City of San Juan Capistrano Agenda Report

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1 City of San Juan Capistrano Agenda Report 11/3/2015 F9 TO: FROM: Honorable Mayor and Members of the City Council Lt. Scott Spalding, Chief of Police Services Cindy Russell, Chief Financial Office~ DATE: November 3, 2015 SUBJECT: Consideration of Waiving Formal Bidding Requirements for the Purchase of Replacement Radios for the Orange County 800 Megahertz Countywide Coordinated Communications System Upgrade and Appropriation of Funds (Motorola Solutions) RECOMMENDATION: By motion; 1. Waive the competitive formal bidding requirements for equipment pursuant to the City of San Juan Capistrano Municipal Code Section (b) for the City's radio equipment related to the Orange County 800 Megahertz Countywide Coordinated Communications System based on only one vendor that can provide the necessary equipment; and, 2. Approve the purchase of nineteen (19) Orange County Sheriff's Department (OCSD) patrol car and motorcycle radios under the "Hot Red" radio promotion offered by Motorola Solutions, not to exceed $131,800.08, and authorize the City Manager to execute the necessary documents to complete the purchase; and, 3. Appropriate $49,825 from the Facilities Operation Fund reserves to cover the estimated additional cost to be incurred in Fiscal Year 2015/2016 for the purchase of equipment related to the Orange County 800 Megahertz Countywide Coordinated Communications System Upgrade. EXECUTIVE SUMMARY: The City of San Juan Capistrano is part of the Orange County 800 Megahertz Countywide Coordinated Communications System (800 MHz CCCS) which provides centralized, interoperable voice radio communications for County and City law enforcement, 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. As part of the 800 MHz CCCS upgrade (800 MHz Next Generation), the City is responsible to pay for its share of overall system upgrade costs as well as the cost for the replacement or upgrade of radios used the City and the Orange County Sheriff's Department (OCD) personnel assigned to the City.

City Council Staff Report November 3, 2015 Page 2 of 4 The replacement radios have been identified by the County of Orange and the specific models are only manufactured by Motorola Solutions which

2 City Council Staff Report November 3, 2015 Page 2 of 4 The replacement radios have been identified by the County of Orange and the specific models are only manufactured by Motorola Solutions which requires the City to purchase the replacement radios from this vendor. Due to the higher than anticipated cost for the custom engineered Orange County radios and the number of radios requiring replacement system-wide, Motorola Solutions is offering a one-time promotion of 50% off the price for the replacement radios to be used in patrol cars and motorcycles ("Hot Red" radios) referred to as the "Hot Red" radio promotion, for all participating agencies that purchase these radios by the end of In order to take advantage of this opportunity, additional funding of $49,825 for Fiscal Year 2015/2016 to purchase these replacement radios earlier than planned for. Thereallocated funding does not increase the total project cost over three years as a similar reduction to funding planned for future years would be included in the City's next twoyear budget process for Fiscal Years 2016/2017 and 2017/2018. DISCUSSION/ANALYSIS: The original 800 MHz CCCS was implemented in 1999, and was estimated to have a useful life until 2015; which has been extended to 2018 through on-going maintenance efforts. The necessary new equipment and system upgrades included in the 800 MHz CCCS Next Generation project, will extend the life of the system through The City confirmed its commitment to the 800MHz Next Generation project in 2012, and approved the amendment to the Joint Agreement for the Operations, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordinated Communications System (Joint Agreement Amendment) in April 2015 which addresses the estimated cost of the system extension and the commitment on the part of each agency regarding the implementation and funding obligations. Based on Exhibit C to the Joint Agreement Amendment (Total Estimated System Extension Cost and Estimated Party Cost Share by Fiscal Year dated January 2015) (Attachment 1 ), the estimated cost for the upgrade to the overall system is $41,197,084. The City's share of this cost is $84,732, or 0.21%. Additionally, each City pays for its own radio updates and/or replacements. The January 2015 estimate included the City's radio cost estimate based upon 6 updated radios allocated to the City at $1,150 each and thirty-three (33) replacement radios allocated to the Orange County Sheriff's Department (OCSD) at $6,000 each which totals $204,900 for a total cost of $289,632 to be funded over a three-year period (Fiscal Years 2015/2016 through 2017/2018). The radio cost estimate for the thirty-three (33) OCSD replacement radios includes nineteen (19) "Hot Red" radios for patrol cars and motorcycle units and fourteen portable (hand-held) radios. The cost of the "Hot Red" radios is far more expensive than the original budgetary estimate of $6,000 because of the high cost of custom engineering radios for Orange County. However, the OCSD has been able secure a 50% off discounted price for a "Hot Red" radio package if these radios are purchased by November 30, The discounted costs are $6, for the patrol car version and $6, for the motorcycle version. Additionally, the actual current cost for the portable radios is $4, not including accessories such as chargers.

