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Home My WebLink AboutORANGE, COUNTY OF (33) - 2015p'.SAPD /FtsctxlC3 >., A-2015-082 ,01 122015 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 L Implementation Obligations. The Parties hereby commit to fund and implement the System Extension as described on Exhibit B and Exhibit C. a. California Environmental Quality Act ( "CEOA" ). The County shall be the lead agency for purposes of CEQA and shall obtain all necessary approvals for the System Extension. b. Party Cost Share. The Parties intend to implement and fund the System Extension over several years beginning in fiscal year 2014 -15 through fiscal year 2018 -19. Each Party is responsible for its fair share contribution to the System Extension. The total estimated budget for the System Extension and each Party's fair share contribution is depicted on Exhibit C ( "Cost Share "). A Party's Cost Share is determined by the number of subscriber radios used by the Party on the CCCS, as well as the Party's proportionate share of the System Extension dedicated to System Backbone. Each Party shall pay its total Cost Share in five fiscal year payments beginning in fiscal year 2014 -15 through fiscal year 2018 -19 in accordance with the procedures in Subsection (c) below. Each Party acknowledges that its Cost Share for the System Extension is an estimate and is expressed as a not to exceed amount. Each Party's Cost Share will be based on an actual quote by a third party vendor who will perform the System Extension under a contract or series of contracts approved and managed by the County ( "Contractor "). A Party's actual Cost Share amount will be determined prior to the beginning of each fiscal year in which it is due and will be based on the Contractor's scope of work for the respective fiscal year. Therefore, the Cost Share depicted on Exhibit C may change, and may be periodically updated by the Parties to reflect any changed equipment or authorized System Extension modification expenses, C. Invoicing & Payment. The County wilt calculate the actual Cost Share amount due the following fiscal year, and will invoice each Party by July 1. Each Party shall pay its respective Cost Share to the County within thirty (30) days of the start of the fiscal year. A Party is exempt from the payment procedures of this Subsection Lc for the relevant fiscal year if it has: Executed a binding agreement with the County approved Contractor, agreeing to pay or finance its Cost Share through the Contractor directly, or Executed a binding agreement with the County agreeing to jointly finance its Cost Share. d. Cost Share Responsibility. Upon execution of this Amendment, each Party is responsible for its actual Cost Share regardless of the form and manner of payment described herein, such that the Party cannot terminate its Cost Share obligation for any reason. In the event of a withdrawal from the system in accordance with Section 20 of the Agreement or in the case of a default for failure to pay its Cost Share in accordance with this Amendment, each Party remains obligated to pay to County the Party's outstanding Cost Share as that obligation becomes due. Should any Party fail to pay its respective Cost Share when due, the County shall take action as is appropriate to obtain such payment. Nothing herein shall be construed as the County's exclusive remedy for the remediation of defaults by a Party or Parties, Page 2 of 11 and the County reserves the right to pursue any and all available rights and remedies at law or in equity. C. 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 Terns. 