HomeMy WebLinkAboutOrange County - 1985-11-18 CITY OF HONTINI'ON BEACH
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2 ,: JOINT AGREE!►fENT FOR ,THEE:.
. IMPLEMENTATION AND OPERATION OF THE :.
3 ORANGE COUNTY COORDINATED FIRE COMMUNICATIONS SYSTEM
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THIS AGREEMENT is entered into ,
by and between the COUNTY OF ORANGE , a body politic , hereinafter
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designated as "COUNTY , " and all the USERS listed on fsxhibit "A"
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which is attached hereto and incorporated herein by reference ,
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hereinafter designated as "USER(S) " .
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WITNESSETA:
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WHEREAS , in the administration of County and City
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government , within the County of Orange , and the operation of
lo ► fire protection agencies by such governmental units the
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maintenance and operation of a Coordinated Fire Radio
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Communications Sy4tem is desirable .
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WHEREAS , such facilities have heretofore been
17testablished within the County of Orange and have been maintained
18 ; rated under the
and operated 1 p provisions of certain agreements by and
19i' between the parties hereto , and
20k WHEREAS , COUNTY and USERS have increasing requirements
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for Coordinated Fire Radio Communications , and
22 , WHEREAS , COUNTY, in cooperation with the USERS , has
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developed an 800 MHz Coordinated Fire Radio Communications
System to meet the increasing Fire Radio Communications needs of
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the COUNTY and USERS , and
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WHEREAS , said 800 MHz Coordinated Fire Radio
2 Communicetiona System will be available for the mutual use and
3 benefit of the COUNTY and USERS , and
4 WHEREAS , it is recognized that new users say From time
5 to time in the fixture require access to this Coordinated Fire
6 Radio Coimuuications Systea , and
7 WHEREAS , SYSTEM will require appropriate procedures for
8 � administering the addition or removal of new users , planning and
9 implementing future SYSTEM modifications , developing and
10 implementing operational policies beneficial to the USERS , and
111 NOW , THEREFORE , in consideration of the mutual
12 ` covenants , conditions , agreements and stipulations hereinafter
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expressed , the COUNTY and USERS hereby agree as follows :
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1 . An 800 MHz Coordinated r-Are Radio Communications System ,
16 , hereinafter referred to an SYSTEM, shall be established in the
171 County of Orange . Said SYSTEM is described in the response to
18 I County of Orange , Request for Proposal ?8602 - 800 MIIz Trunked
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Fire Radio System , dated November 16 , 1984 , revised . Said SYSTEM ,
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is composed of two component parts , "SYSTEM Backbone" and "S", STEM
21 � Field Equipment " .
22 ( "SYSTEM Backbone" means that portion of the SYSTEM
23 that provides the means by which dispatch centers ,
24 fire stations , uobile radios , portable radios , and
2$ pagers communicate with each other and is cosposed of
26 mobile relay equipment , microwave equipment , and
27 associated control, equipment . )
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Revision 1 Page 2 of 15
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1 ( "SYSTEM Field Equipment" means that portion of the '
t uses the S t� SYSTEM hat t e SYSTEM Backbone for communications
3 and consists of dispatch centers , fire stations , mobile
4 radios , portable radios , and payers . )
A. The primary purpose of the SYSTEM shall be to serve all
6 of the Governmental Fire Service Agencies in the County of
7 Orange .
8 H . Secondarily, additional governmental new users may be
9 added or removed from the SYSTEM as conditions warrant .
10 C . The COUNTY may from time to time enter into such .
11 agreements or contracts , with various vendors for purchase
V) or lease , installation , service rind maintenance as may be
13 necessary and required in order to effectuate the purposes
14 and objects of this Agreement . All such agreements or
15 contracts shall comply with applicable State Law.
16 U . The Orange County Fire Chiefs Association hereinafter
17 referred to as (OCFCA) represents all USERS of the SYSTEM,
18 � ana in cooperation with COUNTY , ties heretofore determined
•19i operational policy for the present fire communication
20 system; consulted with COUNTY on present fire communication
21 system upgrades ; and approved recommendations for the use of
22 , the present fire communication oystem by new users who
23 provide operational support to the Fire Services . It is
24 appropriate to direct the OCFCA to continue their
25 established role in the operation of the new SYSTEM.
