Recommendation Concerning an Agreement for Radio System Upgrade, Maintenance, and Extended Microwave Warranty with Motorola Solutions, Inc., for the County’s P25 Digital UHF Radio & Microwave Systems - Jason Rogers, Public Safety Department Director
That the Board take the following action concerning the Agreement with Motorola Solutions, Inc.:
A. Approve and authorize the County Administrator to sign the Agreement and any subsequent related documents without further action by the Board; and
B. Authorize the issuance of an annual Purchase Order.
[Funding Source: Fund 353, LOST IV, Cost Center 330434, $4,240,935 and Fund 001, General Fund, Cost Center 330403, $5,114,081] |
System Upgrade Agreement, Maintenance, & Microwave
Escambia County’s radio system is an IP based system in need of software and hardware upgrades. The system was purchased from Motorola Solutions, Inc. (Motorola), in 2011 and last updated in 2015. The hardware is nearing the end of its lifecycle and the software is nearing the end of the time in which Motorola will support it. Motorola offers mainstream software support for four years after the release of a software version. After four years, extended support is offered for two years as an interim solution before software transition. Escambia County entered extended support in Fiscal Year 2019/2020. During extended support, maintenance cost increased 16% and Original Equipment Manufacturer third party software within the system has become unsupported which could cause potential security issues. This proposal upgrades the software and provides mainstream support for the life of the Agreement saving in overall maintenance cost.
Motorola is offering cost savings with a 10-year Agreement that bundles system upgrades, maintenance, and extended microwave system warranty (Agreement). The Agreement provides planned lifecycle upgrades over a 10-year term thus extending the life of the radio system until 2029. The Agreement provides both an initial upgrade of software and hardware along with ongoing upgrades over the term. This Agreement extends the full warranty coverage for the microwave system, which currently expires in 2022, through the end of the term of the SUA, 2029. The Agreement covers the period of 2020 to 2029 and the extended Microwave Maintenance Warranty covers the period of 2023 to 2029.
As the table below depicts, with the discounts applied for a 10-year Agreement versus annual Agreements and single instance upgrades, Escambia County will realize a cost savings of $3,970,066.
| Bundled Cost Savings |
List |
10 Year Pricing |
10 Year Savings |
| 10 Year Maintenance |
$6,769,344 |
$4,582,495 |
$2,186,849 |
| 10 Year SUA |
$5,813,420 |
$4,240,935 |
$1,572,485 |
| Microwave Warranty |
$652,318 |
$441,586 |
$210,732 |
| Totals |
$13,235,082 |
$9,265,016 |
$3,970,066 |
Core Cost Sharing
The radio system core supports four entities: Escambia County, Santa Rosa County, City of Pensacola, and University of West Florida. These entities currently cost share the radio core maintenance. While operating on a shared core, all parties must upgrade their systems simultaneously. Each agency is seeking system upgrade Agreements with Motorola to upgrade their systems in concert with Escambia County. Upon approval of this Recommendation, cost sharing will extend to Escambia County’s Agreement (radio core portion) with subscriber percentages used to determine each tenant agencies total cost share. These Interlocal Agreements will be submitted under a separate Recommendation.
Revenue estimate from radio core cost sharing is $1,953,092.90 over the 10-year term.
| Cost Share Revenue |
Annual Total |
| Santa Rosa (31%) |
$118,717.42 |
| Pensacola (14%) |
$53,614.31 |
| UWF (6%) |
$22,977.56 |
| Annual Total |
$195,309.29 |
| 10 year Total |
$1,953,092.90 |
WSRE Tower Site Move
Pensacola State College (PSC) owns, maintains, and leases space on the radio tower located at 1403 West Fairfield Drive, which was used by WSRE for broadcasting. The land was leased from Escambia County in 1998 for a 40-year period. WSRE is moving its transmission to fiber and is seeking to either relinquish ownership of the tower or dismantle it. Per the Lease Agreement, PSC must remove the tower and return the premise to its original condition should Escambia County not take ownership of the tower. The tower has structural deficiencies which are costly to repair, and Escambia County’s radio equipment shelter at the base of the tower has flooded several times; therefore, Escambia County is not interested in ownership and must move our equipment off the tower. A prior estimate to move Escambia County’s equipment as a stand along project was $127,700. Motorola has agreed to move Escambia County’s equipment for $90,000, if included in this proposed Agreement for a cost savings to the County of $37,700. PSC will maintain responsibility for the tower.
| WSRE Tower Site Move |
Pricing |
| Stand Alone Project |
$127,700 |
| Project Discount |
($37,700) |
| Total |
$90,000 |
|
| Escambia County |
Pricing |
| 10 Year Maintenance Cost |
$4,582,495 |
| 10 Year SUA Cost |
$4,240,935 |
| Microwave Warranty |
$441,586 |
| WSRE to Englewood Move |
$90,000 |
| TOTAL COST |
$9,335,016 |
| |
|
| Estimated Revenue (Cost Share) |
(1,953,092.90) |
| Estimated Expenditure |
$7,401,923 |
Funding:
Fund 353, LOST IV, Cost Center 330434, $4,240,935
Fund 001, General Fund, Cost Center 330403, $5,114,081 |