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City of Puyallup

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AI- 3747   5.    
City Council Agenda
Meeting Date: 06/18/2013  
Subject:    Motorola Professional Services Renewal
Presenter: Tim Hannah
Department: Communications Center  

Information
Recommended Action
Authorize the City Manager to execute an agreement that renews a professional services agreement, in a form as approved by the City Attorney, with Motorola Solutions for radio system support in an amount not to exceed $162,000 plus tax.
Background
Council previously approved this request in 2009 on a three-year term. Since then, the radio system has grown by three additional sites and supports over 600 radios across east Pierce County as well as providing radio coverage for Central Pierce Fire & Rescue. Additional considerations are interlocal agreements with the City of Tacoma, and regional interoperability within the tri-county region.

The agreement provides support for all five operational sites and all end users, including dispatch operations. It also provides for dispatch support and regional communications projects, and for other services on an as-needed basis such as assistance with the currently underway P25 radio infrastructure upgrade which will be completed in 2014.
Previous Actions (Discussions/Presentations)
Council previously approved this request in 2009 on a three-year term. It was first renewed in 2012. 
Summary of Proposal
Under the renewal agreement, the City's 2013-2014 expenses would be $162,000 plus tax. This is a zero-percent increase from the 2012-2013 agreement. The agreement is based on five full days a week, with Motorola supplying all vehicles, tools, supplies and training needed to support the entire system including services for Puyallup's contracted customers.  Standard language applies, including an appropriation of funds clause to protect against circumstances out of our control (for example, economic hardship) and language which allows the City to cancel the contract with no penalties.
Alternatives/Options
Puyallup IT & Communications continues to provide regional services in dispatch, 911, emergency services software and radio support. Alternative solutions have been considered, including entering into an agreement with Motorola as proposed or hiring our own internal radio system manager and/or radio technicians. IT & Communications expenses just for the radio technician in 2008 were in excess of $140,000, not including City-assigned equipment, vehicle, tools, space, technology and training.

Fiscal Impact
Amount Budgeted:
Bid Amount: 162,000
City Funding Needed for Project: 177,228
Funds from Other Sources:
Ongoing Staff Costs:
Fiscal Impacts:
This agreement will provide for recurring services from budgeted expenditures. The contract bid is $162,000 plus tax, which represents a zero-percentage increase from the 2012-2013 contract.
Attachments
System Manager Services Agreement

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