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HomeMy WebLinkAbout1994-02-15; City Council; 12599; CONSENT TO PARTICIPATE IN SAN DIEGO COUNTY REGIONAL 800 MHZ COMMUNICATIONS SYSTEM't 4 7, g .rl 0 u (d 8 0 u w m ? h a a F: a, k W cd u a 0 a 9 rn u * ' g u m 2 a o a d *' 8 Z 0 b 4 d 2 cn I cn -rl s rl 0 a, u a a ; 3 3 8 Y WF GARLSBAD - AG "I i AB # - TITLE: CONSENT TO PARTICIPATE IN DEPT. MTG, 2/15/94 SAN DIEGO COUNTY REGIONAL CITY 1 CITY I DEPT. RECOMMENDED ACTION: FlRlPOL 800 MHz COMMUNICATIONS SYSTEM Adopt Resolution No. 9q- 5 4 approving the attached Resolution of Consent (E 6, .16) for the inclusion of the City of Carlsbad in the pro osed County Servicc (C l A) formed to provide a regional public safety 800 MIL ra H o communication sy finance Carlsbad's local go0 MI% radio equipment costs thou h a local zone of tK and submit the necessary documents for our local zone to t a e Local Area Forr Approve the attached ex ense lan and parcel cost allocation formula (Exhibit 4, Commission (LAFCO) by March 1994, as part of the countywide CSA application. Direct staff to finalize with other system participants the proposed Memorand Understanding (Exhibit 7, p.18)that the new Regional Communications Board will c under. ITEM EXPLANATION. The Cit of Carlsbad has been invited by the County of San Diego to participa conventional radio frequencies with a trunked 800 MHz system. The purpose f system is to develop regional communications ca abilities to cope with potential d and major events, to improve inter-agency an8 intra-agency communications i rovide the needed technology for all parkipants to meet their communications It is the intent of the Court to fund the Infrastructure and backbone of the systen County Service Area whic establishes a service fee for each property parcel ii participating jurisdiction as well as coun areas. In addition to the service fee i infrastructure and backbone, the City of 2 arlsbad would need to fund communic equipment and radios for local use. This fundin can be accomplished by establishj an additional property assessment to cover those costs. This proposal would give all Participants excellent service and spread economies c countywide. The proposed system will last 15 to 25 years, and as a digital system, expanded to meet increases in demand for service. Alone, cities cannot provide enough ublic safety personnel to meet all emer ( Time and time again, California has earned one overriding lesson from its i earthquake disasters: communication and regional coordination of resources is absc essentd. The question then for Carlsbad and the other non-800 MHz agencies in San Diego ( is whether to go it alone, at an unknown future cost, or join today into a comprel. solution. After a year of protracted negotiation and analysis, staff believes that implementa the proposed communications system is what's best for the citizens of Carlsb: should result in significant improvement in San Deigo County's ability to resp citizen requests for service and to react to major disasters. regiona Y communications system. The system has been designed to replace e, :r or the future. 'K City of Carlsbad property parcels as a "zone" o B the County Service Area and to ii P F 1 Y c m 0 Page2ofAR# 82; 597 k- -F The following is a list of the each agencies status regarding participation in the systc of February 8,1994): Voted to Parhapate San MaKos San Diego Chula Vista Carlsbad Encinitas La Mesa National City Ocenaside Vista El Cajon Coronado Del Mar Heartland JPA North County JPA Imperial Beach Escondido Poway Lemon Grove Note: Although reviously indicating they would not participate, the cities of La Mc Cajon and the Ifeartland JPA may reconsider their position as a result of the changes to the MOU as listed on page 8. CalTrans and Imperial County remain committed to the system's development. FISCAL IMPACT: This roposal requires the City Council to ado t a resolution of consent for the inc $1.34 to $53.46, epending on the we of property king assessed (see Exhibit 4, p.1 This assessment, when analyzed over the entire city, produces a sin le-family assessment of $18.72 per year. This is a high estimate and may be less Jepending c final number of agencies and parcels involved in the system. Additionally, this part will be dependent on the rate of interest acquired at the time of bond issuance. Al are dis la ed with the assum tion of amortized money at 7 percent. This par( The estimated onetime costs of implementing the proposed regional 800 MHz tr radio s stem backbone is approximately $28 million, which does not include the ( microwave system would be financed through the formation of a CSA. This apI was selected because it will minimize the fiscal im act of the procurement < implementation. In addition, the cost of agency user equipment can be included CSA that will allow agencies with limited access to funds to purchase equipment. Carlsbad's share of the initial costs to fund the s stem is $3,367,691. In additic approximate total cost for the system over 15 years is $4,821,191. The total annu would be $466,654.37 per year, if spread over a 15 year term. The following is a breakdown of the three main areas to be financed: 1. Radio Backbone and Microwave - a one-time cost amortized over 15 years The estimated share to Carlsbad for the s stem backbone (mountain top sit( microwave links to dispatch centers) is $1,5 B 0,132. This can be paid up front fro sources, or as recommended throu h the establishment of a CSA parcel based fe estimated cost per year for a single family residence being $7.00 for back one expel .. .. d for Review Voted to Not Parhcq,x& Santee r: of a1 P its territor in the CSA. The range for t 's arcel tax is currently estimatec cy would ;&e? evied with the 1995- 8 6 tax assessment. indivi B ual city equipment, As proposed, the cost of the trunked radio backbor participating agencies and distribute costs to areas t K at will benefit from the s annual maintenance fee of $96,900 would be neede B ($96,900 x 15 years = $1,453,50( ! attached schedule (see attached E A ibit 3, p13) shows the cost to all arcels, wj - c 0 m v- Page 3 of AB # jg! 597 2. User Requested Equipment - a onetime cost amortized over 15 years is $1,777,559 (see attached Exhibit 8, .28). If not aid direct1 from existing city so single-family residence is estimated to be $7.83. 