SR 12-18-2018 3I
City Council
Report
City Council Meeting: December 18, 2018
Agenda Item: 3.I
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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
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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
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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
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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
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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)