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Date: To: From: Subject: February 6, 2012 El Cerrito City Council Sylvia Moir, Police Chief Lance Maples, Fire Chief AGENDA BILL Agenda Item No. 7 East Bay Regional Communication System (EBRCS) Radio Purchase for the Police, Fire, Public Works, and Recreation Departments ACTION REQUESTED Adopt a Resolution authorizing the City Manager or his designee to purchase new base station, vehicle and portable radios which are P25 compliant in accordance with the East Bay Regional Communication System (EBRCS) Joint Power Authority (JPA) for the Police, Fire, Public Works, and Recreation Departments; accept a grant of $273,000 from the El Cerrito Municipal Services Corporation and appropriate the grant fund; and appropriate $273,000 from the Vehicle and Replacement Fund; and accept a grant for $2,802,400 from the Federal Emergency Management Agency (FEMA) and accept $605,600 in matching funds from local Fire Agencies. BACKGROUND On September 20, 2010, the City Council authorized the City Manager or his designee to enter into a project operating agreement with the EBRCS Joint Powers Authority (JPA). The EBRCS stated goal when first established in September of 2007, was to construct a state of the art, regional interoperable radio system. The new EBRCS system will replace a patchwork of unlike systems, which exists in Alameda and Contra Costa Counties. This goal is near completion in Alameda and Contra Costa Counties, which are the geographic and operational areas of the radio system. Agencies in Alameda and Contra Costa Counties are in different phases of leasing, purchasing, and installing radios for EBRCS. The Richmond Police Department Dispatch Center, which is the City's primary dispatch center, is in the process of having the new radio equipment installed and tested. The EBRCS radio system was designed by Motorola through a procurement process initiated by Alameda County. With the completion of the Alameda County and Contra Costa County cells, the system will be available for use to all stakeholders which include 36 member agencies consisting of both Counties, 29 cities, four special districts, and the University of California. There are two components to the EBRCS radio cost structure, the first is the purchase of base station, vehicle and portable radio equipment with necessary accessories. The second component is the maintenance and operation costs per radio on the EBRCS system. The total number of radios on the EBRCS system is in flux as new agencies opt in and opt out, ---PAGE BREAK--- Agenda Item No. 7 thus impacting the total number of member radios and therefore the cost of maintenance and operations. With the current numbers of members who have opted in, the maintenance and operations costs are estimated to be $45 per unit. The City of El Cerrito is currently paying similar radio maintenance and operations fees as part of the existing radio system. These payments will eventually cease and the existing budgeted funds will be applied toward the EBRCS maintenance fees. ANALYSIS The EBRCS JP A, Motorola, and Police and Fire Departments have been examining financing for the radio system which incorporates a combination of grants and debt service. Alameda and Contra Costa Counties are taking advantage of existing funding sources such as grants, American Recovery and Reinvestment Act bonds and debt service to fund the remaining infrastructure for the radio system. Our City's specific purchase of radios is separate from the aforementioned grants and recovery act funds and would be necessary even without EBRCS. On behalf of its member agencies, the EBRCS JPA utilized a competitive bid process in which Motorola was awarded the equipment (radios) contract. Because Motorola is the system vendor for the EBRCS JP A and also the provider of the radios and the equipment maintenance, choosing them as our vendor is in our best interest and much more economical than going out to bid ourselves. Contra Costa County radio technicians will be handling the installation and programming of the individual radios for the local jurisdictions. The equipment acquired through this purchase will be owned outright by the City ofEl Cerrito. The number of radios to be purchased, including base station, vehicle and portable radios for the Police, Public Works and the Recreation Departments totals 122. This total does not include the 84 radios to be purchased by the Fire Department. FINANCIAL IMPACT Earlier in the year, the Fire Department, along with the San Ramon