HomeMy WebLinkAboutMINUTES - 01232007 - D.1 TO: BOARD OF SUPERVISORS Contra
FROM: John Cullen, County Administrator. __ ••
Costa
DATE: January 23, 2007 ;A k°
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4sra-cour•� �
SUBJECT: EAST BAY REGIONAL COMMUNICATIONS County
SYSTEMS (EBRCS) PROJECT
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION
1. Acknowledge Receipt of this Board Order as the second quarterly report on County
radio communications activities and the East Bay Regional Communications System
(EBRCS) project.
2. Provide requests for any additional information that the Board would like included in
future quarterly reports.
BACKGROUND
On July 25, 2006, the Contra Costa County Board of Supervisors endorsed in concept,
County participation in the proposed East Bay Regional Communications System
(EBRCS); directed the CAO to work with Alameda County, cities and other agencies to
develop a JPA; authorized the CAO to work with ALCO to solicit proposals for an
independent review of the Motorola design and study; directed the CAO to report back
on all preliminary steps and funding commitments thus far; directed the CAO and County
.Counsel to review the history of the Alameda County bidding process, including the RFP,
specifications, and involvement by Contra Costa County management; and directed the
CAO to provide quarterly reports to the Board on the project. Since our last update in
October 2006, several areas have progressed and detailed below. Also attached is the
February, 1, 2007 progress report and PowerPoint presentation for the Contra Costa
Mayors' Conference.
CONTINUED ON ATTACHMENT: X YES SIGNATURE_ -
------------ - - -----------------------------
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
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OF BOARD ON APPROVE AS RECOMMENDED _ OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
UNANIMOUS(ABSENT �Iv ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: NOES: SHOWN.
ABSENT: ABSTAIN:
ATTESTED U
CONTACT: JOHN CULLEN,CL RK OFT BOARD F
SUPERVISORS COUNTY ADMINIS RATOR
BY G
INDEPENDENT THIRD PARTY REVIEW
In October 2006, the Contra Costa County Board of Supervisors hired an independent third
party consultant to review the Motorola Proposal and Design for the proposed two-county
EBRCS, to confirm its engineering and estimated costs prior to Contra Costa County's
consideration of the JPA. The independent consultant, CTA Communications of Lynchburg,
Virginia, is expected to have a final report by February 2007.
In addition, as part of the due diligence process, the Interoperable Communications Advisory
Program (ICTAP), a federal technical assistance program designed to promote and enhance
interoperable communications among local, state and federal emergency responders and public
safety officials, has agreed to review the proposed EBRCS as well to ensure its viability.
FINANCIAL ADVISOR
Also in October 2006, the Contra Costa County Board,of Supervisors authorized the County
Administrator to engage a financial advisor. Contra Costa County has engaged Jean Buckley of
the firm of Tamalpais Advisors to provide financial advice and assist the law firm of Meyers and
Nave hired by Alameda County, in drafting the legal agreements necessary for the formation of
aJPA .
EBRCS TASK FORCE
EBRCS Task Force continues to meet monthly to move this project along. Representation on
the EBRCS Task Force from Contra Costa County includes personnel from the County Sheriff's
Office, Fire Chiefs' Association, Police Chiefs' Association, County Administrator's Office,
County Information Technology Department, radio experts, City Managers, and elected council
members. Alameda County has retained retired Alameda County Fire Chief William (Bill) J.
McCammon as Project Manager.
