AGENDA REPORT. Honorable Mayor and Members of the City Council SUBJECT: ACCEPTANCEOF THE COMPLETED DISPATCH RADIO PROJECT

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AGENDA REPORT Meeting Date: June 20, 2017 Agenda Item # City Manager Approval: TO: Honorable Mayor and Members of the City Council FROM: Kyle Sanders, Chief of Police SUBJECT: ACCEPTANCEOF THE

1 AGENDA REPORT Meeting Date: June 20, 2017 Agenda Item # City Manager Approval: TO: Honorable Mayor and Members of the City Council FROM: Kyle Sanders, Chief of Police SUBJECT: ACCEPTANCEOF THE COMPLETED DISPATCH RADIO PROJECT RECOMMENDED COUNCIL ACTION: City Council accept the completed installation of the dispatch radio system, direct staff to file a notice of completion, begin the one year warranty period for the project and release the project retention of $4, to Day Wireless Systems. SUMMARY: All three Dispatch radio systems were identified as being at end of life. External source funding for the project was identified (via the Homeland Security Grant and SB 90 State Mandated Reimbursement funds) and approved by City Council. The City of Red Bluff is an equal opportunity provider

2 The project began in Fiscal Year 2015 / 2016 but did not conclude until Fiscal Year 2016 / The project has been completed by Day Wireless Systems. The Punch List for completion has been reviewed by the project manager and all work is acceptable to the Chief of Police. PREVIOUS COUNCIL ACTION: On October 6, 2015, the City Council authorized a supplemental appropriation in the amount of $68, for the purpose of purchasing and installing three Dispatch Radio Console Systems. On March 1, 2016, City Council also approved a supplemental appropriation of $31, in Homeland Security Grant funds for this project. On March 15, 2016, City Council authorized the award of the Dispatch Radio Console Upgrade Project to Day Wireless Systems in the amount of $86, DISCUSSION: The Dispatch Radio Console project was fraught with a number of challenges and technical bugs that needed to be worked through. The City of Red Bluff is an equal opportunity provider

3 The radio system is now fully operational and functioning properly. The total project cost was $86, With approval of this City Council Action the retention amount of $4, will be released to Day Wireless Systems. CITY FISCAL IMPACT: The project was funded by a Homeland Security Grant in the amount of $31, and SB 90 State Mandated Reimbursement funds in the amount of $51, for a total of $86, ($ less than originally planned). This funding was approved by City Council on October 6, 2015 and on March 1, ATTACHMENTS: Exhibit A: ProjectRetention Invoice Exhibit B: Agenda Report dated July 19, 2016 Exhibit C: Agenda Report dated March 15, 2016 Exhibit D: Agenda Report dated March 1, 2016 Exhibit E: Agenda Report dated October 6, 2015 The City of Red Bluff is an equal opportunity provider

6 AGENDA REPORT Meeting Date: July 19, 2016 Agenda Item # City Manager Approval: TO: Honorable Mayor and Members of the City Council FROM: Kyle Sanders, Chief of Police SUBJECT: Supplemental Appropriation to Finalize Dispatch Radio Project RECOMMENDED COUNCIL ACTION: Staff recommends that the City Council approve the following supplemental appropriations to pay for the Dispatch Radio Project: 1. $51, for Fiscal Year 2016 / 2017 for expenditure from Police Department expenditure account ( ).

7 SUMMARY: 2. $31, for Fiscal Year 2016 / 2017 revenue account and for expenditure from expense account This amount will be reimbursed to the City by the County of Tehama (via Homeland Security Grant Funds) following final installation of the radio consoles. The Dispatch Radio Project was originally anticipated to be completed prior to the end of Fiscal Year 2015 / Unfortunately, the vendor was unable to finalize the project prior to the end of the fiscal year. Therefore, a supplemental appropriation is necessary to utilize the previously allocated funding from fiscal year 2015 / 2016 in this current fiscal year (2016 / 2017) budget so the vendor can be paid upon completion of the project. PREVIOUS COUNCIL ACTION: On October 6, 2015, Council approved allocation of $68, received from State Mandated Reimbursement revenue to help fund the Dispatch Radio Project.

