CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2016-098
July 11, 2017
Consent Agenda

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Paul Tomasi, Director of Public Safety

APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Consideration of a resolution authorizing the City Administrator to execute an

agreement for the purchase of software and equipment necessary to complete the
Next Generation Public Safety Radio System (NGEN) project as identified in the
FY17/18 Capital Improvement Plan.

RECOMMENDATION

Adopt a resolution authorizing the City Administrator to execute an agreement for the purchase of software and
equipment necessary to complete the Next Generation Public Safety Radio System (NGEN) radio project as
identified in the FY17/18 Capital Improvement Plan.

BACKGROUND / SUMMARY

In December 2004 the Federal Communication Commission (FCC) mandated that State and local municipal
government public safety agencies move to highly efficient narrowband voice and data operations by January
2013. The purpose of the mandate was to reduce radio channel congestion and to improve interoperability
between agencies. In response to the mandate, local jurisdictions throughout Monterey County partnered to
develop the Next Generation Public Safety Radio System (NGEN) task force for the implementation of a new
interoperable public safety and local government voice and data radio system.

In 2006, all participating agencies signed a cost sharing agreement that authorized the County to facilitate
inter-jurisdictional collaboration for the installation of new infrastructure to support each jurisdictions migration
from analog radio systems to a digital radio systems. In 2008, the Police Department purchased Kenwood
portable radios which are designed for digital communication in anticipation of the migration. Since 2008,
these radios have been used in analog mode and require encryption software and reprogramming for the
migration to digital, anticipated to occur in late July 2017. Council approved funds in the FY17/18 Capital
Improvement Plan for the migration to a digital radio system with encryption capabilities.

Installation of encryption software will enable the Police Department to decrypt incoming radio calls from
encrypted digital radios and to keep police radio transmissions confidential as a measure to ensure police and
public safety. In May 2017, the Monterey County Chiefs Association unanimously approved the use of
encrypted channels for police agencies in an effort to provide greater safety for officers.

In addition to securing the safety of police and the public during incidents, the encrypted digital radio system
will allow the Police Department dispatch center to act as in emergency back-up to the County, and to provide
safe and reliable communication between the community of Carmel-by-the-Sea and police partner agencies in
the county. The ability to communicate with other police agencies is critical to the Police Departments
continued participation in regional teams and for the provision mutual aid when needed.
The Police Department recognizes that the migration to an encrypted digital radio system will no longer allow
community members to monitor the daily operations of the Police Department through the use of scanner
devices. Members of the public will still be able to follow incidents occurring in Monterey County via the County
Fire Departments radios, which will not be encrypted to allow for the monitoring of emergency activity. This
access will allow the public and media to access to information, while the police ensure tactical information
remains confidential for the safety of the public and officers involved.

The Police Department will continue its strong commitment to providing the media with the daily incident logs,
communication with command staff, in order to further ensure the public has access to Police Department
activities.

FISCAL IMPACT

In the FY 2017/18 budget, $63,000 was approved as a Capital Improvement for conversion of department
radios to digital and encryption capabilities. This money will be used to purchase software, components and
installation costs to covert the existing radios.

PRIOR CITY COUNCIL ACTION

Previously council has approved the costs associated with the switch to digital and encrypted services for the
police department in the yearly budgets as Capital Improvement Projects.

ATTACHMENTS

1. Resolution to execute a purchase agreement

2. February 2008, Receive report and provide policy direction regarding funding future costs relating to the
Monterey County next generation radio project.

3. March 2009, Consideration of a resolution to provide future funding for costs related to the Monterey
County Next Generation Radio project in the amount of $483,402.
 CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE

CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT FOR THE PURCHASE OF SOFTWARE AND
EQUIPMENT NECESSARY TO COMPLETE THE NGEN RADIO PROJECT INVOLVING THE SWITCH FROM
ANOLOG TO DIGITAL SERVICES WITH THE ADDITION OF ENCRYPTION CAPABILITIES AS IDENTIFIED
AS A CAPITAL IMPROVEMENT ITEM IN THE FY17/18 BUDGET.

