Item #08
Date: February 7, 2023
To: Mayor and City Council
From: Christian S. Sachs, Chief of Police
Jim Schaad, City Manager
Subject: Lease Agreement with Motorola Solutions, Inc.
Recommendation:
Pass a Motion to approve Resolution No. 2023-XX authorizing the City Manager or his designee to execute a lease agreement with Motorola Solutions Incorporated for acquisition of new radios, radio infrastructure, and programming for the Police Department.
Rationale for Recommendation:
Staff has determined that a true and real need exists for the acquisition of this equipment and Motorola Solutions Incorporated requires an approved resolution as part of the lease agreement process. There are necessary infrastructure improvements within the Police Department that need updating, such as power and wiring to support R56 grounding requirements for the new systems.
Background:
The California Department of Justice made it mandatory for all law enforcement agencies to go digitally encrypted with their radio systems by January of 2021. If agencies were not able to accomplish this, a policy would need to be in place to comply with the new mandated requirements and provide the Department of Justice a timeline of when the Department would be compliant.
Staff drafted a policy in order to be compliant in the frame needed to complete a comprehensive analysis of the radio systems for the Police Department along with all related infrastructure.
There were several issues needing to be addressed such as equipment capable of supporting digital encryption, radio coverages, and radio inner operability.
Discussion & Analysis:
The Police Department has conducted an extensive analysis internally and with consultants regarding necessary upgrades and new equipment needed to meet current State and Federal mandates along with improving the Departments radio inner operability’s.
Staff has reviewed this analysis and recommendation with the City Council of the City of Marysville in several meetings over the past two years.
At a regularly scheduled meeting with the City Council of the City of Marysville held on June 21, 2022, City Council approved fiscal year budget 2022-2023 which incorporated some of the cost associated with this infrastructure project. Design of the system along with contractual language has taken several months to Item #08
ensure accuracy. Additionally, an analysis of the building and infrastructure was completed which revealed several concerns and where upgrades are needed in order to support the new system design.
Sutter Buttes Communications specialists who have working knowledge of our current systems, completed the analysis with Motorola Solutions Incorporated and internal staff from the Police Department. Jim Anderson, Sutter Buttes Communications, completed a Scope of Work for the infrastructure improvements to meet mandated R56 grounding.
Based on this analysis and project proposal, staff is confident this upgraded system will support the requirements for digital encryption, radio coverage, and increase radio inoperability’s.
Alignment with City Council Goal(s):
This project aligns with City Council Goal #4 (Enhance Public Safety).
Legal Review:
The agreement has been reviewed and approved by City Legal Staff.
Fiscal Analysis:
City Council approved $1,000,000 in the FY22-23 budget for digital encryption using APRA funding. Staff is requesting approval of the Motorola Solutions Inc. lease agreement in the amount of $1,431,564. The City will provide a down payment of $800,000 in FY22-23 as currently budgeted with APRA funds and finance the remaining $631,564 with an annual payment of $104,046 over a 7 year term. In addition, staff is requesting approval of a 5 year maintenance agreement that would be valid from one year after final installation, to be budgeted in FY24-25. The total cost of the 5-year maintenance agreement is $216,525 with the annual payment due at the contract service date. Based on this information the total request is $1,651,079 for the 7-year term.
Staff recommends using the remaining $200,000 currently budgeted in ARPA funds for this project, to be used as a contingency for the R56 grounding and in the event of unforeseen expenses with this project.
The amount of the contingency not spent on this project in FY22-23 would be requested to carryover to project completion in FY23-24.
Attachments:
1) Resolution 2023-XX
2) Motorola Agreement