8 On March 1, 2016, Council authorized the Chief of Police to sign an agreement with the County of Tehama for Homeland Security funds in the amount of $31, for this project. On March 15, 2016, Council awarded the Dispatch Radio Console Upgrade Project to Day Wireless in the amount of $86, DISCUSSION: Two sources of funding were allocated during 2015 / 2016 to pay for the Dispatch Radio Console Project. The first source was State Mandated Reimbursement revenue in the amount of $68, The second source of funding was $31, from the Homeland Security Grant. Combined, $99, was allocated for this project. Due to the nature of this project, sealed bids were required and an advertisement of the project was necessary. A total of $ was spent to advertise the project and this was the total amount of funds expended on this project during 2015 / 2016.

9 It was originally believed the project would have concluded by the end of fiscal year 2015 / 2016 since the contract was awarded on March 15, However, delays beyond the control of the police department occurred and the vendor was unable to complete the project by the conclusion of June The project is almost finalized now and is due for completion by the end of this month (July 2016). At the conclusion of the project we will need to pay Day Wireless $86, Therefore, we need to reallocate previously allotted funds from 2015 / 2016 to this current fiscal year. Specifically, we need the Homeland Security funds in the amount of $31, We also need $51, of the previously allocated $68, of State Mandated Reimbursement funds. The balance of the unspent funds would remain in the General Fund. CITY FISCAL IMPACT: A total of $99, was originally allocated for this project. Since the bid award was $86, a balance of $13, will return to the General Fund. Therefore, only $51, (of the original $68,160.00) is being requested along with $31, in Homeland Security funds. The City will be completely reimbursed for the Homeland Security funded portion.

10 ATTACHMENTS: Copy of agenda report dated October 6, Copy of agenda report dated March 1, Copy of agenda report dated March 15, 2016

11 AGENDA REPORT Meeting Date: October 6, 2015 Agenda Item # City Manager Approval: TO: Honorable Mayor and Members of the City Council FROM: Kyle Sanders, Chief of Police SUBJECT: Supplemental Appropriation from State Reimbursement Claims for Dispatch Radios RECOMMENDED COUNCIL ACTION: Staff recommends that the City Council approve a supplemental appropriation of $68, for expenditure from Police Department expenditure account ( ) for the purchase and installation of three Dispatch Radio Console Systems.

12 SUMMARY: The Police Department anticipated receiving $9, in State Mandated Reimbursement Revenue during fiscal year 2014 / Instead, the Police Department received a total of $77, in reimbursement for Pre-2004 State Mandated Claims. Therefore, $68, more than anticipated was received. All three Dispatch radio systems are at end of life and need to be replaced. A significant funding source will need to be identified to obtain new radio systems. We are looking to pair future Homeland Security Funds ($31,439.00) with the above described revenue ($68,160.00) to acquire the necessary radio systems. Currently, no funds have been allocated for this radio upgrade project. PREVIOUS COUNCIL ACTION: None.

13 DISCUSSION: The State of California works with public safety agencies to provide funding for 911 emergency telephone services. The goal of the California 911 Emergency Communications Branch is to enable public safety answering points (PSAPs) to provide reliable and cost-effective access to emergency services for any 911 caller in California and to assist PSAPs in the administration and funding of this lifesaving resource. When a PSAP (Dispatch Center) is ready to upgrade their 911 equipment (technically known as Customer Premise Equipment or CPE), it submits an advance notification for CPE funding form to the California 911 Branch. The Red Bluff Police Department sent their notification letter in June 2014 for the intent to upgrade in the fiscal year. The CA 911 Branch then evaluated our Dispatch Center s 911 call volume and pre-authorized the Red Bluff Police Department to receive a fixed allotment in the amount of $330, This funding will expire June 30, 2016 if the CPE approval process has not been initiated.

