Council action is requested to issue a purchase order to Motorola, in the amount of $249,873.12 for Portable Radios for the Police Department.

Council action to issue a purchase order and continued approval of cooperative contract.

The City of Independence has used and will continue to use Motorola communications equipment and services for public safety and other communications needs. This equipment is standardized to enable communications throughout the Kansas City region.

The Police Department has used Motorola radios when the system went in place years ago. All of those radios are now past end of life, and can’t be sent in for service. This request is to purchase replacement radios that fall into this scenario.

This request is to purchase replacement radios through Motorola Solutions, Inc.. The City allowed the use of a cooperative contract for three years that was awarded through Johnson County, Kansas. The numbers reported last year did not anticipate the needs of the Police Department for replacements such as this purchase.

Johnson County, Kansas competitively bid and negotiated contract 07-13201/DL in 2013, with Motorola Solutions, Inc. for Motorola equipment and services. The contract provides discounted pricing off retail and a list of service prices. The contract has been extended and includes a cooperative purchase agreement. The City Procurement Policy and Section 8.06.004 of City Code states that purchases shall be exempt from competitive bidding when contracts established by a government purchase entity or cooperative are used that have been established using generally accepted governmental purchasing practices through the competitive bidding process.

Staff is recommending continuation of this contract with Motorola Solutions, Inc. based on the updated budget figures. This request is to be a cooperative contract user for the current fiscal year, with a one-year extension with the possibility of additional annual extensions, provided Johnson County continues the contract with Motorola Solutions, Inc.

Fiscal Impact. The fiscal impact to the City is $249,873.12. Funding for the Portable Radios is included in the fiscal year 2020/21 adopted budget, page numbers 133 & 134, account numbers 4562-5405 and 4571-5309.

Overall Fiscal Impact for 2020/21 FY.
Fire                         $ 10,000
IPL                          $ 75,000
Municipal Services $ 21,000
Police                     $411,070
                               $517,070

Overall Fiscal Impact for 2021/22 FY.
Fire                         $ 10,000
IPL                          $ 75,000
Municipal Services $ 21,000
Police                     $518,919
                               $624,919