HomeMy WebLinkAbout2004 CON Regional Communication System - 800 Mhz Radio SystemSan Diego County — Imperial County
Regional Communications System
, 5555 Overland Avenue, Bldg. 12, Suite 5105, San Diego, California 92123
Phone (858) 694-3663 Fax (858) 694-3433
http://www.rcs800mhz.org
August 23, 2005
Dave Noteware
Support Services Manager
City of National City
Police Department
1200 National City Boulevard
National City, CA 91950-4302
Re: Contract between the City of National City and the County of San Diego
Dear Dave,
Enclosed is your agency copy of the signed National City agreement with RCS for your
records. I also included a copy of Minute Order No. 04 when it was approved by County
Board of Supervisors on August 2, 2005 and the declining balance/buyout schedule
payment commencing on January 31, 2006 up to January 31, 2012.
Thank you,
- v)v---
CHRI R. HINSH
Manager, Wireless Services/RCS Division
CRH/cop
Enclosures
Board of Directors
SANDIEGO COUNTY— IMPERIAL COUNTY
Chief Darrell Jobes, East County Fire Protection District (Chair) — Chief Thomas A. Zoll, Carlsbad Police Department (Vice Chair)
Merman Reddick, San Diego County Office of Emergency Services — Cmdr. Robert Apostolos, San Diego Sheriff's Department
Ali Zolfaghari, California Department of Transportation-- Chief Erwin Willis, Rancho Santa Fe Fire Protection District -
Ron Fuller, Heartland Communications Facility Authority- Timothy Purvis, Poway Unified School District
Chief Bob Pfohl, Santee Fire Department, Sheriff Harold Carter, Imperial County Sheriff's Department/IVECA- Charles Beard/IkECA,
Chief Carlos Escalante, Calexico Fire Department/IVECA-Chief Chris Hall, Calipairia Fire Department
CONTRACT BETWEEN
THE CITY OF NATIONAL CITY AND THE COUNTY OF SAN DIEGO
This contract is between the City of National City (City) and the County of San Diego (County)
for use of the 800 MHz Regional Communications System (RCS).
The City agrees to pay $887,714 to the County for full partnership in the RCS. The City will
make a $500,000 lump -sum payment to the County on or before January 31, 2006. The
remaining $387,714 will be fully amortized over seven years at an annual interest rate of 5.65%,
to yield an annual payment of $68,592. Commencing on January 31, 2006, and on the 31st of
January of each subsequent year up to including January 31, 2012, the City shall pay $68,592 to
the County. Notwithstanding the foregoing, the City shall be permitted to pay to the County the
remaining un-amortized principal balance attributable to the initial $387,714 without penalty at
any time prior to January 31, 2012.
The City also agrees to participate in the RCS in accordance with the terms and conditions set
forth in the RCS Memorandum of Agreement (Attachment A), with the exception of Section
17.1.2.2. Regarding the exception, City is not responsible for interest charges related to past
financing costs specified in Section 17.1.2.2 of the RCS Agreement.
APPROVAL: APPROVAL:
County of San Diego City of National City
erturkv4.,J.'
Thomas J. Pastuszka Nick4nzunza
Clerk of the Board of Supervisors Mayor, City of National City
Date: -2)•05
APPROVED AND/OR AUTHORIZED BY THE BOARD
OF SUPERVISORS OF THE COUNTY OF SAN DIEGO
DATE 27-9.o6 MINUTE ORDER NO' `t
THOMAS J. PASTUSZKA
CLERK OF THE BOARD 9F SUPERVISORS
BY K✓DEPU CL _RR LQ �
DEPUTY CLERK
Date: p 7/ z
Attachment
San Diego County - imperial Count.
y
Regional Communications System
Agreement
Between the County of San Diego and Participating Cities
and Jurisdictions Regarding the Implementation,
Governance, Method of Funding and Costs of a Regional
Radio System Providing Communication Services to
Public Safety and Public Service Agencies Operating in
San Diego County and Imperial County.
March 7, 1995
San Diego County - Imperial County
San Diego County - Imperial County
REGIONAL COMMUNICATIONS SYSTEM AGREEMENT
Table of Contents
Regional Communications System
SECTION SUMMARY
PAGE
1. Purpose and Intent of Agreement
2. Regional Communications System (RCS) Overview
3. Agreement Contingencies
4. RCS Participants
5. Additional Participants
1
1
2
2
2
6. Performance Requirements
3
7. RCS Access Priorities
8. RCS Governance
9. Roles and Responsibilities
10. RCS Member Board
3
3
4
4
11. RCS Board of Directors 5
12. Representation on the RCS Board of Directors
13. RCS Board of Directors Terms and Qualifications
14. Attendance and Participation by the Public
15. RCS Voting Requirements
7
8
9
9
16. Department of Information Services Support Staff Role
17. Agency Costs and CSA Benefit Charges
18. Point of Demarcation - Responsibility of Equipment
9
10
13
19. Purchase of RCS Compatible Equipment 13
20. Term of Agreement; Entire Agreement
21. Agreement Modification
22. Termination of Agreement
23. Binding Arbitration
13
13
14
14
Signatures Authorizing Signatures of Governing Parties 15 - 18
Exhibit "A" Parties to the Agreement
Exhibit "B" Estimated Agency One -Time Costs (Voice and Data)
Exhibit "C" Example of Estimated Post Agreement Start-up Costs
Exhibit "D" RCS Governance Structure Flow Chart
San Diego County— Imperial County
REGIONAL COMMUNICATIONS SYSTEM
Participating Agency Agreement
1. Purpose and Intent of Agreement
1.1. This Memorandum of Agreement dated as of March 7, 1995, between the
parties named in Exhibit "A" and the. County of San -Diego, a political
subdivision of the State of. California, provides for the development and
operation of a Regional. Communications System (RCS) benefiting the
radio communication needs of public safety and public service agencies
operating in the counties of San Diego and Imperial.
1.2. Nothing in this,Agreement is intended to lessen participating member
jurisdictions' authority over and responsibility for events occurring within
their jurisdiction.
1.3. In order to provide an alternate source of funding for agencies participating
in the RCS, the County of San Diego has formed County Service Area
(CSA) 135 pursuant to Government Code (GC) Section 25210.1 et. seq.
1.4. For participating agencies deciding to use CSA 135 to fund their system
costs, the County intends to levy parcel charges according to benefit per
§25210.77a GC.
2. Regional Communications System (RCS) Overview
2.1. The RCS will replace the participating public service and public safety
agencies' existing radio communication systems throughout San Diego and
Imperial counties with a modern, trunked radio system.
2.2. The RCS will include a separate Mobile Data System (MDS) that will be
used to transmit data for regional public safety and public service users
over 800 MHz radio frequencies dedicated to that purpose. Participation in
the MDS is not mandatory, and the MDS coverage area will be subject to
agency participation.
2.3. The RCS shall provide effective and reliable radio communications for
routine intra-agency operations as well as inter -agency communications
throughout the region during mutual aid and disaster operations. Public
safety and public service agencies throughout the counties of San Diego
and Imperial will have the opportunity to join the RCS.
2.4. For the purposes of this Agreement, Public Safety and Public Service
agencies are defined to include:
NOW THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
Participating Agency Agreement
San Diego County- Imperial County
Regional Communications System
2.4.1. Public Safety includes all law enforcement, fire service, EMS and.
disaster preparedness agencies in San Diego County and
Imperial County.
2.4.2. Public Service includes the State of California Department of
Transportation (CALTRANS) District 11 and other participating
agencies in the counties of San Diego and Imperial whose
primary responsibility is providing citizens with services other than
law enforcement, fire service and disaster preparedness.
