Agenda Item - 2024-01-02 - Number 07.1 - Contract Award for 9-1-1 Phone Equipment Replacement 7.1
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Subject: 9-1-1 Phone and Mapping Equipment Replacement Contract Award
Meeting Date: January 2, 2024 Staff Member: Evan Boone, Deputy City Attorney
Report Date: December 7, 2023 Department: Police Department and City Attorney
Action Required Advisory Board/Commission Recommendation
❑ Motion ❑ Approval
❑ Public Hearing ❑ Denial
❑ Ordinance ❑ None Forwarded
❑ Resolution ❑ Not Applicable
❑ Information Only Comments:
❑ Council Direction
0 Consent Agenda
Staff Recommendation: Award Contract for 9-1-1 Phone Equipment and Mapping
Replacement with Motorola Solutions, for $579,966.33.
Recommended Language for Motion: Move to authorize the City Manager to sign a contract
with Motorola Solutions, Inc, for 9-1-1 Phone and Mapping Equipment Replacement,for
$579,966.33.
Project/ Issue Relates To: Lake Oswego Communications (LOCOM) Operations
Issue before Council (Highlight Policy Question):
❑Council Goals/Priorities ❑Adopted Master Plan(s) El Not Applicable
ISSUE BEFORE COUNCIL
Shall the 9-1-1 Phone and Mapping Equipment be replaced by an award of contract with
Motorola Solutions, Inc for$579,966.33?
EXECUTIVE SUMMARY
9-1-1 telephone and mapping equipment needs to be replaced. Motorola Solutions was
selected as the provider, based on an interstate cooperative procurement. The State Office of
Respect. Fxs.ellence Trust. Serving.
503-635-0215 380 A AVENUE PO BOX 369 LAKE OSWEGO, OR 97034 WWW.LAKEOSWEGO.CITY
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Emergency Management has reviewed and approved the purchase and will be reimbursing the
City for full cost through 9-1-1 state telephone fees.
BACKGROUND
The 9-1-1 telephone and mapping equipment used in the City's Communications Center
(LOCOM) is at its end of life.
The State of Oregon, Office of Emergency Management (OEM) is the coordinating agency for
the 9-1-1 system in the State of Oregon. OEM routinely tracks equipment replacement needs
for the public safety answering points and funds them out of their budget. In 2022, OEM
notified LOCOM that the City was eligible for substantial funding to replace the 9-1-1 telephone
equipment. Staff began exploring options for replacing the 9-1-1 phone equipment being used
in LOCOM.
DISCUSSION
A. Need for Replacement.
The 9-1-1 telephone and mapping equipment used in LOCOM is in need of replacement
because the equipment is utilizing operating systems at the work station and server level that
will no longer be supported.
Maintaining current technology and operating systems of the 9-1-1 telephone system are
critical to public safety and provide the ability to access NexGen tools (e.g., integration of Text
to 911 into the phone system and advanced mapping and geo-locating).
B. Selection of Equipment Vendor
1. Motorola Equipment
Staff coordinated the 9-1-1 equipment replacement effort with Clackamas County
Communications (CCOM) because CCOM and LOCOM continue to have a real time back up
relationship. This migration needs to be consistent with the system installed at CCOM, to
ensure that staff from either communications center can readily utilize the phone equipment at
the other center in case of an emergency or evacuation needs. Motorola equipment is the
current system in use, is reliable, and familiar to staff at both centers. Remaining with Motorola
equipment avoids the need for extensive training to learn a new system, in turn reducing
personnel overtime costs.
2. Interstate Cooperative Procurement
The City is a member of a governmental cooperative procurement group,the Houston-
Galveston Area Council of Governments (HGACBuy). HGACBuy nationally solicited 9-1-1
equipment, and has selected and awarded a contract to Motorola Solutions, Inc. Thus, contract
Respect, Excel'ence. Trust. Service.
503-635-0215 380 A AVENUE PO BOX 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY
Page 3
procurement could be conducted without additional competitive bidding by the City through
the Interstate Cooperative Procurement provisions of ORS 279A.215, .220 and .225, and
Attorney General Model Public Contract Rules OAR 137-046-400 - -440, the City's local public
contract rules per Council Resolution 16-29.
Per the statutory and Public Contract Rules for an Interstate Permissive Cooperative
Procurement, a notice of the City's intent to enter into this cooperative procurement was
advertised on December 11, 2023 through the Portland Daily Journal of Commerce for the
required seven-day comment period. No comments were received.
3. Quote
Motorola Solutions was contacted and the City has worked with Motorola Solutions' local
representative, Day Wireless, to provide a quote under the HGACBuy contract for full system
replacement utilizing the same software platform currently in use, Vesta by Airbus. A full quote
was received for not to exceed $579,966.33.
C. State Grant Funding.
1. Grant Award
The State of Oregon, Office of Emergency Management (OEM) is the coordinating agency for
the 9-1-1 system in the State of Oregon. OEM routinely tracks equipment replacement needs
for the public safety answering points and funds them out of 9-1-1 state tax revenue. OEM has
agreed to reimburse the City of Lake Oswego for a not to exceed amount of$579,966.33,
resulting in a zero ($0) net cost to the City.
2. OEM Approval of Award
OEM reviewed the quote, with the listed replacement equipment and software, and has agreed
to fully reimburse the City for$579,966.33, resulting in a zero ($0) net cost to the City.
ALTERNATIVES OR ADVANTAGES AND DISADVANTAGES
The alternative of not updating the 9-1-1 phone system is to risk a failure of the 9-1-1 system,
restrict our access to the same NexGen 9-1-1 systems that other 9-1-1 centers in the state of
Oregon have access to creating an increased risk to the public's safety.
FISCAL IMPACT
$0. (The State Office of Emergency Management will reimburse the City of Lake Oswego
$579,966.33 out of 9-1-1 state tax revenue.)
RECOMMENDATION
Move to authorize the City Manager to sign a contract with Motorola Solutions, Inc, for 9-1-1
Phone and Mapping Equipment Replacement for$579,966.33.
Respect, Excel'ence. Trust. Service.
503-635-0215 380 A AVENUE PO BOX 369 LAKE OSWEGO,OR 97034 WWW.LAKEOSWEGO.CITY