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HomeMy WebLinkAboutCORPORATION YARD - Communications Maintenance Facility - Cap �y j- 4.ocue4ru 6QA� REQUEST POR CITY CODNCIL ACTION Date Apnil 19, 1993 Submitted to: Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, City AdministriLtO VED BY CITY COUNCIL Prepared by: Ronald E. Lowenberg, Chief of Police. Lou Sandoval, Public Works Director Subject: COMMUNICATIONS MAINTENANCE FACILITY a. ...7 T, _ E;TY CLL Consistent with Council Policy? [B] Yes [ ] New Policy or Exception Statement of Issue, Recommended Action, Analysis, Funding Source, Alternative Actions, 7 Attachments: aw STATEMENT OF. ISSUE The City of Huntington Beach is currently building a Communications Services Shop to maintain and repair radio and telecommunications equipment for Police, Fire, Lifeguards, and Public Works, and also sell excess service to the Cities of Seal Beach, Fountain Valley and Westminster. A modular building is currently being constructed in the upper lot at City Yard Headquarters and will provide service bays required to service the equipment at that location. The approximate size of this building is 1200 square feet, which will provide two indoor bays for repair and maintenance of vehicles during inclement weather. The basic cost of the building was approximately $55,000. An additional amount of $22, 656 is required to complete the facility. The additional funding is required to complete the following items: A. Furnish and install three plumbing fixtures - - - - - $ 750. B. Furnish and install bathroom partition and door - - - 358. C. Furnish and install 602 feet of vinyl tile flooring - 1,800. D. Furnish and install roll-up metal door - - - - - - 1,773 . E. Furnish and install an electrical heater - - - - - - 2 ,475. F. Construct concrete ramp to meet ADA requirements - - 500. G. Install all sewer, gas, telephone and electrical utilities. Estimate - - - - - - - - - - - - - - - - 15, 000. Total- $22 , 656. Page Two REQUEST FOR CITY COUNCIL ACTION/CONKUNICATIONS MAINTENANCE FACILITY RECOMMENDED ACTION Transfer $22,656 from General Fund Reserve Account to the Systems Group Capital Improvement account to cover the additional cost of construction. It is anticipated after expenses, a net revenue will equal $129,971 benefit to the city. ANALYSIS Currently there is no available shop space at the City Yard facility. The City Yard facility is located in an ideal position since it is centrally located to all police, fire, and public works equipment. Repair and maintenance services can easily be sold to other cities in our vicinity and generate revenue for the City of Huntington Beach since there is no other alternative, as outside labor rates can exceed $90 an hour by such companies as Motorola, General Electric, etc. The cities in our vicinity have been contracting their maintenance with the County of Orange, and repair will be a standardized process since most equipment is similar. FUNDING SOURCE General Fund Reserve. ALTERNATIVE ACTION 1. Complete Communications building without finishing the interior and deleting bathroom from location. 2 . Continue to contract radio service with the County and other companies such as Motorola, General Electric, etc. ATTACHMENTS 1. F.I.S. REL:RH:bmr HCITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: ROBERT J. FRANZ, Deputy City Administrator SUBJECT: INCREASED APPROPRIATION TO COMPLETE CONSTRUCTION OF COMrIUUNICATIONS SERVICE SHOP, FIS 93-51 DATE: APRIL 6, 1993 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $22,656 to fund the increased costs of completing the construction of the Communications Services Shop. Upon approval of the City Council , the balance of the undesignated, unreserved General Fund would be reduced to $4,529,000 plus an additional 6,738,000 which is reserved from the AB 702 (PERS) credits. ROBERT Z Deputy9. y ministrator RJF:skd WPADSERT:1372 Gam, �� �.. ."J ', � �� � � S ��Xo ]''nR r = COUNC 31 L ACTION APPROVED BY CITY COUNCIL Date October 5 1992 dLat--„ cI CI. K , Submitted to: Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, City Administra Prepared by: Ronald E. Lowenberg, Chief of Police Lou Sandoval, Public Works Director Subject: COMMUNICATIONS MAINTENANCE FACILITY Consistent with Council Policy? [X] Yes [ ] New Policy or Exception Statement of Issue, Recommended Action, Analysis, Funding Source, Alternative Actions, Attachments: �AA pi✓ STATEMENT OF ISSUE The City of Huntington Beach as well as surrounding communities of Seal Beach, Fountain Valley, and Westminster have a substantial amount of radio equipment that requires maintenance and repair to maintain effective operation. Prior to July 1, 1988, the County had provided radio maintenance service at no charge to the cities within the County of Orange. After July 1, 1988, the County started charging hourly rates, which have continued to escalate to today' s current rates, which are in excess of $55 per hour. Each year the County GSA staff members have increased the radio maintenance fees, which has had a significant impact on department budgets within the City of Huntington Beach. The City of Huntington Beach will very easily spend in excess of $96, 829 during FY 92/93 . We would request to build a communications services shop to maintain and repair radio and telecommunications equipment for Police, Fire, Lifeguards, and Public Works and also sell excess service to the cities of Seal Beach, Fountain Valley, and Westminster. A modular building would be constructed in the upper lot at City Yard headquarters and provide the service bays required to service vehicles at that location. The approximate size of this building is 1200 square feet, which will provide two indoor bays for repair and maintenance of vehicles during inclement weather. The cost of the required improvements is approximately $55, 000 . RECOMMENDED ACTION Transfer $55, 000 from the General Fund reserve account to the Systems Group Capital Improvement account to cover the cost of construction. It is anticipated after expenses, a net revenue generation will equal $129 ,971 benefit to the City. 9 , RSA ~ Communications Maintenance Facility Page 2 ANALYSIS Currently, there is no available shop space at the City Yard facility. The City Yard facility location is ideal since it ' s centrally located to all Police, Fire, and Public Works equipment. The City Yard facility location is also ideal for receiving incoming equipment from other cities such as Seal Beach, Fountain Valley, and Westminster. Repair and maintenance services can be very easily sold to these other cities in our vicinity and generate revenue for the City of Huntington Beach since there is no other alternative, as outside labor rates can exceed $90 "an hour by such companies as Motorola, General Electric , etc . The cities in our vicinity have been contracting their maintenance with the County of Orange, and repair will be a standardized process since most equipment is similar. FUNDING SOURCE General Fund Reserve ALTERNATIVE ACTIONS) 1 . Relocate communications services facility to another location. 2 . Continue to contract radio service with the County and other companies such as Motorola, General Electric, etc . , without providing a coordinated maintenance and integration of existing radio systems . ATTACHMENT(S) 1. FIS 2. Additiorial information CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: DAN T. VILLELLA, Acting Deputy City Administrator SUBJECT: REQUESTED FUNDING TO CONSTRUCT A COMMUNICATIONS FACILITY, FIS 93-05 DATE: JULY 22, 1992 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $55,000 for the purposes of building a Communications Services Shop to serve the needs of the Police, Fire and Public Works Departments as relating to the maintenance and repair of Radio and Telecommunications Equipment. Upon approval of the City Council , the balance of the unaudited, undesignated General Fund would be reduced to $5,040,000. CTA /. N T. ILLELL Acting Deputy City Administrator DTV:skd WPADSERT:1021 CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH To HONORABLE MAYOR AND CITY From ROGER VW. HAM COUNCIL MEMBERS Public Safety Information Systems Manager Subject ADDITIONAL INFORMATION REQUESTED Date September 15, 1992 BY COUNCILMAN MacALLISTER IN REFERENCE TO THE COORDINATED CITYWIDE RADIO MAINTENANCE PROGRAM Introduction At the August 3 City Council meeting, Councilman MacAllister requested more information on the project to build a 1,200 square foot communications maintenance facility building at city yard for a cost of $55,000 . Councilman MacAllister has requested that we not only evaluate hourly rates of outside service contractors but have them bid on a total repair and maintenance program. Informal bids were requested from major vendors in the Los Angeles and Orange County