REPORT TO THE CITY COUNCIL December 14, 2017 FROM: BRYON HORN, Chief Information Officer Information Services Department SUBJECT ..Title Action pertaining to replacement of the City of Fresno's Microwave Data and Radio Console Networks that provide interoperable radio communications for Public Safety dispatch: 1. ***RESOLUTION - 39th amendment to the Annual Appropriation Resolution (AAR) No. 2017-165 appropriating $400,100 from the Public Safety Communications Equipment Reserve Fund for the City's Microwave Data and Radio Console Networks upgrade project. (Requires 5 affirmative votes) (Subject to Mayor's veto) 2. Authorize a cooperative purchase agreement in the amount of $3,626,500 to Nokia, Inc., to upgrade the City's Microwave Data Network for Public Safety. 3. Authorize a cooperative purchase agreement in the amount of $1,391,200 to Zetron to upgrade the Radio Console Network providing interoperable radio communications. ..Body RECOMMENDATION Staff recommends Council appropriate the project funding and award a cooperative purchase agreement in the amount of $3,626,500 to Nokia, Inc. (Nokia) for the purchase of hardware, software, engineering and installation services to upgrade the City of Fresno's (City) Microwave Data Network. Staff also recommends awarding a cooperative purchasing agreement in the amount of $1,391,200 to Zetron for the purchase of hardware, software, engineering and installation services to upgrade the City's Radio Console Network. The City plans to finance the acquisition of the Microwave Data and Radio Console Networks utilizing the City's Master Equipment Lease Purchase Agreement (MELPA) for a period of seven years, with annual lease payments not to exceed $800,100 per year. EXECUTIVE SUMMARY The City utilizes two-way radio systems in public safety, public utilities and transportation. The Zetron console system provides interoperable communications with Police, Fire, Transportation and all other City departments and allied agencies utilizing radio communications. The Information Services Department (ISD) contracted with CDX Wireless, Inc. to evaluate the City's aging radio systems and supporting infrastructure including interoperability with other local agencies. On February 16, 2017, ISD presented the findings to Council with four options to refresh and/or replace current technology and supporting infrastructure. Each option required an upgrade of the City's Public Safety microwave data network. The purchase would include hardware, software, engineering, training and installation services. ISD is requesting approval of this purchase via a cooperative purchasing agreement, utilizing the National Association of State Procurement Officials agreement, and to finance the purchase using the City's MELPA with Banc of America Public Capital Corp. (BAPCC). BACKGROUND On July 1, 2015, a Request for Proposals (RFP) was issued on the City's website and advertised in the Fresno Business Journal seeking proposals from qualified consulting firms to conduct a public safety radio system infrastructure needs assessment and maintenance operations review for the Fresno Fire, Police, Public Utilities and Transportation Departments. On August 4, 2015, the City received proposals from six consulting firms. After a comprehensive review of the proposals and interview of the three firms considered best qualified for this project by representatives of ISD, Fresno Fire, and Fresno Police Departments, staff recommended and selected CDX due to their impressive credentials, experience with public safety communications, excellent demonstration of their understanding of our RFP, and the detail of their plan to complete the assessment and review. On June 6, 2016, CDX delivered a System Evaluation Report for the City's public safety radio system which outlined four options for the City to consider: 1. 700 MHz/P25 Trunked 2. Fire P25 700 MHz/Police P25 UHF System 3. Fire P25 VHF/Police P25 UHF System 4. Expand the Current System After careful consideration, it was determined that option #1, also recommended by CDX, would be the best option for the City in that it would allow all City radio systems to use one frequency, thereby increasing efficiencies. This is a large scale project and the cost for the solution is estimated at $27.9 million. Since it is such a large project, more work needs to be done to segment the project into phases, further refine costs for the project, ensure data sharing ability/interoperability with neighboring agencies, identify grant opportunities and develop a proper implementation plan for the project. Due to the nature of the project, all recommendations require the upgrade of the City's current Microwave Network. This upgrade is part of the overall wireless replacement and will be a step toward the total solution The City utilizes Zetron radio consoles for radio dispatching needs. The consoles were also addressed in the CDX Systems Evaluation Report as a need for replacement as they are end of life and run on Windows XP operating system. The County plans to seek funding to replace their consoles next fiscal year. These consoles interoperate with the City of Clovis, County of Fresno and the Fresno County Sheriff's Department and these agencies meet regularly to coordinate the replacement effort. The City plans to finance the acquisition of the Microwave Data and Radio Console Networks utilizing the City's MELPA with BAPCC for a period of seven years, with annual lease payments not to exceed $800,100 per year. ENVIRONMENTAL FINDING By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a "project." LOCAL PREFERENCE Local preference does not apply to these items because cooperative purchase agreements are through another governmental entity. FISCAL IMPACT The City of Fresno has completed a MELPA that will be used to finance the microwave upgrade. The MELPA allows the City to expedite financing of certain equipment that is approved for purchase and financing where competitive procurement, budgeting, and appropriation requirements are completed. The funding source for FY18 lease payments on this equipment will be appropriated from the Public Safety Communications Equipment Reserve Fund. The remaining payments will be incorporated into the General Fund's 5-year forecast document. Attachments: Resolution - 39th Amendment to the Annual Appropriation Resolution No. 2017-165 Nokia Quote Nokia NASPO Nokia Maintenance Scope of Work Nokia Installation Scope of Work Zetron Quote Zetron NASPO Zetron Scope of Work