TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a Transaction Document with Motorola Solutions, Inc., of Los Angeles, CA, pursuant to the terms and conditions of Master Purchase Agreement No. 27106, for the purchase, upgrade, maintenance, and repair of Telecommunications Equipment, for a total contract amount of $6,783,756, plus a 7.6 percent contingency in the amount of $515,566, for a total amount not to exceed $7,299,322, for a period of three-years, including any necessary amendments thereto, provided that the total contract amount is not exceeded; and
Increase appropriations in the General Grants Fund (SR 120) in the Disaster Preparedness and Emergency Communications Department (DC) by $6,787,370; and decrease appropriations in the General Grants Fund (SR 120) in the Fire Department (FD) by $6,787,370. (Citywide)
DISCUSSION
The City has received grant funding in the amount of $6,787,370 from the Department of Homeland Security under the 2015 Urban Area Security Initiative (UASI) program to improve interoperable communications in the Los Angeles/Long Beach region. The Federal Emergency Management Agency (FEMA) has approved the funds to be spent to upgrade the City’s dispatch consoles, microwave network and the core system with up-to-date technology. The existing system was installed in 2002, is obsolete and, therefore, is no longer supported by Motorola. The City’s Police, Fire, Public Works, Parks, Recreation and Marine, Disaster Preparedness, Airport, and other departments rely on this equipment for day-to-day and emergency response radio communications. The upgraded equipment is compatible with other Los Angeles agencies, which will allow for interoperable communications and coordination within the region in the event of a disaster. This could play an essential role in Long Beach’s timely response and recovery to a major regional disaster.
Due to the required interoperability with the Los Angeles region and the City’s existing use of Motorola dispatch, handhelds, and mobile radio devices, it has been determined that continuing on a Motorola platform is the best option. The upgrade has an expected life of ten years. Motorola is a market leader in radio communications systems and products for the public safety market in state and local governments. The dispatch system contains proprietary hardware and software components that are only available from Motorola directly; therefore, a competitive procurement is not feasible. A survey of similar systems purchased by other government agencies revealed that Motorola’s pricing is reasonable. The contract will be administered by the Department of Disaster Preparedness and Emergency Communications in cooperation with the Technology and Innovation Department.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Monica J. Kilaita on September 14, 2016 and by Budget Analysis Officer Rhutu Amin Gharib on September 16, 2016.
TIMING CONSIDERATIONS
City Council action on this matter is requested on October 4, 2016, to ensure the City can promptly begin to expend these grant funds. The performance period for the UASI 2015 grant funds ends in January 2018. There is an expected one-year implementation timeline for the full system.
FISCAL IMPACT
The total contract award will not exceed $7,299,322, including a 7.6 percent contingency to be applied to the transaction document for technical change orders, if necessary and funds are available. This contract is partially funded by $6,787,370 in UASI 2015 grant funds, currently appropriated in the General Grants Fund (SR120) in the Fire Department (FD). The existing appropriation of UASI 2015 grant funds will be transferred from the Fire Department to the Disaster Preparedness and Emergency Communications Department (DC) as follows:
Department Fund Total
Disaster Preparedness (DC) General Grants (SR 120) $6,787,370
Fire (FD) General Grants (SR 120) ($6,787,370)
Contract expenses will be fully offset by grant reimbursement revenue and there are no matching funds required. Any work not currently budgeted will only proceed after additional appropriation is approved by the City Council. Future maintenance costs for the equipment acquired under this grant will be included in maintenance and sustainment project proposals in future UASI grants. If maintenance costs are not covered in future grants, a funding source for these costs will need to be identified by the acquiring departments. It is anticipated that the award of this contract will have a positive impact on the local job market.
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
REGINALD I. HARRISON
DIRECTOR, DISASTER PREPAREDNESS
AND EMERGENCY COMMUNICATIONS
MICHAEL A. DUREE
FIRE CHIEF
BRYAN M. SASTOKAS
DIRECTOR, TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER