Agenda Item # 1

Columbus Consolidated Government

Council Meeting

03/10/2015

Agenda Report # 85


TO: Mayor and Council

SUBJECT: Lease Purchase Agreement with Motorola for 800 MHz Radio System

INITIATED BY: David Arrington, Deputy City Manager

Recommendation: Approval is requested to enter into a 10 year Lease/Purchase Agreement with Motorola Solutions, Inc., for critical upgrades to the City's 800 MHz radio system and maintenance of the system during the term of the agreement.

Background: The City acquired an 800 MHz radio system in 1992 to serve all the City's communication needs. Since the initial purchase the City has implemented several technology upgrades to improve the system capability and provide higher quality data and voice transmission. However, several critical components of the system are at the end of useful life and will no longer be serviced by the vendor. Failure of these systems would be catastrophic to public safety and the operations of all City departments. Additionally, the system is not compliant with the current Federal and State non proprietary standard for public safety communications known as the APCO P25 Standard. There is a critical need to immediately replace approximately $7 million of infrastructure in the system to insure reliable data and voice communication for public safety and general government operations. Due to budget limitations in prior years the upgrade of the system has not been financially feasible.

Analysis: The proposed lease/purchase agreement being offered under the Motorola Migration Assurance Plan (MAP) will provide for the replacement of approximately $7 million of critical radio infrastructure in the first year of the contract to include a flash upgrade of all compatible radios. The agreement also provides for an upgrade to the E911 CAD system and an RF upgrade of the Outdoor Emergency Warning Siren system which is needed to insure communication from the 911 Center to all sites and public notification during weather emergencies. Under the terms of the agreement, the City will pay a fixed fee each year for the equipment and maintenance services provided. The current maintenance agreements provide a 3-5% annual increase in the maintenance fees which will be avoided under the lease/purchase program by locking the maintenance fees, which are included in the MAP program, at a fixed rate.

Financial Considerations: Funding for the lease purchase agreement will include $932,030 annually from the E911 Fund, $842,490 annually from the Other Local Option Sales Tax-Public Safety Fund and $260,480 annually from the Other Local Option Sales Tax-Infrastructure Fund..

Projected Annual Fiscal Impact Statement: This is a 10 year agreement at a total of $2,035,000 annually. No additional funding will be required for maintenance.

Legal Considerations: Council must approve all contracts.

Recommendations/ Actions: Authorize the City Manager to enter into a 10 year Lease/Purchase Agreement with Motorola Solutions, Inc., for critical upgrades to the City's 800 MHz radio system and maintenance of the system during the term of the agreement.



Equipment Lease Purchase Agreement.pdfEquipment Lease Purchase Agreement.pdfPSA System Agreement.pdfPSA System Agreement.pdf


A RESOLUTION

NO. _____


A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A 10 YEAR LEASE/PURCHASE AGREEMENT WITH MOTOROLA SOLUTIONS, INC. FOR UPGRADES TO THE CITY'S 800 MHZ RADIO SYSTEM AND MAINTENANCE OF THE SYSTEM DURING THE TERM OF THE AGREEMENT.

WHEREAS, the City acquired an 800 MHz radio system in 1992 to serve all the City's communication needs and has implemented upgrades of the system since to insure quality voice and data communication; and,

WHEREAS, several critical components of the communication system have reached the end of useful life and will not be serviced by the vendor after December 2015 and failure of these components would be detrimental to voice and data communication creating a serious risk to public safety; and,

WHEREAS, the Motorola Migration Assurance Program (MAP), a lease/purchase program offered by Motorola Solutions, Inc., provides for the timely replacement of all critical components of the City's 800 MHz radio system, RF upgrade of the emergency warning sirens system, E911 CAD system and maintenance of all equipment at a fixed rate for 10 years; and,

WHEREAS, it is advantageous to the City to enter into this 10 year lease/purchase agreement with Motorola Solutions, Inc. at a fixed cost of $2,035,000 annually, to insure reliable public safety and general government voice and data communication which is compliant with current Federal and State interoperability standards.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to enter into a 10 year lease purchase agreement with Motorola Solutions, Inc., for upgrades and replacement of critical components to the City's 800 MHz radio system, emergency warning siren system, E911 CAD system and maintenance of all components during the term of the agreement. The City Manager is further authorized to sign any and all documents necessary to execute the lease purchase agreement with Motorola Solutions, Inc.


___________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of _____________ 2015, and adopted at said meeting by the affirmative vote of _____________ members of said Council.



Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Buck voting __________.
Councilor Davis voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.

___________________________ ______________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor