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HomeMy WebLinkAboutReso 91-541 - Approve entering into a Maint & Mgmt agrmnt for 01-01 through 06/30, 1992 between COR & Motorola Comm & Electronics Inc for City's 800 MHZ Radio system RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDDING APPROVING ENTERING INTO A MAINTENANCE AND MANAGEMENT AGREEMENT FOR THE PERIOD JANUARY 1-JUNE 30, 1992, NOT TO EXCEED $33,157.02, BETWEEN THE CITY OF REDDING AND MOTOROLA COMMUNICATIONS AND ELECTRONICS INC. FOR THE CITY'S 800 MHZ RADIO SYSTEM AND RELATED EQUIPMENT, AND AUTHORIZING THE CITY MANAGER TO SIGN THE NECESSARY DOCUMENTATION ON BEHALF OF THE CITY. WHEREAS, the City purchased an 800 MHZ Radio System from Motorola Communications and Electronics Inc. (Motorola) in 1988/89 ; and WHEREAS, the equipment is a highly technical, computer-operated system specifically designed for the City by Motorola, using its proprietary software and personality information; and WHEREAS, this equipment should be maintained on a preventative- maintenance schedule to lessen financial risk to the City and the risk of being without radios, rather than on a fix-as-it-breaks schedule as has been done in the past; and WHEREAS, it is staff ' s recommendation that the City enter into a maintenance and management agreement with Motorola for the period January 1 through June 30, 1992; and WHEREAS, attached is a Proposal by Motorola dated October 21, 1991 , for Council ' s consideration; After considering said recommendation, IT IS HEREBY RESOLVED by the City Council of the City of Redding as follows: 1 . That the City Council of the City of Redding hereby approves entering into a maintenance and management agreement with Motorola for the period January 1 through June 30, 1992, along the41) 1 lines of the attached Proposal, not to exceed $33 ,157 . 02. 2 . That when said agreement has been prepared and approved by the City Attorney, the City Manager of the City of Redding is hereby authorized and directed to sign said agreement on behalf of the City of Redding; and the City Clerk is hereby authorized and directed to attest the signature of the City Manager and to impress the official seal of the City of Redding thereto. I HEREBY CERTIFY that the foregoing Resolution was introduced and read at a regular meeting of the City Council of the City of Redding on the 17th day of December , 199 1 , and was duly adopted at said meeting by the following vote: AYES• COUNCIL MEMBERS: Buffum, Fulton, Moss & Dahle NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS Arness ABSTAIN: COUNCIL MEMBERS: None MIKE DAHL, Mayor City of Redding ATTEST: 77 ETHEL A. NICHOLS, City Clerk FO PPROVED: IiA ALL A. HAYS, City Attorney 2 Address Reply to: MOTOROLA Motorola Sales Communications and Electronics Inc. 9912 Business Parr ur.Sacramento cH aS8,27 (910) 854-2800 October 21 , 1991 City of Redding 7060 Parkview Drive Redding , CA 96001-0698 Attn: Bob Cohn Dear Mr. Cohn: Motorola Communications and Electronics , Inc . wishes to thank you for this opportunity to present the enclosed communications proposal for maintaining the City of Redding ' s two-way radio system. Motorola has been engaged in the business of contract maintenance for approximately sixty ( 60 ) years . Today at Motorola, contract maintenance is classified as a "product" , and represents our single largest volume product . There are over 100 , 000 customers nationwide who have contracted with Motorola for maintenance on their communications systems . With the purchase of a Motorola service agreement , the City of Redding has at its disposal the entire Motorola team. In Sacramento , California we have our Field Engineering Department , whose function is system design and handling any field problems . An extension of this department is the Field Technical Representative ( FTR) , who is a liaison between the plant , engineering and the field. The FTR works closely with our Motorola service stations , supplying new product information and training , and assisting them in the resolution of system problems . Motorola has the most modern parts department , consisting of ten ordering locations tied to the parts warehouse in Schaumburg , Illinois by computer. This system delivers 92 percent of all parts ordered from stock and the other 8 percent in an average of seven days . Motorola has a reputation of delivering parts more promptly than any other supplier. We believe that Motorola has the most extensive parts and technical resources available for handling critical , sophisticated communication systems . A Motorola service agreement will insure that the City of Redding communications equipment is operating at peak performance , thereby insuring its reliability and readiness in supporting the police , fire and public works departments . r 1 Address Reply to: MOTOROLA Motorola Sales Communications and Electronics Inc. 9912 eus:ness Pi.-" 'Dr Sacramento. CA. 9582' (916) 85»-2800 Acceptance of this maintenance contract will allow the City to budget for communications system maintenance on an annual basis with no costly surprises . Regular system maintenance will also result in increased longevity of your communications equipment . Motorola looks forward to providing the City of Redding with communications service which is both reliable and cost effective . The Motorola national service organization stands behind our commitment to deliver a quality service product . Best Regards , MOTOROLA COMMUNICATIONS AND ELECTRONICS , INS duntxec Joh chAcc iv NSO JJP/cjm 1301 E. Algonquin Rd.. Schaumburg, Illinois 60196 1708) 576-5000 CITY OF REDDING SMARTNET SYSTEM MAINTENANCE PROGRAM A. PHILOSOPHY The purpose and objective of any good equipment maintenance program is to ensure the continued optimum performance of the equipment while minimizing downtime and degradation of system performance due to equipment failures . The City of Redding SMARTNET system, as proposed, inherently possesses characteristics which will contribute to the effectiveness of efficiency of the maintenance program, in that it includes redundant system controllers . This fact alone allows preventive maintenance to be performed on the controller equipment without interrupting system operation. This system also includes alarm and monitoring equipment which will contribute to the system' s reliability. Despite these reliability-engineering considerations , and effective service support system will contribute significantly to the quality of the system' s performance, as well as adding to the equipment ' s life expectancy. The maintenance of trunked radio systems is not appreciably different from many other types of systems , except for a few factors . Number one among those factors is , of course , that microprocessor-base equipment and data communications are important aspects of trunked systems . This means that different servicing techniques will be involved in the maintenance program. Second , these microprocessors lead to far greater sophistication in the hardware and software . This sophistication enables us to use remote diagnostic techniques, and allows technicians to use quick, real-time board-exchange methods to effect repairs . B . MAINTENANCE SCHEDULE Regularly scheduled preventative maintenance is essential on any sophisticated piece of hardware . The critical question is , "how often?" . Motorola' s considerable experience nationwide in maintaining trunked radio systems has allowed us to develop a real-world understanding of trunked system maintenance needs . The historical data gathered has led to creation of the following schedule : 1 . CONTROLLER/REPEATER EQUIPMENT TEST TO BE PERFORMED FREQUENCY -Ensure basic controller operation Monthly -Rotate controller cards Quarterly -Check power supply voltages Quarterly -Check effective RX sensitivity Monthly -Check TX power out Monthly -Check TX mod. and frequency Monthly -Ensure trunking operation on all Monthly repeater stations -Clean PA filters Quarterly -Antenna system inspection Quarterly -Check station VSWR to combiner Quarterly -Replace PA tubes ( C75 only ) Annually 2 . CONSOLE/CONTROL/MOBILE/PORTABLE EQUIPMENT -Factory specified Preventative Annually Maintenance Inspection corrective services This list represents only basic elements of the preventative maintenance program. The human element of the program may be even more important . This refers to the fact that Motorola-trained technicians will come to know the performance characteristics of your system intimately and , by monitoring the system, be able to identify any performance aberrations which might be indications of imminent problems . C . SYSTEM MAINTENANCE MANAGEMENT The single most important factor in ensuring an effective , efficient maintenance program is communication between the user and the servicing agency. If the servicing agency is 'not aware of system performance problems or deficiencies , those will not be addressed and overcome to the satisfaction of the City. On the other hand, if the City is unaware of steps being taken by the servicing agency to overcome any problems , the City will be concerned about system reliability, particularly in the Public Safety environment . Motorola ' s vast experience with governmental agencies has led us to the belief that a maintenance management and monitoring system should be created , encompassing both the users and the servicing agency, in order to ensure timely service response , avoid having requested service actions "fall in a crack" , and to ensure customer satisfaction with their Motorola communication system. It is highly desirable for both the users of the system, the City, and the servicing agency to establish single points of contact for the reporting and monitoring of the service requests . From experience, it is clear that the numerous City radio users should have a single focus within the City to whom all users could report radio problems and requests for service . This point of contact is typically located at the dispatch center, the hub of City communications . The individual( s ) who receive( s ) the