City of Culver City, California
Agenda Item Report
Meeting Date: June 27, 2011 Item Number: C-4
CITY COUNCIL AGENDA ITEM: : Approval of a Professional Services Agreement
with Motorola forMonitor and Repair of the City’s Two-way Radio System
Infrastructure andDispatch 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: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas - City Council (6/22/11)
Department Approval:
Chris Sellers (06/20/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/20/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/22/11)
City Manager Approval:
John M. Nachbar (06/22/11)
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, 2011 – June 30, 2012, in an amount
not to exceed $43,053.00.
BACKGROUND:
During the past three (3) 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 technicians’ 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 services agreement.
DISCUSSION:
City of Culver City, California
Agenda Item Report
The City’s two-way radio and dispatch systems are Motorola products. Motorola is the
sole source vendor for these services. This professional service agreement is the
standard contract used by ICIS member cities. The proposed professional
servicesagreement 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 3.07.085.A, this professional services
agreement may be approved without the necessity of formal competitive bidding,
providing 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
Agenda Item Report
FISCAL ANALYSIS:
Cost of Professional Service Agreement
Fiscal Year Cost
2011/2012 $43,053.00
Funds were included in the City Council Adopted Budget for Fiscal Year 2011/2012
(10145900.619800-Other Contractual Services) to cover the expense of this
professional services 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, 2011 – June 30, 2012, in an amount not to exceed $43,053.00;
and,
2. Authorize the City Attorney to review/prepare the necessary agreements; and,
3. Authorize the City Manager to execute such documents on behalf of the City.