2..5>. Alllaw enforcement,fire service, disaster preparedness and participating
public service agencies in,San Diego County and Imperial County shall.
have...access to mutual aid communications capabilities.
2.6. Communications with agencies that have installed their. own 800 MHz radio.
systems shall be facilitatedvia interfaces to the RCS.
3. Agreement Contingencies
Thisagreement isvoidunless-financing for the radio system.. infrastructure is
approved by the San Diego County Board of Supervisors and the necessary
financing closes. As to the County of Imperial, this Agreement shall terminate if a
CSA or other funding mechanism for communications purposes is not established
within two years of the date of this Agreement.
4. RCS Participants
4.1. The RCS shall be designed to support the requirements of San Diego and
Imperial county public safety and designated public service participants.
4.2. CALTRANS radio requirements shall be supported throughout District 11,
which includes the counties of San Diego and Imperial in their entirety.
4.3. All participants shall receive equitable representation on the Regional
Communications System Member Board (RCS Member Board) as set
forth in this Agreement.
4.4. As part of implementing this agreement, participating agencies shall co -
license or transfer their currently allocated 800 MHz frequencies to the
County of San Diego for use in the RCS.
4.5. No actions by the RCS Board of Directors, by the County of San Diego or
by the County of Imperial may be so broad in nature that they negatively
affect or impact the operational or legal integrity of its individual member
agencies.
5. Additional Participants
5.1. As system capacity permits, the RCS Board of Directors may approve
other agencies joining the RCS on a case -by -case basis after the date of
this Agreement.
5.2. Priority consideration shall be given to agencies with licensed, public
safety/public service 800 MHz frequencies that can be co -licensed or trans -
March 7, 1995
Page 2
Participating Agency Agreement
San Diego County - Imperial County
Regional Communications System
ferred to the RCS, if such action can result in enhanced radio
communications capabilities for all participants.
6. Performance Requirements
6.1 The RCS shall be designed to provide a high level of service and
responsiveness, with region -wide coverage and capacity for all planned
users throughout the term of this Agreement.
6.2. The RCS design objectives for the performance of portable and mobile
voice and data radio equipment, and the quality of coverage provided shall
be determined by. the RCS Board. of Directors and appropriate County of
San Diego staff.
6.3. The RCS shall be designed to meet the loading requirements of the
anticipated busiest hour for all planned users over the life of the system.
6.4. The actual RCS coverage plan shall be determined by the. RCS Board of
Directors.
7. RCS Access Priorities
7.1. In the event that all radio channels in the RCS are busy, users wanting to
speak shall be prioritized as follows, regardless of how long they have been
waiting.
7.1.1. Priority One — Emergency Identification.
An Emergency Identification is defined as the message received
when a public safety member calls for immediate assistance by
activating an emergency button or switch on the user radio
equipment.
7.1.2. Priority Two — Public Safety
7.1.2.1. Public Safety includes the normal daily radio
transmissions of law enforcement, fire service,
paramedic providers and disaster preparedness
personnel using the RCS.
7.1.2.2. Public Safety also includes RCS users whose normal
lower priorities have been temporarily changed to
resolve an unusual occurrence or large scale disaster.
7.1.3. Priority Three — Non -Public Safety, Special Event.
Non -Public Safety, Special Event includes planned events
involving public service agency participants that are beyond the
scope of their normal daily operations.
7.1.4. Priority Four — Non -Public Safety, Regular.
Non -Public Safety, Regular includes the normal daily radio
transmissions of public service agencies using the system.
8. RCS Governance
March 7, 1995
Page 3
Participating Agency Agreement
San Diego Courtly- Imforiai County
Regional Communications System
8.1. The overall goal in governing the RCS shall be to establish an operational
and management structure that will provide authority to participants during
the RCS's development and in the subsequent ongoing administration and
management throughout the term of this agreement. Exhibit "D" depicts an
RCS governance flowchart.
8.2. The RCS Member Board and the RCS Board of Directors are established
by this Agreement, the duties and responsibilities of which are set forth in
§10 and §11.
8.3.. The governance objectives include:
8.3.1. Provide a structure which retains administration and fiscal
responsibility of the system in the control of the participating
agencies.
8.3.2. Allow the use of a CSA funding mechanism.
8.3.3. Establish an organization which facilitates decision making.
8.3.4. Leverage resources where appropriate.
8.3.5. Develop an organization which will remain flexible and meet the
needs of the participants over the term of the agreement.
9. Roles and Responsibilities
As required by the California CSA law, the San Diego County Board of Supervisors
shall have ultimate legal and fiscal control over the RCS. Subject to such ultimate
control, the Board of Supervisors shall delegate the fiscal control and operational
administration of the RCS to the RCS Board of Directors.
10. RCS Member Board
10.1. Each of the parties to this Agreement desires to participate in the
governance of the RCS as a member of the Regional Communications
System Member Board to be formed under the provisions of this
Agreement.
10.2. The Regional Communications System Member Board shall have re-
sponsibility for, and shall provide administration of components of the RCS
that are common to all participating agencies.
10.3. Each participating agency shall appoint one representative to serve on the
RCS Member Board: Representatives to the RCS Member Board shall
serve at the pleasure of their respective appointing authority.
10.4. A participating jurisdiction with multiple agencies whose public safety and
service radio communication needs are being met by the RCS shall be
entitled to one representative on the RCS Member Board for each type of
agency. (I. E., a participating city whose police and fire departments use
the RCS shall have a RCS Member Board representative from each
department.)
March 7, 1995
Page 4
Participating Agency Agreement
San Diego Couiny - Imperial County
Regional Communications System
10.5. The RCS Member Board shall be responsible for recommending
operational changes and for participating in other committees, or in other
ways deemed appropriate by the RCS Board of Directors.
10.6. The RCS Member Board shall be responsible for approving the annual
budget.
11. RCS Board of Directors
11.1. The RCS Board of Directors shall be composed of RCS representatives of
each type of participating public safety/public service agency.
11.2. Members of the RCS Board of Directors shall be determined in the
following manner, according to the type of agency.
11.2.1. San Diego County:
11.2.1.1. The delegate from the San Diego Sheriffs Department
shall be the Sheriff or the Sheriff's designate.
11.2.1.2. The representative for the County of San Diego shall
be the Chief Administrative Officer (CAO) or the CAO's
designate, preferably from the Office of Disaster
Preparedness.
11.2.1.3. The municipal police representative shall be a police
chief or designate from RCS member agencies who
shall be selected by the San Diego County Police
Chiefs and Sheriffs Association.
11.2.1.4. The municipal fire representative shall be a fire chief or
designate from RCS member agencies who shall be
selected by the San Diego County Fire Chiefs
Association.
11.2.1.5. The fire district representative shall be a fire chief or
designate from RCS member agencies who shall be
selected by the San Diego County Chapter, Fire
Districts Association of California.
11.2.1.6. The North County Dispatch Joint Powers Authority
(JPA) representative shall be a fire chief or designate
from RCS member agencies who shall be selected by
the North County Dispatch JPA governing body.
11.2.1.7. The Heartland Communications Facility JPA (HCFA)
representatives shall be designates from RCS member
agencies who shall be selected by the HCFA governing
body.
11.2.2. Imperial County:
11.2.2.1. The delegate from the Imperial County Sheriff's Office
shall be the Sheriff or a designate.
March 7, 1995
Page 5
San Diego County - Imperial County
Participating Agency Agreement
Regional Communications System
11.2.2.2. The representative for the County of Imperial shall be
the CAO or a designate.