WHEREAS, in 2004 the federal Communications Commission (FCC) mandated all State and local
municipal government public safety agencies change from analog to digital frequencies by 2013; and

WHEREAS, in June 2017, Monterey County began a 45 day operability test of the digital system with
the intent of switching all agencies in July 2017; and

WHEREAS, in May 2017, the Monterey County Chiefs voted to utilize encrypted channels for the
safety of the public and officers during critical incidents; and

WHEREAS. The expense of converting the existing radios has been a Capital Improvement Project for
several years; and

WHEREAS, this has again been approved as a Capital Improvement Project in the FY 2017/18 budget.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

Authorize the City Administrator to execute the purchase of software and equipment to complete the
switch from analog to digital services with the addition of encryption capabilities as part of the NGEN radio
project.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
11th day of July, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk
 Meeting Date: March 4, 2008
Prepared by: George Rawson

TO: MAYOR McCLOUD AND COUNCIL MEMBERS

THROUGH: RICH GUILLEN, CITY ADMINISTRATOR

FROM: GEORGE E. RAWSON, PUBLIC SAFETY DIRECTOR

DATE: FEBRUARY 21, 2008

SUBJECT: RECEIVE REPORT AND PROVIDE POLICY DIRECTION

REGARDING FUNDING FUTURE COSTS RELATING TO
THE MONTEREY COUNTY NEXT GENERATION RADIO
PROJECT

RECOMMENDED MOTION:

Provide policy direction relating to Carmel's continued participation in the Monterey County
Next Generation Radio Project (NGEN).

BACKGROUND:

The Federal Communications Commission (FCC) has mandated all public safety and local
government radio systems be altered to comply with narrow banding requirements by 2013.
The migration to narrowband channels will ensure that agencies take advantage of more
efficient technology and reduce radio channel congestion. Agencies that do not meet the
deadline face the loss of communication capabilities. Consequently, agencies need to start
planning now to migrate to narrowband systems by assessing their current radio equipment
and applying for new or modified FCC licenses.

In response to the FCC mandate, local jurisdictions throughout Monterey County (hereafter
referred to as "County"), have joined together via the NGEN Task Force to implement a new
interoperable public safety and local government voice and data radio system. The NGEN
Task Force reports to the County Emergency Communications User Advisory Committee
(ECUAC). The ECUAC provides governance for this project. In 2006, the County, a1112
cities in the county (including Carmel), fire districts, and other public safety agencies signed
a cost sharing agreement that authorized the County to take the lead in facilitating inter-
jurisdictional collaboration for this project. For specific details of Carmel's approval refer to
Resolution 2006-51 attached as Exhibit "A."
Pursuant to a cost sharing plan, the County selected consultants to study and finalize reports
relating to a "Strategic Plan" and a "Functional Design Specification Plan." Preliminary
cost estimates have been calculated but will be subject to updates pending final decisions on
cost allocation methods and verification of existing radio agency radio counts. Additional
details concerning the NGEN Radio Project Funding update are contained in a memorandum
(attached as Exhibit "B"), dated December 20, 2007 from Nick Chiulos, the Monterey
County Director of Legislative and Intergovernmental Affairs and Chair of the NGEN
Finance Subcommittee. Also, a spreadsheet detailing each agency's projected share of the
total project cost is attached as Exhibit "C." The cost for the entire project with all agencies
combined is estimated at $7,747,000 to $12,015,000. Carmel's portion of this cost is
defined in Staff Review below.

