SR 03-01-2016 3C
City Council
Report
City Council Meeting: March 1, 2016
Agenda Item: 3.C
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer, Information Systems Department,
Software Systems
Jacqueline Seabrooks, Police Chief, Dennis J. Downs, Interim Fire Chief
Subject: Acceptance of 2014 Urban Area Security Initiative Grant Funds for the
Implementation of an Interoperable Public Safety Trunked Radio
Communications System
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to accept a grant award in the amount of $2,997,543
from the 2014 Urban Area Security Initiative (UASI) to implement a new
interoperable public safety trunked radio system and negotiate and execute a
first modification of the 2014 UASI Grant Subrecipient Agreement with the City of
Los Angeles for a new total amount of $3,306,050.
2. Authorize the City Manager to negotiate and execute a contractual service
agreement with Motorola Solutions, Inc., an Illinois-based company, for purchase
and installation of radio infrastructure equipment to implement an interoperable
public safety trunked radio system. This would be a sole source contract in an
amount not to exceed $3,000,000.
3. Adopt a resolution approving the Interagency Communications Interoperability
System (ICI System) Joint Powers Agreement Authorizing the City's membership
in the ICI System.
Authorize budget changes as outlined in the Financial Impacts & Budget Actions
4.
section of this report.
Executive Summary
The City of Santa Monica is in the process of implementing an interoperable public
safety trunked radio communications system that integrates with the Interagency
Communications Interoperability System (ICI System), a regional public safety radio
network that ensures coordinated regional response in the face of a natural disaster or
other emergency. The total cost of the interoperable public safety trunked radio
communications system to be completed in two phases is $9,500,000. The first phase
of the project, which was approved by City Council on December 8, 2015, will replace
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and upgrade existing portable and mobile radio equipment, including related
accessories and software, at a cost of $6,500,000. The final phase of the project, which
would be funded by a U.S. Department of Homeland Security, Federal Emergency
e (UASI) grant, involves contractual
services for the purchase and installation of radio infrastructure equipment at an
estimated cost of $3,000,000. In January 2016, the City was awarded $2,997,543 in
2014 UASI grant funding. Staff now seeks Council approval to accept the grant award
and approve a sole source contractual service agreement with Motorola Solutions, Inc.,
for the purchase and installation of radio infrastructure equipment to implement the
interoperable public safety trunked radio communications system. Staff has worked with
representatives from the ICI System and Motorola Solutions, Inc. to engineer an
advanced radio system that would provide coverage throughout most of Los Angeles
County for first responders, and coverage throughout the western portion of Los
Angeles County for secondary responders. The new radio system would enable the
City to establish connectivity to the regional ICI System Master Site in Glendale,
California supporting connectivity to the entire ICI System network consisting of 31
public safety agencies representing 22 cities within the County of Los Angeles and the
future LA-RICS regional network operated by the County of Los Angeles.
Staff also seeks Council adoption of a Resolution to approve the ICI System Joint
Powers Authority Agreement authorizing the City's membership in the ICI System. In
order to join the ICI System, the City must execute a Joint Powers Authority (JPA)
Agreement. Execution of the JPA Agreement was approved by Council on June 23,
2015 after it became clear that the Los Angeles Regional Interoperable
Communications System (LA-
public safety and secondary responders due to insufficient coverage and capacity. The
annual cost of membership in the ICI System is $46,000.
Background
On June 11, 2013 (Attachment A), Council authorized the sole source purchase of radio
equipment and replacement parts from Motorola Solutions, Inc. for a total amount not to
exceed $2.5 million.
On February 24, 2015 (Attachment B), Council approved acceptance of a grant award
in the amount of $308,507 from the 2014 Urban Area Security Initiative (UASI) and
execution of a subrecipient agreement and related documents to purchase equipment
and training that supports regional homeland security goals.
On June 23, 2015 (Attachment C), Council approved the execution of a Joint Powers
Authority Agreement with the ICI System. At that time, staff reported to Council that it
would return with recommendations for plans to purchase and implement a replacement
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radio system that integrates with the ICI System.
