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HomeMy WebLinkAboutCC AG PKT 2003-09-22 #R ( 1)4/H ci tg evi n / b AGENDA REPORT A 1 DATE: September 22, 2003 TO: Honorable Mayor and City Council THROUGH: John Bahorski, City Manager FROM: Michael F. Sellers, Chief of Police SUBJECT: 800 MHz BACKBONE COST SHARING AMENDMENT SUMMARY OF REQUEST: • It is requested that the Council consider an amendment to the 800 MHz Backbone Cost Sharing Agreement and approval of budget amendment 04 -08 for $3,589 to satisfy the terms of the amendment. BACKGROUND: In early 1996, the City of Seal Beach, as well as 30 other cities, the Orange County Fire Authority, and the County of Orange executed the 800 MHz Joint Agreement for the Implementation and Operation of the Orange County 800 MHz Countywide Coordinated Communications System (CCCS). Section 15 of this agreement called for the County, Cities, and the Orange County Fire Authority to share in the cost of the 800 MHz Backbone System expenses effective January 1, 2000. The agreement stated that prior to January 1, 1999, the Governance Committee would specify the appropriate costs to be included in this cost - sharing arrangement and the formula on how these costs would be distributed to the parties to the agreement. The implementation of backbone cost - sharing was delayed due to the delay in the 800 MHz system implementation and the time needed to reach a resolution on backbone cost - sharing negotiations. Agreement has now been reached on what costs are to be included in this cost - sharing arrangement and how the costs are to be allocated based on radio counts. The County will be absorbing an increased portion of these expenditures as negotiated between the County and the Cities. The implementation of the 800 MHz CCCS has provided enhanced capabilities to the public safety and public works communities as well as significant interoperability. It is, however, a very complex system. With its implementation, the system has increased from 50 to 500 base stations, three computers to 33 computers, 10 radio sites to 24 radio sites, 8 -hour system watch to 24 -hour system watch, and a tripling of microwave equipment. , Agenda Item 4' 7 Considering the magnitude of the total investment (the backbone radio system equipment currently totals $21 million), the County, 34 Cities, and the Orange County Fire Authority are being asked to jointly support the cost of backbone operations. This support assures that this highly complex, state -of -the -art system is seamlessly maintained and technically supported. During the past few months, the County, 31 Cities, and the Orange County Fire Authority, have reached agreement on a backbone cost - sharing proposal. The 800 MHz Governance Committee, the Orange County City Manager's Association, and the Board of Supervisors approved the deal points of this agreement. An amendment to the 800 MHz CCCS Joint Agreement was recently negotiated by the City Manager's representatives and legal counsel, with Board of Supervisors' approval authorized on June 24, 2003. The amendment is now being presented to the 34 City Councils and the Orange County Fire Authority for ratification. The County has provided a spreadsheet that reflects the number of mobile and portable radios and control stations operating on the 800 MHz CCCS by City department. The backbone cost - sharing obligation was then calculated based on the verified radio counts and the cost allocation formulas reflected in the deal points and now in the proposed Joint Agreement Amendment. For the City of Seal Beach, the backbone cost - sharing expense for FY 2002/2003 totals $24,972. This encompasses communication equipment utilized by the Police Department, Public Works Department, and the Lifeguard Department. FISCAL IMPACT: The increase in the City's share for the 800 MHz backbone cost sharing fees will be applied to the General Fund. The total increase to the General Fund will be $3,589, which will decrease the estimated FY 2003/04 ending undesignated General Fund balance from $4,177,590 to $4,174,001. RECOMMENDATION: Approve the terms of the Amendment to the Joint Agreement for the Implementation and Operation of the Orange County 800 MHz Countywide Coordinated Communications System and recommend that the Mayor and City Clerk execute two copies of the Joint Agreement Amendment for processing through the County Clerk of the Board. Approve a budget amendment 04 -08 in the amount of $3,589, allocating funds from the General Fund as required by the conditions of this amendment. jjzijuc) Michael F. Sellers, Chief of Police NOTED AND - ' PROVED 4 John B. B 4 ors i, City Manager Resolution Number Attachments: A) JPA Agreement Amendment B) FY 2003/04 Budget Amendment Resolution