STAFF REVIEW

Staff believes Carmel's future participation in the NGEN project is vital to preserving
emergency services. Carmel operates its own 911 emergency communications center,
typically referred to as a Public Safety Answering Point (PSAP). Carmel also activates an
Emergency Operations Center (EOC) during times of emergencies or disasters. In
accordance to the Carmel Disaster Plan, the Carmel EOC must have radio contact capability
with the County EOC. Also, police dispatching is performed at the Carmel Police
Department PSAP, but fire dispatching is not. All reports of fire and medical emergencies
are transferred from the Carmel PSAP to the Monterey County Communications Center in
Salinas. Consequently, it is essential that Carmel participates in the NGEN project to ensure
across the board police, fire and medical communication interoperability with County
Communications and allied public safety agencies.

Based on the county's information provided to date, Carmel's preliminary share of the cost is
estimated at $136,151 to $211,160 to be paid over a three year fiscal period starting in FY
08-09 through FY 09-10. It is important to note this cost is only for upgrading the
countywide radio infrastructure system. Additional costs relating to replacing mobile and
portable radios, and other miscellaneous field equipment specific to Carmel, will also need to
be funded over the course of the next three fiscal years.

The County is exploring grant opportunities to support funding of this project. The fire
departments in the county have already been successful in obtaining grant funds via a Federal
Emergency Management Agency (FEMA), U.S. Fire Administration Assistance to
Firefighters Grant Program. Pursuant to Carmel Resolution 2006-75, which authorized
Carmel to participate in a joint fire agency radio grant application, grant funds were approved
to buy the Carmel fire department new radios that comply with FCC requirements.

The costs for replacing the remaining existing City of Carmel radios and related systems are
described below. These costs include replacing the field radios for the police and public
works departments, and a new antenna/mast for the police station.
RADIO EQUIPMENT REPLACEMENT COSTS:
27 Mobile Radios.......... .. .. .. .. .. . .. .. $ 79,839
25 Portable Radios........................ $ 65,775
Tax, Delivery, & Labor ................... $ 14,785
Police Department radio antenna ......... $ 6,000

Total. .......................... .............. $ 166,399*

* This is a preliminary estimate and actual costs may be lower due to vendor rebate incentives.

FISCAL IMPACT:

NGEN cost estimate ....................... $ 136,151 to $211,160

City radios and antenna ................... $ 166,399
Total estimated cost ...................... $ 302,550 to $377,559

SUMMARY:

The County may seek a letter of intent from each agency that participated in the functional
design phase, to recommit participation in the design build phase. These commitments are
essential in order to preserve preliminary cost estimates. Agencies electing not to participate
will cause an increase of costs to remaining participating agencies.
 Prepared by: Commander Michael Calhoun
Meeting Date: April 7, 2009

TO: MAYOR McCLOUD AND COUNCIL MEMBERS

THROUGH: RICH GUILLEN, CITY ADMINISTRATOR

FROM: GEORGE E. RAWSON, PUBLIC SAFETY DIRECTOR

MIKE CALHOUN, POLICE COMMANDER

DATE: MARCH 17, 2009

SUBJECT: RECEIVE REPORT AND ADOPT RESOLUTION IN THE

AMOUNT OF $483,402.00 TO PROVIDE FUTURE FUNDING
COSTS RELATED TO THE MONTEREY COUNTY
NEXT GENERATION RADIO PROJECT

RECOMMENDED MOTION:

Adopt a Resolution authorizing the City Manager to sign a multi-year agency agreement
confirming the City's commitment to participate in the Monterey County Next Generation
Radio Project (NGEN), and financial obligation for Carmel's pro-rated costs.

BACKGROUND:

The Federal Communications Comn1ission (FCC) has mandated all public safety and local
government radio systems cmnply with narrow banding requirements by 2013.
The migration to narrowband channels will ensure that agencies take advantage of more
efficient technology and reduce radio channel congestion. Agencies failing to meet the
deadline face the loss of communication capabilities with County Communications and allied
public safety agencies.

