Council Meeting: November 11, 2003 Santa Monica, California
TO:
Mayor and City Council
FROM:
City Staff
SUBJECT: Contract with Motorola to consolidate maintenance and
repair contracts for Police, Fire and Big Blue Bus radio communication
equipment for a period of one year for a total amount not to exceed $177,936,
with three additional one-year renewal options.
Introduction
This
report recommends the City Council authorize the City Manager to negotiate and
execute a sole source contract with Motorola to consolidate existing
maintenance and repair agreements with Police, Fire and Big Blue Bus for radio
communication equipment for a period of one year for a total amount not to
exceed $177,936, with three additional one-year renewal options.
Discussion
Motorola
is the manufacturer of communication devices such as radio equipment, base
stations, mobile data computers and data network controllers used within the
City's Police Department, Fire Department, and Big Blue Bus operations. Motorola has provided maintenance and
repair for this equipment to the City’s satisfaction since the 1980s. The aim of the contract consolidation is
twofold: to standardize legal terms and
to secure more favorable future pricing.
Independent,
third party repair facilities generally specialize in low-end equipment, i.e.,
hand-held portable phones, walkie-talkies, etc. and are not equipped to support
communication base stations and other highly specialized communication
equipment used by the City. All parts required to repair Motorola equipment
must be manufactured by Motorola. The
specialized nature of the equipment and its critical role in public safety and
transportation availability warrant waiver of competitive bidding in this case.
Budget/Financial Impact
The cost for
contract maintenance and repair services will not exceed $177,936 in
FY2003/04. Sufficient funds are
available in accounts 01312.533120 (Fire Department), 41651.555017 (Big Blue
Bus) and 01304.533120 (Police Department).
Funding
requirements for exercise of the three optional extensions will be requested in
future fiscal years’ proposed budgets and will be subject to Council review and
approval. Optional future year contract
extension costs are calculated by applying CPI escalators to current year
(FY2003-04) contract amounts. If the necessary funds for a future fiscal year
are not appropriated by City Council, the agreement will allow for termination
of the contract, without penalty, at the sole discretion of the City.
Recommendation
Staff recommends
that the City Council:
1)
waive competitive bidding;
2)
authorize the City Manager to negotiate and
execute a sole source contract with Motorola to provide maintenance and repairs
to Motorola communication equipment for the Police and Fire Departments and the
Big Blue Bus for a period of one year for a total amount not to exceed $177,936
in FY2003/04, including applicable sales tax.
The contract will also include three additional one-year renewal
options, at an estimated annual cost of $177,936 plus CPI increases, with
contract language reflecting annual funding authorizations as set forth above;
and
3)
authorize
budget changes discussed above.
Prepared By: Jory Wolf, Chief Information Officer
David
Yeskel, Systems Analyst