HomeMy WebLinkAboutSR - AGR-2415.A.1 - AMENDMENT JOINT AGREEMENT 800 MEGAHERTZ COUNTYWIDE COORDINATED COMMUNICATIONS SYSTEMc bVN ca
AGENDA ITEM
March 10, 2015
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Irma Hernandez
Deputy City Manager
ReviewedNer• ied By:
City Manager
Finance Dir for
To Be Prese ted By: Irma Hernandez,
De uty City er
,J
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1. SUBJECT
Amendment to Joint Agreement for operation, maintenance and financial management of the
Orange County 800 Megahertz Countywide Coordinated Communication System (CCCS).
2. SUMMARY
This Amendment addresses the commitment on the part of the County, its thirty -four cities, and
four participating agencies, regarding the implementation and funding obligations for the 800
MHz CCCS life extension and continuing back -bone cost - sharing allocations.
3. RECOMMENDED ACTION 771
Approve and authorize the City Manager to execute the Amendment to the Joint Use Agreement
for operation, maintenance and financial management of the Orange County 800 MHz CCCS.
4. FISCAL IMPACT
The total cost of the 800 MHz CCCS upgrade is $44 million, with the City of Orange portion
approximately $5.5 million. For FY 15, the first step in the upgraded Communication system
requires the city to contribute $92,000 which was budgeted in the Proposition 172 (120) Fund.
5. STRATEGIC PLAN GOAL(S)
1. Provide for a safe community
Provide staffing and resources to deliver services that ensure public safety
2. Be a fiscally healthy community
ITEM r ].a 3/10/15
6. GENERAL PLAN IMPLEMENTATION
Public Safety Goal 8.0:
Emphasize emergency preparedness within City Hall and throughout the community.
Policy 8.3: Coordinate emergency response and preparedness planning with other cities and
public agencies in the region.
7. DISCUSSION and BACKGROUND
In 2005, the Joint Agreement for the Operation, Maintenance and Financial Management of the
Orange County 800 MHz Countywide Coordinated Communications System (CCCS) was
entered into by Orange County, its thirty -four (34) cities and other partnership agencies. The
purpose was the replacement of the original 1996 Agreement with the intent to define
operational, technical and financial requirements and guidelines for an on -going Countywide
Communication System. The Sheriff - Coroner Department operates and maintains the 800 MHz
CCCS, which provides centralized, interoperable voice radio communications for the County and
its 34 cities, including all public safety and public service agencies, as well as a number of
private, state, and federal agencies that provide support to the above agencies and /or have
relevant communications requirements. The original 800 MHz CCCS was estimated to have a
useful life till 2015, but on -going maintenance efforts have extended the life of the system to
2018.
To ensure the CCCS continues to operate into the future, the planning for the new system called
the "Next Generation" 800 MHz CCCS began over 5 years ago. The goal of the Next Generation
CCCS is to provide the same level of interoperable communications to the Public Safety and
Public Works agencies in Orange County for the next 15 years. The conversion to the new
system includes a systematic plan to replace obsolete equipment with its compatible current
equivalent, culminating in an upgrade and system conversion in 2018. All participating agencies
have confirmed their continued participation in the Next Generation CCCS system life extension
project. The Governance Committee has established the technical, operational, and financial
requirements for all participating agencies for the Next Generation 800 MHz CCCS. The
Governance Committee, which is comprised of four City Managers (including Deputy City
Manager Irma Hernandez) and three County representatives, oversees the operation of the CCCS.
This Committee initiated this Amendment to the Joint Agreement to address the implementation,
costs and each party's estimated funding share for the Next Generation CCCS. New equipment
and system upgrades are necessary and will ensure the interoperable voice radio communication
for Orange County for the next 15- years.
ITEM 3/10/15
In order for the County Communications to provide agencies with a cost estimate, each agency
was responsible for submitting an accurate needs inventory. Staff conducted an extensive
inventory at the end of 2014, and verified all radios, consoles and equipment in stock. The City
of Orange Police and Fire departments utilize the 800 MHz system on a daily basis for business
and emergency communication. This is a vital communication tool for both internal and external
communications that allows our Public Safety personnel to communicate with other agencies
throughout the County during emergencies. Public Works, Community Development and
Community Services also have radios and use the system for emergency purposes, and during
special events to communicate with public safety.
The total cost of the entire 800 MHz CCCS upgrade is $44 million, which will be shared by the
County, all 34 cities, and four participating agencies. The City of Orange's share of the CCCS is
made of two agency specific costs, agency equipment for $4.1 million and City's share of
backbone upgrades of $1.4 million. The approximate financial commitment for the City of
Orange is $5.5 million. Staff is currently reviewing funding options with the County and
participating jurisdictions for this purchase which may include financing and debt service. Staff
will be returning to Council by spring 2015 with funding options for your consideration and
action. For FY 15, an initial payment of $92,000 will be required which was budgeted in the
Proposition 172 (120 Fund). While future year debt service payments have yet to be determined,
it is anticipated that the funding source for this project will be Proposition 172 funds, which also
funded the City's participation for the prior 800 MHz CCCS project.
8. ATTACHMENTS
A. 800 MHz CCCS Next Generation — City of Orange Estimates
B. Amendment to Joint Agreement for Operation, Maintenance and Financial Management
of the Orange County 800 MHz Countywide Coordinated Communication System
(CCCS)
Exhibit A. Parties to Amendment
Exhibit B. General Description of System Extension and Project Schedule
Exhibit C. Total Estimated System Extension Cost and Estimated Party Cost Share by
Fiscal Year
Exhibit D. Other Participating Agencies
ITEM 3/10/15