SYSTEM MANAGEMENT STRUCTURE/GOVERNANCE
The EBRCS Task Force has proposed that the future EBRCS JPA Board of Directors be
comprised of 21 members made up of equal participation from both Counties. Membership
would be as follows:
2 Police Chiefs Association (*)
2 County Fire Chiefs Association (*)
1 Special District
1 Alameda County (CAO)
1 Contra Costa County (CAO)
2 County Sheriffs (*)
4 City Managers from Alameda County (**)
4 City Managers from Contra Costa County (**)
2 Elected Officials from Contra Costa County (***)
2 Elected Officials from Alameda County (***)
one representative from Contra Costa and from Alameda
** selection to be determined by each County's City Manager Association
*** selection to be determined by the Mayors' conference of each County
NEXT STEPS AND 2007 TIMELINES FOR COUNCIL PRESENTATIONS AND LETTERS OF
INTENT
To begin to take steps toward committing to membership in the JPA and to enable agencies to
estimate their individual costs of participation, the EBRCS Task Force has laid out a process for
initial commitment to the JPA. Following updates to both Alameda and Contra Costa Mayors'
Conferences (attached white paper and power point presentation), an initial presentation on the
EBRCS will be made to each City Council in February.or March by its City Manager, Police
Chief and Fire Chief or District Chief as appropriate. Representatives from the EBRCS Task
Force will be available to attend the City Council meetings or assist in presentations as
requested. Each City Council will be asked to consider endorsing the EBRCS in concept by
approval of a letter of intent (form to be provided) to join the JPA, and by directing its City
Manager to provide an accurate radio count of public safety and general government radios,
which is expected to be the basis of future cost sharing, and to authorize payment of a non-
2
refundable initial membership fee of $100 per radio. The EBRCS Task Force is seeking initial
commitments to JPA membership by early April so that a realistic recalculation of cost sharing
based on actual agency participation may be made. Financing of the system and issuance of
debt will depend on obtaining additional offsetting federal or state grants and will proceed during
the summer months.
EBRCS Infrastructure
The two-county East Bay Regional Communication System (EBRCS) design as presented by
Motorola consists of 31 sites grouped into 5 cells. Three of these cells are in Contra Costa
County, will require installation of equipment and some improvements.
The Contra Costa County Sheriff's Department has received radio equipment purchased using
department of Homeland Security (DHS) and Oakland. Urban Area Security Initiative (UASI)
funds. This equipment is presently warehoused awaiting release of the Super Urban Area
Security Initiative (SUASI) funds to provide for the installation of this equipment as well as site
improvements necessary for the start of the build out of the West County Cell, which is the
highest priority due to proximity to Alameda County and population density.
Similarly, Alameda County is using DHS, UASI and SUASI funds to begin the build out of its
radio cells. Once the EBRCS JPA is formed, the completion of cells and the further build out of
the EBRCS will be under the direction and control of the EBRCS JPA.
3
ADDENDUM TO D.l
JANUARY 23, 2007
On this day, the Board of Supervisors considered accepting the second quarterly report on
County radio communications activities and the East Bay Regional Communications
System (EBRCS) project and providing requests for any additional information that the
Board of Supervisors would like included in future quarterly reports.
John Cullen, County Administrator, presented the report, saying that since the last update
in October 2006, several areas have progressed. He said the County is working at the
federal level pursuing funds that may be available in the next federal budget cycle to help
offset some of the cost of the radio communication system. He pointed out the Sheriff's
office has people in Washington today and said that there would be representatives from
the Board there next week.
Chair Piepho asked if there was a timeframe on the review of the outside independent
reviewer and when those results would come back.
Mr. Cullen noted this would be done by February 1, 2007. He said a presentation would
be scheduled at a Board meeting in February.
Chair Piepho asked how the County would budget the commitment cost for the overall
buildout of the system, asking if it would be in the next budget cycle. She said she was
concerned the cost would be expensive in the end'run versus being cheaper to go together
with Alameda County, cities and other-agencies.
Mr. Cullen responded, saying that in the next budget cycle the County would continue to
capitalize on using federal homeland security and special earmarked money at the federal
level for the Contra Costa County Sheriff. He said the Financial Advisor of the Joint
Powers Authority(JPA) would figure out the financial split and most likely there would
be a recommendation for the new JPA to borrow money to pay for the long-term cost and
that each participating agencies will share in their split based on their number of radios.
Supervisor Gioia said this has been an ongoing issue and stressed the importance of
getting the report to the Board after the independent third party consultant CTA
Communications of Lynchburg, Virginia reviews the Motorola. Proposal and Design for
the proposed two=county EBRCS, to confirm its engineering and estimated costs prior to
Contra Costa County's consideration of the JPA. He noted Alameda County went
forward on this alone and Motorola was the only Company that provided a response to
the proposal because at the time, the way the specifications were drafted in Alameda
County, Motorola was the only entity that met the technical specifications. He stressed
the importance of getting the report back on all preliminary steps and funding
commitments thus far, and being able to discuss it thoroughly. He stressed the County
would need a clear indication of which cities would join, as this would affect the cost
share. He asked whether Contra Costa would divide the amount based on the total cost of
ADDENDUM TO ITEM D.1
January 23, 2007
Page 2 of 3
sharing among all cities, and asked what thoughts have been given how to approach the
apportionment.