11.2.2.3. The municipal police representative shall be a police
chief or designate from RCS member agencies who
shall be selected by the Imperial County Police Chiefs
Association.
11.2.2.4. The municipal fire representative shall be a fire chief or
designate from RCS member agencies who shall be
selected by the Imperial County Fire Chiefs
Association.
11.2.2.5. The fire district representative shall be a fire chief or
designate from RCS member agencies who- shall.be
selected by the Imperial County Chapter, Fire Districts
Association of California.
11.2.3. The representative for CALTRANS• shall be a designate selected
by appropriate state authority.
11.2.4. This -Agreement provides for the addition of two public service
members of the RCS Board of Directors, to be added when public
service agencies join the RCS.
11.3. The RCS Board of Directors shall be responsible for the overall
administration and direction of the RCS through interaction with the San
Diego County Board of Supervisors, the assigned San Diego County staff
and the RCS Member Board.
11:4. Specific responsibilities of the RCS Board of Directors shall include:
11.4.1. Formulating the annual budget and submitting it to the RCS
Member Board for approval.
11.4.2. Identifying participating agency needs and requirements.
11.4.3. Establishing subcommittees as necessary to ensure the
interests and concerns of each user agency are represented
and to ensure technical issues are thoroughly researched.
11.4.3.1. The RCS Board of Directors shall establish a
committee of MDS user agencies to administer the
MDS and to make appropriate recommendations.
11.4.3.2. If all RCS user agencies are MDS participants,
administration of the MDS shall revert to the RCS
Board of Directors.
11.4.4. Monitoring the implementation of the RCS.
11.4.5. Reviewing and adopting recommendations regarding the
establishment of system priorities and talk groups.
11.4.6. Developing and approving RCS operating policies and proce-
dures.
March 7, 1995
Page 6
Participating Agency Agreement
San Diego County- Imperial County
Regional Communications %etem
11.4.7. Overseeing the establishment of long range plans.
11.4.8. Overseeing scheduled system reviews at intervals determined
by the RCS Board of Directors, but not to exceed three years.
11.4.9. Budgeting and approving the disbursement of money from all
CSA 135 funds.
11.4.10. Making recommendations to the San Diego County Board of
Directors regarding the inclusion of additional RCS participants.
11.4.11. Addressing concerns of participating agencies.
11.4.12. Adopting appropriate actions to adjust RCS policies or
procedures.
11.4.13. Adopting by-laws to govern the RCS Board of Director's
internal operations.
11.4.14. Meeting quarterly or more frequently, if necessary.
11.4.15. Appointing a new Chairperson annually.
11.4.16. Conducting an annual fiscal audit.
11.4.17. Conducting periodic RCS audits.
11.4.18. Discharging other duties as required by statute.
12. Representation on the RCS Board of Directors,
12.1. As of the date of this Agreement, the following types of agencies shall be
represented by appointment to the RCS Board of Directors:
12.1.1. San Diego County:
12.1.1.1. Sheriff's Department
12.1.1.2. County Representative (Office of Disaster
Preparedness)
12.1.1.3. Municipal Police
12.1.1.4. Municipal Fire
12.1.1.5. Fire Districts
12.1.1.6. North County Dispatch Joint Powers Authority
12.1.1.7. Heartland Communications Facility Joint Powers
Authority
12.1.2. Imperial County:
12.1.2.1. Sheriff's Department
12.1.2.2. County Representative
12.1.2.3. Municipal Police
12.1.2.4. Municipal Fire
March 7, 1995
Page 7
San Diego County- Imperial County
Participating Agency Agreement
Regional Communications System
12.1.2.5. Fire Districts
12.1.3. CALTRANS
12.1.4. Public Service agencies shall select two delegates at large.
13. RCS Board of Directors Terms and Qualifications
13.1. Terms for members of the RCS Board of Directors shall be determined by
their appointing authority. All members of the Board of Directors serve at
the pleasure of their respective appointing authority.
13.2. Theappointing authority shall also select an alternate to the RCS Board of
Directors. Alternate members are encouraged to attend regular Board of
Directors meetings, but shall vote only in the absence of the regular
member.
13.3. Only representatives of agencies participating in the RCS may be selected
to the RCS Board of Directors..
13.4. The Chairperson and a Vice .Chairperson- of the RCS Board of Directors
shall be biannually elected by a majority vote of the Directors. During their
term, the Chairperson and Vice Chairperson shall serve at the discretion of
a majority of the Directors.
13.5. Attendance at Board of Directors meetings:
13.5.1. Members of the Board of Directors are expected to attend all
possible meetings to represent their group interests and to help
conduct RCS business. Arrangements should be made for the
alternate to attend in the absence of the primary representative.
13.5.2. To remain on the Board of Directors, a director may not exceed
more than three absences from regularly scheduled Board of
Directors meetings during a County of San Diego fiscal year
(July 1 through June 30).
13.5.3. If a director exceeds more than the allowable three absences in
a fiscal year, the Board of Directors shall request a replacement
from the appointing authority unless, because of extraordinary
circumstances, the Board of Directors votes to allow one
additional absence.
13.5.4. Alternate directors shall be subject to the same requirements for
all meetings they are required to attend.
13.5.5. An absence by both the primary director and the alternate
director representing the same appointing authority shall be
counted against both parties.
13.5.6. By vote of the Board of Directors, a leave of absence may be
granted to a primary or alternate director for no more than 180
days. Only one leave of absence may be granted in any twelve
month period.
March 7, 1995
Page 8
Participating Agency Agreement
San Diego County. Imperial County
Regional Communications System
13.5.7. Resignation from the Board of Directors shall be submitted in
writing to the chairperson and to the appointing authority.
14. Attendance and Participation by the Public
14.1. Ralph M. Brown Act. All meetings of the RCS Board of Directors and
RCS Member Board shall be noticed and conducted in accordance with the
provisions of the Ralph M. Brown Act (GC §54950 et. seq.).
14.2. Local, state and federal representatives of public safety or service agencies
who are not parties to this Agreement may participate in RCS Board of
Directors, Member Board or committee meetings as members of the public,
but shall not have voting rights.
14.3. Representatives from non -participating agencies may not serve in any
official capacity in respect to RCS administration, management or
operation.
15. RCS Voting Requirements
15.1. Members of the RCS Member Board, Board of Directors and committees
shall vote on all items on the basis of one vote per member.
15.2. A quorum for the conduct of business exists when a majority of the
members are present at Board of Directors, Member Board and other
committee meetings.
15.3. Actions on all boards and committees shall be determined by a majority
vote of members present at a meeting when a quorum exists.
15.4. An agency may not designate another agency to be its proxy.
15.5. In the case of RCS Board of Directors actions, the alternate delegate shall
only have a voting right in the absence of the regular delegate.
16. County of San Diego, Department of Information Services (DIS)
Support Staff Role
16.1. DIS staff shall serve as an advisory and staff function to the RCS Member
Board and RCS Board of Directors.
16.2. DIS staff shall manage the day-to-day operation of the RCS subject to
direction from and review by the RCS Board of Directors .
16.3. DIS staff shall provide support as necessary, but shall not have a voting
right on any business before the RCS Member Board, the RCS Board of
Directors, or any committees.
16.4. DIS staff shall perform the functions necessary to ensure that specific
system performance guarantees are maintained throughout the term of the
agreement.
16.5. As the manager and operator of the RCS, the Department of Information
Services shall have the responsibility to:
March 7, 1995
Page 9
Participating Agency Agreement
San Diego County- InTerial County
Regional Communications System
16.5.1. Provide appropriate staff support to the RCS Board of Directors
as requested, within budgetary restraints.
