AI-3879       2.            
City Council Agenda
Meeting Date: 09/03/2013  
Subject: Radio Maintenance Service Agreement
Presenter: Tim Hannah
Department: Communications Center

Information
Recommended Action
Authorize the City Manager to execute a maintenance services agreement, in a form as approved by the City Attorney, with Motorola Solutions for radio system infrastructure support in an amount not to exceed $35,798.88 plus tax.
Background
Puyallup IT & Communications continues to provide regional services in dispatch, 911, emergency services software and radio support. The Puyallup portion of the Tacoma/Puyallup 800 MHz radio system enables public safety communications for the Puyallup Police Department, Sumner Police Department, Bonney Lake Police Department, Central Pierce Fire & Rescue and other regional partners. It also provides the necessary communications for our city services including Public Works and Emergency Management.  Keeping this system maintained and in good working condition is imperative to public safety.

Under this agreement, Motorola will provide repair parts and labor for Puyallup's radio system on an as-needed basis. In addition to replacement parts, Motorola will provide 24-hour phone support and 24-hour technical support, and maintain tracking cases of all problems.

The 800 MHz radio system contains proprietary equipment, and acquiring emergency replacement parts can be costly. This agreement will allow the city to anticipate a stable, budgeted annual cost for keeping the radio system in good working order.
Previous Actions (Discussions/Presentations)
In the past, maintenance of the various radio equipment was accomplished through project warranties or maintenance agreements that were tied to specific equipment purchases. Those warranties and purchase-related services are now expiring, and this agreement is needed to ensure the continued provision of critical maintenance services.
Summary of Proposal
Under this agreement, the City would pay Motorola $35,798.88 plus tax for maintenance services for one year. Motorola will provide full infrastructure repair with replacement parts and 24/7 customer and technical support as well as on-site repair of any failed infrastructure. The agreement contains language allowing the City to cancel the contract with no penalties.
Alternatives/Options
Alternative solutions have been considered, including not approving this agreement with Motorola as proposed. Due to the proprietary equipment used in the 800 MHz radio system and the varying costs of emergency replacement parts, it would be in the city's best interest to incur a stable, budgeted yearly cost to keep the radio system in good working order.


Fiscal Impact
Amount Budgeted: 264,600
Bid Amount: 35,798.88
City Funding Needed for Project: 39,164
Funds from Other Sources:
Ongoing Staff Costs:
Fiscal Impacts:
This agreement will provide for recurring services from budgeted expenditures. The maintenance services agreement is $35,798.88 plus tax. 

Attachments
Motorola Service Agreement