Mr. Cullen said the apportionment would be based on the number of radios for each of
the jurisdictions that would sign up in the beginning and said that the committee is .
consulting with the County's attorneys and others financial advisors on what the
arrangements would be for a new agency coming in after the JPA formation.
Supervisor Bonilla noted The East Bay Regional Communication System(EBRCS) Task
Force has proposed the future EBRCS JPA Board of Directors be comprised of 21
members made up of equal participation from both Counties, and asked why an elected
official from the County would not be serving on this Committee.
Mr. Cullen said he believes the way the group is working now the County is well
represented. He said if the Contra Costa County Board of Supervisors and the Alameda
County Board of Supervisors desire extra representation, the JPA is not formed yet and
there is room for that discussion to take place. He noted the County would budget the
commitment cost for the overall buildup of the system.
Supervisor Bonilla asked whether this would be in the budget year because the cost
would be expensive.
Supervisor Uilkema said she would like to make sure the report addresses at what point
after the review, added choices for this Board, a different arrangement, different
equipment, and different providers.
Mr. Cullen said the contractor has been asked to address: 1) does the proposed design
,work; 2) are there critical flaws in this design; and 3) is the cost reasonable and
supportable, and if not,what are the options the County has to differently address the cost
side of the project through further capital bidding.
Supervisor Glover said Chair Piepho and he will be in Washington D.C. next week and
said he is hopeful members of the Board will be able to make the Mayor's Conference in
Antioch to support the idea of JPA and the need to get everyone on board. He spoke
about $47m unfunded dollars that will need to be used to get the radio communication
system in place, and said the lobbying process should start.
Supervisor Gioia noted that not included in the report is the subject of the County
Sheriff s use for our contract cities not being apportioned to the County.
Supervisor Uilkema asked for the Port of Oakland to be included in the radio
communication system as this is one of the largest growing enterprises in the area.
By an unanimous vote with all Supervisors present, the Board of Supervisors took the
following action:
MEMORANDUM
TO: Contra Costa Mayors' Conference
FROM: Contra Costa Public Managers' Association
DATE: February 1, 2007
RE: Updated White Paper—East Bay Regional Communications System (EBRCS),
an Emergency Services Radio System for Alameda and
Contra Costa Responders
INTRODUCTION
This is to provide an update of the White Paper first presented to the Mayor's Conference on
August 3, 2006. It provides an overview of the critical components of the proposed East Bay
Regional Communications System (EBRCS), which will provide interoperability between
emergency services radio system users throughout jurisdictions in Alameda and Contra Costa
Counties. Endorsement of the system in concept was approved by the Contra Costa Mayors'
Conference on August 3rd 2006. The Contra Costa Mayors' Conference action included a
provision for the appointment by its Chair of two members to represent the Mayors' Conference
on the combined counties and cities EBRCS Task Force (Mayor H. Abram Wilson, San Ramon
and Vice Mayor Bill Shinn, Concord). In November 2006, the Alameda County Mayors'
Conference appointed Mayors Janet Lockhart of Dublin and Tom Bates of Berkeley to work with
the EBRCS Task Force.
PROBLEM STATEMENT
Communications is one of the most fundamental aspects in the day-to-day operations of public
safety functions. The communication function becomes even more important during a rnulti-
jurisdictional response to a critical incident. Such critical incidents may include, but are not
limited to, earthquakes, floods, tires, pipeline explosions or terrorist threats. It is important to
•note that these critical incidents do not respect political boundaries and may require multi-
jurisdictional/multi-county responses.
In Contra Costa County, interoperable communications between police and fire agencies has
been a recognized need for many years, particularly during times of emergencies when multiple
agencies are involved and must talk to each other. The Contra Costa County Board of
Supervisors initiated a feasibility study in May 2002 of a regional interoperable radio system
with other local agencies. Since that time, significant discussion has been undertaken with both
the Police Chiefs' and Fire Chiefs' Associations which has resulted in their endorsement of a
regional, interoperable radio system.
During this same period Alameda County also initiated a project, the EBRCS, which offered the
opportunity to become part of a two-county regional interoperable communications system
designed to offer all local government agencies the opportunity to participate. Given the stated
priorities of the federal government to support interoperable communications by providing
funding to regional communications systetns, a two-county system provides the best chance to
maximize grant funding to reduce the cost impact to all participating agencies.
