HomeMy WebLinkAbout18 - CC-14 - Attachment 1 - 3/17/2015AMENDMENT TO JOINT AGREEMENT
FOR THE OPERATION, MAINTENANCE AND FINANCIAL MANAGEMENT
OF THE ORANGE COUNTY 800 MEGAHERTZ
COUNTYWIDE COORDINATED COMMUNICATIONS SYSTEM
THIS AMENDMENT ("Amendment") is entered into on , 2015 by and
between the Parties listed on Exhibit A, attached hereto, which are sometimes individually
referred to as "Party" or collectively referred to as the "Parties."
RECITALS
A. On November 23, 2004, the Parties executed that certain document entitled Joint
Agreement for the Operation, Maintenance and Financial Management of the Orange County
800 Megahertz Countywide Coordinated Communications System ("Agreement"), which
provides for the management and governance of the 800 MHz Countywide Coordinated
Communications System ("800 MHz CCCS").
B. The 800 MHz CCCS requires significant enhancement in order to extend the life
of the system.
C. Pursuant to Section 15.10 of the Agreement, the Governance Committee and the
County have developed a long-range implementation plan to extend the CCCS, and have
developed a scope of work, which includes all the activities, infrastructure and project schedule
information for fiscal years 2014-19 described on Exhibit B, attached hereto ("System
Extension").
D. The Governance Committee and County have also developed the overall
estimated cost of the System Extension, including each Party's estimated funding share by fiscal
year described on Exhibit C, attached hereto.
E. A Party's funding plan for the System Extension may consist of one or more of
the following: 1) a Party's cash contribution, 2) a Party or a group of Parties financing all or a
portion of the System Extension through the issuance of tax exempt bonds or other public
financing mechanisms, and/or 3) a Party or group of Parties financing all or a portion of the
System Extension through the County approved System Extension vendor.
F. The Parties desire to amend the Agreement to provide their commitment to the
System Extension and describe their implementation and funding obligations.
G. This Amendment has been approved by the Governance Committee.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing recitals and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the
Parties hereby agree as follows:
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1. Implementation Obligations. The Parties hereby commit to fund and implement
the System Extension as described on Exhibit B and Exhibit C.
a. California Environmental Quality"CEQA"). The County shall be
the lead agency for purposes of CEQA and shall obtain all necessary approvals for the System
Extension.
b. Party Cost Share. The Parties intend to implement and fund the System
Extension over several years beginning in fiscal year 2014-15 through fiscal year 2018-19. Each
Party is responsible for its fair share contribution to the System Extension. The total estimated
budget for the System Extension and each Party's fair share contribution is depicted on Exhibit C
("Cost Share"). A Party's Cost Share is determined by the number of subscriber radios used by
the Party on the CCCS, as well as the Party's proportionate share of the System Extension
dedicated to System Backbone. Each Party shall pay its total Cost Share in five fiscal year
payments beginning in fiscal year 2014-15 through fiscal year 2018-19 in accordance with the
procedures in Subsection (c) below. Each Party acknowledges that its Cost Share for the System
Extension is an estimate and is expressed as a not to exceed amount. Each Party's Cost Share
will be based on an actual quote by a third party vendor who will perform the System Extension
under a contract or series of contracts approved and managed by the County ("Contractor"). A
Party's actual Cost Share amount will be determined prior to the beginning of each fiscal year in
which it is due and will be based on the Contractor's scope of work for the respective fiscal year.
Therefore, the Cost Share depicted on Exhibit C may change, and may be periodically updated
by the Parties to reflect any changed equipment or authorized System Extension modification
expenses.
C. Invoicing & Payment. The County will calculate the actual Cost Share
amount due the following fiscal year, and will invoice each Party by July 1. Each Party shall pay
its respective Cost Share to the County within thirty (30) days of the start of the fiscal year. A
Party is exempt from the payment procedures of this Subsection Lc for the relevant fiscal year if
it has:
i. Executed a binding agreement with the County approved Contractor,
agreeing to pay or finance its Cost Share through the Contractor
directly, or
ii. Executed a binding agreement with the County agreeing to jointly
finance its Cost Share.
d. Cost Share Responsibility. Upon execution of this Amendment, each
Party is responsible for its actual Cost Share regardless of the form and manner of payment
described herein, such that the Party cannot terminate its Cost Share obligation for any
reason. In the event of a withdrawal from the system in accordance with Section 20 of the
Agreement or in the case of a default for failure to pay its Cost Share in accordance with this
Amendment, each Party remains obligated to pay to County the Party's outstanding Cost Share
as that obligation becomes due. Should any Party fail to pay its respective Cost Share when due,
the County shall take action as is appropriate to obtain such payment. Nothing herein shall be
construed as the County's exclusive remedy for the remediation of defaults by a Party or Parties,
Page 2 of 11
and the County reserves the right to pursue any and all available rights and remedies at law or in
equity.
e. County Trust Account. The County shall deposit all Cost Share
contributions into a trust account that is managed solely for the purpose of the System Extension.
