HomeMy WebLinkAboutC-3704 - Mobile Data System User Agreement - BreaMDSMOBILE
MOBILE DATA SYSTEM USER AGREEMENT
c.9it- o (-
ORIGINAL
RET0RN TO, OFFICOE OF
THE CITY CLERK
This Agreement, made and entered into this 11th day of February 2000, by and
between the City of Brea, a municipal corporation, hereinafter sometimes referred to as "Brea,"
and the City of Newport Beach, a municipal corporation, hereinafter sometimes referred to as
"User," for the use of the City of Brea Mobile Data System, hereinafter referred to as BreaMDS.
A. Recitals.
(i) The City of Brea has established a mobile data system for public safety
purposes employing a data communications system backbone that consists of
data frequencies, computer switches and remote base stations owned by the
City of Brea.
(ii) The City of Brea has obtained all necessary licenses and has constructed
all facilities necessary for the provision of BreaMDS services.
(iii) The City of Brea has capacity on BreaMDS to accommodate other users
and, further, is willing to administer and implement system enhancements and
provide for maximum system performance.
(iv) The City of Brea is the lead agency in the BreaMDS COPS MORE 98
technology grant consortium of which the City of Newport Beach is a
participating agency. The grant provides funding for certain technology
equipment and service improvements substantially beyond what is currently
provided by the City of Brea and used by the City of Newport Beach.
(v) The City of Newport Beach is a user of BreaMDS under an agreement
dated June 3, 1996, and desires to enter into a new Agreement to use the
system as enhanced and expanded utilizing the grant subject to the following
terms and conditions.
G
MOBILE DATA SYSTEM USER AGREEMENT
B. Aureement.
2
NOW, THEREFORE, it is hereby agreed by and between Brea and User as follows:
1. The City of Newport Beach and the City of Brea agree to terminate the
prior Mobile Data System User Agreement dated June 3, 1996, and enter into
this new agreement effective on the date User has access to the expanded,
enhanced BreaMDS system utilizing two frequencies.
2. Brea hereby grants to User the right to utilize BreaMDS for a period of
not less than five (5) years from the effective date of this Agreement, unless
earlier terminated as provided herein.
3. In consideration of being permitted to use BreaMDS, User shall pay to
Brea a monthly sum of $99.00 per mobile data computer registered on the
system, which monthly fee shall be paid throughout the term of this Agreement,
unless sooner terminated as provided herein.
4. Use of BreaMDS by User shall be limited to 45 mobile data computers
unless such number of mobile units is adjusted by mutual written consent of Brea
and User.
5. Additional mobile data computers may be added by User at the rate
specified per unit in Section 3 above. User shall pay the fees for the additional
units upon invoice by Brea.
6. User may be limited in the number of inbound and outbound messages
as dictated by overall system needs as determined by Brea.
7. Brea agrees throughout the term of this Agreement to implement system
enhancements and take all reasonable steps to ensure optimal system
performance as may be deemed necessary by Brea in its sole discretion,
including the issuance of system operating rules and regulations.
MOBILE DATA SYSTEM USER AGREEMENT 3
8. User agrees to fully comply with BreaMDS Operational Rules and
Regulations, Exhibit "A" hereto, as issued by, and as amended from time to time
by Brea.
9. User shall pay the monthly rate as set forth above for the 45 units in
Section 4, prepaid for the entire five- (5) year term, upon being invoiced by Brea.
User shall be reimbursed for payments of fees under this section in the amount
authorized by the BreaMDS 1998 COPS MORE technology grant. User, while
participating in the BreaMDS 1998 COPS MORE technology grant agrees to fully
comply with any and all grant program guidelines as may be subsequently
issued and/or amended by Brea.
10. Term and Termination.
a. The term of this Agreement shall be five (5) years.
b. User shall have the right to terminate this Agreement only for
nonperformance as outlined in Section 11 of this Agreement.
C. Should any of the equipment necessary to operate the system become
unavailable or commercially infeasible to procure, or become
commercially infeasible to operate, or should Brea, for any reason, lose
any license necessary to operate the system, or should User fail to
comply with any of the provisions of this Agreement, Brea shall be
authorized to terminate this Agreement upon thirty (30) days prior written
notice to User.
11. Performance Standards.
a. Brea guarantees that BreaMDS equipment utilized by Brea in
performance of this Agreement shall operate in accordance with its
manufacturer's specifications. It is mutually agreed, however, that
MOBILE DATA SYSTEM USER AGREEMENT
4
BreaMDS has been designed to provide 95% radio coverage in those
areas as set forth in radio coverage maps contained in the Motorola
Proposal to City of Brea for an Enhanced Mobile Data Communications
System. As such, Brea cannot guarantee radio coverage in any
particular circumstances. In the event of a lack of coverage suffered by
User, Brea agrees to informally interface between User and Motorola to
effect necessary and available modifications provided such modifications
are deemed necessary by Brea and require no financial expenditure by
Brea.
b. Brea guarantees that system will be functional and available 24 hours a
day, 7 days a week, no less than 98% of the time during any calendar
month, not including downtime for routine maintenance. If, at any time,
BreaMDS fails to perform as set forth above, upon receipt of written
notice, by mail or fax, of such deficiency, Brea agrees to take the
following remedial steps:
1) Brea will respond within one (1) hour of such notification by
advising User as to the remedial steps it shall take. To the extent
possible, Brea shall immediately commence to correct such
deficiency. If Brea is unable to correct the reported problem, Brea
shall, as soon as is practical, advise the manufacturer of the
reported deficiency. Brea shall obtain a schedule for repair from
the manufacturer that shall be immediately provided to User.
2) In the event the remedial work proposed to be performed by the
manufacturer is determined by Brea to be insufficient under
Brea's agreement with the manufacturer, either as to the
MOBILE DATA SYSTEM USER AGREEMENT
5
proposed time of repair or scope of repair, Brea shall immediately
pursue any and all remedies available under its agreement with
the manufacturer.
C. During any periods of repair pursuant to subsection B, above, User shall
be entitled to the following monthly fee adjustments:
1) Major System Failure.
