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Home My WebLink AboutCC Item J ,,�OFSEA('�F AGENDA STAFF REPORT = _ - DATE: April 25, 2016 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Joe Stilinovich, Chief of Police SUBJECT: COUNTYWIDE 800 MHZ RADIO AGREEMENT — BUDGET INCREASE SUMMARY OF REQUEST: That the City Council approve Resolution No. 6637 approving Budget Amendment 16-10-01 to allocate an additional $95,800 to Capital Improvement Project BG1603. BACKGROUND AND ANALYSIS: Per the March 23, 2015 staff report which is attached, the City of Seal Beach approved a budget of $622,200 to fund Capital Improvement Project BG1603. The project replaces the radios used by the Seal Beach Police Department, Seal Beach Marine Safety Department and Seal Beach Public Works. The County of Orange provided the $601,550 budget estimate based on their assessment of the number of radios used by all three Seal Beach Departments utilizing interoperable 800 Megahertz radios. Unfortunately, this estimate is short of the needed funds to properly purchase the needed equipment to maintain our interoperability. The disparity in costs is based on the following: • The original number of radios used to generate the cost estimate was incorrect. The County based the costs estimate on a 114 radio purchase. Unfortunately, the needs assessment was completed after the CIP was approved and it was determined that 133 new radios were needed. The radio estimate includes all handheld radios for all departments, radios mounted into the police and lifeguard vehicles including the lifeguard boat, and base station radios employed at the lifeguard headquarters and pier tower. • The cost of the lifeguard hand-held radios are significantly more expensive than police and public works radios based on their programming needs to be able to properly communicate with all marine vessels. These Agenda Item J handhelds are considered "Dual Band" and are needed to sustain interoperability for the Marine Safety department. • The original budget did not include the additional equipment needed with each radio which includes additional batteries, charging stations, lapel microphones, as well as specialized connectors for the current SWAT team radios and Motorcycle officer helmet radios. • The original budget does not also cover the programming of each radio by Orange County Communications, installation of each radio into City vehicles with updated bracketing and mounting hardware. ENVIRONMENTAL IMPACT: There is no environmental impact with this item. LEGAL ANALYSIS: The City Attorney has reviewed and approved this item to form. FINANCIAL IMPACT: Based on the estimates from Motorola and the needed additional equipment, the City requests the amount of $95,800 to complete the 800 Megahertz equipment purchase. Description Account Revised?Adopted Proposed Budget OW) Budget Budget Amendment Transfer Out 001-080-47000 S 10.436.000 $ 10.531.800 $ 95,800 Transfer In 045-000-31500 S 10.669.897 S 10.765.697 S 95,800 Contract Professional 045-333-44000 $ 10.669.897 $ 10.765.697 S 95,800 RECOMMENDATION: That the City Council approve Resolution No. 6637 approving Budget Amendment 16-10-14 to allocate an additional $95,800 to Capital Improvement Project#BG1603. SUBMITTED BY: NOTED AND APPROVED: AA i )A1 e Joe St inovich 4mr-. Ingram, City &ger Chie of Police Page 2 Prepared by: Steve Bowles, Police Sergeant Attachments: A. Resolution 6637 B. Original Staff Report completed by Steve Ditmars, West-Comm Administrator. Page 3 Attachment "A" RESOLUTION NUMBER 6637 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING BUDGET AMENDMENT 16-10-01 TO PROVIDE ADDITIONAL FUNDING FOR CAPITAL IMPROVEMENT PROJECT BG1603 Whereas, the Seal Beach approved a budget of $622,200 to fund Capital Improvement Project BG1603 for replacement of radios used by the Seal Beach Police Department, Seal Beach Marine Safety Department and Seal Beach Public Works. Whereas, based on additional review, analysis and estimates of the needed additional equipment, an additional amount of $95,800 is needed to complete the 800 Megahertz equipment purchase. THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City Council hereby approves Budget Amendment No. 16-10-01 an additional $95,800 to Capital Improvement Project BG1603: Description Account Revised/Adopted Proposed Budget (duff) Budget Budget Amendment Transfer Out 001-080-47000 $ 10,436,000 $ 10,531,800 $ 95,800 Transfer In 045-000-31500 $ 10,669,897 $ 10,765,697 $ 95,800 Contract Professional 045-333-44000 $ 10,669,897 $ 10,765,697 $ 95.800 Section 2. The City clerk shall certify as to the adoption of this Resolution. Resolution Number 6637 PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 25th day of April, 2016 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Sandra Massa-Lavitt, Mayor ATTEST: Robin L. Roberts, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Robin L. Roberts, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6637 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 