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RECOMMENDATION:

It is recommended that the City Council:

1. Authorize the City Manager to enter into a contract with Motorola for the purchase and installation of a Public Safety Dispatch and Mobile Data Communication System and lease of related equipment to be jointly used by the Police and Fire Departments; and
2. Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations in the Capital Projects Reserve Fund by $995,191 from available funds; and
3. Authorize the transfer of $995,191 from the Capital Projects Reserves Fund to the Specially Funded Capital Projects Fund, CAD Project; and
4. Adopt the attached supplemental appropriation ordinance increasing appropriations in the General Fund by $2,000,000 and reducing the unreserved, undesignated fund balance by the same amount; and
5. Authorize the transfer of $2,000,000 from the General Fund to the Specially Funded Capital Projects Fund, Cad Project; and
6. Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations by $2,995,191 in the Specially Funded Capital Projects Fund, CAD Project from available funds; and
7. Authorize the City Manager to submit a mid-year adjustment of the FY1998-1999 Crime Control and Prevention District budget for $11,792,354 to the Crime Control and Prevention District Board of Directors for the purpose of funding the Police Department�s portion of the system.

Discussion:

In May 1997, a Request for Proposal was issued for a Public Safety Dispatch and Mobile Data System consisting of computer aided dispatch (CAD), mobile data computing (MDC), automatic vehicle locating (AVL), fixed radio console equipment and a radio frequency (RF) backbone operating system. The installed system will equip selected Police and Fire Department units with leased mobile data computers, ensuring compliance with Year 2000 operating requirements. These mobile data computers will be electronically tied to the dispatch system allowing on-scene computer inquiries related to investigations and reporting, and will provide a real-time location display of all equipped Fire Department units at the central operating console.

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Seven firms responded as potential prime or subcontracting vendors. Discussions and evaluations were conducted with ensuing revisions to the scope of the project. In March of 1999, the CAD Project Team and CAD Evaluation Committee selected Motorola as the best proposer with which to enter final negotiations. A final system design, system components and an equipment list were developed and refined in March 1999, with input from Information Systems and Services and the Police and Fire Departments.

The City will purchase the upgradable RF backbone, radio console equipment and associated hardware and software. The mobile data terminals will be leased for an initial period of three years with options to renew, upgrade or replace. The total acquisition includes equipment (less the leased mobile data computers), installation, training and maintenance for the first year of operation.

The costs for the major elements of the project are as follows:

Project Element Police Share Fire Share Total

The Police share of the CAD/MDC infrastructure and CAD workstations elements amounts to 80% of the total cost, while Fire�s share is 20%. For the MDC element, a total of 642 MDC's will be purchased, with 520 assigned to Police and 122 to Fire, and the total costs distributed proportionately. Note that of the 520 MDC's assigned to Police, 20 will actually be installed in City Marshal vehicles.

The Fire Department�s share of the project will be funded by the Capital Projects Reserve Fund ($995,402) and the General Fund balance ($2,000,000).

The Police Department�s share of the project ($11,792,354) will be funded by a mid-year adjustment to the Crime Control and Prevention District budget. Recommendation 7 above starts the process of securing the budget adjustment, with final approval and appropriation of funds expected in July 1999.

Starting with the FY 2000-2001 budget, there will be an estimated annual operating budget impact of $2,500,000 for equipment leases, software licenses and maintenance costs for the Cad and MDC systems.

M/WBE - A waiver of the M/WBE requirement for subcontracting goals was requested by the Purchasing Division and approved by the M/WBE office because the purchase of the products and services is from a source where subcontracting or supplier opportunities are negligible.

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Fiscal Information/Certification:

The Finance Director certifies that upon adoption of the attached appropriation ordinances, funds will be available in the current operating budget, as appropriated, of the Specially Funded Capital Projects Fund, CAD Project. The cash balance in the Capital Projects Reserve Fund will be $381,241 and the unreserved, undesignated fund balance of the General Fund will be $30,502,857 after the appropriations.

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