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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 10/15/2013 - SECOND READING OF ORDINANCE NO. 133, 2013, APPROPRAgenda Item 11 Item # 11 Page 1 AGENDA ITEM SUMMARY October 15, 2013 City Council STAFF Wayne Sterler, Utilities Health Safety & Security Manager SUBJECT Second Reading of Ordinance No. 133, 2013, Appropriating Prior Year Reserves in the Light & Power, Water, Wastewater and Stormwater Funds for the 800 MHz Radio Communication System Capital Project. EXECUTIVE SUMMARY This Ordinance, unanimously adopted on First Reading on October 1, 2013, appropriates funding for the purchase and installation of an 800 MHz radio system for the Utilities Department. This system is similar to that used by police, fire and emergency medical personnel, and other Front Range utilities and will also allow for better communications between agencies during emergencies. STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on Second Reading. ATTACHMENTS 1. First Reading Agenda Item Summary, October 1, 2013 2. Ordinance No. 133, 2013 COPY COPY COPY ATTACHMENT 1 DATE: October 1, 2013 STAFF: Wayne Sterler AGENDA ITEM SUMMARY FORT COLLINS CITY COUNCIL 11 SUBJECT First Reading of Ordinance No. 133, 2013, Appropriating Prior Year Reserves in the Light & Power, Water, Wastewater and Stormwater Funds for the 800 MHz Radio Communication System Capital Project. EXECUTIVE SUMMARY The purpose of this item is to appropriate funding for the purchase and installation of an 800 MHz radio system for the Utilities Department. Conversion of the former wide-band system to a narrow-band system was completed at the beginning of 2013. The narrow-band system is not meeting the Utilities' safety and communications needs for field personnel and infrastructure protection. STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on First Reading. BACKGROUND / DISCUSSION On January 1, 2013, the Federal Communications Commission mandated that all of Utilities’ radio frequencies be “narrow-banded”. The Utilities’ radio system was previously a wide band system and was converted as mandated. Staff immediately saw a loss of quality and reliability of radio communications. There are 282 radios in use by Utilities personnel. Volume levels were effectively cut in half, and transmission and reception became sporadic and unreliable, significant static was introduced, and volume levels varied from radio to radio. Radio communications are vital for employee safety and system reliability. Use of the radio system whenever activity is taking place on the utility system insures all employees are aware of the activity occurring and the status of the system. The narrow-band system has created a situation where clear communication is lost, which means employees working on the system are not aware of all relevant situations potentially affecting them. A temporary solution has been provided by a vendor, and communication quality has been partially restored. This is not an acceptable long-term solution, however. In consultation with communications advisors, staff has determined the best long-term solution for meeting safety, reliability, quality, and maintenance requirements is to purchase an 800 MHz radio system. This system is similar to that used by police, fire and emergency medical personnel, and other Front Range utilities and will also allow for better communications between agencies during emergencies. Funding for the system is not available from the current Utilities’ budgets. With City Council approval of the needed appropriation, staff can begin the transition to the 800 MHz radio system immediately. FINANCIAL / ECONOMIC IMPACTS The total cost of the 800 MHz system to serve all Utilities personnel and locations is $1,460,665. This will be allocated to the four funds based on radios required. The split in costs between the four funds is as follows: $648,325 Light and Power $512,610 Water $240,920 Wastewater $ 58,810 Stormwater Reserves are available for the appropriation in all funds. In addition, there are annual fees associated with each radio on the system. The fees are $50 per radio, per year. Current appropriations will be utilized to pay the fees in 2014. ORDINANCE NO. 133, 2013 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROPRIATING PRIOR YEAR RESERVES IN THE LIGHT & POWER, WATER, WASTEWATER AND STORMWATER FUNDS FOR THE 800 MHZ RADIO COMMUNICATION SYSTEM CAPITAL PROJECT WHEREAS, in January 2013, the Federal Communications Commission mandated that all of the Fort Collins Utilities ‘ Department radio frequencies be “narrow-banded”; and WHEREAS, the Utilities radio system was previously a wide-band system and was converted as mandated; and WHEREAS, following the conversion, the radio system volume levels were effectively cut in half, transmission and reception became sporadic and unreliable, significant static was introduced, and individual radio volume levels varied from unit to unit; and WHEREAS, a temporary solution has been provided by a vendor, and communication quality has been partially restored, but an acceptable, long-term solution is still needed; and WHEREAS, in consultation with communications advisors, Utilities has determined that the best long term solution for meeting safety, reliability, quality, and maintenance requirements is to purchase an 800 MHz radio system, similar to that used by police, fire and emergency medical personnel and other Front Range utilities; and WHEREAS, there are 282 radios in use by Utilities personnel and the total cost of the 800 MHz system to serve all utilities personnel and locations is $1,460,665, which amount will be allocated to the four Utilities funds based on radios required for each Utilities division; and WHEREAS, there will be annual fees associated with each radio on the system of $50 per radio per year; and WHEREAS, current appropriations will be utilized to pay the fees in 2014; and WHEREAS, Article V, Section 9 of the City Charter permits the City Council to appropriate by ordinance at any time during the fiscal year such funds for expenditure as may be available from reserves accumulated in prior years, notwithstanding that such reserves were not previously appropriated; and WHEREAS, City staff recommends appropriating $648,325 from prior year reserves in the Light & Power Fund, $58,810 in the Stormwater Fund, $240,920 in the Wastewater Fund, and $512,610 in the Water Fund for a total amount of $1,460,665 to be used for the purchase and installation of an 800 MHz radio system for the Utilities Department to benefit the citizens of the City. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That there is hereby appropriated for expenditure from prior year reserves in the Light & Power Fund the sum of SIX HUNDRED FORTY-EIGHT THOUSAND THREE HUNDRED TWENTY-FIVE DOLLARS ($648,325) to be used for or the purchase and installation of an 800 MHz radio system to benefit the citizens of the City. Section 2. That there is hereby appropriated for expenditure from prior year reserves in the Stormwater Fund the sum of FIFTY-EIGHT THOUSAND EIGHT HUNDRED TEN DOLLARS ($58,810) to be used for or the purchase and installation of an 800 MHz radio system to benefit the citizens of the City. Section 3. That there is hereby appropriated for expenditure from prior year reserves in the Wastewater Fund the sum of TWO HUNDRED FORTY THOUSAND NINE HUNDRED TWENTY DOLLARS ($240,920) to be used for or the purchase and installation of an 800 MHz radio system to benefit the citizens of the City. Section 4. That there is hereby appropriated for expenditure from prior year reserves in the Water Fund the sum of FIVE HUNDRED TWELVE THOUSAND SIX HUNDRED TEN DOLLARS ($512,610) to be used for or the purchase and installation of an 800 MHz radio system to benefit the citizens of the City. Introduced, considered favorably on first reading, and ordered published this 1st day of October, A.D. 2013, and to be presented for final passage on the 15th day of October, A.D. 2013. __________________________________ Mayor ATTEST: _______________________________ City Clerk Passed and adopted on final reading on the 15th day of October, A.D. 2013. __________________________________ Mayor ATTEST: _______________________________ City Clerk