25th day of April, 2016. Robin L. Roberts, City Clerk Attachment "B" EA 4CON, AGENDA STAFF REPORT DATE: March 23, 2015 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Joe Stilinovich, Chief of Police SUBJECT: COUNTYWIDE 800 MHZ RADIO AGREEMENT SUMMARY OF REQUEST: That the City Council adopt Resolution No. 6545 authorizing the City Manager to sign Amendment to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordinated Communications System. BACKGROUND AND ANALYSIS: Over the last twenty years, several large scale disasters and terrorist events have caused public safety to respond and operate in a multi-agency environment. At the time of the events, there was no standard or requirement for these agencies' radio systems to be able to communicate with each other. As a result, public safety response to these incidents was not as effective as it could have been. Due to this identified lack of interoperability, the federal government implemented a new standard mandating interoperability of public safety communications systems. The standards of this mandate were formulated and developed through the work of a committee called "Project 25" and the standard is referred to as P25. The Federal Government mandate for completion of the P25 changeover/compliance is 2018. Due to the high degree of communication integration in Orange County, the County has taken the lead in coordinating this project. Orange County Communications and member agencies have developed a plan to upgrade the existing 800 megahertz radio system. This process has been ongoing for several years. Last year, Orange County Communications submitted a proposal to all member cities for each community to sign. The proposal outlined a timeline and estimated costs for the entire project, but the agreement encompassed only last year. Agenda Item E RECOMMENDATION: That the City Council adopt Resolution No. 6545 authorizing the City Manager to sign Amendment to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordinated Communications System. SUBMITTED ; ': NOTED AND APPROVED: .\, , A f . S`I •, , , 40,,iik.. Joe Stilinovich ) . Ingram, City Ma,►er Chief of Police Prepared by: Steve Ditmars, Dispatch Administrator, West Cities Police Communications Attachments: A. Resolution No. 6545 B. Amendment to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordinated Communications System Page 3 AMENDMENT TO JOINT AGREEMENT FOR THE OPERATION,MAINTENANCE AND FINANCIAL MANAGEMENT OF THE ORANGE COUNTY 800 MEGAHERTZ COUNTYWIDE COORDINATED COMMUNICATIONS SYSTEM THIS AMENDMENT("Amendment")is entered into on , 2015 by and between the Parties listed on Exhibit A, attached hereto,which are sometimes individually referred to as"Party"or collectively referred to as the"Parties." RECITALS A. On November 23;2004,the Parties executed that certain document entitled Joint Agreement for the Operation,Maintenance and Financial Management of the Orange County .800 Megahertz Countywide Coordinated Communications System("Agreement"),which provides for the management and governance of the 800 MHz Countywide Coordinated Communications System("800 MHz CCCS"). B. The 800 MHz CCCS requires significant enhancement in order to extend the life of the system. C. Pursuant to Section 15.10 of the Agreement,the Governance Committee and the ,County have developed a long-range implementation plan to extend the CCCS, and have developed a scope of work,which includes all the activities,infrastructure and project schedule information for fiscal years 2014-19 described on Exhibit B,attached hereto("System Extension"). D. The Governance Committee and County have also developed the overall estimated cost of the System Extension, including each Party's estimated funding share by fiscal year described on Exhibit C, attached hereto. E. A Party's funding plan for the System Extension may consist of one or more of the following: 1)a Party's cash contribution, 2)a Party or a group of Parties financing all or a portion of the System Extension through the issuance of tax exempt bonds or other public financing mechanisms, and/or 3)a Party or group of Parties financing all or a portion of the System Extension through the County approved System Extension vendor. F. The Parties desire to amend the Agreement to provide their commitment to the System Extension and describe their implementation and funding obligations. G. This Amendment has been approved by the Governance Committee. AGREEMENT NOW,THEREFORE,in consideration of the foregoing recitals and other good and valuable consideration,the receipt and sufficiency of which are hereby acknowledged,the Parties hereby agree as follows: Page 1 of 11 • and the County reserves the right to pursue any and all available rights and remedies at law or in equity. e. County Trust Account. The County shall deposit all Cost Share contributions into a trust account that is managed solely for the purpose of the System Extension. 