pinole city council - report on ebrics - 03-2010

8/8/2019 Pinole City Council - Report on EBRICS - 03-2010

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CITY COUNCIL

REPORT 2010-23 5B-3

March 16, 2010

TO: BELINDA B. ESPINOSA, CITY MANAGER

FROM: PAUL M. CLANCY, POLICE CHIEF

SUBJECT: UPDATE ON EAST BAY REGIONAL COMMUNICATIONS SYSTEM

RECOMMENDATION

The Council receives an update and report on the East Bay RegionalCommunications System (EBRCS).

BACKGROUND

Three years ago the Police Chief and Retired Alameda County Fire Chief BillMcCammon provided a presentation to the City Council regarding the new East BayRegional Communications System (EBRCS) and the need to form a new JointPowers Authority (JPA) to oversee it. The EBRCS is the 800MHz, 700MHz systembeing designed and developed through a partnership of public safety entitiesthroughout Contra Costa and Alameda Counties. The purpose of the EBRCS is toassure that public safety agencies can communicate seamlessly with other

jurisdictions under emergency conditions as well as every day operations. Eventssuch as the Oakland Hills Fire and Columbine High School clearly display theproblems that arise, and the tragedies that result, when disparate radio systems arethe norm.

In August of 2007, the City Council authorized the City Manager to sign the JointExercise of Powers Agreement for the East Bay Regional Communications Authority(JPA Agreement).

The Federal Government has mandated the more efficient use of available spectrumand has provided extensive grant and specialized funding to regional systemsincluding the EBRCS of which we are a member. To date, these amounts totalapproximately $39 million.

REVIEW AND ANALYSIS

The presentation to the Council will be in two parts. EBRCS Executive Director BillMcCammon will provide current information on the project followed by Police Chief


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City Council Report 2010-23

February 16, 2010 2

Paul Clancy who will provide information on the status of the City of Pinoles effortsand what the likely fiscal impacts will be.

The City of Pinole currently has aging mobile and portable radios that are close tothe end of their functional life since they were purchased when we joined theRichmond 800 MHz system in 2001. Whether or not the City of Pinole is a partner inthe EBRCS, this radio equipment will need replacement within the next two to threeyears. The Richmond radio system uses proprietary equipment that limits us tobuying only that equipment that comes from the vendor, whereas the EBRCSalready has received bids for the necessary open architecture P25 equipment,creating more competitive pricing.

PURCHASE OF NEW P25 RADIOS

In addition to the Police Departments radios, radios will need to be purchased forPublic Works and the Fire Department. A total of 33 mobile radios and 51 portableradios will be required. This is estimated to cost approximately $350,000 to$400,000 and no funding source has been identified to date. Originally the EBRCSwas contemplating providing bonding program, but that was eliminated fromconsideration. EBRCS will provide three new Motorola Consoles in the PinolePolice Departments Dispatch Center.

Since the EBRCS will not be charging a user fee until 2014, there will be asignificant offset that will be realized from the time we switch to the EBRCS until2014. Thereafter, the per unit/per month user fee will be no higher than $40, whichis less than the $67.67/per unit/per month fee we currently pay Richmond. Thereduction in monthly costs will be approximately $10,000 per year from 2014onward.

It is anticipated that the West County cell will be fully operational in early 2011.

FISCAL IMPACT

Although P25, Phase II radios are anticipated to decrease in price each month, it isestimated the initial cost to purchase the mobile and portable radios for Police, Fireand Public Works will be approximately $350,000 to $400,000. Once these radiosare operational on EBRCS the cost per radio/per month we currently pay to

Richmond will no longer be charged. This will continue until 2014. This equates to asavings of $64,147/year until 2014. Thereafter, as noted above there will be aminimum reduction of $10,000/year in annual costs compared to what we arecurrently paying.


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East Bay Regional CommunicationsSystem Authority (EBRCSA)Financing OverviewFor the Pinole City CouncilPresented by:

William J. McCammon, Executive DirectorEast Bay Regional Communications System Authority

Current Communications SystemsContra Costa County

800 MHz

San Pablo Police

Richmond Police

Richmond Fire

Pinole Police

Hercules Police

El Cerrito

Kensington

BART

California State Parks

900 MHz

AMRUHF

Walnut Creek Police

Pleasant Hill Police

Pittsburg Police

Martinez Police

Concord Police

Clayton Police

VHF

San Ramon Valley Fire Lafayette PoliceSan 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

Low Band

East Bay Parks

CHP


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Current Communications SystemsAlameda County

VHF / UHF

Albany

Hayward

Berkeley

Coast Guard

FBI

Alameda County

Fremont

Alameda

Union City

Newark

San Leandro

Dublin

Cal State East Bay

Livermore / Pleasanton

UC Berkeley

EBMUD* (conventional)

CalTrans

800 MHz Trunked Systems

BART

Oakland includes:

Piedmont

Emeryville

Port of Oakland

Low Band

East Bay Parks

CHP

CTA Recommended SystemDesign

Cell Repeater Channels Standalone Channels

Sites Sites

ALCO Northwest 4 16 1 4

ALCO Southwest 7 12 1 5

ALCO East 4 10 1 4

CCCO West 4 10 1 5

CCCO Central 8 10

CCCO East 3 7 2 3-4e


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CTA Infrastructure CostProjections

CTA developed the probable cost to complete$35,201,000 (includes $3 million contingency)

CTA determined the operations/maintenancecosts at $3,850,900 per year which includessoftware maintenance, technical assistance,reoccurring costs such as staffing, utilities,leasing, buildings, and roads

Grant Funds/Match Dedicated to theEBRCSAYear Source Oakland ALCO COCO Total

2004 UASI 5,400,000 5,400,000

2004 SHSGP 5,519,819 223,293 5,743,112

2005 UASI 1,347,694 737,732 2,085,426

2005 SHSGP 0 309,294 309,294

2006 SUASI 2,150,000 1,000,000 3,150,000

2006 SHSGP 1,842,866 828,899 2,671,765

2007 SUASI 645,425 551,425 1,196,850

2007 SHSGP 1,200,000 831,000 2,031,000

2008 *COPS 500,000 1,500,000 2,000,000

2008 Earmark 808,000

2008 SUASI 511,000 511,000 1,022,000

2008 *PSIC 3,889,498

2008 SHSGP 1,358,767 850,000 2,208,767

2008 Local Match 1,004,198

2009 Earmark 1,170,000

2009 SHSGP 1,000,000 1,164,000 2,164,000

2010 Earmark 1,050,000

* Requires local match Total $38,965,910


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Cost to Complete

CTA Cost to Complete $35,201,000Grants received in 2009

SHSGP 2,164,000

COPS 1,050,000

3,214,000 3,214,000

*Total Cost to Complete $ 31,987,000

* Includes infrastructure for the City of Oakland

System FinancingThe Finance Committee reviewed options for issuingdebt to fund the remaining infrastructure including:Wholesale counties take the lead; Retail memberagencies share the responsibility

Both counties have expressed an interest in taking thelead. This will provide the most cost effective approach

Stimulus bonds in three different categories are beingreviewed: Build America Bonds, Recovery Zone

Economic Development Bonds, Recovery Zone FacilityBonds.

Auditor Controllers from both counties will be meeting toreview options, and assist in drafting the financingdocuments


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System Financing Contd

The goal is to issue the debt and capitalizethe first three years interest payments somember agencies will not pay debt serviceuntil 2014

The Finance Committee has a set amaximum of $40 per month per subscriberunit . The cost per unit will be determined

by the number of system users, debtpayments, and maintenance/operationscost

Infrastructure Development

2010 2011 2012 2013 2014 2015

ALCO East X

CCCO West X

ALCO NW X-------X

ALCO SW X-------X

CCOO Central X-------XCCCO East X-------X

Standalone Sites X X X


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Revenue Phasing

2011 2012 2013 2014 2015

Bond Rev. 19,000,000

Grants 2,793,500 2,793,500 2,466,666 2,466,666 2,466,668

Bond Revenue 19,000,000

Grants 12,987,000

Total Cost $31,987,000

System Access and UserFees

System backbone costs will be allocated toeach jurisdiction based on the number of radioseach jurisdiction operates on the system

Ongoing system operations, upgrades, andreplacement will be funded through a subscriber

fee.

New users will be charged the operatingsubscriber unit fee and a start up fee per radioto join the system.


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Subscriber FeesExhibits #3-7

User Count 18,500 17,500 14,140 13,140 12,640

By County

Alameda 13,461 12,461 9,101 8,101 7,601

Contra Costa 5,039 5,039 5,039 5,039 5,039

Main. and Ops. $17.34 $18.33 $22.69 $24.42 $25.38

Debt Service $10.64 $11.25 $13.92 $14.98 $15.57

$27.98 $29.58 $36.61 $39.40 $40.95

Maintenance and Operations $3,850,900 per year

Debt Service on $19,000,000 at 5% interest $2,362,908 per year

System Financing Timing

1st. Quarter 2010 - Finance Committee develops financingoptions with County and member agency input

2nd. Quarter 2010 - Selected financing option reviewed byCity managers, and Mayors conferences in both counties

3rd. and 4th. Quarters 2010 - Member agencies takelegislative action to assume debt payments

1st. Quarter 2011 - Debt is issued

2014 - Member agencies begin paying subscriber fees


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Member Agency Considerations

Plan to be operational on the new system by 2013

All subscriber unit purchases moving forward should be700/800 MHz. P-25 Phase 2 capable

Agencies with dispatch centers that have not beenupgraded will have their consoles replaced with MotorolaMCC 7500 consoles

Training will be available on the MCC 7500s

EBRCSA is planning to have a NICE system loggeravailable to member agencies

Member agency personnel involvement is essential,opportunities exist in fleet mapping, training on consoles,logging recorder implementation etc.

Questions?

Find the answers at:

ebrcsa.org

pinole city council - report on ebrics - 03-2010

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