City of Culver City, California
Agenda Item Report
.0Meeting Date: 5/26/15 Item Number: C-2
CITY COUNCIL AGENDA ITEM: FOUR-FIFTHS VOTE REQUIREMENT - (1) Approval
of a Budget Amendment in the Amount of $994,994 from the General Fund; and (2)
Approval of a Purchase Order for the Acquisition of Mobile Radios, Portable
Radios, Accessories, and Firmware from Motorola, Inc in an Amount Not-to-Exceed
$994,993.69.
Contact Person/Dept.:
Michael Bowden/Fire
Phone Number:
(310) 253-5910
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (05/21/15), Motorola
(05/21/15)
Department Approval:
David White (5-14-15)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/19/15)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (05/20/19)
City Manager Approval:
John M. Nachbar (05/21/15)
RECOMMENDATION:
Staff recommends the City Council (1) approve a budget amendment in the amount
of $994,994 from the General Fund; and (2) approve a purchase order for the
acquisition of portable radios, mobile radios, accessories, and firmware from
Motorola, Inc in an amount not-to-exceed $994,993.69.
A budget amendment requires a 4/5ths vote.
BACKGROUND:
In 2001, Culver City switched from a “Conventional” radio system to a “Trunked”
radio system, which at the time utilized the most sophisticated technology available.
Trunking is a technology that optimizes airtime within a radio system. It allows users
more talk groups (or channels) than it has actual licensed frequencies. The system
assigns frequencies to users as needed, making full use of available airtime. The old
conventional system had six frequencies assigned as six channels. The new trunked
system has thirty-two talk groups using those same six frequencies.
That new radio system was a great success. All City departments realized an
immediate benefit from the increased versatility of the system, and throughout the
ensuing decade, Culver City served as a model for cities designing new systems
with a limited number of frequencies.
City of Culver City, California
Agenda Item Report
In 2003, Culver City participated in the formation of a Joint Powers Authority (JPA),
which developed the Interagency Communications Interoperability System (ICIS) of
Southern California. By joining ICIS, the City’s radio system was integrated with
other ICIS radio systems. All agencies in the area are able to use common mutual
aid frequencies in the event of a major incident, eliminating the communication
issues that have occurred during major incidents throughout the nation. Through
membership in ICIS, Culver City is part of a secure and mutual communication
system in Los Angeles County that meets federal requirements and ensures a
coordinated response to a major incident or small localized incidents requiring
assistance from other jurisdictions.
ICIS is currently in the process of converting its analog system to a P25 digital
system. Currently, 90 percent of ICIS agencies have successfully migrated to the
APCO Project 25 Standard for full interoperability. In order to maintain
interoperability with our neighboring jurisdictions, the City must move to a P25
compliant radio system as well.
DISCUSSION:
The Fire Department has been working to finalize the transition of the City’s trunked
analog radio system to a Project 25 (P25) compliant system. P25 is the current
standard for the design and manufacture of interoperable digital two-way wireless
communications products. With state, local, and federal representatives and
Telecommunications Industry Association (TIA) governance, P25 has gained
worldwide acceptance for public safety, security, public service, and commercial
applications. In addition to continued interoperability, the City would realize several
daily benefits with the implementation of P25 compliant radio system.
? Radio users would experience increased communications clarity and
reliability.
? IP radios can be monitored more closely and remotely.
The City currently has P25 compliant repeaters in place and approximately 90 P25
compliant radios. Although analog and IP-based systems are able to run in tandem,
the purchase of additional frequencies to allow this function is cost-prohibitive. The
City must remain on the analog system until the Fire Department replaces all City
radios. In order to finalize the transition to the upgraded system, the City must
replace 277 portable and mobile radios. These radios are used by personnel from
the Fire Department, Police Department, Public Works Department, and Parks,
Recreation, and Community Services Department.
In addition to the goal of migrating to a P25 system, the radios that are being
replaced have reached the end of their service life. They have been in service for 14
years. Replacement parts are no longer available for the existing radios.
City of Culver City, California
Agenda Item Report
For many years the Fire Department has been seeking grants to fund this upgrade.
From 2007 to 2011 we received several Homeland Security and Urban Area
Security Initiative (UASI) grants for radio upgrades totaling $1.7 million. We have
continued to apply for grants, most recently one month ago. Unfortunately the focus
of these grants has changed, and they are no longer viable funding sources.
Per Culver City Municipal Code Section 3.07.045.B, the purchase of these mobile
and portable radios is exempt from bid requirements because “the equipment is a
component for equipment or a system of equipment previously acquired by the
City, and is necessary to repair, maintain or improve the City’s utilization of the
equipment.” This procurement meets that requirement.
Currently, the City’s radio system is 100% proprietary technology (Motorola). During
the process of migrating to a fully P25 compliant system it is necessary to maintain
backwards compatibility. Only Motorola can provide radios that are backward
compatible.
FISCAL ANALYSIS:
The list price for the radios, software, and accessories totals $1,730,059.00. By
utilizing “L.A. County Contract” pricing (20% discount) and successfully negotiating
an additional price exception (23% discount) the City is able to acquire the needed
equipment for $994,993.69. Total savings for the City is $735,065.31. The price
exception is available until June 10, 2015.
Motorola also offers a lease option with three, five, or seven year terms. At the
conclusion of the lease the radios are purchased for $1 each.
Based on the City’s current General Fund Reserve being significantly in excess of
the thirty percent (30%) requirement, it is recommended the equipment be
purchased outright as opposed to a lease/purchase. Use of excess reserves for
one-time equipment purchases is an allowable utilization of such funds under our
financial policies, and it avoids paying interest. In order to meet the deadline of the
price exception, a budget amendment in the current fiscal year is required. With 4/5
City Council approval, an additional $994,994 from General Fund reserves will be
appropriated and transferred to the Capital Improvement and Acquisition Fund, and
ultimately expended from the Radio System Replacement Project
(42080000.730100.PE002).
A Budget Amendment requires a 4/5ths vote.
City of Culver City, California
Agenda Item Report
ATTACHMENTS:
None
MOTION:
That the City Council:
1. (Four-Fifths Vote Required) Approve a budget amendment in the amount of
$994,994 from the General Fund; and,
2. Approve a purchase order with Motorola, Inc. in an amount not-to-exceed
$994,993.69 to buy 277 mobile radios, portable radios, accessories, and
firmware; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the Purchasing Officer to execute such documents on behalf of the
City.