In the event BreaMDS malfunctions so as to completely prevent
User's use of system in any manner ("Major System Failure"),
User shall be entitled to a 100% reduction of its monthly User fee,
on a per -hour, prorated basis, in accordance with the following
formula:
mf
md(24) x hrs = $ to be deducted from monthly User
fee.
Where mf = total monthly fee
md= total days in month
hrs = total number of whole hours of Major (or Minor—see below)
System Failure.
2) Minor System Failure.
In the event the BreaMDS continues to operate, but fails to
perform in accordance with the manufacturer's specifications
("Minor System Failure"), User shall be entitled to up to a 50%
reduction of its monthly use fee, on a per -hour, prorated basis in
accordance with the following formula:
mf
md(24) x hours -- 2 = $ to be deducted from monthly
MOBILE DATA SYSTEM USER AGREEMENT
User fee.
C:
3) In the event of a Major or Minor System Failure, User may present
Brea with its written documentation setting forth the dates and
times of such purported failure(s) and a request for deduction.
Upon confirmation by Brea, Brea shall authorize User to deduct a
specified amount from the next monthly User fee, in accordance
with the formulas set forth above.
4) In the event a Major System Failure continues for fourteen (14)
consecutive days, User may terminate this Agreement.
5) At Users option, User may elect to:
a. Waive deduction of fees pre -paid under Section 9 and add
comparable time to the length of this agreement, or
b. Deduct fees pre -paid under Section 9 as a credit against
fees paid for additional units under Section 5.
12. User agrees to comply with any and all applicable state and federal laws
and regulations while using BreaMDS.
13. At User's request, Brea will provide User with a detailed quarterly report
showing average, minimum and maximum acknowledge items, and the number
of inbound and outbound messages. The report will also include a recap of
overall system performance with the same information set forth above.
14. Throughout the term of this Agreement, User shall be entitled to
participate in the BreaMDS User Group. The various goals, benefits and
privileges of the BreaMDS User Group are set forth in the BreaMDS User Group
Statement of Purpose, Exhibit "B" hereto.
MOBILE DATA SYSTEM USER AGREEMENT
7
15. By entering into this Agreement, User shall be entitled to utilize BreaMDS
as specified herein. User expressly acknowledges and agrees that under no
circumstances shall User be deemed to have acquired any possessory or
ownership interest of any nature, whether tangible or intangible, as to any part of
BreaMDS, or any equipment or facilities thereof, regardless of amounts paid by
User to Brea pursuant to this Agreement (even if to enhance performance), or
the total duration of User's status as a "user" of BreaMDS, or otherwise.
16. User hereby agrees to indemnify, defend, and hold free and harmless the
City of Brea, its elected officials, officers, agents, employees and volunteers,
from and against any and all claims, liability or actions for damages to property
or for injury or death of any persons, which arise from User's use of BreaMDS.
User acknowledges that Brea's role in the performance of this Agreement is as a
system operator and, as such, takes no active role in User's law enforcement or
other safety-related activities or communications. Based thereon, Brea shall not
be liable to User for indemnity or otherwise, including personal injury or property
damage, arising out of any failure of BreaMDS to properly perform, except as
may otherwise be provided by law.
17. Any notices required or permitted to be given by the terms of this
Agreement, or by any law or statute, may be given by a party by depositing said
notice in the U.S. mail, postage prepaid, addressed to the other party, at the
address of the party's respective City Hall. Service of said notice should be
deemed complete five (5) days after deposit of said notice in the mail.
18. This Agreement shall constitute the entire Agreement between Brea and
User with respect to the matters herein, and the same shall be deemed to
MOBILE DATA SYSTEM USER AGREEMENT
supersede any and all other oral or written representations or agreements which
may have been entered into between Brea and User.
19. No modification or amendment to this Agreement shall be deemed
effective unless the same is in writing and executed by Brea and User.
20. This Agreement may be executed in any number of counterparts, each of
which shall, for all purposes, be deemed an original, and all of which shall
constitute one and the same Agreement of Brea and User.
21. User shall not assign or attempt to transfer any rights that it might have
which arise from this Agreement, without the prior written consent of Brea.
22. Force Majeure.
Under no circumstances will Brea be responsible for delays or failures of
performance of its obligations under this Agreement that are the result of events
beyond the reasonable control of Brea. Such events include, but are not limited
to, acts of God, weather conditions, enactment of state or federal legislation
prohibiting Brea's performance or rendering it commercially impracticable, fire,
strikes, lockouts or other labor disruptions, riots, acts of war or earthquakes.
MOBILE DATA SYSTEM USER AGREEMENT
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed as of the day and year first set forth above.
CITY OF BREA
1� C
By:
L I , —w
Tim O'Donnell, Assistant City Manager
CITY OF � ��2 i 43&-)qC 114
By:
Homer Bluda ,. City Manager
j:MDScontracts\MDS user agrmt-grantcity 4-99
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CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
-I,) oDk
MAR U �) 2004
Agenda Item No. 19
March 9, 2004
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Bob McDonell, Chief of Police
SUBJECT: Executive Summary -Mobile Data Communications System Upgrade
ISSUE:
Consider the attached report on the required upgrade to the Police Department's Mobile
Data Communications System due to a decision by our provider (The City of Brea) to
discontinue the operation of their (our) current network.
RECOMMENDATION:
1. Approve recommended upgrades to the Police Department's Mobile Data
Communications System, which will include a three-year agreement with the City of
Brea to lease time on their new network.
2. Waive formal bidding requirements, and authorize the Chief of Police to negotiate
the terms of the agreements with the recommended vendors as required, and
provide the City Manager with the: authority to sign the agreements with those
vendors.
3. Approve a budget amendment allocating $218,782 of COPS MORE grant funds and
transferring $72,928 from General Fund unappropriated reserve to Capital
Improvement account number 7017-C1820539.
4. Authorize the Chief of Police to purchase the specified equipment, software and
services for a total cost of $291,710.
5. Approve an $89,406 increase to the Police Department's. base budget for Fiscal
Year 2005 for recurring costs associated with implementation of the project, which
include the fees to the City of Brea.
