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Home My WebLink About05 APPROVAL OF AMENDMENT TO JOINT AGREEMENT FOR 800 MEGAHERTZ COUNTYWIDE COMMUNICATION SYSTEM GOY O Agenda Item 5 Reviewed: AGENDA REPORT City Manager a Finance Director N/A &SI% MEETING DATE: MARCH 17, 2015 TO: JEFFREY C. PARKER, CITY MANAGER FROM: CHARLES F. CELANO, JR., CHIEF OF POLICE SUBJECT: APPROVAL OF AMENDMENT TO JOINT AGREEMENT FOR 800 MEGAHERTZ COUNTYWIDE COORDINATE COMMUNICATIONS SYSTEM SUMMARY The history of law and fire communications in Orange County has proven that the ability for common communications among all agencies dramatically improves the delivery of services to the public. The 800 Megahertz Countywide Coordinate Communications System (CCCS) is a radio system which enables interoperability among all participating City and County law, fire, public works and lifeguard/marine safety departments. The 800 MHz CCCS is licensed by the Federal Communications Commission for official communications of the Orange County public safety agencies participating in the system. The 800 MHz CCCS requires significant enhancement in order to extend the life of the system. RECOMMENDATION The Police Department requests Council to authorize the approval of the "Amendment to the Joint Agreement for the Operation, Maintenance and Fiscal Management of the Orange County 800 Megahertz Countywide Coordinated Communications System." Amending this agreement provides commitment for the System Extension, which includes implementation and funding obligations (See Attachment No. 1). FISCAL IMPACT $2,738,646.00 will be paid in five fiscal year payments beginning FY14-15 through FY18-19. Funds will be allocated in the 15-16 and 16-17 biennial budgets. CORRELATION TO THE STRATEGIC PLAN The recommendation correlates to the City's strategic plan by implementing Goal B, item number two, to enhance the City's readiness to respond to major disasters. Amendment to Joint Agreement for 800 MHz Radio System March 17, 2015 Page 2 BACKGROUND/DISCUSSION On November 23, 2004, the Tustin Police Department, along with several other agencies in Orange County executed a document entitled "Joint Agreement for the Operation, Maintenance and Financial Management for the Orange County 800 Megahertz Countywide Coordinated Communications System". This agreement provides for the management and governance of the 800 MHz Countywide Coordinated Communications System. Since the time of this Agreement, there are significant enhancements required to extend the life of the radio system. 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 Project 25 compliance. Project 25 (P25) is the standard for the design and manufacture of interoperable digital two-way wireless communications products. The deployment of P25-compliant systems will allow for a high degree of equipment interoperability and compatibility. The System Extension plan was developed with the goal of continuing to provide quality radio communications to the law, fire, lifeguard, and public works agencies in Orange County. The Amendment to the Agreement includes the estimated cost share amount and obligations of each party to the agreement. 14f F. CELANO, JR. MARY NO `'ITNY Chief of Police Field Supp' Division Man.ger Attachments: 1. Amendment to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordinated Communications System ATTACHMENT NO. 1 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 Page 1 of 11 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: 1. 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 ( "CEQA "). 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 will 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: i. Executed a binding agreement with the County approved Contractor, agreeing to pay or finance its Cost Share through the Contractor directly, or ii. 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 Page 2 of 11 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, and the County reserves the right to pursue any and all available rights and remedies at law or in equity. e. 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 Terms. 