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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☒ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☐ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE:
title
Cooperative Purchase Agreement: YRCS Regional P25 Radio System Equipment and Services
end
SUMMARY RECOMMENDATION:
Summary Recommendation
Authorize the purchase of various equipment and services supporting the regional radio system utilizing a Cooperative Purchase Agreement through the State of Arizona for a total amount of $3,172,449.00 to Motorola Solutions, Inc., Chicago, IL (Information Technology GRT-24-239) (Jeremy W. Jeffcoat/Robin R. Wilson)
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STRATEGIC OUTCOME:
The purchase of equipment and services supporting the regional radio system contributes to the City Council’s strategic outcome of Safe and Prosperous by enhancing the capabilities of public safety radio communications to increase reliability and interoperability. Public safety radio communications enhance all regional public agencies’ day-to-day operational capabilities in order to provide citizen services throughout the region.
REPORT:
The Yuma Regional Communications System (YRCS) has identified various projects to increase the reliability and interoperability of the regional P25 radio system that all public safety agencies utilize in Yuma and La Paz counties. The YRCS regional P25 radio system is also a key component of the statewide public safety radio system. Past incidents with power and equipment failures have illustrated a deficiency in the current systems design. All core radio equipment is located at City Hall, which is a single point of failure for this critical public safety system. All public safety communications centers (PSCC) that utilize YRCS have outdated dispatch radio consoles that are nearing end of manufacturer support, and the Police Department has a need to expand its PSCC to handle increasing calls for service. The YRCS regional P25 radio system operates using an outdated modulation standard that is not interoperable with nearby mutual aid agencies and does not support possible future Federal Communications Commission (FCC) rules for increased radio spectrum efficiency. The Police Department also desires to have increased radio interoperability capabilities to communicate with agencies that may respond from outside the region for special events or all-hazards incidents.
The proposed projects to address these needs include a geographically diverse hot standby radio core located in Phoenix that will be hosted by the Arizona Department of Public Safety. In the event of a temporary failure affecting City Hall such as a power outage, all radios will automatically switch to Phoenix within 30 seconds and continue operating as normal. YRCS radios can operate from the Phoenix core indefinitely if needed. To address the Police Department’s need to expand its PSCC by two operator positions and to benefit all YRCS PSCC’s, all dispatch radio consoles for the Police Department will be replaced with new equipment. The existing equipment will have utility to YRCS as spares that will allow YRCS PSCCs more time to plan replacement of their agency’s radio consoles. The most utilized portions of the YRCS regional P25 system will be upgraded to the latest modulation standards for greater interoperability and to begin to future-proof the system from FCC rules. The Police Department also proposes to purchase 60 all-band radios that can communicate on all commonly used frequencies by public safety agencies, and new technology such as cellular.
The cost of the project includes hardware, installation, support services, training, subscription fees, warranty, and maintenance.
The described projects are State grant funded from the Police Department’s Border Fencing and Technology grant with no use of City funds. These three projects have common goals to increase the reliability and interoperability of the YRCS regional P25. By bundling these projects together into a single purchase, the radio manufacturer was able to provide increased discounts that will enable YRCS to make additional enhancements using these grant funds to benefit all YRCS member agencies.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 0.00 |
BUDGETED: |
$ 5,596,890.00 |
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STATE FUNDS: |
$ 3,172,449.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $ 3,172,449.00
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193-60-12.BSGF YRCS Grant $2,580,658.00 406-15-40 YCSOBS Grant $591,791.00 |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
Sufficient budget capacity is provided in the FY 2024 City Council approved budget for this purchase. This is grant funded and has no impact on the City’s General fund.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
None
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☒ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
03/11/2024 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
03/08/2024 |