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East Bay Regional Communications System Authority 3 September 20, 2010 Previous City Council Action(s) On April 16, 2007, the City Council adopted Resolution 2007 -059, Resolution Authorizing the City Manager to Execute a Letter of Intent to Support the Formation of the East Bay Regional Communications System. On July 20, 2007, the City Council adopted Resolution 2007 -109, Resolution Approving a Joint Powers Agreement Among the Counties of Alameda and Contra Costa Forming the East Bay Regional Communications System Authority. Fiscal Impact The City maintains an inventory of approximately 250 radios between the Police Department, Public Works, and all other users in the organization. Currently, the City is charged $8.25 per month per radio by Alameda County for maintenance of all of these radios, both hand -held and car - mounted radios. However, as described above, those charges will increase substantially as the EBRCSA is implemented. Given the City's current limited resources, it is recommended that the City participate in the combined Service Payment and Operating Payment option of an estimated maximum of $45.00 per month per radio (250), which equates to $135,000 per year. The other option would be to pay $1,545 per radio ($386,350) in advance as payment for the Service Payment component of the City's User Payment, followed by the monthly Operating Payment Option of approximately $30.00 per radio ($90,000 per year). As the East Bay Regional Communications System is developed, it will be necessary to upgrade or replace all of the City's radios to be electronically compatible with the new system. A few of the Police Department radios have already been converted. The Police Department has acquired $122,380 in grant monies to purchase more new radios that will be compatible, and continues to seek grant funding opportunities to offset some of the costs. However, none of the radios used by any of the other departments are EBRCS compatible at this time. As agencies commit to the number of radios to be purchased throughout the two counties, negotiations will commence between EBRCSA and vendors to get the best possible price for the quantity of radios needed by all member agencies. Anticipating that the EBRCS will be fully functional by January 1, 2013, all of these costs will need to be incorporated into the City's FY 2012 -13 operating budget. Attachments East Bay Regional Communications System Authority Project Operating Agreement CONCLUSION In order to capitalize on the opportunity to partner with Alameda and Contra Costa Counties on their respective financings, EBRCSA will need each member agency to adopt a Resolution