In response to the FCC mandate, local jurisdictions throughout Monterey County (hereafter
referred to as "County"), have joined together via the NGEN Task Force to implement a new,
interoperable public safety and local government voice and data radio system. The NGEN
Task Force reports to the County Emergency Communications User Advisory Committee
(ECUAC). The ECUAC provides governance for this project. In 2006, the County, al112
cities in the County (including Carmel-by-the-Sea), fire districts, and other public safety
agencies signed a cost-sharing agreement authorizing the County to take the lead in
facilitating inter-jurisdictional collaboration for this project.

Pursuant to a cost sharing plan, the County selected consultants to study and finalize reports
relating to a "Strategic Plan" and a "Functional Design Specification Plan."
 The projected costs for participating in the NGEN Radio Project are contained in a
spreadsheet detailing each agency's projected share of the total project cost. (Exhibit "B"
dated February 6, 2009 by the NGEN Finance Committee). The cost for the entire project
with all agencies combined is estimated at $12 million. The cost sharing is based on the
City's proportion of mobile and portable radios operated in the field. The "shared costs" are
those necessary to design and deploy the common infrastructure of the radio system that will
be used by all users of the system. The County's portion of the infrastructure cost given to
Carmel-by-the Sea is defined in the Staff Review along with the cost to upgrade the City's
infrastructure: radio antenna and field equipment, such as mobile and portable radios.

The County is exploring grant opportunities to support funding this project. The financing
committee approved to hire a grant writer to explore applicable stimulus package funding to
help minimize costs.

STAFF REVIEW

Staff believes Carmel's participation in the NGEN project is vital to preserve

emergency services and necessary to maintain interoperability communications with other
local agencies. There are 20 other public safety agencies involved in this project, and the
participation of each agency is crucial to the overall success of the project. Carmel-by-the-
Sea operates its own 911 emergency communications center, typically referred to as a Public
Safety Answering Point (PSAP). The City also activates an Emergency Operations Center
(EOC) during times of emergencies or disasters. In accordance with the Carmel Disaster
Plan, the Carmel EOC must have radio contact capability with the County EOC. Police
dispatching also is performed at the Carmel Police Department PSAP, but fire dispatching is
not. All reports of fire and medical emergencies are transferred from the Carmel PSAP to the
Monterey County Communications Center in Salinas. Consequently, it is essential that
Carmel participates in the NGEN project to ensure across-the-board police, fire and medical
communication interoperability with County Communications and allied public safety
agencies. As a back-up, it is equally important that Carmel maintains its own
communications infrastructure, i.e. radio repeater, and antenna in the event the Monterey
County system has a complete failure to maintain our system and EOC.

Participation in the NGEN project will require City funding for the following:

COUNTY INFRASTRUCTURE COST AND FUTURE DEBT SERVICE:

The City's share of the County-wide cost is estimated at $10,239.00 per year for the first two
years FY 09-1 0 through FY 10-11 of a 17-year term. Thereafter, the remaining 15 years of
debt financing costs for Carmel is estimated at $22,985.00 per year ending FY 2027. The
total cost for Carmel's share of the County infrastructure is $365,265.00 of the $12 million
projected County-wide cap. These costs will change if different assumptions are used such
as: as inventories are updated, and if different agencies elect to participate or not.
Assumptions include 1) the number of radios will be the basis for any cost-sharing formula,
2) the numbers of radios is accurate at the time of signing agreement, 3) all agencies
participate, and 4) assumes pay-as-you-go during first two years of soft costs, maximum
finance of 6%, and maximum amount financed of $11,000,000.
CARMEL'S INFRASTRUCTURE AND FIELD RADIO EQUIPMENT:

The Carmel infrastructure system consists of replacing the roof antenna at the Police
Department, which is becoming unreliable due to age and outdated technology. The antenna
replacement is planned for FY 10/11 at an estimated cost of $6,987 .50. There are additional
costs anticipated in FY 10/11 to replace all current mobile and portable radio equipment and
programming costs to ensure they are field ready and compatible with the County system.
The estimated cost for the radios is $118,137.51. Funds to support this work will be placed in
the appropriate operating budgets in future years. This radio cost is broken down for Police,
Fire, and Public Works.

