City Council
Report
City Council Meeting: June 13, 2023
Agenda Item: 5.C
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To: Mayor and City Council
From: Christopher Smith, Acting Chief Information Officer, Information Services Department, Customer Experience and Support
Subject: Approval of First Modification to Agreement No. 10788 with Motorola Solutions, Inc. for Maintenance and Support of Communications System and Radio Equipment
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities), of the California Environmental Quality Act (CEQA) Guidelines;
2. Authorize the City Manager to negotiate and execute a first modification for a Maintenance and Support Agreement #10788 in the amount of $4,788,523 with Motorola Solutions, Inc., an Illinois-based company, for maintenance of the interoperable public safety trunked radio communications system and radio equipment and authority to purchase new equipment as needed by various departments. This will result in a 10-year amended agreement with a new total amount not to exceed $5,874,523, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica has implemented an interoperable public safety trunked radio communications system that integrates with the Interagency Communications Interoperability System (ICI System), a regional public safety radio network that ensures coordinated regional response in the face of a natural disaster or other emergency. This system is operated using portable and mobile radio equipment and infrastructure equipment manufactured by Motorola Solutions, Inc (Motorola). In designing the system, staff worked with representatives from the ICI System and Motorola to engineer an advanced radio system that would provide coverage throughout most of Los Angeles County for first responders, and coverage throughout the western portion of Los 2 of 5
Angeles County for secondary responders. The system utilizes proprietary technology developed by Motorola. Maintenance and support for the system and replacement parts and equipment compatible with the system are available only from Motorola. Staff seeks the authority to modify the exiting agreement with Motorola to extend maintenance and support and to be able to purchase new and replacement radio equipment over a five-year period.
Discussion
Staff worked with representatives from the ICI System and Motorola to design and engineer an advanced radio system that would support Police, Fire, Public Works, and other City departments that need/ rely on radio communications, as well as integrate with the ICI System’s regional network. The radio system provides coverage throughout most of Los Angeles County for first responders, and coverage throughout the western portion of Los Angeles County for secondary responders and other users.
The radio system enables the City to establish connectivity to the regional ICI System Master Site in Glendale, California, supporting connectivity to the entire ICI System network consisting of more than 100 public safety agencies representing 42 cities within the County of Los Angeles and the LA-RICS regional network operated by the County of Los Angeles. As part of the radio system design, the City also retained the license to all its radio frequencies licensed to the City by the Federal Communications Commission.
Staff seeks approval of a maintenance and support agreement with Motorola to continue to receive comprehensive coverage of supported equipment, preventative maintenance services, and options to add support for equipment that may be purchased in the future. Additionally, it is periodically necessary to purchase replacement radio equipment, as inventory needs change or equipment becomes obsolete. The majority of the City’s radio equipment is nearing the end of their useful life, typically 7-10 years.
Staff has also budgeted to support the refresh of aging equipment in this contract modification. Therefore, staff also seeks the authority to purchase radio equipment as needed from Motorola to address future equipment needs. 3 of 5
Vendor/Consultant Selection
The Association of Public Safety Communications Officials (APCO), an international organization and leader in public safety communications, has adopted standards for digital radio communication systems and equipment. The standards have been published as APCO’s Project 25 (P25) and are intended to ensure interoperable communications between public safety agencies utilizing equipment designed by different manufacturers that is compatible with one-another. Radio system manufacturers that agree to participate in the P25 program are permitted to develop technology that extends beyond P25 standards. Motorola has developed technology as part of their ASTRO 25 system that extends beyond P25 standards and is not available from other radio manufacturers.
In 2011, the ICI System Governance Board undertook a formal competitive process which resulted in the selection of Motorola. In 2022, the Joint Powers Authority signed a 6-year software upgrade agreement with Motorola which provided for a software refresh on a bi-annual basis. The City radio communications system is a P25 compliant system developed by Motorola. To ensure the City’s radio system can properly integrate with the ICI System, it is necessary to purchase equipment manufactured by Motorola.
Therefore, staff seeks approval to enter into a maintenance and support agreement and continue to purchase equipment from Motorola as an exception to the competitive process to ensure connectivity with the ICI radio system as specified in SMMC 2.24.250 (b), as competition does not exist, for proprietary items of original equipment manufacturers and/or their authorized exclusive distributors.
Environmental Review
The agreement with Motorola is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301. Section 15301 of the CEQA State Guidelines provides Class 1 (existing facilities) exemption for projects that consists of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. The 4 of 5
agreement would not result in any modifications to existing facilities, but rather would ensure that the communications systems would be maintained and repaired with new and replacement radio equipment. The agreement would not expand or materially change existing facilities or operations. Therefore, the project is categorically exempt as set forth in Section 15301 of the CEQA State Guidelines.
Past Council Actions
Meeting Date Description
12/08/15
(Attachment A)
Purchase of radio equipment for Police, Fire and Public Works in preparation for the implementation of an interoperable public safety trunked radio system.
03/01/16
(Attachment B)
Contractual services agreement with Motorola for purchase and installation of radio infrastructure equipment to implement an interoperable public safety trunked radio system.
12/18/18
(Attachment C)
Contractual services agreement with Motorola for maintenance and additional purchasing authority
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund, Airport, Beach Recreation, Fleet Management, Pier, Resource Recovery and Recycling, Water, and Wastewater Funds to increase the amount of agreement #10788 with Motorola Solutions, Inc. for the maintenance of the interoperable public safety trunked radio communications system and radio equipment, and the purchase of portable and mobile radio equipment. Funds are included in the FY 2023-25 Proposed Biennial Budget.
Future year funding is contingent on Council budget approval.
Agreement Modification Request
Agreement #
Current
Authorized
Amount
FY 2023-24
Request
Amount
Future Year
Amounts Account Numbers
Total
Contract
Amount
10788 $336,000 Various $336,000
Maintenance
$310 $1,016 01200015.529080 $1,326
$41,236 $135,115 01180005.529230 $176,351
$7,689 $25,194 01190001.529240 $32,883
$17,858 $58,514 Various in Public Works $76,372
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$372 $1,219 01700005.525080 $1,591
Subtotal
Maintenance $336,000 $67,465 $221,058 $624,523
Equipment $750,000
As-Required up to
$4,500,000
Various Operating and
CIP $5,250,000
Grand Total $1,086,000 $67,465 $221,058 $5,874,523
Prepared By: Adam Orland, Business Process Technology Analyst Approved Forwarded to Council
Attachments:
A. December 8, 2015 Staff Report for Purchase of Interoperable Public Safety Trunked Radio System (Web Link)
B. March 1, 2016 Staff Report for Procurement of Public Safety Radio Equipment from Motorola (Web Link)
C. December 18, 2018 Staff Report for Maintenance and Additional Purchasing Authority with Motorola (Web Link)
D. Executed Agreement - Motorola
E. Motorola Oaks Form 2023