SUBJECT APPROVING A LETTER OF INTENT TO JOIN THE by sig51858

VIEWS: 72 PAGES: 22

									       Concord                     REPORT TO MAYOR AND COUNCIL




TO THE HONORABLE MAYOR AND COUNCIL:


                                                                               DATE: March 27, 2007




SUBJECT: APPROVING A LETTER OF INTENT TO JOIN THE EAST BAY REGIONAL
          COMMUNICATION SYSTEM JOINT POWERS AUTHORITY AND AUTHORIZING
          THE CITY MANAGER TO EXECUTE THE LETTER OF INTENT IN THE- AMOUNT
          OF $42,700

Report in Brief

       In everyday public safety, general government service, local, and regional emergency response,
dependable radio communications provides necessary support for delivering services and keeping the public safe.

        With recent Federal Communications Commission (FCC) regulations regarding governmental radio
frequency allocations and the emphasis placed on regional interoperable communications systems by Federal
grant funding sources The East Bay Regional Communications System (EBRCS) presents Concord with the best,
least cost vehicle for continued provisioning of public safety and general governmental use radio communications.

        The EBRCS, comprised of the jurisdictions making up Contra Costa and Alameda Counties, provides a
region wide radio system allowing agencies and public safety first responders in the two counties to communicate
seamlessly among and between themselves. Events such as Hurricane Katrina and the Oakland hills fire storm
provide graphic evidence of the need for regional, interoperable communications to preserve the public safety.

        The system will provide the backbone and infrastructure needed to cover both counties' land area with a ..
design specification of 95% coverage for on-hip, in-building radio coverage. Each participating agency will
remain responsible for individual radio units and dispatch radio consoles. A recent physical inventory of radio
units established Concord's count at 427 units.

       To more accurately establish interest in the EBRCS, agencies in Contra Costa and Alameda Counties are
seeking governing board approval of a letter of intent to join the Joint Powers Authority (JPA) and authorization
of good faith, earnest money in the amount of $100 per radio unit. Concord's fee is $42,700 for 427 units.

       Various technical and managerial committees with representatives from both counties have spent the last
two years developing technical parameters, establishing a governing board structure, and establishing political
support within the jurisdictions comprising each county. Additional Council action will be required to authorize
Concord's membership in the proposed JPA. Staff will bring this authorizing action to Council when appropriate
based on completing the formation of the JPA.

        Following an introduction from Chief Livingston, staff recommends the Council hear a presentation from
Fire District Chief Keith Richter and EBRCS Alameda County Project Manager Bill McCammon. Staff further
  APPROVING A LETTER OF INTENT TO JOIN THE EAST BAY REGIONAL COMMUNICATION
                   SYSTEM JOINT POWERS AUTHORITY AND AUTHORIZING THE CITY
           MANAGER TO EXECUTE THE LETTER OF INTENT IN THE AMOUNT OF $42,700
                                                                 March 27, 2007
                                                                         Page 2

recommends Council authorize the City Manager to execute the letter of intent to join the East Bay Regional
Communications System Joint Powers Authority and ,payment . of the $42,700 fee.

Background

        The City maintains two radio systems supporting the Police department and Public Works department.
These two radio systems operate in Federal Communications Commission (FCC) licensed radio frequencies
assigned to and licensed by the City of Concord. Other emergency response agencies in Contra Costa County
also own and operate their own radio systems over licensed radio frequencies licensed by the respective agencies
individually. This is common practice in California and across the nation.

         This current practice results in the unintended consequence of rendering inter-agency communications
difficult at best. Equipment from one agency may not be physically capable of using frequencies assigned to
another agency. Some agencies have invested in so called "translator" equipment which has the capability of
receiving on one set of frequencies and re-transmitting on another set of frequencies using the specific signaling
and control parameters of both systems. The extremely high cost of this translator equipment results in very few
agencies being able to afford the equipment. The resulting patchwork of radio systems and the challenges of
interfacing them effectively isolate emergency responders' communications capabilities to their home
jurisdictions.

      Regional emergencies such as the Oakland hills fire storm, Loma Prieta earthquake, terrorist attacks of
September 11, 2001, and Hurricane Katrina highlight the need to significantly enhance inter-agency
communications for emergency responders.