We should also mention that current communications equipment is becoming obsolete and
replacement parts may not be available in the future, which could render such systems
inoperable. In addition, by 2013, all agencies nationwide that use UHF, VHF, or Low Band
frequencies will be required by Federal Communications Commission (FCC) regulations to
operate in "narrow band" mode. This means that all agencies operating on these radio bands will
either need to upgrade or replace base station, mobile and portable radios. While the primary
focus for the proposed system is emergency services communications, the EBRCS plan
envisions non-emergency and/or public services participating in the system.
CURRENT COMMUNICATION SYSTEMS
Neither Contra Costa County nor Alameda County possesses a radio communications system
that enables the various fire departments or districts to communicate directly to one another
during critical incidents. This same inadequacy exists among police and sheriffs departments.
Obviously, there is no current communication capability that allows police to talk to fire or to
public works. The EBRCS plan anticipates operation.'of a unified communications system under
the governance of a Joint Powers Authority (JPA) formed by the participating jurisdictions.
RADIO FREQUENCIES
Radio frequencies have monetary value to both public agencies and to private broadcasters
(television and radio). The FCC generates revenue for the federal government by selling these
frequencies to private, for-profit businesses. Representatives from both counties have been
active insuring that there are sufficient frequencies to serve the proposed system. It is of benefit
that we do not need to petition the FCC for additional frequencies.
COSTS
Backbone: Alameda County issued a Request for Proposal to design the two-county system. and
purchase the master site controller. Motorola, Inc., was selected since Motorola was the only
bidder who responded to Alameda County's Request for Proposals for a master site controller.
Motorola's preliminary estimate for the construction of a backbone system is in the $61 million
range, to which the EBRCS Task Force added a $5M contingency. The backbone system would
consist of numerous towers, repeaters, microwaves and the buildings necessary to support this
equipment. Initial one-time costs would include consulting costs for engineering peer review,
environmental review, and legal expertise. A breakdown of the estimated backbone costs of the
EBRCS, and committed grant funding is shown on Pg. 8 of this report. Backbone costs are
proposed to be financed through the issuance of bonds by the JPA. The debt payments would be
3
supported by the agencies participating in the JPA. The unit of cost for any member agency's
share of support is proposed to be based on the number of radio units that agency operates.
The system costs shown on Pg. 8 do not include the costs of hand-held radios, in-vehicle radios
and/or dispatch consoles. The cost of radios and dispatch consoles would continue to be the
responsibility of each participating agency, or could be funded through existing agency
replacement funds or financed through the proposed backbone bond issue. Cost savings through
potential joint purchasing of the new equipment required by each jurisdiction is anticipated.
Operating Costs: Funds will need to be appropriated each year from the participating agencies to
cover the costs of the Joint Powers Authority (JPA) and system administration, equipment
maintenance and replacement, and insurance (similar to our collective experience with other
JPA's such as insurance and the Contra Costa County Transportation Authority.) A minimum
configuration for operating and support personnel is discussed below under Staffing.
FINANCES
Close to $9M in Federal and State grant funds has been secured for the backbone of this
proposed two-county communications system. An additional $12.5M in funds for microwave
and a master site controller have been committed. We also believe that once the Joint Powers
Authority for the two-county system is created, we will be able to attract additional grant dollars
from such sources such as Homeland Security funding. The bulk of the projected remaining
backbone costs of approximately $47M would fall upon the participating agencies and is
proposed to be financed through a bond issue. The bonds are proposed to be issued by the yet-
to-be-created JPA, which would receive annual payments from the participating agencies to
cover the debt service and operating.
CENTRAL DISPATCH
There is no proposal in this two-county radio system to centralize dispatch services. Dispatch
operations would be left to the decision-making process of the participating agencies.
TOWER SITES
The two-county system would utilize existing tower locations wherever feasible. It appears that
only one new tower site may be needed in Contra Costa County to service the Point Richmond
and Point Pinole areas.
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SYSTEM MANAGEMENT STRUCTURE/GOVERNANCE
The EBRCS Task Force has proposed that the EBRCS's JPA Board of Directors be comprised of
the membership as indicated below:
System Management Structure
Board of Directors
The Board of Directors will have 21 members
made up of equal representation from both
counties.
