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HomeMy WebLinkAboutAGENDA REPORT 1993 0120 CC REG ITEM 11F7aq' /S� ITEM 1l__ MOORPARK 799 Moorpark Avenue Moorpark, California 93021 AGENDA REPORT (805) 52 -'10W, CAUFORNIA 1y coynoll Meeting 12 199,3 ACTION: B TO: The Honorable City Council FROM: Baldemar Troche, Public Works Management Analyst DATE: January 4, 1993 (CC Meeting of January 20, 1993) SUBJECT: CONSIDER AUTHORIZATION TO PROCEED WITH THE PROCUREMENT OF RADIO COMMUNICATIONS EQUIPMENT OVERVIEW This presents a general comparison between using the County's radio frequency, or having an independent radio system. BACKGROUND The City's radio communication system is a vital part of the City's daily operation. Radio communication with field personnel is imperative in order to maintain safety and for responding to immediate needs that may arise. The City of Moorpark's communication for personnel engaged in field activities is by two -way radio communication. Currently, the City of Moorpark employs twelve (12) handheld radios, six (6) vehicle mounted radios, and one (1) base radio with monitor. Dial Communications, located in Camarillo, is currently the two -way radio manager for the City of Moorpark. Dial maintains the City repeater, radio repair /parts and radio frequency monitoring. The City of Moorpark does not currently have an FCC license on file. Operating without an FCC license is a violation of the FCC laws, and could incur liability for the City of Moorpark if this is not remedied. Using the County's radio frequency negates the need for an FCC license. An FCC license application would be filed with the independent radio system. PAUL W. LAWRASON JR. SCOTT MONTGOMERY PATRICK HUNTER BERNARDO M. PEREZ JOHN E. WOZNIAK Mayor Mayor Pro Tom Councilmember Councilmember Councilmember Prised on Recyded PaW t City Council Radio Page 2 DISCUSSION The City of Moorpark has two radio modification options to consider, either obtaining its own independent public two-way radio frequency or joining the County system. A. Comparison 1 UHF to VHF Conversion (Share with County) This option will utilize the County's VHF transmitter radio system. The cities of Oxnard, Santa Paula, and Camarillo are presently using the County system. New radios and equipment will have to be purchased to utilize the VHF system. The estimated net cost is $18, 961.55. This figure includes yearly maintenance of the base station, yearly maintenance of mobile and portable radios, and the County maintenance fee (estimate $10. 00 per unit) of $2, 160. 00 for one year. The County requires an $8. 00 - $10. 00 monthly maintenance fee, per unit, for the usage of their radio system. The estimated monthly fee ($10. 00) for the City of Moorpark's usage of twelve (12) handheld radios and six (6) vehicle mounted radios is estimated at $180. 00. If at a later date, the City of Moorpark decides to convert to an independent system, the cost to convert to an independent system would be $31, 273 . 59 or $38,448.59 (depends on the radio site location) . This is due to the County's frequency not being compatible with the frequency necessary for an independent radio system. The proposed frequency range for the independent system is 452-458 MHZ (UHF) . The County's system operates in the 154- 158 MHZ (VHF) range. These two frequency ranges are too far apart to convert radio equipment from one to the other. The existing radio system operates in the 461-466 MHZ (UHF) range and can be reprogrammed to 453-458 MHZ should the City opt for an independent system. City Council Radio Page 3 2. Independent Radio System This option will upgrade the City of Moorpark's transmitter to be independent of Dial's or the County's transmitter. The potential sites, whether on City or County property, for establishing radio service (repeater, 15' antenna, 32' tower, and generator) would require receiving proper entitlement in order to construct the radio facility. These include: PROCESSING FEES (estimate) Description City site County site 1. Conditional Use Permit* $2,325.00 $ 4,650.00 2. Negative Declaration $1,250.00 $ 2,500.00 3. Rent (year) - -- $3,600. 