Executive Summary— MDCS Upgrade
March 9, 2004
Page 2 •
DISCUSSION:
Background:
Attached is a very thorough Staff Report which is the culmination of the Department's
effort over the last eighteen (18) months, during which time we have explored the
implications and requirements we face due to the decision by our Mobile Data
Communications (MDC) System provider (the City of Brea) to discontinue their
operation of our existing network. I apologize in advance for the length and complexity
of the issues contained in the report; however, they are by their very nature both
complex and worthy of a full explanation of the intricate nature of the "building blocks"
required to fully implement the proposed solution.
Our use of Mobile Data Computers can be traced back to the implementation of our
Strategic Technology Plan, as a result of its adoption by Council in June of 1994. We
joined the City of Brea's private mobile data network in August of 1995 as part of a five-
year approved contract to purchase time on their system. Brea upgraded their network
approximately four years ago (February of 2000); however, in August of 2001, the State
of California mandated that all information communicated wirelessly must be encrypted
by March 1, 2003, to a standard not supported by Brea's current network. The
Department of Justice has allowed affected entities an extension of the deadline to
implement a solution, as long as they have an approved upgrade path — which Brea
does have in place.
As a result of Brea's own analysis of their options (and associated costs), a decision
was made by them to abandon their current system and contract with the Sprint PCS
Group (a public data communications network) to facilitate their mobile communications
needs and those of their customers. The use of the Sprint network is the backbone of
Brea's planned upgrade. If we were to contract directly with Sprint, we would have to
incur some unique costs to facilitate the transmission of the encrypted data across their
network, which are now born by Brea.
In our original COPS MORE allocation as part of the Brea Consortium Grant, we had
earmarked funds to implement a Wireless Local Area Network (LAN) to facilitate the
transmission of large amounts of data wirelessly and to provide access for our field units
to all of the resource material as though they were sitting at a desk in the Station. It
would also allow officers to submit reports wirelessly from the field to the Watch
Commander for approval, receive daily crime analysislinformaUon bulletins, receive e-
mail (such as the recently implemented Countywide system utilizing e-mail subpoenas),
and otherwise use all of the capability and functionality afforded them by the in -car
computers. The latter features are something not possible with just the network
throughput provided by the Brea/Sprint solution.
El
Executive Summary — MDCS Upgrade
March 9, 2004
Page 3
As a result of our grant funding for the planned Wireless LAN, we are in the position to
use the modified infrastructure for that project to accommodate the changeover to the
Brea Public Mobile Data Communications System network, without incurring additional
implementation costs if the two projects were being built separately. In fact, we have
been anticipating Brea's need to significantly upgrade their system and have been
delaying our final approach on the Wireless LAN until they had finalized their intentions.
As such, our project has been in design for some time now. A simple review of the
attached report will attest to the complicated nature of that design.
Environmental Review:
None required.
Public Notice:
None.
Funding Availability:
This project will be funded from a 1998 COPS MORE Grant program, which was
formally accepted by the City at that time. It is a reimbursement grant that will return
75% of the expenditures to the City of Newport Beach. The remaining 250/0 of the
associated costs ($72,928) will be funded from the General Fund (unappropriated
reserves) as required by the grant. The scope and method of procurement for this
project has been discussed with and approved by the Administrative Services Director.
Using the listed vendors will provide for direct integration with existing systems,
significantly reducing the need for new or re -engineered programs, thereby saving costs
as well as providing for the timely installation of the necessary equipment, given the
need to implement a solution by June 30, 2004 — the date our current Mobile Data
Communications System will cease to function.
The Department's Fiscal Year 2004-'05 budget base will require an adjustment of
$89,408 to accommodate the recurring costs for ongoing maintenance of the system,
including the fees to the City of Brea.
Alternatives:
Unfortunately (or some would say fortunately), we have not invested in the "backbone"
necessary to. operate our own wireless mobile data communications system and have
always operated through a contract with another provider since 1995. If we were to
implement a full system on our own, the costs are estimated at well in excess of $1
million dollars just for the infrastructure required. Several other Police Departments are
. using a competing private network (AT&T); however, when we 'field-tested" the units
using that network, we experienced significant coverage gaps, rendering the results of
F
Executive Summary — MDCS Upgrade
March 9, 2004
Page 4
that experiment unacceptable. As Council may also be aware, when the Countywide
800 MHz Radio System was approved for final design and implementation, the Mobile
Data Communications component was eliminated due to costs since the Orange County
Bankruptcy had just occurred. There are no immediate plans to build that capability into
the system.
Besides the coverage afforded by the Brea/Sprint solution, we also will avoid some of
the added interface costs associated with the interpretation of the data by our Computer
Aided Dispatch and Records Management Systems, since those interfaces are already
built and in use. The transition will occur much more smoothly utilizing the upgraded
Brea solution than if we opted for another solution — even though none have been
presented.
In essence, we have no real viable alternative other than the planned' upgrade as a user
on the Brea Network: however, we believe the benefits of the improved network in
conjunction with the Wireless IAN implementation, as outlined in the attached report,
will serve the needs of the Department well for the foreseeable future until other cost-
effective solutions (and technologies) are developed and can be considered.
Prepared and Submitted by: .