3. Backbone Maintenance - ongoing costs - over 15 years The estimated cost for annual maintenance which includes radios, backbone systei an appropriate reserve fund for emergencies is $25.00 per radio, per month. For Ca this totals $96,900 annually. The maintenance cost per single-family residence, if ad( the Carlsbad zone CSA, is estimated at $3.89. The total estimated cost of all three expense areas er sin le-family residence woi If Carlsbad decides to use a local zone of the CSA to finance its user e uipment, formula for local zone costs, or use the countywide K ackbone formula. Carlsbad also choose to not use the countywide backbone formula at all and adopt a formuk own to cover both costs. If this occurrs, the debt for backbone expenses WOL considered a lump sum payment made by the local zone CSA. The Carlsbad City Cc will control the rate structure and budget for the local zone, and the Board of Super will set the backbone CSA rates submitted to them by the Regional Communic Board. Staff recommends the use of the countywide CSA rate structure for both backbor local zone costs. It is a fair formula and the benefit derived to a Carlsbad parcel fro 800 MHz system is the same for any parcel in the county; thus all parcel owners T the regional system are treated the same. There are other financing options for this proposal other than the recommended u! CSA parcel based tax. Carlsbad could pa some, or all, of its regional 800 Mhz cost: Regional Communications Board will get excellent bond rates if it finances the system including the Sheriff's equipment alon with backbone s stem expenses. Carlsbad needs that do not have the option of funding through a CSA. The table in Exhibit 4, p.14, illustrates the annual per parcel assessment for each t] property use and assumes the CSA picks up the entire cost. ATTACHMENTS Exhibit 1. Exhibit 2. Project Cost Components Exhibit 4. Exhibit 5. Backbone and microwave com onent list Exhibit 6. Exhibit 7. Memorandum of Understanding Exhibit 8. The estimated cost for Carlsbad specific equipment such as vehicle and hand-held 1 this cost can be borne by a local Car P sbad zone o P the CSA. J he cost for ths portic $18.72 paid annually on the tax roll to the CSA (See fg2 xhibit , p.12). options on how to set up the local CSA. We can ado t a different parce P cost all0 local sources such as reserves or loca Y debt financing. However, staff believc reserves are used to fund our costs, the resu B t is reduced flexi g ility for other c Staff report prepared by the fire and police departments Exhibit 3 User equi ment components and costs Per Pace P Cost Breakdown Resolution of Consent .&- City of Carlsbad equipment list with associated costs I c e 0 CI February 9,1994 To: CITY MANAGER FROM Firechief Police Chief REGIONAL PUBLIC SAFETY 800 MHz RADIO SYSTEM ISSUE; Should the City Council approve a resolution of consent to participate in a Countj Service Area (CSA) for the purposes of establishing and funding a countywide 800 MH; public safety radio system? RECOMMENDATION; 1. Approve the attached resolution of consent (Exhibit 6, p.16) including Carlsbad’ parcels in the countywide CSA that will help to finance the system backbone costs. The resolution of consent would be forwarded to the County who would bc first step of several to create the CSA. An important note in the process is that the ut of Carlsbad can opt out of the CSA during the LAFCO hearing process should thi figures for financing not conform to the approximations presented. We have beel advised, however, that the option to leave the CSA must be completed before LAFCC finalizes its process. This allows LAFCO to have reliable numbers on which to base thi approval or denial. 2. Approve the attached expense plan and parcel cost allocation formula (Exhibit 4, p.14 to finance Carlsbad’s local 800 MHz radio equipment costs through a local zone of th CSA and submit the necessary documents for this local zone to the Local Are Formation Commission (LAFCO) by March 1994, as part of the countywide CSL application. 3. Direct staff to finalize with other system participants the proposed Memorandum c Understanding (Exhibit 7, p.18) that the new Regional Communications Board wi: operate under. responsible for taking the steps necessary to establish a new District. This is only th ALTERNATIVE Choose to not join the CSA and make no provisions to interface with the new 800 MH " 4. a 0 .- 800 MHz Radio System February 7,1994 Page 2 backbone and microwave system, opting to continue with our current radio system Carlsbad, if it waits, may be able to get other equipment and frequencies in the future but will have a hard time coordinating with the rest of the county if they shift to today': 800 Mhz frequencies. Current city radio equipment is ageing, receives interferenct from other agencies due to overcrowding of existing VHF spectrum frequencies, anc does not adequately cover the city due to terrain limitations. The existing VHI equipment also must be replaced in the mid 1990s as the Federal Communication! Commission (FCC) splits all the existing VHF frequencies to help with overcrowding. FISCAL IMPACT; This proposal requires the City Council to adopt a resolution of consent for thc inclusion of all its territory in the CSA. The range for this parcel tax is currently estimated from $1.34 to $53.46, depending on the type of property being assessed (sei Exhibit 4, p.14). This assessment, when analyzed over the entire city, produces a single depending on the final number of agencies and parcels involved in the system Additionally, this parcel tax will be dependent on the rate of interest acquired at thc time of bond issuance. All costs are displayed with the assumption of amortized mone: at 7 percent. This parcel tax would levied with the 1995-96 tax assessment. The estimated one-time costs of implementing the proposed regional 800 MHz trunkec radio system backbone is approximately $28 million, which does not include the cost o individual