ITEM 6-J

Council Meeting: December 14, 1999 Santa Monica, CA

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Award a Sole Source Purchase Order to Motorola to Provide Maintenance and Repairs to Motorola Communication Equipment and Notify Council of an Exception to Resolution #8966 (CCS)

Introduction

This report recommends award of a sole source purchase order to Motorola to provide maintenance and repairs to Motorola communication equipment for the Support Service Division, Fire Department, and the Office of Administrative Services Division, Police Department, with two additional one-year renewal options. Combined estimated annual expenditure is $106,304.53.

Background

Motorola is the manufacturer of various communication devices used by the City's Fire and Police Departments. They also maintain and repair this equipment. Motorola's independent, factory authorized repair facilities generally specialize in low-end equipment, i.e., hand-held portable phones, walkie-talkies, etc. and do not support communication base stations and other highly specialized equipment used by the City. All parts required to repair Motorola equipment are manufactured by Motorola.

Ordinance Number 1743 (CCS), Section 5, paragraph 2.24.080 of the Santa Monica Municipal Code allows exception to competitive bidding when products or services are purchased from a sole source manufacturer. Due to the sensitive and specialized nature of the communication equipment used by the City=s public safety services, staff recommends that competitive bidding be waived and Motorola continue to maintain and repair this equipment as an exception to the Council=s policy of not purchasing from firms doing business in Burma per Resolution No. 8966(CCS).

Budget/Financial Impact

Fiscal Year 1999/00 appropriation authority for this purchase is in the Support Services Division, Fire Department, account number 01316.533120 in the amount of $28,001.28 and the Office of Administrative Services Division, Police Department, account number 01304.533120 in the amount of $78,303.25.

Recommendation

It is recommended that a sole source purchase order be awarded to Motorola to provide maintenance and repairs to Motorola communication equipment in the total amount of $106,304.53, with two additional one-year renewal options.

Prepared By: Diane Howell, Acting Purchasing Agent