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Item 4FM E M O R A N D U M (May 15, 2012) To: Shana Yelverton, City Manager From: Jim C. Blagg, Assistant City Manager/Director of Public Safety Subject: Item 4F: Approve a contract in the amount of $853,324.44 with Motorola for the Upgrade of the NETCO Radio System and approve a $170,560.28 NETCOM Dispatch Console upgrade expense with the City of Keller Action Requested: Approve a contract in the amount of $853,324.44 with Motorola for the upgrade of the NETCO Radio System and approve a $170,560.28 NETCOM Dispatch Console upgrade expense with the City of Keller. Background Information: NETCO is a consortium of cities in the Northeast Tarrant County area that maintain a trunked radio system. The consortium originally began in 1993 with involvement from the Cities of Bedford and Colleyville. Keller, Euless and Grapevine later joined as members, which led to expansion of the system to provide better coverage. In 2003, Southlake became the sixth member of NETCO. In order to make more efficient use of the radio spectrum, the Federal Communications Commission (FCC) has mandated that all radio systems operating in the 150-512 MHz range to narrowband by January 1, 2013.Narrowbanding creates additional channel capacity in the same radio spectrum, which supports additional users. Currently, NETCO operates on a nine channel, 800 MHz simulcast system. This upgrade will place all NETCO members on the Motorola ASTRO 25 IP Simulcast trunked radio system. As part of this upgrade, all of the radios used by the City will need to be flashed with new software or replaced so that they will work with the new system. This includes all of the radios used by Police Services and Fire Services, as well as radios used by Community Services and Public Works. Radio consoles at NETCOM dispatch in Keller must also be upgraded to be compliant with the new system. Honorable Mayor and City Council Page 2 of 3 Financial Considerations: The new radio system requires a significant amount of upgrades to the NETCO system, the NETCOM dispatch center, and City radios. Motorola has offered special “Fort Worth” pricing to upgrade our equipment, which would allow us to receive the same pricing negotiated by the City of Fort Worth if all cities agree by June 29, 2012. This discount amounts to a savings of $81,000. The cost breakdown is detailed below: Department Cost NETCO Infrastructure Upgrade $644,066.28 Police Services Upgrade $45,088.83 Fire Services Upgrade $102,792.90 Parks Upgrade $5,702.26 Code Enforcement Upgrade $1,809.19 Sewer Upgrade $1,809.19 Streets Upgrade $23,010.36 Water Upgrade $27,982.76 Emergency Management Upgrade $1,062.66 Total due to Motorola $853,324.44 Southlake’s portion of the cost to upgrade the NETCO infrastructure is $644,066.28, which is an even split amongst all NETCO members. In addition to the infrastructure upgrades, all of the City radios must be upgraded to operate on the new system at an expense of $209,258.16. This is made up of $45,088.63 for Police Services, $102,792.90 for Fire Services, $5,702.26 from Parks, $1,809.19 for Code Enforcement, $1,809.19 for Sewer, $23,010.36 for Streets, $27,982.76 for Water, and $1,062.66 for Emergency Management. The total amount payable to Motorola is $853,324.44. Upon approval of this contract, the City will enter into a lease agreement with Motorola that allows the upgrade project to begin immediately. Under the terms of the lease agreement, the City has until November 1, 2012 to pay off the contract in full without incurring an interest penalty. This will allow for the project to be completely funded from the FY 2013 budget. As part of the Motorola upgrade, the City must also pay $170,560.28 to the City of Keller in October 2012 for the Honorable Mayor and City Council Page 3 of 3 upgrade of the NETCOM Dispatch consoles. This places the total cost of the radio upgrade project at $1,023,884.72. Cost Motorola Cost $853,324.44 NETCOM Cost $170,560.28 Total Radio Upgrade Cost $1,023,884.72 Funding for the infrastructure upgrade, NETCOM Dispatch upgrade, and radio upgrades for Police, Fire and Emergency Management will be budgeted out of the FY 2013 CCPD Operating Budget in the amount of $963,570.95. Funding for radio upgrades for Planning and Development Services and Public Works will come out of the general fund, SPDC fund, and water and sewer fund. In addition to the radio system upgrade, there will be recurring costs budgeted from the DPS Support Budget beginning in FY 2013. These costs include $46,180 in maintenance fees to Colleyville, $18,710 for the radio maintenance contract, and $2,304 for radio slot space on the City of Fort Worth system. This amounts to recurring annual costs of $67,194. Strategic Link: Safety and Security; B6 – Optimize Use of Technology Citizen Input/ Board Review: CCPD approved item 5-0 at May 8, 2012 meeting. Legal Review: N/A Alternatives: N/A Supporting Documents: Motorola Agreement can be reviewed in CSO. Staff Recommendation: Approval of a contract in the amount of $853,324.44 with Motorola for the upgrade of the NETCO Radio System and approval of a $170,560.28 NETCOM Dispatch Console upgrade expense with the City of Keller.