16.5.2. Seek RCS Board of Directors approval of major policy decisions
related to the RCS.
16.5.3. Develop contracts with vendors and submit to RCS Board of
Directors for approval.
16.5.4. Implement the regional 800 MHz public safety voice and data
radio systems.
16.5.5. Retain employees and agents.
16.5.6. Acquire, hold or dispose of property necessary to operate the
RCS.
16.5.7. Charge participating agencies for expenses incurred in ongoing
maintenance and operation of the RCS.
16.5.8. Implement policy.
16.5.9. Monitor and maintain RCS performance.
16.5.10. In conjunction with the RCS Board of Directors, develop and
recommend the annual RCS budget.
16.5.11. Reassign RCS priorities in extraordinary circumstances and
make emergency repairs as required.
16.5.12. Provide information and support as necessary to the RCS Board
of Directors.
16.5.13. Provide operating reports and technical information as necessary
to assist the RCS Board of Directors.
16.5.14. Establish and maintain accounts and records, including
personnel, property, financial, programmatic and other records
deemed necessary by the RCS Board of Directors to ensure
proper accounting for all ongoing operations and maintenance
costs.
16.5.15. Use the records to justify any adjustment to agency benefit
charges.
16.6. The Director of DIS shall provide the RCS Board of Directors timely
advance notice of impending personnel changes affecting any
management staff assigned RCS responsibilities.
17. Agency Costs and CSA Benefit Charges
17.1. The Department of Information Services shall implement, manage and
operate the 800 MHz trunked radio backbone and microwave systems.
17.1.1. Costs for agencies participating at the time the RCS is
implemented are reflected in Exhibit "B". MDS participation
costs are separate from voice radio system costs.
March 7, 1995
Page 10
Participating Agency Agreement
San Diego County - Imperial County
Regional Communications System
17.1.2.
Costs for agencies joining subsequent to the implementation of
the RCS:
17.1.2.1. The County of San Diego shall assume the costs of
implementing the voice and data radio backbone
systems in areas where agencies have not committed
to RCS participation.
17.1.2.1.1. RCS coverage in those areas shall meet
the requirements of the County of San
Diego.
17.1.2.1.2. Costs to enhance coverage to satisfy the
needs of an agency joining the RCS
subsequentto the original implementation.
shall be the joining agency's responsibility.
17.1.2.2. An agency joining the RCS shallbe responsible for
paying their original one-time costs as represented in
Exhibit "B", plus financing costs that have incurred
since the date of this Agreement. The RCS Board of
Directors shall reimburse appropriate financing
expenses to the County of San Diego in relation to
§ 17.1.2.3.
(EXAMPLE: if Santee decides to join the RCS after five years of
the 15 year agreement have passed, their costs will include:
(1) their estimated one-time costs as shown in Exhibit "B" and,
(2) associated financing costs for the first five years, as shown
in Exhibit "C".
The RCS Board of Directors shall then reimburse the County of
San Diego for principal and financing expenses that resulted
because of Santee's absence during the initial five years.)
17.1.2.3. An agency or jurisdiction that wants to join the RCS
must pay a proportional cost of the overall voice radio
backbone and microwave development investment.
If the agency or jurisdiction decides to use CSA 135
for funding, it must file an application with the San
Diego County Local Area Formation Commission
(LAFCO) to join CSA 135. Each agency is
responsible for its own costs associated with the
LAFCO process.
17.1.2.4. All funds received from agencies joining the RCS shall
be deposited in the CSA 135 account for appropriate
distribution by the RCS Board of Directors.
17.2. The agency may use a funding method other than CSA 135 to pay for its
RCS origination and operating expenses.
March 7, 1995
Page 11
Participating Agency Agreement
San Diego County -Imperial County
Regional Communications System
17.3. Ongoing operations and maintenance costs shall be shared equally by the
participating agencies and shall be based on the established formula. (See
Exhibit "B")
17.4. Monthly Operating Fees
17.4.1. The costs of ongoing operations and maintenance of the trunked
voice radio system, mobile data radio system and microwave
system shall be allocated to the participating agencies on a per
radio basis.
17.4.1.1. The cost per radio shall be limited to those radios used
on the RCS during normal operations.
17.4.1.2. Radios temporarily added by an agency to handle a
disaster or emergency shall not be a part of
determining the agency's ongoing RCS costs unless
the radios are retained for normal operations following
resolution of the disaster or emergency.
17.4.1.3. The costs of ongoing operations and maintenance on
the voice system and the mobile data system shall be
determined separately, since not all agencies will
decide to use both systems. Therefore, the monthly
operating fees for radios on each system may be
different..
17.4.2. After resolving which agencies are participating and determining
the actual number of radios to be included in each system (voice
and data), the cost per agency shall be finalized.
17.4.3. The final cost shall be in effect for a period of one year and shall
be adjusted annually to reflect actual costs.
17.5. Reserve Funds in CSA 135 Account
17.5.1. One of the responsibilities of the RCS Board of Directors is to
budget the disbursement of money from the CSA 135 account.
17.5.2. All funds received by the County of San Diego from all RCS
participating agencies, for the purpose of funding the RCS shall
be deposited into the CSA 135 account.
17.5.3. Reserve funds, including interest, shall be maintained in the CSA
135 account for the purposes of contingencies and for RCS
upgrades and enhancements.
17.5.4. CSA 135 reserve funds can only be used for Regional
Communications System purposes and on approval of the RCS
Board of Directors by majority vote.
17.5.5. The RCS Board of Directors shall review CSA 135 fund levels
annually and take appropriate action.
17.6. CSA 135 Zone Option and Costs
March 7, 1995
Page 12
Participating Agency Agreement
San Diego County- Imperial County
Regional Communications System
17.6.1. Each participating agency shall have the ability to customize their
own CSA 135 requirements for other RCS components, including
user equipment, communications center equipment and operating
costs, by developing a CSA zone.
17.6.2. Each agency establishing a zone shall have the responsibility to
develop an annual zone budget and zone benefit fee schedule.
17.6.3. The CSA funds generated within the zone may only be utilized to
meet the requirements of that zone.
17.7. Unless.. otherwise agreed, maintenance of agency owned RCS equipment
shall be provided by Department of Information Services staff assigned to
the RCS. All associated maintenance costs shall be included as a part of
the agency monthly operating fees.
17.8. Maintenance and other costs associated with the provision of primary
commercial and back up 110/240 volt A. C. electrical power shall be the
responsibility of the agency.
17.9. Unless otherwise determined by separate agreement, each participating
agency shall be responsible for the costs associated with connecting to the
RCS backbone from the point of demarcation to the agency radio system
equipment.
18. Point of Demarcation for Responsibility of Equipment
18.1. Unless otherwise determined by separate agreement, the demarcation
point between RCS responsibility and agency responsibility is the
microwave radio channel bank equipment termination blocks that are used
to interconnect the agency radio consoles and other electronic devices
used for voice and data communications to the channel banks.
18.2. Each participating agency shall be responsible for all costs associated with
their mobile data system application development, user equipment and
integration from the point of demarcation.
19. Purchase of RCS Compatible Equipment
19.1'. Each participating agency agrees to meet County of San Diego
specifications, including brands and models when appropriate, for
associated equipment used to interconnect to the RCS.
19.2. Participating agencies agree to submit specifications of radio system
related equipment orders to County RCS staff to ensure compatibility
before purchase.
19.3. Associated equipment may be purchased through the County of San Diego.
to insure compatibility and favored pricing.
20. Term of Agreement
The term of agreement is for fifteen years from the date of this Agreement.
