SR-205-005
PD:JTB:KW \\police\share\staffrpt\motorola_mw520.doc Santa Monica, California
September 14, 1999
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute
a Contract with Motorola, Inc. for the Purchase of Fifty Mobile
Workstations and Notification to Council of an Exception to Resolution
#8966 (CSS)
Introduction
This report recommends a sole source purchase of 50 Mobile Workstations from
Motorola for the Police Department for an amount not to exceed $600,000, including
applicable sales tax. This award also requires notification of an exception to Council
policy (Resolution #8966-CCS) regarding conducting business with firms doing
business in or with Burma.
Background
In December 1996, the Automation Unit (AU) was created to research, identify, and
implement automated processes to maximize the Police Department’s efficiency and
effectiveness. The AU has concluded that an Automated Mobile Field Reporting
System (AMFRS) will enable officers to complete incident reports and access vital crime
information from their patrol cars. Two-way transfer of information between police
headquarters and patrol units will be via a secure medium.
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Since 1996, staff has identified and evaluated all viable in-vehicle computer systems to
be used as the in-vehicle hardware backbone of the AMFRS. Staff viewed product
demonstrations from hardware vendors and visited other police departments who have
implemented an AMFRS. Staff also attended a number of specialized conferences
regarding mobile computing needs in the law enforcement environment. Staff has
identified the Motorola Mobile Workstation 520 (MW520) to be the best product to meet
the Police Department’s needs
Discussion
The Motorola MW520 is an Intel Pentium-based, computer system with a built in radio-
modem and a flat-panel monitor. The color, touch-screen display offers superb
readability in full sunlight and can be adjusted for nighttime viewing. Moreover, because
the MW520 is a component-based system, the detached, rugged display unit may be
mounted high on the dash, allowing for greater visibility and officer safety. With the high
mounted touch screen, an officer will not need to look down to read a small,
monochrome display or type commands on a keyboard. The small CPU can be
mounted in the glove box, under a seat, or even in the trunk. The MW520 also allows
for future add-ons such as an Automatic Vehicle Location (AVL) system and a Wireless
Local Area network (LAN) connection. The MW520 is Year 2000 compliant and meets
the hardware requirements specified by the FBI National Crime Information Center
(NCIC). NCIC is finalizing a national database to allow officers in the field confirming a
subject’s identity to receive not just text information, but photographs and fingerprints as
well. This requires a color display unit, like the unit included with the MW520.
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The MW520 also comes preloaded with the software necessary to interface with the
Police Department’s current Computer Aided Dispatch (CAD) System.
The Motorola MW520 uses Microsoft Windows 98 software, allowing for additional off-
the-shelf programs to be added as needed. For example, readily available mapping
software can be installed to help an officer who may be handling a follow-up
investigation outside Santa Monica.
The Mobile Data Terminals (MDTs) currently used in patrol cars will be installed in
parking enforcement vehicles to allow parking checkers to query license plate and
parking citation information through the MDTs. This will reduce Police radio system
traffic, allowing the system to work more efficiently.
Ordinance Number 1743 (CCS), Section 5, paragraph 2.24.080 of the Santa Monica
Municipal Code allows exception to competitive bidding requirements when competition
does not exist. Motorola is the sole manufacturer and distributor of the Mobile
Workstation 520. Motorola is also the manufacturer of various communications devices
currently used by the City’s Fire, Transportation, and Police Departments. Motorola’s
knowledge of our various systems will assist in ensuring integration of the MW520 into
the Police Department’s existing data network.
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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 in 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 obtained from any other source.
Budget/Fiscal Impact
The estimated cost of $600,000 covers the purchase of 50 Motorola MW520s and
related project services, including project management, removal of existing MDTs, on-
site installation of the MW520, software conversion, and administrator training. Outside
implementation assistance costs account for approximately $100,000 of the total
contract cost.
Each MW520 includes a 233 MHZ Intel Processor, 128MB RAM, 3.2 GB hard drive,
Microsoft Windows 98 software, color touch-screen, radio-modem with power amplifier,
and a keyboard. Although a 233 MHZ processor is slower than existing processors for
most desktop personal computers, the slower speed helps to reduce the heat of the
MW520, making it suitable for the patrol environment. Each unit costs approximately
$10,000.
Funding is available from the Citizen’s Option for Public Safety (COPS) Grants for 1996,
1997, and 1998, as well as from the City’ Asset Seizure (21) Fund. It is proposed that
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$97,421 be used from the 1996 COPS grant (account C22053797.589000), $210,219
from the 1997 COPS grant (account C22053799.589000), accumulated interest of
$31,223 from the 1996 and 1997 COPS grants (in account C22053799.589000),
$208,858 from the 1998 COPS grant, and $52,279 from the Asset Seizure Fund. The
$208,858 in 1998 COPS grant funds and the $52,279 in Asset Seizure funds are
available but not currently budgeted. To make them available for this purchase, it is
necessary to appropriate the $208,858 of 1998 COPS funds to account
C22053700.589000 and to appropriate the $52,279 of Asset Seizure funds to account
21304.588040.
Recommendation
It is recommended that the City Council authorize the City Manager to negotiate and
execute a contract with Motorola to provide Police Mobile Workstations and related
services for an amount not to exceed $600,000, including applicable sales tax, and
approve the related budget appropriations.
Prepared By: James T. Butts, Jr., Chief of Police
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