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Home My WebLink AboutAGENDA REPORT 1995 0503 CC REG ITEM 11ATO: FROM: DATE: AGENDA REPORT CITY OF MOORPARK The Honorable City Council A WJ :! ! Baldemar Troche, Public Works Management Analysti' April 10, 1995 (CC Meeting of May 3, 1995) •, SUBJECT: Consider Approval of Cost Increase for Radio Equipment Operations and Maintenance OVERVIEW This requests approval of converting the City's radio communications system to be compatible with the County of Ventura. 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. Dial Communications, located in Camarillo, currently maintains the radio communications system. On January 20, 1993, City Council authorized staff to proceed with utilizing the County's 400MHz frequency and procure radio equipment. That action was placed on hold pending the outcome of a study by the County Information Systems Department (ISD) considering the feasibility of changing its frequency from 400MHz to 800MHz. DISCUSSION A. County 800MHz Radio Conversion Project During a telephone conversation on Thursday, March 2, 1995, with Mitch Evans, ISD staff, City staff was informed that an informational letter was sent to the Board of Supervisors advising them of the anticipated cost ($25 -$40 million) for said project. Mr. Evans further stated that based on discussions with the CAO and Supervisors, the project is unrealistic at the present time. An option that ISD will explore is FEMA grant monies funding a portion of the project. Available radio options are presented in section B of this report. lserviceslradio sr.xxx 0 006e Radio Options Page 2 DISCUSSION (continued) B. Available Options The City of Moorpark has four options to consider: keep the current radio system; purchase cellular phones; obtain our own independent public two -way radio frequency; or join the County system. A comparison between the later three options is presented in section C of this report. 1. Keep Current Radio System The current radio system is inadequate. Communication with field personnel working in the Campus Park area is impossible. 2. Cellular Phones An option to consider is to purchase cellular phones for staff. Though the capital cost ($4,500) and monthly service charge ($34 per unit) is minimal, the air -time charge ($24,864 per year) accounts for approximately 72% of the estimate net cost of $34,608. At present time, cellular technology will not operate during a loss of electricity. In addition, the system can become overloaded during an emergency situation from non - emergency utilization. During the Northridge earthquake, for example, staff was not able to communicate amongst themselves utilizing cellular phones. Due to the air- time charge and the need for communication during an emergency, staff does not recommend this option. Presented below are the estimate number of phones and air -time usage by department. Cellular Phone Option Avg. No. Minutes Department No. of Phones per Day per Person MRA 1 20 Code Enforcement 1 20 Crossing Guards 8 10 Transit 1 20 Public Works 3 20 Parks 4 20 00067 Radio Options Page 3 3. UHF to VHF Conversion - Share with Count 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 $26,645. This figure includes all radio system maintenance costs and County costs. If at a later date, the City of Moorpark decides to convert to an independent system or if the County decides to fund the 800MHz radio conversion project, the estimate total project cost to convert would be approximately $40,078. New radio equipment will have to be purchased due to the current County frequency (400MHz) not being compatible with the frequency necessary for an independent radio system or an 800MHz radio system. To join the County's radio system, a purchase order in the amount of the monthly rate is required (no agreement is necessary). The monthly rate for the number of radio units anticipated to be utilized, 29,, is $90 effective July 1, 1995. If radios are purchased and the County frequency is utilized before said date, the monthly rate would be $80. 4. 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 (transmitter, repeater, 15' antenna, 32' tower, and generator) would require receiving proper entitlement in order to construct the radio facility. The estimated net cost is $43,653 (on a City owned site), or $50,828 (on a County owned site). 