Fiscal Note
The proposed resolution authorizes a six-year noncompetitive service contract for maintenance of the City’s public safety and public works radio system. The annual amount for this agreement begins at $661,000 in 2021 and increases annually to $867,000 in the final year of the agreement. The total cost of agreement is $5.5 million over the six year period.
The 2021 Adopted Budget includes $650,000 for the contract. These costs are split between the operating budget ($550,000) and the capital budget ($100,000).
Funding for the outyears of the contract are subject to future year appropriations. The 2021 Capital Improvement Plan includes the anticipated funding in the outyear amounts.
Title
A Resolution authorizing a 6-year noncompetitive service contract with Motorola Solutions, Inc. for support, maintenance services and replacement equipment for their proprietary emergency radio communication system and installation of additional 911 consoles and a redundant emergency dispatch center in 2023.
Body
WHEREAS, the City has purchased and implemented a proprietary emergency radio communication system from Motorola Solutions, Inc. (“Motorola”) which supports the emergency radio communication system; and
WHEREAS, public safety agencies (Police and Fire) rely on this essential service to respond to emergencies and public works and transportation agencies (Parks, City Engineering, Streets, Fleet, Water Utility, Metro, Parking Utility, and Traffic Engineering) utilize it for reliable communication; and
WHEREAS, in order to function, the system requires services to support, maintain, and upgrade the software and requires replacement equipment; and
WHEREAS, because the Motorola system is a proprietary emergency radio communication system owned by Motorola Solutions, Inc., there are no other contractors who offer support, equipment replacement and maintenance services for the Motorola system; and
WHEREAS, funding for Motorola to install and maintain a redundant emergency dispatch center has been included in Traffic Engineering CIP in 2023 as it has become clear that in case of emergency, essential services needs to be dispatched from an offsite location, and
WHEREAS, City staff have negotiated a 6 year service contract with Motorola for ongoing support, maintenance, and equipment replacement as follows:
|
|
2021 |
2022 |
2023 |
2024 |
2025 |
2026 |
Total |
|
Equipment Replacement |
105,648 |
105,648 |
1,101,074 |
105,648 |
156,278 |
156,279 |
$1,730,577 |
|
System Support & Maintenance |
555,695 |
546,582 |
584,784 |
685,167 |
685,671 |
711,647 |
$3,769,548 |
WHEREAS, funding for all costs for 2021 has been approved in the adopted 2021 budget; and
WHEREAS, software support and maintenance contracts of $50,000 or more per year that are not competitively selected must meet one of the exceptions stated in MGO 4.26(4)(a) and require Common Council approval and Mayor and Clerk signature; and
WHEREAS, under MGO 4.26(3)(e), service contracts of more than 5 years in duration require approval of the Common Council;
WHEREAS, this contract meets the exception in MGO 4.26(4)(a)2., “the service required is available from only one person or firm” because only Motorola can support and maintain its proprietary system, as explained in the attached Noncompetitive Selection Request Form;
NOW THEREFORE, BE IT RESOLVED, the Mayor and City Clerk are authorized to sign a contract for support and maintenance purposes and at the price and duration described above, with Motorola Solutions, Inc.