21. Agreement Modification; Entire Agreement
March 7, 1995
Page 13
Participating Agency Agreement
San Diego County. Imperial County
Regional Communications System
21.1. This Agreement may only be amended in writing with the approval of the
governing bodies of all parties to this Agreement. Prior to processing an
amendment, a recommendation shall be requested from the RCS Board
of Directors.
21.2. This Agreement constitutes the entire agreement of the parties and any
previous oral or written agreements are superseded by this Agreement.
Subsequent agreements may be entered into with CALTRANS and the
County of Imperial concerning RCS matters.
22.. Termination of Agreement
22.1. In order to terminate participation prior to the end of the fifteen year term,
the withdrawing agency must provide no less than a one year written notice.
of intent to terminate participation..
22.2. Termination shall be granted provided that the withdrawing party:
22.2.1. Returns to the RCS all equipment for value that the RCS Board of
Directors determines is required to maintain: the RCS for all
remaining users; and,
22.2.2. If the termination compromises the legality of the CSA benefit
charges in the jurisdiction of the withdrawing agency, such
agency shall be responsible for the remaining debt payments
which would have aggregated from the CSA.
22.2.3. If an agency that brought frequencies to the RCS opts to
terminate, the RCS Board of Directors shall negotiate a
settlement that either returns the same or equivalent operable
frequencies, or provides equitable compensation if frequencies
are left with the RCS.
23. Arbitration
23.1. If settlement on an issue cannot be reached between the grieving or
terminating agency and the RCS Board of Directors, binding arbitration
shall be employed to reach a settlement.
23.2. The arbitrator shall be selected by mutual agreement of the RCS Board of
Directors and the terminating agency.
23.3. It shall be the duty of the arbitrator to hear and consider evidence
submitted by the parties and to thereafter make written findings of fact and
a disposition of the settlement which shall be binding in nature, except as to
issues of law.
23.4. Each party to a hearing before an arbitrator shall bear his own expenses in
connection therewith.
23.5. All fees and expenses of the arbitrator shall be borne one-half by remaining
members of the RCS and one-half by the grieving or withdrawing agency.
March 7, 1995
Page 14
San Diego County- Imperial County
Regional Communicatlons5ystem
Participating Agency Agreement
IN WITNESS WHEREOF, the parties hereto do affix their signatures.
COUNTY OF SAN DIEGO
Board of Supervisors Approval
Date: MAR 7 i17Q5
CITY OF CARLSBAD
Council Approval
Date: MARCH 22, 1995 By
CITY OF DEL MAR
Council
Date:
pproval
CITY OF ENCINITAS
Council Approval
Date: MARCH 22. 1995
CITY OF IMPERIAL BEACH
Council Approval
Date: By
CITY OF LEMON GROVE
Council Approval
Date- By
Mayor
By�-
Mayor
CITY OF POWAY
Council Approval
Date: % - 75
CITY OF SAN MARCOS
Council Approval
Date:
i
CITY OF SOLANA BEACH
CouncilApproval
Date. /7
Mayor
By / t
Mayor
March 7, 1995
Page 15
Participating Agency Agreement
CITY OF VISTA
Council Approval
Date: q-I !-645
NORTH COUNTY DISPATCH JPA
Board of Directors Approval
Date:.
HEARTLAND COMMUNICATIONS
FACILITY JPA
Board of Dir for Approval
Date:/ �y5""
Mayor
By /�i/if 114
By/
IMPERIAL VALLEY EMERGENCY COMMUNICATIONS JP
c-$UNTY or IMPERM-L-
Directors
Board of Sapee,,i€e A�yproval
Date: /K'`Z 6 - „• By
STATE OF CALIFORNIA,
DEPARTMENT OF TRANSPORTATION
State of California Approval
Date: By
ALPINE FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: OS - I y- 9s By
BONITA-SUNNYSIDE
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: s--a- 9S By
San Diego County -Imperial County
Regional Communications System
tiL
March 7, 1995
Page 16
San Diego County - Imperial County
Regional Communications System
Participating Agency Agreement
BORREGO SPRINGS
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: 4-- / ?� %S
DEER SPRINGS
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
EAST COUNTY
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: 173 .E ? /”S
JULIAN-CUYAMACA
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: _ Z, o70Qv
LAKESIDE FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: /fir,, / a / 9 6
LOWER SWEETWATER
FIRE PROTECTION DISTRICT
By //J-eV/241--e_A c (I2k,L
Governing Authority Approval
Date: By
PINE VALLEY
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
RANCHO SANTA FE
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date:
1
// j
i; /,
By - i � 1./V /-ram
March 7, 1995
Page 17
San Diego County - Imperial Comity
Participating Agency Agreement
RURAL FIRE PROTECTION DISTRICT
Governing Authority Approval
Date:
SAN MIGUEL CONSOLIDATED
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date:
VALLEY CENTER
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: 24?-61
VISTA FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: -5- 2
CITY OF SANTEE
Council Approval
Date:
APPROVED AS TO FORM AND LEGALITY
COUNTY COUNSEL
BY )(84/--"I6(-x-es.a.c,—...---
ChifFDeputy Counsel
By
N
By
Regional Communieations 5yetem
By
Approved andicr authorized by the Board
of Supervisors of the Counti,ii at San Diego
fi)linilte Order NV,
THOMAS ,i.
mita
y
March 7, 1995
Pane 18
San Diego County- Imperial County.
Participating Agency Agreement
IN WITNESS WHEREOF, the parties hereto do affix their signatures.
CITY OF EL CAJON
Council Approval
Date: September 15, 1998
By
Regional Communications System -
L
Mayor Joan Shoemaker
March 7, 1995
Page 19
San Diego County- imperial County
Participating Agency Agreement
Regional CommunicationsSystam
IN WITNESS WHEREOF, the party hereto does affix his/her signature.
CITY OF CORONADO
Council Approval
Date: December 7, 1999
By
Tom Smisek
Title: Mayor, City of Coronado
March 7, 1995
Page 20
Resolution No, 00--5
EXHIBIT •
Page of -O
Participating Agency Agreement
San Diego County -Imperial County
Regional Communications System
IN WITNESS WHEREOF, the party hereto does affix his/her signature.
CITY OF ESCONDIDO
Council Approval
Date: `'1/5% D870
By
Lori Holt Pf�ter
Title: Mayor, City of Escondido
March 7, 1995
Page 2'1
San Diego County.- imperial County
Keg ionaI Communications System
Participating Agency Agreement
IN WITNESS WHEREOF, the party hereto does affix his/her signature.
CITY OF LA MESA
Council Approval
Date:'G�
�t
By .r ' ;—•
i
Art Madrid
Title: Mayor, City of La Mesa
March 7, 1995
Page 22
San Diego County - Imperial County
Participating Agency Agreement
Regional Communications System
IN WITNESS WHEREOF, the party hereto does affix his/her signature:
CITY OF CHULA VISTA
Council Approval
Date:
By
SHIRLEY HORTON
Title: Mayor, City of CHULA VISTA
March 7, 1995
Page 23
Participating Agency Agreement
Sari Diego Canazv-!,,,„,:4Couusy
Rerzionai Cor union55ystam
IN WITNESS WHEREOF, the party hereto doesaffix her signature.
CITY OF LEMON GROVE
Council Approval
Date: / :%?
l f(
By "/ a
Y TEAESA SESSCMVI
Title: Mayor, City of LEMON GROVE
Marco ; 1995
==ae 21
Participating Agency Agreement
San Diego County_ Imperial Courr y
Regional. Communications System
IN WJTNESS,W .EREOF, the party hereto does affix his/her signature.