0 0068 Radio Options Page 4 C. General Comparison RADIO OPTIONS Description Cellular Share with County Independent Capital Cost $ 4,00 $22,003 $26,586 Monthly Base Service Charge ($34 x 18) $ ?, ,44 X X Air Time (.37 per minute) $24, X64 X X Emergency Generator X X $ 6,000 Option: In -House Maintenance of Generator ($100 /mo.) X X $ 1,200 Option: Maintenance of Mobile and Portable radios X $ 4,176 $ 4,176 ($12 x 29 units x 12mos.) Option: Maintenance of Antenna & Repeater station ($30 /mo.) X X $ 360 Option: Maintenance of Base Station ($15 /mo.) X $ 180 $ 180 Option: Maintenance of three (3) remote stations ($6 /mo.) X $ 216 $ 216 Option: Maintenance of Zetron Telephone interconnect X X $ 360 (2 x $15 /mo.) Repeater (1 time charge of $1000) X $ 1,000 $ 1,000 County Fee ($90 x 13mos) X _ $1,17 X ESTIMATE TOTAL PROJECT COST $36,708 $ 28,745 $0,078 Salvage Credit for Existing Equipment $ , i 101 ($2,100) X Processing Fees (Est.): City Site X X $ 3,575 County Site X X $10,750 ESTIMATE NET COST $ 34,608 $ 26,645 $43,653 $50,828 Compatibility with Code Enforcement's "Telephone Interconnect" feature. N( No Yes Two of the twelve existing radios have this feature, Cost for each key pad is $150. No= $2,000 equipment loss Yes =No loss Cost to convert to an independent system $40,(178 $40,078 X Public Hearings No No Yes County and /or FCC Restriction 4'r ,( FCC /County FCC Antenna and Tower Nc No Yes Repeater Station No No Yes 'For comparison, all costs have been tabulated as yearly costs. 00069 Radio Options Page 5 D. Recommended Option Based on the comparison presented in Section C of this report, staff recommends joining the County for the following reasons: • Capital and maintenance savings. • As a user of the County's radio system, and not an owner, an FCC license is not required and the capital liability exposure is less (e.g. if the transmitter or radio tower is damaged, the County is responsible for repairing the equipment and not the City of Moorpark); • Better radio coverage when compared to the current system; and • In case of an emergency, communication with the County is readily available due to the City's radio system utilizing same frequency E. Fiscal Impact Funds for said project include: 00071) RADIO SYSTEM FY 1994/95 Amount Maint. Department Handheld Mounted Budgeted Budgeted Total MRA^ 1 1 $1,462 $ 288 $1,750 Code Enf.^ 1 1 $1,462 $ 288 $1,750 X- Guards 8 D $5,968 $1,153 $7,121 Transit^ 0 1 $ _ +1 $ 144 $ 875 Public Works 4* 3 $7,807 $1,136 $8,943 Parks 5 4 $7,807 $1,296 $9,103 Lobby 0 0 $ 0 $ 0 $ 0 Total 19 10 $25,237 $4,305 $29,542 ^Budget transfer or amendment needed. *Remote Base Unit to be installed in office. Base Unit to be installed at receptionist area. 00071) Radio Options Page 6 E. Fiscal Impact (continued) The FY 1994/95 Budget provides funds in the amount of $25,237 for the capital purchase of radios. If the option to purchase cellular phones is chosen, no additional monies (including 10% contingency) are required for said purchase. The base service charge ($7,344) and air -time ($24,864) for FY 1995 -96 is expected to be approximately $32,208. If City Council decides to proceed with staff's recommendation of utilizing the County frequency, no additional monies (including 10% contingency) is required. The County fee, repeater cost, and maintenance costs are not expected to exceed $1,957 for the remainder of the fiscal year (2 months) . County fee ($1,170) and maintenance costs ($4,572) for FY 1995 -96 are expected to be approximately $5,742. If the option to purchase an independent radio system is chosen, an additional $11,707 (including 10% contingency) for capital equipment is required. In addition, either $3,575 (City site) or $10,750 (County site) would be required for processing fees. Maintenance costs for the remainder of the FY 1994 -95 is estimated at $1,082. Maintenance costs for FY 1995 -96 are estimated at $6,492. RECOMMENDATION (ROLL CALL VOTE REQUIRED) Staff recommends that the City Council take the following actions: 1. Reconfirm approval of converting the City's radio communications system to VHF to be compatible with the County of Ventura; 2. Authorize staff to proceed with the procurement of required new radio equipment not to exceed $25,237 (includes 10% contingency); 3. Authorize staff to proceed with joining the County radio frequency; 4. Declare any unneeded radio equipment to surplus property and authorize the City Manager to dispose of said property in accordance with applicable City codes and procedures. 001;71