city equipment. As proposed, the cost of the trunked radio backbone ant microwave system would be financed through the formation of a CSA. This approacl was selected because it will minimize the fiscal impact of the procurement on thi participating agencies and distribute costs to areas that will benefit from the systen implementation. In addition, the cost of agency user equipment can be included in thi CSA that will allow agencies with limited access to funds to purchase equipment. Carlsbad's share of the initial costs to fund the system is $3,367,691. In addition, ai annual maintenance fee of $96,900 would be needed ($96,900 x 15 years = $1,453,500: The approximate total cost for the system over 15 years is $4,821,191. The total annua cost would be $466,654.37 per year, if spread over a 15 year term. The following is a breakdown of the three main areas to be financed: 1. Radio Backbone and Microwave - a one-time cost amortized over 15 years The estimated share to Carlsbad for the system backbone (mountain top sites anc microwave links to dispatch centers) is $1,590,132. This can be paid up front from cit sources, or as recommended through the establishment of a CSA parcel based fee. Th attached schedule (see attached Exhibit 3, p.14) shows the cost to all parcels, with th estimated cost per year for a single family residence being $7.00 for backbone expense! family parcel assessment of $18.72 per year. This is a high estimate and may be les m L- m o w 800 MHz Radio System Febmuq 7,1!B4 Page 3 2. User Requested Equipment - a onetime cost amortized over 15 years The estimated cost for Carlsbad specific equipment such as vehicle and hand-held radio! is $1,777,559 (see attached Exhibit 8 p.28). If not paid directly from existing city sources this cost can be borne by a local Carlsbad zone of the CSA. The cost for this portion pel single-family residence is estimated to be $7.83. 3. Backbone Maintenance - ongoing costs - over 15 years The estimated cost for annual maintenance which includes radios, backbone system ana an appropriate reserve fund for emergencies is $25.00 per radio, per month. Fox Carlsbad this totals $96,900 annually. The maintenance cost per single-family residence, if added to the Carlsbad zone CSA is estimated at $3.89. The total estimated cost of all three expense areas per single-family residence would be $18.72 paid annually on the tax roll to the CSA (see attached Exhibit 2, p.12). If Carlsbad decides to use a local zone of the CSA to finance its user equipment, it has options on how to set up the local CSA. We can adopt a different parcel cost allocation formula for local zone costs or use the countywide backbone formula. Carlsbad could also choose to not use the countywide backbone formula at dl and adopt a formula of its own to cover both costs. If this occurrs, the debt for backbone expenses would be considered a lump sum payment made by the local zone CSA. The Carlsbad City Council will control the rate structure and budget for the local zone, and the Board oj Supervisors will set the backbone CSA rates submitted to them by the Regional Communications Board. Staff recommends the use of the countywide CSA rate structure for both backbone and local zone costs. It is a fair formula and the benefit derived to a Carlsbad parcel from the 800 MHz system is the same for any parcel in the county; thus all parcel owners within the regional system are treated the same. There are other financing options for this proposal besides the recommended use of a CSA parcel based tax. Carlsbad could pay some, or all, of its regional 800 Mhz costs from local sources such as reserves or local debt financing. However, staff believes the Regional Communications Board will get excellent bond rates if it finances the whole system including the Sheriff's equipment along with backbone system expenses. If city reserves are used to fund our costs, the result is seduced flexibility for other city of Carlsbad needs that do not have the option of funding through a CSA. The table in Exhibit 4, p.14, illustrates the annual per parcel assessment for each type of property use and assumes the CSA picks up the entire cost. BACKGROUND: On January 24,1974, the San Diego County Board of Supervisors approved, in concept, the establishment of a county coordinated fire radio network. This action resulted in a e 0 I' * 800 MHz Radio System February 7, 2994 Page 4 regional fire mutual aid radio network that was supported by an extensive public safety microwave backbone system. The regional fire mutual aid radio network allowed countywide access by all fire agencies to designated communications centers. This permitted coordination of fire fighting efforts when multiple agencies responded to the same incident and thc network served the region well for many years. However, with the growth of thc county and a host of other factors combined to significantly reduce the overall effectiveness of the current network system. On June 13,1989, the Board of Supervisors directed the County Chief Administrativc Officer to work with the County Fire Chiefs' Association and other interested parties tc evaluate regional fire and emergency services communications needs and to develor strategies to meet those needs. The County worked with regional fire agencies in an attempt to establish a regional fin 800 MHz trunked radio system. However, several large fire agencies had progressec too far with their own 800 MHz systems to make a single system feasible. Thesc independent 800 MHz systems that were being implemented by the fire agencies dic not resolve the problem of a common mutual aid network, but rather exacerbated thr problem. The county continued to address this matter jointly with the fire community as well as looking at other county public safety and public sirvice requirements. The Sheriffs Department evaluated its aging communications system and concluded, fo the same reasons as the other agencies, that a new 800 MHz system would be a mor( prudent move for the county than rebuilding existing freque:ncies. In addition, many o the law enforcement agencies in the region suffered from the same problems as the firc