SR-081407-1E~_
City of
Santa Monica
City Council Report
City Council Meeting: August 14, 2007 r
Agenda Item: ~ ,~
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Contract with Motorola to continue maintenance and repair service for
Police and Fire radio communication equipment for a period of one year
for a total amount not to exceed $123,915, with three additional one-year
renewal options.
Recommended Action
This staff report recommends the City Council authorize the City Manager to waive
competitive bidding and negotiate and execute a sole source contract with Motorola to
continue maintenance and repair agreements with Police and Fire for radio
communication equipment for a period of one year, with three additional one-year
renewal options.
Executive Summary
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 and Fire Department. Motorola has provided maintenance and
repair for this equipment to the City's satisfaction since the 1980s . The cost for
maintenance of the Police and Fire radio equipment shall not exceed $123,915 per year
based on the current equipment inventory and is available from the General Fund.
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Discussion
Motorola is the manufacturer of the Police Department and Fire Department radio systems.
These systems utilize proprietary technology developed by Motorola. Independent, third party
repair facilities generally specialize in low-end equipment, i.e., hand-held portable phones and
other consumer electronics. These third party facilities are not equipped nor do they possess
the expertise needed to support the complex network of 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, the use of proprietary technology and parts and the radio system's critical tole in
public safety warrant waiver of competitive bidding in this case.
Budget/Financial Impact
The cost for contract maintenance and repair services will not exceed $123,915 in
FY2007/08. The amount of this contract is less than prior year contracts because some
equipment previously utilized by the Fire Department has been retired from service.
Sufficient funds in the amount of $23,964 are available in account 01312.533120 (Fire
Department), and $99,951 are available in account 01304.533580 (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 (FY2007-08) 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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Prepared by: Eric Uller, Lead Public Safety Systems Analyst
Approved: Forwarded to Council:
Reference Contract
No. 8812 (CCS)