(2) Police Chiefs Association* (1) Alameda County (CAO)
(2) County Fire Chiefs Assn* (1) Contra Costa County (CAO)
(l) Special District (2) County Sheriffs*
(4) City Managers Contra Costa County**
(4) City Managers Alameda County**
(2)Elected Officials Alameda County***
(2) Elected Officials Contra Costa County***
*one representative from Contra Costa and one from Alameda
**selection to be determined by each County's City Managers Association
***selection to be determined by the Mayor's conference of each County
STAFFING
At a minimum, the ongoing staff needs for the JPA with such an undertaking would require one
chief operating officer, one radio engineer and one secretarial position. As an alternative, the
JPA could seek the services of an existing company to meet its needs. No budgetary costs have
as yet been estimated for these annual operating services.
5
TECHNICAL COMMITTEE(S)
The JPA will require the assistance of technical subcommittees or user groups to provide
oversight and feedback on various intricacies of the.system. Based on the experience of other
joint radio systems throughout the State, we would suggest that these committee members be
volunteered staff from participating jurisdictions.
KEY ISSUES
Coverage — Determining the coverage requirements of such a system will also determine the
costs. For example, the higher the coverage requirement, the more tower sites are required and
the greater number of facilities needed.
Future members—The JPA document will address any number of items but must also include the
ability to enlist future agency members that do not join the JPA initially.
Redundancy — The system must be constructed in a looped manner so that the failure to signal
the site does not interrupt the provision of service to the remainder of the system.
SUMMARY EBRCS MILESTONES
July 12, 2006 - Alameda County Mayors' Conference endorses system concept and initial
steps
July 13, 2006 - Contra Costa Public Managers' Association approves recommendation to
'Mayors' Conference to endorse system concept and initial steps
July 25, 2006 - Contra Costa County Supervisors presentation and endorsement in concept
August 3, 2006 - Contra Costa County Mayors' Conference presentation and endorsement in
concept
October 3, 2006 - Contra Costa County Board of Supervisors accepted report on the EBRCS
Project and review of Alameda County's RFP and procurement
(See enclosed Report and Addendum)
January, 2007 - Alameda County Mayors' Conterence Update
February, 2007 - Contra Costa Mayors' Conference Update
JPA FORMATION
With the concurrence of the EBRCS Task Force, Alameda County has hired the law firm of
Meyers &Nave to prepare the legal agreements necessary for the formation of the JPA. Steve
Meyers has had all initial meeting with the two-county Task Force and will also be in
consultation with a financial advisor, hired by Contra Costa County, to develop appropriate
options for the formation of the JPA.
6
INDEPENDENT THIRD PARTY REVIEW
In October 2006, as noted above. Contra Costa County Board of Supervisors reviewed the
Alameda County procurement and three year contract with Motorola for the proposed EBRCS
and concluded that it was an appropriate business decision. In addition, Contra Costa County, on
its own, authorized the County Administrator to engage a financial advisor to assist Meyers and
Nave in forming the JPA. Contra Costa County also has hired an independent third party
consultant to review the Motorola Proposal and Design for the proposed two-county EBRCS, to
confirm its engineering and estimated costs prior to County consideration of the JPA. The
independent consultant, CTA Communications of Lynchburg, Virginia, is expected to have a
final report by February 2007. Any recommendations made through this third party review will
be trade available to agencies considering becoming members of the JPA. Finally, as part of the
due diligence process, the Interoperable Communications Advisory Program (ICTAP), a federal
technical assistance program designed to promote and enhance interoperable communications
among local, state and federal emergency responders and public safety officials, has agreed to
review the proposed EBRCS as well to ensure its viability.
NEXT STEPS AND 2007 TIMELINES FOR COUNCIL PRESENTATIONS AND I:ETTERS
OF INTENT
To begin to take steps toward committing to membership in the JPA and to enable agencies to
estimate their individual costs of participation, the EBRCS has laid out a process for initial
commitments. Following updates to both Mayors' Conferences, an initial presentation on the
EBRCS will be made to each City Council in February or March by its City Manager, Police
Chief and Fire Chief or District Chief as appropriate. Representatives from the EBRCS Task
Force will be available to attend the City Council meetings or assist in presentations as
requested. Each City Council will be asked to consider endorsing the EBRCS in concept by
approval of a letter of intent (form to be provided) to join the JPA, and by directing its City
Manager to provide an accurate radio count of public safety and general government radios,
which is expected to be the basis of future cost sharing, and to authorize payment of a non-
refundable initial membership fee of$100 per radio. The J HBRC'S Task.f=orce is seeking initial
commitments to JPA membership by early April so that a realistic recalculation of cost sharing
based on actual agency participation may be made. Financing of the system and issuance of debt
will depend on obtaining additional offsetting federal.or state grants and will proceed during the
suininer months.