service, namely, they were unable to communicate with each other for operationa purposes as well as for disaster coordination. Most law enforcement agencies werc found to be communicating on frequencies shared by several agencies that significant! reduced the capabilities of the frequency ranges. In recognition that the county is the one agency with the capability of building a viablc regional communications system, and in view of the fact that the county has played thi role since 1974, the Board of Supervisors (late in 1992) approved the hiring of thi Warner Group, a consulting firm in San Diego, to develop a business plan articulating q way to acquire a modern region-wide radio communication system to replace th inadequate one currently operated by the county. The Warner Group indicated that over 2.5 million residents reside within the 4,26 square miles of San Diego County. These citizens rely upon their local and count governments for public safety services. However, because of the age anc incompatibility of the radio communications systems currently in place throughout th county, it has become increasingly difficult, if not impossible, to ensure adequate level of public safety service to the community. - .I 0 e A. 800 MHz Radio System Febmay 7,1994 Page 5 The consultant recommended that San Diego county implement a new regional public safety mutual aid communications system to serve its citizens. Fifteen law enforcemeni agencies, thirteen fire agencies, and numerous other emergency medical and disastei service agencies are currently forced to work together in the county without a commor communications network. As a result, public safety coordination and response is ofter slow and unreliable. If a major disaster were to occur, there is a strong likelihood ii would result in needless loss of life and personal property due to the lack of adequatf communications to coordinate disaster mitigation efforts. During 1993, Congress approved legislation giving the FCC the authority to split al existing VHF frequencies to make additional VHF space starting in 1996. I implemented, this would result in all VHF agencies purchasing new equipment tha would utilize less transmitting power because split frequencies are closer together; les! power means less coverage in Carlsbad’s hilly coastal terrain. Additionally, by 1993, all 800 MHz frequencies in Southern California had been licensec and the county was faced with FCC deadlines on the use of the frequencies with th understanding that failure to use them would result in the frequencies being returnec to the FCC pool; that possibility still exists. Therefore, the county Department of Information Services (DIS) staff proposed regional communications board that would run the whole system, with funding comin from a CSA, legally administered by the board of supervisors. As originally envisionec the Regional Communications Board would be made up of users from all partkipatin( agencies, but would report through county DIS staff to the supervisors. Most sheri contract cities accepted this proposal. However, agencies with 800 MHz frequencies and cities with concerns regarding hoi the county was handling other regional issues strongly objected to the form of th proposed communications memorandum of understanding (MOU) that would give to much control to county staff. Therefore, Carlsbad staff facilitated a series of in-depth strategic planning meetings i These planning meetings were successful, resulting in a completely reworked MO proposal (no less than nine versions have been drafted to date). The major changc include: Elimination of ”buy-in” fees ($323,000 savings). Reconfiguration of Governance Board flow chart. Reconfiguration of Governance Board voting members. Added additional duties of the board to include auditing procedures. A 4/5 vote by the Board of Supervisors to overrule the Governance Board. These changes, and other minor ones, allowed the participating agencies to agree December and January that included the uncommitted cities and county DIS staj * 4 e 0 .. 800 MHz Radio System February 7,1994 Page 6 consider presentation of the plan to their responsible political bodies. The following is a list of the each agencies status regarding partiupation in the systen (as of February 8,1994): Voted to Participate Voted to Not Participate Undecided San Marcos San Diego Chula Vista Encinitas La Mesa National Cig Vista El Cajon Del Mar Heartland JPA Imperial Beach Poway Scheduled for Review Carlsbad Ocenaside Coronado North County JPA Escondido Lemon Grove santee Note: Although previously indicating they would not participate, the cities of La Mesa, El Cajon and the Heartland JPA may reconsider their position as a result of the major changes to the MOU as listed above. CalTrans and Imperial County remain committed to the system’s development. DISCUSSION Most public safety agencies in the County utilize radio frequencies for field communication that are in the 150 MHz or 450 MHz range. These systems have become increasingly congested and additional frequencies for expansion are not available. In response, the FCC opened a new set of public safety frequencies in the 800 MHz range, and over the past few years public safety agencies across the country have been shifting to the more efficient and reliable 800 MHz systems. An 800 MHz system would provide trunking technology that would allow for more efficient use of the radio spectrum. This would give a large number of users the ability to simultaneously communicate privately within their own groups and the 800 Mhz system permits multiple, simultaneous priorities to exist on one communications network. It also provides the ability for all radio users to be linked together for coordination of mutual aid responses and disaster relief efforts. Law enforcement, fire, emergency medical services and various public safety and public service agencies in the region will + e a 800 MHz Radio System February 7,1994 Page 7 be able to coordinate efforts through a common, regional communications system. Additional benefits include call alerting to minimize mixed messages, emergenc notification, individual unit-to-unit