26 Therefore, COUNTY and USERS , Hereby designate the OCFCA to
27 act for USERS to: to determine whether or not new users
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Revision 1 Page 3 of 15
1 shall be added to, or removed from, the SYSTEM; to consult
2 with, COUNTY to determine end reconmeud to USERS future
3 modifications of SYSTEM; to develop operational policies for
4 SYSTEM; in accordance with the terms and conditions of this
Agreement .
6 E . Notwithstanding Section 1 . D . , above , any proposed action
7 by OCFCA pursuant to Section 1 . D . , above , shall be subject
8 to a thirty ( 30 ) day review by USERS . Should any USER object
9 to said action by OCFCA , said action shall require the
10 , approval of 75% oT USERS Governing Bodies to implement .
11 Each USER shall designate , in writing to the OCFCA , one ( 1 )
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12 representative of USER to review said proposed actions . I :
13 � USER does not designate , in writing , a representative , said
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14 representative shall be the Chief of said USER' s Fire
1� Department .
16 ! (Governing Body as referred to in this Agreement , shall
17 include , but not be limited to, Board of Supervisors ,
18 City Council , or Board of Directors . )
F. Further , any SYSTEM modification or other action by
19 � � s
OCFCA which requires USERS to obligate funds for cost
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sharing shall require prior approval by the Governing Body
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2i of each participating USER .
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24 2. This Agreement shall take effect as above dated. It shall
. 25. remain in effect for a five-year (5 ) period and shall continue
26 for additional periods of five-years ( 5) each, unless the
27 Governing body of either COUNTY or USER votes not to continue the
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Revision 1 Page 4 of 15
1 Agreement at a meeting more than one year before the expiration
2 of any five—year (5 ) period and notifies all existing USERS
3 within thirty (30) calendar days . Notwithstanding the preceding
4 sentence , this Agreement may be terminated by any individual
5 party hereto, as to that party , by serving written notice of
6 termination on the COUNTY. After the expiration of SIXT'i ( 60)
7 days from the giving of such notice , the individual party so
8 electing to withdraw shall cease to be a party to this
9 Agreement . Such termination shall not relieve said party of any
10 financial obligation assumed as a part of this agreement .
11 However , the party so terminating shall not be responsible for
12 any financial obligations assumed by the other parties hereto
13 � subsequent to said termination . Similarly , it is understood that
14 COUNTY has ownership of the SYSTEM Backbone and upon any
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1&I termination of this Agreement or individual termination by any
16 . USER , any and all right , title, and interest in the SYSTEM
17 � Backbone shall remain with the COUNTY.
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191 3 . COUNTY shall :
201 A . Negotiate and enter into agreements or contracts with
21 the various vendors as contemplated by Section 1 .0 of this
221 Agreement .
23 B . Make payments d-je and payable under such agreements .
24 C. Negotiate and enter into, agreements with new users which
25 may hereafter receive approval to access the SYSTEM pursuant
26 to this Agreement , provided that :
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Revision 1 Page: 5 of 15
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1 1 ) Any such new user(s ) hereafter desiring to become e
2 party to this Agreement any do so by executing a copy
3 of this Agreement and assenting and agreeing to all of
4 the terms , Conditions , and costs hereof.
5 2 ) Any additional terms , conditions , and costs for
6 entry shal-i be included in an sddendum to this
? agreement . Said addendum shall address any direct or
8 ; indirect compensation to USERS for System Backbone
9 uSage by new user.
10 � ( Indirect compensation may take the form of
Ili improvement or modification of SYSTEM for the
12s benefit of all USERS . )
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13 . 3) COUNTY shall consult with the OCFCA to determine
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144 the appropriate additional terms , conditions , and
costs to be included in saie addendum .
161 4 ) Such entry of such new users into the SYSTEM shall
11 require the approval of the OCFCA in accordance with
181 Section l . D . , above.
191 `. USERS and COUNTY agree to the following:
20 � A . COUNTY will utilize a separately identifiable account ,
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hereinafter referred to as "ACCOUNT" for the purpose of
22 -1 initially funding the SYSTEM.