(3/11- Ch "`M vl
Bob McDonell
CHIEF OF POLICE
Attachment: Staff Report — Mobile Data Communications System Upgrade
I
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 2
TABLE OF CONTENTS
Issue 3
Recommendation 4
Background 7
• Figure 1 (Technology Implementation Timeline) 7
• First Mobile Data Communications System 7
o Figure 2 (First Mobile Data Communications Network) 9
• Second Mobile Data Communications System 9
o Figure 3 (Second Mobile Data Communications Network) 10
o Figure 4 (Sprint Nationwide Network Map) 12
Discussion 13
• Proposed Wireless LAN & Mobile Data Communications Network 13
o Figure 5 (Proposed Wireless LAN Access Points) 14
o Figure 6 (Proposed Mobile Data Communications Network) 15
• Procurement Process 15
` o City of Brea 16
o Northrop Grumman IT Public Safety, inc. 17
• Figure 7 (Proposed Wireless LAN) 17
o Custom Logic Design 18
a Figure 8 (Proposed "ZNC" Configuration) 19
C)
Sprint 19
o Dell 19
o Checkpoint 19
o Bayshore Electric 20
Environmental Review 21
Funding Availability 22
Conclusion 23
City of Newport Beach Police Department
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Mobde Data Computer System Upgrade Request
March 9, 2004
Peoe 3
Item Number
March 9, 2003
TO: Honorable Mayor, Members of the City Council and City Manager
FROM: Bob McDonell, Chief of Police
Paul Henisey, Captain, Support Services Division Commander
Tim Riley, Captain, Detective Division Commander
SUBJECT: Mobile Data Communications System Upgrade
ISSUE:
Upgrading the Police Department Mobile Data Communications System with
implementation of a private mobile wireless Local Area Network and
supplemental public cellular data network, including both hardware and software,
will provide the technological capabilities to:
• Securely access the California Law Enforcement Telecommunications
System Network as required,
• Communicate with other field units at greater distances and higher
network speeds,
• Send and receive messages to/from our Computer Aided Dispatch system
at higher network speeds,
• Facilitate capability to transfer data to/from an Automated Vehicle Location
system for resource dispatching recommendation and enhancing
employee safety,
• Enable field units with the ability to access an automated mapping system
that utilizes a Global Positioning System,
• Provide advanced functionality for
o Field reporting,
o Electronic mail access,
o Internet resources,
o Police Department Local Area Network,
o City Wide Area Network and
• Increase network access from a local regional area to full nationwide
coverage.
City of Newport beach Police Department
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 4
RECOMMENDATION:
1.. Approve recommended upgrades to the Police Department Mobile Data
Communications System.
2. Authorize the Chief of Police to negotiate agreements with the recommended
vendors and provide the City Manager the authority to sign the agreements
with the recommended vendors.
3. Award purchase to the listed vendors for the specified equipment, software,.
and services at the quoted costs as described below:
Private Mobile Wireless Local Area Network
Quanti
Description
Vendor
Unit Cost
I Total Cost
1
Equipment, Engineering,
Installation & Services
Northrop Grumman
$145,240
$145,240
N/A
Subtotal
Custom Logic Design
$45,000
$145 40
- Yrice includes /.75% State bales Tax, Shipping & installation
Mobile Data Software Uvorade. Messaae Switch and Services
Quantity
Description
Vendor
Unit Cost
Total Cost
45
ZCl1en132UDP Software
Upgrade
Custom Logic Design
$100
$4,849'
N/A
Implement ZNC
Custom Logic Design
$45,000
$45,000
N/A
Installation, Travel &
Project Management
Custom Logic Design
$4,500
$4,500
Subtotal
$54 349'
Price Includes 7.75% Sales Tax
Session Persistence & Encrvotion Software
Quantily Description
'Price
Vendor
Unit Cost
Total Cost
50 Additional Netmotion
Client Software
Netmotion
$245.50
$13,226'
1 Upgrade Server Software
Netmotion
$2,000
$2 155'
N/A Installation
Netmotion
$3,000
$3,000
Subtotal
$18,361-
18381
'Price Includes 7.75% Sales Tax
Public Mobile Cellular Data Network
Ouanft
Description
Vendor
Unit Cost
Total Cost
1
T-1 Frame Relay
Sprint
$1,000
$1,000
Telephone Line
Installation
Subtotal
Cite of Newport Beach Police Department
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Mobile Data Computer System Upgrade Request
March 9, 2004
Page 5
Comouter Server Hardware
Price Includes 7.75% Sales Tax
Firewall Software
Quantity
Descr tion
Vendor
Unit Cost
Total Cost
7Quanti
2
Network Servers for
Custom Logic Design
Component
Deli
$7,970
$17,175'
2
Network Servers for
Netmotion Component
Dell
$6,492
$13,990'
1
Firewall Server
Dell
$5,825
$6,276'
1
Server Rack
Dell
$7,988
$8,607`
Subtotal
Sas oa9•
Price Includes 7.75% Sales Tax
Firewall Software
Quantity
Description
Vendor
Unit Cost
Total Cost
1
Firewall Software
Checkpoint
$9,450
$10,182*
NIA
Firewall Support &
Software Subscription
through 6/3012004
Checkpoint
$2,328
$2,508'
NIA
Installation &
Configuration
Checkpoint
$3,000
$3,000
Subtotal
815 591'
'Price Includes 775% Sales Tax
Electrical & Cabling
Quanft
Description
Vendor
Unit Cost
Total Cost
N/A
Installation, Cabling &
Bayshore Electric
$2,000
$2,000
Electrical for Server Rack
3
Installation, Cabling &
Bayshore Electric
$3,000
$9,000
Electrical for Wireless
LAN Access Points
Subtotal
$11,000
4. Approve expenditures from Capital Improvement Program budget account
number 7017-01820539, totaling $291,710 as per grant funding
requirements.
5. Approve $89,406 increase to the Police Department base budget for Fiscal
Year 2005 for recurring costs associated with implementation of project
component as follows:
Cio, of Newporr Beach Police Deparimenr
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Mobile Data Computer System Upgrade Request
March 9, 2004
Page 6
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Annual Recurring Costs Associated with ImDlementina UDarade
Qua
Description
Vendor
Unit Cost
Total Cost
57
Annual Sprint Wireless
City of Brea
$1,188
$67,716
Network Access Fees
($99 Per
Vehicle Per
Month
N/A
Annual Software Support
Netmotion
$2,500
$2,500
NIA
Annual Sprint Dedicated T-1
Sprint
$4,200
$4,200
Telephone Connection with City
($350 Per
of Brea
Month
NIA
Annual Software Maintenance
Custom Logic
$5,500
$5,500
& Support
DesIqn
NIA
Annual Software Maintenance
CheckpoinF
$9,490
$9,490
& Su ort for Firewall
Total Annual RecurdM Costs
$89,406
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City of Newport Beach Police Deparrmenr
E
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 7
BACKGROUND
Mobile data communications for Police Department field units is an absolutely
essential law enforcement resource that maximizes operational efficiency.
