Fiscal Note
Total funding for the contract over the two-year contract period of 2013 - 2014 is an estimated $1,245,741. The Traffic Engineering 2013 adopted capital budget (Project No. 3, "Public Safety Radio System," Acc't No. 810414)authorizes total expenditures of $785,800, sufficient to cover the estimated first-year contract cost of $685,158. Traffic Engineering has included in its 2014 capital budget request funding of $810,000 to fund the second-year contract cost of an estimated $560,583, plus other anticipated communications-related expenditures. The funding in 2014 is subject to Common Council approval.
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SUBSTITUTE-Authorizing the Mayor and City Clerk to enter into a contract with Motorola Solutions, Inc. to upgrade Emergency Radio Communications Infrastructure.
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WHEREAS, the City of Madison owns and operates an emergency public safety radio system which allows for emergency and non-emergency communication for public safety and public works agencies;
WHEREAS, the City-owned radio system sustained damage due to a lightning strike at the Larkin communication tower, and City staff was able to repair the system with equipment that the City had in stock;
WHEREAS, the City has exhausted its stock of supplies and spare parts;
WHEREAS, the manufacturer of the City radio system, Motorola, Inc. (now called Motorola Solutions, Inc., hereafter "Motorola"), no longer supports or provides parts for the portion of the infrastructure that was damaged;
WHEREAS, Motorola is asking the City to enter into a two-year contract in order to design and provide replacement of essential communication equipment (engineering and design services approximately $124,575);
WHEREAS, only Motorola manufactures replacement equipment that functions with the City's existing communications infrastructure, therefore, Common Council approval is required for an exception to the competitive selection process normally required for service contracts over $25,000 because these services can only be provided by Motorola (4.26(4)(a)2.) and Motorola has provided similar services in the past (4.26(4)(a)7.);
WHEREAS, Traffic Engineering has the sufficient funds ($685,158) in its 2013 capital budget to fund the first year of the contract;
WHEREAS, Traffic Engineering has requested sufficient funding in its 2014 capital budget to fund the cost of the second year of the contract ($560,583);
WHEREAS, Traffic Engineering has included this contractual repair/replacement work in its five- year plan to replace and upgrade its public safety radio system;
WHEREAS, in order to avoid a public safety radio failure, it is essential for the City to have replacement parts available in case of another lightning strike or other communication equipment failure;
NOW THEREFORE BE IT RESOLVED, that the Mayor and City Clerk be and are hereby authorized to enter into a contract as described above with Motorola Solutions, Inc. to repair and upgrade Emergency Radio Communications Infrastructure.