Padre s . WaterDistrict
Di ict ou oil Ai p o. al
By
Print. Name/Signature
Title: C IJ ro
March 7, 1995
Page 25
San Diego County- Imperial County
Regio nal Communications System
Participating Agency Agreement
IN WITNESS WHEREOF, the party hereto does affix his/her signature.
CITY OF Oceanside
Council Approval
Date: April 10,.2002
By
Steven R. Jepson
Title: City Manager, City of Oceanside
March 7, 1995
Page 26
San Diego County - Imperial Courrty
Pegional Communications System Participating Agency Agreement
IN WITNESS WHEREOF, the party hereto does affix his/her signature.
Department of California Highway=Patr-ol
Agency Approval
Date: \\\L� r.?`
By'
Brian L. Hagler
Title: Captain
March 7, 1995
Page 27
San Oiego County - Imperial County
Regional Communications System
Exhibit "A"
Participating Agency Agreement
PARTIES TO THE MARCH 7, 1995 AGREEMENT
1. Alpine Fire Protection District
2. Bonita-Sunnyside Fire Protection District
3. Borrego Springs Fire Protection District
4. City of Carlsbad
5. City of Del Mar
6. City of Encinitas
7. City of Imperial Beach
8. City of Lemon Grove
9. City of Poway
10. City of San Marcos
11. City of Solana Beach
12. City of Vista
13. California Department of Transportation, District 11
14. County of Imperial (all county and city public safety agencies, all territories)
15. County of San Diego (county public safety and service agencies)
16. Deer Springs Fire Protection District
17. East County Fire Protection District
18. Heartland Communications Dispatch Facility JPA
19. Julian - Cuyamaca Fire Protection District
20. Lakeside Fire Protection District
21. Lower Sweetwater Fire Protection District
22. North County Dispatch JPA
23. Pine Valley Fire Protection District
24. Rancho Santa Fe Fire Protection District
25. Rural Fire Protection District
26. San Miguel Consolidated Fire Protection District
27. Valley Center Fire Protection District
March 7, 1995
Exhibit "B"
Participating Agency Agreement
ESTIMATED AGENCY ONE-TIME COSTS
Combined Voice and Data Backbone
San Diego County - Imperial County
dTl
Regional Communications System
Jurfsdlction
Number
or
Pameis'
Number of
Benefit
Units'
Per Cent
of Total
Benefit Units
Data
one -Time
Based on
Benefit Unit %'•
Voice
One- Time
Based on
Benefit Unit %
Estimated Estimated
Annual Cost Annual Cost
Data "- Voice --
Unincorporated
Carlsbad
Del Mar
Encinitas
Imperial Beach
Lemon Grove.
Poway
San Marcos
Solana Beach
Vista
oximmgrafa
Chula Vista
Coronado
El Cajon
La Mesa
National City
Oceanside
Santee
178,479
34,851
4,880
19,785
4,998
6,940
14,445
12,876
12,900
19,630
35,652
10,456
17,918
16,051
8,823 •
48,610
14,596
1,124,170
203,725
19,533
158,735
63,198
65,225
111,924
118,743
47,666.
203,328
360,726
62,388
240,260
168,620
113,982
406,690
125,247
31.28%
5.67%
0.54%
4.42%
1.76%
1.81 %
3.11%
3.30%
1.33 %
5.66 %
10.04%
1.74%
6.68%
4.69 %
3.17%
11.32%
3.48%
$2,498,523
452,790
43,413
352,797
140,461
144,966
248,757
263,913
105,939
451,907
801,733
138,661
533,991
374,767
253,331
903,889
278,368
$8,755,256
1,586,650
152,127
1,236,259
492,198
507,085
871,686
924,794
371,228
1,583,558
2,809,405
485,390
1,871,192
1,313,246
887,714
3,167,377
975,448
$300,874
54,525
5,228
42,484
16,914
17,457
29,955
31,780
12,757
54,419
96,545
16,698
64,303
45,130
30,506
108,847
33,521
$1,054,312
191,065
18,319
148,871
59,271
61,172
104,969
111,364
44,703
190,693
338,310
58,511
225,330
158,142
106,899
381,417
117,464
TOTAL
461,890
3,594,159 100% $7,988,212 $27,992,013
$961,944
Based on 1994 counts. Does not include Benefit Units for trailer parks in the cities. The approach still needs to be refined with the individual cities.
•' Data One-time cost is for backbone only. It does not include agency integration costs.
"' Based on 8.5 % annual percentage rate.•
$3,370,811
March 7, 1995
San Diego County -Imperial County
Exhibit "C"
Participating Agency Agreement
ESTIMATED COSTS OF AGENCY ENTERING SYSTEM AFTER MARCH 7, 1995
City of Santee
Regional Communications System
Number of Benefit Units 125,247
Percent of Total Benefit 3.48%
Financing Costs of One Time Cost for 15 Years at 8.5% APR
Principal Financing Total Annual Payment
$975,448 $786,510. $1,761,958 $117,464
Annual Payment if Join in Year
2c00000
1500000
Year Annual Payment
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
$117,464
$125,854
$135, 535
$146, 830
$160,178
$176,196
$195,773
$220,245
$251,708
$293,660
$352,392
$440,490
$587,319
$880,979
$1,761,958
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Starting Year
ges Annual Payment
March 7, 1995
San Diego. County - Imperial County
Exhibit "D"
Participating Agency Agreement
RCS
Committees
A
GOVERNANCE STRUCTURE
San Diego County
Board of Supervisors
RCS
Board of Directors
Regional Communications System
RCS
Member Board
Member Agency
Reporting Relationships,
Lines of Communication
County Staff
i
March 7, 1995
San Mega County- Imperial County
Regional Communications *stem
Participating Agency Agreement
IN WITNESS WHEREOF, the party hereto does affix his/her signature.
City of National City
District Council Approval
Date: 1)- 11-0it
By
/Signature
Title: /4 A YJL- N A T i0 t)AL 0-1
Page 28
COUNTY OF SAN DIEGO
BOARD OF SUPERVISORS
TUESDAY, AUGUST 2, 2005
MINUTE ORDER NO. 4
SUBJECT: SHERIFF APPROVAL OF 800 MHZ REGIONAL COMMUNICATIONS
SYSTEM (RCS) AGREEMENT WITH NATIONAL CITY (DISTRICT:
ALL)
OVERVIEW:
On November 16, 2004 the National City Council approved a resolution for their City to enter into
an agreement to use the Regional Communications System (RCS) to provide radio communications
service for their public safety and public service agencies. At the request of the RCS Board of
Directors, an agreement has been developed to formalize the use of the RCS network by National
City. National City will provide $980,144 for a full partnership in the RCS. National City will also
support ongoing network operating costs of approximately $73,140 per year beginning Fiscal Year
2005-2006.
FISCAL IMPACT:
Funds for this request are not budgeted. In accordance with the March 1995 RCS Agreement,
National City has agreed to pay $980,144 of principal and interest towards the infrastructure of the
RCS in exchange for full partnership in the RCS, contingent on the waiver of past RCS interest costs
in the amount of $490,222. The County is currently paying the debt service payment for this
principal amount. National City will pay a lump sum of $500,000 on or before January 31, 2006,
and seven annual payments of $68,592 commencing January 31, 2006. National City will also fund
ongoing network operating costs (NOC) of approximately $73,140 per year beginning Fiscal Year
2005-2006. This amount is based on 230 radios at $26.50 member rate per radio per month. If
approved, this request will require the addition of zero staff years.