       The East Bay Regional Communications System is a joint effort involving Alameda County, Contra Costa
County, the municipalities, and special districts contained by the two counties. The proposed Joint Powers
Authority will own, operate, and maintain the back-bone infrastructure providing radio coverage to all agencies
within both counties facilitating regional inter-agency communications for both emergency and routine
communications.

        Various technical and managerial committees with representatives from both counties have spent the last
two years developing technical parameters, establishing a governing board structure, and establishing public
support within the jurisdictions comprising each county. Currently, a regional working group with representation
from all interested agencies meets monthly to continue to move the project forward. Representatives from
Concord on the working group include Vice Mayor Bill Shinn representing the Contra Costa Mayors'
Conference, Ron Puccinelli, and myself Chief Livingston is represented through the Contra Costa County Police
Chiefs' Association.

       Initial presentations on the EBRCS were made to the Contra Costa Mayors' Conference in August 2006
and again in February 2007. At the August 2006 Mayors' Conference meeting, the mayors voted to endorse the
communications system in concept. At the February 2007 Mayors' Conference meeting (Attachment #1), mayors
were asked to have their individual City Councils consider approval of a Letter of Intent for their agency to
become a member of the Joint Powers Authority. We anticipate returning to seek City Council approval to join
the JPA within the next two months.
  APPROVING A LETTER OF INTENT TO JOIN THE EAST BAY REGIONAL COMMUNICATION
                   SYSTEM JOINT POWERS AUTHORITY AND AUTHORIZING THE CITY
           MANAGER TO EXECUTE THE LETTER OF INTENT IN THE AMOUNT OF $42,700
                                                                 March 27, 2007
                                                                         Page 3

Discussion

        Recent Federal Communications Commission (FCC) rulings regarding the re-banding of radio spectrum
for emergency responders' communications needs combined with the planned replacement of Concord's existing
radio systems supporting the Police and Public Works departments make participation in the EBRCS best, least
cost option for providing radio communications for the City of Concord public safety and general government
use.

         In late 2006 the FCC issued a ruling requiring all governmental agency radio communications to re-locate
to designated frequency bands between 780 MHz and 820 MHz nation-wide by 2011. This directive is intended
to facilitate better inter-agency communications for both routine and emergency response needs. The FCC ruling
presents Concord with two options: replace our existing radio systems with a new 700/800 MHZ standalone
system, or participate in the EBRCS JPA. Replacing the existing standalone radio systems, while addressing FCC
directives, does nothing to improve Concord first responders' ability to communicate with other jurisdictions or
agencies serving Concord residents. Additionally, obtaining the necessary frequency licenses from the FCC for a
standalone system will prove increasingly difficult between now and the 2011 deadline as other systems,
particularly large systems overlapping Concord, obtain the multiple frequency licenses needed to operate their
systems. Given that one of the desired outcomes of the FCC's actions is improved inter-agency communications
through interoperable regional systems, obtaining standalone frequency licenses may be rendered more difficult.

         The Department of Home Land Security provides financial incentive for agencies to make the transition
through grant funding. To date the EBRCS project has received approximately $9 Million in Urban Area Security
Initiative (UASI) / Super UASI grant funding. Additional Home Land Security grant funding is being sought.

        At the last US Mayor's Conference in Washington DC, several Mayors involved with the EBRCS
working group met with members of the California Senate delegation seeking their support of grant funding for
the EBRCS. The Senate delegation reportedly is very supportive of the project and strongly encouraged
formation of the JPA as an indication of local support enabling the Senators to throw their full support behind the
federal grant applications.

        The EBRCS system will provide the backbone and infrastructure needed to cover both counties land area
with a design specification of 95% coverage for on-hip, in-building radio coverage. Each participating agency
will remain responsible for individual radio units, dispatch radio consoles, and operation of its own dispatch
centers. A recent physical inventory of radio units established Concord's count at 427 units for participating in
the system.

         The total cost for the EBRCS is currently projected to be approximately $50 Million. While
approximately $9.Million in grant funding has already been secured and additional grant funding is being pursued,
staff does not expect grant funding to provide 100% of the funding. Financing of the significant infrastructure
costs is anticipated to be provided through the issuance of bonds. Participating agencies will need to contribute
local funding to the EBRCS for debt service, operating costs, and replacement of the system over time.

