers (MDCs) from Motorola,
Inc. on a Sole Source Basis
Introduction
This report recommends that the City Council appropriate and approve uses for:
$174,795 of 2002 State COPS funding, $133,024 of 2003 State COPS funding, and
$4,951 of related interest earnings and other remaining State COPS funds. The report
also requests authorization to utilize the State COPS funding for the purchase of 50 new
mobile data computers (MDCs), on a sole source basis, from Motorola, Inc.
Background
State Citizens? Option for Public Safety (COPS) funds are provided to local jurisdictions
to help finance front-line law enforcement expenses that are not funded as part of a
jurisdiction?s regular budgeting process. Uses for the State COPS funds that a
jurisdiction receives must be formally approved and designated by the jurisdiction?s
governing body at a public meeting.
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The City has received annual State COPS funds allocations since 1996. Most of the
COPS funding has been spent on Police field reporting and communication systems.
Discussion
1. Replacement of the Oldest Police Mobile Data Computers
Police Department units in the field utilize both radios and mobile data computers to
send and receive information from their locations. The mobile data computers (MDCs)
are intended to allow the high-speed flow of digital data to and from Police vehicles with
no impact upon operation of the Police Department radio system. The computers and
related systems rely on wireless communications to send and receive information,
including call for service data and CLETS (California Law Enforcement
Telecommunications System) information. The Police Department operates a licensed
radio frequency to transmit this data using proprietary Motorola radio network
equipment and software. The MDCs must use radio modems to communicate on this
network. The radio modems that work on this system are only available from Motorola,
as the technology is proprietary, and they are integral to the MDCs.
Fifty mobile data computers were first purchased and installed in Police Department
vehicles in 2000. Since then, nearly 150 newer MDCs have been purchased and
installed in Police vehicles. The original 50 computers are still in service, but, unlike the
other MDCs in the Police fleet, they cannot run the latest mobile data transmission
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software that is provided by Motorola, Inc., and they cannot be upgraded to obtain this
capability. The new software permits faster data transmission and allows enhanced
security protocols to be used. Until the original 50 computers are replaced, the Police
Department is prevented from upgrading its entire mobile data transmission system.
The City?s existing mobile data computer system and the proprietary nature of
Motorola?s radio network equipment and software require that the new MDCs be
purchased on a sole source basis from Motorola.
2. Purchase of Equipment for the Police Special Entry Team (SET)
The Police Department?s Special Entry Team is a unit that conducts high-risk operations
when necessary (e.g. serving arrest warrants to possibly armed subjects, entering
barricaded structures to enforce search warrants, dealing with hostage situations, etc.).
The unit consists of 20 police officers, sergeants, and lieutenants under the overall
supervision of the Police Office of Special Enforcement (OSE). Selected personnel are
assigned to SET as a collateral duty (one in addition to their regular assignments) and
participate in SET operations when necessary. The major expenses associated with
SET are those related to the training, supplies, and equipment needed for the Team?s
special operations. Some of the SET equipment has not been replaced in 10-12 years
and has now reached the end of its useful service life. Replacement of such equipment
is an eligible use of State COPS funds. The oldest of the SET equipment, including
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nine replacement radio headsets and ten replacement .223 caliber rifles, will be
replaced using the State COPS funds.
Budget/Fiscal Impact
After months of negotiation, City staff was able to secure an acceptable quote from
Motorola for replacement of the 50 original MDCs. The quote, which includes all
delivery and sales tax charges, is for $328,560 and includes a $28,560 credit to the City
for the trade-in value of our old MDCs, making the City?s net cost $300,000.
For the Special Entry Team, each of the nine radio headsets to be purchased is
projected to cost approximately $500. Each of the ten .223 caliber rifles to be
purchased is projected to cost approximately $730. With sales tax included, these
Special Entry Team equipment purchases are projected to cost $12,770, in total.
To fund the purchase of the new MDCs and of the SET equipment, and to provide
proper accounting for the use of State COPS funds by allocation year, the following
budget changes will be necessary:
?
Appropriate a total of $178,823 to new Capital Improvement Project (CIP)
expenditure account #C22053703.589000.
?
Appropriate a total of $133,947 to new Capital Improvement Project (CIP)
expenditure account #C22053704.589000.
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Recommendation
Staff recommends that Council:
1. Approve the above described uses for the $312,770 of State COPS funds;
2. Appropriate the funds as indicated above; and
3. Approve acquisition of the (50) new mobile data computers described above, on
a sole source basis, from Motorola, Inc. (The SET equipment will be acquired
utilizing standard City purchasing procedures.)
Prepared by: James T. Butts, Jr., Chief of Police
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