2. System Extension Administration. The Orange County Sheriff-Coroner Department/Communications&Technology Division shall administer all agreements for the System Extension,and regularly report such progress to the Governance Committee. 3. Participating Agencies. The Parties hereby update the list of Participating Agencies described on Exhibit D,attached hereto,which shall replace in its entirety Exhibit C of the Agreement. Participating Agencies will continue to contribute to overall backbone costs through the payment of a separate and established entry fee for every radio added to the system. 4. Capitalized Terms. Any capitalized terms not defined herein shall have the meanings set forth in the Agreement. 5. Counterparts. This Amendment may be executed in two or more counterparts,each of which shall be deemed an original, but all of which together shall constitute but one and the• same instrument. 6. Full Force. Except as expressly set forth herein, the Agreement shall remain unmodified and in full force and effect. Page 3 of 11 EXHIBIT A PARTIES TO THE AMENDMENT RESPONSIBLE ADDRESS PHONE# ENTITY ADMINISTRATOR Aliso Viejo City Manager 12 Journey, Suite 100 949/425-2512 Aliso Viejo,CA 92656-5335 200 S.Anaheim Blvd. Anaheim City Manager 714/765-5162 Anaheim,CA 92805 Brea City Manager 1 Civic Center Circle 714/990-7770 Brea, CA 92821-5732 6650 Beach Blvd. Buena Park City Manager 714/562-3550 Buena Park, CA 90620 Costa Mesa City Manager 77 Fair Drive 714/754-5328 Costa Mesa, CA 92626 Cypress City Manager 5275 Orange Avenue 714/229-6688 Cypress, CA 90630 4 Dana Point City Manager 33282 Golden Lantern, Suite 203 949/248-3513 Dana Point,CA 92629 Fountain Valley City Manager 10200 Slater Avenue 714/593-4410 Fountain Valley, CA 92708 303 W.Commonwealth Ave Fullerton City Manager Fullerton,CA 92832 714/738-6310 Garden Grove City Manager 11222 Acacia Parkway 714/741-5100 Garden Grove, CA 92840 Huntington Beach City Administrator 2000 Main Street 714/536-5575 Huntington Beach,CA 92648 City Manager 1 Civic Center Plaza 949/724-6246 Irvine Irvine, CA 92623-9575 La Habra City Manager 201 E. La Habra Blvd. 562/905-9701 La Habra, CA 90633 Page 5 of 11 RESPONSIBLE ENTITY ADMINISTRATOR ADDRESS PHONE# 401 East Chapman Ave Placentia City Administrator Placentia,CA 92870 714/993-8117 Rancho Santa City Manager 22112 El Paseo 949/635-1800 Margarita Rancho Santa Margarita,CA 92688 ext.210 100 Avenida Presidio ,San Clemente City Manager San Clemente,CA 92672 949/361-8322 32400 Paseo Adelanto San Juan Capistrano City Administrator San Juan Capistrano, CA 92675 949/443-6317 20 Civic Center Plaza Santa Ana City Manager 714/647-5200 Santa Ana,CA 92701 Seal Beach City Manager 211 8th Street 562/431-2527 Seal Beach, CA 90740 ext. 300 Stanton City Manager 7800 Katella Avenue 714/379-9222 Stanton, CA 90680-3162 ext. 240 City Manager 300 Centennial Way 714/573-3010 Tustin Tustin,CA 92780 17855 Santiago Blvd. Villa Park City Manager 714/998-1500 Villa Park,CA 92861 West Cities Police West-Comm 911 Seal Beach Blvd. Communications Administrator Seal Beach, CA 90740 562/594-7243 8200 Westminster Blvd. 714/898-3311 Westminster City Manager Westminster, CA 92683 ext.402 4845 Casa Loma Avenue Yorba Linda City Manager Yorba Linda,CA 92886 714/961-7110 Page 7 of 11 Console schedule: FY14/15 -Loma Ridge,Irvine,Laguna Beach,Huntington Beach FYI5/16 -Anaheim,Brea,West Comm, Santa Ana,Tustin FY16/17 -Orange,Fullerton,Costa Mesa, Garden Grove,Westminster FY17/18 -Placentia,La Palma,Newport Beach,Fountain Valley, Buena Park,La Habra 2.3 System Field Equipment — When the System Backbone is upgraded to the P25 standard in FY 2018/2019,all subscriber radio equipment will also need to be P25 capable. Subscriber radios that are capable of being upgraded will need to receive the software/firmware upgrade prior to the backbone upgrade. Older subscriber radio equipment that is not capable of being upgraded to the P25 standard will need to be replaced prior to the P25 upgrade. Each agency will be responsible for the purchase of either replacement radios,or the necessary subscriber upgrade package for upgradable radios. 2.4 P25 Upgrade—When all backbone sites and law dispatch consoles have completed their equipment replacement,the vendor will initiate the necessary equipment and software update to bring the system up to the 7.18 software platform for P25 compliance. This final phase of the System Extension plan is scheduled for FY 2018/2019. Page 9 of 11 EXHIBIT D PARTICIPATING AGENCIES RESPONSIBLE ADDRESS PHONE# AGENCY ADMINISTRATOR Irvine Valley College Police Chief 5500 Irvine Center Drive, Irvine CA 949/451-5201 Police Department 92618 Orange County Administrator Transportation 600 S.Main Street,Orange CA 92868 714/560-6282 Authority Saddleback College Police Chief 28000 Marguerite Parkway,Mission 949/582-4390 Police Department Viejo CA 92692 Santa Ana Unified Police Chief 1601 E. Chestnut Avenue, Santa Ana CA 714/558-5536 School District Police 92701 Department US Ocean Safety(OC President 34127 Pacific Coast Highway,Dana 949/276-5050 Lifeguards) Point CA 92629 Page 11 of 11