        In the proposed Capital Improvement Project budget Council will consider in the annual budget process
staff has proposed project MSC-906 - East Bay Regional Communications System. Staff further proposes
allocating the $710, 046 which has been accumulating in the Radio system replacement fund project to partially
fund Concord's anticipated share of the EBRCS. Based on current information, this is sufficient to fund the first
  APPROVING A LETTER OF INTENT TO JOIN THE EAST BAY REGIONAL COMMUNICATION
                   SYSTEM JOINT POWERS AUTHORITY AND AUTHORIZING THE CITY
           MANAGER TO EXECUTE THE LETTER OF INTENT IN THE AMOUNT OF $42,700
                                                                 March 27, 2007
                                                                         Page 4

three years of Concord's share of the projected bond debt service currently estimated to be $252,213 annually.
The remaining seven years' funding has been included in the proposed budget and 10-Year Plans Council will
consider in the upcoming budget study sessions and workshops.

         Staff anticipates additional local funding may be necessary to cover the EBRCS JPA operating costs and
equipment replacement over time. The number of participating member agencies may also materially affect
Concord's final costs of membership in the system. This information is being developed and will be provided as
part of additional Council actions required to authorize Concord's membership in the EBRCS JPA.

        To more accurately establish interest in the EBRCS JPA, agencies in Contra Costa and Alameda Counties
are seeking governing board approval of a Letter of Intent (Attachment #3) and authorization of good faith,
earnest money in the amount of $100 per radio unit. Concord's fee. is $42,700 for 427 units.

         More detailed information on the EBRCS, Governing Board structure, and project mile stones is provided
in the attached Mayors' Conference Report and EBRCS PowerPoint materials.

Fiscal Impact

       Fiscal Impact is $42,700, based on a $100 fee per individual radio unit, budgeted in the existing Radio
Replacement Project included in the 10-Year plan adopted by Council in June 2006.

Public Contact

        Posting of the Council Agenda

Recommendation for Action

        Approve Concord's intent to join the East Bay Regional Communication System Joint. Powers Authority
and authorize the City Manager to execute the Letter of Intent in the amount of $42,700.



                                                     Prepared by: Ron Puccinelli
                                                                   Director of Information Technology

 Lydia E. DJBorg Prepared by: David Livingston
 City Manager Chief of Police

Enclosures: Attachment 1 - February 1, 2007 Report to Contra Costa Mayors' Conference
              Attachment 2 - EBRCS PowerPoint
              Attachment 3 - Letter of Intent
                                                                                             Attachment 1

                              MEMORANDUM

TO: Contra Costa Mayors' Conference

FROM : Contra Costa Public Managers' Association

DATE: February 1, 2007

RE: Updated White Paper - East Bay Regional Communications System (EBRCS),
                          an Emergency Services Radio System for Alameda and
                          Contra Costa Responders


INTRODUCTION

This is to provide an update of the White Paper first presented to the Mayor's Conference on
August 3, 2006. It provides an overview of the critical components of the proposed East Bay
Regional Communications System (EBRCS), which will provide interoperability between
emergency services radio system users throughout jurisdictions in Alameda and Contra Costa
Counties. Endorsement of the system in concept was approved by the Contra Costa Mayors'
Conference on August 3rd 2006. The Contra Costa Mayors' Conference action included a
provision for the appointment by its Chair of two members to represent the Mayors' Conference
on the combined counties and cities EBRCS Task Force (Mayor H. Abram Wilson , San Ramon
and Vice Mayor Bill Shinn, Concord). In November 2006, the Alameda County Mayors'
Conference appointed Mayors Janet Lockhart of Dublin and Tom Bates of Berkeley to work with
the EBRCS Task Force.'


PROBLEM STATEMENT


Communications is one of the most fundamental aspects in the day-to -day operations of public
safety functions . The communication function becomes even more important during a multi-
jurisdictional response to a critical incident. Such critical incidents may include , but are not
limited to , earthquakes , floods, fires, pipeline explosions or terrorist threats. It is important to
note that these critical incidents do not respect political boundaries and may require multi-
jurisdictional/multi -county responses.

