Item 6-D
Council Meeting: July 13, 1999 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a Purchase Order with Motorola, Inc. for the Purchase of Miscellaneous Radio Equipment and Notify Council of an Exception to Resolution #8966 (CSS)
Introduction
This report recommends a sole source purchase of radio equipment from Motorola for the Police Department, in the total amount of $167,420.43, including applicable sales tax. This award also requires notification of an exception to Council policy (Resolution #8966-CCS) regarding conducting business with firms doing business in or with Burma.
Background
Since 1985, the Police Department has purchased and used Motorola fixed-end and portable analog radio frequency equipment. In more recent years, the department has purchased Motorola Astro digital portable radio equipment, which is compatible with public safety communication standards and very specific to Motorola digital voice privacy encryption standards. Encryption is a process used to scramble the data transmission so that it cannot be understood by anyone unless they have the same secret-coded radio.
In an effort to ensure equipment compatibility and reliability, the department plans to replace older analog radio equipment with compatible Motorola digital equipment. The Motorola product has proven to be superior from the standpoint of performance and durability over the years.
Ordinance Number 1743 (CCS), Section 5, paragraph 2.24.080 of the Santa Monica Municipal Code allows exception to competitive bidding when items or services are purchased from a sole source manufacturer. Motorola is the manufacturer of various communication devices used by the City
=s Fire, Transportation and Police Departments.Staff recommends the purchase be made from Motorola as an exception to the Council
=s policy of not purchasing from firms doing business in Burma per Resolution No. 8966 (CCS).Staff has evaluated the quote and finds that it meets City specifications.
Budget/Finance Impact
Budget authority for this purchase is in the following Police Department account numbers: 01-300-302-00000-8804-00000 ($7,210.00); 01-300-304-00000-8804-00000 ($14,226.00); 01-300-305-00000-8804-00000 ($10,500.00); 01-300-306-00000-8804-00000 ($55,300.00); 01-300-307-00000-8804-00000 ($35,991.00); 01-300-304-00000-8806-00000 ($20,200.00); 01-300-304-00000-4401-00000 ($16,494.00); 01-300-307-00000-2221-00000 ($2,796.43); and Capital Improvement Budget account number 54-710-461-20098-8900-99167,
AFleet Vehicles Replacement Program@ ($4,703.00).Recommendation
It is recommended that the City Manager be authorized to negotiate and execute a purchase order with Motorola to provide Police radio equipment in the total amount of $167,420.43, including applicable sales tax.
Prepared By:
Diane Howell, Buyer
Dave Henderson, Officer/Budget Specialist
Pam Wortham, Purchasing Agent