00 Estimate Total $3,575.00 $10,750.00 •A Conditional Use Permit (C.U.P.) would add approximately 120 days before implementation of the project. On April 24, 1992, three vendors (Lee's Two -Way Radio, New Technology, and Southland Communications) submitted bids for the radio system modification. The estimated net cost is $31,273.59 (on a City owned site), or $38,448.59 (on a County owned site). This includes the processing fees mentioned above, purchase of an emergency generator, to be located at the site, and maintenance for the entire radio system and generator. City Council Radio Page 4 B. General Comparison Description Project Cost Emergency Generator Option: In -Hotta Maintenance of Generator ($100.00 per month) Option: Maintenance of Mobile and Portable radios ($12.00 per unit/each month). $12.00 x 18 units x 12 months. Option: Maintenance of Antenna and Repeater station ($30.00 per month). Option: Maintenance of Base Station ($15.00 per month). Option: Maintenance of three (3) remote stations ($6.00 per month). Option: Maintenance of 'Letron Telephone interconnect ($15.00 per month). County Fee ($10.00 per unit/each month) $10.00 x 18 x 12 months. TOTAL PROJECT COST Salvage Credit for Existing Equipment Processing Fees (estimate) NET COST Compatibility with Code Enforcement's "Telephone Interconnect" feature. Two of the twelve radios have the feature. Cost for each key pad is $150.00. Implementation after awarding of contract Cost to convert to an independent system Antenna and Tower Repeater station Public Hearings Share with County $16,129.55 X X $2592.00 per year X $180.00 per year X X $2,160.00 per year $21,061.55 $2,100.00 X $18, %1.55 No (Loss of $2,000.00 worth of equipment) 60 working days $27,698.59 No No No Independent $16,970.59 $6,000.00 $1200.00 per year $2592.00 per year $360.00 per year $180.00 per year $216.00 per year $180.00 per year X $27,698.59 X City site: $ 3,575.00 County site: $10,750.00 $31,273.59 (City) or $38,448.59 (County) Yes 60 working days X Yes Yes Yes II Restriction (other than FCC) Yes, abide to County's memorandum of No understanding Esl.mate cost tor t e.in epen ent radio system does not include cost for weatherproof housing of the repeater station; and concrete filled 4' x 5' well. City Council Radio Page 5 C. Questions asked of Charles Taylor, Senior Network Analyst for the County of Ventura, and Norm Kramer, Lee's Two -Way Radio. QUESTIONS 1. Where is the County's transmitter? A. What is the coverage of their transmission? B. What is the quality of reception throughout the City? 2. What is the frequency number being offered to us? A. Who is now using it (What County departments /functions)? B. Why is this frequency being offered to the City? 3. Is there a possibility that the County would need this frequency in the future? A. What is the likelihood that the County would ask us to relinquish use of the County's radio transmission facilities? B. If the County needed the frequency offered to us, are there other frequencies available? C. What is the cost to change the crystals in the radios to another County system frequency? 4. Should the County's transmitter no longer be available, it is presumed that the City could purchase VHF transmitting equipment? A. Would the cost of this equipment be comparable to the $27,000 figure developed for UHF equipment? 5. What will it take to make our use of this frequency official? A. What form will the permission take (letter of understanding)? Estimated monthly Maintenance Fee of $8.00 - $10.00 per unit. B. Are there any conditions to be placed on the use of the frequency? C. For what period will the use be authorized? D. Can wording be included in the authorization regarding a guaranteed minimum period of use? VEY PRELIMINARY ANSWERS South Mountain Oxnard Plain Simi Valley Good 151.025 or 156.240 County Public Works (Ventura and Oxnard) It is the least congested. A tone protector will be used to block out any traffic. Little likelihood or change. Little likelihood. No Approximately $900.00 Equipment could be purchased if frequency is available. Yes. Due to the County's frequency not being compatible with the necessary VHF frequency. Memorandum of understanding and agreement to pay maintenance fee (the County has not set a base fee to this date). Compliance with FCC regulations. Annually Probably City Council Radio Page 6 QUESTION 6. Who at the County would be able to talk to us on this frequency? A. In addition to those County departments /functions assigned to use this frequency, who else at the County is or will be able to transmit on that frequency? B. Can County Public Works (Flood Control and /or Waterworks) transmit on this frequency? C. Does County Public Works have multi - channel radios that arc able to switch to this frequency? 7. Would the Sheriff's Department be better able to communicate with us on this frequency? A. Is there a Civil Defence benefit to being on one of the County's frequencies? 