EBRCS TASK FORCE
In addition to the two municipal elected officials from Contra Costa County, representation on
the EBRCS Task Force from this county includes personnel lrom the County Sheriffs Office,
Fire Chiefs' Association, Police Chiefs' Association, County Administrator's Office, County
Information Technology Department, radio experts, and City Managers. Alameda County has
retained retired Alameda County Fire Chief William (Bill) J. McCammon as its Project Manager.
7
EAST BAY REGIONAL COMMUNICATIONS SYSTEM
Current Financial Overview
Motorola Proposal $ 6091519063
This includes the microwave and other components
that will be purchased through other grants
:Deductions
Funded through grants
Master site controller and 2 sites 5,355,838
Microwave 7,215,789
12,571,627 (12,571,627)
47,579,436
Tax 3,1.03,088
$ 5096829524
Contingency
Approximately a 10% contingency to cover
unexpected costs related to site development 5,000,000
Sub-Total $ 5596829524
Grants Secured
2005 UASI* 2,999,999
2006 SUASI** 3,000,000
Alameda County SHSGP*** 1,800,000
Contra Costa SHSGP 1,000,000
8,799,999 ( 8,799,999)
TOTAL remaining to be funded $ 46,8829525
*Urban Area Security Initiative (USAI)
**Super Urban Area Security Initiative (SUSAI)
***State Homeland Security Grant Program (S.HSGP)
8
EBRCS White Paper Attachments: 1. October 3, 2006 Contra Costa County Board of
Supervisors Board Order and Addendum -
Quarterly Report on EBRCS and Recommendation
and Findings on Alameda County Procurement
2. January 9, 2007 Contra Costa Times article by Ian
Hoffman
3. January 14, 2007 Editorial
4. January 2007 Oakland Urban Area Interoperable
Communications Scorecard
9
Radio Interoperability Solution
East Bay Regional Communications
System (EBRCS)
Overview
Presented by:
William J. McCammon, Retired Fire Chief
Alameda County Fire Department
Keith Richter, Fire Chief
Contra Costa County Fire Department
Levels of Interoperability
Standards-Based Shared P25 Full Interoperability between
Shared Systems systems
�:.. .:� Goal of the EBRCS System
a
Proprietary Interoperability within each system but
.............. ........
Shared Systems limited between different systems
fir"A Shared Effective provided the systems are
Channels compatible,and channels are pre
programmed and available
T Gateway Limited Coverage, Requires Great Deal of
(Fixed or Mobile) Planning, Limited Capacity
....................
Swap Portable Simple, Short term, Not practical,
Radios requires caches of radios
1
Current Communications Systems
Contra Costa County
800 MHz 900 MHz UHF
San Pablo Police AMR Walnut Creek Police
Richmond Police Pleasant Ifill Police
Richmond Fire Pittsburg Police
Pinole Police Low Band
Hercules Police East Bay Parks
Martinez Police
El Cerrito Fire CI IP Concord Police
BART Clayton Police
California State Parks
VIIF
San Ramon Valley Fire Lafayette Police
San Ramon Police East Contra Costa Fire
Rodeo Hercules Fire Danville Police
Rio Vista Police Crockett-Carquinez Fire
Pinole Fire Contra Costa Sheriffs
Oakley Police Contra Costa Fire
Moraga-Orinda Fire Brentwood Police
Moraga Police Antioch Police
CDF Contra Costa Com.Col.
Coast Guard FBI
Current Communications Systems
Alameda County
V11F/UHF 800 MHz Trunked Systems
-Albany -Alameda County -BART
•1-layward -AMR
-Fremont -Piedmont includes:
•Berkeley •Piedmont
-Alameda
-Coast Guard -Union Ci -Emeryville
h�
•1=L;I
-Newark -Port of Oakland
-San Leandro
Low Band -Dublin
-Fast Bay Parks
•0-11, -Livermore 1 Pleasanton
-UC Berkelev
•EBMLID*(conventional)
•CalTrans
2
Interoperable Communications
System — Prerequisites
-Political Support
-Funding
•Spectrum Common to all Users ;4;
.,f' ''sem::• --¢:�7- :..