calling and dynamic regrouping for disastc response purposes. In contrast to present systems, interference from other agencie5 including Mexico, would be minimal and county wide radio coverage would be great1 enhanced, enabling radio communications throughout a minimum of 95 percent of th county. The overall objective in implementing the proposed radio communications system is tc enhance emergency response capabilities to the citizens of San Diego Countj Currently, the ability of public safety officers to adequately respond to citizen request for service and provide effective region-wide mutual aid communication in case (3 disaster is questionable. Some of the specific objectives include: Provide regional radio communications coverage. Provide mutual aid communications both within and outside the region. Ability to respond to major disasters and to provide service to the community. Increase personnel safety and productivity. 0 Guarantee radio performance and coverage. Virtually eliminate interference from outside sources. Support county growth for the next 15 to 25 years. Provide a cost effective regional system. Replace the public safety microwave system to meet the requirements of the new radio system. This proposal would give all participants excellent service and spread economies of scalc countywide. The proposed system will last 15 to 25 years, and as a digital system, car be expanded to meet increases in demand for service. Alone, cities cannot provide enough public safety personnel to meet all emergencies Time and time again, California has learned one overriding lesson from its fire and absolutelu essential, The quest ion then for Carlsbad an d the other non-800 MHz agencies in San DieEQ county is whether to PO it alone, at a n unknown future cost, or join today into 4 comprehensive solutio& earthquake disasters: communication and regional coordination of resources b 6 e e 800 MHz Radio System February 7,1994 Page 8 Two principal hurdles to a regional system are who controls the system and what ar the related costs. Staff believes the most recent MOU for the council to consider give Carlsbad the appropriate voice in the Regional Communications Board. While th Board of Supervisors will legally enact the CSA, operational and budget authority, vi the approved MOU, will be vested in the Regional Communications Board. A countywide CSA is the best finanacing approach for two reasons: 2. A CSA spread the cost equally among all receivers of public safety in the proposed systems servicr area (such a system is a good example of using CSAs as intended for specific, tangiblc benefits to every parcel) 2. This option leaves general revenues for other importani local government issues. The structure of the proposed CSA, including local zones, is the result of extensive study by county staff, a consultant, and most of the proposed system participants. There is no perfect way to divide cost among parcels, but staff feels the attached is the fairest possible proposal. The CSA is a funding vehicle that normally does not require a public vote by the people, but does require a local elected body to adopt the tax increase. The public can resist the establishment of the CSA and take it to a public vote if 50 percent plus one parcel owner comes forth during the LAFCO approval process, or 10 percent of the local voters petition to place it on the local ballot. The application to form the CSA must be submitted to LAFCO in March in order to make the 1995/96 tax roll. If we start the process on time, it will probably take two years before the system is operational in Carlsbad. In summary, after a year of protracted negotiation and analysis, staff believes that implementation of the proposed communications system improvements is what's best for the citizens of Carlsbad and should result in significant improvement in San Deigo County's ability to respond to citizen requests for service and to react to major disasters. Therefore, staff recommends the City Council adopt the attached resolution of consent that will allow us to start the application process for a regional system and CSA with LAFCO. ROBERT E. VALES e e SAN DIEGO REGIONAL 800 MHz PUBLIC SMETY/PUBLICSERVICE RADIO COMMUNICATIONSPRO JECT PROJECT COST COMPONENTS CITYOF CARESBAD SINGLE FAMILY PER COMPONENT ONE-TIME COST PARCEL ASSESSMEN1 Radio Backbone $1,590,132 $7.00 and Microwave .................................................................... User Equipment 1,777,559 7.83 (Radios and Dispatch) Annual Backbone 96,900 3.89 Maintenance TOTAL $3., 690.696 $1 8.72 e e - E @ $5 0 "$ o"$ 8 2 QO t, 9: ha kt3 8 + B 2 !a I h 1 n a 'I a, 0 El a2 5: a, c1 .- 9 1 0 * . 0 2 0 e 4D vj Q + .* 2 l! : Y 8 8 & 2 8 a" s &I 3 d 2 Y 0 c, Y 'F 'c) x 0 E E .- U u l- M Q, TY 3 0 -. 8 4 g tr * 1 2 3 4 5 6 7 8 9 10 11 12 9m mu5 Y> COS: JouN <&$j: 14 a>Jz ut5g 00 l5 -I (22 Z4Lg.r gg$x 16 pi c:a 17 G3 18 19 20 21 22 23 24 25 26 27 28 ==ab 13 00 402 0 0 RFSOLUTION NO. 94-59 A RESOLUTION OF CONSENT TO THE INCLUSION OF THE CITY OF CARLSBAD IN THE PROPOSED COUNTY SERVICE AREA FORMED TO PROVIDE AN 800 MHz RADIO COMMUNICATION SYSTEM. WHEREAS, it is the intention of the city Council ( City of Carlsbad to ensure citizen access to emergency servicc support: and WHEREAS, it is recognized that the effective pravisj both public safety and public service agency support is depe upon effective communications systems; and WHEREAS, the Council recognizes the importanc regional communications capabilities and mutual aid assistanc coordination in the event of a disaster; and WHEREAS, it is agreed that participation in the San County Regional 800 MHz Radio Communications System Projec essential to ensure adequate service; and WHEREAS, it is the County’s intention to form a cc Service Area for the purposes of funding the implementation 01 regional communications system: and WHEREAS, in addition, the Council requests that County Board of Supervisors establish a zone of the County Ser Area coterminous with the City boundaries for City spec requirements, NOW, THEREFORE, BE IT RESOLVED by the City Council of City of Carlsbad, California, as follows: 1. That the City of Carlsbad consents, pursuant Government code section 25210.10a, to the inclusion of all territory in the radio communications system County Senrice A / I/ T I - 1 2 3 4 5 6 7 8 9 10 11 12 9m mu? <o,o 14 i:g% <oga %-I2 artga o"n9 15 J agSi ggrS EU%~ 16 17 k,o2 $23 18 19 20 21 22 23 24 25 26 27 28 &e& @> 13 004 0 e e PASSED, APPROVED AND ADOPTED at a Regular Meeting City Council of the City of Carlsbad on the 1994, by the following vote, to wit: 15th day of a AYES: Council Members Lewis, Stanton, Kulchin, Nygaayd, p: NOES: None ABSENT: None ATTEST: ALETH?