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HomeMy WebLinkAboutMINUTES - 04082008 - D.3 6E L TO: BOARD OF SUPERVISORS *�- ` -° C10 n ra FROM: JOHN CULLEN, County Administrator /- L.N.;. Costa DATE: April 82008 �S�A �aii�YCounty SUBJECT: EAST BAY REGIONAL COMMUNICATIONS SYSTEM (EBRCS) SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1. ACKNOWLEDGE receipt of the fifth'quarterly report on East Bay Regional. Communications System (EBRCS) specifically updating progress of the Joint Powers Authority(JPA) and the hiring of an independent engineer by the JPA. 2. ACKNOWLEDGE that a request for proposal (RFP) has been issued by Alameda County General Services Agency for the EBRCS and!CTA Communications Inc. has been selected to enter contract negotiations with the EBRCS. 3. ACKNOWLEDGE the progress that is occurring with the West County Cell sites and direct the department of Infonnation Technology to develop an operating agreement with the EBRCS to continue this coordinating effort. 4. ACKNOWLEDGE that the 2008,=09 EBRCS budget has been established and a second assessment of S 100 per radio to member agencies has been approved. 5. DIRECT County Administrator to continue providing Quarterly Reports to the Board on the progress of the EBRCS. i CONTINUED ON ATTACHMENT: ❑ YES SIGNATOR . [RECOMMENDATION OF COUNTY ADMINISTRATOR❑ RECOMMENDATI N OF BOA COMMITTEE [}"APPROVE OTHER SIGNATURE(S): ACTION OF BOR ON APPROVED AS ONJMEpN� ED O'1'lI R VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE AND �( �r CORRECT COPY OF AN ACTION TAKEN AND UNANIMOUS(ABSENT / r: ) ENTERED ON THE MINUTES OF THE BOARD OF AYES: NOES: SUPERVISORS ON THE DATE SHOWN. ABSENT: ABSTAIN: ATTESTED: JOHN CULL LEN,CLERK OF THE BOARD OF Contact: John Cullen SUPERVISORS AND COUNTY cc: OFFICE;OF THE SHERIFF ADMINIS'T'RATOR CONTRA COSTA COUNTY FIRE DISTRICT DEPT OF INFORMATION TECHNOLOGY By: Dc uty I 'i East Bay Regional Communications System' April 8, 2008 John Cullen, County Administrator Page 2 BACKGROUND On August 14, 2007 the Board of Supervisors designated Supervisor Susan Bonilla and County Administrator John Cullen as its appointees to the 23 member East Bay Region Communications System (EBRCS) JPA and designated Supervisor John Gioia as the Board's alternate. The CAO has designated the DoIT director as his alternate. The Board acknowledged the development of a request for proposal (RFP) for an independentradio engineer by the JPA and directed the board appointees to advocate broad outreach in the selection process. The Board also acknowledged that significant federal funds have been obtained by the Office of the Sheriff to partially offset the cost of the initial phase of the EBRCS in Contra Costa County;known as the West County Cell; and directed funds from the Board action of Mayl3, 2003 for short and mid-tenn communications projects be used to cover costs not covered by grant funds for the West County Cell. Update on EBRCS JPA formation The JPA held its initial meeting on October 24, 2007. Concord Mayor Bill Shinn was elected chair, Alameda County Sheriff Greg Ahern was elected vice chair and Bill McCainmon was appointed Interim Executive Director. The JPA Board also authorized the issuance of a RFP for a radio design consultant. The JPA Board has subsequently adopted bylaws with significant input from Contra Costa members, formed Finance and Operations sub-committees and contracted with Bill McCaminon as the Executive Director of the EBRCS. County ineinbers have assignments on the finance committee (John Cullen) and the Operations Committee (Sheriff Warren Rupf). The EBRCS Board has agreed to meet monthly while in the early stages of the JPA's operation. Update on RFP for an independent Radio Engineering Firm The EBRCS Board authorized the issuance of a RFP for a radio design consultant at their initial October 24, 2007 meeting. The RFP divided the Radio Consultant's scope of work into 4 phases. The first phase is to review existing;documentation and make recommendations for the future phasing of the system build out based on documentation review and the infrastructure which has already been purchased. The second phase is to develop design and bid specifications for the build out of the system and work with the EBRCS to select a vendor to complete the build out of the system. The third phase is to provide project management;services to oversee the build out of the EBRCS. The fourth phase is to review and evaluate the existing documentation in evaluating the options for a build out of