23 B . USERS shall pay their proportionLl share of the cost of
24 SYSTEM Backbone, as shown on Exhibit 4, and USERS share of
25 SYSTEM Field Equipment in accordance with either 4 . B . 1 , or
26 4 . B. 2 below:
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Revision 1 Page 6 of 15
1 1 ) Payments equal to USERS ' proportional share, as
2 shown on Exhibit A , of the total SYSTEM Heckbone
3 acquisition coats incurred by COUNTY t'og-tber with
4 USERS ' Field Equipment acquisition cost . Said payments
shall be made within thirty ( 30) daya of receipt of
6 invoices from COUNTY. The amount of each invoice shall
7 be determined by the payment schedule to vendor (a ) .
8 Ownership of USERS ' SYSTEM Field Equipment shall be
9 transferred to USER upon full payment to COUNTY.
2 ) USERS who desire to finance USER portion of SYSTEM
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�1 ! Backbone , as shown on Exhibit A , and SYSTEM Field
J 12 Equipment shall notify COUNTY in writing . Said written
I.3 notification shall include a complete listing of SYSTEM
14 Field Equipment quantities USER intends to purchase .
15 Financing shall be covered by separate agreement . The
is terms of the separate financing agreement between
17 COUNTY and USER will be determined by the type of
18 ' financing utilized by the County and the ::oat thereof.
19 C . COUNTY shell provide , to USERS , a report which will
include funding arrangements for the acquisition ,
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21 installation , and modification of the SYSTEM.
D . COUNTY shell provide , to USERS , a financial report at
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23 the end of each fiscal year. Said financial report shall
Include :
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1 ) An accounting of all USER funds paid to vendor(s )
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25 for SYSTEM.
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Revision 1 Page 7 of 15
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2) A statement to each USER, participating in the
2 optional fin'anci'ng plan , detailing said USERS '
3 remeihiag financial obligation .
4 H . Contr`ihutions to the ACCOUNT become the property of
5 COUNTY.
g F. COUNTY shall , at COUNTY expense , expand or wodify
7 existing facilities , or add new COUNTY radio structures or
8 facilities as necessary, to support the Implementation of
9 SYSTEM Backbone .
10 G . USERS shall , at USER expense, expand or modify existing
11 , USER structures , facilities , or dispatch centers as
12 required to support the installation of USERS SYSTEM Field
13 s Equipment .
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18 � 5 . SYSTEM MODIFICATION
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16 ' A. SYSTEM modification may be needed from tine-to- tine to
17 meet the changing needs of COUNTY or USERS . COUNTY and the
18 OCFCA will monitor needs and sake recommendations to USERS .
19 SYSTEM modification recommended by COUNTY and OCFCA , and
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agreed to , in accordance with Section I . E . and 1 . F . , by
21 USERS , will be implemented by COUNTY .
22 B . Future SYSTEM Backbone modifications will be funded by
23 COUNTY. Cast sharing shall be determined in accordance with
24 Section 5 (c) below.
25 C. Coat sharing of future SYSTEM backbone modifications
26 shall be determined based on the benefit to be derived by
27 individual USERS. The OCFCA shall be responsible for
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I Revision 1 Page 8 of 15
1 recommending SYSTEM modification and coat sharing to
2 COUNTY and USERS . SYSTEM codification agreed to by both
3 COUNTY and USERS will be implemented by COUNTY.
4 1 ) The coat for any modification consistiag of a
5 single local system relay station designed to Cover an
6 area within a single USER area shall be borne by that
7 USER.
2 If modification were. to improve service in a local
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area or NET those USERS participating in those areas
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10 or NET shall share the cost .
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3 ) If the codification were to benefit all USERS the
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cost shall be shared by all USERS .
3 { U . The cost sharing formula to be used in a percentage baaed
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14 on the square miles within each US'.TRS sphere of influence
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as determined by the Local Agency Formation Commission and
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16 each USERS SYSTEM Field Equipment quantity. The sphere of
171 influence equals 50% and the System Field Equipment equals
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50% .
. I The ercenta ' e for each USER mill be determined using
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20 � equipment quantities and square miles calculated at the time
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of the SYSTEM upgrade. For examples of Sphere of Influence
22 square miles and SYSTEM Field Equipment quantities ace
23 Exhibit A.
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25 6. G(*VERNMENTAL USERS OTHER THAN THE FIRE SERVICE .
26 A . The trunked des1gu of the SYSTEM may support multiple
27 u,sera . If, within channel loading limits , new users say
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Revision 1 Page 9 of 15
1 share the SYSTEMS without degrading the level of service nor
2 interfering with the fire services , ouch new users may be
-3 added.
