AGENDA MEMORANDUM

 

 

Meeting Date:           November 13, 2007

 

From:                          William J. Chrisman, Police Chief      

 

Subject:                      Resolution authorizing an Inter-local Agreement with  Lake County, Florida for an 800 MHZ Communications System

 

 

Staff Recommendation:  

Staff recommends approval of the Inter-local Agreement with  Lake County for the County-Wide Communications System.

 

Analysis:

The Agreement will serve as the foundation of the County-Wide Communications System, which will allow Inter-Agency Communication among  Public Safety organizations within Lake County as well with Public Safety Agencies within segments of surrounding counties.   Currently, Public Safety Organizations lack a means of efficient inter-agency communication; this problem has plagued us for decades.  When a crisis or situation occurs that requires an emergency response from an external component of any local public safety organization, the City should have a system in place that will provide a means of two-way communications among  various Public Safety personnel on the street from one uniform system.  

 

The February, 2007 tornado brought greater attention to the problem.  Police, Fire-fighters,  and Emergency Medical staff from different jurisdictions lacked efficient means of communicating to one another.  Some carried two or three different radios just for this purpose. The inability to communicate caused assignment duplication, dispatch redundancy, delayed responses, unnecessary frustration, and the inability to warn others of danger and potential hazards in the area.   

 

Currently, the best solution is to partner with the County.  By agreeing to share the County’s communications system, the City agrees the County’s communications system will be the primary system used for communications, response, and dispatch purposes.  The City will retain the right to keep the current radio system operational as a secondary communications system.

 

The City will have ten (10) “Home Announcement Groups” within the system providing independent “Talk Groups” for single agency communications as well as the ability to talk to other agencies. 

 


 

At no cost to the City, the County will provide the communications equipment.  The County will retain rights to all property purchased and issued to the City including the following:

 

·        108 Mobile Radios

·        146 Portable Radios

·        7 Control Stations

·        7 Consollette

 

Any communication equipment issued to the City of Leesburg by the County that is damaged or destroyed while within the custody of the City shall be repaired or replaced at the City’s cost. 

 

There will be no restrictions on the purchase of additional equipment, upgrades, or accessories by the City for use for the system; however, the County must approve all equipment purchases to ensure system compatibility.

 

The County will maintain all equipment distributed to the City for the initial three-year warranty period.  Maintenance costs after the initial three year warranty period and on additional equipment purchased by the City will be the responsibility of the City.  Motorola shall be the sole provider of service, maintenance, and repair of the County’s communication system.  All user subscriber equipment will be required to have Motorola warranties, inventory accounting, and preventative maintenance by the County once a year.

 

The City is expected to make available to the County, at no charge, the following communication tower sites for equipment installation:

 

·        Leesburg Water Treatment Facility – 1600 CR 470 Leesburg

·        Leesburg Department of Transportation – 550 South 14th St. Leesburg

·        Lake Square Mall Site: 10401 US Highway 441, Leesburg (Tower # FL 1061A)

 

The City must put forth its best effort to prepare sites for equipment installation and must grant the County the right to enter such property, as needed.

 

The City must execute a separate agreement regarding the lease of their respective tower sites to the County along with the Inter-local Agreement. 

 

Any party may terminate the agreement by giving at least twelve months written notice.  All radio equipment issued by the County or purchased to replace lost/damaged equipment issued by the County shall be returned in serviceable condition.  Removal and delivery of the equipment will be borne by the City. 

 

The agreement will remain in effect for a period of five years and automatically renewed for successive periods of five years unless terminated in writing by all parties.

 

By agreeing, the City assumes no additional liability.

 

Options:

1.       Approve the Interlocal Agreement with Lake County for the County Wide Communications System or;

2.      Such alternative action as the Commission may deem appropriate.


 

 

Fiscal Impact:

No initial impact.  Maintenance cost of all issued equipment after the initial 3-year warranty period.

Repair/replace lost or damaged equipment.

 

 

 

Submission Date and Time:    11/8/2007 11:46 AM____

 

Department: _Police________________

Prepared by:  _Lt. Earll Bean__________                     

Attachments:         Yes____   No __x___

Advertised:   ____Not Required ______                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                                               

 

Deputy C.M. ___________________                                                                         

 

Submitted by:

City Manager ___________________

 

Account No. _________________

 

Project No. ___________________

 

WF No. ______________________

 

Budget  ______________________

 

Available _____________________


 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN  INTER-LOCAL AGREEMENT WITH LAKE COUNTY, FLORIDA FOR 800 MHZ COUNTY-WIDE COMMUNICATIONS SYSTEM; AND PROVIDING AN EFFECTIVE DATE.

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement with Lake County whose address is 315 East Main Street, Tavares, Florida, 32778 for an inter-local for an 800 MHZ County-Wide Communications System.

 

             THAT this resolution shall become effective immediately.

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the _13th____ day of  November_______ 2007.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk