REPORT TO MAYOR AND COUNCIL - PDF Free Download

AGENDA ITEM NO. 3.j REPORT TO MAYOR AND COUNCIL TO THE HONORABLE MAYOR AND COUNCIL DATE: July 24, 2012 SUBJECT: ADOPT RESOLUTION NO. 12-62 APPROVING A SEVEN-YEAR CAPITAL LEASE AGREEMENT WITH MOTOROLA SOLUTIONS, INC. IN THE AMOUNT OF $75,688.35 ANNUALLY FOR PUBLIC SAFETY RADIO EQUIPMENT AND MAINTENANCE; AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE LEASE AGREEMENT AND THE FINANCE DIRECTOR TO SIGN THE LEASE/PURCHASE AGREEMENT (General Fund IT ISF) Report in Brief Staff recommends the City Council adopt Resolution No. 12-62 approving a seven-year Capital Lease Agreement with Motorola Solutions, Inc. for 84 radio subscriber units in the amount of $75,768.35 annually and authorizing the City Manager to execute the lease agreement and the Finance Director to sign the Tax- Exempt Lease/Purchase agreement and credit application as required by lessor. This is the second and final radio equipment lease and will complete replacement of all Police radios and restore emergency radio communication service to Public Works employees, Building Inspectors, and other work groups in the event of an emergency situation. The proposed lease also provides two components essential for ensuring Dispatch communications in the event of a master system controller failure and preserves Dispatch s ability to retrieve full conversation recordings of emergency telephone and radio communications. The 84 radio subscriber units (hand-held, vehicle, and consolette radios which allow Dispatch consoles to continue operating if the master system controller is unreachable) used by the Concord Police Department and Public Works and Community & Economic Development personnel have reached the end of their useful life. Additionally, these radios will not operate on the East Bay Regional Communications System interoperable radio system, which comes online in mid-october, 2012. Under the City s 10-Year Technology Replacement Plan, this radio equipment is eligible for replacement and given the essential need for constant and reliable radio communication, replacement is highly recommended.

APPROVING A SEVEN-YEAR CAPITOL LEASE AGREEMENT WITH MOTOROLA SOLUTIONS, INC IN THE AMOUNT OF $75,768.35 ANNUALLY FOR PUBLIC SAFETY RADIO EQUIPMENT AND MAINTENANCE AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE LEASE AGREEMENT AND AUTHORIZING THE FINANCE DIRECTOR TO SIGN LEASE/PURCHASE AGREEMENT AS REQUIRED BY LESSOR July 24, 2012 Page 2 Background The City participates in the East Bay Radio Communications System (EBRCS), the regional interoperable radio system for all emergency responders in Alameda and Contra Costa Counties. In 2010, the City Council adopted Resolution No. 10-77 authorizing participation in the East Bay Radio Communications System Authority (EBRCSA) issued bond. Participation in EBRCSA will require the City to purchase digital P25 radios that will operate in the 700-800 MHz frequency range. The City currently maintains a legacy UHF radio system for Public Safety radio communications. This system is 12 years old, and at the end of its useful life. To reduce costs in response to the economic down-turn, the non-police portion of the City s radio system was decommissioned in 2009 in anticipation of the EBRCS becoming operational in 2012. The proposed radio subscriber lease will restore emergency radio communications for Public Works employees and Building Inspectors who are First Responders in addition to the Police. Discussion First Responders have a continuing requirement for reliable 2-way radio communications. These communications are currently delivered by an analog UHF radio infrastructure utilizing Motorola hardware. The current radio subscriber units are past their useful life, reducing the ability to maintain, repair and keep them operational. The current radio subscriber units are not capable of operating on the EBRCS interoperable system and will require replacement within six months. In October 2012, the Concord will begin using the EBRCSA interoperable radio system. The EBRCSA system eliminates the City s dependency on the current City radio system. The proposed radio subscriber units are fully functional on both the current radio system as well as the EBRCSA interoperable radio system. The proposed lease agreement completes preparation of all remaining Public Safety and First Responder radio subscriber equipment for transition to the EBRCSA radio system when it becomes operational in October 2012. The proposed lease agreement includes seven years of manufacturer provided maintenance and support at an annual charge of $75,768.35, and the City will own the units at the end of the lease. Staff proposes combining this final equipment acquisition with the Contra Costa County Sheriff s Department s replacement of their radio subscriber units. By pooling the purchase with the County, the City will be able to take advantage of Motorola incentives and trade-in credits amounting to $2,470 per radio unit, a 35% discount.

