R2002-78 AUTHORIZING RENEWAL AGREEMENT

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, , � . . DECATUR POLICE DEPARTMENT MEMORANDUM 02 - 20 TO: Mayor Terry Howley and City Council FROM: Steve Garman, City Manger rn„�,rn Mark Barthelemy - Chief of Police Michael E. Buckley, Commander- Administrative Operations Division DATE: April 18, 2002 PURPOSE: The purpose of this memorandum is to secure council approval for the renewal of a maintenance agreement with Motorola for the routine service of the 800 MHz radio system and the computerized dispatch console equipment. Background: The radio system and associated equipment are Motorola brand. Due to the critical nature of this system for the support of city operations, including police and fire, it is desirable to have a maintenance agreement with the manufacture to insure technical and service support. This agreement ensures that Motorola trained and authorized technicians with the support of Motorola engineers will provide the routine maintenance and repair of the systems with 24 hour/ 7 day a week support. This maintenance agreement is only for the "fixed equipment" listed on the agreement and does not include portable or mobile radios owned by the City of Decatur. Under the previous two year agreement, signed in 2000, the cost to the city was $2,114.40 per month. Under the proposed agreement, the monthly cost will be $2,328.35. The primary reason for the increase is the addition of a repeater/transmitter to the system in 2001. That repeater/transmitter is now out of warranty and must be included in the maintenance plan. While there is a slight increase in this cost proposal, as part of the agreement, Motorola agrees to provide for auto renewal of the agreement for 5 years. As such, there will be no increases in the per unit rate during that time period. Cost variations will occur only as pieces of equipment are added to or deleted from the maintenance agreement, guaranteeing a consistent cost to the city over the next 5 years. Recommendation: It is recommended that the city council approve and authorize the renewal of this maintenance agreement.