SR-205-005 (6)
Council Meeting: March 14, 2006 Santa Monica, California
March 28, 2006 1 B
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Designation of Uses for and Appropriation of $270,405 of State
Citizens’ Option for Public Safety (COPS) Funding and Request for
Authorization to Purchase Twenty Five (25) New Mobile Computers
from Motorola, Inc. on a Sole Source Basis
Introduction
This report recommends that the City Council appropriate and approve uses for:
$132,584 of 2004 State COPS funding, $132,017 of 2005 State COPS funding,
and $5,804 of related interest earnings. The report also requests authorization to
utilize the State COPS funding for the purchase of 25 new mobile computers, on
a sole source basis, from Motorola, Inc. The new mobile computers will replace
the 25 oldest mobile computers which have become obsolete and are incapable
of running the current software systems used for in-field reporting and the in-
vehicle camera system.
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. The City has
received annual State COPS funds allocations since 1996. Uses for the State
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COPS funds that a jurisdiction receives must be formally approved and
designated by the jurisdiction’s governing body at a public meeting.
Discussion
Replacement of the Oldest Police Mobile Computers.
Police Department vehicles utilize both voice radios and mobile computers to
send and receive information. The mobile computers are intended to allow the
high-speed flow of data to and from Police vehicles with no impact upon
operation of the Police Department voice 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. The mobile computer 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 an integral part of the mobile computers.
Seventy five mobile computers were purchased and installed in Police
Department vehicles in 2000. Since then, nearly 50 newer mobile computers
have been purchased as replacements to older model mobile computers. The 25
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remaining computers purchased in 2000 are still in service. Unlike the mobile
computers that have been replaced to date, the older mobile computers cannot
run the latest software that is used by the Police Department for in-vehicle
reporting and in-vehicle video cameras nor can they be upgraded to obtain this
capability.
The City’s existing mobile computer system and the proprietary nature of
Motorola’s radio network equipment require that the new mobile computers be
purchased on a sole source basis from Motorola, Inc. Section 2.24.080 of the
Santa Monica Municipal Code allows exceptions to competitive bidding when
proprietary items are purchased from a manufacturer. Staff has evaluated the
quote submitted by Motorola, Inc. and finds that it meets City specifications.
Upgrades and Enhancements to Mobile Computer Network Infrastructure.
The Police Department’s mobile computer network presently provides high speed
connectivity in some areas of the City. As the Police Department relies more
heavily on field reporting data and in-vehicle video camera systems, the high
speed coverage must be extended to more areas of the City. The remaining
COPS funds will be used in conjunction with other funding to extend coverage to
more areas of the City.
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Budget/Fiscal Impact
The cost to purchase the 25 new mobile computers and to provide upgrades and
enhancements to the mobile computer network infrastructure is $270,405.
Appropriations are requested as follows:
C22053705.589000 – 2004 State COPS Grant - $135,632
C22053706.589000 – 2005 State COPS Grant - $134,773
There will be no additional maintenance costs as a result of this purchase.
Maintenance of these computers will be covered by an existing maintenance
contract for the units to be replaced.
Recommendation
It is recommended that City Council:
1) Approve the designated uses for the State COPS funding in the amount of
$270,405; and
2) Appropriate funds as set forth in the Budget/Financial Impact section; and
3) Approve purchase of the 25 mobile computers described above on a sole
source basis from Motorola, Inc.
Prepared By: James T. Butts, Jr., Chief of Police
Jory Wolf, Chief Information Officer
Eric Uller, Lead Public Safety Systems Analyst
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