2. System Extension Administration. The Orange County Sheriff -Coroner
Department/Communications & Technology Division shall administer all agreements for the
System Extension, and regularly report such progress to the Governance Committee.
3. Participating Agencies. The Parties hereby update the list of Participating
Agencies described on Exhibit D, attached hereto, which shall replace in its entirety Exhibit C of
the Agreement. Participating Agencies will continue to contribute to overall backbone costs
through the payment of a separate and established entry fee for every radio added to the system.
4. Capitalized Terms. Any capitalized terms not defined herein shall have the
meanings set forth in the Agreement.
5. Counterparts. This Amendment may be executed in two or more counterparts, each
of which shall be deemed an original, but all of which together shall constitute but one and the
same instrument.
6. Full Force. Except as expressly set forth herein, the Agreement shall remain
unmodified and in full force and effect.
Page 3 of 11
IN WITNESS WHEREOF, the Parties have executed this Amendment as of the date first
written above.
THE COUNTY OF ORANGE,
a political subdivision of the State of California
By:
Chairman of the Board of Supervisors
SIGNED AND CERTIFIED THAT A COPY
OF THIS DOCUMENT HAS BEEN DELIVERED
TO THE CHAIRMAN OF THE BOARD
Clerk of the Board of Supervisors
County of Orange, California
APPROVED AS TO FORM:
COUNTY COUNSEL
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:
By:
Thomas Duarte
City Attorney
ATTEST:
Date:
By:
Brenda Green
City Clerk
Page 4 of 11
CITY OF COSTA MESA,
a California municipal corporation
Date:
Stephen Mensinger
Mayor
EXHIBIT A
PARTIES TO THE AMENDMENT
Page 5 of 11
RESPONSIBLE
ENTITY
ADMINISTRATOR
ADDRESS
PHONE #
Aliso Viejo
City Manager
12 Journey, Suite 100
949/425-2512
Aliso Viejo, CA 92656-5335
200 S. Anaheim Blvd.
Anaheim
City Manager
714/765-5162
Anaheim, CA 92805
City Manager
1 Civic Center Circle
714/990-7770
Brea
Brea, CA 92821-5732
6650 Beach Blvd.
Buena Park
City Manager
714/562-3550
Buena Park, CA 90620
77 Fair Drive
Costa Mesa
City Manager
714/754-5328
Costa Mesa, CA 92626
5275 Orange Avenue
Cypress
City Manager
714/229-6688
Cypress, CA 90630
33282 Golden Lantern, Suite 203
Dana Point
City Manager
949/248-3513
Dana Point, CA 92629
10200 Slater Avenue
Fountain Valley
City Manager
714/593-4410
Fountain Valley, CA 92708
303 W. Commonwealth Ave
Fullerton
City Manager
Fullerton, CA 92832
714/738-6310
11222 Acacia Parkway
Garden Grove
City Manager
714/741-5100
Garden Grove, CA 92840
2000 Main Street
Huntington Beach
City Administrator
714/536-5575
Huntington Beach, CA 92648
1 Civic Center Plaza
Irvine
City Manager
Irvine, CA 92623-9575
949/724-6246
201 E. La Habra Blvd.
La Habra
City Manager
562/905-9701
La Habra, CA 90633
Page 5 of 11
Page 6 of 11
RESPONSIBLE
ENTITY
ADMINISTRATOR
ADDRESS
PHONE #
7822 Walker Street
La Palma
City Manager
714/690-3333
La Palma, CA 90623
505 Forest Avenue
Laguna Beach
City Manager
949/497-0704
Laguna Beach, CA 92651
24035 El Toro Road
Laguna Hills
City Manager
949/707-2610
Laguna Hills, CA 92653
27801 La Paz Road
Laguna Niguel
City Manager
949/362-4300
Laguna Niguel, CA 92677
24264 El Toro Road
Laguna Woods
City Manager
949/639-0525
Laguna Woods, CA 92653
25550 Commercentre Drive
Lake Forest
City Manager
949/461-3410
Lake Forest, CA 92630
3191 Katella Avenue
562/431-3538
Los Alamitos
City Manager
Los Alamitos, CA 90720
ext. 201
Metro Cities Fire
201 S. Anaheim Blvd., Suite 302
Manager
714/765-4077
Authority
Anaheim, CA 92805
200 Civic Center
Mission Viejo
City Manager
949/470-3051
Mission Viejo, CA 92691
3300 Newport Blvd.
Newport Beach
City Manager
949/644-3000
Newport Beach, CA 92663-3884
300 East Chapman Ave.
Orange
City Manager
714/744-2222
Orange, CA 92866
Orange County Fire
1 Fire Authority Road
Fire Chief
714/573-6010
Authority
Irvine, CA 92602
333 W. Santa Ana Blvd.
Orange, County of
CEO
714/834-6200
Santa Ana, CA 92701
Page 6 of 11
Page 7 of 11
RESPONSIBLE
ENTITY
ADMINISTRATOR
ADDRESS
PHONE #
401 East Chapman Ave
Placentia
City Administrator
Placentia, CA 92870
714/993-8117
Rancho Santa
City Manager
22112 El Paseo
949/635-1800
Margarita
Rancho Santa Margarita, CA 92688
ext. 210
100 Avenida Presidio
San Clemente
City Manager
949/361-8322
San Clemente, CA 92672
32400 Paseo Adelanto
San Juan Capistrano
City Administrator
949/443-6317
San Juan Capistrano, CA 92675
20 Civic Center Plaza
Santa Ana
City Manager
714/647-5200
Santa Ana, CA 92701
211 8th Street
562/431-2527
Seal Beach
City Manager
Seal Beach, CA 90740
ext. 300
7800 Katella Avenue
714/379-9222
Stanton
City Manager
Stanton, CA 90680-3162
ext. 240
300 Centennial Way
Tustin
City Manager
Tustin, CA 92780
714/573-3010
17855 Santiago Blvd.
Villa Park
City Manager
714/998-1500
Villa Park, CA 92861
West Cities Police
West -Comm
911 Seal Beach Blvd.
562/594-7243
Communications
Administrator
Seal Beach, CA 90740
8200 Westminster Blvd.
714/898-3311
Westminster
City Manager
Westminster, CA 92683
ext. 402
4845 Casa Loma Avenue
Yorba Linda
City Manager
714/961-7110
Yorba Linda, CA 92886
Page 7 of 11
EXHIBIT B
GENERAL DESCRIPTION OF SYSTEM EXTENSION AND PROJECT SCHEDULE
1.0 Overview
The System Extension plan will focus on extending the life of the existing CCCS radio system by
systematically replacing end -of -life equipment in strategic phases culminating in an upgrade to
P25 compliance with the goal of continuing to provide quality radio communications to the law,
fire, lifeguard and public works agencies in Orange County.
2.0 Description of System Extension
2.1 System Backbone — Radio infrastructure equipment that is at or near the end of its
expected life will be directly replaced with the current version of the same
equipment that will maintain all existing features and functionalities and is able to
work with the existing backhaul network. Specifically, this will involve the
replacement of 565+ existing Quantar radio base stations and ancillary equipment
at 25 radio sites with 800 MHz 3600 baud GTR8000 base stations and ancillary
equipment. This will be accomplished in accordance with the following schedule:
System Backbone schedule:
Northwest Cell = 24 Quantars replaced in 2015
Southwest Cell = 40 Quantars replaced in 2015
Laguna Cell = 33 Quantars replaced in 2016
Moorhead IR Site = 8 Quantars replaced in 2016
North Cell = 105 Quantars replaced in 2016
South Cell = 135 Quantars replaced in 2017
Crystal Cove IR Site = 4 Quantars replaced in 2017
Countywide Cell = 210 Quantars replaced in 2017
Carbon Canyon IR Site = 3 Quantars replaced in 2017
Silverado IR Site = 3 Quantars replaced in 2017
2.2 Law Enforcement Dispatch Consoles — Police Dispatch Gold Elite consoles will be
out -of -service by the vendor in 2018 and will need to be replaced prior to 2018 to
maintain the existing console priority feature once the system is upgraded to P25.
Console priority is a feature unique to law enforcement dispatch and allows
dispatch to have the ability to transmit and receive audio simultaneously and is an
officer safety necessity. Existing Gold Elite Console equipment will be replaced
with its successor console, the MCC7500. Due to the complexity of the
replacement at each law dispatch center, only 6 dispatch centers can be upgraded
each year. A schedule has been developed to address the 20 law dispatch centers
on the system, as shown below.