4 H . The Federal Communications Commission has minimum loading
stendards. that Faust be adhered to. In order to meet the
6 minimum loading standards established by the Federal
7 Communications COVIRi53ion , and to insure efficient
8 utilization of the SYSTEM spectrum resource , COUNTY will
9 continually monitor the level of use of the SYSTEM. Any non-
fire, governmental communications requirement identified,
j1 shall be brought to the OCFCA for review. If the OCFCA
determines that such use will be beneficial to the fire
13 services the OCFCA shall approve said use .
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C . Non-fire service new users who, from time- to-time have
15 ; need to communicate with the fire services during
16 ) emergencies or in their daily support of the fire servicrz ,
17 wiil be allowed to access the SYSTEM. This use: shall be
18 subject to approval of the OCFCA. Such use shall include the
19 day-to-day operations of said non-fire new users on a non-
. prioritised basis .
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21 B . Such non-fire service new users are defined to include ,
22 but not be limited to , County and City , support functions
such as Animal Control , Flood Control , Life Guard Service,
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Equipment Maintenance , Public Works , Law Enforcement , and
similar uses .
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1 E . The COUNTY shall be responsible for coordinating SYSTEM
2 access and the terms and conditions of such use after
3 approval of a governmental non-fire now use of the SYSTEM.
4 F. Non-fire new use of the SYSTEM shall be monitored by
8 COUNTY. ' If in the future the needs of the Fire Services
s expands to the point of significant competition with non-
7 fire new users for SYSTEM access , the COUNTY shall take
81 action to reduce such non-fire new uses . The COUNTY shell
f consult with the OCFCA. The OCFCA shall determine if non-
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fire new users are to be removed from the SYSTEM.
11 !f G . Non-fire new users shall be removed in reverse-order of
12i their entry into the SYSTEM. i . e . , the lase, service to
131 enter the SYSTEM shall be the first to be removed except
14 ; when a user voluntarily relinquishes SYSTEM access .
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1.5 H . Non-fire new users who relinquish a radio frequency to
161 the Fire Services in return for use of the SYSTEM, shall
17 not be subject to removal as described in Section 6. E . ,
18 above. Such non--fire new users may only be removed if a
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19 , suitable replacement radio frequency is obtained and such
20 , removal is agreed to by said non- fire new user . Radio
21 frequency as referred to in this section shall include any
22 , of the following:
23 1 ) An 800 MHz radio frequency that can be added to the
24 SYSTEM.
25 2) radio frequency in any baud which may be used for
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voice or data communications for the benefit of the
27 Fire Services .
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Revision Pa a 11 of 15
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1• i\�'St>,,�;?.,tl.at?�}:.':...)...,v,:v,.�• V'�,:i�2 1"+`�,h,. ...r •�'^ r), �
IWWITNBSS WHEREOF, the p4rties hereto have hereunto set their
2 hen`ds 'and seals on the date set forth opposite their respective
signatures on. identical counterparts of this instrument , each of
3 which shall for all purposes be deemed an original thereof .
DATED , �,-_ .?- 19f� COUNTY OF ORANGE ,
5 1 - a body politic and corporate !
7 Chairman of the Hoard-of Superxsors
$ Signed and certified that a copy of
1 this document has been delivered to
9 ' the Chairman of the Board
loll --------
11 ,� Linda D . Roberts
Clerk of the . Board of Supervisors
211 County of Orange , California
I
t... I
D A T E D : .�C'��_G/��1, ..�Q 19 8S - C I T Y 0 F'
1 a municipal cor�ratlon
15 ATTEST:
-
16 --• -- - MA"
ail City clerk
x$ '
19
p`proved As To Form: APPR Yr
a:n`s`on-
21
CouYity Coucsel Q
City Administrator.
Approv d aka To For, � _ -- _ _-----'-- _ _--
_ _
23
__ - - Raymond C. P i card
City A torney. f,i Firs: Chief
24
25
26
27.
