REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
February 9, 2021
FROM
LARRY AINSWORTH, Chief Information Officer, Department of Innovation and Technology
SUBJECT
Title
Contract with Motorola Solutions, Inc. for Radio Equipment, Maintenance, and Repair Services
End
RECOMMENDATION(S)
Recommendation
Approve Contract with Motorola Solutions, Inc., for the total not to exceed amount of $2,500,000, for the purchase of radio equipment, maintenance, and repair services for the period of February 9, 2021 through February 8, 2026.
(Presenter: Tim Trager, Public Safety Communications Division Chief, 388-5563)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of a Contract with Motorola Solutions, Inc. (Motorola) will not result in the use of Discretionary General Funding (Net County Cost). Sufficient appropriation is available in the Department of Innovation and Technology (IT) Public Safety Communications 2020-21 budget and will be included in future recommended budgets. Operating costs are recovered via service rates and fees approved annually by the Board of Supervisors (Board).
BACKGROUND INFORMATION
IT operates and maintains the County’s Public Safety Radio and Microwave Data Transport System (System) that provides the means by which dispatch centers and mobile/portable radios communicate via voice transmission. The System is primarily for local government agency use and, secondarily, for additional governmental and related non-governmental users to facilitate public safety. The recently upgraded System provides improved voice clarity and signal strength in addition to enhanced security features that were not available on the prior system and the ability to roam without having to manually change radio modes to find the strongest signal. In addition, the upgraded System has state-of-the-art interoperable public safety communications and infrastructure that is able to expand as needed to accommodate new complementary technologies. Continued use of the System is required to ensure the County provides a reliable, stable, and secure communication system for law enforcement, fire, and other public safety agencies.
On September 11, 2012 (Item No. 30), the Board approved Motorola as the exclusive vendor standard to be used for the Public Safety Radio Upgrade project for radio equipment and services. This standardization is to be maintained throughout the useful life of the upgraded system.
On November 15, 2016 (Item No. 23), the Board approved Contract No. 16-890 with Motorola Solutions, Inc. in the amount of $16,888,725 for the System Upgrade Agreement (SUA) to provide on-going software and firmware updates, security patches, and replacement radio system hardware to refresh the County’s Public Safety Radio communications equipment, as needed through November 14, 2026. This contract was amended on September 10, 2019 (Item No. 32) to add dispatch console replacement service, software upgrades, and maintenance for the County’s Public Safety Radio communications equipment, increasing the total contract amount by $2,132,547, from $16,888,725 to $19,021,272, plus applicable taxes, with no change to the contract period of November 15, 2016, through November 14, 2026.
IT has the need to purchase factory original radio equipment such as microphones, speakers, portable radio antennas and batteries for uniformity and standardization. Miscellaneous purchases of repair services from Motorola are sometimes required to restore failed equipment for various system components, including mobile and portable radios that are not covered under the SUA due to the day-to-day operational and functional needs of the division, which is not part of the upgrade project. Purchasing has issued blanket Purchase Orders since 2009 for non-competitive sole source Motorola purchases for day-to-day operational needs under the Purchasing Director's authority, per Policy 11-04, Procurement of Goods, Supplies, Equipment and Services.
Approval of this Contract will allow IT to continue to purchase radio equipment, maintenance, and repair services from Motorola Solutions, Inc. on an as needed basis to ensure the day-to-day operational needs are met.
PROCUREMENT
The terms in the Contract will be used to accompany future purchase orders issued to Motorola, to be approved, as necessary, per County Policy 11-04.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Deputy County Counsel, 387-5487) on January 15, 2021; Purchasing (Jessica Barajas, Lead Buyer, 387-3376) on January 15, 2021; Finance (Monique Amis, Administrative Analyst, 387-4883) on January 25, 2021; and County Finance and Administration (Kelly Welty, Deputy Executive Officer, 387-5423) on January 26, 2021.