RECOMMENDATION:
SHERIFF
1. Waive Board Policy A-91, Mid -Year Budget Changes.
2. Approve the partnership between National City and the RCS effective July 1, 2005, and
authorize the Clerk of the Board to receive and execute their agreement with the County of San
Diego upon receipt.
3. Waive past RCS interest costs for National City in the amount of $490,222. This action is
consistent with previous Board of Supervisors actions.
4. Establish appropriations of $73,140 in the Sheriff's Department for RCS network maintenance
based on revenue from National City. (4 VOTES)
08/02/05 1
5. Authorize the deposit of $980,144 in the RCS Trust Fund ($568,592 in Fiscal Year 2005-2006
and $411,552 in all subsequent years), which represents the amount to be paid by National City
for full partnership in the RCS.
ACTION:
ON MOTION of Supervisor Cox, seconded by Supervisor Jacob, the Board took action as
recommended, on Consent.
AYES: Cox, Jacob, Slater -Price, Roberts, Horn
State of California)
County of San Diego) §
I hereby certify that the foregoing is a full, true and correct copy of the Original entered in the
Minutes of the Board of Supervisors.
THOMAS J. PASTUSZKA
Clerk of the Board of Supervisors
By
4iA� a11, Deputy
08/02/05 2
Attachment 5
San Diego County - Imperial County
Regional Communications System
City of National City - Declining Balance/Buyout Schedule
Interest Paid Principal Paid
Original Debt $387,714.00
Payment 1 $68,592.00 = $21,905.84 + $46,686.16
Balance $341,027.84
Payment 2 $68,592.00 = $19,268.07 + $49,323.93
Balance $291,703.91
Payment 3 $68,592.00 = $16,481.27 + $52,110.73
Balance $239,593.19
Payment 4 $68,592.00 = $13,537.01 + $55,054.99
Balance $184,538.20
Payment 5 $68,592.00 = $10,426.41 + $58,165.59
Balance $126,372.61
Payment 6 $68,592.00 = $7,140.05 + $61,451.95
Balance $64,920.66
Payment 7 $68,592.00 = $3,668.02 + $64,920.66
TOTAL $480,140.68 = $92,426.68 + $387,714.00
City of National City, California
COUNCIL AGENDA STATEMENT
MEETING DATE November 16t, 2004
27
AGENDA ITEM NO.
ITEM TITLE 800 Mhz CITYWIDE RADIO SYSTEM: FINAL APPROVALS OF ACQUISITION
AND FINANCIAL DOCUAGREEMENTS
DAVID TEW
ADOLFO GONZALES , �+ � r 7
r •'
PREPARED BY FOLIC SUPPORT SERVICES DEPARTMENT CHIEF OF POLICE
MANAGER NATIONAL CITY POLICE DEPARTMENT
EXPLANATION
City Council has previously considered the condition of the City's radio system on
several previous occasions
Most recently at the October 196 2004 meeting, City Council considered a proposed financing plan
calling for at least some of the estimated $2.4M system cost to be financed through private placements.
At that meeting, City Council directed that Staff return with sales and financing documents at a future
meeting.
Tonight's recommended action is to grant final approval authority on all necessary aspects of this
project and to authorize the City Manager to purchase the system and order delivery.
Four separate agreements are necessary to commence this project. Separate resolutions are attached on
each agreement and they appear in the following order:
Continued on next page.
Environmental Review N/A
Financial Statement
Account No.
>STAFF RECOMMENDATION
If the City Council so wishes, a single motion to adopt all four proposed resolutions by one motion is
acceptable. Such a single motion should recite each of the four resolutions and its caption phrase.
IiGABE i wWS& f f161 RS OMMEN
ATTACHMENTS (Ljsted Below
A.) KUS Memberstup Agreement
B.) RCS Financing Agreement
A -zoo (9/80)
Resolutiion No. LV24(p
C.) Motorola Equipment Purc ase greeme ZCC Z l —I
D.) Financing Agreement with Zion First 2..OL - 2
National Bank
(Continuation)
800 Mhz CITYWIDE RADIO SYSTEM: FINAL APPROVALS OF ACQUISITION
AND FINANCIAL DOCUMENTS AGREEMENTS
A.) Resolution for RCS Membership Agreement — The Regional
Communications System (RCS) is a joint powers agency spanning San Diego and
Imperial Counties. The Agency provides the backbone on which the physical
radios operate. New members "buy -in" to the existing RCS infrastructure via a
one-time buy -in fee. This fee is estimated at $887,714.00.
B.) Resolution for RCS Financing Agreement —Our Financial Advisor,
Ruben Mendoza, has determined that RCS's own financing offer of 5.65%
interest over a seven year loan is the most advantageous to the City. This
resolution secures that financing.
C.) Resolution for Motorola Equipment Purchase Agreement — Motorola's
estimated costs to deliver a turn -key system are estimated at $1.5M. This
resolution waives the City's bid process based on section 2.60.220 B of the
Municipal Code, which authorizes waiver of the bidding process when the
commodity can be obtained from only one source, and authorizes the equipment
to be ordered.
D.) Resolution for Financing Agreement with Zions' First National Bank
— The City's Financial Advisor has recommended that the financing for the
equipment and services to be purchased from Motorola be competitively placed
with Utah -based Zions' First National Bank. The form of the financing will be a
10-year lease at a rate of 4.46%. This resolution secures this final piece of the
fmancing.
In the interest of time and the complexity of the various transactions it is recommended
that the City Manager be authorized to sign all agreements and other documents that are
necessary to implement this project without further City Council action. Proposed
resolutions have been prepared with this authority.
Current total project costs are estimated at approximately $2.4M, however, it is expected
that there may need to be minor deviation on the amount as the final radio and parts
orders are completed. In addition, some minor contracts with third -party vendors (phone
company, equipment suppliers, etc.) will be necessary and will cause a minor change in
the total project cost. In addition a "reserve" is often built into leases to function as a
contingency and this amount will be set in the coming weeks.
If the City Council so wishes, a single motion to adopt all four proposed resolutions by
one motion is acceptable. Such a single motion should recite each of the four resolution
numbers and its caption phrase as listed above.
800 MHz103104.doc
CITY COUNCIL MEETING DATE: NOVEMBER 16TFi 2004
800 MHZ CITYWIDE RADIO SYSTEM; FINAL APPROVALS OF ACQUISITION AND
FINANCIAL DOCUMENTS AGREEMENTS STAFF REPORT.
In March of this year the Mayor and City Council identified Public Safety as the top policy
priority. At that time, problems with current radio system were reviewed and plans to join the
Regional Communications System (RCS) were advanced.
More than any others, two reasons stand out to immediately move the City from our own private
system to the RCS:
1. Hardware components of our 10-year old existing system have begun to fail and
the hardware vendor, Motorola, has announced hardware and software support will stop being
offered by 2006, at the latest, and;
2. Just as we did strategically with the old financial management software(called the
Prime) about 5 years ago — our goal has to be to bring a new system on line before the current
one stops functioning.
Staff has been working with County of San Diego to provide access for the City of National City
to join the San Diego County Regional Communications System (RC). In anticipation of the this
approval, staff has been working with County of San Diego's 800 MHz vendor, Motorola
Communications and Electronics, to design a radio system with appropriate equipment
components which would work best with County of San Diego system and meet the
communications needs of the City of National City Police, Fire, Finance, Public Works,
Engineering, Planning, Building, and Parks and Recreation Departments.
Another important goal of the project is to establish much -needed "interoperability" between the
various local and outside agencies; that is to give personnel from different agencies the ability to
communicate effectively with each other during joint operations. This project is designed to
increase the overall effectiveness of very limited personnel resources operating within our own
city limits and in a very large geographic area of San Diego County, enabling well coordinated
cooperative actions aided by clear , effective mobile communications.