Page 8 of 11
Console schedule:
FY14/15 - Loma Ridge, Irvine, Laguna Beach, Huntington Beach
FYI 5/16 - Anaheim, Brea, West Comm, Santa Ana, Tustin
FYI 6/17 - Orange, Fullerton, Costa Mesa, Garden Grove, Westminster
FYI 7/18 - Placentia, La Palma, Newport Beach, Fountain Valley,
Buena Park, La Habra
2.3 System Field Equipment — When the System Backbone is upgraded to the P25
standard in FY 2018/2019, all subscriber radio equipment will also need to be P25
capable. Subscriber radios that are capable of being upgraded will need to receive
the software/firmware upgrade prior to the backbone upgrade. Older subscriber
radio equipment that is not capable of being upgraded to the P25 standard will need
to be replaced prior to the P25 upgrade. Each agency will be responsible for the
purchase of either replacement radios, or the necessary subscriber upgrade package
for upgradable radios.
2.4 P25 Upgrade — When all backbone sites and law dispatch consoles have completed
their equipment replacement, the vendor will initiate the necessary equipment and
software update to bring the system up to the 7.18 software platform for P25
compliance. This final phase of the System Extension plan is scheduled for FY
2018/2019.
Page 9 of 11
EXHIBIT C
TOTAL ESTIMATED SYSTEM EXTENSION COST &
ESTIMATED PARTY COST SHARE BY FISCAL YEAR
111e costs states hwwn are estiam ted Costs expTessed as riot to exceed 8nmants s11l7Ject to 1,41,7`J i,UU4
the Trrtal system design. I PARTNERSHIP TOTAL
• It is recommended thatthe Partnership co-ordinate a bulk equipment purchase in FY 16-17. Januag2015
Page 10 of 11
FY 15-16 Radio Counts
CIWAgency Cosi
ESTIMATED COST
Partnership Cast
CFFYLAGENCY
Upgrade Replace
IF25 Cwahle Dade To
Vitt Soft_ P25 Not
Upwdej Possible)
Total
Console
Equipment
Radia
Equipmem'
FY 16-16
North&
Laguia
Ceds
FY 16-17
South&
Cnu ty-de
cdlI
FY 17-18
Remai-g
Backbone
TOTAL
1. ALISO VIEJO
11
21
32
5
S 138,650
5 7,028
$ 18,93D 5
43_5% $
2D8,206
2 ANAHEIM
432
119,51
1,733
1,928,869
8 602 800
391,545
1,054,758
2 429258
14,4D7241
3. BREA
62
302
364
648 137
1,883,300
79 891
215,329
495,936
3,322,593
4. BUENA PARK
76
258
334
569 804
1,635,400
73 2T6
197,582
455,062
2,931,124
5. COSTA MESA
105
523
628
680,354
3,258,750
137,966
371,502
855,626
5,304,197
6. CYPRESS
24
1 TO
194
0
1,D47,600
42 604
114,763
264,317
1,469,255
7. DANA POINT
15
49
64
D
311,250
114,054
37,860
57,198
45D,362
e. FOUNTAIN VALLEY
45
204
249
443,290
1,275,750
54 702
147,299
339,253
2,26D,294
9. FULLERTON
125
513
638
501,417
3,221,750
140,141
3T7418
869250
5109976
" D. GARDEN GROVE
115
4T5
590
369,240
2,982,250
129 608
349,023
W3,852
4,633,972
1. HUNTINGTON BEACH
452
820
1,272
1 09T 718
5,439,W)
279,398
752,469
1,733,051
9 302 436
12. I RVINE
111
503
614
432,209
3145 650
134.M
363,22D
336,551
4,912,509
13. LA HABRA
73
190
263
573,584
1,223,950
57 809
155,531
3513,327
2,369,252
14. LA PALMA
31
51
82
166,901
341,650
18,008
48,5D8
111,722
686,789
15. LAGUNA BEACH
85
247
332
526,652
1,579,750
72 883
196,399
452,337
2,828,D21
16. LAGUNAHILLS
4
41
45
0
250600
98T5
26620
61,311
348,407
17. LAGUNANIGUEL
9
55
64
0
340350
14081
37860
87,198
479,439
16. LAGUNA WOODS
2
4
6
0
26,300
1,330
3,549
8,175
39,354
19. LAKE FOREST
21
67
88
0
426,150
19,325
52,058
119,897
617,429
20. LOS ALAMITOS
15
45
60
0
287,250
13 1T6
35,494
81,74E.