Having access to information that was once reserved for only those employees
who were physically at the police facility, and providing this information
electronically to employees assigned to the field, is critically important for the
safety of the public we serve and for the safety of our employees.
Wireless technology used for mobile data communications has improved
significantly during the last ten years. The Police Department has successfully
transitioned to those improvements for the purpose of providing access to
additional resources and facilitating improved electronic communications. This is
necessary in our efforts to increase the available field time that can be spent by
our employees promoting community oriented policing. We have utilized two
generations of mobile data communications and are requesting the approval to
upgrade our current technology to comply with State mandated encryption
requirements and to use technology advancements that are now available.
Those incremental implementations of improved technology in data
communications during the last ten years (refer to Figure 1), are detailed and
discussed below,
Pip— Timeline forthe"PoliceDOadment
I
M"4 %Mass 10(304%
sta "k ImplamenlaUon aline IW1an Man Bm•A&M 5 Mau
Technology plan Appmve- CAO Li - PMS Ui-- Brea MOOS Amnuneemonl CMy Cauncg
Plan 1ncIYEi,, Cofdta i, IMatcswilh lMcgratedaMlh upg,a0e0 to of EW3 of App.aifae %real.
Jammed wnh Brea hi Cs. Brta MOOS Btu MOCS 192 KBPS E.ing MOOS to U"g mms
1995 1996 1997 1998 1999 2000 2001 2002 2003 2004
1944 2004
First Mobile Data Communications System
Figure t
A Strategic Technology Plan (PLAN) was approved for the Police Department by
the City Council in June 1994. The approved PLAN consisted of the following
® major components for the Police Department:
City of Newport. Beach Police Department
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 8
• Implementation of a Computer Aided Dispatch System (CAD) •
• Implementation of a Records Management System (RMS)
• Implementation of a Jail Management System (JMS)
• Implementation of a Document Imaging System (DIS)
• Upgrade of Local Area Network (LAN) Infrastructure
• Implementation of an Automated Vehicle Location (AVL) System
• improve Access to City Wide Area Network (WAN)
• Develop Automated Field Reporting Process
• Enhance Information Technology Staffing
• Implementation of a Mobile Data Communications System (MDCS)
As indicated, the City Council as a part of that PLAN approved a Mobile Data
Communication System (MDCS). The purpose of that approved MDCS was to
provide field Police Department units with the ability to electronically send and
receive messages without physically returning to the police facility. The system
provided the capability to transmit text messages over a radio system that was
separate from the voice communications system in existence at the time. Each
unit was equipped with a second radio and mobile data modem that provided
access to the data communications network.
The Police Department joined an existing private mobile data network owned and
operated by the City of Brea (BREA) in August 1995. BREA's network provided
coverage throughout Orange (including excellent coverage in Newport Beach)
and parts of Los Angeles County. To use their network, BREA required only an
initial activation fee of $1,000 per unit and then a recurring monthly "flat fee" of
$139 for each unit that accessed the network. BREA completely supported the
network and our access to the network by our police mobile field vehicles.
This was a significant savings decision that eliminated the need to purchase our
own separate radio frequency, supporting infrastructure and recurring
maintenance expenses that all would have been significantly cost prohibitive
(estimated to have been in the multi-million dollar range). The speed of BREA's
network at that time was 4800 Kilobits Per Second (KBPS) and the network was
only capable of handling limited character text -based messaging. The Police
Department signed a 5 -year agreement with BREA to use their data network for
all of our marked police vehicles.
Access to that network required hardware (mobile laptop computer, vehicle radio
modem, 800 MHz base station, dedicated telephone line between the base
station and BREA and between the Police Facility and BREA and a mobile
vehicle antenna), software (mobile data client software) and integration with the
planned, and City Council approved, Computer Aided Dispatch system. The
network connected Police Department field units to one another and provided •
access to CLETS through BREA. Once our Computer Aided Dispatch and
City of Newporr Beach Police Department
E
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 9
Records Management Systems (refers to figure 2) became operational, field
units gained access to them. The Police Department operated on that network
until February 2000 when a significant network upgrade was implemented by
BREA.
Nexport Beech Police Department
First Date Communications Nenhork
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• Field Units Communicate
with 800 MHz Network
Base Station via Vehicle
Radio Modem.
• Base station
communicates with Radio
Network Controller.
• Radio Network Controller
communicates with
Message Switch.
• Message Switch
communicates with
CSU/DSU.
• CSU/DSU communicates
with Distributed Terminal
Controller.
• Distributed Terminal
Controller communicates
with Computer Aided
Dispatch.
Figure 2
In February 2000, a new upgraded and enhanced network was implemented by
BREA. The new network provided improved technology, faster communications
(19200 KBPS) and a second radio frequency channel for required network
reliability and redundancy (refer to Figure 3).
City of Newport Beach Police Department
Mobile Data Computer System Upgrade Request
March 9, 2004
page 10
Newport Booth Police Department
Current Dnfa Communications Network
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• Base station
communicates with Radio
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• Radio Network Controller
communicates with
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• Message Switch
communicates with
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• CSU/DSU communicates
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Figure 3
The upgraded BREA network was funded from a Federal Grant awarded by the
United States Department of Justice. That grant was approved in 1998 as a part
of the Community Oriented Policing Services Making Officer Redeployment
Effective (COPSMORE) program and actually funded in the fourth quarter of
1999. A consortium of 11 cities (including Newport Beach) participated in the
grant.
The Police Department renegotiated an agreement with BREA for an additional 5
years from the time of signing (or approximately two years longer than the
original agreement). The grant funded a significant network infrastructure
upgrade and enhancement, first year of user fees ($99 per vehicle per month), as
well as a variety of other technology projects for the cities participating in the
grant since being awarded in 1998. The grant has been administered by BREA
and expires June 30, 2004. Based on the expiration of the grant, it is necessary
for the Police Department to move forward with the proposed upgrade to our
mobile data technology to be compliant with grant requirements.