In Contra Costa County, interoperable communications between police and fire agencies has
been a recognized need for many years , particularly during times of emergencies when multiple
agencies are involved and must talk to each other . The Contra Costa County Board of
Supervisors initiated a feasibility study in May 2002 of a regional interoperable radio system
with other local agencies . Since that time, significant discussion has been undertaken with both
the Police Chiefs' and Fire Chiefs' Associations which has resulted in their endorsement of a
regional, interoperable radio system.
During this same period Alameda County also initiated a project, the EBRCS, which offered the
opportunity to become part of a two-county regional interoperable communications system
designed to offer all local government agencies the opportunity to participate. Given the stated
priorities of the federal * government to support interoperable communications by providing
funding to regional communications systems, a two-county system provides the best chance to
maximize grant funding to reduce the cost impact to all participating agencies.

We should also mention that. current communications equipment is becoming obsolete and
replacement parts may not be available in the future, which could render such systems
inoperable. In addition, by 2013, all agencies nationwide that use UHF, VHF, or Low Band
frequencies will be required by Federal Communications Commission (FCC) regulations to
operate in "narrow band" mode. This means that all agencies operating on these radio bands will
either need to upgrade or replace base station, mobile and portable radios. While the primary
focus for the proposed system is emergency services communications, the EBRCS plan
envisions non-emergency and/or public services participating in the system.



CURRENT COMMUNICATION SYSTEMS

Neither Contra Costa County nor Alameda County possesses a radio communications system
that enables the various fire departments or districts to communicate directly to one another
during critical incidents. This same inadequacy exists among police and sheriff's departments.
Obviously, there is no current communication capability that allows police to talk to fire or to
public works. The EBRCS plan anticipates operation of a unified communications system under
the governance of a Joint Powers Authority (JPA) formed by the participating jurisdictions.


RADIO FREQUENCIES

Radio frequencies have monetary value to both public agencies and to private broadcasters
(television and radio). The FCC generates revenue for the federal government by selling these
frequencies to private, for-profit businesses . Representatives from both counties have been
active insuring that there are sufficient frequencies to serve the proposed system . It is of benefit
that we do not need to petition the FCC for additional frequencies.



COSTS

Backbone: Alameda County issued a Request for Proposal to design the two-county system and
purchase the master site controller. Motorola, Inc., was selected since Motorola was the only
bidder who responded to Alameda County's Request for Proposals for a master site controller.
Motorola's preliminary estimate for the construction of a backbone system is in the $61 million
range, to which the EBRCS Task Force added a $5M contingency. The backbone system would
consist of numerous towers, repeaters, microwaves and the buildings necessary to support this
equipment. Initial one-time costs would include consulting costs for engineering peer review,
environmental review, and legal expertise. A breakdown of the estimated backbone costs of the
EBRCS, and committed grant funding is shown on Pg. 8 of this report. Backbone costs are
proposed to be financed through the issuance of bonds by the JPA. The debt payments would be
 supported by the agencies participating in the JPA. The unit of cost for any member agency's
 share of support is proposed to be based on the number of radio units that agency operates.

The system costs shown on Pg. 8 do not include the costs of hand-held radios, in-vehicle radios
and/or dispatch consoles. The cost of radios and dispatch consoles would continue to be the
responsibility of each participating agency, or could be funded through existing agency
replacement funds or financed through the proposed backbone bond issue. Cost savings through
potential joint purchasing of the new equipment required by each jurisdiction is anticipated.

Operating Costs: Funds will need to be appropriated each year from the participating agencies to
cover the costs of the Joint Powers Authority (JPA) and system administration, equipment
maintenance and replacement, and insurance (similar to our collective experience with other
JPA's such as insurance and the Contra Costa County Transportation Authority.) A minimum
configuration for operating and support personnel is discussed below under Staffing.


FINANCES

Close to $9M in Federal and State grant funds has been secured for the backbone of this
proposed two-county communications system. An additional $12.5M in funds for microwave
and a master site controller have been committed. We also believe that once the Joint Powers
Authority for the two-county system is created, we will be able to attract additional grant dollars
from such sources such as Homeland Security funding. The bulk of the projected remaining
backbone costs of approximately $47M would fall upon the participating agencies and is
proposed to be financed through a bond issue. The bonds are proposed to be issued by the yet-
to-be-created JPA, which would receive annual payments from the participating agencies to
cover the debt service and operating.



CENTRAL DISPATCH

There is no proposal in this two-county radio system to centralize dispatch services. Dispatch
operations would be left to the decision-making process of the participating agencies.



