R2011-174 AUTHORIZING MAINTENANCE AGREEMENT

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DECATUR POLICE DEPARTMENT MEMORANDUM 11-59 To: Michael T.McElroy,Mayor Ryan P.McCrady,City Manager From: Todd A.Walker,Chief of Police Linda Hassinger,Lieutenant Subject: Barbeck- StarCom Radio Maintenance Agreement SUMMARY RECOMMENDATION: The purpose of this memorandum is to request the expenditure of funds to Barbeck Communications for purpose of renewing our maintenance agreement on 453 StarCom radios,which is due to expire December 1,2011. The annual cost of the maintenance agreement is$32,616.00 or monthly cost of$2,718.00. The expenditure will be paid out of the Decatur Police Department's budgeted line item. BACKGROUND: It should be noted that surrounding counties are paying$92.00 per radio,annually,for their radio maintenance agreements. The Decatur Police Department has negotiated with Barbeck and Motorola,a cost of$72.00 per radio annually,or$6.00 per radio,monthly. Also through our negotiations we were able to lock in this rate for the next five years.Without the Maintenance agreement the minimum cost to fix a single radio is$500.00 and can be as much as $1,100.00 dollars per radio. In 2011,the Decatur Police Department sent 23 radios to Barbeck for repair.As the radios age,the number of radios in need of repair will only increase. Of the 453 radios,the Decatur Police Department holds 231 radios,while the remaining 222 radios are held by 21 other StarCom user groups such as: DFD,City water,MSO,animal control,Maroa PD,Warrensburg PD,MABAS 46,etc. Every month the StarCom user groups reimburse the City of Decatur$37.55/radio. The$37.55 cost covers the following fees: $30.00-Motorola StarCom $6.00-Maintenance Agreement $1.55-Monthly T-I Line Fee Total-$37.55 Monthly Fees for both the DPD and the 21 user groups: Agency #Radios multiplied by$6.00 Monthly maintenance Fee Annual Fees DPD 231 $1,386.00 $1,386.00 $16,632.00 21 Users 222 $19332.00 $1,332.00 $15,984.00 $2,718.00 $32,616.00