~?€?AUTENKRANZ, PP- City dnerk (SEAL) a 0 +’ SAN DIEGO REGIONAL 800 MHz PUBLIC SAFETY/PUBLIC SERWCE RADIO COMMUNICATIONS PROJECT MEMORANDUM OF UNDERSTANDING JANUARY 14, I994 LA 0 Pa 0 I- SAN DIEGO REGIONAL 800 MHz PUBLIC SAFETy/PUBLIC SERWCE RADIO COMMUNICATIONS PROJECT MEMORANDUM OF UNDERSTANDING TABLE OF CONTENTS Ps I. System Overview ......................... 1 II. CorePurticipunts.. ....................... I IIL Additional Purticipants .................... I N; Pegormance Requirements .................. 2 V; Governance ............................ 2 VT. Agency Costs and Beneflt Charges ............ 7 PTI. Term of Agency Agreement ................. 8 WII. Agreement Modification .................... 8 I.. Termination of Agreement. .................. 8 X. BindingArbitration. ........................ 9 -. . Pa c- e 0 S'DIEGO REGIONAL 800 MHz PUBLIC SMETY/PUBLIC SERVICE RADIO COMMUNICATIONS SYSTEM PROJECT MEMORANDUM OF UNDERSTANDING January 14, 1994 I. System Overview The San Diego Regional 800 MHz Public Safety/Public Service Radio Commu- nications System (System) will replace existing conventional radio systems and stand-alone 800 MHz radio communications systems throughout San Diego and Imperial counties with a modern, trunked radio system. This System will provide effective and reliable radio communications for routine intra-agency operations as well as interagency communications throughout the region during mutual aid and disaster operations. Local government, law enforcement and fire agencies throughout San Diego and Imperial counties will be given the opportunity to participate in the System. All police and fire agencies in the County will have access to mutual aid communications capabilities. Communications with the cities and Fire agencies which recently have installed their own 800 MHz radio systems, will be facilitated via an interface to the System. II. System Participants The Regional 800 MHz Radio Communications System will be designed to support the requirements of San Diego/Imperial County public safety and designated public service participants. All participants will receive equitable representation on the Regional Communications Board. See attachment A for a list of participating agencies. As part of the proposed agreement, these agencies will allow the County of San Diego to become licensed on their currently allocated 800 MHz frequencies for use in the regional system. III. Additional Participants As system capacity permits, the Regional Communications Board may approve, on a case basis, other agencies participation in the Regional 800 MHz Radio Communications System. Priority consideration will be afforded to those agencies possessing allocated 800 Regional 800 MHz Radio System Page 1 E e P 0 4. MHz frequencies which can be transferred to, and which will enhance the system for existin4 participants. n/: Peformance Requirements The San Diego Regional 800 MHz Public Safety/Public Service Radio Commu nications System will be designed to provide a high level of service and responsiveness witk region-wide coverage and capacity for all planned users. The System will be designed tc provide a 95% level of coverage for mobile radios operating anywhere within the System A 95% level of coverage will be provided for hand held radios in designated areas of the system. Also, the System will be designed with capacity to meet the loading requirements of the System’s normal busiest hour for all planned users over the life of the system. Vendor System contracts will include guarantees to this effect. System prioritization will be as follows: Priority One Emergency Identification Priority Two Public Safety Priority Three Non-Public Safety - Special Event P~o&Y FOW Non-Public Safety - Regular Vl Governance The overall goal of the governance of the regional system is to establish an operational and management structure which will provide equitable authority toparticipants in the development and ongoing operation of the system. The governance objectives include: 0 Provide a structure which retains the management of the system in the control Allow the use of a County Service Area (CSA) funding mechanism. Establish an organization which facilitates decision making. of the users. 0 0 0 Leverage resources where appropriate. 0 Develop an organization which will remain flexible and meet the needs of the Provide flexibility to meet the specific needs of participating agencies. regional participants over the expected fifteen year agreement period. 0 Regional 800 MHz Radio System Page 2 E 0 e F _. .- To meet these objectives the County Service Area (CSA) was found to be the process that best meets the necessary long term funding for a system of this magnitude. The CSA allows the counties, their cities and districts the ability to provide for the shared systems, maintenance, and other related needs. Additionally, provides flexibility for the varying special needs of each jurisdiction. In order to utilize a Miscellaneous Extended Services CSA as the funding mechanism, California law requires the Board of Supervisors to have legal and fiscal responsibility for the budget. However, the Board of Supervisors will delegate the fiscal and operational management of the regional system to the Regional Communications Board. Additionally, the Board of Supervisors will not override the decisions of the Regional Communications Board with less than a four/fifths vote. Roles and Responsibilities Regional Communications Board The organizational structure that best meets the needs and objectives of the regional system users is a Regional Communications Board. The Regional