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4�ZW N 0 COUNCIL AGENDA REPORT DATE: JUNE 10, 2013 TO: MAYOR AND TOWN COUNCIL FROM: GREG LARSON, TOWN MANAGER MEETING DATE: 6/17/13 ITEM NO: 4 SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A MEMORANDUM OF AGREEMENT WITH THE COUNTY OF SANTA CLARA TO REIMBURSE THE COUNTY FOR THE PURCHASE OF RADIO CONSOLES AND MISCELLANEOUS EQUIPMENT FROM MOTOROLA IN AN AMOUNT NOT TO EXCEED $200,000 RECOMMENDATION: Authorize the Town Manager to execute a Memorandum of Agreement with the County of Santa Clara to reimburse the County for the purchase of radio consoles and miscellaneous equipment from Motorola in an amount not to exceed $200,000. BACKGROUND: The County of Santa Clara and the Town of Los Gatos are jointly participating in the Silicon Valley Regional Communications System (SVRCS) to ultimately build a regional interoperable radio system. The Town has a current need to upgrade an element of its radio dispatch hardware. The County of Santa Clara is managing a purchase agreement with the SVRCS selected vendor, Motorola, Inc. for discounted pricing on hardware. This discounted pricing is offered during a specific time window which will expire in Summer, 2013. The Town desires to utilize this discounted pricing window to purchase two radio dispatch consoles, and possibly a small number of digital portable radios. The County has offered to purchase the consoles on behalf of the Town under a memorandum of agreement and to be reimbursed by the Town. DISCUSSION: The Police Department operates its own dispatch center which utilizes two dispatch positions. Each position has a radio console, the hardware which transmits and receives the radio signal to and from PREPARED BY: SCOTT R. SEAMAN Chief of Police a X/ ;. Reviewed by: J� Assistant Town Manager _Town Attorney NAPolice \Council Reports\2013 \Radio Console Purchase -Ldoc PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: AUTHORIZE TIIE TOWN MANAGER TO EXECUTE A MEMORANDUM OF AGREEMENT WITH THE COUNTY OF SANTA CLARA TO REIMBURSE THE COUNTY FOR THE PURCHASE OF RADIO CONSOLES AND MISCELLANEOUS EQUIPMENT FROM MOTOROLA IN AN AMOUNT NOT TO EXCEED $200,000 June 10, 2013 units in the field. Staff has assessed the equipment and determined that these two consoles are very close to their expected end of life cycle and will need to be replaced. Replacement parts are increasingly difficult to locate and the vendor no longer supports this technology. New radio consoles will benefit the Town in that they will operate with existing radio technology and will also operate with a planned future regional radio system. Upgrading the consoles at this time takes advantage of discounted pricing and resolves an ongoing operational and maintenance issue faced by the department. Motorola, Inc. is the selected vendor for the Silicon Valley Regional Communications System, a multi- year endeavor to migrate all regional law enforcement agencies to a standardized radio system in the 700/800 Mhz radio frequency. As a condition of their selection as vendor, Motorola, Inc. has agreed to provide their products at a highly discounted rate to any agency within the county during specific time - windows. A purchasing window has just recently opened and will close on June 28, 2013, unless extended by mutual agreement. While the Town could purchase directly from Motorola, Inc., the County of Santa Clara manages the purchase of radio equipment from Motorola for SVRCS. The County has offered to execute an agreement with the Town which would allow the county to purchase two radio consoles from Motorola, Inc. within the purchasing window and be reimbursed by the Town. Because of the favorable pricing, the police department is evaluating whether to also purchase a small number of handheld radios under the purchasing agreement. These radios would allow the department to communicate with other agencies in the county and Bay Area in specific cases where this is not currently possible. The radios will also be compatible with the planned future system. Motorola, Inc. has estimated the cost to the Town for two radio consoles will be $180,000. This estimate has been evaluated by the county and the Executive Director of the Silicon Valley Regional Interoperability Authority, SYRIA, the JPA overseeing the SVRCS radio project. Both have determined that this pricing is the most favorable for this equipment. The Police Department has approximately $295,000 available for this purchase in a radio equipment replacement fund. The County Board of Supervisors is expected to hear this item on June 25, 2013. If both the Town and the county approve and execute this agreement, the county will submit a purchase requisition to Motorola, Inc. ahead of the deadline. The county will then invoice the Town. Radio consoles are one critical element of the overall dispatch system and represent the most critical current need for upgrade. Car and handheld radios are still within their life cycles and may be replaced in the next 5 -8 years through either Town or regional funding. The radio infrastructure of towers and transmitters will likely be upgraded at the same time through regional funding. PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A MEMORANDUM OF AGREEMENT WITH THE COUNTY OF SANTA CLARA TO REIMBURSE THE COUNTY FOR THE PURCHASE OF RADIO CONSOLES AND MISCELLANEOUS EQUIPMENT FROM MOTOROLA IN AN AMOUNT NOT TO EXCEED $200,000 June 10, 2013 CONCLUSION: Staff recommends that Council authorize the Town Manager to execute a Memorandum of Agreement with the County of Santa Clara to reimburse the county for the purchase of two radio consoles from Motorola, and possible additional handheld radios, in an amount not to exceed $200,000. ENVIRONMENTAL ASSESSMENT: Is not a project defined under CEQA, and no further action is required. FISCAL IMPACT: Funds for the reimbursement of this purchase are available within the radio equipment replacement fund in the amount of $295,000. THIS RAGE INTENTIONALLY LEFT BLANK