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 shall 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 ORANGE, a political subdivision of the State of California By: Chairman of the Board of Supervisors SIGNED AND CERTIFIED THAT A COPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE CHAIRMAN OF THE BOARD M. Clerk of the Board of Supervisors County of Orange, California APPROVED AS TO FORM: COUNTY COUNSEL M. [CITY SIGNATURE BLOCKS TO BE INSERTED] Page 4 of 11 EXHIBIT A PARTIES TO THE AMENDMENT Page 5 of 11 RESPONSIBLE ENTITY ADMINISTRATOR ADDRESS PHONE # Aliso Viejo City Manager 12 Journey, Suite 100 949/425 -2512 Aliso Viejo, CA 92656 -5335 200 S. Anaheim Blvd. Anaheim City Manager 714/765 -5162 Anaheim, CA 92805 City Manager 1 Civic Center Circle 714/990 -7770 Brea Brea, CA 92821 -5732 6650 Beach Blvd. Buena Park City Manager 714/562 -3550 Buena Park, CA 90620 77 Fair Drive Costa Mesa City Manager 714/754 -5328 Costa Mesa, CA 92626 Cypress City Manager 5275 Orange Avenue 714/229 -6688 Cypress, CA 90630 33282 Golden Lantern, Suite 203 Dana Point City Manager 949/248 -3513 Dana Point, CA 92629 10200 Slater Avenue Fountain Valley City Manager 714/593 -4410 Fountain Valley, CA 92708 303 W. Commonwealth Ave Fullerton City Manager Fullerton, CA 92832 714/738 -6310 11222 Acacia Parkway Garden Grove City Manager 714/741 -5100 Garden Grove, CA 92840 2000 Main Street Huntington Beach City Administrator 714/536 -5575 Huntington Beach, CA 92648 1 Civic Center Plaza Irvine City Manager Irvine, CA 92623 -9575 949/724 -6246 201 E. La Habra Blvd. La Habra City Manager 562/905 -9701 La Habra, CA 90633 Page 5 of 11 Page 6 of 11 RESPONSIBLE ENTITY ADMINISTRATOR ADDRESS PHONE # 7822 Walker Street La Palma City Manager 714/690 -3333 La Palma, CA 90623 Laguna Beach City Manager 505 Forest Avenue 949/497 -0704 Laguna Beach, CA 92651 24035 El Toro Road Laguna Hills City Manager 949/707 -2610 Laguna Hills, CA 92653 27801 La Paz Road Laguna Niguel City Manager 949/362 -4300 Laguna Niguel, CA 92677 24264 El Toro Road Laguna Woods City Manager 949/639 -0525 Laguna Woods, CA 92653 25550 Commercentre Drive Lake Forest City Manager 949/461 -3410 Lake Forest, CA 92630 3191 Katella Avenue 562/431 -3538 Los Alamitos City Manager Los Alamitos, CA 90720 ext. 201 Metro Cities Fire 201 S. Anaheim Blvd., Suite 302 Manager 714/765 -4077 Authority Anaheim, CA 92805 200 Civic Center Mission Viejo City Manager 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 Fire Chief 714/573 -6010 Authority Irvine, CA 92602 333 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 City Manager 22112 El Paseo 949/635 -1800 Margarita Rancho Santa Margarita, CA 92688 ext. 210 100 Avenida Presidio San Clemente City Manager 949/361 -8322 San Clemente, CA 92672 32400 Paseo 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 Katella Avenue 714/379 -9222 Stanton City Manager Stanton, CA 90680 -3162 ext. 240 300 Centennial Way Tustin City Manager Tustin, CA 92780 714/573 -3010 17855 Santiago Blvd. Villa Park City Manager 714/998 -1500 Villa Park, CA 92861 West Cities Police West -Comm 911 Seal Beach Blvd. 562/594 -7243 Communications Administrator Seal Beach, CA 90740 8200 Westminster Blvd. 714/898 -3311 Westminster City Manager Westminster, CA 92683 ext. 402 4845 Casa Loma Avenue Yorba Linda City Manager 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 functionalities 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 2017 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 law dispatch centers on the system, as shown below. Page 8 of 11 Console schedule: FY14 /15 - Loma Ridge, Irvine, Laguna Beach, Huntington Beach FY15 /16 - Anaheim, Brea, West Comm, Santa Ana, Tustin FYI 6/17 - Orange, Fullerton, Costa Mesa, Garden Grove, Westminster FY17 /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 FY 15 -16 Radio Counts ESTIMATED COST CitylAgency Cost Partnership Cost CITYIAGENCY Upgrade IP25 capaae With So t m Replace (UPP.deTo P25 Not Possible) Total Console Equipment Radio Equipment' FY 15 -16 North& Laguna Cells FY 16-17 South& Coun4rwide cells FY 17 -18 Remai i g Backbone TOTAL 1. ALISO VIEJO 11 21 32 S S 138,650 S 7,628 $ 18,93D S 43.5% $ 208,206 2 ANAHEIM 432 1,351 1,733 1,928,869 8 602 800 391,545 1 054 758 2,429,258 14 407 41 3, BREA 62 302 364 648,137 1,883,300 79 891 215,329 495,936 3,322,593 4. BUENA PARK 76 256 334 569,804 1,635,400 73 276 197,582 455,062 2,931,124 5, DOSTAMESA 105 523 628 