a P25 communications system for the'agencies in Solano County. Alameda County's General Services Agency conducted the bid solicitation and six firms responded to the RFP. A selection committee comprised of representatives from both counties, as well as public safety representatives from the cities, reviewed and scored the proposals submitted. Based on the review of the selection committee, CTA Communications Inc. of Lynchburg Virginia with their partner DMJN H&N, an architectural'and engineering firm in San Francisco was selected. The EBRCS Board at their March 14, 2008 meeting authorized the Executive Director, the RFP selection committee along with representatives of tlie,;'Alaimeda County General Services Agency to enter into contract negotiations with CTA. Update on the West County Cell The first phase of the EBRCS to be developed in Contra Costa County is the West County Cell. As previously reported, federal'funds have been used to purchase $1.8 million for equipment and $825,000 for microwave upgrades. Necessary infrastructure improvements at West County sites have been delayed due to the need for lease arrangements for these sites. General Services' Real Estate Services division is working with the Community Development Department and the County Counsel's office to obtain the property rights at the 4 existing radio sites that will make up the West County Cell. These sites will need to be upgraded to meet the installation requirements for a Public Safety Radio system and the new microwave upgrades to be installed in order for these sites to become operational. The I East Bay Regional Communications System April 8, 2008 John Cullen, County Administrator ' Page 3 i County will need to develop an operating agreement with the EBRCS JPA in order to continue the coordinating work on the West County Cell and its subsequent operation, The EBRCS is working with General Services to arrange to use the County's Job Order Contracting (JOC) program. The JOC will be able to perform the necessary infrastructure upgrades at each of the 4 sites in a timelier manner than can be achieved through standard bidding procedures. Radio equipment has already been purchased for 3 of the 4 sites in the West County Cell with grant funding available for the 4`1' site. Funding for microwave equipment to connect the 4 sites will be provided by a COPS grant and will be ordered as soon as MOU'sare signed with the SUASI. Installation of the radio equipment can begin after the necessary agreements are in place for the 4 sites and any required infrastructure improvements are completed. Budeet The EBRCS has three main revenue;sources. Revenue from Federal Homeland Security grant funds that are used to build infrastructure and pay allowable overhead; payments by Alameda County and Contra Costa County for infrastructure improvements as sites are installed; and contributions of$100 per radio by member agencies. The EBRCS JPA Board on the recommendation of the EBRCS Finance Committee has approved the 2008 budget. A copy of the budget is provided at the end of this report. In addition, the JPA Board has approved a second $100 per radio assessment for each member agency. This assessment is to cover the cost of grant snatching requirements,las well as operational costs that are not reimbursable using grant funds. Through the first two assessments, Contra Costa and Alameda County have been exempted from the $100 per radio fee due to the amount of revenue they have committed to the development of the EBRCS infrastructure. Next Steps After a contract is negotiated for the radio consultant and approved by the EBRCS Board, the radio consultant will start reviewing existing documentation, reviewing the infrastructure already purchased and making recommendations on how the system build out should proceed. The consultant's review will provide additional infonnatidn in developing a time line for the build out of the system, anticipated costs for the EBRCS infrastructure build out, and for projected operating costs. It is anticipated that additional infrastructure will need to be obtained during the 2008-09 fiscal year primarily to meet grant time line'requirements. The consultant will be providing input to the EBRCS so that these grant funds are put to their best use in the build out of the West County Cell and for the EBRCS. These upgrades to the;West County Cell will begin as soon as the necessary agreements are in place between the site owners, the County and the EBRCS. After the necessary lease arrangements