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Home My WebLink About12 - 800 MHz Radio ReplacementCITY OF F NEWPORT REACH City Council Staff Report October 14, 2014 Agenda Item No. 12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Dave Kiff, City Manager— (949) 644 -3002, dkiff @newportbeachca.gov PREPARED BY: Rob Houston PHONE: (949) 644 -6066 TITLE: Payment of City's Share of 800 MHz Radio Replacement Project ABSTRACT: The City of Newport Beach, as a member of the 800 MHz Countywide Coordinated Communications System (CCCS), agrees to share in the cost of upgrading aging backbone equipment through a cost - sharing allocation. This allocation was not appropriated during the Budget process in June of this year as the exact share amount was not determined until August RECOMMENDATION: Approve Budget Amendment 15BA -014 to appropriate $114,857.00 for the Fiscal Year 2014 -15 costs associated with the 800MHz Countywide Coordinated Communications System upgrade. FUNDING REQUIREMENTS: There is sufficient fund balance in the Equipment Fund for this appropriation. DISCUSSION: The City of Newport Beach, along with 33 other Orange County municipalities, the County of Orange, and the Orange County Fire Authority, jointly govern and finance the 800 MHz Countywide Coordinated Communications System (CCCS). The 800 MHz CCCS provides a fully interoperable communications network that is utilized by several departments at the City, including Fire /Marine, Police, Municipal Operations /Utilities, and Public Works. The 800 MHz system is a nationwide resource that has provided reliable communications in time of crisis for Public Safety and Public Works agencies. The rise in the growth of cell phone use has resulted in an increase in radio interference from cellular sites, resulting in missed or poor transmissions nationwide, including the County's public safety network. This interference is because the cellular frequencies are mixed with the public safety 800 MHz frequencies. The Sheriffs Communications Division worked closely with local cellular companies to alleviate some of this interference and to monitor future cellular installations, but was unable to fully address the interference issues. On October 29, 2004, the Federal 12 -1 Communications Commission (FCC), mandated a national program that involves the reallocation of frequencies in the 800 MHz band so that the cellular frequencies are separated from the public safety frequencies ( "FCC Order "). The extensive County 800 MHz radio communication system is near its expected end of life and requires a complete replacement of both the large backbone equipment and the individual radios. The FCC Order requires that any replacement system must be P25 700MHz compatible to ensure clear communications that will work across County agencies and provide interoperability with FEMA and the Department of Homeland Security. The CCCS member agencies, including the City of Newport Beach, engaged in significant discussions as to how to take on this upcoming replacement project and have decided on a four year phased cost allocation that is outlined in the attachments to this report. It should be noted that final costing for the last year of the phase is not finalized and may result in a lower number than currently estimated. In preparation for this upgrade, adopted budgets have slowly set aside portions of the necessary funds within the Equipment Fund to pay for the radios, stations, and backbone - but more will be needed. This agenda item funds our share of the first phase of this project. ENVIRONMENTAL REVIEW: This action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060 (c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers this item). ATTACHMENTS: Description Attachment A - 4 -Year Cost Allocation Share for the City and All Partner Agencies Attachment B - Budget Amendment 12 -2 800 MHz CCCS Next Generation - Budget Estimates ATTACHMENT A NEWPORT BEACH (updated Jan. 2014) Estimated costs subject to final system design. * It is recommended that the Partnership co- ordinate a bulk equipment purchase in FY 16-17. NEWPORT BEACH Jan. 2014 12 -3 ESTIMATED COST FY 14 -15 Radio Counts CitVIA_qencV Cost Partn hip Cost Upgrade Replace Total Console Radio FY 14 -15 FY 15 -16 FY 16 -17 FY 17 -18+ TOTAL Equipment Equipment* Northwest & North & South & Remaining (P25 Capable (Upgrade To Southwest Laguna Countywide Backbone WKh software P25 Not Cells Cells Cells (Estimated) Upgrade) Possible) CITY/AGENCY NEWPORT BEACH: -Law 195 176 371 $ 484,486 $ 1,280,250 $ 51,155 $ 84,078 $ 219,911 $ 1,120,290 $ 3,240,169 -Fire 175 34 209 0 405,250 28,818 47,365 123,885 631,106 1,236,424 - Public Works 29 160 189 0 993,350 26,06) 42,832 112,030 570,714 1,744,986 - Other -Life ward 36 28 64 266,000 209,400 8,825 14,504 37,936 193,2571 729,922 TOTAL 435 1 398 1 833 $ 750,486 1 $ 2,888,250 1 $ 114,8571$ 188,7801 $ 493,7621$ 2,515,367 1 $ 6,951,502 Estimated costs subject to final system design. * It is recommended that the Partnership co- ordinate a bulk equipment purchase in FY 16-17. NEWPORT BEACH Jan. 2014 12 -3 800 MHz CCCS Next Generation- Budget Estimates All Agencies - Summary (updated Jan. 2014) FY 14.15 Radio Counts ESTIMATED COST City /Agency Cost Partnership Cost CITY /AGENCY Upgrade (P25 Capable With Software upgrade) Replace (Upgrade To P25 Not possible) Total Console Equipment Radio Equipment' FY 14.15 Northwest & Southwest Cells FY 15 -16 North & Laguna Cells FY 16.17 South & Countywide Cells FY 17.18+ Remaining Backbone (Estimated) TOTAL 1. AUSO VIEJO 11 21 32 $ $ 138,650 $ 4,412 $ 7,252 $ 18,968 $ 96,629 $ 265,911 2. ANAHEIM 833 952 1,785 1,439,408 6,669,950 246,123 404,529 1,058,062 5,390,073 15,208,146 3. BREA 61 310 371 589,216 1,930,150 51,155 84,079 219,911 1,120,290 3,994,800 4. BUENA PARK 76 269 345 518,003 1,701,400 47,570 78,186 204,499 1,041,7791 3,591,438 5. COSTA MESA 97 523 620 618,503 3,249,550 85,488 140,509 367,506 1,872,182 6,333,739 6. CYPRESS 24 170 194 0 1,047,600 26,749 43,966 114,994 585,812 1,819,121 7. IDANA POINT 15 1 49 64 1 01 311,250 6,8251 14,504 37,936 193,258 565,772 8, FOUNTAIN VALLEY 40 206 246 402,991 1,282,000 33,919 55,750 145,817 742,834 2,663,311 9. FULLERTON 123 510 633 455,833 3,201,450 87,281 143,455 375,212 1,911,438 6,174,669 10. GARDEN GROVE 110 474 584 335,673 2,970,500 80,524 132,350 346,167 1,763,475 5,628,689 11. HUNTINGTON BEACH 445 818 1,263 731,926 5,419,750 174,148 286,230 748,646 3,813,816 11,174,515 12. IRVINE 106 502 608 392,918 3,133,900 83,833 137,789 360,393 1,835,946 5,944,780 13. LA HABRA 59 196 255 521,440 1,243,850 35,160 57,790 151,152 770,010 2,779,402 14. LA PALMA 31 51 82 151,728 341,650 11,306 18,583 48,606 247,611 819,485 15, LAGUNA BEACH 84 252 336 478,774 1,608,600 46,329 76,147 199,165 1,014,602 3,423,617 16. LAGUNA HILLS 4 42 46 0 256,600 6,343 10,425 27,267 138,904 439,538 17. LAGUNA NIGUEL 5 55 60 0 335,750 6,273 13,598 35,565 181,179 574,365 18. LAGUNA WOODS 2 2 4 0 14,300 552 907 2,371 12,079 30,208 19. LAKE FOREST 21 67 88 0 426,150 12,134 19,943 52,162 265,729 776,118 20. LOS ALAMITOS 15 45 60 0 287,250 8,273 13,598 35,565 181,179 525,865 21. METRONEr 37 10 47 1,787,500 102,550 6,481 10,651 27,859 141,923 2,076,965 22. MISSION VIEJO 30 88 118 0 562,500 16,270 26,742 69,945 356,319 1,031,776 