SR 09-23-2014 3Hiy u cil rt
City of
Santa Moaiea®
City Council Meeting: September 23, 2014
Agenda Item: 3-1.1
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Public Safety Radio System Maintenance Agreement
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a sole source Radio Maintenance Agreement with Motorola Solutions, Inc., an
Illinois -based company, for maintenance of the public safety radio system in an amount
not to exceed $200,000, with four additional one -year renewal options in a cumulative
amount of $800,000, for a total amount not to exceed $1,000,000 over a five -year
period with future year funding contingent on Council budget approval.
Executive Summary
The Police Department and Fire Department operate public safety radio systems
manufactured by Motorola, Solutions, Inc. The systems are interoperable and share
infrastructure equipment located at the Public Safety Facility and at remote locations
throughout the City. The Police Department utilizes a proprietary form of voice
encryption technology developed by Motorola Solutions, Inc. Support for the system
and replacement parts and equipment compatible with the system are available only
from Motorola Solutions, Inc. Motorola Solutions, Inc. has provided maintenance and
support of the public safety radio system since 1998. Staff seeks the authority to enter
into a new maintenance agreement with Motorola Solutions, Inc. in an amount not to
exceed $1,000,000 over a five -year period.
Background
On August 14, 2007, Council authorized a contract with Motorola, Inc. in an amount not
to exceed $495,660 for maintenance of the public safety radio system for a period of
four years, through June 30, 2011.
On July 12, 2011, Council authorized a contract with Motorola, Inc. in an amount not to
exceed $369,777 for maintenance of the public safety radio system for a period of four
years, through June 30, 2015. The City opted to not renew the contract for the final
year in order to negotiate new terms and conditions.
1
Discussion
Between July 2011 and June 2014, Motorola ceased providing support for
approximately 85% of the Police Department's portable and mobile radio equipment and
the microwave equipment that is part of the system's infrastructure, because it is
obsolete. The portable and mobile radio equipment that is no longer supported under
the existing contract is either being repaired on a time and materials basis, or is being
replaced on an as- needed basis with authorization provided by Council on June 11,
2013. As a result of Motorola no longer maintaining the obsolete equipment, the City
opted to not renew the final year. The City has opted to seek a new contract with terms
and conditions specific to new equipment utilized by the Police and Fire departments
and future equipment that is purchased from Motorola. The new contract would
continue to provide comprehensive coverage of supported equipment, more frequent
preventative maintenance services, and options to add equipment that may be
purchased in the future. The additional costs include coverage for equipment that may
be purchased in the future but would only be expended if the equipment is purchased.
Vendor Selection
The equipment purchased from Motorola, Inc. utilizes a proprietary form of encryption
technology developed by and available only from Motorola, Inc. This encryption
technology is utilized by the Police Department in order to ensure secure
communications. The utilization of this encryption technology on licensed frequencies is
authorized by the Federal Communications Commission. Support for the system and
replacement equipment and parts are available only from Motorola Solutions, Inc.
Therefore, this sole source maintenance agreement is necessary in order to ensure
ongoing support for the public safety radio system.
Financial Impacts & Budget Actions
The Radio System Maintenance Agreement to be awarded to Motorola Solutions, Inc. is
$1,000,000. Funds in the amount of $150,000 are included in the FY 2014 -15 budget at
account 01304.533580 and funds in the amount of $50,000 are available in the FY
2014 -15 budget in division 312, and the contract amount will be charged to account
01312.533580. Future year funding is contingent upon Council approval for budget
adoption.
Prepared by: Eric Uller, Lead Public Safety Systems Analyst
Approved: Forwarded to Council:
or f Rod Gould
ief nformation Officer City Manager
3
Reference:
Agreement No. 9972
(CCS)