City Council Staff Report November 3, 2015 Page 3 of 4 Including sales tax, the City's estimated cost for radio equipment is updated as follows: 800 Mhz Upgrade/Replacement Radio Cost (Updated

3 City Council Staff Report November 3, 2015 Page 3 of 4 Including sales tax, the City's estimated cost for radio equipment is updated as follows: 800 Mhz Upgrade/Replacement Radio Cost (Updated September 2015) Portable Radios- Upgrade (City) Portable Radios- Replace (OCSD) Patrol Car ("Hot-Red") Radios- Replace (OCSD) Motorcycle ("Hot-Red") Radios- Replace (OCSD) Total Radio Cost Sales Tax Remainder for shipping/accessories (estimate) Total Radio Cost- Revised Budget No. of Radios Original Estimate Revised Estimate Price per Price per Radio Total Radio Total $1, $ 6, $1, $ 6, $6, , $4, , $6, , $6, , $6, , $6, , $ 204, $ 187, , , $ 204, The City's procurement procedures require competitive formal bidding for equipment purchases greater than $25,000. However, Municipal Code Sections (b) provides for the bidding requirements may be waived when the equipment can be obtained from only one vendor (sole source). The particular technology for the Orange County 800 MHz system is proprietary and the Orange County Sheriffs Department indicates that only Motorola Solutions manufactures the radio specified by the County of Orange for use with the existing and future 800 MHz system. Therefore, staff recommends the City Council authorize a waiver to the City's formal bidding procedures based on the finding that the equipment can be obtained from only one vendor. FISCAL IMPACT: The Fiscal Year 2015/2016 Amended Budget includes $90,700 ($80,300 for radio equipment and $10,200 for the City's share of the overall system). The cost of the "Hot Red" radio package purchase is $131, ($120, for radios, plus sales tax and shipping costs) (Attachment 2) and the City's contribution to the overall system for Fiscal Year 2015/2016 is $8,525, for a total of $140,325. Based on the reallocation of costs, the proposed revision to the City's Fiscal Year 2015/16 Amended Budget and projections for future budgets is as follows: Funding Plan Allocation (Revised) Fiscal Year FY 15/16 FY 16/17 FY 17/18 Total Amount Budgeted and Planned For< 1 >< 2 > $ 90,500 $ 83,696 $ 115,436 $ 289,632 City Cost - Radios $ 131,800 $ 73,100 $ - $ 204,900 Partnership Cost - Overall System 8,525 23,071 53,136 84,732 Total Estimated Cost $ 140,325 $ 96,171 $ 53,136 $ 289,632 Proposed Budget Adjustment $ 49,825 $ 12,475 $ (62,300) $ - (1) The City's Adopted Budget for FY 15/16 was based on original January 2014 estimate. (2) The FY 2016/17 and 2017/18 projections have been updated based on the January 2015 estimate and the recommendation that the Partnership co-ordinate bulk purchase for remaining equipment in FY 16/17.

4 City Council Staff Report November 3, 2015 Page 4 of 4 ENVIRONMENTAL IMPACT: The County is the lead agency for purposes of the California Environmental Quality Act and shall obtain all necessary approvals related to the 800 MHz Next Generation project. PRIOR CITY COUNCIL REVIEW: On March 15, 2005, the City Council approved the Joint Agreement for the Operations, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordinated Communications System. On September 18, 2012, the City Council authorized the City Manager to confirm the City's participation in the replacement of the Orange County 800 MHz Countywide Coordinated Communications System. On April 7, 2015, the City Council approved an Amendment to the Joint Agreement for the Operations, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordinated Communications System for the implementation, costs and funding for the Next Generation CCCS. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: Not applicable. NOTIFICATION: Marten J. Miller, Orange County Sheriff-Coroner Department- 800 MHz CCCS Next Generation Project Manager ATTACHMENTS: Attachment 1 -Exhibit C to the Joint Agreement Amendment- Total Estimated System Extension Cost and Estimated Party Cost Share by Fiscal Year dated January 2015 Attachment 2 - Quote from Motorola Solutions

