HomeMy WebLinkAbout11/14/1989, C-6 - APPROVE FUNDING FOR PHASE I OF THE JOINT RADIO COMMUNICATIONS PROJECT MEETING DATE:
city Of Sari Luis OBISPO Nov. 14, 1989
COUNCIL AGENDA REPORT nW NUMBER:
FROM: Michael Dolder BY: Steve Smith, Battalion Chief
Fire Chief Jeff Zimmerman, Firefighter
SUBJECT:Approve funding for Phase I of the Joint Radio Communications Project
CAO RECOMMENDATION:
Adopt resolution authorizing City Administrative Officer to negotiate a contract with
Motorola Corporation Phase I radio equipment for Police, Fire, Public Works and Transit
Departments' radio communication improvements and to award contract if cost does not
exceed $218,000.
BACKGROUND:
The mountains in and around the city disrupt day-to-day and emergency radio
communications for all city departments. The fiscal year 1987-89 Capital Improvement Plan
included funding to study the problem and identify equipment necessary to improve the City's
radio deficiencies. The Joint Radio Communications Facility Committee, which consisted of
representatives from Police, Fire and Public Works was formed to administer the project. In
January, 1989 the City contracted with Nitram Associates to complete a $13,000 radio
communications study (File copy in City Clerk's Office). The study recommended solutions
and developed alternatives to improve city-wide radio communications. The Municipal Transit
System, while included in the original study was not included in the original work scope for
radio equipment improvement. The Communications Committee recommended their inclusion
(assuming equipment space is available) due to the potential for use of bus transport, during
disasters or major emergencies. The study recommended improving radio communications in
- two phases.
Phase I - Identifies radio deficiencies that must be immediately
implemented to bridge communication gaps that directly affect the
safety of Police, Fire, Public Works and Transit employees.
(Public Works includes Administration, Recreation and Utilities).
Phase 11 - Identifies a comprehensive solution to the City's radio
communication deficiencies.
Phase I of the project.includes the acquisition of four new radio repeaters and the installation
of an engineered radio voting receiver system with point-to-point microwave receivers
recommended in the study. Cost and equipment estimates are found in Attachment #2. The
radio voting system will allow all City radio repeaters to be consolidated at the Fire
Department's existing repeater site located at the, privately owned, KSLY radio tower.
In addition to improving the radio deficiencies, consolidation of the equipment allows for
easier maintenance and greater security for City owned equipment. The point-to-point
microwave system allows for greater reliability of the system and eliminates reliance on
existing and new leased phones lines which the City has little or no control over in times of
disaster. Phase I radio equipment improvements will solve the City's immediate short term
problem. A long term solution is currently being developed in Phase II which will allow for
more reliable and complete radio coverage as the City grows.
Phase II will be significantly more complex and may require additional funding. However, the
new equipment that is purchased in Phase I of this project has been designed to be compatible
with any Phase II improvements. The Phase II upgrade will probably include a new radio
transmitter site, requiring an environmental impact report and the construction of a new
- facility to house radio equipment.
���n�ibull�IliII��PIN city of San tins OBISpo
COUNCIL AGENDA REPORT
Alternatives:
1. Approve the Phase I radio communications project and implement the recommended guidelines
for the installation of an engineered radio communications system to minimize poor reception
areas.
2. Research and purchase a simulcast radio system and immediately develop a new repeater site.
3. Direct staff to complete additional studies and alternatives for correcting current radio
deficiencies.
Pros & Cons of Alternatives
1. The voting repeater system proposed for Phase I will allow Police, Fire, Public Works and
Transit Departments greater area coverage for radios and will offer greater safety to personnel
and the community. The Nitram Associates' study found this alternative to be the most cost
effective, efficient, and immediate solution available to the City to minimize current radio
deficiencies. The voter system will be engineered and installed by the Motorola
Communications Company as a sole source vendor. Per our discussions with the consultant;
sole sourcing is essential to assure compatibility with existing Police/Fire radio equipment
which is almost exclusively Motorola equipment.
2. This alternative would only be feasible if a new mountain top repeater sight would become
available. Site development may require an environmental impact report, possible public
hearings and Federal Communications Commission's approval. To install the microwave
portion of the system alone with no additional hardware would be at least $100,000.00. The
total cost of the simulcast radio system would be at least $350,000.00. A microwave system
would have to be installed because the current radio systemrequires'leased telephone lines
which are unavailable at potential Phase II sites. At this time, there are no repeater sites
immediately available for the implementation of this alternative. Without immediate action,
based on our experience and confirmed by the consultants, Police and Fire personnel will
continue to respond to areas of the City without radio coverage.
