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, 2009 – June 30,
2010, in an amount not to exceed $40,584.00
BACKGROUND:
During the past two (2) 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 service agreement in place the Department
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 maintenance 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 service agreement is the
standard contract used by ICIS member cities.
Meeting Date: June 8, 2009 Item Number: C-5
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: [] Attachments: []
Public Notification:
Master E-Mail Notification List (06/03/09) and Motorola (5/27/09).
Department Approval:
Jeffery I. Eastman (5/27/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/01/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball)(06/03/09)
City Manager Approval:
Mark Scott (06/03/09) City of Culver City, California
City Council Agenda Item Report
The maintenance 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.
Formal competitive bidding procedures are not required for this professional
services agreement, pursuant to Culver City Municipal Code, Section 3.07.070.
Additionally, as mentioned above, this is a sole source contract.
FISCAL ANALYSIS:
Cost of Service Agreement by Fiscal Year
Fiscal Year Cost
07/08 (partial year service) 32,448.00
08/09 40,584.00
09/10 40,458.00
Sufficient Funds were included in the Fire Department’s adopted 08/09 budget and
the approved 09/10 budget to cover these expenses.
ATTACHMENTS:
None
City of Culver City, California
City Council Agenda Item Report
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, 2009 – June 30, 2010, in an
amount not to exceed $40,584.00; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.