In Newport Beach, the COPSMORE grant has funded the following technology
products and services in addition to our share of the upgraded network
infrastructure:
Cav of NewpDrt Beach Police Department
11
11
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Mobile Data Computer System Upgrade Request
March 9, 2004
Page 11
• Mobile Data Computers
• Mobile Data Printers
• Vehicle Radio Modems
• Records Management System
• Desktop Computers
• Mobile Data Computer Communications Software
In addition to what has already been funded by the COPSMORE grant, there is
still designated funding approved and appropriated for a wireless Local Area
Network (LAN) for the Police Department. That funding was based on a need to
supplement the second MDCS and to enhance functionality for technology that
would otherwise not be available on the existing network.
The second MDCS has run effectively and efficiently since 2000. The enhanced
technology, increased speed of the network and redundancy vastly improved this
system from the capabilities of the first system. BREA has continued to provide
outstanding maintenance and support of the entire network and the Police
Department's access to the network.
In August 2001, the State of California, Department of Justice (as described in
Section 1.6.9, Subsection B2, of the California Law Enforcement
Telecommunications System (CLETS) Policies, Practices, Procedures Manual),
mandated that all information communicated wirelessly to and from CLETS was
to be encrypted by March 1, 2003 as follows:
"AU CLETS information transmitted using a wireless link or dial-up
connection shall be protected with encryption while in that segment.... The
use of cryptographic techniques shall employ a minimum of, or industry
standard equivalent to, 128 -bit encryption.'
was not encrypted. Efforts to provide encryption to the network were
expensive and ultimately determined to be cost prohibitive. BREA ele
agreement with them for access to their existing network effective June 30. 2004.
BREA decided to contract with "Sprint PCS Group" (SPRINT) for mobile data
communications. Sprint provides a public data communications network with
faster speeds (40-60 KBPS with bursts of 140+ KBPS) and nationwide coverage
(refer to Figure 4). BREA negotiated a special configuration with SPRINT that
included a dedicated "frame relay" telephone line connected directly to SPRINT"s
network. The frame relay telephone line is a CLETS security requirement to
prevent data communications from transversing the Internet. BREA also
City of Newport Beach Police Department
El
0
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 12
negotiated a contract with "Netmotion Wireless Incorporated" (NETMOTION) for
"session persistence" and encryption that will satisfy the CLETS requirements.
They have also received approval from the CLETS advisory board to upgrade
their network to SPRINT.
BREA extended the agreement they negotiated with SPRINT to agencies using
their existing network as a replacement option. Under their offer, BREA would be
the administrator of their use of the SPRINT network and be responsible for first-
line support and recurring maintenance issues for individual users including the
Police Department (if approval is granted by the City Council).
To be included in the relationship between BREA and SPRINT, BREA requires
signing a 3 -year agreement with them. In that agreement, BREA will charge a
monthly rate plus overhead of $99 per vehicle. They will include a wireless
modem and software to access the SPRINT wireless network and NETMOTION
client license for session persistence and encryption for each unit using the
network. The intention of using the SPRINT network is to supplement the
proposed wireless Local Area Network.
The Police Department will need additional technology (hardware and software)
to fully operate our wireless Local Area Network. The separate network (owned
by the City of Newport Beach) will consist of three access points, a message
switch, additional session persistence/encryption software and server, an
additional "firewall" for network security and a dedicated high speed telephone
line between the Police Department facility and BREA.
BREA will be responsible for issues and maintenance related to the SPRINT
network and will be responsible for the frame relay line to SPRINT.
Figure 4
City of Newport Beach Police Department
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 13
DISCUSSION:
As noted, our current means of electronic wireless data communications with
Police Department field units will be discontinued by our provider, BREA, at the
end of this fiscal year. Police Department staff planned a supplemental wireless
LAN with funding from a COPSMORE grant but had to delay seeking City
Council approval and implementation of the project until a decision about future
network connectivity was made by BREA.
Once that decision was made, Police Department staff reviewed options and
recommend implementing an enhanced wireless LAN that uses a both a private
network and wireless network operated by SPRINT and what has been proposed
by BREA. The enhanced network will provide field units with faster network
speeds of up to t t Megabits Per Second (MSPS), advanced functionality for field
reporting, Department electronic mail access, Internet resources, Police
Department Local Area Network and City Wide Area Network; and increase
network access from a local regional area to full nationwide coverage.
Proposed Wireless LAN and Mobile Data Communications System
The upgraded data network proposed will use a private LAN (owned by the
01 Police Department) and will operate on a 2.4 Gigahertz public frequency. The
signal used in that system will be amplified requiring approval from the Federal
Communications Commission. The LAN will have 3 two-way access points (with
the capability to add additional sites as required and as the budget permits) at
strategic locations throughout the City of Newport Beach (refer to Figure 5).
That network will be supplemented by SPRINT's public data network. Access to
Sprint's network will be through a dedicated frame relay line to prevent
communications from transversing the Internet as required by CLETS. SPRINT's
network will not only supplement the 3 access points recommended in the City of
Newport Beach but will provide nationwide coverage and access to our LAN.
The proposed network will have encryption as required by CLETS and session
persistence software installed locally on the client mobile data computers in the
Police Department vehicles. The software will "seamlessly" (without any user
interaction), select the strongest signal at the time of the request and transmit or
receive on either the private LAN or SPRINT network. The Police Department
will also operate a separate server for encryption and session persistence for
data traffic that travels on the private LAN integrated with the server at BREA.
The Police Department will also operate an additional "flrewall" that will provide
additional security and will enhance data integrity for that traffic that travels the
private LAN.
City ofNewporr Beach Police Department
Mobile Data Computer System Upgrade Request
March 9; 2004
Page 14
Figure 5
The mobile LAN will be designed to incorporate extreme security precautions to
prevent outside intrusions. Security will comprise of tracking individual
authorized hardware (modem, mobile computer, PDA) by Media Access Control
(MAC) addresses, Wired Equivalent Privacy (WEP) algorithms, encrypted
signals, network firewall, logons and passwords. Once a user complies with
security requirements and successfully enters the LAN, they will have access to
Police Department resources (including Computer Aided Dispatch, Jail
Management System, Records Management System and Document Imaging
System),. electronic mail, Internet and CLETS (refer to figure O, .
