HomeMy WebLinkAboutStaff Report 393-07TO:
City of Palo Alto
City Manager’s Report
HONORABLE CITY COUNCIL 6
FROM:CITY MANAGER DEPARTMENT: POLICE
DATE:
SUBJECT:
OCTOBER 22, 2007 CMR:393:07
ADOPTION OF A BUDGET AMENDMENT ORDINANCE IN THE
AMOUNT OF $54,000 TO INCREASE CAPITAL IMPROVEMENT
PROJECT (TE-06002) AND ACCEPTANCE OF A GRANT FOR $54,000
FROM THE STATE OF CALIFORNIA’S 9-1-1 EM]~RGENCY
COMMUNICATIONS OFFICE
RECOMMENDATIONS
Staff recommends Council:
Adopt the attached Budget Amendment Ordinance (BAO) in the amount of $54,000 that amends
the 2007-08 budget to increase Capital Improvement Program (TE-06002) 9-1-1 Emergency
Phone System Upgrade.
Accept the award of $54,000 in State grant funds from the State of California’s 9-1-1
Emergency Communications Office.
BACKGROUND
The Palo Alto Police Department’ s Communications Center provides emergency 9-1-1 services for the
City of Palo Alto and Stanford University. The 9-1-1 system is a specialized stand-alone system that
enables the Palo Alto Police Department’s Communications Center to receive 9-1-1 calls from
througl~out the City and the Stanford Campus. The Center is capable of receiving wire line, wireless
and voice over intemet protocol (VoIP) calls directly through its 9-1-1 trunks. The existing system,
installed in 2001, is nearing the end of its functional life cycle.
The State of California’s Emergency Communications Office provides funding for the periodic
replacement of 9-1-1 equipment for public safety communication centers throughout the State. The
initial funding amount approved by Council in 2005-06 Capital Improvement Program (CIP) TE-06002,
9-1-1 Emergency Phone System Upgrade, was $324,000. The State is providing an additional $54,000,
accrued in 2006, that can be used in the CIP.
CMR:393:07 Page 1 of 3
DISCUSSION
As a primary Public Safety Answering Point (PSAP), the Palo Alto Police Department’s Emergency
Comrnunication Center receives funding from the State of California’s 9-1-1 Emergency
Communications Office for the periodic replacement and upgrade of the 9-1-1 phone system. The
funding from the State is based on the number of 9-1-1 calls received by the PSAP. Under the State’s
formula, Palo Alto accrues $54,000 a year. During the period from 2000-2005 Palo Alto accrued a total
of $324,000. In 2005-06 Council approved that amount in CIP TE-06002 for the 9-1-1 system
replacement project. An additional $54,000 was accrued in 2006. Staff is seeking to add the additional
funding to the $324,000 for a total of $378,000. Per State regulations, funding not used for the 9-1-1
phone system can be used for other 9-1-1 related equipment and furniture. Any funds not used by the
City would revert to the State.
Palo Alto has also accrued $54,000 this year (2007). Stafffelt it would be prudent to move this funding
to the next replacement cycle which would enhance the allotment for the 9-1-1 equipment in the new
Public Safety Building. Palo Alto successfully appealed to the State and received permission to credit
this funding to future 9-1-1 equipment replacement costs.
The project will completely replace the 9-1-1 phone system with new hardware and software. The
funding will be used to upgrade the 9-1-1 system to accommodate recent changes in technology and the
growing nmnber of communication devices capable of accessing the 9-1-1 network. These devices
include laptops enabled with soft phones, nomadic VoIP devices and, potentially, VoIP enabled cell
phones using Wi-Fi networks. The contract for the equipment and software replacement has been
awarded to AT&T and $189,000 of the funding has been encumbered for that contract. In addition, the
project will replace the specialized workstations in the 9-1-1 center ($80,000 encumbered), upgrade the-
radio console ($16,000 encumbered), and purchase a net clock for use by the 9-1-1 center and the City
network. The grant will also fund improvements to the City’s GIS system for public safety. Other minor
upgrades such as chairs and carpet are included in the project. The City intends to purchase all the
equipment, furniture and software directly from the vendors and receive reimbursement from the State.
This process has been approved by the State 9-1-1 Office.
RESOURCE IMPACT
The attached BAO requests an additional appropriation of revenues and expenses in the amount of
$54,000 for CIP TE-06002 (Project).
In FY 2005-06, Council adopted an initial appropriation of $324,000 for the upgrade of this Project.
The additional BAO will bring the total appropriation to $378,000. The State of California
Communications Office will provide funding for the total costs of the Project. The Project has no
impact on the City’s finances.
CMR:393:07 Page 2 of 3
ATTACHMENTS
Attachment A - C~ TE-06002
Attachment B - Budget Amendment Ordinance
PREPARED BY:
DEPARTMENT HEAD:
C~-IARLES CULLEN ~? ~
Supe~~or~al Services
Police Chief
CITY MANAGER APPROVAL:~SON
Assistant City Manager
CMR:393:07 Page 3 of 3
IP
Description: The 9-1-1 Emergency phone system, also known as
Customer Premise Equipment (CPE) is one year beyond the normal five-
year replacement cycle. This project will upgrade the system to
accommodate the recent changes in technology and the growing number of
communication devices capable of accessing the 9-1-1 network.
Justification: In the past five years, telecommunications technology has
changed dramatically. There are now devices, in addition to wire line
phones, that are capable of accessing the 9-1-1 network. These include cell
phones, voice over Internet Protocol (Vo12) phones and, in the foreseeable
future, laptops and PDAs. It is critical that the City’s 9-1-1 Emergency
Communications Center accept, analyze, and quantify, these various 9-1-1
calls from citizens in Palo Alto and Stanford University.
CIP FACTS:
¯ Timeline: FY 2005-2008
o Managing Department: Administrative Ser-
vices
IMPACT ANALYSIS:
o Environmental: Project is categorically exempt
from CEQA under 15301
o Operating: Ongoing maintenance included in
Police Department budget
PY Budget
PY Actuals as of 06/30/2007
$324,000
$15,707
Pre-Design Costs
Design Costs
Construction Costs
Other
Revenues:
Source of Funds:
’ 54,0001 I t $54,000
$54,000
$54,000
! Techno ogy Fund w th the fo owing reimbursements: State Grant ($54 000)
2005-07 Budget City of Palo Alto~_. , ~ ~
SECTION 3. The sum of Fifty Four Thousand Dollars ($54,000) is
hereby appropriated to CIP Project TE-06002, 9-1-1 Emergency Phone
System Upgrade.
SECTION 4. As specified in Section 2.28.080(a) of the Pa!o Alto
Municipal Code, a two-thirds vote of the City Counci! is required to
adopt this ordinance.
SECTION 5. As provided in Section 2.04.330 of the Pa!o Alto
Municipal Code, this ordinance shal! become effective upon adoption.
SECTION 6. The Council of the City of Palo Alto hereby finds
that this project is exempt from the provisions of the California
Environmental Quality Act, and therefore, no environmental impact
assessment is necessary.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk
APPROVED AS TO FORM:
Mayor
City Manager
City Attorney
Police Chief
Director
Services
of Administrative