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CC - Item 6B - Los Angeles Regional Inter-Operable Communication System (LA-RICS)ROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: JEFF ALLRED, CITY MANAGER r DATE: NOVEMBER 10, 2015 SUBJECT: LOS ANGELES REGIONAL INTER - OPERABLE COMMUNICATION SYSTEM (LA -RICS) SUMMARY The City Council will receive an update on the proposed county -wide Los Angeles Regional Inter - operable Communications System (LA- RICS). The proposed system will provide improved radio and broadband communications (voice and data) for public safety providers of the greater Los Angeles region. The proposed LA -RIGS will provide coverage within a 4,000 square mile area with integrated communications for over 50 law enforcement agencies and 31 fire departments, as well as other emergency medical services (EMS), transportation and education agencies. The City's interests and obligations in this proposed system are represented by the California Contract Cities Association (CCCA). The City Council will receive an update and discuss recent communications received from the CCCA representative on the LA -RIGS Board of Directors. Staff Recommendation: That the City Council provide direction regarding this matter as needed. BACKGROUND /DISCUSSION Currently, the over 50 law enforcement agencies and 31 fire departments in the greater Los Angeles county region operate with various, and often incompatible, localized communications systems. This lack of integration and coordination in public safety communications systems is a significant impediment to effective delivery of public safety services, particularly during disaster or wide - spread crisis. To rectify this systematic regional public safety weakness and impediment, a joint powers authority (JPA), known as LA -RICS, was formed in 2009 to provide for interoperable communications and shared data for all public safety agencies and other EMS, transportation and education agencies within the Los Angeles region. The City of Rosemead's interests in the LA -RIGS project and participation in the JPA are represented by the California Contract Cities Association (CCCA). La Canada- ITEM NO. 6.13 City Council Meeting November 10 2015 Page 2 of 2 Flintridge City Manager Mark Alexander serves on the LA -RIGS Board of Directors representing Contract Cities. Attached is a status report from Mr. Alexander that urges all Contract Cities to remain unified in their approach to financial issues before the LA- RICS Board of Directors. Through the efforts of Mr. Alexander, the Contract Cities have advanced discussion of financial issues to be considered at a meeting of the LA -RICS Board of Directors scheduled for November 5, 2015. Attached is a multi -page chart of the respective costs of cities for participation in the proposed LA -RICS system. It should be noted that Rosemead's annual contribution rate for Fiscal Year 2014/15 is a reasonable cost of $4,294. That annual cost would escalate for projected cost -of- living adjustments to a high of $5,894 in Fiscal Year 2031/32. Mr. Alexander also notes that the "Opt -Out" Date for cities is currently scheduled for November 23, 2015, (which is prior to the next regularly scheduled meeting of the Rosemead City Council on November 24, 2015). Consequently, this item has been placed on this Council meeting agenda at which time a further status update can be provided to the Council based on further communications from the CCCA through Mark Alexander and /or CCCA Executive Director Sam Olivito. Public Notice Process This item has been noticed through the regular agenda notification process. Attachments Email message from Sam Olivito and Mark Alexander LA -RICS Frequently Asked Questions LA -RICS Proposed Funding Plan Cash Flow as of October 8, 2015 Jeffry Allred From: Sam Olivito <sam @contractcities.org> Sent: Saturday, October 31, 2015 9:00 AM To: CCCA City Managers Committee 2014/15; CCCA Executive Board 2015/16 Cc: CCCA Staff Subject: FW: * ** *VERY IMPORTANT INFO for CITY MANAGERS re: LA- RICS * * ** Attachments: LA- RICS_Cash Flow-File 1- Funding Plan Opt outs 10 -8 -15 Non - Member Contra .... pdf URGENT INFORMATION SENT ON BEHALF OF CHAIR RENE BOBADILLA AND MARK ALEXANDER CCCA REPRESENTATIVE ON THE LA -RICS JPA BOARD. Please respond to Mark, Rene or me . Sam Sam Olivito Executive Director California Contract Cities Association Office: 562- 622 =5533 X 2 Mobile: 310 - 486 -7555 www.contractcities.orR From: Alexander, Mark [mailto:malexander @lcf.ca.gov] Sent: Friday, October 30, 2015 4:48 PM To: Sam Olivito <sam @contractcities.org >; Rene Bobadilla <Rbobadilla @pico- rivera.org> Subject: * ** *VERY IMPORTANT INFO for CITY MANAGERS re: LA- RICS * * ** Dear Colleagues: As you are aware, for the last six years, a Joint Powers Authority has existed for the purpose of constructing a County -wide radio inter - operable communications project. Most of our contract cities members signed -on to the JPA. The purpose of the project was to allow inter- agency communications (voice and data) among and between the many first responder law enforcement and fire agencies throughout the County and was seen as a valuable need in the event of a disaster or wide - spread crisis. While construction of the project has been mostly funded through federal grant funds, there are a number of ongoing administrative, operational and other costs associated with the project that are to be shared among the member agencies. You may also recall that, as part of the development of the project, cities were afforded membership in the LA- RICS JPA without the obligation of financial contributions or liability, but only up until the "Opt -Out Date" which would be subsequent to the release of the Funding Plan. So that you are aware, the Funding Plan was released last year (attached is a summary of projected per city contributions by fiscal year) and the "Opt -Out Date " has been set as November 23, 2015. After this date, cities choosing to remain will be obligated to contribute financially, including those costs identified in the Funding Plan for FY 2014 -15 as well as the current FY 2015 -16. Costs are projected through FY 2031 -32. It is up to each city (particularly those with significant voice /data communications needs) to determine whether the costs and other benefits to remaining in the LA- RICS JPA are advantageous versus other options available to them, such as those currently being used.) As the Contract Cities representative to the LA -RICS Board of Directors, over the past several years, I have been pushing to obtain policy determinations and certainties regarding costs to be charged (or avoided altogether) to the Contract Cities. My focus has been to ensure that Contract Cities are treated fairly and equitably and, in particular, not double or overcharged given our additional financial relationship with County Sheriff and Fire in addition to LA -RICS. Unfortunately, such determinations and certainties have been short in coming from the LA -RICS Authority and the County of Los Angeles, as lead agency. In light of the quickly approaching Opt -Out Date, I have requested specific items to be placed on the November 5, 2015 LA -RICS Board agenda that will provide an avenue for having some of our questions answered, albeit not before the Opt -Out Date. I have also requested that the Opt -Out Date be extended beyond November 23rd to allow sufficient time for our cities to obtain the needed information. If unsuccessful in having these items approved by the Board, it will be with much regret that I recommend that ALL contract cities be unified in their decision to opt -out of the JPA. This would provide us the greatest leverage in ensuring that any attempts at adjusting the Sheriff/Fire cost models to incorporate LA -RICS costs are appropriately and fairly negotiated. I hope to have more information, including a draft City Council staff report recommending opt -out, available to you by the end of next week. Should you have any questions, please feel free to write or call me. Thank you for your patience and attention to this matter. MARK R. ALEXANDER I CITY MANAGER I CITY OF LA CANADA FLINTRIDGE 1327 Foothill Boulevard I La Canada Flintridge, CA 91011 MAlexander(aile £ ea.eov T: 818- 790 -8880 F: 818- 790 -7536 The proposed Los Angeles Regional Interoperable Communications System (LA -RIGS) will provide improved radio and broadband communication for the public safety providers of the greater Los Angeles region. LA -RICS is comprised of two distinct, but compatible projects: a Land Mobile Radio (LMR) communications system and a Long Term Evolution (LTE) broadband communications system. Covering 88 cities and the unincorporated area of Los Angeles County within a 4,084 square mile area, LA- RICS will provide integrated communications for over 50 law enforcement agencies, 31 fire departments, as well as Emergency Medical Services (EMS), transportation, and education agencies. a. LMR LA -RICS The LMR communication system will provide day -to -day voice and narrowband data radio communications service for individual public safety agencies, enable interoperability and interagency communications among member agencies and mutual aid providers, and support communications with regional, state, and federal agencies during disaster events. The LMR system will consist of installing infrastructure at 55 lattice tower sites and 33 monopole sites located in 64 jurisdictions throughout the County. Existing towers and poles will be utilized where possible. CEQA and NEPA review will be required prior to approval of the proposed LMR project, though some sites may be determined to be exempt. System design is underway, with completion targeted for January 2014. If approved, facility installations are estimated to take place from October 2014 through March 2016, and full deployment of the LMR system is targeted for October 2017. Once in place, the system will support 34,000 first responders and 17,000 secondary responders. b. LTE The LTE wireless network technology will