TOWER SITES

The two-county system would utilize existing tower locations wherever feasible. It appears that
only one new tower site may be needed in Contra Costa County to service the Point Richmond
and Point Pinole areas.
SYSTEM MANAGEMENT STRUCTURE/GOVERNANCE

The EBRCS Task Force has proposed that the EBRCS's JPA Board of Directors be comprised of
the membership as indicated below:




       System Management Structure
                                  Board of Directors
       The Board of Directors will have 21 members
       made up of equal representation from both
       counties .
        (2) Police Chiefs Association*                   (1) Alameda County (CAO)
        (2) County Fire Chiefs Assn*                     (1) Contra Costa County (CAO)
        (1) Special District                             (2) County Sheriffs*

                         (4) City Managers Contra Costa County**
                           (4) City Managers Alameda County**
                         (2) Elected Officials Alameda County***
                       (2) Elected Officials Contra Costa County***


                  *one representative from Contra Costa and one from Alameda
             **selection to be determined by each County's City Managers Association
             *** selection to be determined by the Mayor ' s conference of each County




STAFFING

At a minimum, the ongoing staff needs for the JPA with such an undertaking would require one
chief operating officer, one radio engineer and one secretarial position. As an alternative, the
JPA could seek the services of an existing company to meet its needs. No budgetary costs have
as yet been estimated for these annual operating services.
TECHNICAL COMMITTEE(S)

The JPA will require the assistance of technical subcommittees or user groups to provide
oversight and feedback on various intricacies of the system. Based on the experience of other
joint radio systems throughout the State, we would suggest that these committee members be
volunteered staff from participating jurisdictions.


KEY ISSUES

Coverage - Determining the coverage requirements of such a system will also determine the
costs. For example, the higher the coverage requirement, the more tower sites are required and
the greater number of facilities needed.

Future members - The JPA document will address any number of items but must also include the
ability to enlist future agency members that do not join the JPA initially.

Redundancy - The system must be constructed in a looped manner so that the failure to signal
the site does not interrupt the provision of service to the remainder of the system.


SUMMARY EBRCS MILESTONES

July 12, 2006 -  Alameda County Mayors' Conference endorses system concept and initial
                 steps
July 13, 2006 -  Contra Costa Public Managers' Association approves recommendation to
                 Mayors' Conference to endorse system concept and initial steps
July 25, 2006 -  Contra Costa County Supervisors presentation and endorsement in concept
August 3, 2006 - Contra Costa County Mayors' Conference presentation and endorsement in
                 concept
October 3, 2006 - Contra Costa County Board of Supervisors accepted report on the EBRCS
                  Project and review of Alameda County's RFP and procurement
                 (See enclosed Report and Addendum)
January, 2007 -  Alameda County Mayors' Conference Update
February, 2007 - Contra Costa Mayors' Conference Update


JPA FORMATION

With the concurrence of the EBRCS Task Force, Alameda County has hired the law firm of
Meyers & Nave to prepare the legal agreements necessary for the formation of the JPA. Steve
Meyers has had an initial meeting with the two-county Task Force and will also be in
consultation with a financial advisor, hired by Contra Costa County, to develop appropriate
options for the formation of the JPA.
INDEPENDENT THIRD PARTY REVIEW

In October 2006, as noted above, Contra Costa County Board of Supervisors reviewed the
Alameda County procurement and three year contract with Motorola for the proposed EBRCS
and concluded that it was an appropriate business decision. In addition, Contra Costa County, on
its own, authorized the County Administrator to engage a financial advisor to assist Meyers and
Nave in forming the JPA. Contra Costa County also has hired an independent third party
consultant to review the Motorola Proposal and Design for the proposed two-county EBRCS, to
confirm its engineering and estimated costs prior to County consideration of the JPA. The
independent consultant, CTA Communications of Lynchburg, Virginia, is expected to have a
final report by February 2007. Any recommendations made through this third party review will
be made available to agencies considering becoming members of the JPA. Finally, as part of the
due diligence process, the Interoperable Communications Advisory Program (ICTAP), a federal
technical assistance program designed to promote and enhance interoperable communications
among local, state and federal emergency responders and public safety officials, has agreed to
review the proposed EBRCS as well to ensure its viability.