23, NEWPORT BEACH 435 398 833 750,486 2,888,250 114,857 188,780 493,762 2,515,367 6,951,503 24. ORANGE 115 551 666 543,647 3,438,250 91,831 150,933 394,773 2,011,086 6,630,520 25. PLACENTIA 30 102 132 375,537 646,500 16,201 29,915 78,243 398,594 1,546,989 26. RANCHO SNTA. MARG. 7 29 36 0 182,050 4,964 8,159 21,339 108,707 325,219 27. SAN CLEMENTE 9 101 110 0 616,350 15,167 24,929 65,203 332,161 1,053,810 28. SAN JUAN CAPISTRANO 6 39 45 0 240,900 6,205 10,198 26,674 135,884 419,861 29. SANTA ANA 219 821 1,040 537,836 5,177,850 143,399 235,692 616,462 3,140,435 9,851,674 30. SEAL BEACH 17 97 114 0 601,550 15,719 25,835 67,574 344,240 1,054,918 31. STANTON 8 62 70 0 381,200 9,652 15,864 41,493 211,375 659,584 32. TUSTIN 80 248 328 439,333 1,580,000 45,226 74,334 194,423 990,445 3,323,760 33. VILLA PARK 0 6 6 0 36,000 827 1,360 3,557 18,118 59,861 34. WEST -COMM 4 13 17 573,684 82,600 2,344 3,853 10,077 51,334 723,892 35. WESTMINSTER 73 284 357 499,655 1,787,950 49,225 80,906 211,612 1,078,015 3,707,363 36. YORBA LINDA 35 62 97 0 412,250 13,375 21,983 57,497 292,906 798,010 37. OCFA 991 902 1,893 2,925,000 6,551,650 261,014 429,005 1,122,080 5,716,195 17,004,944 38. OCTA 65 39 104 0 308,750 14,340 23,569 61,646 314,043 722,349 39. IRVINE VLLY, CLLG. PD 14 0 14 0 16,100 1,930 3,173 8,299 42,275 71,777 40. SANTA ANA UNIF. SO. PD 50 3 53 0 75,500 7,308 12,011 31,416 160,041 286,276 41. SADDLEBACK CLLG. PD 18 0 18 0 20,700 2,482 4,079 10,670 54,354 92,284 42. CEO 1 1 2 0 7,150 276 453 1,186 6,039 15,104 43. DA 0 225 225 0 1,350,000 31,024 50,991 133,369 679,421 2,244,805 44. HCA 179 122 301 1,596,000 937,850 41,503 68,215 178,418 908,914 3,730,900 45. JWA 31 201 232 487,500 1,241,650 31,989 52,577 137,518 700,5591 2,651 794 46. OC ANIMAL CONTROL 76 39 115 133,000 321,400 15,857 26,062 68,166 347,260 911,745 47. OC LIFEGUARD 7 46 53 399,000 284,050 7,308 12,011 31,416 160,041 893,826 48. OC PARKS 133 266 399 0 1,748,950 55,016 90,424 236,508 1,204,840 3,335,738 49. OCPW 12 455 467 0 2,743,800 64,392 105,835 276,815 1,410,176 4,601,018 50. OCWR 60 4 64 0 93,000 8,825 14,504 37,936 193,258 347,522 51. PROBATION 123 444 567 325,000 2,805,450 78,180 128,497 336,090 1,712,141 5,385,359 52. SHERIFF 790 1,907 2,697 4,026,208 12,350,500 371,873 611,212 1,598,652 8,143,993 27,102,439 53. SSA 19 0 19 0 21,850 2,620 4,306 11,262 57,373 97,411 TOTAL $ 2,608,076 $ 4,286,646 $ 11,211,905 $ 57,116,657 Estimated costs subject to final system design. ` It is recommended that the Partnership co- ordinate a bulk equipment purchase in FY 16 -17. $75,223,284 PARTNERSHIP TOTAL aungenclessummen Jar. 2014 12 -4 City of Newport Beach BUDGET AMENDMENT 2014 -15 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues PX from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: FA0rt[d:IPtl=IZ1119= NO. BA- 15BA -014 AMOUNT: $114,857.00 Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance To increase expenditure appropriations from 800 MHz Radios unappropriated fund balance to share in the cost of upgrading aging backbone equipment through a cost- sharing allocation as part of the 800 MHz Countywide Coordinated Communications Svstem uoorade. This is the first vear of the replacement orooram. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit 616 3605 800 MHz Radios - Fund Balance $114,857.00 REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Description Description Division Number 9616 800 MHz Radios Account Number 9334 Backbone $114,857.00 Signed: /y / q— /%' /� Fi 1 aru�r eial Approval'Finance Director �I Date Signed: n �`i7/I �l* Administer tive Approval: City anaqer Date t Signed: City Council Approval: City Clerk Date 12 -5