Cit' of Newport Beach Police Department
11
E
9
0
W!nl
0 0
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 15
Newport B4 h ftnm Department
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LAN Signal is routed by
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Management System.
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Figure 6
Police Department staff has explored a number of options for implementing a
mobile wireless LAN and supplemental MDCS. Each component of the
proposed system is very complex and must integrate with our existing
infrastructure (internal LAN, Computer Aided Dispatch, Records Management
System, CLETS access etc.) and operational requirements. We are
recommending upgrading products and services from vendors (as described
below) that we already use. The components of this project are the following:
City of Newport Beach Police Department
0
Mobile Data Computer System Upgrade Request
March 9, 2004
Page iS
Vendor
Product
Services
City of Brea
Sprint Wireless Data
Secure Access in
Network
Compliance with State
Requirements to Wireless
Data Network & First Tier
Support for Network &
Related Hardware
Northrop Grumman
Various Wireless LAN
Design, Engineering &
Hardware
Network Integration
Custom Logic Design
Zclient 32 UDP Mobile
Design, Engineering &
Data Client Software &
System Integration
Message Switch
Software
SPRINT
Wireless Modem,
Engineering & Network
Communications
Integration
Software & Frame
Relav Line
NETMOTION
Encryption, Session
Engineering & Network
Persistence Client
Integration
Software & Best
Connection Preference
DELL
Redundant Computer
Network Servers for:
• Message Switch
• NETMOTIONwor
Network Computer
Server Rack
CHECKPOINT
Firewall Software
Installation, configuration &
Support of Wireless LAN
"Firewall" server.
Bayshore Electric
Miscellaneous
Engineering & Labor
Electrical Parts, &
Cablin
City of Brea
BREA has provided mobile data computing capabilities to the Police Department
for the last several years. They have provided outstanding service, support and
maintenance of a MDCS used by the Police Department. Their current proposal
to upgrade their system using the SPRINT network that is uniquely configured to
comply with CLETS requirements is the recommended preference for Police
Clry of Newport Beach Police Department
0
0
0
•
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 17
Department data communications. BREA also is providing hardware and
software and is not requiring any additional start-up
Northroa Grumman Information Technoloav Public Safety, ncorporated
Northrop Grumman Information Technology Public Safety, Incorporated (PSI) is
the system integrator who designed and implemented our Computer Aided
Dispatch, Records Management System, integration to CLETS and messaging
capabilities (while doing business as PRC Public Safety, Incorporated). We
currently have a maintenance agreement with PSI to service both Computer
Aided Dispatch and Records Management Systems hardware and software 24
hours per day, 7 days per week basis.
PSI was consulted regarding providing a mobile wireless LAN system for the
Police Department. PSI provided a test network to the Police Department free of
charge. That test network was developed to prove the feasibility of the concept,
research viable solutions, experiment with infrastructure hardware and software,
review topographical challenges and determine the compatibility of the proposed
solution with our existing systems. PSI provided a recommended solution that
not only meets our requirements but also will integrate with our existing systems.
Our recommendation is to approve PSI to provide a mobile wireless LAN as an
upgrade to the services they currently provide to the Police Department.
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Cit of Newport Beach Police Department
• 0
Mobile Data Computer System Upgrade Request
March 9, 2004
Page f8
Custom Logic Design
Custom Logic Design developed the mobile data client software that is currently
installed in all of our marked Police Department vehicles. The product ("Zclient)
is an object oriented "Windows" application that provides sophisticated
messaging and reporting functions. The recommended upgrade to "ZClient32" is
required to access the mobile wireless LAN and SPRINT network. Zclient32 is
designed for our proposed high performance mobile computing environment.
The upgraded application provides a graphical user interface, coupled with
unique audio prompting features not found in other messaging applications. The
application is engineered to work with existing PutAc Safety Mobile Data
Terminal Systems, providing an enhanced user interface without requiring
modifications to the Computer Aided Dispatch system interface.
The proposed message switch from Custom Logic Design will eliminate our need
to upgrade our Computer Aided Dispatch system from PSI to a Transfer Control
Protocol (TCP)/Internet Protocol (IP) as recommended for the upgraded wireless
communications network. PSI provided quotes for that upgrade to our Computer
Aided Dispatch system that ranged from between $169,000 and $226,000 alone,
which is cost prohibitive at this time. The message switch will also enable
access to the City's WAN for parking citation and animal license information
contained at City Hail and to internal systems on the Police Department LAN.
Custom Logic Design Proposed Configuration
Message Switch Implemental
City of Newport Beach Police
ZNC at Brea
13
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City of Nexyort Beach Police Department
L J
u
0
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 19
0 SPRINT
SPRINT provides wirelessdata communications capability for several of the
Police Department's mobile computers. Employees use those computers during
Department -related travel to access electronic mail and Internet resources. The
coverage (particularly in the City of Newport Beach) of the wireless cellular data
network from SPRINT has been exceptional. We are also in the process of
implementing an Automated Vehicle Locabon/Tracking system using the SPRINT
network for transfer of data. The BREA will provide first -level of support for the
department.
The department is proposing using SPRINT to provide the required T-1 (defined
as a dedicated phone connection supporting data rates of 1.544Mbits per
second) between the Police Department and BREA. SPRINT has competitive
rates and is familiar with all the requirements necessary to complete the
connection to BREA and remain compliant with CLETS requirements.
Dell
Dell Incorporated (DELL) currently supplies all of our "Windows" based computer
servers at the Police Department. They also supply the rack that houses the
1101
servers and the maintenance support on both product lines. Our preference is to
recommend purchasing from DELL to keep installation, performance, and
aesthetics of the server room and racks the same and has maintenance and
equipment support consistent with what is currently done.