The ICI System is utilized by 31 public safety agencies representing 22 cities within the
County of Los Angeles. The ICI System is governed by a Governance Board comprised
of one representative from each member agency. There are three committees that
report to the Governance Board. The Operations Committee develops policy and
procedures for the day to day operations of the ICI System. The Technical Committee
oversees the maintenance and system functionality of the network and connectivity
between the different member systems. The Legislative Committee works with federal
and state lobbyists and advocates to help secure funding for growth of the system.
On December 8, 2015 (Attachment D), Council approved the first phase of a two
phased project to implement an interoperable public safety trunked radio
communications system at a total cost of $9,500,000. In the first phase, staff is working
to replace and upgrade existing portable and mobile radio equipment, related
accessories and software, at a cost of $6,500,000, including a $5,300,000 sole source
purchase to Motorola Solutions, Inc. for new and upgrade of replacement portable and
mobile radio equipment and accessories. The final phase of the project, which would
be funded by a UASI grant involves contractual services for the purchase and
installation of radio infrastructure equipment at an estimated cost of $3,000,000.
The UASI program focuses on enhancing regional preparedness in major metropolitan
areas. The UASI program directly supports the national priority of expanding regional
collaboration within the national preparedness guidelines and is intended to assist
participating jurisdictions in developing integrated regional systems for prevention,
protection, response, and recovery from natural or man-made disasters.
cities with contiguous borders to the core city. The UASI grant program is 100%
federally funded from the Department of Homeland Security to the State of California.
The City of Los Angeles acts as the core city for the UASI grant and allots funds to the
City of Santa Monica. These funds have purchased necessary equipment, supplies,
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and training in direct support of overall regional goals to promote effective information
gathering, sharing, and response to threats and/or acts of terrorism.
In January 2016, the City was awarded $2,997,543 in UASI 2014 grant funding to
implement the interoperable public safety trunked radio communications system. Staff
now seeks Council approval to accept the grant award and to modify the 2014 UASI
Grant Subrecipient agreement, which was approved by Council on February 24, 2015.
The modified 2014 UASI Grant Subrecipient agreement would total $3,306,050. Staff
also seeks approval of a sole source contractual service agreement with Motorola
Solutions, Inc., for the purchase and installation of radio infrastructure equipment to
implement the radio system and adoption of a Resolution to approve the ICI System
Joint Powers Authority Agreement authorizing the City's membership in the ICI System.
Discussion
The City has utilized multiple disparate radio systems for Police, Fire and Public Works.
These systems are not presently centrally managed and utilize infrastructure equipment
that is no longer manufactured and is either no longer supported or soon will not be
supported by the manufacturer. Although the radio systems operated by Police, Fire
and Public Works provide for some level of interoperable communications between the
various departments and with other public safety agencies, there are limitations that
often pose challenges, and would be addressed with newer technology and participation
in a regional radio system.
Staff has worked with representatives from the ICI System and Motorola Solutions, Inc.
to design and engineer an advanced radio system that would support Police, Fire,
Public Works and other City departments that have needs for radio communications, as
would provide coverage throughout most of Los Angeles County for first responders,
and coverage throughout the western portion of Los Angeles County for secondary
responders and other users. As part of the radio system design, the City would retain
the license to all of its radio frequencies licensed to the City by the Federal
Communications Commission.
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The proposed system would include infrastructure equipment to be installed at existing
remote sites located at 100 Wilshire Boulevard, Mount Olivette Reservoir and the Public
Network and bridged to the ICI System via both fiber and microwave paths for
redundancy. The proposed system would also provide new radio console equipment for
the Public Safety Communications Center, replacing console equipment that is
approximately 14 years old.