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 shalt 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 IN WITNESS WHEREOF, the Parties have executed this Amendment as of the date first written above. THE COUNTY OF apolitical subdivis3" n o t State of California By: Chairman h B'oa d S pervisors SIGNED AND CERTIFIED THAT A COPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE C IR AN OF HE BOA D By: P/a Clerk of the Board of Supervisors County of Orange, California APPROVED AS TO FORM: COUNTY COUNSEL [CITY SIGNATURE BLOCKS TO BE INSERTED] Page 4 of 11 By: [CITY SIGNATURE BLOCKS TO BE INSERTED] Page 4 of 11 ATTEST: MARIA HUIZ,AR Clerk ofthe Council APPROVED AS TO rOR.NI: SONIA R. CARVALHO City Attorney By: `/4 k - �.10 Yxrt,ruL, Laura A. Rossini Senior Assistant City Attorney RECOi'a'Ld1ENDED FOR PPROVAL: Carlos Rojas c Chief of Police CITY OF SANTA ANA EXHIBIT A PARTIES TO THE AMENDMENT Page 5 of 11 RESPONSIBLE ENTITY ADMINISTRATOR ADDRESS PHONE # Aliso Viejo City Manager l2 Journey, Suite 100 949/425 -2512 Aliso Viejo, CA 92656 -5335 Anaheim City Manager 200 S. Anaheim Blvd. 7I4l765 -5162 Anaheim, CA 92805 Brea City Manager 1 Civic Center Circle 714/990 -7770 Brea, CA 92821 -5732 Buena Park City Manager 6650 Beach Blvd. 714/562 -3550 Buena Park, CA 90620 Costa Mesa City Manager 77 Fair Drive 714/754 -5328 Costa Mesa, CA 92626 5275 Orange Avenue Cypress City Manager 714/229 -6688 Cypress, CA 90630 33282 Golden Lantern, Suite 203 Dana Point City Manager 949/248 -3513 Dana Point, CA 92629 Fountain Valley City Manager 10200 Stater 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 I Civic Center Plaza Irvine City Manager Irvine, CA 92623 -9575 949/724 -6246 La Habra City Manager 201 E. La Habra Blvd. 562/905 -9701 La Habra, CA 90633 Page 5 of 11 Page 6 of 11 RESPONSIBLE ENTITY ADMINISTRATOR ADDRESS PHONE # La Palma City Manager 7822 Walker Street 714/690 -3333 La Palma, CA 90623 Laguna Beach City Manager 505 Forest Avenue 949/497 -0704 Laguna Beach, CA 92651 Laguna Hills City Manager 24035 El Toro Road 949/707 -2610 Laguna Hills, CA 92653 Laguna Niguel City Manager 27801 La Paz Road 949/362 -4300 Laguna Niguel, CA 92677 Laguna Woods City Manager 24264 EI Toro Road 949/639 -0525 Laguna Woods, CA 92653 Lake Forest City Manager 25550 Commercentre Drive 949/461 -3410 Lake Forest, CA 92630 Los Alamitos City Manager 3191 Katella Avenue 562/431 -3538 Los Alamitos, CA 90720 ext. 201 Metro Cities Fire 201 S. Anaheim Blvd. Suite 302 Authority Manager Anaheim, CA 92805 714/765 -4077 Mission Viejo City Manager 200 Civic Center 949/470 -3051 Mission Viejo, CA 92691 100 Civic Center Drive Newport Beach City Manager 949/644 -3000 Newport Beach, CA 92660 300 East Chapman Ave. Orange City Manager 714/744 -2222 Orange, CA 92866 Orange County Fire 1 Fire Authority Road Authority Fire Chief Irvine, CA 92602 714/573 -6010 33' 3 W. Santa Ana Blvd. Orange, County of CEO 714/834 -6200 Santa Ana, CA 92701 Page 6 of 11 Page 7 of 11 RESPONSIBLE ENTITY ADMINISTRATOR ADDRESS PHONE # 401 East Chapman Ave Placentia City Administrator Placentia, CA 92870 714/993 -8117 Rancho Santa 949/635 -1800 City Manager 22112 El Pasco Margarita Rancho Santa Margarita, CA 92688 ext. 210 100 Avenida Presidio San Clemente City Manager 949/361 -8322 San Clemente, CA 92672 32400 Pasco Adelanto San Juan Capistrano City Administrator 949/443 -6317 San Juan Capistrano, CA 92675 20 Civic Center Plaza Santa Ana City Manager 714/647 -5200 Santa Ana, CA 92701 211 8th Street 562/431 -2527 Seal Beach City Manager Seal Beach, CA 90740 ext. 300 7800 Katelta Avenue 714/379 -9222 Stanton City Manager Stanton, CA 90680 -3162 ext. 240 300 Centennial Way Tustin City Manager Tustin, CA 92780 7141573 -3010 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 Yorba Linda City Manager 4845 Casa Loma Avenue 714/961 -7110 Yorba Linda, CA 92886 Page 7 of 11 EXHIBIT B GENERAL DESCRIPTION OF SYSTEM EXTENSION AND PROJECT SCHEDULE 1.0 Overview The System Extension plan will focus on extending the life of the existing CCCS radio system by systematically replacing end-of-life equipment in strategic phases culminating in an upgrade to P25 compliance with the goal of continuing to provide quality radio communications to the law, fire, lifeguard and public works agencies in Orange County. 