NEXT STEPS AND 2007 TIMELINES FOR COUNCIL PRESENTATIONS AND LETTERS
OF INTENT

To begin to take steps toward committing to membership in the JPA and to enable agencies to
estimate their individual costs of participation, the EBRCS has laid out a process for initial
commitments. Following updates to both Mayors' Conferences, an initial presentation on the
EBRCS will be made to each City Council in February or March by its City Manager, Police
Chief and Fire Chief or District Chief as appropriate. Representatives from the EBRCS Task
Force will be available to attend the City Council meetings or assist in presentations as
requested. Each City Council will be asked to consider endorsing the EBRCS in concept by
approval of a letter of intent (form to be provided) to join the JPA, and by directing its City
Manager to provide an accurate radio count of public safety and general government radios,
which is expected to be the basis of future cost sharing, and to authorize payment of a non-
refundable initial membership fee of $100 per radio. The EBRCS Task Force is seeking initial
commitments to JPA membership by early April so that a realistic recalculation of cost sharing
based on actual agency participation may be made. Financing of the system- and issuance of debt
will depend on obtaining additional offsetting federal or state grants and will proceed during the
summer months.

EBRCS TASK FORCE

In addition to the two municipal elected officials from Contra Costa County, representation on
the EBRCS Task Force from this county includes personnel from the County Sheriff's Office,
Fire Chiefs' Association, Police Chiefs' Association, County Administrator's Office, County
Information Technology Department, radio experts, and City Managers. Alameda County has
retained retired Alameda County Fire Chief William (Bill) J. McCammon as its Project Manager.
       EAST BAY REGIONAL COMMUNICATIONS SYSTEM

                            Current Financial Overview


Motorola Proposal                                                 $ 60,151,063
This includes the microwave and other components
that will be purchased through other grants



Deductions
Funded through grants
Master site controller and 2 sites 5,355,838
Microwave 7,215,789
                                               12,571,627       (12,571,627)
                                                                 47,579,436
                                                            Tax 3, 103,088
                                                               $ 50,682,524
Contingency
Approximately a 10% contingency to cover
unexpected costs related to site development                        5,000,000

                                                      Sub-Total   $ 55,682,524


Grants Secured
2005 UASI* 2,999,999
2006 SUASI** 3,000,000
Alameda County SHSGP*** 1,800,000
Contra Costa SHSGP 1,000,000
                                               8,799,999 (          8,799,999)


                       TOTAL remaining to be funded $ 46,882,525



  *Urban Area Security Initiative (USAI)
 **Super Urban Area Security Initiative (SUSAI)
***State Homeland Security Grant Program (SHSGP)
                                                                        Attachment 2




       Radio Interoperability Solution

East Bay Regional Communications
         System (EBRCS)
            Overview

                                                        Presented by:
                                              William J. McCammon,
                                 Alameda County Project Coordinator
                           East Bay Regional Communications System
                                             Keith Richter.Fire Chief
                                Contra Costa County Fire Department
                                                                    1




        Levels of Interoperability

       Standards-Based      Shared P25 Full Interoperability between
       Shared Systems       systems
                            Goal of the EBRCS System

       Proprietary          Interoperability within each system but
       Shared Systems       limited between different systems


       Shared               Effective provided the systems are
       Channels             compatible , and channels are pre
                            programmed and available

       Gateway-             Limited Coverage, Requires Great Deal of
       (Fixed or Mobile)    Planning , Limited Capacity
LIJI
       Swap Portable        Simple , Short term , Not practical,
                            requires caches of radios 2
       Radios
   Current Communications Systems
         Contra Costa County
  800 MHz                      900 MHz                         UHF
  San Pablo Police             AMR                             Walnut Creek Police
  Richmond Police
                                                               Pleasant Hill Police
  Richmond Fire
                               Low Band                        Pittsburg Police
  Pinole Police
  Hercules Police              East Bay Parks                  Martinez Police
  El Cerrito Fire              CHP                             Concord Police
  BART                                                         Clayton Police
  California State Parks
                                         VHF
            San Ramon Valley Fire                 Lafayette Police
            San Ramon Police                      East Contra Costa Fire
            Rodeo Hercules Fire                   Danville Police
            Rio Vista Police                      Crockett-Carquinez Fire
            Pinole Fire                           Contra Costa Sheriffs
            Oakley Police                         Contra Costa Fire
            Moraga-Orinda Fire                    Brentwood Police
            Moraga Police                         Antioch Police
            CDF                                   Contra Costa Com. Col.
            Coast Guard                           FBI
                                                                                        3




  Current Communications Systems
          Alameda County
VHF / UHF                                  800 MHz Trunked Systems

