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CONTRACT K-1516-41: A SERVICE AND MAINTENANCE AGREEMENT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND MOTOROLA SOLUTIONS IN THE AMOUNT OF $57,821.28 TO PROVIDE SERVICE AND MAINTENANCE TO THE CITY OF NORMAN EMERGENCY COMMUNICATION (RADIO) SYSTEM.
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BACKGROUND: The Norman Police Department is responsible for the maintenance and repair of the City’s Emergency Communication (Radio) System. The Norman Police Department must maintain reliable equipment and capability to ensure communication is available at all times. The City’s radio system is on the priority list for replacement as a Public Safety Sales Tax project. The current radio system was installed in 2000 and the core of the system has exceeded its expected serviceable life. System failures are increasing and parts availability is decreasing. The system failures have exceeded the technical and physical ability for City staff to maintain the system. As the system gets closer to the manufacturer’s “end-of-life” date in 2018, the parts are more difficult to obtain or get repaired which causes delays.
DISCUSSION: The time and expertise needed to service and maintain the Radio system exceeds the capabilities of current City staffing. In addition to staff time and expertise, the availability and expense associated with Radio system parts renders self-reliance a costly and risky solution in regards to system service and maintenance. Police Department Staff has researched all options for service and maintenance of the existing radio system. The critical infrastructure is proprietary to Motorola Solutions and therefore the only viable option to provide maintenance is a service agreement with Motorola Solutions as a sole source provider.
The service agreement includes 24 X 7 support, service and repair of the system controllers, the radio dispatch consoles, and other critical radio system infrastructure. This service agreement addresses three specific deficiencies with the City’s current situation; staff hours to provide the service, increasing frequency of system failures, and decrease availability of system parts. This agreement will renew, for an additional one (1) year term, on June 30th of each year unless one party notified the other in writing of its intention to discontinue the agreement not less than thirty (30) days of that anniversary date.
RECOMMENDATION: Funding for Contract K-1516-41 is available in Contract-Plant/Operating Equipment (account 010-6039-421.42-25). It is recommended that Contract K-1516-41 with Motorola Solutions in the amount of $57,821.28 be approved as a sole source service provider.