2.0 Description of System Extension 2.1 System Backbone — Radio infrastructure equipment that is at or near the end of its expected life will be directly replaced with the current version of the same equipment that will maintain all existing features and functionaiities and is able to work with the existing backhaul network. Specifically, this will involve the replacement of 565+ existing Quantar radio base stations and ancillary equipment at 25 radio sites with 800 MHz 3600 baud GTR8000 base stations and ancillary equipment. This will be accomplished in accordance with the following schedule: System Backbone schedule: Northwest Cell = 24 Quantars replaced in 2015 Southwest Cell = 40 Quantars replaced in 2015 Laguna Cell = 33 Quantars replaced in 2016 Moorhead IR Site = 8 Quantars replaced in 2016 North Cell = 105 Quantars replaced in 2016 South Cell = 135 Quantars replaced in 2017 Crystal Cove IR Site = 4 Quantars replaced in 2017 Countywide Cell = 210 Quantars replaced in 2017 Carbon Canyon IR Site = 3 Quantars replaced in 2017 Silverado IR Site = 3 Quantars replaced in 20t7 2.2 Law Enforcement Dispatch Consoles — Police Dispatch Gold Elite consoles will be out -of- service by the vendor in 2018 and will need to be replaced prior to 2018 to maintain the existing console priority feature once the system is upgraded to P25. Console priority is a feature unique to law enforcement dispatch and allows dispatch to have the ability to transmit and receive audio simultaneously and is an officer safety necessity. Existing Gold Elite Console equipment will be replaced with its successor console, the MCC7500. Due to the complexity of the replacement at each law dispatch center, only 6 dispatch centers can be upgraded each year. A schedule has been developed to address the 20 taw dispatch centers on the system, as shown below. Page 8 of 11 Console schedule: FYI 4/15 - Loma Ridge, Irvine, Laguna Beach, Huntington Beach FYI 5/16 - Anaheim, Brea, West Comm, Santa Ana, Tustin FYI 6/17 - Orange, Fullerton, Costa Mesa, Garden Grove, Westminster FYI 7/18 - 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 C TOTAL ESTIMATED SYSTEM EXTENSION COST & ESTIMATED PARTY COST SHARE BY FISCAL YEAR if a 2ecm4nertCGn 5latrhe PoOnerehlp cxrN:lara a perk agulpment purcMssa n FY 16.P ,yn,riy Cats Page 10 of 11 ESTIMATED COST FY 1516 Radio Counts CityfAgertcy Cast Partnership Cost (1TY)AGEMY Upgrade 1P95 C4p4Ge Hhhltclat a Me Raplaca IV"W. TO pmmN Poseieoi Total Console Equipment Radio Etpnpmenr FY 15-16 NaMb Lonna Calls FY1647 9m & Cmniy d. Calls FY 1748 RmaiNnp 84ekCm TOTAL 1. xuC 'E-o II 21 1 1 3 3 13.6 5 9.028 f 18330 S 43. >iH T-= 2. ApvreAi 432 ln1 1 163 1.924.369 0,602 800 3915,15 1 9:4 753 2429.2 d 11107. i 3 RREA o 'A ^_ 364 64b.1]7 1383300 79391 215.329 495.936 332'_.;91 4. EeENA PARK: 76 Ha 334 569,804 1.83544C0 73.276 197,582 455,052 2,931.124 5. COSTA MESA 105 51_3 623 560,154 3_^ ^`.3,7`_0 137965 371.502 855.825 5,304,197 a. CYFR'c3a' 24 170 194 0 1047600 42.504 114.763 251.317 1469_'55 7. DANA POINT li 49 64 0 311,250 110% 37660 87,ISs 450382 9. FCWR4INVALLEY 45 201 249 441390 1275750 E4702 147299 339.2U 2260'94 9. UU-E -1OY 1 125 513 6.38 911417 12'1.80 140,141 3T,413 869250 S, LOg.Y79 10. !URDEN GROGE Ili 4>S 590 259240 2.982250 129608 749.023 303 352 4:'33 972 n IUN7?1GTON BEACH 452 820 1271 1097718 5.439ACO 27939E 752469 1733.051 9:301.126 12 -MANE 111 503 914 1 43220q 3145.