28
Revision 1 Page 14 of 15
1 Exhibit A
2 800 MHz hire Communications System
SYSTEM Backbone Cost Per USER
3
USER S0 . MI . 1 EQUIP 2 % OF SHARED
4 COST COST
l
5 COUNTY OF ORANGE 342 . 77 517 45 . 80 t 1 , 056, 908
6 CI'TIES OF: 1
7 ANAHEIM 54 . 35 80-1/4 7 . 19 165 , 984
8 BREA 23. 30 •29 2 . 87 66 , 146 t
9 BUENA PARK 10. 51 43 2 . 50 57 , 585
10
COSTA MESA 15 . 95 29 2 . 33 53 , 765
11 ; 2 FOUNTAIN VALLEY 9. 80 21-1/3 1 . 57 3I , ..9A
12 FULLERTON 22 . 40 43 3 . 36 i7 , 615
13 GARDEN GROVE 18. 04 44-1 /4 3 . 10 71 , 429 f
14 HUNTINGTON BEACH 29. 30 86- 1/3 5 . 61 109 , 428
151 LAGUNA BEACH 6. 40 21 1 . 31 30 , 258
16 LA HABRA 7 . 55 22 1 . 44 33, 122
17 NEWPORT BEACH 22 . 90 31 3 . 72 85 , 8716 �
18 ORANGE. 62 . 90 68--1/4 7 . 34 169 , 257
•
19 SAN CLEMENTE 17 . 32 30 2. 47 57 , 000
20' SANTA ANA 27 . 33 ill 6 . 46 148, 986
2I STANTON 3 . 38 18-1/4 0 . 98 22 , 620
221 WESTMINSTER 10 . 70 29-•1/3_µ _ 1 . 96 �._._.._...___- 45 , 230 ,
23 COLUMN TOTALS 684 . 9 1244 100. 00 2, 307 , 504
24 Spheres ' of influence as shown on LAFCO map dated 1984 . Spheres
of influence include both incorporated and unincorporated area
25 for each USER.
= SYSTEM Field Equipment - Quantity of mobile radios , portable
radios , base stations , and dispatch center3 .
2'7
SYSTEM Backbone shared cost - Includeu tax and Installation
28 displayed to the nearest dollar , curried to ten places
Revision 1 Page 15 of 15
l� 4 � .--
REQUEP FOR CITY COUN C19ACTION a- s
Date _,._. !`Iy6'Mhn_r 5.12B5
Submittod to: APPB.OYBD BY CITY COUNCIL
Honorable Mayor and City Council
Submitted by: Charles W. Thompson, City Administrat r
Prepared bj►: Raymond C. Picard, Fire Chief-7 .;>
� CITY rLrxy- y�
Subject: ORANGE COUNTY COORDINATED FIRE COMMUNICATIONS SYSTEM
Consistent with Council Policy? Yes ( j New Policy or Exception
Statement of Issue, Recommendation, Analysis, Funding Source, i ilternative Actions, Attachments:
STATEMENT OF ISSUE:
A joint agreement is required between all users of the new 600 1,&A7 fire radio system for the
purpose of establishing joint operational policy, funding and user requirements
RECOMMENDATION:
Approve the "Joint Agreement for the Implementation nrri Operation of the Orange County
Coordinated Fire Communications System Between the City of Huntington Beach and the Cos.-nty
of Orange:'
ANALYSIS:
The development of the new Orange County Fire Communications System tins been underway for
many years. The system has been approved and budgeted by the City Council. The purpose of the
new system is to eliminate major deficiencies and improve productivity.
The joint sherIng backbone costs have been fully negotiated and cgreed to by all parties. The City
of Huntington Beech1v share of the backbone portion of the system is $ 129,420. 1 he city also has
the option to participate In a joint venture financing program with the. County of Orange for the
purchase of both the backbone and local city equipment costs. The city's funds Ise,ve been budgeted
and will be encumbered as purchase: orders are Imued on the city's behalf. TI)e Monies; will be held
in an encumbered state end payments made as joint funding payments come due..
This agreement also permits other governmental agen.les; to join the system If and when ndditionai
joint venture use becomes productive and cost effective. The system will be controlled to Insure
fire service priorities.
FUNDING SOURCE:
The project, backbone portion and mobile equipment costs; are budgeted in the current budget,
account number 30268CL
ALTERNATIVE ACTIONS:
Realistically, there are: none. This agreement hiss been fully negotiated and unanimously endorsed
by ell cities and the County of Orange.
`ATTACHMENTS:
Joint agreement.
CWT/RCP/sr
3209f
RIO M +t