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THE CITY OF pLE ASANTONC CITY COUNCIL AGENDA REPORT September 21, 2010 City Manager TITLE: CONSIDER APPROVING PROJECT OPERATING AGREEMENT WITH EAST BAY REGIONAL COMMUNICATIONS SYSTEM AUTHORITY SUMMARY The cities of Pleasanton and Livermore jointly own, operate and share in the cost of an 800MHz radio communications system that was purchased in 1993. While this system has performed satisfactorily, its technology is outdated and it is in need of overhaul. In early 2007 as Pleasanton and Livermore were exploring replacement/upgrade options, public service agencies in Alameda and Contra Costa counties also began exploring the feasibility of a two county wide coordinated radio system that would enable radio users to communicate seamlessly across jurisdictional lines within the two counties. The end result of that effort was the formation of the East Bay Regional Communications System Authority (EBRCSA), which Pleasanton joined in later 2007. Since that time, the EBRCSA has been designing, installing and seeking funds to cover the cost of implementing the radio system. EBRCSA has completed its final system design, provided cost information to its member agencies and is requesting that its members approve a Project Operating Agreement related to funding and operating the system. This report outlines the City's options for participating in the financing of the system and authorizes funding consistent with Pleasanton's share. RECOMMENDATION 1. Approve the Project Operating Agreement for the East Bay Regional Communications System Authority (Attachment A) and authorize the City Manager to execute same, as may be amended to reflect minor edits to the final document. 2. Authorize the expenditure of $512,940 to pay Pleasanton's share of the EBRCSA radio system infrastructure, a monthly payment of $29.17 per radio (estimated to be $116,213 /annually) once the system is operational, an estimated $750,000 to purchase radios compatible with the new EBRCSA system and an estimated $300,000 needed to address radio coverage deficiencies that may be needed to addresses weak reception areas. FINANCIAL STATEMENT Funding for the project will come from the City Equipment Replacement Fund (042900) which has approximately $2.75 million reserved for replacement of the radio system. 15