POLICE RADIO EQUIPMENT REPLACEMENT COSTS

15 Mobile Radios $ 27,475.80
25 Portable Radios . $31,018.50
40 Radios Programmed $ 24,000.00
Tax, Delivery, & Labor $ 6,505.78
Total $ 89,000.08

FIRE RADIO EQUIPMENT REPLACEMENT COSTS

8 Mobile Radios $ NA (Purchased with grant)
21 Portable Radios $ NA (Purchased with grant)
29 Radios Programmed $ 17,400.00
Tax, Delivery, & Labor $ 112.00
Total $ 17,512.00

PUBLIC WORKS RADIO EQUIPMENT REPLACEMENT COSTS

1 Mobile Radio $ 1,831. 72
1 Portable Radio $ 1,240.74
Radio Programming $ 1,200.00
Tax, Delivery , & Labor $ 365.48
Total $ 4,637.94
' .

FISCAL IMPACT:

Based on the above, the following summarizes of fiscal impact by year.

CATEGORY FY 09/10 FY 10/11 FY 11/12 thru FY/2007

County Infrastructure $ 10,238.40 $ 10,238.40 $ 22,985.89 (15 Year Finance)
City Infrastructure $ 6,987.50
Mobile Radios $ 47,917.39
Portable Radios $ 63,232.62
Total $ 10,238.40 $ 128,375.91 $ 22,985.89 ($ 344,788.38) = $ 483,402.66

NGEN cost estimate $ 365,265.15

City radios and antenna $ 118,13 7.51
Total estimated cost $ 483,402.66

SUMMARY:

The new County system will provide necessary interoperability and capacity to meet the day-
to-day emergency needs of our regional public safety and local government users. The new
radio system replaces an aging system that suffers major interference and coverage problems.
Participating in this project is necessary to meet our service obligations and direct
communication with the County system and allied public safety agencies. Future obligations
will be placed in the appropriate operating budgets each fiscal year.
 CITY COUNCIL
CITY OF CARMEL-BY-THE-SEA
RESOLUTION 2009-26
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-
SEA TO PROVIDE FUTURE FUNDING COSTS RELATED TO THE
MONTEREY COUNTY NEXT GENERATION RADIO PROJECT
IN THE AMOUNT OF $483,402.00

WHEREAS, the Federal Communications Commission has mandated the 'alteration of

public safety and local government radio systems to comply with narrow banding
requirements by January 2013; and
WHEREAS, it is in the best interests that all agencies continue to work together to
provide interoperable and emergency dispatch radio communications in the county, cities and
districts, and persons served; and
WHEREAS, the County and agencies recognize that such services are best managed as
a consolidated consortium via the Emergency Communications Users Advisory Council; and
WHEREAS, the County and the agencies desire to contract in a cost-sharing plan to
engineer the necessary communications infrastructure for an interoperable and emergency
dispatch radio voice communication system.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE
CITY OF CARMEL-BY-THE-SEA DOES:
1. Approve the City Administrator to sign a multi-year agreement to participate in the
Countywide Monterey County Next Generation Radio project (NGEN).
2. Authorize the City' s prorated infrastructure costs and debt financing agreement for
FY09/10 through FY2026/27.
3. Authorize Carmel's field equipment infrastructure and radio costs. The total
estimated cost for above items two and three is $483,402.66.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-

BY-THE-SEA on this 7th day of April 2009 by the following roll-call vote:
AYES: COUNCIL MEMBERS: HAZDOVAC; ROSE; SHARP;
TALMAGE & McCLOUD
NOES: COUNCIL MEMBERS: NONE

ABSENT: COUNCIL MEMBERS: NONE

SIGNED:

S~~ lb.-- Cc~

SUE McCLOUD, MAYOR
AITE T: tJud;