417,66B
21. METRONET
37
10
47
1,966,250
102 550
'01;21
27,8D3
64,036
170 960
22. MISSION VIEJO
30
90
120
0
574,533
26 66
TD 988
163,495,
835,349
23. NEWPORT BEACH
438
401
839
53 934
2 909 700
154,29a
496,322
1,143,105
5,266,351
24. ORANGE
115
514
629
598,012
3,216,250
137 889
3T2 094
356,988
5181 233
25. PLACENTIA
3D
107
137
413,990
676500
30,119
81044
1866.57
1,387,410
20. RANCHO SNTA MARG.
7
29
36
0
182 058
7,906
21,296
49,049
26D,301
27. SAN CLEMENTE
12
9T
109
0
595,3w
23,931
64A81)
143,506
832,719
28. SAN JUAN CAPISTRAhO
6
33
39
0
2D4,900
3,525
23,071
53,136
289,632
20. SANTA ANA
219
818
1,037
591,620
5,159,&50
227.713
613,451
11,412,8T2
8 005 506
30. SEAL BEACH
25
9T
122
0
610 750
26,844
T2,1171
166,220
875,985
31. STAhTON
10
63
73
0
389500
16051
43,184
9946[}
548,195
32. TIJSTIN
81
243
324
483,266
1,551,150
71 126
191 667
441,437
2,738,&46
33. VILLA PARK
0
6
6
0
36,D00
1,318
3,549
8,175
49,042
34. WEST -COMM
4
13
17
631,052
82,600
3,733
10 D57
23,162
750 604
35. WESTMI NSTER
73
2T4
34T
549,621
1,727,950
76 137
205,273
472TT4
3 D31 755
39. YCRBA LINDA
35
fit
97
D
412,250
21,302
57,332
132,159
623,D92
37. OCFA
95D
863
1,513
3 21 T 500
6,270,5W
397 622
1 072 SD5
2.470,142
13.423-169
38. OCTA
7D
43 1
113
0
338,5001
24,8T5
66 ,847
153,958
534,179
N. OC LJFEGUARD
7
4T
54
438,900
29D,D50
11,865
31,944
73,573
846,333
40. IRVINE VLLY. CLLG. PD
16
0
16
0
18,400
3,527
9,465
21,799
53,192
41. SANTA ARa UNIF. SD. PD
51
2
53
0
7D,650
11,639
31,353
72,210
185,852
42. SADDLEBACK CLLG. PD
18
0
18
0
21),700
3,953
1D,648
24,524
59,825
43. CEO
1
1
2
0
7,150
439
1,183
2,725
11,497
44. DA
D
225
225
0
1 351)Df10
49,411
1371D2
306,554
1 839 DG7
45. HCA
184
98
282
0
799,600
61,8114
166,821
354,214
1,412,439
40. JWA
39
194
233
5a6,250
1,2D8,&50
51 1T5
137,334
317,453
2,251,563
47. oC AN IMAL CONTROL
ID
110
120
350,000
671,5W
26,386
T7 988
163,495
1,282,369
48. CC DANA FOI NT HARBOR
D
13
13
0
78 1)00
2,822
7,69D
17,712
1 D6 225
49. OC PARKS
131 1
248
379
0
1,638,6501
a3,21 8
224,2D3
516,3T3
2,462,443
50. OCFw
I
469
4T9
0
2 825 500
105 2TO
263,359
652,619
3,866,743
51. OCWR
59
3
62
0
85850
13,602
36,677
34,473
221)602
52. PROBATICN
177
435
612
0
2,813,550
134,695
362,D37
833,826
4,144,108
53. SHERIFF
857
1922
2 779
4,428,829
1 517 550
610 825
1643 955
3,756,280
22 987439
54. SSA
19
0
19
0
21 850
4173
11.240
25867
63149
TOTAL
I
",162A-1,2
$ 11,211 905 $
26 822 727
111e costs states hwwn are estiam ted Costs expTessed as riot to exceed 8nmants s11l7Ject to 1,41,7`J i,UU4
the Trrtal system design. I PARTNERSHIP TOTAL
• It is recommended thatthe Partnership co-ordinate a bulk equipment purchase in FY 16-17. Januag2015
Page 10 of 11
EXHIBIT D
PARTICIPATING AGENCIES
Page 11 of 11
RESPONSIBLE
AGENCY
ADMINISTRATOR
ADDRESS
PHONE #
Irvine Valley College
Police Chief
5500 Irvine Center Drive, Irvine CA
949/451-5201
Police Department
92618
Orange County
Administrator
Transportation
600 S. Main Street, Orange CA 92868
714/560-6282
Authority
Saddleback College
28000 Marguerite Parkway, Mission
police Chief
949/582-4390
Police Department
Viejo CA 92692
Santa Ana Unified
police Chief
1601 E. Chestnut Avenue, Santa Ana CA
714/558-5536
School District Police
92701
Department
US Ocean Safety (OC
34127 Pacific Coast Highway, Dana
president
949/276-5050
Lifeguards)
Point CA 92629
Page 11 of 11