•Albany                             •Alameda County                •BART
                                    •AMR
-Hayward
                                                                   -Oakland includes:
                                    •Fremont
•Berkeley
                                                                   •Piedmont
                                    -Alameda
•Coast Guard
                                    -Union City                    -Emeryville
-FBI
                                    •Newark                        -Port of Oakland

                                    -San Leandro
Low Band
                                    •Dublin
•East Bay Parks
                                    -Livermore / Pleasanton
•CHP
                                    •UC Berkeley
                                    •EBMUD* (conventional)
                                    •CalTrans                                           4
 Why do w e need th e EBRCS?
  Communications systems in both counties are
  fragmented
Q Existing communications systems in both
  counties are nearing the end of their useful lives
0 Significant cost savings can be realized for local
  jurisdictions by being part of a regional system
  without sacrificing local autonomy
  Limited availability of spectrum
  Grant funding from the Federal Government is
  available for " Regional Communication
  Systems"
                                                       5




   Interoperable Communications
       System - Prerequisites
    •Political Support

    •Funding
    •Spectrum Common to all Users




                                                       6
       EBRCS System Overview
  2 County Digital P25 Compliant Communications
  System with 32 sites

  Provide the highest level of interoperability

  Funding through multiple sources including
  Federal grants, one-time assessments and
  ongoing subscriber fees

  A Joint Powers Authority with local jurisdictions
 becoming members will be created with local
 jurisdictions as members to own and operate the
 system                                            7




        System Backbone and
         Operational Funding
  System backbone costs minus grant funding will be
  allocated to each jurisdiction based on the number of
  radios each jurisdiction operates on the system


0 Ongoing system operations, upgrades, and replacement
  will be funded through a subscriber fee.

  New users such as the State of California or other
  special districts will be charged the operating subscriber
  unit fee as well as a start up fee per radio as determined
  by the Board of Directors and the ongoing subscriber
  unit fee                                                 8
            JPA Board of Directors'
               Responsibilities
   0 Own the system and its assets, set policies, assume all
     liability and provide overall direction for the operation of
     the system

       Set subscriber unit pricing at a level to cover the system
       operations, technology upgrades, and system
       replacement costs

  4 Establish advisory committees to develop
     recommendations and advise the Board on system
     operations, technology upgrades, and system financial
     planning

                                                                                            9




  System Management Structure
                             Board of Directors
  The Board of Directors will have 23 members
  made up of equal representation from both
  counties.
   (2) Police Chiefs Association*                    (1) Alameda County (CAO)
                                                     (1) Contra Costa County (CAO)
   (2) County Fire Chiefs Assn*
   (1) Special District                              (2) County Sheriffs*

                    (4) City Managers Contra Costa County**
                       (4) City Managers Alameda County**
                     (3) Elected Officials Alameda County***
                   (3) Elected Officials Contra Costa County***

              *one representative from Contra Costa and one from Alameda
        **selection to be determined by each County's City Managers Association
*** selection of 2 to be determined by each of the Mayors ' Conferences, and 1 by Boards offo
                                 Supervisors of each County
            Progress to Date
o   Committees have been formed and are
    working to address governance, system
    design and implementation issues

    Digital microwave network linking both
    counties has been approved and procured
    using 2004 UASI funding, at a cost of $5.6
    million

    Preliminary system design is completed with
    the project estimated at $55 million (this does
    not include the cost of radios). At the present
    time,$47 million is unfunded                    11




       Progress to Date Cont'd
o Digital Master Site Controller, dispatch
  console upgrades and overall system design
  for the two county system have been
  approved using ODP grants, estimated cost of
  $5.7 million

    Additional radio equipment for 10 of the 32
    planned sites has been purchased and
    warehoused while site preparation is
    completed
    National Public Safety Planning Advisory
    committee (NPSPAC) has approved a
    "frequency repacking plan" which reallocates
    frequencies supporting the EBRCS build out
                                                     12
        Progress to Date Cont ' d
  Contra Costa County has contracted for an
  independent review of the Motorola proposal to
  review the system design and cost . The review
  will be made available to the Mayor's
  Conference once it's accepted by Contra Costa
  County.
  Additional review of system design is under way
  through USDHS Interoperable Communication
  Technical Advisory Program (ICTAP)


