HomeMy WebLinkAboutE-4 Staff Report - Annual Maintenance Agreement Motorola Solutions CONSENT ITEM
E-4
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MIKE BERTELSEN, CHIEF OF POLICE
DATE: DCEMBER 21, 2020
SUBJECT: APPROVE ANNUAL MAINTENANCE AGREEMENT WITH MOTOROLA
SOLUTIONS
BACKGROUND:
On November 18, 2014, the City Council authorized the Police Department to purchase a Computer
Aided Dispatch (CAD), Records Management System (RMS), and Mobile Data Computer (MDC),
integrated software system from Spillman Technologies, Incorporated which is now Motorola Solutions.
In order to maintain the system and to receive the latest enhancements and most updated versions of
software, the City Council approved an annual maintenance agreement. The proposed action approves a
maintenance agreement with Motorola Solutions for all current software programs for an additional year
(December 1, 2020 through November 30, 2021) in the amount of $76,713.06.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1) Approve a maintenance agreement with Motorola Solutions for all current software programs for
the period of December 1, 2020 through November 30, 2021 in the amount of $76,713.06; and
2)Authorize the City Manager to execute the maintenance agreement, in a form acceptable to the
City Attorney, on behalf of the City.
ANALYSIS:
As part of the original Spillman Purchase and Licensing Agreement, now Motorola Solutions the cost of
maintenance was estimated and included in the documents when the purchase of the software was made;
however, the maintenance component was not specifically voted on by the City Council at the time the
contract was approved.
APPROVED
CITY COUNCIL
12/21/2020
Motorola Maintenance
December 21, 2022
Page 2
Each year, the maintenance component varies based on the modules added since the original purchase;
therefore, multi-year maintenance agreements are not available.
Software maintenance is critical and must be maintained to improve performance, correct faults, and
keep the database running at optimal levels. Motorola Solutions provides the latest enhancements and
most updated versions of software which are regularly released and installed into the system when an
agency purchases the maintenance agreement. In addition, they provide support technicians who are
available 24 hours a day, 7 days a week to assist with any problems. Motorola Solutions is a sole source
vendor to this maintenance software. In addition, AMC Section 2-517(a)(22) exempts from the bidding
requirement the purchase of specialized computer hardware and software.
FISCAL IMPACT:
The Motorola Solutions annual software maintenance agreement was included in the FY 2020/21
adopted police department budget in the amount of $85,186 under account 10-20-941-000-6415.
However, there was a training component cost of $6,063.75 which has now been allocated to a separate
invoice by Motorola, lowering the budgeted amount. The purchase of this item will have no impact on
the General Fund.
Prepared by: Reviewed and Approved:
Mike Bertelsen Sergio Gonzalez
Chief of Police City Ma nager
Attachment:
1) Motorola Solutions Invoice, Transaction Number # 8230298328
Attachment 1