provide day -to -day broadband data communications service for individual public safety agencies, provide emergency responders high speed access to lifesaving multimedia information, and support the National Public Safety Broadband Network (NPSBN) initiative. The LTE system will provide a secure 4G data network to provide high -speed video and data access that will be exclusive to public safety response. Secondary responders and public utilities will also be supported by the LTE system Two hundred and thirty -two monopole LTE sites have been identified throughout LA County. All 232 sites are potentially exempt from CEQA; however NEPA review will be required for all sites. It is currently anticipated that the contract for the 18 month LTE construction program will be awarded in January 2014. System design is scheduled to be complete within 60 days of contract execution, and, if approved, construction and full system implementation by August 2015. The LMR and LTE systems may share some infrastructure. However, each system would function independently of the other, and neither system is dependent on the other for approval, construction, or implementation. By improving the communications infrastructure for the entire Los Angeles region, LA -RIGS will allow public safety personnel to enhance emergency incident coordination, hence keeping residents and businesses safer and more secure. Effective communication is fundamental to helping police officers prevent and respond to crime, provide firefighters critical information as they protect the public and property during firefighting efforts, and facilitating lifesaving exchanges of information between Emergency Medical Services (EMS) professionals and local hospitals. LA -RICS will support rapid, safe, and effective public safety response during daily operations and support faster, improved coordination of large -scale responses to emergencies such as terrorism, wildfires, earthquakes or other disasters. The Los Angeles region is designated as a high- threat area by the Department of Homeland Security. The new systems will mitigate this threat by providing more efficient and effective emergency response communications, making life safer for the region's 10 million residents. 2 Once in place, the systems will support 34,000 first responders and 17,000 secondary responders. These emergency responders include personnel from 50 law enforcement agencies, 31 fire departments, as well as EMS, transportation, and education services throughout the Los Angeles region. a. Public safety agencies (police, fire, and EMS) The Los Angeles region's first responders currently use a patchwork of often incompatible radio technologies and frequencies. This uncoordinated system means that neighboring agencies and systems cannot easily communicate with one another. Agencies are also beginning to outgrow their radio systems, with their need to c capacity and coverage, provide a first of its kind dedicated LTE broadband network for all first responders in the region, and provide a single region -wide LMR network. The secure 4G (LTE) data network will provide high -speed video and data access that is exclusive to public safety use. The systems will give the region's public safety personnel the tools to more effectively achieve their mission of protecting the public, property, and environment. communicate outstripping the capacity of existing systems to carry the traffic. Despite the information revolution of the last two decades, many agencies still lack the ability to exchange more than text data. LA -RICS will improve overall traffi b. Secondary responders During many emergency response operations, there is a need for secondary responders to communicate with first responding police and fire units. Transportation services, highway control, and public utilities perform vital activities during emergency operations, particularly as events escalate. LA -RICS will provide the voice and data capabilities for secondary responders to communicate effectively with first responders during emergency incidents. En wITAKV7mriware" { s Formed under a Joint Powers Agreement in 2009, the LA -RICS Authority (JPA) is an interagency joint powers authority consisting of representatives from cities, municipalities, public safety agencies, and other public agencies in the Los Angeles region. The JPA performs administrative and fiscal oversight of the LA -RICS, identifies and pursues funding sources, sets policy, and will oversee the construction of the communications systems. 