14 In the planning stages for the Dispatch Upgrade, research began on the available 911 CPE systems, their functionality, the vendor s ability to provide different services and pricing of the systems themselves. It was during this research that it was learned the current radio consoles in dispatch are at end of life and obsolete. This means that any CPE chosen to replace the dispatch center s current CPE cannot be integrated and will not be compatible with the radio consoles it has in place right now. This means we cannot upgrade or replace our current CPE until the current radio consoles are replaced. We have also learned that support for the current radios is due to expire December 31, Unfortunately, the funding provided by the California 911 Communications Branch cannot be utilized for acquisition or installation of the necessary radio systems. The $330, may only be used for software, hardware, dispatch furniture and other similar items relating only to the phone call side of dispatching and not the radio component of dispatching.

15 Research has been ongoing and preliminary figures obtained for the cost of three radio consoles. One system was quoted to cost $91, to $103, depending on a trade in discount. Other vendors have been contacted but have yet to provide quotations. We have also learned that the Tehama County Sheriff s Office recently replaced four radio consoles for $71, This gives us confidence that our three console system should be less than that and much less than the single quote we currently have. In July 2015 the City received a check from the State Controller s Office in the amount of $87, These monies were unanticipated (non-budgeted) revenue from Pre-2004 State Mandates. In addition, the State must pay interest on these monies. The City has subsequently received an additional $20, as an interest payment. This amounts to $107, of unanticipated funds the City received.

16 The Finance Director has examined the classifications / categories for which these monies were generated and ultimately divided the funds attributed to each department. The total amount of funding related to the Police Department is $60, from Pre-2004 State Mandates. These funds were placed into last year s (2014 / 2015) SB90 State Mandated Reimbursement revenue account. The Police Department s 2014 / 2015 budget anticipated receiving $9, in revenue from State mandates. However, $77, was the final amount received as a result of State Mandated Reimbursement resulting in $68, in unanticipated revenue. We are asking to utilize this non-budgeted excess in funds to purchase and install three new Dispatch Radio Systems. It is anticipated that 3 radio systems will cost between $60, to $95, A portion of the necessary funding ($31,439.00) has been secured via 2015 Homeland Security Funds that will be available sometime during calendar year No other funding source has been identified for this need during the 2015/ 2016 fiscal year.

17 CITY FISCAL IMPACT: The amount of $68, is being requested from the General Fund. Since $31, in Homeland Security monies will be made available and the final costs for the radio console systems is unknown, the exact amount the General Fund will be impacted is currently unknown. However, the impact to the General Fund will be no more than $68, and in all likelihood much less. ATTACHMENTS: None.

18 AGENDA REPORT Meeting Date: March 1, 2016 Agenda Item # City Manager Approval: TO: Honorable Mayor and Members of the City Council FROM: Kyle Sanders, Chief of Police SUBJECT: Expenditure agreement between the City of Red Bluff and County of Tehama for the Fiscal Year 2015 Homeland Security Grant Program Funds RECOMMENDED COUNCIL ACTION: 1. Authorize the Chief of Police to sign the 2015 Homeland Security Grant expenditure agreement between the City of Red Bluff and the County of Tehama.

19 2. Authorize two supplemental appropriations in the amount of $31, for Fiscal Year 2015/2016 revenue account and for expenditure from expense account The amount of $31, will be reimbursed to the City of Red Bluff by the County of Tehama (via Homeland Security Grant Funds) following the purchase of the Dispatch Radio Consoles. SUMMARY: This funding of $31, will be paired with other budgeted funds to pay for the Dispatch Radio Console project. This project meets the requirements of Homeland Security Grant funding. PREVIOUS COUNCIL ACTION: On October 6, 2015, Council allocated $68, to be paired with forthcoming Homeland Security Funds to be utilized to replace three Dispatch Radio Consoles. Council has also previously approved the expenditure of Homeland Security Funds for the purchase of various items (robot, robot components, ballistic helmets, gear bags, physical security door upgrades etc.).

