CITY COUNCIL ACTION REQUEST
DEPARTMENT(S)
Finance
CEQA
Not a Project, File No.
PP17-003,
Agreements/Contracts
(New or Amended)
resulting in no
physical changes to
the environment.
COORDINATION
City Attorney's Office,
City Manager’s Budget
Office
Director Approval
/s/
Drew Corbett
/s/
Mukesh (Mookie)
Patel
COUNCIL DISTRICT(S)
Citywide
CMO Approval
12/3/24
SUBJECT: Actions Related to the Purchase Order with Motorola Solution, Inc. for Radio Communication System Upgrades at the Airport
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to amend purchase order OP 63005 with Motorola Solutions, Inc. (Chicago, IL) to extend the term of the purchase order, retroactively from September 30, 2023 through December 31, 2025, and to increase the total compensation by $196,000 for a revised maximum compensation not to exceed $1,228,208, subject to the appropriation of funds.
BASIS FOR RECOMMENDATION
On November 16, 20211,the City Council approved a purchase order with Motorola Solutions, Inc. (Motorola) to upgrade the San José Mineta International Airport's radio communications system through a cooperative agreement with the Silicon Valley Regional Interoperability Authority. The upgrade included new fixed transceivers and voting equipment in a two-channel, three-site simulcast configuration, along with a Bi-Directional Amplifier/Distributed Antenna System (BDA/DAS) to enhance radio coverage for police, fire, and Silicon Valley Regional Interoperability Authority. The purpose of the upgrade is to transition City facilities to a new system to improve efficiencies and reliability for City life safety services. The life safety requirements are enforced by San José Fire Department, Bureau of Fire Prevention and apply to the availability of a system in an event of an emergency for emergency responder communication.
Motorola completed the purchase and delivery of the digital radio equipment, and the delivery of select equipment for the installation and construction of the Emergency Responder Radio Communication System (ERRCS) based BDA/DAS in select areas of the Airport. Motorola also installed equipment and cabling in Terminal B for the ERRCS BDA/DAS. Motorola has not completed the installation, construction, permitting, testing, approval, and activation of the ERRCS- based BDA/DAS in remaining areas of the Airport.
1 City Council Memorandum: http://sanjose.legistar.com/gateway.aspx?M=F&ID=821802b5-e861-416b- bbae-7f694ae55467.pdf
COUNCIL AGENDA: 12/17/24
FILE: 24-2329
ITEM: 2.19
During the installation, construction, and approval phase for the ERRCS-based BDA/DAS, the Bureau of Fire Prevention informed Airport Department staff that the previous design work anticipated for the system was insufficient to meet the life and safety permitting requirements for an ERRCS-based radio system. This delayed the project as Motorola explored various options to address this design deficiency. Motorola has now developed a new design to meet the necessary life and safety requirements to complete the project and is ready to submit a permit application for approval. Motorola estimates that the revised completion date for the project, including the permitting process by the Bureau of Fire Prevention, is December 31, 2025.
Motorola and the Airport Department have agreed to a firm fixed price of $185,249 for the installation, construction, permitting, testing, approval, and activation of an ERRCS-based BDA/DAS within the Airport to provide Silicon Valley Regional Communication System coverage for life and safety organizations to bring this project to conclusion. Motorola is responsible for fulfilling all the requirements of an ERCCS as regulated by the Bureau of Fire Prevention and any other bodies having authority over this system. This firm fixed price and the scope of work will be noted in the purchase order, which will supersede all previous obligations. The Airport Department also included a contingency of $10,751 for unanticipated changes, bringing the total purchase order adjustment to $196,000. At the conclusion of this project, the Airport Department will have from Motorola a legally permitted and activated ERRCS-based BDA/DAS that meets all the requirements of all bodies having authority over the system.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
COST AND FUNDING SOURCE
The recommended amendment to this agreement/action of $196,000 is funded by the Airport Technology Services appropriation from the Airport Renewal and Replacement Fund.
FOR QUESTIONS CONTACT: For procurement- and contract-related questions, please contact Albie Udom, Deputy Director of Finance – Purchasing and Risk Management, at [email protected]. For program-related questions, please contact Matthew Kazmierczak, Division Manager – Airport Director’s Office, at [email protected].