TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: John Incontro, Police Chief
Angie Gonzalez, Records Manager
DATE: May 13, 2026
SUBJECT: ACCEPTING CALIFORNIA OFFICE OF EMERGENCY
SERVICES 911 AWARD MONEY FOR THE PURPOSES OF
UPGRADING THE CURRENT SAN MARINO POLICE
DEPARTMENT PUBLIC SAFETY ANSWERING EQUIPMENT
FOR $365,000
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Safe Community
Well-Maintained Infrastructure
BACKGROUND
The California Office of Emergency Services (CAL-OES) provides funding to law enforcement agencies for the purpose of enhancing equipment and network services related to the routing and answering of 9-1-1 calls.
Every five years CAL-OES provides funding to the Public Safety Answering Points (PSAPs) system to acquire new 9-1-1 equipment or may elect for a hardware update and new five-year cycle starts. However, 2018 was the last time an upgrade was completed for the San Marino Police Department. The reason for the delay was due to the CAL-OES office attempting to establish a cloud-based solution that would fulfill the requirements of Next Generation 9- 1-1.
Tony Chou, Mayor
Calvin Lo, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Gretchen Shepherd Romey, Council Member
Currently, cloud-based solutions are still being developed. CAL-OES has realized that upgrades are needed for agencies that are past the five (5) year mark for upgrades. The San Marino Police Department has been identified as one of the agencies needing upgrades to their communication center.
The funding for these upgrades is managed through 9-1-1 fees or surcharges authorized by state and local laws, which are overseen by the FCC under subsequent federal regulations.
The ENHANCE 911 Act of 2004 created a federal grant program to help PSAPs upgrade to ENHANCED 911 (E911), which allows communication centers to receive a caller’s location and phone number.
The NET911 Improvements Act of 2008 requires the FCC to report annually on how states collect and distribute 9-1-1 fees. It strictly mandates that these fees be used for 9-1-1 services and PSAP operational expenses and prohibits “fee diversion” (using the money for non-emergency purposes).
The NEXT Generation 9-1-1 (NG911) Advancement Act of 2012 provided further funding and framework for transitioning to digital, IP-bases 9-1-1 systems that can receive photos, videos and texts.
While federal law establishes the framework, funding comes directly from 9- 1-1 surcharges collected through monthly phone and data bills.
DISCUSSION
The San Marino Police Department’s call-answering equipment has reached year eight of its service cycle. Should the equipment fail at this stage, CALOES will not cover the cost of repairs.
The San Marino Police Department has used AT&T call handling solution since 2002. The primary reason for the equipment replacement is the age of the current infrastructure. After five years, hardware components become increasingly failure-prone, risking catastrophic outages in a 24/7 communications center.
Operating equipment beyond its warranty period can introduce added liability and financial considerations for the city. In some cases, repair expenses may reach into the thousands and occasionally approach or exceed the value of the equipment itself. Additionally, with outdated equipment, issues arise wherein manufactures no longer provide critical security patches or firmware updates.
This leaves the PSAP vulnerable to cyberattacks and system-wide errors that cannot be fixed. If a critical part fails on an out-of-warranty system, sourcing a replacement can take days or weeks and adhere additional costs.
For example, the Netclock used to synchronize all 9-1-1 equipment dates back to 2006 and is well past its serviceable lifespan. During the last DaylightSaving Time change, the Netclock experienced significant failures traced to an obsolete internal flash drive. Without the funding requested here, replacing the unit would cost the city $10,000.
Accepting the funds will allow the San Marino Police Department PSAP transition to the latest Next Generation 9-1-1 solution. The upgraded system will enable faster and more precise location of mobile callers, which is a critical capability given that the majority of 9-1-1 calls now originate from mobile devices.
FISCAL IMPACT & PROCUREMENT REVIEW
On July 10, 2020, the State of California awarded the new statewide 9-1-1 Systems and Service Contract Agreements to twelve (12) contractors who were responsive to the Invitation For BID (IFB) 6104-2019 technical and administrative requirements. The term of contract was extended through June 30, 2026. All contract agreements are competitively bid and establish a prequalified list of vendors.
The Public Safety Answering Point (PSAP) shall use the Contract Agreements to purchase Premise Equipment and maintenance services.
The AT&T VESTA 9-1-1 On-Prem Call Handling solution complies with the requirements identified in contract 6136-2020. San Marino Police Department is required to hold the equipment for five (5) years, and AT&T shall furnish and replace all evergreen services and parts for the period of five (5) years beginning on the first day following the system acceptance.
The San Marino Police Department was awarded the fixed amount of $365,000.00 to be used to purchase an on-premises solution. This amount will expire upon the expiration of the current Master Purchase Agreement, June 30, 2026. The City of San Marino will not directly receive the funds.
Funding will be disbursed directly from the State of California to AT&T for communication center upgrade services.
The Statement of Work (SOW) serves as the rules and regulations between the CALOES branch and AT&T allowing the San Marino Police Department Communications Center to operate with AT&T on premise 9-1-1 equipment.
The SOW also ensures compliance with authorized equipment requirements and adheres to the current CALOES budget allocated for 911 services.
Additionally, the CALOES branch will oversee and approve all purchases made under $365,000.
This funding helps offset costs that the City of San Marino would have otherwise had to spend out of the City sources to ensure a property equipped and operating PSAP.
LEGAL REVIEW
The City Attorney’s office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council accept the $365,000.00 award from the California Office of Emergency Services (CAL-OES) for the purposes of upgrading the current San Marino Police Department call handling equipment and authorize the City Manager to execute any documents required to receive the equipment contemplated by the grant. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to accept the California Office of Emergency Services 911 funds for the purpose of upgrading the current San Marino Police Department Public Safety Answering Equipment, in the amount of $365,000; and authorize the City Manager to execute any documents required to receive the equipment contemplated by the grant.”
ATTACHMENTS
1. Advance Notification for CPE Funding
2. Approved Allotment Notification
3. AT&T Summary Quote
4. Statement of Work from AT&T
5. Agreement between CALOES and AT&T