8. Is there any other "spin -off" benefits from using the County's system? QUESTION 1. Do the two radio interconnects require an additional special license added to the county's current FCC license? 2. Will the county allow us to use the interconnects? 3. If we join the county's system, is it possible for Code Enforcement to have an additional frequency on their radios, with the approval from the sheriff's department? The frequency will only be used when assistance is needed. 4. Is it worthwhile to invest /purchase radio interconnects? A. Is there an advantage /disadvantage to using the interconnects'? PRELIMINARY ANSWERS Nobody. A tone control panel will be used to separate communication from each other. Nobody Yes Yes. Requires coordination and a mobile license. Yes. If the Sheriff's department is using a shared channel, they can switch over and use the county repeater to monitor and converse. Coordination with Public Works in event of disaster. It provides an available frequency. PRELDVIINARY ANSWERS * The County's radio system is not compatible with the interconnects. There is not enough air time available. Most agencies purchase cellular phones for this type of need. If we decide to purchase cellular phones, Mr. Taylor suggested we contact Cellular 1 (the county's carrier) and ask for a co -op agreement in order to pay county's rate. City Council Radio Page 7 D. Fiscal Impact The FY 1992 -93 Budget provides funds in the amount of $15,000 (account number's 01.141.906 and 03.142.906) for this project. If Council decides to proceed with using the County frequency, an additional $8,167.71 is required to meet the estimated total project cost of $21,061.55 and the ten percent (10 %) contingency. If the option to purchase an independent radio system is chosen, an additional $19,043.45 or $26,218.45 is necessary to meet the estimated net cost of $31,273.59 (City site) or $38,448.59 (County site) and the ten percent (10 %) contingency. Radio system maintenance costs are currently charged to the 141.658 and 142.658 accounts (maintenance and repairs). The total FY 1992 -93 budget for these accounts, which covers all Public Works maintenance and repairs, is $13,000. Is YEAR SAVINGS DESCRIPTTON 1 $12,312.04 Subtract net costs: $31,2738.59• - $18,961.55 *Using a City owned site location. 2 $12,108.04 $2,160.00" - $1956.00• = $204.00. Prior Year Savings - $204.00 = net savings. "County fee - *(maintenance of: antenna; repeater; three remotes; zetron telephone; and generator). Note: If a County owned site location was used, the County fee ($2,160.00) would be less than the maintenance cost and the renting of the site ($1956.00 + $3,600.00 = $5,556.00). 3 $11,904.04 Prior year savings - $204.00 = net savings 20 $8.436.04 " 40 $4,356.04 " 50 $2,316.04 " 60 $276.04 " 62 ($131.96) $72.04 (prior year savings) - $204.00 = (net loss) 70 ($1,763.96) Prior year net loss - $204.00 = (net loss) City Council Radio Page 8 E. Committee Review On December 28, 1992, the Public Works, Facilities and Solid Waste Committee (Council members Montgomery and Wozniak) recommended to proceed with the UHF to VHF conversion (share with the County). F. Action Plan Should Council agree with the replacement of the radio equipment, the following steps would be required: 1. Obtaining appropriate County of Ventura approval for the use of County's frequency; 2. Proceed with procurement of VHF radio equipment not to exceed $21,061.55 (plus contingency); and 3. Upon completion of the radio conversion, staff will recommend that City Council declare the existing UHF radio equipment as surplus city property and authorize staff to dispose of the existing radio equipment pursuant to the applicable procedures established in the city municipal code. The estimated salvage credit amount of $2,100.00 will be accounted as revenue. RECOMMENDATION (ROLL CALL VOTE REQUIRED) Staff and the Committee recommends that the City Council take the following actions: 1. Amend the budget and appropriate an additional $9,000.00 (includes contingency) from the General Fund for the acquisition of new radio equipment (account # 01.141.906 and 03.142.906); ACCOUNT NO. BUDGETED AMOUNT ADDITIONAL 01.141.906 $ 7,500.00 $4,500.00 03.142.906 $7,500. 00 500.00 TOTAL, $15,000.00 $9,000.00 'This action would increase the budget for this item from $15,000 to $24,000. 2. Authorize staff to proceed with the UHF to VHF conversion (per the above action plan); and 3. Authorize the City Manager to sign necessary contract documents with the County of Ventura, and equipment procurement documents. Iserviceslradio sr.ce2