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Title:
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Acceptance and Appropriation of $84,177 in Grant Funds from the Community Oriented Policing Services (COPS) Grant Program for Equipment and Upgrade to the Public Safety Radio System and the Upgrading of the 9-1-1 Dispatch Consoles.
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City of Culver City, California
Agenda Item Report
Meeting Date: 12/07/2009 Item Number: A-1
CITY COUNCIL AGENDA ITEM: FOUR-FIFTHS VOTE REQUIREMENT - Acceptance
and Appropriation of $84,177 in Grant Funds from the Community Oriented
Policing Services (COPS) Grant Program for Equipment and Upgrade to the Public
Safety Radio System and the Upgrading of the 9-1-1 Dispatch Consoles.
Contact Person/Dept.: Carmen Zarate Phone Number: (310) 253-6133
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – City Council (12/02/09)
Department Approval:
Don Pedersen (11/25/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (11/30/09)
Chief Financial Officer Approval:
Mark Scott (by M. Noller) (12/01/09)
City Manager Approval:
Mark Scott (12/02/09)
RECOMMENDATION:
Staff recommends that the City Council accept and appropriate $84,177 in grant
funds awarded by the 2008 Community Oriented Policing Services (COPS) Grant
Program to be used for the purchase of equipment by the Police and Fire
Departments, upgrade the public safety radio system and upgrade the 9-1-1
dispatch center consoles.
A 4/5ths affirmative vote is required to amend the budget.
BACKGROUND:
The City has been awarded grant funding from the Community Oriented Policing
Services. The grant is administered through the United States Department of
Justice. This grant will provide for the complete Interagency Communications
Interoperability System (ICIS) upgrade to the City’s radio system and upgrades to
the 9-1-1 dispatch center consoles.
Through participation in ICIS, the Police and Fire Departments will be 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.
City of Culver City, California
Agenda Item Report
The ability to easily communicate with other agencies in time of an attack or
natural disaster is imperative. The new radio system will meet an overarching
Community Oriented Policing Services Grant Program priority in that it strengthens
preparedness planning by having regional communication capabilities that
enhance emergency management in coordination of response, mobilization,
protection, recovery and evacuation.
DISCUSSION:
As part of its participation in ICIS, the City is required to upgrade our radios to
become Federal Communications Commission (FCC) Narrowband and P-25
technology compliant. The majority of the City’s current radios (Motorola MCS
2000 UHF radios) do not meet the FCC technology requirements. The purchase of
Motorola XTL 1500, 2500, 5000 and XTS 5000 UHF radios will meet the
requirements and allow front line emergency units from Culver City to become part
of a county and region wide mutual aid response. The new radios will ensure that
all police emergency response vehicles and officers are equipped with FCC
narrowband and P-25 compliant radios. Grant funds in the amount of $44,177 will
be used for the radio system.
Currently the dispatch consoles in the Police/Fire Departments 911 Dispatch
center need to be upgraded. The desk tops are extremely cluttered with
equipment haphazardly positioned and not always completely visible at each
position. The terminals have aged and are deteriorating with age. Since they were
put into service, the requirements of the section have expanded beyond our ability
to house these items.
New equipment will allow dispatch personnel to be better organized as they multi-
task between incoming phone calls, radio traffic and computer work. The new
consoles will allow dispatchers to see each other and better communicate amongst
themselves. The newer larger consoles can also handle the amount of extra
equipment needed to carry out daily responsibilities. Grant funds in the amount of
$40,000 will be used for the upgrade.
FISCAL ANALYSIS:
There is no requirement for matching funds. The grant provides for a portion
($44,177) of the costs in acquiring the approved radio equipment, including the
cost of tax and shipping. The remaining portion will be covered by the State
Homeland Security Grant in the amount of $516,044, which was accepted and
approved for appropriation at the November 16, 2009 City Council meeting, and
the State Homeland Security Grant funds in the amount of $233,825 being
presented for acceptance and approval this evening by the Fire Department.
Maintenance costs are anticipated and are addressed in our Motorola service City of Culver City, California
Agenda Item Report
contract which should be minimal. The radios will be purchased with a two year
warranty and covered 100% during that time. After the two year warranty expires,
the repairs will be covered by the Motorola service contract which is maintained by
the Fire Department. When maintenance is due, funds will be budgeted in the
appropriate fiscal year to cover the maintenance.
The remaining grant funds of $40,000 will be used for the purchase of the dispatch
consoles. A preliminary estimate was received from the Russ Basset Corporation
in the amount of $20,000 for the purchase and installation of each console. Should
the City Council approve this request, staff will seek competitive bids and match
system requirements with awarded grant funds. In the event the estimated costs
for the minimum requirements exceed grant funds, the Police Department intends
to use the 911 fund to accomplish the purchase and installation. Such a contract
would be presented to the City Council for consideration and potential award and a
budget amendment will be included at that time to appropriate the necessary
funding.
If authorized, funding will be appropriated into account 41443000 – COPS-
Technology - Police.
ATTACHMENTS:
None.
MOTION:
That the City Council:
1. Accept $84,177 in grant funds for equipment and training costs awarded by
the 2008 Community Oriented Policing Services Grant; and
2. Approve a Budget Amendment appropriating said funds to account
41443000 – COPS - Technology - Police for this program; and,
3. Authorize the City Attorney to review/prepare the necessary documents,
and,
4. Authorize the City Manager to execute such documents on behalf of the
City.
(A 4/5ths affirmative vote is required to approve the budget amendment.)