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Title:
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Approval of a Professional Services Agreement with Motorola for Monitor and Repair of the City’s Two-way Radio System Infrastructure and Dispatch Systems.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve a Professional Services Agreement with
Motorola, through its Commercial, Government, and Industrial Solutions Sector, for
Maintenance, Support and/or other Services for the City’s two-way Radio and
Police/Fire Dispatch systems, for the one year period July 1, 2010 – June 30, 2011,
in an amount not to exceed $41,799.00.
BACKGROUND:
During the past two years the City’s two-way radio system has been monitored by
Culver City Radio Technicians and Motorola at their off site location. The system
has been maintained through a service contract with Motorola through a service
repair contractor. Without this professional service agreement in place the City
would be forced to pay for expensive replacement parts and outside technicians to
service components of the system that are beyond our technician’s expertise. In
addition, the Interagency Communications Interoperability System (ICIS) upgrade to
the system has added another level of technology and complexity to the radio
system. These factors contribute to the need for a professional service agreement.
DISCUSSION:
Motorola is the sole source vendor for these services. The City’s two-way radio and
dispatch systems are Motorola products. This professional service agreement is the
standard contract used by ICIS member cities.
Meeting Date: June 28, 2010 Item Number: C-4
AGENDA ITEM: Approval of a Professional Services Agreement with Motorola for
Monitor and Repair of the City’s Two-way Radio System Infrastructure and
Dispatch Systems.
Contact Person/Dept.: William Heins,
Fire Captain
Phone Number: 310-253-6840
Fiscal Impact: Yes [x] No [] General Fund: Yes [x] No [
Public Hearing: [] Action Item: [x] Attachments: []
Public Notification: Meetings and Agendas - City Council (6/23/10)
Department Approval:
Christopher Sellers (6/16/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/23/10)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/23/10)
City Manager Approval:
P. Lamont Ewell (06/23/10) City of Culver City, California
City Council Agenda Item Report
The Professional Service Agreement has five (5) major components:
1. Monitoring Service: Motorola remotely monitors the status of our radio system.
2. Dispatch Service: The monitoring service contacts designated personnel,
including the service and repair contractor, when a system problem is detected.
3. On Site Infrastructure Response Service: In the event of a system problem, a
contract service and repair company is dispatched by Motorola to respond to
Culver City.
4. Infrastructure Repair with Advanced Replacement Service: Technicians will
diagnose and repair system problems. If a part needs to be sent to Motorola for
repair, a replacement will be sent back to the City prior to Motorola receiving the
broken piece.
5. System Survey and Analysis: Annual system “check-up.” Having a Motorola
Professional Services Agreement for our radio and dispatch system will assure
that systems, in the event of a failure, will be repaired quickly, and up and
running in a timely, cost effective manner.
Pursuant to Culver City Municipal Code Section 3.07.070.A, this professional
services agreement may be approved without the necessity of formal competitive
bidding, provided that, the agreement is based upon competitive quotations,
whenever practical, from three vendor contractors. As discussed further below,
because Motorola is a sole source vendor in this instance, the City Manager has
determined that it is not practical to obtain competitive quotations.
Culver City utilizes a regional Motorola Smart Zone trunked radio system. This
system operates solely on Motorola’s proprietary technology providing wide area
radio coverage. As a result, only authorized Motorola service technicians and shops
can perform repair or maintenance on the equipment and system. Motorola assigns
shops and technicians based on geographic criteria. Because our system is a
Motorola Smart Zone trunked radio system the only service contract we can
purchase is through Motorola.
Culver City is also a member of the ICIS radio system and all of the ICIS agencies
utilize the same company to provide service. This ensures the work performed is
consistent and compatible and does not create a system imbalance.
City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS:
Cost of Professional Service Agreement
Fiscal Year Cost
2010/2011 $41,799.00
Funds were included in the City Council Adopted Budget for Fiscal Year 2010/2011
budget (10145900.619800-Other Contractual Services) to cover the expense of this
professional service agreement.
ATTACHMENTS:
None
MOTION:
That the City Council:
1. Approve a Professional Services Agreement with Motorola, through its
Commercial, Government, and Industrial Solutions Sector, for Maintenance,
Support and/or other Services for the City’s two-way Radio and Police/Fire
Dispatch systems, for the one year period July 1, 2010 – June 30, 2011, in an
amount not to exceed $41,799.00; and
2. Authorize the City Attorney to prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.