requests for service would record them in a log ( or compose some permanent record) , and then pass the requests for service to the Motorola Service Center. The Service Center would dispatch its technicians to address the service needs , and then report back to the City' s point of contact to advise that the repairs have been completed. In this way, the City would be able to monitor service response , keep track of any problems which might recur, and maintain records of service requests . While no maintenance management system is perfect , arranging the service coordination in this way has proven to reduce service response times , increase service effectiveness , and enhance the degree of satisfaction felt by the system users and management . We in Motorola are proud of our record of support provided to numerous state and local government radio users . We look forward to the opportunity to service the City of Redding in its continued growth and prosperity. D. MAINTENANCE SUPPORT Motorola Authorized Service Centers employ professionally-trained technicians , equipped with the latest in precision test equipment . In addition, the Service Center maintains a stock of parts sufficient to meet normal outage requirements . In the event that other resources are required , however, Motorola' s National Service Organization provides the following maintenance support : 1 . Field Technical Representatives ( FTR' s ) : Motorola FTR' s are available to assist local service personnel in the resolution of any system problem where their expertise is required. 2 . System Engineering Services : In cases of system coverage , multi-system frequency compatibility, system expansion or new equipment requirements , Motorola Systems Engineering assistance will be provided at no charge to the City. 3 . Service Representative : The Motorola Service Representative ' s roll is to act as the liaison between Motorola and the City, and to ensure compliance with all terms , conditions and specifications in the on-going Service relationship. 4 . "SOS" Parts System: When critical parts are unavailable at the local Service Center, the Motorola SOS parts system provides express delivery of the needed components on a priority basis . 5 . High Tech Support : Motorola' s High Tech Service Center is Schaumburg , Illinois , provides a "hot line" telephone support system for Service Centers to call with questions about particularly troubling service needs . Additionally, the High Tech facility provides board-exchange and loaner services where these services are specified. CITY OF REDDING SMARTNET SYSTEM MAINTENANCE PROPOSAL Maintenance Schedule : Schedule A - Service hours 24 hours per day, seven days a week; normally four hour response time , one hour on catastrophic system failure . Service provided at the customer location. Schedule B - Service hours 8 : 00 am to 4 : 30 pm, Monday through Friday; response within 24 hours of reported failure . Service provided at the Service Center location for mobiles/portables equipment , customer location for fixed equipment . PER UNIT EXTENDED LOCATION EQUIPMENT QTY PER MO. PER MO. SCHED. Hill 900 Smartnet Controller* 1 340 . 00 340 . 00 A High Tech Controller Support SMT Data Modem 1 16 . 00 16 . 00 A UDS 208 AB/AS Modem 2 16 . 00 32 . 00 A Trunked Repeater 70W, 1 115 . 00 115 . 00 A DVP-XL compatible Trunked Repeater 70W, 4 90 . 00 360 . 00 A 5 channel combiner 1 41 . 00 41 . 00 A 8 channel multicoupler 1 41 . 00 41 . 00 A Securenet Console Inter- 1 19 . 00 19 . 00 A face unit ( CIU ) Best - UPS 25 . 00 25 . 00 A Police Trunked CCII Console 2 186 . 00 372 . 00 A Dept . Central Electronics Bank 1 225 . 00 225 . 00 A Comm II Plus 1 25 . 00 25 . 00 A ( Bims & models ) ( Lot ) UDS 4800 Baud Modem 2 16 . 00 32 . 00 A MSR2000 Base Station 1 75 . 00 75 . 00 A Zetron 2100 Paging Term 1 45 . 00 45 . 00 A Public Syntor X 9000 w/siren PA 55 12 . 50 687 . 50 B Safety Mobile Motorcycle Radio Maxtrac 3 12 . 50 37 . 50 B w/interconnect Maxtrac Mobiles 60 8 . 00 480 . 00 B Spectra' s 15 9 . 00 135 . 00 B ACB/TCI *Backup batteries not covered & console memory batteries . PER UNIT EXTENDED LOCATION EQUIPMENT QTY PER MO. PER MO. 9L'HED. Portables MTX 800 w/interconnect 25 11 . 00 275 . 00 B MTX 800 75 10 . 00 750 . 00 B Gang Battery Chargers 7 9 . 50 66 . 50 B Control Maxtrac 3 20 . 00 60 . 00 B Station Advanced Syntor 1 25 . 00 25 . 00 B Remote Desk Sets 3 10 . 00 30 . 00 B Total : 4309 . 50 TRUNKING SYSTEM MANAGEMENT PROGRAM Motorola believes a complex Smartnet Radio System as the City of Redding needs a comprehensive management program. The following services that will be provided are : 1 . Programming all new radios and alias radios in the Centra Com II Console as new radios and personnel are added . 2 . Keep and maintain current software for the Trunking Central Controller & Console . 3 . Documentation of all parameters and radio programming for the entire trunking system. 4 . Monthly reports on new equipment as add or changes occur. Price for Trunking System Management Program is $14 , 600 .