HomeMy WebLinkAboutORD-2024-040-Procurement of Replacement Radio Infrastructure for Fire and EMS Paging and Approval of Budget Amendment #3-A ORD-2024- 040
t ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date : November 19 , 2024
Action Agenda
Item No . 8 -f
SUBJECT : Procurement of Replacement Radio Infrastructure for Fire and EMS Paging and
Approval of Budget Amendment # 3 -A
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DEPARTMENT : Emergency Services
ATTACHMENT ( S ) : INFORMATION CONTACT .
Motorola Solutions Proposal with Kirby Saunders , Emergency Services
Certification of Award Director , 919 -245 - 6123
Christopher Ward , Division Chief —
Public Safety Communications , 919 -
245 - 6139
PURPOSE : To approve the purchase of replacement radio system infrastructure for Fire and
Emergency Medical Services ( EMS ) paging and to approve Budget Amendment #3 -A .
BACKGROUND : Fire and EMS agencies within Orange County rely on a conventional radio
system for paging to alert them and their personnel of emergency calls . The system predates
Orange County ' s migration of its public safety radio communications to the statewide VIPER
system and provides for cost efficient paging especially for volunteer departments that may not
be able to afford VIPER radios for all personnel . The current system is decades old and well
beyond its useful life . This replacement was initially anticipated as one component of the $ 32
million VIPER tower replacement project scheduled in FY 2027 -28 . However , recent issues with
system coverage , degraded reception , and equipment failure necessitate expedited replacement
of this system .
Emergency Services staff reviewed and selected a proposal from Motorola Solutions , Inc . using
North Carolina State Term Contract 725G for a conventional VHF two site simulcast system to
replace the existing conventional paging infrastructure . The proposed solution is estimated to
improve paging coverage throughout the County and be more servicable over the life of the
equipment . Additionally , the proposal provides for ongoing maintenance of the system
infrastructure .
The total cost of the required hardware , installation services , and Year 1 maintenance is
$ 494 , 300 . These costs can be covered by available funds in the Orange County Bidirectional
Antenna ( BDA) upgrade project as that project is projected to be completed significantly under
budget .
The proposed Budget Amendment #3 -A amends the following project ordinances , reallocating
funds already in the County Capital Fund .
VIPER Radio Tower Construction ($494, 300) - Project # 17005
Revenues for this project :
Current FY 2024 -25 FY 2024 -25
FY 2024 -25 Amendment Revised
Transfer from General Funds $200 , 000 $ 0 $ 2001000
Debt Financing $ 0 $ 4941300 $4941300
Total Project Funding $ 200 , 000 $ 494 , 300 $ 694 , 300
Appropriated for this project :
Current FY 2024-25 FY 2024 -25
FY 2024 -25 Amendment Revised
Project Expenditures $ 2001000 $ 4947300 $ 694 , 300
Total Costs7 $ 200 , 000 $494 , 300 $ 694 , 300
Orange County Bidirectional Antenna (BDA) Upgrade (-$494, 300) - Project #30060
Revenues for this project :
Current FY 2024 -25 FY 2024 -25
FY 2024-25 Amendment Revised
Debt Financing $ 31473 , 414 ( $494 , 300 ) $2 , 979 , 114
Total Project Funding $ 3 , 4731414 ( $494, 300 ) $ 2 , 9799114
Appropriated for this project :
Current FY 2024 -25 FY 2024-25
FY 2024 -25 Amendment Revised
Project Expenditures $ 314731414 ( $4941300 ) $2 , 9791114
Total Costs $ 3 ,473 ,414 ( $494 , 300 ) $ 2 , 979 , 114
FINANCIAL IMPACT . Funds are already allocated in the County Capital Fund . This amendment
reallocates existing project funding to fund the replacement radio system infrastructure for Fire
and EMS paging .
ALIGNMENT WITH STRATEGIC PLAN : This item supports :
• GOAL 2 : Healthy Community
OBJECTIVE 5 . Invest in , support , train , and retain our community safety , health , and
emergency services employees and direct care workforce .
OBJECTIVE 6 . Provide sustainable , equitable , and high - quality community safety and
emergency services to meet the community ' s evolving needs .
The replacement radio infrastructure will ensure the fire and EMS agencies within the County
have a reliable means of receiving pages for emergency calls .
RECOMMENDATION ( S ) : The Manager recommends that the Board approve the purchase of
the replacement paging system infrastructure , authorize the Chair to sign the contract , authorize
the County Manager to execute any renewals , amendments , extensions and other associated
legal documents related to the agreement as necessary , and approve Budget Amendment # 3 -A .