APPROVING A SEVEN-YEAR CAPITOL LEASE AGREEMENT WITH MOTOROLA SOLUTIONS, INC IN THE AMOUNT OF $75,768.35 ANNUALLY FOR PUBLIC SAFETY RADIO EQUIPMENT AND MAINTENANCE AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE LEASE AGREEMENT AND AUTHORIZING THE FINANCE DIRECTOR TO SIGN LEASE/PURCHASE AGREEMENT AS REQUIRED BY LESSOR July 24, 2012 Page 3 In the event of a major EBRCS system controller failure the consolette subscriber units enable the Dispatch Center to remain in communication with Concord Public Safety and First Responders in the field. The last component of the proposed lease includes the Inform Matrix system which provides voice recording integration between radio talk group recordings made and maintained at the EBRCS master site with radio and 9-1-1 telephone recordings from the Concord Police Department. The Inform Matrix system combines these recordings into single scenario files accessible from Concord PD s facility and allows Police staff to retrieve, analyze, and preserve all radio and telephone dialog related to a given incident for investigative and prosecution purposes. Without this component PD staff would be required to request the recordings from the master site located at the Alameda County Sheriff s office in Dublin; these recordings would not include the 9-1-1 telephone dialog portion of the incident. The proposed lease includes a non-appropriation clause allowing the City to terminate the lease in the event Council does not appropriate funding in future budgets. In the event of non-appropriation, the lease terminates without financial penalty and the City is required to return the leased equipment to the lessor at the City s expense. Based on the need to replace these radio subscriber units with radio subscriber units that can operate on the EBRCS interoperable radio system, the 35% discount, and the capability of the proposed radio subscriber units to operate on the existing City radio system and the EBRCS interoperable radio system, staff recommends Council approve the proposed seven-year Motorola Lease Agreement for the replacement of 84 Public Safety and First Responder radio subscriber units at an annual cost of $75,768.35, and authorize the City Manager to execute the agreement and the Finance Director to sign the tax-exempt lease/purchase agreement as required by the lessor. Fiscal Impact The annual cost of the lease is $75,768.35 is included in the Information Technology annual budget and 10-Year Plan recently approved by Council. Future years funding remains at Council s discretion through the annual budget process. Public Contact Posting of the Council Agenda.

Attachment No. 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 BEFORE THE CITY COUNCIL OF THE CITY OF CONCORD COUNTY OF CONTRA COSTA, STATE OF CALIFORNIA A Resolution Approving the Acquisition of Radio Subscriber Units under Lease Agreement with Motorola Solutions, Inc. Resolution No. 12-62 / WHEREAS, the City of Concord owns 84 radio subscriber units that have reached the end of their useful life and need to be replaced; and WHEREAS, the CPD and City of Concord First Responders depend upon reliable hand-held and vehicle radios to for public safety communications; and WHEREAS, the City of Concord, being a participant in the East Bay Radio Communications System (EBRCS), the regional interoperable radio system for all emergency responders in Alameda and Contra Costa Counties, and will be required to purchase digital P25 radios that will operate in the 700-800 MHz frequency range by mid-october 2012; and WHEREAS, the City of Concord has determined that entering into a seven-year lease agreement with Motorola Solutions, Inc. for the replacement of 84 public safety and City first responder radio subscriber units will ensure that first responders and all public safety officers in the City of Concord will have dependable radio equipment and a smooth transition into the EBRCS radio system. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CONCORD DOES RESOLVE AS FOLLOWS: Section 1. The City of Concord has determined that a need exists for the acquisition of 84 radio subscriber units as described in the Lease Schedule A#23306 dated July 27, 2012 between the City of Concord and Motorola Solutions, Inc. and attached hereto by reference. Section 2. The City of Concord has determined that the Lease Agreement referenced above is for the acquisition of references equipment and authorizing entering into the Lease Agreement, designating and authorizing the City Manager or his designee to execute and deliver the Lease Agreement and any related documents. Section 3. This resolution shall become effective immediately upon its passage and adoption. Res. No. 12-62 1

Attachment No. 2 1 2 3 4 5 6 7 8 PASSED AND ADOPTED by the City Council of the City of Concord on July 24, 2012, by the following vote: AYES: Councilmembers - NOES: Councilmembers - ABSTAIN: Councilmembers - ABSENT: Councilmembers - I HEREBY CERTIFY that the foregoing Resolution No. 12-62 was duly and regularly adopted at a regular joint meeting of the City Council of the City of Concord on July 24, 2012. 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 APPROVED AS TO FORM: Mark Coon Acting City Attorney Mary Rae Lehman, CMC City Clerk Res. No. 12-62 2