DATE: April 11, 2023
TO: Mayor and City Council
FROM: Fire Chief
SUBJECT: Adopt a Resolution Authorizing the City Manager to Appropriate $640,894 From the Measure C Operating Fund (Fund 101) For the Purchase of Motorola Dispatch Console Equipment and Service Plans and to Execute an Agreement With Motorola for Purchase of Those Products
RECOMMENDATION
That Council adopts a resolution (Attachment II): (1) approving the appropriation of $640,894 in Measure C funds to purchase additional Motorola Dispatch Console equipment and service plans for necessary system updates and expansion while maintaining product continuity for ease of integration and compatibility; and (2) authorizing the City Manager to execute an agreement with Motorola for the purchase of equipment and lifecycle maintenance services.
SUMMARY
In continued efforts to maintain the effectiveness, responsiveness, and safety of the Hayward Fire Department, there are necessary expenses that must be made to meet the needs of a fast-paced and high-functioning emergency response system. There is a current need to increase capacity of use in dispatch communication needs throughout the department. This request is an expansion of current equipment that is in daily use within fire operations in conjunction with all East Bay Regional Communications Systems (EBRCS). The purchase of the Motorola Console equipment will allow for the necessary expansion of dispatch systems in two locations while maintaining one operating system. The purchase of the additional equipment will require an increase in Measure C fund appropriations in the amount of $640,894.
BACKGROUND AND DISCUSSION
In 2007, there was a joint powers agreement initiated by the East Bay Regional Communications Systems Administration (EBRCSA) to standardize communications across all emergency response dispatch systems. This has been established using Motorola equipment. At the initiation of this decision, EBRCSA purchased 203 dispatch consoles for members, and assumed all maintenance and upgrading needs. Motorola has now been established as the only authorized console to continue cooperative use between emergency communications systems. While EBRCSA no longer provides the consoles, they have continued to service and maintain the units as needed. The purchase of two additional consoles and four consolettes would allow for the necessary expansion of internal capabilities by placing new devices at the Emergency Operations Center at Fire Station 6.
In 2014, Hayward voters approved Measure C, which authorized the City to increase the sales tax rate by one-half cent for, among other things, the restoration and maintenance of City services and facilities, including firefighting/emergency medical services. The necessary expansion of dispatch capabilities will directly impact the entire emergency response system, creating a safer environment for all Hayward residents and guests. The continued use of Motorola products will keep compliance with EBRCSA and will maintain interoperable and regionally compliant public safety radio system, which allows for effective communication between different agencies in emergency situations.
The purchase of the requested equipment will allow for the expansion of dispatch to two locations with one system. This will also strengthen the capacity of the City’s Emergency Operations Center by having appropriate and compatible back up communications systems available to interconnect with the existing emergency response system. The cost of the equipment and maintenance service agreement totals $640,894. An additional appropriation in the Measure C Operating Fund (Fund 101) is required to secure equipment and maintenance services with Motorola.
STRATEGIC ROADMAP
This project aligns with the strategic roadmap core priority 1 “Enhance Community Safety & Quality of Life”, with impact on the specific project Q5c - Implement Dispatch Needs Assessment and Capacity.
FISCAL IMPACT
In 2014, Hayward voters approved Measure C, which authorized the City to increase the sales tax rate by one-half cent for, among other things, the restoration and maintenance of City services and facilities, including firefighting/emergency medical services.
There is insufficient budget appropriation available in FY 2023 to cover the cost of the additional equipment and maintenance service agreement. An increase in appropriation in the Measure C Operating Fund (Fund 101) in the amount of $640,894 is required to allow for the purchase of two additional Motorola Consoles and four Consolettes, and lifecycle maintenance services. Of the total amount, $414,573 is for the purchase of equipment, $79,669 for Advanced Plus Services: Years 2 – 6, and $146,652 for System Upgrade Agreement (SUA): Years 2- 6.
SUSTAINABILITY FEATURES
The purchase of a compatible system will allow for continued maintenance agreements with EBRCSA and will minimize additional service agreements and technicians, or additional equipment needs to make another system type compatible.
PUBLIC CONTACT
There is no public contact needed for this item.
NEXT STEPS
If Council adopts the resolution to appropriate funds, staff will route the budget amendment to the Finance Department, and will execute the contract with Motorola to facilitate the purchase and installation of necessary equipment. Staff will then coordinate with EBRCSA to incorporate the new equipment into their operating system and initiate the maintenance agreement.
Prepared by: Lauren Dekas, Fire Administration Management Analyst I Recommended by: Garrett Contreras, Fire Chief
Approved by:
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Kelly McAdoo, City Manager