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APPROVE MOTION TO RATIFY THE EMERGENCY PURCHASE OF CONTINUED MAINTENANCE, REPAIR AND SUPPORT SERVICES FOR PUBLIC SAFETY RADIOS AND THE RADIO COMMUNICATIONS SYSTEM
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Ratify the City Manager’s approval of a contract with Motorola Solutions, Inc. in the amount of $336,547 (Attachment A) and authorize an additional contingency of $79,496 for a total expenditure authority of $416,043 beginning November 1, 2023, through June 30, 2024, for public safety radios and radio communication system maintenance, support services, and non-covered repairs;
2. Approve findings under Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bid process; and
3. Authorize the City Manager to take necessary and appropriate actions to carry out the purpose and the intent of this motion.
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Summary
The City owns and operates a radio communication system utilized by the Police, Fire, Municipal Utilities, and Public Works departments. The City’s radio system is a Motorola proprietary system. It can be supported only by a Motorola-certified vendor or designated Manufacturer Representative (MR), and Motorola assigns only one MR to each state/local account. Delta Wireless, Inc. was the MR assigned to City of Stockton, and the City was contracted for radio maintenance services with Delta Wireless for a total expenditure authority of $607,685 through June 30, 2024.
On October 2, 2023, Delta Wireless submitted a 30-day notification of cancellation due to the closing of its business and terminated the radio maintenance contract (#419000205) with the City, effective October 31, 2023. In the interim, Motorola will be providing ongoing maintenance support to San Joaquin County customers and is the only provider that can replace the required maintenance service at this time. Motorola has agreed to continue to provide maintenance services for the remaining renewal term of the original agreement with Delta Wireless and for the same rates.
Staff is recommending that Council ratify the new Service Agreement with Motorola Solutions, Inc. for continued radio maintenance and support services in the amount of $336,547 and authorize additional contingency in the amount of $79,496 for a total expenditure authority of $416,043 beginning November 1, 2023, through June 30, 2024.
DISCUSSION
Background
The City owns and operates a private 13-channel radio communication system utilized by the Fire, Municipal Utilities (MUD), Police, and Public Works departments. The primary function of this system is for public safety and to ensure that police officers and firefighters have radio communication capabilities among individuals, vehicles and dispatch/command centers.
The City is undertaking a major replacement of radio infrastructure, migrating from an outdated conventional radio system to a modern trunking system. The first phases have been completed, that entailed replacing the radio consoles in the dispatch centers, installation of a radio core, and logging recorders. The final phase is the replacement of all equipment on the radio towers. The City remains on the old radio system while project phases for microwave and channel equipment replacements are underway and nearing completion. Until completed, there is a requirement for continued maintenance of the current legacy system.
The City’s radio system is a Motorola proprietary system. It can be supported only by a Motorola certified vendor or designated Manufacturer Representative (MR), and Motorola assigns only one MR to each state/local account. On April 4, 2023, Council approved Motion 2023-04-04-1204 authorizing an expenditure authority of $607,685 with Delta Wireless, as the only certified MR, for continued maintenance services of the legacy system to be provided through June 30, 2024.
On October 2, 2023, Delta Wireless submitted a 30-day notification of cancellation due to the closing of its business and terminated the radio maintenance contract (#419000205) with the City, effective October 31, 2023. For the interim, Motorola will be providing ongoing maintenance support to San Joaquin County customers and is the only provider that can replace the required maintenance service at this time. Motorola has agreed to continue to provide maintenance services for the remaining renewal term of the original agreement with Delta Wireless and for the same rates.
This request before Council is to ratify a new Service Agreement with Motorola for continued maintenance and support services beginning November 1, 2023, through June 30, 2024
Present Situation
The existing equipment currently in use requires frequent repairs, causing operational impacts to MUD, Police, and Fire radio communications. The radio infrastructure has received substantial investments in recent years for a full-scale system infrastructure replacement. The long-term infrastructure replacement project is underway and nearing completion; however, while the City remains on the current radio infrastructure, the current system must be maintained. Without this maintenance, public safety staff do not have the necessary communications support for their daily jobs.