Valley Fire Protection District, hosted a Regional Assistance to Firefighter grant. The El Cerrito Fire Department's grant covered portable radios and the San Ramon Valley Fire Protections District's grant covered mobile and base station radios for all of the Fire Departments and Fire Districts in Contra Costa County. On January 6, 2012, the El Cerrito Fire Department and the San Ramon Valley Fire Protection District were notified that they were successful with these Regional grants. The total award for El Cerrito is $3,328,000 and the total award for San Ramon Valley Fire Protection District is $2,383,353. The Federal share of these grants is 80% or $2,662,400 for El Cerrito and $1,906,680 for San Ramon Valley Fire Protection District. The remaining 20% of costs for these purchases will be shared amongst the Fire Departments and Fire Protection Districts in Contra Costa County. Therefore, the El Cerrito Fire Department will only need funding for 20% of their purchase. The Police Department is also including the cost analysis structure for the Recreation and Public Works Departments. The Department's submission and quotes reflect radios for these three departments. The total purchase price for 122 radios, installation, and required accessories is approximately $451,000. The Police Department has the largest number of Page 2 ---PAGE BREAK--- Agenda Item No. 7 radios in use at any given time which totals 95 radios. The 95 radios and all accessories total $355,000. Public Works accounts for $81,000 which totals 23 radios. The Recreation Department accounts for four radios and one base station at a cost of $15,000. The Fire Department will be purchasing 84 total units at a total cost to the City of approximately $95,000 to cover the 20% match out of a total price of approximately $475,000. The total cost to each department is impacted by the mix of radio types. After a comprehensive needs assessment, the Departments were able to reduce the total number of radios to the current number, thereby saving $36,661. Approximately $300,000 was previously set aside in the Vehicle and Equipment Replacement Fund to offset some of these anticipated costs as mentioned in the September 2010 Agenda Bill. When including the savings that the Fire Department grant represents, each radio, accessories, programming, and installation equates to approximately $2,650 per radio rather than approximately $4,500 per unit without the grant. Of the total cost to the City of $546,000, that amount will be split evenly between the vehicle and equipment replacement fund and the El Cerrito Municipal Services Corporation (MSC) fund balance, thereby eliminating the need to utilize any General Fund dollars. We anticipate that the MSC Board of Directors will take action to award the grant funds at its meeting following tonight's City Council meeting. The overall radio funding is described in Attachment 1. LEGAL CONSIDERATIONS The City may purchase the radios through the competitive procurement process implemented by the JPA. Reviewed by: ?!ttL~r Attachments: 1. Cost Breakdown 2. Proposed Resolution 3. Grant Award letter Page 3 ---PAGE BREAK--- EAST BAY REGIONAL COMMUNICATION SYSTEM (EBRCS) RADIO SYSTEM REGIONAL GRANT STRUCTURE Sources El Cerrito Federal Grant and Matching Funds 80% El Cerrito FEMA Grant $21662AOO 20% Fire Agency Participation 6051600 20% City portion funded by MSC Grant 301000 20% City portion funded by Vehicle & Equipment Replacement 301000 Total El Cerrito FEMA Grant 313281000 San Ramon Federal Grant -City use and matching 80% San Ramon FEMA Grant 20% City Portion funded by Ran Ramon FEMA Grant Total use of San Ramon FEMA Grant Funding for El Cerrito non-Fire Department radios MSC Grant Vehicle & Equipment Replacement Fund Total Revenue Sources for project Uses Police Public Works Recreation Fire Other Agencies Total Uses of Funds EL CERRITO RADIOS Funding Sources for City Radios FEMA Grant MSC Grant Vehicle & Equipment Replacement Fund Radios by Department Police Public Works Recreation Fire Total cost of radios for EC FEMA Grant participation Net after FEMA Grant 95 23 4 84 206 [PHONE REDACTED] 351000 1751000 2251500 2251500 4511000 $319541000 $3551000 811000 151000 4751000 310281000 $319541000 $3801000 2731000 2731000 $9261000 $3551000 811000 151000 4751000 9261000 {3801000) $5461000 Average Cost $4A95 $21650 Attachment 1 ---PAGE BREAK--- RESOLUTION 2012-XX Agenda Item No. 7 Attachment 2 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO ACCEPTING $2,802,400 IN GRANT FUNDS FROM THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA), $605,600 IN FIRE AGENCY MATCHING FUNDS, $273,000 IN GRANT FUNDS FROM THE MUNICIPAL SERVICES CORPORTATION (MSC), APPROPRIATING $273,000 FROM THE VEHICLE AND EQUIPMENT REPLACEMENT FUND AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A $3,954,000 AGREEMENT FOR THE PURCHASE OF BASE STATIONS, VEHICLE AND PORTABLE RADIOS FOR USE ON THE EAST BAY REGIONAL COMMUNICATIONS SYSTEM (EBRCS) WHEREAS, the City of El Cerrito entered into an agreement with the East Bay Regional Communication System (EBRCS) and Joint Powers Authority in September 2010 for the purpose of jointly purchasing Federally mandated P25 compliant interoperable radios; and WHEREAS, EBRCS awarded the radio contract to Motorola as the preferred vendor; and WHEREAS, TheEl Cerrito Fire Department initiated and won a Federal Emergency Management Agency (FEMA) regional grant totaling $2,662,400 to fund 80% of the radio portion of the equipment purchase for all Fire Departments and Fire Districts in Contra Costa County; and WHEREAS, The San Ramon Fire District also received an award from FEMA for base station equipment in which the City will receive $140,000 in FEMA grant funds; and WHEREAS, the cost to purchase radios and base stations for the El Cerrito Public Safety, Public Works, and Recreation Department has been determined to be $926,000; and WHEREAS, The City has requested $273,000 in grant funding from the El Cerrito Municipal Services Corporation, appropriated $273,000 from the City's Vehicle and Equipment Replacement Fund and will use $380,000 ofFEMA grant funds to buy the equipment; and WHEREAS, the remaining grant funds will be distributed to Motorola along with the other Fire Agency's 20% matching contributions for the purchase of their equipment. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of El Cerrito hereby accepts $2,802,400 in total FEMA grant funds and $605,600 in matching funds on behalf of Contra Costa Fire Agencies, $273,000 in grant funds from the MSC, and authorizes the appropriation of approximately $273,000 from the City's Vehicle and Equipment Replacement Fund. BE IT FURTHER RESOLVED that the City Council authorizes the City Manager or his designee to enter into a contract with Motorola for the purchase of emergency radios and equipment, with the funding as shown on Exhibit A, attached herein. ---PAGE BREAK--- Agenda Item No.7 Attachment 2 I CERTIFY that at a regular meeting on February 6, 2012, the City Council of the City ofEl Cerrito passed this Resolution by the following vote: AYES: Councilmembers: NOES: Councilmembers: ABSENT: Councilmembers: ABSTAIN: Councilmembers: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on February X, 2012 Cheryl Morse, City Clerk APPROVED: William C. Jones III, Mayor ---PAGE BREAK--- Panel Review Mr. David Gibson El Cerrito Fire Department 10900 San Pablo Avenue El Cerrito, California 94530~2391 Re: Grant No.EMW-2011~FRw00249 Dear Mr. Gibson: Page 2 of7 Agenda Item No. 7 Attachment 3 U S. Department of Homeland Security Wrn>hington. D.C. 20472 FEMA On behalf of the Federal Emergency Management Agency (FEMA) and the Department of Homeland Security (DHS), I am pleased to inform you that your grant application submitted under the FY 2011 Assistance to Firefighters Grant has been approved. F'EMA's Grant Programs Directorate (GPD), in consultation with the U.S, Fire Administration (USFA), carries out the Federal responsibilities of administering your grant. The approved project costs total to $3,328,000.00. The Federal share is 80 percent or $2,662,400.00 of the approved amount and your share of the costs is 20 percent or $665,600.00. As part of your award package, you will find Grant Agreement Articles. Please make sure you read and understand the Articles as they outline the terms and conditions of your grant award. Maintain a copy of these documents for your official file. You establish acceptance of the grant and Grant Agreement Articles when you formally receive the award through the AFG online system. By accepting the grant, you agree not to deviate from the approved scope of work without prior written approval from FEMA. If your SF 1199A has been reviewed and approved, you will be able to request payments online. Remember, you should request funds when you have an immediate cash need. If you have any questions or concerns regarding the awards process or how to request your grant funds, please call the helpdesk at 1-[PHONE REDACTED]. Elizabeth M. Harman Assistant Administrator Grant Programs Directorate 1/18/2012