20 DISCUSSION: Allocation of Homeland Security Grant funds begins with a collaborative meeting involving representatives from law enforcement, Fire, EMS and other public service providers in Tehama County. Funds from this program must be allocated based on specified program guidelines. These guidelines also dictate what type of items can be purchased. Tehama County Sheriff s Office is the grant administrator and therefore funds are received by the County and then reimbursed to the other agencies subsequent to the purchases being made. Police Department staff evaluated organizational needs and identified an anticipated shortage of funding to purchase and install new Dispatch Radio Consoles. At the above described meeting, Staff gained commitment of $31, of 2015 Homeland Security funds to be utilized for the Dispatch Radio Console project. CITY FISCAL IMPACT: An initial appropriation of $31, will be necessary but it will be reimbursed upon purchase of the radio consoles.

21 ATTACHMENTS: Copy of the 2015 Expenditure Agreement between the City of Red Bluff and the County of Tehama. Copy of the Agenda Report dated October 6, 2015.

AGENDA REPORT Meeting Date: March 15, 2016 Agenda Item # City Manager Approval: TO: Honorable Mayor and Members of the City Council FROM: Kyle Sanders, Chief of Police SUBJECT: Award the contract for

22 AGENDA REPORT Meeting Date: March 15, 2016 Agenda Item # City Manager Approval: TO: Honorable Mayor and Members of the City Council FROM: Kyle Sanders, Chief of Police SUBJECT: Award the contract for the Dispatch Radio Console Upgrade Project RECOMMENDED COUNCIL ACTION: 1. That the City Council award the Dispatch Radio Console Upgrade Project to Day Wireless in the amount of $86, SUMMARY: Sealed bids for the dispatch radio console project were opened on February 19, There were two bids received; one from Day Wireless and the other from Valley Industrial Communications. The bids included all costs associated with the project (equipment and installation). Day Wireless submitted the low bid for this project. See below:

23 Day Wireless - $86, Valley Industrial Communication - $99, PREVIOUS COUNCIL ACTION: On October 6, 2015, Council allocated $68, of general fund monies for this project and on March 1, 2016 Council approved an agreement to accept $31, in Homeland Security Funds for this project. DISCUSSION: The State of California works with public safety agencies to provide funding for 911 emergency telephone services. When a PSAP (Dispatch Center) is ready to upgrade their 911 equipment (technically known as Customer Premise Equipment or CPE), it submits an advance notification for CPE funding form to the California 911 Branch. The Red Bluff Police Department sent their notification letter in June 2014 for the intent to upgrade in the fiscal year. The CA 911 Branch then evaluated our Dispatch Center s 911 call volume and pre-authorized the Red Bluff Police Department to receive a fixed allotment in the amount of $330, This funding will expire

24 June 30, 2016 if the CPE approval process has not been initiated or in an extension is not granted. In the planning stages for the Dispatch Upgrade, research began on the available 911 CPE systems, their functionality, the vendor s ability to provide different services and pricing of the systems themselves. It was during this research that it was learned the current radio consoles in dispatch are at end of life and obsolete. This means that any CPE chosen to replace the dispatch center s current CPE cannot be integrated and will not be compatible with the radio consoles it has in place right now. This means we cannot upgrade or replace our current CPE until the current radio consoles are replaced. Unfortunately, the funding provided by the California 911 Communications Branch cannot be utilized for acquisition or installation of the necessary radio systems. The $330, may only be used for software, hardware, dispatch furniture and other similar items relating only to the phone call side of dispatching and not the radio component of dispatching. After extensive research was conducted, a sealed bid process was initiated. Two vendors responded and both bids were acceptable. Day Wireless (from Chico,

25 CA) bid $86, while Valley Industrial Communication (from Redding, CA) bid $99, The bids included all costs associated with this project (all equipment and installation costs). CITY FISCAL IMPACT: This project is being funded by a combination of Homeland Security Funds ($31,439.00) and previously approved monies from the general fund. While $68, from the general fund was allocated, only $54, will be required leaving a balance or savings of $13, ATTACHMENTS: Copy of the bid from Day Wireless Copy of the bid from Valley Industrial Communications Copy of Agenda Report Dated October 6, 2015 Copy of Agenda Report Dated March 1, 2016 Copy of the Homeland Security Grant Agreement

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