are in place for the West County Cell, infrastructure upgrades will begin at these sites. Upgrades are necessary at all West County Cell sites and the majority of these improvements will be funded through grants already received by the EBRCS. The radio consultant will be wprking in subsequent phases to develop specifications for the EBRCS system; assist with vendor negotiations and develop the coverage testing necessary to ensure the system operates as specified. i i' I i East Bay Regional Communications System! April 8, 2008 John Cullen, County Administrator Page 4 i East Bay Regional Communications System Authority Budget Fiscal Year 2008/2009 Revenue *Member Agency Radio Fees 07/08 770,000 *Member Agency Radio Fees 08/09 770,000 i Grants: SUASI 2007 2,;600,000 i SHSGP 2007 2;267,912 COPS 21000,000 PSIC 4,966,666 Earmark 808,000 Total Grants Received 12,642,578 Total Revenue $14,182,578 *$100 per Radio Expenses i Executive Director 200,000 Administrative Support ' 55,000 i Legal Support ! 25,000 Insurance 50,000 i Web Site Development/Maintenance 30,000 i Radio Engineering Consultant 1,000,000 *COPS Match (requires local funding) 500,000 i *PSIC Match (requires local:lfunding) 1,241,666 Site Development 11,000,000 Total Expenses $14,101,666 i i I i i i ADDENDUM TO ITEM D.3 (April 8, 2008 On this day, the Board of Supervisors considered accepting the fifth quarterly report on East Bay Regional Communications System (EBRCS) specifically updating progress of the Joint Powers Authority(JPA) and the hiring of an independent engineer by the JPA, and other related matters. Count Administrator, John Culle I presented the Board with an update on the progress of Y P �' the (JPA) and the hiring of an independent engineer by the (JPA). He referred to the budget and noted the EBRCS has revenue from Federal Homeland Security grant funds; payments by Alameda and Contra jCosta County and contributions of$100 per radio by member agencies. He went on to say the EBRCS JPA Board approved the 2008 budget, and in addition the JPA Board approved a second $100 per radio assessment for each member agency. Mr. Cullen pointed out Contra Costa and Alameda County is exempted from $100 per radio fee due to revenue they committed to development of the EBRCS structure. I Director, Department of Information and Technology, Tom Whittington informed the Board the EBRCS Board authorized the issue of a Request for Proposal for a radio design consultant. He went on to say Alameda County's General Services Agency conducted bid solicitations from six firms and a selection committee comprised of representatives from both counties, as well as public safety representatives from the cities, reviewed and scored the proposals submitted.i Mr. Whittington said CTA Communications Inc., of Lynchburg, Virginia with their partner DMJN H&N, an architectural and engineering firm in San Francisco was selected. Supervisor Uilkema asked if the Board planned to address future funding relative to Homeland Security and other revenue generators? I Mr. Cullen said the Board is talking about stating staying closely connected with the federal Government on Homelland Security issues. He added the big expenses come in the gap between federal funding, and the city and counties would have to come together to have a discussion how to do that. He concluded cities and EBRCS will have a discussion on how best to approach that. Mr. Whittington emphasized the Board has discussed doing trips to Washington and added the main purpose of a Radio Consultant is to establish all kinds of costs the County is looking at. I I Supervisor Uilkema asked the Board to consider in future discussions the use of maritime and other potential militaryinterests as a possible user. She conceded if they are going to use the EBRCS there should)be no reason why they should not contribute to it. I Supervisor Bonilla voiced her concerns on the process. She said she met with staff from State Homeland Security in her office and was informed there would be a decrease in grant funding. She noted if the project is based on grant funding alone it would not work. She referred to the digital radio cost at being 20 percent more than current radio system and remarked this would be another cost factor to consider. Supervisor Bonilla said she would wait for the CTA Report to get a better perspective on the needs of the County. By an unanimous vote, with all Supervisors present the Board took the following action: ACCEPTED all 5 recommendations spelled out on Board Order.