3 3. Who will utilize ?, .. and how will it benefit r w • The LA -RICS hybrid LMR system utilizes both 700 MHz and UHF T -Band P25 technologies capable of supporting first and secondary responders on a Digital Trunked Voice Radio Subsystem. The hybrid system will allow users on either spectrum to talk with any other user on the same talk -group regardless of the spectrum utilized. The purpose of the hybric system is to provide an economic path for LA -RICS users to utilize current and future communications equipment on either spectrum while allowing for a gradual migration away from the T -Band spectrum as required by federal legislation. As the foundation for eventual migration to a 700 MHz system, the capacity of the hybrid system is capable of supporting the operations of all first responders immediately upon system implementation. The hybrid system makes it possible for users to make a planned transition to the 700 MHz spectrum as desired. T-Band channels in 2021? The JPA understands the critical need for adequate communications for public safety and the reliance of local agencies on over 600 channels in the T -Band. Due to the uncertainty in Congress' future action regarding the T -Band, LA -RICS has established a course that will allow transition off of T -Band if certain achievements are realized; specifically the successful establishment of a LTE public safety broadband system and its use by first responders for day -to -day routine voice communications. In the interim, JPA staff has met with Congressional members and their staff to underscore the critical nature of public safety communications and the need for sufficient and suitable spectrum. COSTS, THE "FUNDING PLAN", AND THE "OPT -OUT" 1. How much will this project cost and how will the infrastructure be funded? a. LMR The total value of the contract executed with Motorola Solutions is approximately $280 million. This total includes 15 year -to -year options for system maintenance at a total value of approximately $75 million. The base system price of $205 million also includes three "Additive Alternates" that can be exercised at the sole discretion of the JPA. These Alternates include "In- Tunnel Coverage" for the Metrorail and Metrolink System (valued at approximately $5 million), "Bounded Area Coverage" for locations such as amusement parks, LAX Airport, and the Los Angeles and Long Beach Ports where high levels of activity are anticipated (valued at $20 million), and "In- Building Coverage" for selected buildings (valued at $30 million). It is not anticipated that the option for "in- Building Coverage" will be exercised until completion of the "base system" and downlink and uplink signal coverage are evaluated for those individual buildings. At that time, it is anticipated that the "In- Building Coverage" option will be exercised by and at the expense of individual jurisdictions. It is anticipated that with the existing allocation of grant funds totaling $85 million and future federal grant allocations to the Los Angeles area, sufficient funds will be available to fully fund the LMR infrastructure without commitment of local funds. 4 5. What is the "Hybrid" system? b. LTE The total cost of the LTE system is not yet known and will not be solidified until a contract is executed with the successful vendor. It is anticipated, however, that the total cost of the infrastructure can be funded with the JPA's federal Broadband Technology Opportunity Program (BTOP) grant of $154.6 million and local match requirement. The BTOP grant requires local matching funds valued at a minimum of 10% in kind and 10% cash match. Matching funds must be contributed by JPA members. 2. Flow will the operating costs for each system be funded? a. LMR Projected costs for the LMR system operation are now being calculated as part of the Funding Plan. While an annual cost for maintenance was obtained with the system pricing, it is not anticipated that federal grant funds can be used for system maintenance. The bid price for maintenance will serve as an excellent component in the forecasting of operating costs. Once operational, the LMR system will be funded through member contributions. The cost for user equipment has not been included in the base contract price. Members can, however, take advantage of JPA pricing obtained during the procurement process. b. LTE As part of the LTE system procurement, bidders will provide costs for annual maintenance. The final figures will not be known until contractor selection and execution of the contract. Similar to the LMR system, input into the specific elements to be used in the cost allocation formula will be solicited as port of the Funding Plan development. developing a Funding Plan before oil • - . • Input into the specific elements to be used in the cost allocation formula will be solicited from JPA members during development of the Funding Plan. Once the Funding Plan has been developed, members will have an Joint Powers Agreement. . Can my City "Opt-Out" of the JPA for only one of the communications systems? The JPA is currently analyzing whether any options are available that are consistent with the Joint Powers Agreement regarding member use of only the LMR system or only the LTE system. 5 "Opt -Out" period pursuant to the 3 o H 5 d 0 § ° oo�om�om0000000 ra�ro�om000rvo�oo�o�eo�o 0 aoo a000aoo oaa000000 ...................... w��BN 0 a N o � d o a y aw h a 3 o o- 3 o H 5 d 0 § �. G \ \ \; f!!! S }! :a : :aa.... 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