3. The current study is technically sound and the alternatives presented are cost effective.
Completing an additional study will not provide new alternatives. If no action is taken or the
project is delayed for further study, existing radio dead spots will enhance the likelihood and
risk of injuring police and firefighters. Communications systems are the key to coordinate
city resources during emergencies, disasters and for daily routine operations.
Concurrences
The City's Joint Radio Communications Facility Committee, comprised of representatives from
Police, Fire, and Public Works Departments, was organized to develop common goals and standards
for city wide radio communications. The committee and their respective Department Heads
concur with the recommendations described in Phase I of this project.
Fiscal Impact:
At this time we are requesting to utilize a total of $218,000 for completing Phase I of this CIP
project. The long term solution to City wide communications needs described as Phase II will be
brought back to Council at a later date. The radio communications improvements were included
in the FY1987-89 Capital Improvement Plan and $255,000 was allocated. Phase I cost for Fire,
Police and Public Works improvements are estimated at $184,000. Funding for the Municipal i
Transit System equipment is estimated at an additional $34,000, and will require an appropriation
from the transit fund. Additional funds from this Capital Improvement Project (which are not
anticipated to exceed $25,000) will be needed to make the required conversion of Public Works
field radios to work with the new radio system. The proposed system, when implemented may
city O� san Luis OBIspo
COUNCIL AGENDA REPORT
require augmentation due to unpredictable topographic/electromagnetic interference. Should
these system modifications require additional funding in excess of $20,000, they will be brought
back to the Council at that time.
Recommendation:
Adopt resolution authorizing the CAO to negotiate a contract with Motorola Corporation Phase I
radio equipment for Police, Fire, Public Works and Transit Departments' radio communication
improvements and to award contract if cost does not exceed $218,000.
Attachments:
Attachment 1 - Resolution authorizing City Administrative Officer to purchase Phase I radio
equipment.
Attachment 2- Motorola's preliminary equipment cost estimates.
The Nitram Associates report is on file in City Clerk's Office.
I
�-G-3
RESOLUTION NO. (1989 Series)
A Resolution of the Council of the City of San Luis Obispo
Authorizing the City Administrative Officer to Negotiate a
Contract For Services and Equipment to Upgrade the City's Radio
Communications Equipment.
WHEREAS, the City of San Luis Obispo desires to improve its radio communications
network for the benefit of the public and City employees; and
WHEREAS, the City has reviewed all options available for the proper implementation for
the improvement of the radio communications system; and
WHEREAS, the FY 1987-89 Capital Improvement Plan includes funding for radio
communications equipment for Police, Fire and Public Works; and
WHEREAS, an appropriation is required to include radio equipment for the Municipal
Transit System; and
WHEREAS, any radio equipment purchased must be compatible with existing equipment; and
existing radio equipment is almost exclusively manufactured and installed by Motorola
Corporation or its representatives.
NOW, THEREFORE BE IT RESOLVED that the City Council authorizes the City
Administrative Officer to:
1. Transfer $34,000 from the transit fund into this CIP project for the Municipal
Transit System radio equipment.
2. Negotiate a contract with Motorola Corporation for the engineering, purchase and
installation of the radio repeater and voting system and to award a contract if costs
do not exceed $218,000.
On motion of Councilmember seconded by Councilmember
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this day of day of
1989.
Mayor Ron Dunin
Attest:
City Clerk Pam Voges
Approved:
City Ad inistrative Officer
y for
Fin a irector
Fire Chief
i�
o ick e Chef
ublic Vorks Director
Attachment �
M M MOTOROLA C . & E . , INC.
MMM MMM
MMMMM MMMMM
MMMMMMMMMMMMM
MMM MMM MMM
MMM MM Larry 8cckal
M ( 805? 642-4181
October 11 , 1989
City of San Luis Obispo
Fire Department
Battalion Chief Steve Smith
j Via FAX ( 805) 543-8019
Dear Chief Smith:
1
t
i At our meeting 09/26 with Jeff Zimmerman we agreed to
Put together a quick preliminary equipment list with
estimated cost for adding repeaters and Spectra- tac voting
i into the Cities Fire, Police, Transit and public works
s stems'
Present at the meeting were. wndv Anderson fron-, Pacif:.r,
Communications , Dick Kaufman Dist_ - Sales manager . Neil
Norden System Specialist and 5ill deKruif �vstern Specialist
and myself, all from Motorola..
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