&50 131.b76 363220 636.551 4312509 t3. La g,EPA 73 190 263 93 584 1223SED 57.809 155581 3'.8.327 2369.252 14, LA RAU% 31 51 E2 168301 341,6650 18008 48.508 111722 "086.799 i L au,A EACH 35 247 332 5266652 1579750 72.883 1E6.399 452337 2.3^..-8,021 18 LAGUNA 1111.3 4 41 45 9 1.50500 96875 NAM 61.311 Na 17. L GUnANIGUEL 9 55 64 0 340.350 14081 37360 87.198 479.189 18. utN'm NCcos 2 4 6 0 26200 1330 3.549 84175 3935A 19. LNKS FCREGT 21 67 39 0 428,150 19,325 52453 119897 617429 v LOS ALAMI-Oe 15 45 60 0 287.250 13,179 356494 81,748 417.858 31. n1EiP.celET 37 10 47 1.965 250 1015:0 10.321 27.303 $4.036 2.170.960 n. hnSiiCF1 WEA 20 90 129 0 574,30 1 26366 70988 163195 835349 33. NENPCR'9FPCH 438 401 839 5329;4 2909.700 184290 496322 1,143105 5.266,351 31 CRAFGE 1t$ 514 529 593,0'2 3.2163`_0 137889 312094 855,988 5.181.'33 30. Fl aCE MA 30 107 137 413090 676iC0 I 150,119 81041 186.057 1.337110 b. PANCHO iNTA 6ARG. 7 29 26 0 1EZOED 7856 21 295 49 N9 26043EI 27.AN CLEMENTE 12 97 109 0 595.500 23.931 64.480 148,178 832.719 ^_9. CAN JUAN CAP'37MAM10 6 33 39 0 20a .9C0 8525 23.071 53.1:.6 269,1?? 5. 1N7AANA 219 818 1.037 531.620 5,1S9.850 227713 613151 141_,6T 81705.38 20 SE +L BE+CH 25 97 11_1_ 0 6to i`o 26344 8171 166, 0 675.985 31.3 7,ANION 10 63 73 0 369.30 19051 43.184 994450 548.195 1<TUST.N 81 243 324 483 0 1551.150 71,126 191,667 444437 2734648 IA 911.1'PAPK 0 5 6 0 36sco 1.318 3,:19 8,175 49,042 x. NESTCCMM 4 11 t7 331 052 6:500 3733 10.057 '_so 162 750604 35. 'NE57VIINSTER 73 274 317 549621 1727,EE0 74.137 205.273 472774 ],031753 M.1 eC-BA LNDA 35 62 _ 97 0 412250 21202 57.382 132.159 6'_350' R. IXsA 950 3131 1.8;3 32175C0 527934 397.622 1072:45 2.470,142 13.428369 3B. CCTA 79 43 113 a 336.30 24.575 66.347 153.958 584.179 30. CC L'F6G1.1RD 7 47 1 54 1 kgoco 2904050 1105 31,944 73.573 Mass 41. rMANE'ALY. CLG. PD 16 0 16 0 18.41.0 3.527 9,465 21.759 53,152 41. SAMAA4ALPAF 3D. PD 51 2 1 53 1 0 70,650 11,639 31353 72,210 185352 42. 3ACSLEEXCh CU PD 13 0 I8 0 20.700 3953 10,646 24524 59.05 43. CEO 1 1 2 0 7,150 439 1,133 2]S 11.497 +t. CA 0 2S 225 0 1350.000 49411 m loo M6 Pit 19:5.067 u. 1+".50 134 98 282 0 799660 ala0 166,321 384.214 1,412.439 464 ,WA 39 194 233 53b6,2`.0 1.08 .950 51,175 137834 317.453 2,251 S63 47. CC ANPaAL COETCL 10 tn3 120 ]60 eca 671 SCO 29356 70.985 lAl't, 1.262.369 tB. CC DANA POINT HARBCR 0 13 13 a 750 000 2822 7.690 17713 106225 49. GO FAFkG 131 248 379 9 1633,650 1 63218 1 S16373 2.462 Us 59. cCRw t0 469 479 0 Z325-5L0 105270 283.359 552,519 3.365748 916 CCNP So 3 6_2 0 35.850 13,603 33.64 84473 220802 652 FP ffA-ON 177 435 612 0 2,313,5`4 t34,695 362.037 833.326 4,14{108 N ? EdIFF 853 1a^_ 20779 4428329 1250.510 out 825 1,643955 3786250 2'9P,7439 v SSA 15 a 19 0 21350 4.171 111_10 15'97 53.149 TOTAL I 1 1 4162.452 4 11.211,905 5 25,822.727 T1.P a$.l!dr.dne /2l/1 VF agry /1111!4!1c0=4XV+°59d4'34 rVOf bbXCe?(j dTOVf11994'CI'u -t t0 914 Trust 9V9:4nl lev9rr. S4149T,064 PARTNERSHIP TOTAL if a 2ecm4nertCGn 5latrhe PoOnerehlp cxrN:lara a perk agulpment purcMssa n FY 16.P ,yn,riy Cats Page 10 of 11 EXHIBIT D PARTICIPATING AGENCIES Page 11 of 11 RESPONS113LE AGENCY ADMINISTRATOR ADDRESS PHONE # Irvine Valley College Police Chief 5500 Irvine Center Drive, Irvine CA Police Department 92618 949/451 -5201 Orange County Administrator Transportation 600 S. Main Street, Orange CA 92868 714./560 -6282 Authority Saddleback College 28000 Marguerite Parkway, Mission Police Department Police Chief Viejo CA 92692 949/532 -4390 Santa Ana Unified Police Chief 1601 E. Chestnut Avenue, Santa Ana CA 714/558 -5536 School District Police 92701 Department US Ocean Safety (OC 34127 Pacific Coast Hi D .ghway, Dana Lifeguards) President Point CA 92629 949/276 -5050 Page 11 of 11