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SR-06-23-2015-3MCity Council Report C.i�y r�l Sousa Monica ". City Council Regular Meeting: June 23, 2015 Agenda Item: —VA To: Mayor and City Council From: Jory Wolf, Chief Information Officer Subject: Termination of Los Angeles Regional Interoperable Communications System Joint Powers Authority Agreement and Execution of Joint Powers Authority Agreement with the Interagency Communications Interoperability System Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to terminate a Joint Powers Authority agreement with the Los Angeles Regional Interoperable Communications System and 2. Execute a Joint Powers Authority agreement with the Interagency Communications Interoperability System for participation in a regional radio communications system. Executive Summary In March 2009, the City entered into a Joint Powers Authority (JPA) agreement with the Los Angeles Regional Interoperable Communications System (LA -RIGS) to participate in a countywide public safety radio and data network. There were no costs to participate while the system was designed and a financial plan was being prepared. In March 2014, LA -RICS released details of the system design and the costs to continue participation. Staff has evaluated the system design and financial plan and has determined that the system does not provide sufficient coverage and service to the Police and Fire departments. Staff recommends terminating the City's participation in the LA -RIGS JPA. The City still has a need for interoperable and regional communications. Staff has evaluated other options and now recommends the Interagency Communications Interoperability System (ICIS) as the best option for interoperable and regional communications for City first and secondary responders. Background The Police and Fire departments' radio system infrastructure is comprised of equipment located at various sites throughout the City, in Los Angeles, and in Beverly Hills. The Police Department's radio system utilizes digital encryption for security and provides coverage throughout Santa Monica, including in- building coverage, and the entire 1 of 4 western portion of Los Angeles County. The system is fully interoperable with other local law enforcement agencies, including those that provide mutual aid and mutual assistance. The Fire Department's radio system provides coverage throughout Santa Monica with in- building coverage in many facilities throughout the City. The Fire Department utilizes regional communication plans for radio interoperability with other agencies. The Police Department's radio infrastructure is nearly 20 years old and will need to be replaced within the next few years as manufacturer support for the equipment ends. The Fire Department's radio infrastructure is also based on older technology and needs to be replaced. In 2009, the LA -RICS JPA was established to allow the participating agencies to accept federal funding for the construction and implementation of a regional radio and data network. The intent of the system is to provide a single platform for radio and data communications that includes regional coverage for all first responders as well as options for secondary responders. LA -RIGS would effectively replace the City's existing radio infrastructure and allow the City to discontinue the use of the public data network services presently leased from Verizon Wireless. On March 18, 2009, the City joined the JPA along with the County of Los Angeles and all other municipalities in the county. There were no costs to participate in the JPA until a financial plan is established. The JPA includes provisions for participating agencies to opt -out before the financial plan is adopted by the LA -RICS board. Between 2009 and 2015, LA -RIGS worked to establish requirements for a radio and data network that would meet the needs of the region. The six year process included publication of several requests for proposals to select a vendor capable of fulfilling the design requirements established by LA -RICS. In March 2014, LA -RICS entered into a contract with Motorola, Inc. to build the system and a financial plan was established. Discussion In March 2014, LA -RIGS published a draft financial plan and released information regarding the design of the system, including proposed locations for infrastructure 2of4 equipment. LA -RICS proposes placement of one combined radio and data site at the Mount Olivet Reservoir, located in the 900 block of Franklin Avenue. The proposed single site, compared to the City's existing eight sites, would not provide sufficient coverage for radio or data communications. The proposed costs to subscribe to the system were approximately $300,000 per year. In comparison, current maintenance costs to operate the existing system are approximately $100,000 per year. Since the release of the draft financial plan, 14 cities that were originally part of the LA- RICS JPA have decided to withdraw from the program, including Alhambra, Burbank, Calabasas, El Segundo, Gardena, Glendale, Hermosa Beach, Long Beach, Manhattan Beach, Monrovia, Palos Verdes Estates, Pomona, Santa Clarita and Torrance. The cities of Culver City and Beverly Hills are in the process of seeking approval from their respective Councils to withdraw. As cities withdraw membership in LA -RICS, costs continue to increase for cities that remain in the JPA. As it became apparent that LA -RIGS was not a viable option due to the proposed number of sites and costs to subscribe, staff started planning for the purchase and implementation of a new radio system for Police and Fire as well as secondary responders. The system is being designed to integrate with ICIS, another existing regional network presently being utilized by agencies throughout the county including Culver City and Beverly Hills. ICIS is a very mature and robust regional network that has been in existence for more than 15 years and was formalized as a JPA in 2003. The system provides seamless coverage throughout Los Angeles County and is utilized by 31 public safety agencies representing 22 cities, many of which have withdrawn or are in the process of withdrawing from LA -RICS. There are no one -time or recurring costs to be a member of the ICIS JPA, and membership may be terminated by the City at any time. Membership in the JPA would enable the City to participate in the system design and operation, and would enable the Police and Fire departments to seamlessly communicate throughout Los Angeles County. Participation in the JPA would require that the new radio system be designed to be fully compatible with the existing ICIS infrastructure. 3 of 4 The LA -RICS system design includes interoperability with ICIS, so the City would still be able to communicate with all agencies participating in the LA -RIGS program such as the Los Angeles Police and Fire departments and the Los Angeles County Sheriff and Fire departments, agencies that provide mutual aid and mutual assistance to the City. Staff will return to Council with recommendations as plans to purchase and implement a replacement radio system that integrates with ]CIS are finalized. Financial Impacts and Budget Actions There is no immediate financial impact or budget action necessary as a result of the recommended action. Staff will return to Council in the future with specific budget actions for the procurement of radio equipment and related costs. Prepared By: Eric Uller, Systems Analyst (Lead) - Public Safety Approved Forwarded to Council Jory Wolf, Chief Information OfficeB /8(2015 J,� 4uel e ea�ooks,Chlef'Aolf<eOW2015 Deinnis-J.PoWns, Interim Fire CH01912015 t, Elaine M Polachek, Interim City M"gd(15 4of4 Reference: Agreement No.10089 (CCS)