Agenda Item Wording:
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Authorization to enter into a maintenance contract with Motorola Solutions - Authorize the City Manager to enter into a sole source five year maintenance contract with Motorola Solutions, effective July 1, 2026, for Computer Aided Dispatch/Records Management Software totaling $1,212,020.
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Prepared by: Jason Salazar, Chief of Police, (559) 713-4215, Jason.Salazar@visalia.gov; Daniel Ford, Police Captain, (559) 713-4151, Daniel.Ford@visalia.gov; Financial Analyst, Liz Ybarra, (559) 713-4250, Liz.Ybarra@visalia.gov.
Department Recommendation: Authorize the City Manager to enter into a sole source five (5) year maintenance contract with Motorola Solutions, effective July 1, 2026, for Computer Aided Dispatch/Records Management Software (CAD/RMS) totaling $1,212,020.
Summary:
The Visalia Police Department and Fire Department currently utilize Motorola CAD/RMS software, commonly referred to as Spillman. Spillman is used for emergency and non-emergency call taking, dispatching of emergency services, report preparation, federally required NIBRS reporting, and as the central repository for reports. The Spillman software is proprietary software and not capable of being replaced without unacceptably high transition cost, a cost that is unnecessary given our current needs. This contract differs from previous contracts due to Motorola transitioning into a subscription-based purchasing model (which has become commonplace software-related purchases). In reviewing the available subscription packages, Staff determine the Plus package met all of the needs of our current processes and is the median range package offered. In addition to a standard contract extension, Information Services staff are requesting to include a necessary server migration in year three of the contract.
Staff negotiated with Motorola regarding this package. Staff were able to secure no future start-up cost for adding modules not currently utilized by the City, but available with the current subscription package. Finally, staff were able to obtain server access for testing updates, patches, and upgrades for Spillman, that have historically resulted in CAD/RMS service interruption, at no additional cost. Although this contract will not go into effect until July of 2027, entering into the agreement now secures rates before anticipated increases, and will allow us to include the first year of the contract in the upcoming two-year budget without requesting additional appropriations.
Background Discussion:
The City purchased the Spillman Software in August of 2015 and went live with the software in July of 2016. Shortly after the purchase of the Spillman software, the Spillman organization was acquired by Motorola. This will be the second contract renewal with Motorola Solutions for CAD/Records management services.
Fiscal Impact: The Motorola contract is budgeted in Police Operations and will be included in the upcoming 2-year budget cycle for FY26/27 and FY 27/28. The budget is part of Software Support 55520, and no new appropriations are required at this time. The agreement has an inflationary clause where a percentage change calculation shall be performed using the U.S. Department of Labor, Consumer Price Index, all Items, Unadjusted Urban Areas (CPI-U) should the annual inflation rate increase greater than 3% during the previous year. Motorola shall have the right to increase all future maintenance prices by the CPI increase amount exceeding 3%. The City Attorney reviewed the original proposal and requested some changes. The attached agreement is the final version with the changes the City requested.
The table below identifies the annual cost of this agreement without a CPI increase.
Visalia Police Department
Motorola Flex - 5 Year Subscription
Police/Fire Computer Aided Dispatch (CAD)/Records MGMT
|
Description |
FY 26-27 |
FY 27-28 |
FY 28-29 |
FY 29-30 |
FY 30-31 |
Total |
|
Flex Subscription/All CAD Modules, Interfaces, Cloud Features |
$223,414.86 |
$223,414.86 |
$223,414.86 |
$223,414.86 |
$223,414.86 |
$1,117,074.30 |
|
Server Application Monitoring (2nd Server) |
$12,125.00 |
$18,630.00 |
$18,630.00 |
$18,630.00 |
$18,630.00 |
$86,645.00 |
|
Remote Linux to Linux Server Migration |
- |
- |
$8,300.00 |
- |
- |
$8,300.00 |
|
Total Annual Cost |
$235,539.86 |
$242,044.86 |
$253,344.86 |
$242,044.86 |
$242,044.86 |
$1,212,019.30 |
Prior Council Action: Approved first contract renewal in July 18, 2022
Other: N/A
Alternatives: Click or tap here to enter text.
Recommended Motion (and Alternative Motions if expected):
recommendation
Authorize the City Manager to enter into a sole source five (5) year maintenance contract with Motorola Solutions, effective July 1, 2026, for Computer Aided Dispatch/Records Management Software, totaling $1,212,020.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 12/15/2025
Attachments: Motorola Proposal and Agreement