Based upon the latest state-of-the-art technology offered by Motorola Solutions, Inc.,
Command Center, expanding radio system capacity within the Mobile Command Center
from several channels to the entire new radio system. The proposed system would
have the ability to provide GPS data from the radio to the Computer Aided Dispatch
(CAD) system for the Police and Fire Departments, which would increase safety for first
responders. The proposed system would have the ability to allow for radios to be
reprogrammed over the air, including updating encryption keys. Without the ability to
reprogram radios over the air, the process to update a fleet of radios for the City can
take a month or more, resulting in significant labor costs. The system would be
The new radio system would enable the Police and Fire departments to directly
communicate with each other, as well as with Public Works. This level of
interdepartmental communication is needed for major events the City hosts, such as the
Los Angeles Marathon and GLOW. The new system would also enable the Police and
Fire Departments to directly communicate with all 31 agencies utilizing the ICI System
today, as well as maintain communications with agencies not yet a part of the ICI
System, such as the County of Los Angeles and the City of Los Angeles.
Vendor/Consultant Selection
In 2001, the City of Glendale, which hosts the ICI System master site, performed a
formal competitive process for a trunked radio system. The process resulted in the
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selection of Motorola Solutions, Inc. to provide the radio system. At the time, the radio
system utilized proprietary technology developed by Motorola Solutions, Inc., as
industry standards had not yet been adopted, but completely fulfilled the requirements
published in the Request for Proposal. In 2011, the ICI System Governance Board
decided to migrate towards P25 technology and a new formal competitive process took
place, which resulted in the selection of Motorola Solutions, Inc.
The Association of Public Safety Communications Officials (APCO), an international
organization and leader in public safety communications, has adopted standards for
digital radio communication systems and equipment. The standards have been
communications between public safety agencies utilizing equipment designed by
different manufacturers that is compatible with one-another. The City is in the process
of implementing a P25 compliant system developed by Motorola Solutions, Inc. The
public safety agencies. The ICI System uses a P25 compliant system developed by
integrate with the ICI System, it is necessary to purchase equipment manufactured by
Motorola Solutions, Inc.
Radio system manufacturers that agree to participate in the P25 program are permitted
to develop technology that extends beyond P25 standards. Motorola Solutions, Inc. has
developed technology as part of their ASTRO 25 system that extends beyond P25
standards and is not available from other radio manufacturers. The systems procured
by Glendale and subsequently by other partner agencies relies on these enhanced
features as part of the radio communications system. To maintain interoperability
among the regional ICI radio system, therefore, Santa Monica like all other ICI member
cities, must procure components of its system from Motorola Solutions, Inc.
On June 23, 2015, Council approved executing a Joint Powers Authority agreement
with the ICI System after it became clear that the Los Angeles Regional Interoperable
Communications System (LA-
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public safety and secondary responders due to insufficient coverage and capacity. The
ICI System infrastructure is comprised of the Motorola Solutions, Inc. ASTRO 25
system.
The advanced technology and features that Motorola Solutions, Inc. has developed
beyond the industry standards is only available from and supported by, Motorola
Solutions, Inc. Therefore, this sole source purchase is necessary in order to ensure
connectivity with the ICI radio system as specified in SMMC 2.24.080 (a) Competition
does not exist, for proprietary items of original equipment manufacturers and/or their
authorized exclusive distributors.
Financial Impacts and Budget Actions
Award of a $2,997,543 grant from the U.S. Department of Homeland Security, Federal
requires the
following FY 2015-16 budget changes:
1. Establish revenue budget at account 20243.408781 in the amount of $2,997,543.
2. Appropriate the following expenditures to reflect receipt of the 2014 Urban
Security Initiative (UASI) grant: $2,997,543 at account C209051.589000.
Funds for the membership in ICI are available in the FY 2015-16 budget in the
Information Systems Department. Future year funding is contingent on Council budget
approval.
Prepared By:
Eric Uller, Systems Analyst (Lead) - Public Safety
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Approved Forwarded to Council
Attachments:
A. June 11, 2013 Staff Report (web link)
B. February 24, 2015 Staff Report (web link)
C. June 23, 2015 Staff Report (web link)
D. December 8, 2015 Staff Report (web link)
E. Interagency Membership Resolution
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