Communications Board will be developed by ordinance of the Board of Supervisors and will have re- sponsibility for the backbone and common infrastructure components of the regional system. The proposed Regional Communications Board structure is depicted on the next page. The specific responsibilities and authorities of the Regional Communi- cations Board are also outlined. Members of the Regional Communications Board (Board) will represent the interests of the participating agencies. The Regional Communications Board is responsible for adopting the policies and the programs of the system. The responsibility of DIS is to manage the system and develop operational procedures. Specific responsibilities of the Board will include: 0 approve the annual budget 0 0 0 approve recommended changes in agency assessment fees identify participating agency needs and requirements establish subcommittees as necessary to ensure user agency interests and concerns are represented and technical issues are thoroughly researched (e.g. Technical Advisory Committee, User Groups) manage the implementation of the System review and adopt recommendations by DIS regarding the establishment of system priorities and talk groups 0 0 Regional 800 MHz Radio System Page 3 .. e 0 d- E E s 2 Ew 3s Zc SS 2% 88 oz Eg sg 8g EU a 3 UI 0 0 0 00 - - .r( m + s z 0 2 s 5 * 0 9) bl: 2 z 8 * 0 e 0 3 & - ?. 0 ab I 1 0 0 0 0 4 0 0 0 0 0 0 develop and approve operating policies and procedures oversee the establishment of long range plans and scheduled syster reviews budget and approve the disbursement of money from all funds recommend the inclusion of additional participants as appropriate address concerns of participating agencies and adopt appropriatl actions to adjust System policies or procedures adopt by-laws to govern the Board’s internal operations The Board shall meet quarterly or more frequently, if necessary appoint a new Chairperson on an annual basis Conduct an annual fiscal audit Conduct periodic management audits at intervals not to exceed five years Discharge other duties as required by statute Regional Communications Board Membership - The conditions for membership and representation on the Regional Communications Board are as follows: SAN DIEGO COW Sheriff 1 ODP 1 Police 5 Fire 2 FireDist 2 Fire JPA 2 appointed by the Police Chiefs Association appointed from cities by the Fire Chiefs Association appointed by the Fire District Chapter 1 appointed from North County Dispatch JPA 1 appointed from Heartland JPA IMPERIAL COUNTY Sheriff 1 County 1 Police 1 Fire 1 OTHER CALTRANS 1 NON-VOTING MEMBERS CDF Regional 800 MHz Radio System Page 5 e 8 *- -_ - CHP Agencies may qualify for Board representation under only one of tl. conditions specified above. DIS will provide staff support as necessa: to the Regional Communications Board, but will not serve as a votin member. Regional Communications Board Vote - Members of the Board sha vote on all items on the basis of one vote per member. Actions shai be determined by a majority vote of the members. Department of Information Services DIs will manage the day-to-day operation of the System subject to direction from an( review by the Regional Communications Board. DIS will also provide staff suppor to the Regional Communications Board. DIS will perform the functions necessa2 to ensure that specific system performance guarantees are maintained throughout the anticipated life of the System. As the manager and operator of the System, DIS will have the responsibility to: 0 0 0 develop contracts with vendors 0 0 retain employees and agents 0 0 provide staff support to the Board as requested seek Board approval of major policy decisions implement the regional 800 MHz public safety radio communications sys tern acquire, hold or dispose of property necessary to operate the System charge participating agencies for expenses incurred in ongoing mainte- nance and operation of the system monitor and maintain system performance develop and recommend the.annua1 System budget reassign System priorities in extraordinary circumstances, and make emergency repairs, as required 8 implement policy 0 0 0 In addition, DIS will provide information and support as necessary to the Regional Communications Board. DIS staff will provide operating reports and technical information as necessary to assist the Board. DIS will establish and maintain accounts and records, including personnel, property, financial and programmatic records and other such records as may be deemed Regional 800 MHz Radio System Page 6 0 *- *- r” necessary by the Regional Communications Board to ensure proper accounting fc all ongoing operations and maintenance costs. These records will be available to th Regional Communications Board and will be used to justify any adjustment to agenc assessments. Agency Costs and Benefit Charges The County will implement the proposed 800 MHz trunked radio backbone an microwave systems. These systems will be funded through implementation of a Count: Service Area (CSA) benefit charge. Ongoing operations and maintenance costs will bc shared by the participating agencies. VI. Agencies Not Included in CSA Agencies which are not covered by the County Service Area assessment that desire to participate in the System must also pay a share of the trunked radio backbone and microwave development costs. The backbone/microwave share varies for each agency. The Regional Communications Board will ensure equitable cost sharing. Monthly Operating Fees The costs of ongoing operations and maintenance of the trunked radio backbone and microwave system will be allocated to the participating agencies on a per radio basis. Upon finalization of agency participation and determination of the actual number of radios to be included in the system, the cost will be finalized. The final cost will be in effect for a period of one year and will be adjusted annually to reflect actual costs, In the event that fees collected exceed actual costs, excess fees will be used to offset or decrease future maintenance costs. Reserve Fund One of the responsibilities of the Regional Communications Board is to budget the disbursement of money from the