TO: ADAM PIRRIE, CITY MANAGER
FROM: AARON FATE, CHIEF OF POLICE
DATE: SEPTEMBER 24, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE AGREEMENT WITH MOTOROLA SOLUTIONS, INC. TO INCREASE COMPENSATION FOR INTEROPERABLE COMMUNICATION EQUIPMENT (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT)
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SUMMARY
The City owns, licenses, and operates a conventional analog radio channel, known as EOC-1, designated for community interoperable communications. This channel is programmed into the radios of various community partners for use during community-based disasters.
On October 25, 2022, the City Council approved the Police Dispatch Radio Console and City Portable Radio Replacement project. As part of this initiative, the plan included integrating EOC-1, currently housed on San Bernardino County property, with the new equipment. The contractor initially proposed utilizing San Bernardino County’s network to access this resource, which would have offered cost savings by repurposing existing hardware.
However, staff recently became aware that the network intended for use by the contractor will be decommissioned in the near future. To avoid additional future work and ensure uninterrupted operation of EOC-1, staff recommends amending the current agreement with Motorola Solutions, Inc. to increase compensation by $67,741 to purchase the necessary equipment for installation on City-owned and operated infrastructure.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to amend the agreement with Motorola Solutions, Inc. to increase compensation by $67,741 for the purchase and installation of one Conventional Channel Gateway on City-owned property, for a total contract amount of $1,541,316; and
B. Appropriate an additional $67,741 from the American Rescue Plan Act (ARPA) Fund to fund this purchase.
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ALTERNATIVES TO RECOMMENDATION
In addition to the staff recommendation, there are the following alternatives:
A. Reject the staff recommendation.
B. Delay the staff recommendation and request additional information.
FINANCIAL REVIEW
The cost to purchase the necessary additional equipment to complete the Police Dispatch Radio Console and City Portable Radio Replacement project is $67,741. When this proposal was initially submitted to City Council for approval, a $25,000 contingency was appropriated. Staff recommends retaining this contingency to cover any unforeseen miscellaneous expenses that may arise during the project's completion. If approved, the total contract amount will be $1,541,316, plus the original $25,000 set aside for contingency, if needed. It's important to note that this additional equipment will not affect the warranty costs previously agreed upon with Motorola Solutions Inc.
The staff cost to prepare this report is estimated at $500 and is included in the operating budget of the Information Technology Division.
ANALYSIS
The City owns, licenses, and operates a conventional analog radio channel, known as EOC-1, designated for community interoperable communications. The City’s EOC-1 channel plays a crucial role in facilitating interoperable communications for the community and its partners during regional or local disasters. These partners include the Claremont Unified School District (CUSD), the Claremont Colleges, and various other organizations. The additional equipment will enable the City to integrate these resources into its new system, ensuring the continued effectiveness of the community's interoperable communications platform.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following: Council Priorities, General Plan, and the 2024-2026 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Aaron Fate Andrew Erickson
Chief of Police Acting Information Technology Administrator