[Council Communication]  [Attachments]

Council Communication

Title:	Amendments to Communication Services Subscription Agreement with Medford
Dept:	Dept: Police, Fire, Legal, Finance, and Administration
Date:	January 2, 2004
Submitted By:	Michael Bianca, Chief of Police
Approved By: ...........................	Gino Grimaldi, City Administrator

Synopsis:	On February 28, 2003 the city of Ashland entered into an agreement with the city of Medford to provide for police and fire communication services (Attachment I). An amendment to the agreement (Attachment II) is needed to deal with the following issues. 1. Transfer of Ashland's dispatch consoles and associated equipment in exchange for Medford assuming all initial costs for connecting the Ashland's radio equipment to the Medford Communications Center (RVCCOM). 2. Partnering with Medford for software purchase used in the mobile data computers. 3. Providing monitoring of the Public Works radio channel after hours when crews are activated by RVCCOM. As an informational item, Ashland Police will pay to Medford $23,403 to fulfill existing contract requirement for dispatchers transferred vacation and sick leave banks. State law requires that this payment be made. It was not anticipated during the preparation of this year's budget but can be accommodated due to the savings incurred by transferring the city of Ashland's dispatch consoles to the city of Medford.
Recommendation:	City Council authorize the Chief of Police to execute the proposed amendment to the communications services subscriptions agreement with the city of Medford.
Fiscal Impact:	Fiscal Impact for each are item are as follows. 1. The transfer of equipment saves the City of Ashland paying $47,100 for the city's share of connecting the equipment to RVCCOM. 2. Cost to the city of Ashland will be $46,288. Seventy five percent of this cost qualifies for funding under an existing technology grant. Ongoing costs will be maintenance fees ($2500/yr) and operational charges ($7200/yr using ATT aircard). This year's budget can accommodate the purchase cost and the operating costs. 3. The city of Medford has agreed to monitor the city of Ashland Public Works Channel and page employees during emergencies at no additional cost.
Background:	Transfer of Equipment/Communication Linkage The City of Medford is proposing to change the agreement so they pay for all costs of equipment and labor to create the communications link between the City of Ashland and the City of Medford Communications Center. The amendment to section 4 of the agreement incorporates this change. In exchange the City of Ashland will transfer the Motorola Centracom Gold Elite equipment to the City of Medford. The following are some advantages and disadvantages to transferring the Motorola Centracom Gold Elite equipment: Advantages • Provides the highest possible "sales" value since the equipment will continue to decrease in value • Removes any uncertainty with the ability to find a buyer should the sale take place in the future • Creates space needed for Police Department needs • Eliminates the cost to maintain the equipment in order to keep it functional • Should the city determine that it would like to re-establish a communications center in the future, it is not know if the existing equipment would be adequate to meet the city's needs Disadvantages • Should the city determine that it would like to re-establish a communications center in the future, it will require the acquisition of new equipment • Eliminates the potential to create a secondary communications center in the event that there is a total failure with RVCCOM and the backup systems in place with RVCCOM It is felt that the advantages of trading the equipment to the city of Medford at it's current value outweighs the disadvantages. Should the city of Ashland determine it would like to re-establish a communications center in the future, lack of personnel will be the major obstacle to overcome as opposed to the acquisition of equipment. The specific piece of equipment (ACU 1000) that provides "patching together" of the Medford and Ashland radio systems is new unproven technology. The proposed amendment to section 4 of the agreement provides language that protects Ashland from further costs if it does not function as intended. Mobile Data Computer Software The present computer aided dispatch system manufacturer has created new software for use with Mobile Data Computers. This software is less expensive to purchase and maintain than the software proposed in Schedule B of the original agreement. The Police Department has acquired the necessary hardware for the implementation of the Mobile Data Computers. The use of computers in the vehicles will allow for communications to occur over the computers, provide officers in the field with direct access to information currently provided through the dispatch center and will provide some capability for officers to complete reports in the field. Overall, it is anticipated that the Mobile Data Computers will improve the efficiency and effectiveness of dispatchers and officers in the field. Public Works Monitoring During the original agreement discussion, it was proposed that Ashland Public Works Radio Channel not be monitored at RVCCOM. Since then concerns raised have resulted in requesting RVCCOM to monitor the Ashland Public Works Radio Channel during emergencies. They are willing to do this and it appears the equipment being installed will handle this additional radio channel.
Attachments:	• Communications Services Agreement/Proposed Amendment Original

Back to Top