Subject:
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Consider request to proceed with Public Safety Radio System Upgrade
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Presented By: Kurt Hodgen, City Manager
Recommendation and Review
As has been previously reported to Council and the Board of Supervisors, our Public Safety Radio System requires an upgrade as a result of technology changes and equipment that is no longer manufactured and for which support will end in 2016. We had planned on undertaking this work in two phases, with Phase 1 occurring in FY 14-15, and Phase 2, the more costly phase occurring in FY 15-16. Overall we were anticipating costs in the range of around $6 million for both phases. Harris Corporation, the radio system manufacturer, has recently approached us offering to provide significant financial incentives if we proceed with both phases in FY 14-15. Those incentives are a reduction in cost of about $2 million dollars.
The ECC currently has a fund balance of $2.6 million that was intended to be used on this project. An additional $748K would be required of both the City and the County to make up the additional funding needed for the discounted project total of just under $4.1 million.
We have been given until June 20 to execute the contract for this work. Both the City and County Attorneys have reviewed the contract and , subject to a few adjustments, are comfortable with the document. Harris has also advised that they will work with us in terms of billing on the project so we wouldn't have to fund the additional $748K each until FY 15-16.
I would request that City Council: 1) approve the ECC Board signing the contract with Harris, subject to final changes recommended by the City and County Attorney, and approval by the Rockingham County Bd of Supervisors; and 2) approve the use of the ECC fund balance supplemented by additional funding of $748K from both the City and County, with the additional funding not being payable until FY 15-16.