City Council

11.\nCONTRACT AMENDMENT WITH MOTOROLA SOLUTIONS, INC. FOR COMPUTER\nAIDED DISPATCH AND RECORDS MANAGEMENT SYSTEM (RMS) FOR THE\nPOLICE DEPARTMENT – F2M18-6B, C2M18-66, M2M26-45\nOn December 13, 2018, the City entered into contract no. C2M18-66 for the purchase of\nthe public safety Computer Aided Dispatch (CAD) and Records Management System\n(RMS) for a total of $1,127,388.85 under a five-year lease. By 2020, the CAD/RMS was\nimplemented, and it included a free year and one month of maintenance through June 30,\n2026. On June 27, 2022, the City Council approved a Contract Amendment to C2M18-66\nfor various enhancements and based on the amendment, another $90,286.64 in contract\ncosts were authorized, bringing the total contract amount to $1,217,675.49. Through June\n30, 2026, the expected expenditures for the CAD/RMS support services contract have\nbeen identified as $1,201,611.49, which is under the authorized amount. Currently, the\nsystem is operating on the 2022 version but needs an upgrade (server migration). This\nupgrade shall be included in the five-year support and maintenance costs, which when\nannualized are for an additional $540,860.93 for a contract total not to exceed\n$1,742,472.42 after adding the year-to-date actuals to the projected five-year costs. The\ncontract is expiring on June 30, 2026 and staff recommends dispensing with the\ncompetitive bid process under Municipal Code 3.38.050 to avoid operational disruptions.\nDue to the complexity of the current systems and the time required to transition to a new\nvendor, such change would likely cause delays and service interruptions, negatively\nimpacting operations.\nRecommended Action:\nCity Council approve a contract amendment with Motorola\nSolutions, Inc. (C2M18-66), subject to final language and approval by the City Attorney\nand the City Manager, for an additional five-years of service with Motorola Solutions, Inc.\nfor Computer Aided Dispatch (CAD) and Records Management System (RMS) (through\nJune 30, 2031) at an additional cost of $540,860.93 (for a contract total not to exceed\n$1,742,472.42); authorize the Chief of Police to execute the said amendment; and, direct\nstaff to undertake the steps necessary to finalize the Council’s action. (M2M26-45)