City of La Palma Agenda Item No. 9

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1 City of La Palma Agenda Item No. 9 MEETING DATE: FEBRUARY 4, 2014 TO: FROM: SUBMITTED BY: CITY COUNCIL CITY MANAGER Ellen Volmert, City Manager Eric Nunez, Police Chief AGENDA TITLE: Letter of Agreement to Proceed with 800 MHz CCCS Next Generation Project PURPOSE: To authorize the City Manager to sign the 800 MHz Countywide Coordinated Communications System Governance Committee s Letter of Agreement to proceed with 800MHz CCCS Next Generation Project (Attachment #1), and to authorize the allocations necessary to fund La Palma s portion of the four-year project. BACKGROUND: In 1995 all of the Orange County City Managers and Orange County Agencies that utilize 460 MHz radio system formed a Joint Powers Authority (CCCS) to collectively implement the current 800 MHz radio system that is being used by County and City Law, Fire, and Public Works agencies. There were two identifiable cost categories and schedules established for the members of the CCCS over a five-year period. There was the City/Agency Cost and the Partnership Cost; both of the costs combined would be the financial commitment of each city/agency. The City/Agency Cost was comprised of portable and mobile radios and dispatch consoles, which would vary on the number of employees and vehicles equipped with a radio and the number of dispatch consoles. There was also the Partnership Cost which was comprised of the cost for the countywide 800 MHz radio system backbone and repeater towers. The cost to each city was based on a percentage of the Partnership Cost which was determined by the population served by the city/agency. The total estimated cost for the 800 MHz JPA proposal in 1995 was $80,624,000 of which the City of La Palma was required to commit $523,485 ($337,879-City Cost/$185,606-Partnership Cost) over a 5-year project timeline on a system that was promised to last for 15 years. The 800 MHz system went live countywide in 2000 with the County extending the life of the system until 2018 for a total of 18 years of serviceability. For the last two years, the CCCS has been in discussions with City Managers and public safety directors regarding the need to proceed to replace this aging system and to once again provide Page 1

2 a multi-year implementation timeline with associated costs for each of year of this strategic roll out. As with the previous formation of the CCCS, a Letter of Agreement was drafted by the CCCS and signed by the respective City Manager and/or County Official and a similar Letter of Agreement is required to be signed for the Next Generation Project which will financially commit the City of La Palma to provided the necessary funding of the City s portion of the Partnership Cost and to replace or upgrade the City owned radio stock as well as its police dispatch console if police dispatch remains an in-house service. SUMMARY: The 800 MHz radio system will reach its serviceability life by 2015 but Orange County Communications has made preparations to extend this life by three years until The 800 MHz Countywide Coordinated Communications System Governance Committee recently sent out Letters of Agreement to proceed with the 800 MHZ CCCS Next Generation Project. They are requesting this agreement be signed by the City Manager so that the CCCS can move forward with the replacement of the Quantar base radios for the Northwest and Southwest radio cells. The required funding for FY for the City is $11,306 as stated in Attachment #2. The need for one-time funding for this project over the next several years was identified in last year s budget discussions. The CCCS has outlined a four-year schedule to implement the new upgrade which requires a funding commitment by the City for each fiscal year through FY 2017-/18. They are recommending that the Partnership coordinate a bulk radio equipment purchase in FY 2016-/17, which would require the City to be fully funded for the City Cost which totals $493,378 plus the Partnership Cost for that fiscal year which is estimated to be $48,606. Should the City of La Palma not decide to contract out its police dispatch function, it would also need to purchase a new dispatch console which would be scheduled in FY The cost of $151,728 represents potential one-time cost savings should contracting out be pursued. The estimated totals for each year are listed in Table 1. The County has indicated that the costs are relatively firm except for the last year of backbone costs which are likely still overstated. FY 14/15 Radio Counts Upgrade Replace Total Console Radios FY 14/15 NW/SW Estimated Cost FY 15/16 N/Laguna FY 16/17 S/Countywide FY 17/18+ Remaining Backbone Table $151,728 $341,650 $11,306 $18,583 $ 48,606 $247,611 $819,484 Mobiles $341,650 Console $151,728 Totals16/17 and 17/18 $390,256 $399,339 Total ALTERNATIVES: The original purpose for forming the CCCS and creating the level of interoperability within Fire, Law, and Public Works was to enhance our efficiency to better serve our collective communities by pooling our resources and procurement power to reduce costs by large scale purchase contracts and to increase our effectiveness to coordinate our responses countywide to crimes in progress and critical incidents requiring a multijurisdictional and discipline response. Page 2

3 In order to maintain communications with these various agencies and disciplines countywide we have only one option and that is to continue being members of the CCCS. Funding options for the project will be returning to the City Council at a later date, however there are options in terms of how and when portions of this 800MHz project get funded. The City Council can decide to fund the project on an annual basis by allocating General Fund Reserves each fiscal year as part of the budgetary process. The City could also place the a larger or the full amount into a General Fund and/or COR committed reserve with a four-year timeline detailing the estimated costs for each fiscal year as part of a CIP project. FISCAL IMPACT: The total cost based on the most current budget estimates from the 800MHz CCCS for the City s is $819,484 spread over the next several years. The City Costs are $341,650 to replace and/or upgrade the 82 mobile and portable radios (Police and Public Works) and $151,728 to replace the Dispatch Console in the Police Department. The City s portion of the Partnership Cost is $326,107 which provides the City s portion of the backbone for the Next Generation Project. The entire Next Generation Project is projected to cost $75,223,284 of which La Palma represents 1.089%. The CCCS recommends a bulk purchase of equipment in FY for the best bulk pricing for the mobile radios. The FY scheduling of the La Palma console would depend upon the outcome of the outsourcing of police dispatching services and the City may or may not have to fund the $151,728 for the dispatch console. Total costs without the console total $667,756. The decision on outsourcing dispatch is anticipated well in advance of the necessary funding for the console. RECOMMENDED ACTION: It is recommended that the City Council authorize the City Manager to sign the Letter of Agreement to proceed with the 800 MHz CCCS Next Generation Project which will commit the City to allocate the necessary funds to support that portion of the project for which the City is responsible. Further discussion regarding the method of funding would be included in upcoming budget and capital improvement plan processes. APPROVED: Police Chief Finance City Manager Attachment: 1. Letter of Agreement to proceed with 800 MHz CCCS Next Generation Project MHz CCCS Next Generation-Budget Estimates Sheet for all Agencies-Summary (updated Jan. 2014) Page 3

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