Staff Report
PREPARED BY: JR LANGER
Lieutenant
Reviewed by: Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 04/18/2017
ITEM NO: 6
DATE: APRIL 10, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: SILICON VALLEY REGIONAL COMMUNICATION SYSTEM PURCHASE
A. AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN
AGREEMENT WITH MOTOROLA SOLUTIONS FOR THE PURCHASE AND
INSTALLATION OF 700MHz RADIOS AND SUPPORTING EQUIPMENT IN AN
AMOUNT NOT TO EXCEED $584,087.
B. AUTHORIZE BUDGET ADJUSTMENT TRANSFER IN THE AMOUNT OF
$295,680 FROM THE EQUIPMENT REPLACEMENT FUND TO THE GFAR
FUND TO BE ADDED TO THE RADIO REPLACEMENT PROJECT (821-2402).
RECOMMENDATION:
1. Authorize the Town Manager to negotiate and execute an agreement with Motorola
Solutions for the purchase and installation of 700Mhz radios and supporting equipment
in an amount not to exceed $584,087.
2. Authorize budget adjustment transfer in the amount of $295,680 from the Equipment
Replacement Fund to the GFAR Fund to be added to the Radio Replacement Project
(821-2402).
BACKGROUND:
Communication is one of the most crucial and vulnerable aspects of responding to and
managing a public safety incident. Currently, the public safety agencies in the County work on
different radio systems which vary in age, capability, and frequency. Most systems cannot
“talk” to each other, impacting routine communications and especially disaster response. A
new County-wide interoperable radio system is intended greatly enhance the ability of agencies
to communicate with each other.
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BACKGROUND (cont’d):
In 2010, the Silicon Valley Regional Interoperability Authority (SVRIA) was formed to enhance
interoperability. Los Gatos’ participation in the SVRIA joint powers agreement was approved by
the Town Council in 2010 furthering efforts to meet a strategic goal to migrate towards regional
communications and interoperability.
One of SVRIA’s on-going projects is the installation of a County-wide digital radio system known
as Silicon Valley Regional Communication System (SVRCS). In August 2015, Los Gatos, along
with other Santa Clara County municipalities entered into a Memorandum of Understanding
with the SVRIA, establishing that the SVRIA would complete the build out of a regional
interoperable communications system, identifying Motorola Solutions to provide the
infrastructure for the System.
The SVRCS is planned to replace the existing disparate public safety radio systems currently in
use in Santa Clara County with a new digital system using the 700 MHz spectrum. The system
will be installed at 30 sites across the County and will utilize existing repeater sites and some
new sites to insure coverage in the more remote areas of the County. All the repeater sites and
dispatch centers will be connected through the EComm microwave system that was developed
using Department of Homeland Security (DHS) grants.
Some radio systems are built out completely in a single phase; however, many, due to their size
and cost, are built in stages. The SVRCS system is being developed in stages with infrastructure
provided through Department of Homeland Security grants and funding by participating
agencies. The completion of stage one provided radio coverage for the cities of Santa Clara and
Sunnyvale. SVRIA has contracted with Motorola for the final phase of the build-out; with the
anticipated completion date for the remaining sites to become operational in December 2018.
The SVRIA expects the sites necessary for Los Gatos, Campbell, and Central San Jose to begin
utilizing the new radio system will be completed before the end of 2017. In Los Gatos, both the
Police Department and Parks and Public Works utilize the radio system for co mmunications.
SVRIA completed a competitive Request for Proposals (RFP) process for the Silicon Valley
Regional Communications System (SVRCS) in 2012. As a result of this competitive process,
Motorola Solutions was selected to be the radio vendor. This new radio system will be a
state of the art Project 25 (P-25) nationally recognized interoperability platform. The SVRCS
is an encrypted digital system that operates in the 700MHz spectrum and allows for County -
wide communications.
Two SVRIA member agencies, the City of Santa Clara and the City of Sunnyvale, are the first
users of this new radio system in our county and will join other Bay Area counties (Alameda,
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BACKGROUND (cont’d):
San Mateo, Monterey, and San Francisco) that are currently deploying Project 25 (P-25)
interoperable radio infrastructure.
Since the SVRCS is a digital system that operates in the 700 MHz spectrum, new consoles,
radios and supporting equipment must be purchased in order to participate on the new system.
The radio infrastructure (towers and hardware) was funded through Urban Areas Security
Initiative (UASI) and State Homeland Security Grant Program (SHSGP) grants, which saved
participating agencies infrastructure costs. However, individual jurisdictions participating in
SVRCS must purchase digital radios and other equipment to support the system.
Initially there were windows of opportunity for jurisdictions to make group purchases of
equipment to take advantage of incentive pricing offered by Motorola. The SVRIA has
negotiated with Motorola to offer the incentive pricing without the need for group purchases.
The Town receives significant cost savings by leveraging the purchasing power offered under
the agreement with Motorola Solutions, receiving a 30 to 50% discount off the published list
price.
Los Gatos has already purchased and installed primary and back-up radio consoles capable to
operate on the new system and has integrated dual band 700MHz system mobile radios in all
new Police Department vehicles. The next step towards meeting the Town’s strategic goal
towards interoperability would be to purchase any remaining radios and supporting equipment
for the Police and Parks and Public Works Departments.
DISCUSSION:
Approval of this item will allow the Town to procure the necessary equipment to take the next
step towards interoperability. Specific to the Police Department, to provide a redundant
system during the transition and for communication in neighboring agencies operating on the
lower frequency, staff recommends purchasing dual band radios capable of communicating on
both our existing system and the new system. Parks and Public Works will migrate directly to
the new system and therefore do not require the dual band equipment.
CONCLUSION:
Staff recommends Council authorize the Police and Parks and Public Works Departments to use
the identified funds to purchase and install 700MHz radios and other equipment necessary to
operate on the new system from Motorola Solutions in an amount not to exceed $584,087.00.
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ALTERNATIVES:
Council can choose not to proceed with the procurement or approve a different procurement
process. Staff recommends proceeding with the purchase as the Town would lose the ability to
directly communicate with other first responders, significantly hindering the ability to perform,
especially in large scale emergencies.
FISCAL IMPACT:
The cost of purchasing the equipment and services to implement this project is not to exceed
$584,087. The project schedule includes implementation in Fiscal Year 2016/2107 , with the
project close out occurring in Fiscal Year 2017/2018.
COORDINATION:
This report has been coordinated with the Town Manger’s Office, Parks and Public Works
Department, and the Finance Department.
Available FY 16/17
Budget Expended/Encumbered Available
Funding To Date Balance
PPW Radio Replacement
411-821-2306 150,000$ -$ 150,000$
PD Radio Interoperability
411-821-2402 150,000 11,593 138,407
Equipment Replacement (PD Radios)
631-5402-99631 276,194 0 276,194
Equipment Replacement (Radio Channel
Controllers)
631-5402-99631
19,486 0 19,486
TOTAL RADIO REPLACEMENT FUNDING 595,680$ 11,593$ 584,087$
ANTICIPATED PROJECT EXPENDITURES:
Project Costs
Radio Acquisition 504,778$
Configuration 45,806
Installation 19,590
TOTAL ANTICIPATED BASE BID 570,174$
PD & PPW Radio Replacement
PROJECT 821-2402
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ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Public Safety T-Band Fact Sheet