reserve fund. The reserve fund, including interest, will be established for the purposes of funding contingencies as well as future system upgrades and enhancements. The reserve fund will be generated from two sources. One source will be from shares paid by non-CSA participants. Second, the Regional Communications Board will maintain an adequate reserve fund through adjustment of the monthly operating/maintenance fee. The reserve fund will be protected from access by any entity other than the Regional Communications Board by depositing it into the CSA account. The funds within the CSA account can only be utilized for the Regional Radio System components approved by the Regional Communications Board. The Regional Communications Board will review fund levels annually, and Regional 800 MHz Radio System Page 7 * e 0 ** I_ r4 take appropriate action. Additional Agency Costs In addition to the CSA for the backbone infrastructure portion of the projec through the development of zones, each participating city or district will have th ability to customize their own CSA requirements for other project component including user and communications center equipment. Each agency establishing : zone will have the responsibility to develop a budget on an annual basis. The CSJ funds generated within the zone will only be utilized to cover the requirements o that zone. HI. Tern of Agency Agreement The term of the participation agreement shall be for fifteen years and will continue in full force and effect after that period until such time as the Regional Communications Board agrees to modify or terminate the agreement, as outlined below. VIII. Agreement Modification Modifications to the Memorandum of Understanding requires an adoption by the Regional Communications Board and concurrence by all participating agencies. IX Termination of Agreement In order to withdraw participation prior to the end of the fifteen year agreement, the agency must provide no less than one year’s written notice of intent to withdraw. Termination will be granted provided that the terminating party: (a) returns to the County all equipment for value which the Regional Communications Board determines is required to maintain the System for all users remaining in the System; and if the termination compromises the legality of the CSA assessment in the terminating agency jurisdiction area, such agency may be responsi- ble for the remaining debt payments which would have aggregated from the CSA. the Regional Communications Board will negotiate a settlement that either returns same or equivalent operable frequencies or equitable compensation for frequencies left with the system. If a settlement cannot be reached with the Regional Communications Board, binding (b) (c) If an agency who brought frequencies to the system opts to withdraw, Regional 800 MHz Radio System Page 8 E *- *. * 8 F . J arbitration will be employed to reach a settlement. X. Binding Arbitration In the event that a settlement cannot be reached between the Regiona Communications Board and an agency who wishes to withdraw from the systen under the provisions of IX (c) above, binding arbitration shall be employed to read a settlement. The arbitrator shall be selected by mutual agreement of the Regional communication^ Board and the agency wishing to withdraw from the system. I I 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. Each party to a hearing before an arbitrator shall bear his own expenses in connection therewith. All fees and expenses of the arbitrator shall be borne one-half by the Regional Communications Board and one-half by the withdrawing agency. APPROVED County of San Diego Pam Slater Date Chairwoman of the Board of Supervisors c;ty of Name: Date Title: Regional 800 MHz Radio System Page 9 0 8 L HOME MOUIES Tue Feb 15 1994 1:34 pm Pa9 =-s7L: &if c( & 15 FEBRUARY 1994 TO: ALL COUNCIL MEMBERS FROM: STEUE FEHLHABERj HOME MOVIES SUBJECT: 888MHZ COMMUNICATIONS SYSTEM I haue only recently learned of the City's consideration of the 800mhz communication system plan. communications in our area since 1962 and haue somewhat of a background in this area. Today, after reading the complete proposal in front of you for tonights addressed prior to this last hour letter from me. This proposal lists the advantage of being able to "internet" with other emergency agencies. Worthy of note is that there haue been "internet" frequencies available for years on the currently used l58mhz bandwidth. These designated frequencies haue been auailable for fire, law enforcement and civil defense on both the state and national leuels. 888mhz system will probably improue the local networking ability, but what will it do to the "State" and "National" networking capabilities currently designated on the 158mhz(Hi-band) frequencies? If one of the selling points to this $90+ million venture is the increased reliability of internet communication, I would like to see or understand the technical difficulties experienced on the "old" system and how they will be resolued by the change in frequencies. the moue to 888mhz will affect the National and State established Mutual Aid frequencies currently being used on the 158mhz bands. I agree with the statements that the Hi-band 15Qmhz and 450mhz bands are ouercrowded and haue no room for expansion in their present format, and that technically, the 88Elmhz bandwidth will enhance performance of communication in general. My concerns are based upon the local area communication mouing to enhance local networking capability without a description of how the change in communication will affect an established Emergency Network at the State and National leuels. if these concerns haue been identified and addressed in documents other than what we can find in the proposal in front of US, uery good. If not, someone needs to assure us that we will not abandon established Emergency Network capabilities for an improvement in only our local arena. Thank YOU, Steue Fehlhaber 729-5810 Personally, I haue been an enthusiast of radio Council session, I have arrived at a few questions that I hope haue been I realize that the regional It would also be important to know how