What happens if the system is not upgraded?
The City will not escape paying for the system replacement and purchasing new user equipment.
Motorola estimated that in order to continue using our existing system, replacement costs would
be approx $4,000,000.00. There are several reasons why that cost is so high. All the existing
stationary equipment would have to be replaced due to its age and non -availability of parts and
software. Relocation of existing antenna to a higher location to provide for proper coverage
would be necessary.
1
System cost total to move to RCS:
The total cost of joining RCS and upgrading our existing 800 Mhz system would be approx $2.4
million. The San Diego Regional Communications System cost, is divided into two areas; Buy -
In and Infrastructure/user equipment.
1. "Buy -in" is the upfront one time cost to become an RCS member; $887,714.00
for the City of National City.
2. "Infrastructure and User equipment" would provide everything necessary for all
City users to connect to the RCS - $1.5M
a. Repeaters, Channel Banks, Dispatch Center Console Upgrade,
Engineering, Installation, Project Management, System Integration, Staging, Freight and
Dismantling of old existing equipment.
b. Replacing all older analog mobiles, portables and control stations.
c. Ongoing annual network operating cost and hardware maintenance:
additional $75,000.00
Initial Cost savings of joining the RCS versus upgrading our current system would be approx
$1.6 million ($4,000,000.00 less $2,400,000.00)
Implementation:
Motorola and RCS estimate that a 6-8 month time line would be required to complete the entire
project. Since Fire is dispatched through Heartland Dispatch, an estimated January 1, 2004
connect would be possible provided Motorola and RCS purchase and re -program all the radios
expeditiously. Additionally, Police will have full RCS capability upon completion of the console
and T-1 data line installation estimated to be around April -May 2004 time frame.
Financing:
Ruben Mendoza recommended financial options:
1.) How a Private Placement Works: In a private Placement an issuer negotiates
directly with an investor to fund a specific project. Cost savings are realized because instead of a
full blown bond issue with costs for bond attorneys, insurance, ratings, printing, trustee etc..., an
issuer and investor work with documents that have already been diligently reviewed by various
attorneys and are generally accepted out in the marketplace. Under a private placement terms
and structure of a financing are negotiated to best suit both parties.
2.) Motorola Financing versus Institutional Investor: We contacted various financial
institutions who we knew were active purchasers and investors of municipal tax-exempt paper.
We standardized the Motorola proposal so investors could quote on similar terms and structure.
Motorola indicated that their July numbers were stale since so much time had passed so
Motorola was given the opportunity to requite their proposal. Below is their final quote
compared to the lowest quote received from a financial institution, Zion's First National Bank.
2
RESOLUTION NO. 2004 — 216
RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF NATIONAL CITY
AUTHORIZING THE MAYOR TO EXECUTE
THE PARTICIPATING AGENCY AGREEMENT FOR
THE SAN DIEGO-IMPERIAL COUNTY REGIONAL
COMMUNICATION SYSTEM
WHEREAS, the County of San Diego and participating public service and
public safety agencies in San Diego and Imperial Counties have entered into a
"Regional Communications System Participating Agency Agreement", which provides
for the development and operation of a Regional Communications System ("RCS")
benefiting the radio communication needs of those public safety and public services
agencies; and
WHEREAS, the RCS will replace the participating public service and
public safety agencies' existing radio communications systems throughout San Diego
and Imperial counties with a modern, trunked radio system; and
WHEREAS, RCS will include a separate Mobil Data System ("MDS") that
will be used to transmit data for regional public safety and public service users over 800
MHz radio frequencies dedicated to that purpose; and
WHEREAS, RCS shall provide effective and reliable radio
communications for routine intra-agency operations as well as inter -agency
communications throughout the region during mutual aid and disaster operations.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City
of National City hereby authorizes the Mayor to execute the Regional Communications
System Participating Agency Agreement. Said agreement is on file on the Office of the
City Clerk.
ATTEST:
APPROVED and ADOPTED this 16th day of November 2004.
h
Mic ael R. Dall City Clerk
APPROVED AS TO FORM:
/ VI
George H. Eiser, III
IiiiA
Nice--dir
City Attorney
Passed and adopted by the Council of the City of National City, California, on
November 16, 2004, by the following vote, to -wit:
Ayes: Councilmembers Morrison, Natividad, Parra, Ungab.
Nays: None.
Absent: Councilmember Inzunza.
Abstain: None.
AUTHENTICATED BY:
NICK INZUNZA
CqhJ$
Clerk of the ionalCity, California
By:
Deputy
I HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of
RESOLUTION NO. 2004-216 of the City of National City, California, passed and
adopted by the Council of said City on November 16, 2004.
City Clerk of the City of National City, California
By:
Deputy
Page 1 of 1
Marti Alvarez
From: Ginny Orcutt
Sent: Tuesday, November 30, 2004 3:55 PM
To: Marti Alvarez
Subject: FW: PD Contracts
FYI...
Original Message
From: George Eiser
Sent: Tuesday, November 30, 2004 3:14 PM
To: Ginny Orcutt
Subject: RE: PD Contracts
We are still waiting for the financing agreement with Zions National Bank. We are not going to process the
contracts separately.
Original Message
From: Ginny Orcutt
Sent: Tuesday, November 30, 2004 2:52 PM
To: George Eiser
Subject: PD Contracts
Is there an ETA on the contracts that go with the 4 Police resos re the radio system?? City Clerk's
office was asking.
Ginny Orcutt
Executive Assistant to the City Attorney
City of National City
1243 National City Blvd
National City, CA 91950-4301
Ph: (619) 336-4220
Fx: (619)336-4327
* Note: The City has implemented a 9/80 work schedule. Effective 6/21/2004, our expanded
business hours will be 7:30 a.m. - 5:30 p.m. with offices closed on alternate Fridays. Our first
Friday closure will be on 7/2/2004. For more information, please check the City's website at
www.ci.national-city.ca.us
*****************************************
This message is for the intended individual or entity and may contain information that is privileged. If
the reader of this message is not the intended recipient, you are hereby notified that any copying,
forwarding, or other dissemination of this message is strictly prohibited. If you have received this
communication in error, please notify the sender immediately by e-mail or telephone, and delete the
original message immediately.
11/30/04
Marti Alvarez
From: Tess Limfueco
Sent: Tuesday, February 22, 2005 1:30 PM
To: Marti Alvarez
Subject: Reso. 2004-217
Hi, Marti -
Please send me a copy of the attachment to Reso 2004-217. I printed the reso from Questys. Can I get
attachments for reso from Questys, too ?
Thanks in advance for your help.
Tess E. Limfueco
Senior Accountant
Finance Department
City of National City
Ph: 619-336-4333 Fx:619-336-4349
e-mail: tlimfaeco@ci.national-city.ca.us
1
Marti Alvarez
From: George Eiser
Sent: Tuesday, February 22, 2005 3:18 PM
To: Mike Della
Cc: Marti Alvarez
Subject: RE: Radio Contracts
All but one have been signed by the Mayor and delivered to Park. I still have the one between the City and the County,
which deals with the fee paid by the City for joining the RCS. I am awaiting further direction from Park before processing
this one.
Original Message
From: Mike Dalla
Sent: Tuesday, February 22, 2005 3:01 PM
To: George Eiser
Cc: Marti Alvarez
Subject: Radio Contracts
Looking for an updated ETA for the four contracts for the 800 Mhz radios ($2.4M). Can you bring us up to speed
on their status?
M Della
i