area to provide communications maintenance services to the City of Huntington Beach. Councilman MacAllister also wanted us to compare these rates to our expenditures of providing two Communications Technicians, associated tools, parts, and communications facility expenses . Statement of Issue To establish cost of outside contractors providing an effective maintenance program for the repair and maintenance of Police, Fire, and Public Works radio equipment in a timely manner. Vendors were asked to give a total monthly charge plus hourly rates for fixed, mobile, and console radio equipment. Vendors were also asked to define response time and any restrictions that they may have on the maintenance of existing Police, Fire, and Public Works radio equipment. Analysis The Public Safety Systems Group solicited bids from five major radio repair service contractors in the Los Angeles and Orange County area. Three of the five vendors responded with complete bids and defined exclusions to their contracts. Honorable Mayor and City Council Members September 15, 1992 Page 2 ADVANCED ELECTRONICS Four-hour response time; three-day turnaround on KDTs; 130 radios not qualified for any maintenance by Advanced Electronics and may only be repaired at time and materials charges. Customer pays for all parts, batteries, and antennas . Rate for City of Huntington Beach $16,007 a month; $192,084 per year. Shop rate - $88 per hour; field rate - $98 per hour. MOTOROLA SERVICE CENTER Four-hour response time; three-day turnaround time for KDT repair. Customer pays for all parts, batteries, and antennas. No exclusions of any radio equipment. Rate for City of Huntington Beach - $13, 300 per month; $159,600 per year; shop rate - $90 per hour; field rate - $90 per hour. MOBILE COMMUNICATION SERVICES Four-hour response time. Customer pays for all parts, batteries, and antennas . $10, 371 per month; $124,452 per year; shop rate - $75 an hour; field rate - $85 an hour. Two other bidders returned incomplete bids and provided hourly rates of $75 to $125 per hour. These maintenance contracts did not include any 8 installations or modifications to existing radio equipment. Also not included was troubleshooting of in-house security, video, intercom, or jail security systems . • . Honorable Mayor and City Council Members September 15, 1992 Page 3 The summary of start-up facility costs for the communications facility are as follows: Building and structure $55, 000 New technician's addition of tools and minor test equipment 1,500 Work benches and interior cabinets 1, 850 Additional parts inventory 2 ,050 A total one-time cost $60,400 Summary of Annual Recurring Costs that directly apply to radio maintenance: Two technicians with benefits 95,420 per year Utilities 1, 050 per year Replacement tools and test equipment 1,250 per year TOTAL $97,720 per year I After the initial $60,500 is spent to set up the communications facility, the City will save between approximately $26, 732 and $64 , 180 per year and be able to generate an estimated $80,852 a year in revenue from other cities . The total net benefit to the City ranges between $107,584 to $145,032 per year. One of the technicians is currently a permanent employee and provides radio maintenance and repair for the Police Department. The additional technician will provide the team needed to implement the coordinated radio maintenance program. Honorable Mayor and City Council Members September 15, 1992 Page 4 Alternatives The only alternative available would be to relocate the communications facility in an existing building in the proximity of the city yard facilities . This would save the $55,000 in initial building and structure costs . Recommendations The Public Safety Systems staff believes that the prudent recommendation would be to build a stand-alone radio maintenance facility and to maintain all Police, Fire, Public Works , and Lifeguard radio equipment. Any extra service time would be used to sell services to our surrounding cities and generate extra revenue. Outside contractors do not provide acceptable response times to public safety needs . Also, the City will be unable to control the purchasing of parts, batteries, and antennas since they will be purchased outside government purchasing contracts, and thus increased costs may be incurred. The coordinated radio maintenance program provides better maintenance and system coordination