Following the 30-day notification of cancellation of the radio maintenance contract with Delta Wireless, received on October 2, 2023, staff immediately began working with Motorola to provide a solution to ensure public safety staff would receive continued support. Motorola agreed to continue maintenance services for the remaining maintenance renewal term of the original agreement with Delta Wireless and for the same rates. The City’s maintenance contract with Delta Wireless which was previously approved by Council through June 30, 2024, included the following services: (1) master radio system maintenance for handheld radios, mobile radios, and radio infrastructure, (2) Fire Adtran maintenance, (3) David Clark maintenance for headsets which integrates with the radio system, and (4) annual expenditures for non-covered repairs of older equipment no longer supported. Table 1 shows the services and annual amounts approved for FY 2023-24 under the Delta Wireless contract.
Table 1 - Approved Purchase Authority for Delta Wireless
|
Expenditure Description |
FY 2023-24 |
|
Radio System Maintenance |
$504,821 |
|
Fire Adtran Support Contract |
$32,664 |
|
David Clark Devices Maintenance |
$10,200 |
|
Non-covered Repair Services |
$60,000 |
|
Total |
$607,685 |
The new Service Agreement with Motorola Solutions starting on November 1, 2023, continues the master radio system maintenance in the amount of $336,547. Remaining balances for Fire Adtran and non-covered repairs will be combined for an estimated contingency in the amount of $79,496 for a total expenditure authority of $416,043. David Clark headsets are not included in the equipment serviced by Motorola and will transition to another contract held in the Fire Department. Table 2 shows the services and amounts expended in FY 2023-24 and remaining balances which transfer to the new contract with Motorola Solutions.
Table 2 - Proposed Purchase Authority for Motorola Solutions
|
Expenditure Description |
Approved Budget FY 2023-24 |
Expended through 10/31/23 |
Motorola Contract FY 2023-24 |
|
Radio System Maintenance |
$504,821 |
$168,274 |
$336,547 |
|
Contingency (non-covered repairs & includes Fire Adtran) |
$92,664 |
$13,168 |
$79,496 |
|
David Clark (excluded from Motorola contract) |
$10,200 |
$3,400 |
$0 |
|
Total |
$607,685 |
$184,842 |
$416,043 |
Staff recommends Council adopt findings to support using the sole source as an exception to the competitive bidding process, authorizing maintenance of a proprietary system. Maintaining the existing system while transitioning through the long-term infrastructure replacement project is vital for uninterrupted radio communications and will minimize operational impacts on the system users. Ratifying the Service Agreement with Motorola Solutions for radio system maintenance and authorizing contingency for non-covered repairs will ensure that maintenance and support are available while the City completes the radio system infrastructure replacement project and negotiates a new long-term maintenance agreement.
Findings:
Stockton Municipal Code section 3.68.070(B) In cases of emergencies, a written report, including the findings upon which the emergency was based, shall be provided to the City Council no later than its next regularly scheduled Council meeting. The proposed findings are as follows:
1. The City’s radio system is a Motorola proprietary system. It can be supported only by the manufacturer or a Motorola certified vendor or designated Manufacturer Representative (MR), and Motorola assigns only one MR to each state/local account.
2. Since 2004 Delta Wireless was Motorola’s MR certified to provide maintenance and support services for the City’s current radio system, but on October 31, 2023 Delta Wireless closed its business and terminated the City’s radio maintenance contract.
3. Motorola Solutions currently does not have another certified, third-party vendor assigned to service Stockton, California, therefore, is the only service provider available.
4. Staff cannot support the current system without the assistance from Motorola Solutions.
FINANCIAL SUMMARY
The services procured through Motorola Solutions are for the maintenance, support and integration with the City’s radio communication system. Total expenditure authority requested is for an estimated amount of $416,043 starting November 1, 2023 through June 30, 2024 (Table 2). Budget for this expense is appropriated for FY 2023-24 in the 510 Technology Fund. There is no impact to the General Fund.
Attachment A - Motorola Solutions, Inc. Service Agreement