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Home My WebLink About25B - AGMT - 800 MHZ COMMUNICATION SYS�. •. L0161111111 ilk _• •► CITY COUNCIL MEETING DATE: FEBRUARY 18, 2014 TITLE: LETTER OF AGREEMENT WITH COUNTY OF ORANGE RELATED TO THE NEXT GENERATION 800 MHZ COUNTYWIDE COORDINATED COMMUNICATIONS SYSTEM �Y CITY MANAGER CLERK OF COUNCIL USE ONLY: _••:• ❑ As Recommended ❑ As Amended ❑ Ordinance on 151Reading ❑ Ordinance on 2n'Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO HI115CIEWN11 0 Authorize the City Manager to sign the attached letter committing the City to participate in the first phase of the new 800 MHz project and direct staff to identify funding in the FY 14 -15 budget in the amount of $143,399 for the replacement of backbone radio equipment associated with the Countywide Coordinated Communications System. DISCUSSION In 2001 final implementation was completed on an 800 MHz Countywide Coordinated Communications System to replace an antiquated UHF radio system for law enforcement, fire services, and public works. In 2009 the 800 MHz Countywide Coordinated Communications System (CCCS) Governance Committee directed Orange County Sheriff's Departments Communications to assess the future of the 800 MHz next generation system. It was determined that cost would prevent a complete system replacement and that an upgrade to the current system was more appropriate. A four phase migration plan was suggested, and the plan allowed for funding requirements to be spread out over many years, an expense shared by the CCCS partnership. Phase 1 addressed replacing critical obsolete backbone equipment. Completion of Phase 1 set direction for further improvements based on partnership interest, operational needs, technical requirements, and funding. Phases 2 through 4 include backbone equipment upgrades, which will be a shared expense between all cities /agencies. The upgrade will include the implementation of a P25 system, which is the FEMA and Department of Homeland Security recommended technology. The City of Santa Ana owns 1,040 radios used by multiple agencies, including the Police Department, Public Works, Planning and Building and Parks and Recreation. The purpose of the proposed letter of agreement is to ensure that all participating cities /agencies understand and concur with the plan to extend the life of the current Public Safety radio system and the need to begin collecting the funds to move forward. Santa Ana's commitment of funds to complete the first portion of the work will begin in FY 2014 -15. The total four year cost of the backbone equipment upgrades is included below. 25B -1 Letter of Agreement with County of Orange February 18, 2014 Page 2 FY 14 -15 FY 15 -16 FY 16 -17 FY 17 -18 $143,399 $235,692 $616,462 $3,140,435 $4,135,988 In addition, future phases also include replacement of equipment owned by individual cities /agencies (i.e. mobiles, portables, control stations, and consoles), which will be an expense incurred by each city /agency. Most control stations and consoles must be replaced to be compatible with the backbone system by 2018. At that time all mobile and portable radios will be required to be Project 25 (P25) compatible; a standard required for the manufacturing of interoperable digital two -way wireless communications products. As a contributing partner in the CCCS, Santa Ana has benefited from the outstanding level of interoperability the 800 MHz has provided. The system has proven to be an extremely reliable system and allows for uncompromised coordination and communication amongst multiple agencies during significant events. FISCAL IMPACT Funds in the amount of $143,399 will be identified and incorporated into the FY 14 -15 budget. a& t - Carlos Rojas Acting Chief of Police Police Department APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance and Management Services Agency k 25B -2 w. •. „ • • w CALIFORNIA Will COUNTY OF ORANGE 800 MHz Countywide Coordinated Communications System Governance Committee CHAIR, Matt Fanal, City Manager, City of Garden Grove Paul Emery, Assistant City Manager, City of Anaheim Irma Hernandez, Deputy City Manager, City of Orange Ignacio Ochoa, Interim Public Works Director, OC Public Works Mahesh Patel, Chief Information Officer, County Executive Office John Pietig, City Manager, City of Laguna Beach Brian Wayt, Senior Director, Sheriff - Coroner Department Letter of Agreement to proceed with 800 MHz CCCS Next Generation Protect This letter is a follow -up to the January 2014 Orange County City Manager Association meeting in which OCSD /Communications & Technology Division presented information regarding the plan to extend the life of the aging 800 MHz Countywide Coordinated Communications System (CCCS). This information was also presented to each City in personal meetings arranged by OCSD /Communications & Technology during the last quarter of 2013. Key points of this plan are as follows: Backbone Equipment — Replace end of life Quantar radios with new GTR -8000 radios over three fiscal years culminating in the final upgrade to a P25 system in 2018. (Partnership funded) Subscriber Equipment — Each city will replace obsolete portable and mobile radios and upgrade those that are capable of upgrade prior to P25 upgrade In 2018. (City funded) Dispatch Consoles — Cities with law enforcement dispatch consoles will need to replace these consoles prior to P25 upgrade in 2018 in order to maintain console priority feature. (City funded) As discussed in the January 2014 City Manager Association meeting, we are at the point where we need official concurrence from each City, Participating Agency and the County, regarding this plan and each City's commitment to provide the necessary funding to proceed. We are specifically asking for each City to sign and return this letter agreeing to provide the funding needed in FY 14/15 to move forward with the replacement of Quantar base radios forthe Northwest and Southwest radio cells. The required funding amount for FY 14/15 is identified in the 800 MHz CCCS Next Generation — Budget Estimates document provided at the January meeting and Included with this letter. The success of this plan will require the participation of all 34 Cities as well as the County and our Participating Agencies. Your signature on this letter will signify your City's agreement to provide the funding for the FY 14/15 portion of the plan and will authorize OCSD /Communications & Technology to proceed accordingly. We will provide an update at the January 2015 Orange County City Manager Association meeting and will follow that meeting with a request for another Letter of Agreement for the FY 15/16 dollar amount. Please direct any questions to 800 MHz CCCS Next Generation Project Manager Marten Miller at (714) 704- 7917, e -mail marten. in iller @comm.ocgov.coi in or OCSD /Communications & Technology Director Robert Stoffel at (714) 704- 7919, e -mail robe rt,stpffelPcomm.ocgov.com. Respectfully, Matt Fertal f City Manager, City of Garden Grove Chair, 800 MHz CCCS Governance Committee Cavazos, City Manager, City of Santa Ana Date Please sign and return this letter by January 20, 2014 to: Robert Stoffel, OCSD /Communications & Technology Director, 840 N. Eckhoff St., Suite 104, Orange, CA 92868 -1021 OCSD /COMMUNICATIONS & TECHNOLOGY DIVISION, 840 N. ECKHOFF STREET, SUITE 104; ORANGE, CA 92868.1021 25B -3 25B -4