June 21, 2005

SUBJECT: Award of Contract for Motorola Radio Communications System Maintenance (F0406-70)

REPORT IN BRIEF

Approval is requested for the award of a one-year contract to Motorola, Inc., of Van Nuys for the maintenance of the City’s radio communication systems for the Information Technology Department.

BACKGROUND

The City’s radio communication systems consist of two major components:

1. The emergency communication system used by the Department of Public Safety; and

2. The non-emergency communication system used by the Departments of Public Works and Parks & Recreation.

A list of equipment to be maintained is included in the attached draft Service Agreement.

DISCUSSION

Section 2.08.070 (b) of Sunnyvale Municipal Code exempts from competitive bidding those situations where the City’s requirements can be met solely by a  single source. Much of the equipment and interfaces used in both the emergency and non-emergency systems is proprietary Motorola technology, and support is available only through Motorola.

FISCAL IMPACT

Total cost to the City for a one–year contract will not exceed $177,366, a decrease of $617 from FY 04/05 rates due to a reduction in the number of motorcycle mobile radios.  This cost includes maintenance of the Sunnyvale Amateur Radio Emergency Services (SARES) repeater system equipment installed for the Department of Public Safety. 

Funds are available in Information Technology Activities No. 764020 – Provide Vendor Technical Support, 764210 – Maintain Emergency Radio & E-911 Systems, and 764220 – Maintain Non-Emergency Radio Systems.

RECOMMENDATION

It is recommended that Council award a one-year contract, in substantially the same form as the attached draft and in an amount not to exceed $177,366, to Motorola, Inc. for the maintenance of the City’s radio communications systems.

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Shawn Hernandez

Director, Information Technology

Approved by:

Amy Chan

City Manager

Attachment

1. Draft Service Agreement (.pdf format)