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SR 12-18-2018 3I City Council Report City Council Meeting: December 18, 2018 Agenda Item: 3.I 1 of 5 To: Mayor and City Council From: Joseph Cevetello, Chief Information Officer, Information Services Department Bill Walker, Fire Chief, Fire Department Subject: Motorola Equipment Maintenance Contract Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a Maintenance and Support Agreement with Motorola Solutions, Inc., an Illinois-based company, for maintenance of the interoperable public safety trunked radio communications system and radio equipment in an amount not to exceed $1,086,000, over a five- year period with future year funding contingent on Council budget approval. 2. Authorize the Purchasing Manager to issue a purchase order to Motorola Solutions, Inc. for the purchase of portable and mobile radio equipment in the amount not to exceed $750,000, over a five-year period with future year funding contingent on Council budget approval. These recommendations are made as exceptions to the competitive bidding process pursuant to Section 2.24.080 (a), as competition does not exist, for proprietary items of original equipment manufacturers and/or their authorized exclusive distributors. Summary The City of Santa Monica has implemented an interoperable public safety trunked radio communications system that integrates with the Interagency Communications Interoperability System (ICI System), a regional public safety radio network that ensures coordinated regional response in the face of a natural disaster or other emergency. This system is operated using portable and mobile radio equipment and infrastructure equipment manufactured by Motorola Solutions, Inc (Motorola). In designing the system, staff worked with representatives from the ICI System and Motorola to engineer an advanced radio system that would provide coverage throughout most of Los Angeles County for first responders, and coverage throughout the western portion of Los Angeles County for secondary responders. The system utilizes proprietary technology developed by Motorola. Maintenance and support for the system and replacement parts and equipment compatible with the system are available only from Motorola. Staff 2 of 5 seeks the authority to enter into a maintenance and support agreement with Motorola in an amount not to exceed $1,086,000 over a five-year period. Additionally, staff seeks approval to purchase new and replacement radio equipment from Motorola as needed in an amount not to exceed $750,000 over a five-year period. Discussion Staff worked with representatives from the ICI System and Motorola to design and engineer an advanced radio system that would support Police, Fire, Public Works and other City departments that have needs for radio communications, as well as integrate with the ICI System’s regional network. The radio system provides coverage throughout most of Los Angeles County for first responders, and coverage throughout the western portion of Los Angeles County for secondary responders and other users. The radio system enables the City to establish connectivity to the regional ICI System Master Site in Glendale, California, supporting connectivity to the entire ICI System network consisting of 31 public safety agencies representing 22 cities within the County of Los Angeles and the LA-RICS regional network operated by the County of Los Angeles. As part of the radio system design, the City also retained the license to all its radio frequencies licensed to the City by the Federal Communications Commission. Staff seeks approval of a maintenance and support agreement with Motorola to continue to receive comprehensive coverage of supported equipment, preventative maintenance services, and options to add support for equipment that may be purchased in the future. Additionally, it is periodically necessary to purchase replacement radio equipment, as inventory needs change or equipment becomes obsolete. Therefore, staff also seeks the authority to purchase radio equipment as-needed from Motorola to address future equipment needs. Vendor/Consultant Selection In 2001, the City of Glendale, which hosts the ICI System master site, performed a formal competitive process for a trunked radio system. The process resulted in the selection of Motorola to provide the radio system. At the time, the radio system utilized proprietary technology developed by Motorola, as industry standards had not yet been 3 of 5 adopted, but completely fulfilled the requirements published in the Request for Proposal. In 2011, the ICI System Governance Board decided to migrate towards P25 technology and a new formal competitive process took place, which resulted in the selection of Motorola. The Association of Public Safety Communications Officials (APCO), an international organization and leader in public safety communications, has adopted standards for digital radio communication systems and equipment. The standards have been published as APCO’s Project 25 (P25) and are intended to ensure interoperable communications between public safety agencies utilizing equipment designed by different manufacturers that is compatible with one-another. The City radio communications system is a P25 compliant system developed by Motorola. To ensure the City’s radio system can properly integrate with the ICI System, it is necessary to purchase equipment manufactured by Motorola. Radio system manufacturers that agree to participate in the P25 program are permitted to develop technology that extends beyond P25 standards. Motorola has developed technology as part of their ASTRO 25 system that extends beyond P25 standards and is not available from other radio manufacturers. The systems procured by Glendale and subsequently by other partner agencies rely on these enhanced features as part of the radio communications system. To maintain interoperability among the regional ICI radio system, therefore, Santa Monica like all other ICI member cities, must procure components of its system from Motorola. The advanced technology and features that Motorola has developed beyond the industry standards is only available from, and supported by, Motorola. Therefore, staff seeks approval to enter into a maintenance and support agreement and continue to purchase equipment from Motorola as an exception to the competitive process to ensure connectivity with the ICI radio system as specified in SMMC 2.24.080 (a), as competition does not exist, for proprietary items of original equipment manufacturers and/or their authorized exclusive distributors. Past Council Actions 4 of 5 Meeting Date Description 12/08/15 (Attachment A) Purchase of radio equipment for Police, Fire and Public Works in preparation for the implementation of an interoperable public safety trunked radio system. 03/01/16 (Attachment B) Contractual services agreement with Motorola for purchase and installation of radio infrastructure equipment to implement an interoperable public safety trunked radio system. Financial Impacts and Budget Actions Staff seeks authority to enter into a Maintenance and Support Agreement and purchase order with Motorola for maintenance and services and for the purchase of radio equipment and replacement parts from Motorola. Future year funding is contingent on Council budget approval. Maintenance and Support Agreement Request Request Amount FY 2018-19 Budget Department Account# Total Contract Amount $43,304 01190001.529240 $107,156 01180001.529230 $35,593 Various Public Works Accounts Total $1,086,000 Purchase Order for Equipment and Parts Request Request Amount FY 2018-19 Budget Department Account# Total Purchase Order Amount Funding will come from various accounts and will be identified as projects requiring radio equipment are identified. $750,000 5 of 5 Prepared By: Oscar Santiago, Administrative Services Officer Approved Forwarded to Council Attachments: A. December 8, 2015 Staff Report B. March 1, 2016 Staff Report C. Motorola Oaks - 2018 CITY OF SANTA MONICA OAKS INITIATIVE NOTICE NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk. This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica. All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists f or persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period. In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months. CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Public benefits include: 1.Personal services contracts in excess of $25,000 over any 12-month period; 2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12- month period; 3.Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month period; 4.Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period; 5.Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000; 6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12- month period; or 7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12- month period. Name(s) of persons or entities receiving public benefit: Name(s) of trustees, directors, partners, and officers: Name(s) of persons with more than a 10% equity, participation, or revenue interest: Prepared by: ____________________________Title: __________________________ Signature: ______________________________________ Date: ________________ Email: ____________________________________ Phone: ____________________ FOR CITY USE ONLY: Bid/PO/Contract # ____________________________ Permit # ___________________________ Motorola Solutions, Inc. See attached. The Vanguard Group BlackRock Inc. Micah Applewhite MSSSI Vice President August 30, 2018 micahapplewhite@motorolasolutions.com (970) 368-2775 Motorola Solutions, Inc. 500 W. Monroe, Floors 37-44 Chicago, Illinois 60661 Effective: August 28th, 2018 Executive Committee Gregory Q. Brown Chairman and Chief Executive Officer Gino A. Bonanotte Executive Vice President and Chief Financial Officer Mark S. Hacker Executive Vice President, General Counsel & Chief Administrative Officer Kelly Mark Executive Vice President, Services & Software Jack Molloy Executive Vice President, Products & Sales Rajan Naik Senior Vice President, Chief Strategy & Innovation Officer Cynthia Yazdi Senior Vice President, Chief of Staff to Chairman and CEO, Marketing and Communications Kristin Kruska Corporate Vice President and Corporate Secretary Board of Directors Gregory Q. Brown Kenneth D. Denman Egon P. Durban Clayton M. Jones Judy C. Lewent Gregory K. Mondre Anne R. Pramaggiore Samuel C. Scott III Joseph M. Tucci REFERENCE: Agreement No. 10788 (CCS)