5 800 MHz CCCS Next Generation- Budget Estimates All Agencies- Summary (updated Jan. 2015) FY Radio Counts City/Agency Cost Upgrade Replace Total Console Radio Equipment Equipment" (P25 Capoble (Upgrade To With Software P25 Not CITY/AGENCY Uoarade Posa-l 1. ALISO VIEJO $ - $ ANAHEIM 432 1,351 1,783 1,928,869 8, BREA ,137 1,883, BUENA PARK COSTA MESA CYPRESS DANA POINT FOUNTAIN VALLEY FULLERTON GARDEN GROVE HUNTINGTON BEACH , IRVINE LA HABRA , LA PALMA , , LAGUNA BEACH LAGUNA HILLS LAGUNA NIGUEL LAGUNA WOODS LAKE FOREST LOS ALAMITOS METRONET ,966, MISSION VIEJO , NEWPORT BEACH , , ORANGE PLACENTIA RANCHO SNTA. MARG SAN CLEMENTE BOO 28. SAN JUAN CAPISTRANO SANTA ANA SEAL BEACH STANTON TUSTIN , VILLA PARK WEST-COMM , WESTMINSTER YORBA LINDA OCFA ,813 3,217,500 6,270, OCTA , C LIFEGUARD , , IRVINE VILLY. CLLG. PO , SANTA ANA UNIF. SO. PO , SADDLEBACK CLLG. PO , CEO DA HCA , JWA OC ANIMAL CONTROL , OC DANA POINT HARBOR OCPARKS OCPW OCWR PROBATION SHERIFF , SSA ,850 TOTAL The costs stated herein are estimated costs expressed as not 10 exceed amounts subject 10 the final system design.. It os recommended that the Partnership C()-()rdinate a bulk equipment purchase 1n FY ESTIMATED COST Partnership Cost FY FY North & South& Lagune Countywide Cells Cells $ $ $ , , , , , ,581 18, , , , , ,318 3, , , ,622 1,072,505 24,875 66,847 11,865 31,944 3,527 9,465 11,639 31,353 3,953 10, , , , , , , $ 4, $ 11,211,905 $ $41197,084 PARTNERSHIP TOTAL FY Remaining Backbone TOTAL $ ,407, ,936 3,322, , , , , , , , , , , , , ,632 1, , , ,142 13,428, , ,179 73, ,333 21,799 53,192 72, ,852 24,524 59, ,214 1,412, , , , ,822,727 January 2015 ATTACHMENT 1 Alf Agencie..sumtncwy Jan. 2015

