Recommend Council approves service agreements with EF Johnson, Zetron and Motorola.  Approval is also requested authorizing the City Manager to sign the service agreements. Additionally, staff requests authorization for the Chief Information Officer to approve change orders up to an additional 5% ($329,475.49) of the service agreements, to cover the costs of unexpected changes to the project scope or schedule.

Also, recommend Council to approval out of state travel for (3) City staff members to Texas for radio network infrastructure training purposes.  Training costs are covered within the EF Johnson contract.

The City's primary means of two-way communication for many departments is the 800MHz radio system.  This system has been in service since 1999.  It has grown with the City to continue to meet communication needs over the last 18 years.  However, the system will no longer be supported after 2018.

City staff established an '800MHz System Committee' in 2012 to identify a solution.  Since 2012 the Committee has created a Strategic Plan, released a RFI-request for Information to understand vendors' capabilities and partnered with CDX Wireless to evaluate options in order to finalize a path to success.

The 800MHz radio system is comprised of various components including infrastructure, dispatch consoles and radio subscribers.  Ultimately the Committee's efforts led to a RFP-Request for Proposal that was constructed such that the City, if desired, could award contracts to different manufacturers for different system components using a nationwide suite of standards known as Project-25 (P25).  After an exhaustive evaluation process that included many factors, the Committee selected three vendors to provide various system components that best fit the City's needs.

Service agreements have been created with EF Johnson (infrastructure, subscribers), Zetron (Dispatch consoles) and Motorola (subscribers).  Each manufacturer's proposed equipment is P25 compliant and best fits the City's financial, operational and technical needs.  Complete proposals are available from the City Clerk's office.

The RFP's logging recorder component is not being awarded as part of this RFP.  The City will explore a new purchasing mechanism to find a solution that best fits its needs.

The service agreement with EF Johnson (#K1701073) is not to exceed $5,034,689.85.  The service agreement with Zetron (#K1701074) is not to exceed $632,181.04.  The service agreement with Motorola (#K1701075) is not to exceed $763,539.00.  Additionally, staff requests authorization for the Chief Information Officer to approve change orders up to an additional 5% ($329,475.49) of the implementation costs of the service agreements, to cover the costs of unexpected changes to the project scope or schedule.

Finally, part of the EF Johnson and Zetron contracts includes five years of extended support to ensure system reliability at predictable and reduced costs.  The 1st year of EF Johnson infrastructure and Zetron dispatch consoles is under warranty so the extended support will cover the system through year six at which point the City can decide to continue or modify the level of support of each system component.

Fleet Services will install several radios in vehicles as part of this project for $8,600.  Funding will be transferred from the project budget to Fleet Services.

The project is funded by $4,804,724 from the General Fund,  $1,471,789 from Utilities, $988,956 from the Local Transportation Fund including approximately $418,000 from the State of California's Proposition 1B Transit grant programs.

This funding total is equal to the project cost plus 10%.  Approval of this request allows for 5% contingency.  If the remaining 5% is needed as the project evolves, then Staff will return to Council to provide additional background and request approval.

In regards to annual maintenance costs, the 5-year extended support cost for EF Johnson infrastructure is $988,123.36 and Zetron Dispatch consoles is $253,740.06.  These costs will be paid over the course of five years on an annual basis.  These costs are part of the Internal Service Fund.

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Rob Jensen, City Manager