HomeMy WebLinkAbout7/2/2003 - STAFF REPORTS (5) Date: July 2, 2003
To: City Council
From: Information Systems Specialist via Assistant City Manager
ANNUAL MAINTENANCE AGREEMENT FOR MOTOROLA 800 MHz RADIO SYSTEM
RECOMMENDATION:
It is recommended that the City Council approve an amendment to the existing maintenance
agreement with Motorola Communications and Electronics, Inc., extending the term of that
agreement for an additional one-year period in an amount not-to-exceed $75,002.
SUMMARY:
The City has entered into an annual maintenance agreement with Motorola to provide service
and support of the City's 800 MHz radio system. The initial term of this agreement was for a
period of one year with an option to extend for three (3) additional one-year terms.
BACKGROUND:
The Information Technology Division administers the City's 800 MHz Radio System. This
system was purchased from Motorola in 1993. Motorola has provided maintenance and support
of this system for the past seven (7) years. Although the City historically used the vendor's
standard contract for maintenance, the City Attorney's Office, at the end of the last maintenance
contract, suggested that a new agreement be drafted to replace the vendor's standard contract.
After several months of intense negotiations, the City Attorney's Office reached an agreement
with the vendor on a new agreement. This agreement (A4605) was approved by the City
Council on December 4, 2002. The initial term of the Agreement was one (1) year, retroactive
to July 1, 2002. The City has the option to extend the term for three (3) additional one-year
terms.
The City's 800 MHz radio system is very complex and requires periodic maintenance of the
system's hardware and software. Since Motorola is the sole source service provider in our
area, staff recommends that the City Council approve an amendment extending the term of their
maintenance agreement for an additional one-year period. The amount of this maintenance
agreement is $75,002.
Funds have been budgeted for this purpose, and are available using the following accounts:
001-1120-42980 Information Services Radio Maintenance $53,750
415-6225-42980 Airport Radio Maintenance $21,252
Randy Vobb Harold Good
Information Systems Specialist Director of Procurement/Contracting
,—A_PPROVED: APPROVED:
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Attachments: Minute Order
Agreement 4605
FIRST AMENDMENT TO AGREEMENT
WITH MOTOROLA FOR MAINTENANCE
OF THE 800 MHz RADIO SYSTEM
This First Amendment to Agreement with Motorola for maintenance of the 800 Mhz
Radio System ("First Amendment" or"Amended Agreement") is made and entered into this
day of , 2003, by and between the CITY OF PALM
SPRINGS, a municipal corporation ("City") and the MOTOROLA and amends the original
Agreement dated December 4, 2002 between the same parties.
RECITALS
A. On or about December 4, 2002, City and Motorola entered into an Agreement for
maintenance of City 800 MHz Radio System.
B. The original term of the Agreement was one (1) year, retroactive from July 1, 2002, and
expiring on June 30, 2003.
C. The City, at the City's sole discretion, may renew the agreement for three (3) additional
one-year terms.
D. City and Motorola desire to amend the Agreement to extend for an additional one-year
term from July 1, 2003 and expiring on June 30, 2004, as set forth in this First
Amendment.
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AGREEMENT
The Agreement is hereby amended as follows:
1. Section 3.4 'Terms" is amended to read as follows:
"3.4 Term. The service year is from July 1, 2003 to
June 30, 2004 ("Service Year"). Unless earlier terminated
in accordance with Section 7.8 of this Agreement, this
Agreement shall continue in full force and effect until
completion of the services but not exceeding one (1) year
from the date hereof. The City may renew this Agreement
for two additional one-year terms.
2. Except as expressly provided herein, all other terms and
conditions of the Agreement shall remain in full force and
effect.
IN WITNESS WHEREOF, the parties hereto executed this First Amendment to be
effective as of the Date first written above.
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CITY OF PALM SPRINGS,
a municipal corporation
By:
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
MOTOROLA
By:
Name:
Title:
MINUTE ORDER NO.
APPROVING AN AMENDMENT TO THE EXISTING
MAINTENANCE AGREEMENT WITH MOTOROLA
COMMUNICATIONS AND ELECTRONICS, INC., EXTENDING
THE TERM OF THAT AGREEMENT FOR AN ADDITIONAL ONE-
YEAR PERIOD IN AN AMOUNT NOT-TO-EXCEED $75,002.
---------------
I HEREBY CERTIFY that this Minute Order to approving an amendment to the existing
maintenance agreement with Motorola Communications and Electronics, Inc., extending the
term of that agreement for an additional one-year period in an amount not-to-exceed $75,002,
was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof
held on the 2nd day of July, 2003.
PATRICIA SANDERS
City Clerk