|
Title:
|
FOUR-FIFTHS VOTE REQUIREMENT - (1) Acceptance and Appropriation of $439,343 in Grant Funds from the 2008 State Homeland Security Grant Program for an Equipment Upgrade to the Culver City Radio System; and (2) Approval of a Related Purchase Order with Motorola to Complete the Upgrade.
|
City of Culver City, California
Agenda Item Report
Meeting Date: 01/09/12 Item Number: C-3
CITY COUNCIL AGENDA ITEM: FOUR-FIFTHS VOTE REQUIREMENT - (1)
Acceptance and Appropriation of $439,343 in Grant Funds from the 2008 State
Homeland Security Grant Program for an Equipment Upgrade to the Culver City
Radio System; and (2) Approval of a Related Purchase Order with Motorola to
Complete the Upgrade.
Contact Person/Dept.: David White Phone Number: 310-253-5915
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Agendas and Meetings – City Council (01/06/12); Motorola
(01/03/12)
Department Approval:
Chris Sellers (01/03/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/06/12)
Chief Financial Officer Approval:
(Jeff Muir (by M. Noller) (01/05/12)
City Manager Approval:
John M. Nachbar (01/06/12)
RECOMMENDATION:
Staff recommends the City Council; 1) accept and appropriate $439,343 in grant
funds awarded by the 2008 State Homeland Security Grant Program to be used to
upgrade major components of Culver City’s radio system, and 2) approve a related
purchase order with Motorola in an amount not to exceed $439,343 to complete
the upgrade.
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
to have significantly more talkgroups (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 talkgroups using those same six
frequencies.
The new radio system has been a great success. 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 2005 Culver City participated in the formation of a Joint Powers Authority (JPA),
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.
DISCUSSION:
The City of Culver City has been awarded grant funding from the 2008 Homeland
Security Grant Program (SHSGP). The grant is administered through the County
of Los Angeles and is the result of a federal effort to assist local agencies in
obtaining the equipment needed to effectively respond to a major incident or
disaster.
This grant will enable the City to upgrade core components of radio system
infrastructure located at the Baldwin Hills radio tower site. The current equipment
is reaching the end of its expected service life. This grant is an opportunity to
replace part of the radio system at no cost to the City and ensures future
interoperability by obtaining equipment that is Federal Communications
Commission (FCC) Narrowband and P-25 technology compliant.
The ability to easily communicate with other agencies in time of an attack or
natural disaster is imperative and will meet an overarching Homeland Security
Grant Program priority in that it strengthens preparedness planning by having
regional communication capabilities that enhance emergency management in
coordination of response, mobilization, protection, and recovery.
The existing radio system and related equipment is manufactured by Motorola.
The City has an active agreement with Motorola to service the equipment when the
maintenance is beyond the scope of in-house staff. This grant will provide the
funding needed to purchase and install upgraded equipment at the Baldwin Hills
tower site, which is a component of a larger system. Once the entire system is
installed, the maintenance of it will be covered under the existing contract with
Motorola. Staff recommends the City approve a purchase order for the purchase
and installation of the upgraded equipment for a not-to exceed amount of
$439,343.
The purchase of these core components of the City’s radio system infrastructure is
an exception from the competitive bid requirements per Municipal Code Section City of Culver City, California
Agenda Item Report
3.07.045 (B), which states bidding requirements shall not apply “when 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.
FISCAL ANALYSIS:
There is no matching requirement for this grant. The grant provides for all costs
needed to replace major components of the radio system’s infrastructure,
including; equipment, installation, performance bond, tax, and shipping. A budget
amendment is needed to appropriate the grant funds into the appropriate accounts.
A Business Unit will be subsequently created in Fund 432 – Grants Capital for the
funds to be appropriated into and to allow for project costs to be tracked.
ATTACHMENTS:
None.
MOTION:
That the City Council:
1. Authorize the acceptance of the 2008 Homeland Security Grant Program
funds; and
2. Approve a budget amendment appropriating $439,343 in grant funds for
upgrading the City’s communications system; and
(A 4/5ths affirmative vote is required to approve the budget amendment)
3. Approve a purchase order with Motorola in an amount not-to-exceed
$439,343 to upgrade the City’s communication system; and
4. Authorize the City Attorney to review/prepare the necessary documents ;
and,
5. Authorize the City Manager to execute such documents on behalf of the
City