6 0 MOTOROLA Motorola Solutions 6450 Sequenu Drive San Diep, C Attentioo: IGm C plan Phoae: Kim.CJplanCIMotorol com Quote: I 026l5HRRSJC PREPARED FOR: COMPANY : Scott Spalding San Juan Capistrnno-OCSD Eq uipment Details and Pricing OC Prict Book MOBILE HOT RED RECEIVER RADIO HOT RED RECEIVER GREEN RADIO MOBILE 16 M25URS9PWI N 16 GSI 16 G GA G G W G G67 16 G W22 16 BIB 16 W GA GAOIIIJAA 16 GA05100AA HOT RED RECEIVER RED RADIO MOBILE 16 M25URS9PWI N 16 G51 16 G G G88 16 G G67 16 G BIB 16 GAOI117AA 16 GA05100AA APX MHZ MID POWER MOBILE WATT $12, ADD: SMARTZONE OPERATION ADD: ASTRO DIGITAL CAl OPERATION ADD: APX07CONTROLHEAD ADD: CONTROLHEADSOFrWARE ADD: AES/DES-XUOES-OFB ENCRYPTION ADD:MULTI-KEY ADD:P25 TRUNKING ADD: ANT 1/4 WAVE MHZ ADD: PALM MICROPHONE ADD: AUXl.LI.ARY SPKR 7.5 WATT ADD: 8 MODE DIRECT ENTRY ADD: DUAL RADIO STACKABLE MID POWER TRUNNION ENH: DUAL RADIO OPERATION (PRIMARY RADIO) DEL: NO SFS-Sm WARRANTY APPUES APX MHZ MID POWER MOBILE I 0-35 WATT ADD SMARTZONE OPERATION ADD. ASTRO DIGITAL CAl OPERATION ADD:P25 TRUNKING ADD. NO CONTROL HEAD NEEDED ADD: CONTROL BEAD SOFrW ARE ADD: ANT 1/4 WAVE MHZ ADD: NO MICROPHONE NEEDED ADD: AUXIUARY SPKR 7.5 WATT ENH: DUAL RADIO OPERATION (SECONDARY RADIO) DEL. NO SFS-Sm WARRANTY APPUES $8, $6, $100, MOTORCYCLE HOT RED RECEIVER RADIO HOT RED RECEIVER GREEN RADIO MOTORCYCLE M30URS9PWI N G51 G806 GA00805 G361 G851 W969 G444 G67 G335 BIB GAOOI115 Gl38 W620 GAOI116 GAOIII3AA GA05100AA HOT RED RECEIVER RED RADIO MOTORCYCLE M25URS9PWI N GSI G806 G361 G88 G444 G67 G GAOIII7 Gl42 GA05100AA APX MHZ MID POWER MOBILE WATT $13, ADD: SMARTZONE OPERATION ADD: ASTRO DIGITAL CAl OPERATION ADD. APX 07 CONTROL READ ADD:P25 TRUNKING ADD: AES/DES-XUOES-OFB ENCRYPTION ADD:MULTI-KEY ADD: CONTROLHEADSOFrWARE ADD:ANT 1/4 WAVE MHZ ADD: AUXl.LI.ARY SPKR 7.5 WATT ADD: DUAL RADIO ST ACKABLE MID POWER TRUNNION ADD: APX MOTORCYCLE CH SFWR ADD: NO MTRCYCLE ENCL NEEDED APEX ADD: DUAL RADIO AUDIO COMBINER ENH: DUAL RADIO OPERATION (PRIMARY RADIO) ADD: NO MICROPHONE NEEDED DEL: NO SFS.Sm WARRANTY APPUES APX MHZ MID POWER MOBILE WATT ADD: SMARTZONE OPERATION ADD: ASTRO DIGITAL CAl OPERATION ADD:P25TRUNKING ADD: NO CONTROL HEAD NEEDED ADD: CONTROL HEAD SOFrW ARE ADD: ANT 1/4 WAVE MHZ ADD: NO MICROPHONE NEEDED ENH: DUAL RADIO OPERATION (SECONDARY RADIO) ADD:NO SPEAKER NEEDED DEL: NO SFS-Sm WARRANTY APPUES $9, $6, $20, ATTACHMENT 2- Page 1 of2

7 ~OOITIO' \1 \IOIORC\C\ Jf 1'\RIS Hf835A HICN6169B HMNI090 8 MODE DIRECT ENTRY CABLE, REMOTE MOUNT, 5M ADDcPALM MICROPHONE Pricing JlC1" Orange Coonty Price Book Agreement# MA~I Pncmg Includes Orange County 2015 Hot Red Reccwcr PromotionaJ Trude In Discount Radios must be ordered prior to October 31, 2015 and ship prior to December 31, 2015 to be eligible for Promotion OOOTE TERMS AND CONDITIONS ; SUBTOTAL TAXES SHIPPING $131, $120, $9, $1, l) Quotes~ exclusive of aji instajiation and programming charges(uolcss cxpressty stated) and all applicable La.~. 2) Purdlaser will be responsible for shipping C06l5. which will be added to the invoice. 3) Prices quoccd ore valid fa< thlrty(30) days from the date of this quo<c. 4) Unless otherwise stated, payment will be due within thirty days after invoice. 5) The infamation provided in this quote is povidcd f<r budgetary purposes only, and docs not constitute M offer to sell or license any Motorola producl ATTACHMENT 2- Page 2 of 2

Approval of purchase order with Motorola Solutions for 800 MHz "Hot Red" Radio Promotion August 12, 2015

Page 2 Approval of purchase order with Motorola Solutions for 800 MHz "Hot Red" Radio Promotion August 12, 2015 Page 2 The individual obligations for the ongoing maintenance cost of the System Backbone