City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize the replacement of the Galaxy
Microwave System and award the work to the Harris Corp., Microwave
Communications Division.
A 4/5
th
vote is required to approve this budget amendment.
BACKGROUND:
The Galaxy Microwave Radio System is a critical infrastructure link connecting the
Culver City Police/Fire Dispatch Center to the City’s radio tower at the Baldwin Hills
tower site. The Galaxy Microwave Radio System is also currently being used by the
City’s Information Technology Department to connect the City’s telephone and data
service to two outlying fire stations.
In addition to being a crucial part of the City’s public safety radio system
infrastructure, the microwave connection will connect our Dispatch Center to the
regional Interagency Communications Interoperability System (ICIS) when the ICIS
project is completed.
DISCUSSION:
The existing Galaxy microwave radio is a discontinued, obsolete system, with most
replacement parts no longer available from the manufacturer. The system has
become unstable due to its age and other factors, and needs to be replaced. This
need of replacement was identified by both Harris Corporation and Motorola during
Meeting Date: 11/13/06 Item Number: A-8
AGENDA ITEM: Authorization of the Replacement of the Galaxy Microwave
System, Award Contract to Harris Corporation, Microwave Communications
Division, and Authorize Related Budget Amendment.
Contact Person/Dept.:
Battalion Chief Dave White
Phone Number: 310-253-6805
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: Master Notification List (11/9/2006); Harris Communications
(11/9/2006); Broken Arrow Communications (11/9/2006); Optima Networks (11/9/2006)
Department Approval:
Jeff Eastman (11/2/2006)
City Manager Approval:
Jerry B. Fulwood (11/08/2006)
City Controller Approval:
Marlee Chang (11/06/2006)City of Culver City, California
City Council Agenda Item Report
the end of 2004, and again upon reevaluation by microwave technicians on April 1
st
of this year. This information was presented to City staff during the Fiscal Year 2006-
07 budget presentations in April, and to City Council during the budget hearings in
June. This project is listed in the Fiscal Year 2006-07 Capital Improvement Plan
(CIP) Budget, Item #00879, and is funded at $91,000.
Fire Department Staff has received price quotes from three (3) vendors. The quotes
do not include tax and shipping charges. Staff recommends awarding the contract
for replacement work to the Harris Corporation, Microwave Communications
Division. The Harris Corporation’s quote for replacing the system was the lowest. In
addition, Fire Department staff has worked with the Harris Corporation in the past
and is pleased with their responsiveness and quality of work.
Vendor Quote
Optima Networks $142,900.20
Broken Arrow Communications $94,505.00
Harris Corporation $83,740.00
FISCAL ANALYSIS:
Full funding for the replacement of the Galaxy Microwave System was included in
the fiscal year 2006-07 budget and is itemized as 2006-07 CIP budget Project
#00879, $91,000. While the price quote for Harris Corporation reflects $83,740;
when tax and shipping charges are added, it will be right at the $91,000 funded.
As a result of recent grant award funding developments, Fire Department staff is
requesting the Microwave project be funded in the following manner:
Use $80,000 from the 2005 Urban Area Security Initiative (UASI) Grant to pay
for the majority of the Galaxy Microwave Radio System replacement cost.
The balance of the project cost in the amount of $11,000 will be paid from the
FY 2006-07 CIP budget; item #00879.
Reduce appropriation in the amount of $80,000 from the FY 2006-07 CIP
budget; Project #00879 and re-appropriate the same amount to pay for two
(2) years (for fiscal year 2005-06 and fiscal year 2006-07) of ICIS JPA
membership fees in Fire Department.
No additional funding is required, only the reassignment of City appropriated grant
funding and budgeted CIP line items.City of Culver City, California
City Council Agenda Item Report
The need for funding in this matter is due to recent grant funding unforeseen
developments.
In June 2005, Culver City entered into a Joint Powers Agreement (JPA)
with several other area cities in order to join the Interagency
Communications Interoperability System (ICIS). The annual cost of ICIS
membership is $40,000.
During the same period the City was awarded a grant from the 2005
Urban Area Securities Initiative (UASI) to fund the upgrades necessary to
connect our radio system with the ICIS network. At that time Fire
Department staff, based on the available grant guidance, understood the
ICIS membership fee expense would be covered, and reimbursed by the
UASI grant funding. Consequently, staff set aside enough funds from the
UASI grant to cover the first two (2) years of ICIS membership.
Unfortunately, reimbursement for the ICIS membership fees has been
denied by UASI grant administrators.
Staff has received confirmation from the UASI Grant Administrator that the
Galaxy Microwave Radio System replacement project is an allowable
expense and reimbursable with UASI grant funding.
ATTACHMENTS:
None.
MOTION:
That the City Council:
(1) Authorize the replacement of the Galaxy Microwave System; and
(2) Approve the award of contract to the Harris Corp., Microwave Communications
Division; and
(3) Authorize use of $80,000 from the 2005 Urban Area Securities Initiative
(UASI)Grant and $11,000 from the fiscal year 2006-07 CIP budget, project #
00879 to fund the Microwave Replacement project cost with City of Culver City, California
City Council Agenda Item Report
(4) Authorize the re-allocation of $80,000 from the Fiscal Year 2006-07 CIP Budget;
project # 00879 for Galaxy Microwave System Replacement to Fire Department
operating budget to pay for two years of ICIS JPA membership fees.
A 4/5
th
vote is required to approve this budget amendment.