3atd�l
fi
Why do we need the EBRCS?
* Communications systems in both counties are
fragmented
o Existing communications systems in both
counties are nearing the end of their useful lives
* Significant cost savings can be realized for local
jurisdictions by being part of a regional system
without sacrificing local autonomy
* Limited availability of spectrum
* Grant funding from the Federal Government is
available for "Regional Communication
Systems"
3
EBRCS System Overview
Q 2 County Digital P25 Compliant Communications
System with 31 sites
o Provide the highest level of interoperability
o Funding through multiple sources including
Federal grants, one-time assessments and
ongoing subscriber fees
0 A Joint Powers Authority.with local jurisdictions
becoming members will be created with local
jurisdictions as members to own and operate the
system
System Capital (Backbone)
Financing
o Financing requirement — an equitable cost
allocation model for participating agencies
o System capital cost minus grant funding would
be allocated to each jurisdiction and financed
over an agreed upon period
o The number of radios each jurisdiction operates
on the system will determine each jurisdiction's
share of the infrastructure costs
4
System Operational Funding
o Ongoing system operations, upgrades, and
replacement will be funded through a subscriber fee.
The subscriber fee will be based on a cost per radio
o Subscriber fees would be set yearly for the next fiscal
year by the Board of Directors
o New users such as the State of California or other
special districts will be charged the operating subscriber
unit fee as well as a start up fee per radio as
determined by the Board of Directors and the ongoing
subscriber unit fee
JPA Board of Directors'
Responsibilities
o Own the system and its assets, set policies, assume all
liability and provide overall direction for the operation of
the system
o Set subscriber unit pricing at a level to cover the system
operations, technology upgrades, and system
replacement costs
o Establish advisory committees to develop
recommendations and advise the Board on system
operations, technology upgrades, and system financial
planning
5
Progress to Date
o Committees have been formed and are
working to address governance, system
design and implementation issues
o Digital microwave network linking both
counties has been approved using 2004 UASI
funding, estimated cost $5.6 million
Progress to Date Cont'd
o Digital Master Site Controller, dispatch
console upgrades and overall system design
for the two county system have been
approved using Alameda County ODP grant,
estimated cost $6.0 million
0 National Public Safety Planning Advisory
committee (NPSPAC), Region 6, has
approved a "frequency repacking plan" which
reallocates frequencies allowing the EBRCS
to have a sufficient number of frequencies to
operate
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Progress to Date Cont'd
o Preliminary system design is completed with
the project estimated at $55 million (this does
not include the cost of radios). At the present
time $47 million is unfunded
o EBRCS Task Force, including City Managers
and Police and Fire Representatives from both
counties, are meeting to determine the
feasibility of forming a JPA and have
developed the proposed governance model.
System Management Structure
Board of Directors
The Board of Directors will have 21 members
made up of equal representation from both
counties.
(2)Police Chiefs Association* (1)Alameda County(CAO)
(2)County Fire Chiefs Assn* (1)Contra Costa County(CAO)
(1)Special District (2)County Sheriffs*
(4)City Managers Contra Costa County**
(4)City Managers Alameda County**
(2)Elected Officials Alameda County***
(2) Elected Officials Contra Costa County***
*one representative from Contra Costa and one from Alameda
**selection to he determined by each County's City Managers Association
***selection to be determined by the;Mayor's conference of each County
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Local Government Participation
o Participation of each governmental agency determined
by that agency's governing board
o Method of participation in the system capital financing to
be approved by each governing board
* Approval of operational funding through a yearly budget
process
o Annual system overview presented to the Mayors
Conferences in both counties and both Boards of
Supervisors
Endorsement Request for EBRCS
oAdhere to EBRCS Task Force timeframes
for presentation and consideration
•Support for proposed JPA Structure
• Establish accurate radio count
•Sign letter of intent which includes good
faith contribution of $100/radio
• Provide technical point of contact to work
with operational committees on system
implementation issues
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Timeframes for JPA
Establishment
*Jan - Feb Mayor's conferences in both
counties receive presentations
*Jan - Feb JPA is formed
o Feb - Mar City Councils in both counties to
receive presentations outlining JPA
participation
o Mar - Apr City Councils approve local
participation
Questions?
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