                                                               13




 Local Government Participation
  Participation of each governmental agency determined
  by that agency's governing board

  Method of participation in the system capital financing to
  be approved by each governing board

0 Approval of operational funding through a yearly budget
  process

  Annual system overview presented to the Mayors
  Conferences in both counties and both Boards of
  Supervisors

                                                            14
 Endorsement Request for EBRCS
  Adhere to EBRCS Task Force timeframes
  for presentation and consideration
  Support for proposed JPA Structure
  Establish accurate radio count
0 Sign letter of intent which includes good
  faith contribution of $100/radio
  Provide technical point of contact to work
  with operational committees on system
  implementation issues
                                               15




        Timeframes for JPA
           Establishment
 Jan - Feb Mayor's conferences in both
 counties receive presentations
+Jan - Mar JPA is formed
  Feb - Mar City Councils in both counties to
 receive presentations outlining JPA
 participation
 Mar - Apr City Councils approve local
 participation

                                               16
  Future Funding Opportunities
o 2007 Super UASI will include a $9 million grant
  request for the EBRCS
0 Commerce Department has $1 Billion to fund
  nationwide interoperability grant submittals
  slated for September 2007
0 Tri Valley Mayors met in DC with both Senators
  and several congressional members to gain
  support for the EBRCS
^9 Jim Copeland (County Lobbyist) to work with
  San Francisco, Contra Costa County Lobbyists
  to promote EBRCS
                                                    17




                 Questions?




                                                    18
                                                                                     Attachment 3




               LETTER OF INTENT TO SUPPORT THE FORMATION OF
           THE EAST BAY REGIONAL COMMUNICATIONS SYSTEM (EBRCS)
                               GOVERNED BY A
                        JOINT POWERS AUTHORITY (JPA)
                  FOR ALAMEDA AND CONTRA COSTA COUNTIES

Public Safety representatives from Alameda and Contra Costa Counties have been working to
evaluate the feasibility of developing a regional communications system to serve all jurisdictions in
both Counties. Through the assistance of the federally funded Urban Area Security Initiative
(USAI), a group of technical advisors from the Interoperable Communications Technical Assistance
Program (ICTAP) has been working to evaluate different alternatives to achieve the goal of
interoperability for the two counties.

It is clear from the work ICTAP has completed that the most cost effective and technically superior
solution for both counties is to construct a shared two county regional communications system. In
order to develop this system, a governance model must be created that will manage the overall
system implementation and operations while providing all users a voice in the management of the
system. There are several working models throughout the United States where large regional areas
have formed regional communication systems and where shared governance has been successful.

A task force of public safety representatives from both counties has developed a proposal that
creates the East Bay Regional Communications System (EBRCS), a joint powers authority (JPA)
with a board of directors with equal representation from both counties that will oversee the financial,
technical, and operations of the two county communications system. Presentations were made to
both Boards of Supervisors and Mayors Conferences with unanimous support for the formation of
the JPA.

While it may be possible to fund a significant portion of the backbone of this system with federal
and state grants once the JPA is formed, it will also require ongoing financial contributions from all
involved agencies to maintain and replace system components. This responsibility will continue for
the life of the EBRCS. Therefore, a dedicated, reliable, funding stream must be identified and
collected, on a regular basis.

It is now time to gauge the level of interest and the willingness to participate from all local
jurisdictions within the two counties. The Task Force has established that the number of radios each
jurisdiction will operate on the system will be the method for allocating each jurisdictions share of
the infrastructure costs. The Task Force has also agreed that each jurisdiction will be responsible to
pay $100 per radio initially as a good faith sign of intent to join. This "Letter of Intent" does not
financially bind any jurisdiction beyond the good faith payment, but is necessary in order to begin to
develop phasing and cost models for system implementation.
THEREFORE BE IT RESOLVED THAT:

The City/County or Special District of supports the
development of, and is interested in participating in, a two county regional communications system
governed by a JPA that will oversee the financial, technical , and operational elements of the EBRCS.


The City/County or Special District of also commits to
providing technical support to working committees that will work on the technical specifications,
and operational implementation of the system.'


The City/County or Special District of also understands that
signing this Letter of Intent does not obligate the City/County or Special District financially beyond
the $100 per radio good faith payment; it merely serves as a basis to identify the level of interest
regarding the development and participation in the EBRCS.


Signed:

Title:

Date:

								
To top