while reducing costs of maintenance and operations . RWH:aa Y 46h RE QU E S T F OR C I TY C OUNC I L ACT 2 ON Date August 3 , 1992 Submitted to: Honorable Mayor and City Council Submitted by: Michael T. Uberuaga, City Administra Prepared by: Ronald E. Lowenberg, Chief of Police Lou Sandoval, Public Works Director Subject: COMMUNICATIONS MAINTENANCE FACILITY Consistent with Council Policy? [X] Yes [ ] New Policy or Exception Statement of Issue, Recommended Action, Analysis, Funding Source, Alternative Actions, Attachments= ��✓ STATEMENT OF ISSUE The City of Huntington Beach as well as surrounding communities of Seal Beach, Fountain Valley, and Westminster have a substantial amount of radio equipment that requires maintenance and repair to maintain effective operation. Prior to July 1, 1988, the County had provided radio maintenance service at no charge to the cities within the County of Orange . After ' July 1, 1988, the County started charging hourly rates, which have continued to escalate to today' s current rates, which are in excess of $55 per hour. Each year the County GSA staff members have increased the radio maintenance fees, which has had a significant impact on department budgets within the City of Huntington Beach. The City of Huntington Beach will very easily spend in excess of $96, 829 during FY 92/93 . We would request to build a communications services shop to maintain and repair radio and telecommunications equipment for Police, Fire, Lifeguards, and Public Works and also sell excess service to the cities of Seal Beach, Fountain Valley, and Westminster. A modular building would be constructed in the upper lot at City Yard headquarters and provide the service bays required to service vehicles at that location. The approximate size of this building is 1200 square feet, which will provide two indoor bays for repair and maintenance of vehicles during inclement weather. The cost of the required improvements is approximately $55, 000 . RECOMMENDED ACTION Transfer $55, 000 from the General Fund reserve account to the Systems Group Capital Improvement account to cover the cost of construction. It is anticipated after expenses, a net revenue generation will equal $129 , 971 benefit to the City. g 1�. RCA - Communications Maintenance Facility Page 2 ANALYSIS Currently, there is no available shop space at the City Yard facility. The City Yard facility location is ideal since it ' s centrally located to all Police, Fire, and Public Works equipment . The City Yard facility location is also ideal for receiving incoming equipment from other cities such as Seal Beach, Fountain Valley, and Westminster. Repair and maintenance services can be very easily sold to these other cities in our vicinity and generate revenue for the City of Huntington Beach since there is no other alternative, as outside labor rates can exceed $90 an hour by such companies as Motorola, General Electric , etc . The cities in our vicinity have been contracting their maintenance with the County of Orange, and repair will be a standardized process since most equipment is similar. FUNDING SOURCE . General Fund 'eE.5efiL;Z ALTERNATIVE ACTION(S) 1 . Relocate communications services facility to another location. 2 . Continue to contract radio service with the County and other.... companies such as Motorola, General Electric, etc . , without providing a coordinated maintenance and integration of existing radio systems . ATTACHMENT(S) 1. FIS REL:RWH:DWK:aa V �.., V HO CITY OF HUNTINGTON BEACH I NTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: MICHAEL T. UBERUAGA, City Administrator FROM: DAN T. VILLELLA, Acting Deputy City Administrator SUBJECT: REQUESTED FUNDING TO CONSTRUCT A COMMUNICATIONS FACILITY, FIS 93-05 DATE: JULY 22, 1992 - As required by Resolution 4832, a Fiscal Impact Statement has been prepared for the proposed appropriation of $55,000 for the purposes of building a Communications Services Shop to serve the needs of the Police, Fire and Public Works Departments as relating to the maintenance and repair of Radio and Telecommunications Equipment. Upon approval of the City Council , the balance of the unaudited, undesignated General Fund would be reduced to $5,040.000. y N T. VILLELLK Acting Deputy City Administrator DTV:skd WPADSERT:1021 I� - 13 FILE GUIDE Please file this document in: Category: Label : k� �kx Established file +' New file - see _. . Other: 0846I