680,354 3,258,750 137,966 371,502 855,626 5,304,197 8. CYPRESS 24 1711 194 0 1,D47,600 42 604 114,763 264,317 1,469,2135 7. DANA POINT 15 49 64 0 311,250 14,054 37,86D S7,198 450,362 A. FOUNTAIN VALLEY 45 204 249 443,290 1,275,750 54 702 147.299 339,253 2,260,294 S. FULLERTON 125 513 638 501,417 3,221,750 140,141 377418 369,250 5109976 'D. GARDEN GROVE 115 4T5 590 369,240 2,982,250 129 608 349.023 W3,W2 4,633,972 1. HUNT114GTO14 BEACH 452 820 1,272 1 097 718 5439 800 279,398 752.469 1.733,051 9 302 436 12. IRVINE 111 503 614 432 209 3145 650 134,878 353,22D &36,551 4,912,5D9 13.11-A HABRA 73 190 263 ST3 584 1,223,950 57 809 155 581 35B.327 2,369,252 14. LA PALMA 31 51 82 166 901 341,650 15,008 48 5D8 111,722 686,789 15. LACUNA BEACH 85 247 332 526,652 1,579,750 72 883 196,399 452,337 2,828,D21 16. LACUNA HI LLS 4 41 45 0 25D,600 9,8T5 26.62D 61,311 348,407 17. LAGUNANIGUEL 9 55 64 0 3413350 14,081 3786D 87,198 479,489 16. LACUNA WOODS 2 4 6 0 26,300 1,330 3,549 8,175 39,354 19. LADLE FOREST 21 67 88 0 426,150 19,325 52,D58 119,897 617,429 20. LOS ALAMITOS 15 45 60 0 287,250 13,176 35,494 81,748 417,6133 21. METRONET 37 10 4T 1,956,250 102 550 10,321 27,8D3 64,036 2,17D,960 22. MISSION VIEJO 30 90 120 0 574,5W 26,366 7D,988 163,495 835,349 23. NEWPORT BEACH 438 401 839 532,934 2909,700 134,290 496,322 1,143,105 5 266 351 24. ORANGE 115 514 629 598,012 3,216,250 137 889 372,D94 356.9m 5181 233 25. PLACENTL4 30 107 137 413,090 676,5W 30,119 81,D44 136,657 1,387,410 26. RANCHO SNTA MARG. 7 29 36 0 182,D50 7,906 21,296 49,049 26D,301 27. SAN CLEMENTE 12 97 109 0 595,8w 23,931 64,48D 148 508 832,719 28. SAN JUAN CAPISTRANO 6 33 39 0 2B4,900 8,525 23,D71 53,136 289,632 29. SANTA ANA 219 818 1,037 591,620 5,159,&50 227,713 613,451 1,412,3T2 8 005 506 30. SEAL BEACH 25 97 122 0 61D,750 26,844 72,171 166,220 875,965 31- STANTON 1D 63 73 0 389500 16051 43,184 99461) 548,195 32- TUSTIN 81 243 324 483,266 1,551,150 71 126 191,667 441,437 2,733,646 33 -1ALLA PARK 0 6 6 0 36,000 1,318 3,549 8,175 49,042 34. WEST -COMM 4 13 17 631,052 82,600 3,733 10,057 23,162 750,6134 35. WESTMINSTER 73 2T4 347 549,621 1,727,950 76 13T 205,273 472 774 3,031,755 30. VORSA LINDA 35 fit 9T 0 412,250 21,302 57.382 132,159 623,D92 37. OCFA 950 863 1,613 3,217,530 fi 270 500 397,622 %m,505 2,470,142 13 428 38. OCTA 713 43 113 0 338,5W 24 8T5 66 ,847 153,958 534,179 39. Oc LIFEGUARD 7 4T 54 438,900 29D,D50 11,865 31,944 73,573 846,333 40.11 RIANE V-1-Y. CLLG. PD 16 0 16 0 18,400 3,527 9,465 21,799 53,192 41. SANTA ARA UNIF. So PD 51 2 53 0 7D,650 11,639 31,353 72,210 185,852 42. SADDLEBACK CLLG. PD 18 0 18 0 2D,700 3,953 1D,648 24,524 59,825 43. CEO 1 1 2 0 7,150 439 1.183 2,725 11497 44. DA D 225 225 0 1 350 D00 49,411 133 102 306,554 1,839,1337 46. HCA 184 98 282 0 799,600 61,804 166,821 334,214 1,412,439 46. MA 39 194 233 536,250 1,2D8,&50 51 175 137,834 317,453 2,251,563 47. OC AN IMAL CONTROL 1D 110 120 350 000 671,5W 26 ,386 7D,988 163,495 1,282,369 48. OC DANA POI NT HARBOR 0 13 13 0 78 D00 2,822 7,69D 17,712 1 D6 225 49. OC PARKS 131 248 3T9 0 1,633,650 83 218 224,2D3 516,3T3 2,462,443 50. OCPW 1D 469 4T9 D 2 825 5[10 105 2T0 283,359 652,619 3,866,748 51. OC W R 59 3 62 0 85,850 13,6132 36,67 34,473 22060 52. PRORATION 177 435 612 0 2,813,550 134,695 362,D37 833,826 4,144,106 53. SHERIFF 857 1922 2779 d 428 829 12 517850 610 825 1643 955 3 786 280 22 987439 54. SSA 19 0 19 0 21 850 4173 11.240 25857 63149 TOTAL S 4,162A52 $ 11,211,90!51$ 25,622,T27 The costs stated herein are estimated casts elgressedas not to exceed amounts subject to the final system design. 1 541,197,664 PARTNERSHIP TOTAL ' R is recommended that the Partnership co-ordinate a bulk equipment purchase in FY 16-1T. Page 10 of 11 J- .-2016 EXHIBIT D PARTICIPATING AGENCIES Page 11 of 11 RESPONSIBLE AGENCY ADMINISTRATOR ADDRESS PHONE # Irvine Valley College Police Chief 5500 Irvine Center Drive, Irvine CA 949/451 -5201 Police Department 92618 Orange County Administrator Transportation 600 S. Main Street, Orange CA 92868 714/560 -6282 Authority Saddleback College 28000 Marguerite Parkway, Mission police Chief 949/582 -4390 Police Department Viejo CA 92692 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 Highway, Dana president 949/276 -5050 Lifeguards) Point CA 92629 Page 11 of 11