DELL quoted pricing for this project based on the State of California, Department
of General Services (DGS) contract (derived from competitive bidding) and the
Western States Contracting Alliance (WSCA) contract (also derived from
competitive bidding). These contracts eliminate the need for local government
agencies to repeat a competitive bidding process that is costly and time
consuming and will not result in prices lower than what DGS and WSCA have
obtained.
Checkpoint
Checkpoint currently supports our exis1ing'firewall" (server and software) for our
internal LAN and external access to the City Wide Area Network, Internet, and
Orange County Sheriff's Department. It the Police Department's
recommendation to continue to use Checkpoint for the additional 'firewall" server
requested in this proposal for the external mobile LAN. This will minimize
support and training issues for Police Department staff and ensure the security
and integrity of traffic over the external mobile LAN.
City of Nemport Beach Police Department
0 •
Mobile Data Computer System Upgrade Request
March 9, 2009
Paae 20
Bayshore Electric
Bayshore Electric has provided the engineering, installation and maintenance of
electrical power for most technology related hardware and cabling in the Police
facility and in particular the existing computer server racks and our
Uninterruptible Power Supply (UPS). The proposed computer servers and server
rack required for this project will have to be connected to the UPS and its power
load balanced to ensure safety and reliability. The computer servers will need to
be connected to the Department's LAN.
Bayshore also has provided similar services to most City owned buildings. Two
of the three proposed sites for installation of access points for the mobile wireless
LAN will be at City Buildings. Electrical power and cabling will be required at all 6
access point sites and our recommendation is to have Bayshore Electric be
awarded the contract.
n
U
E
Ciry of Newporr Beach Police Deparonent
KI
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 21
ENVIRONMENTAL REVIEW:
None
Ciry of Newport Beach Police Department
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 22
FUNDING AVAILABILITY: 0
As noted above, this project will be funded from the 1996 COPSMORE Grant
program. This is a reimbursement grant that will return 75% of expenditures to
the City of Newport Beach. The remaining 25% of expenditures will be funded
from the General Fund unappropriated surplus account as required by the grant.
The scope and method of procurement for this project has been discussed with
and approved by Dennis Danner, Administrative Services Director. Using the
listed vendors will provide for direct integration with existing systems, significantly
reducing the need for new or re -engineered programs and saving money as well
as provide for timely purchase and installation of the necessary equipment.
As with any project of this size and complexity, there will be recurring costs for
network access, maintenance and support. The amount required to support this
project will need to be added to the Police Department's budget base for Fiscal
Year 2005. Project implementation should be completed prior to end of Fiscal
Year 2004 and any maintenance and support fees wilt be absorbed in the current
Police Department budget. The recurring fees identified are not covered by the
grant and are the responsibility of our Department once the project
implementation is completed.
11
•
City of Newport Beach Police Department
Mobile Data Computer System Upgrade Request
March 9, 2004
Page 23
CONCLUSION:
Upgrading the Police Department Mobile Data Communications System will
provide the advanced technological capabilities to access CLETS, communicate
with other field units, send and receive messages to and from our Computer
Aided Dispatch System at much higher speeds. The upgraded system will also
facilitate an Automated Vehicle Location system and electronic mapping using a
Global Positioning System.
In addition, the proposed systems will provide the capability for field units to
access electronic mail, Internet resources, the Police Department LAN and City
WAN from virtually anywhere in the nation. Providing access to additional
resources will also increase the safety of the public and our employees.
We request the City Council consider the following:
• Approve recommended upgrades to the Police Department Mobile Data
Communications System.
• Authorize the Chief of Police to negotiate an agreement with the specified
vendors and the City Manager to have the authority to sign the
agreements with the specified vendors.
• Award purchase to the listed vendors for the specified equipment,
software and services at the quoted costs as described in this report.
• Approve expenditures from Capital Improvement Program budget account
number 7017-0180539.
• Approve adjustment to Police Department base budget for Fiscal Year
2005 to reflect annual recurring costs associated with project
implementation.
City of Newport Beach Police Department
Prepared by:
Tim Riley, Captain
Detective Dlvis)on Commander
Submitted
1
Bob McDonell
Chief of Police
Mobile Data Computer System Upgr ide Request
March 9, 2004
Page 24
Paul Henisey, Ca
Support Services Division Commander
Ci(c of Neapmrt Beach Police Department
•
•
Ay of Newport Beach
BUDGET AMENDMENT
2003-04
*FECT ON BUDGETARY FUND BALANCE:
NO. BA- 037
AMOUNT: 8291,710.00
qIncrease Revenue Estimates Increase in Budgetary Fund Balance
Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
X from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase revenue estimates and expenditure appropriations related the Mobile Data Communications System
Upgrade (COPS More - Brea).
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE Amount
Fuad Account Description Debit Credit
010 3605 General Fund Fund Balance $106,691.00
WENUE EST7MATES (3601)
Fund/Oivision Account Description
1820 4817 COPS More Grant $185,019.00
EXPENDITUREAPPROPRIATIONS (3603)
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Acrount
Number
Signed:
Signed:
0
Signed:
Description
7017 Automation/Communication
C1820539 Strategic Info -COPS More
Approval: Administrative Services Director
City Manager
City Council Approval: City Clerk
$291,710.00
r?..t G o y
Date
A z v
to
Date
\C#\. Pity of Newport Beacip NO. BA-
BUDGETAMENDMENT
2003-04
EFFECT ON BUDGETARY FUND BALANCE:
X Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
037
AMOUNT: $as1,71a.00
Increase in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase revenue estimates and expenditure appropriations related the Mobile Data Communications System
Upgrade (COPS More - Brea).
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Signed: c
Fins
Signed: 2da
C
Signed:
Approval: Administrative Services Director
city
City Council Approval: City
Amount
Debit Credit
$106,691.00
$185,019.D0
$291,710.00.
Data
t
Date
Fund Account
Description
010 3605
General Fund Fund Balance
REVENUE ESTIMATES (3601)
Fund/Division Account
Description
1820 4817
COPS More Grant
EXPENDITUREAPPROPRIATIONS (3603)
Description
Division
Number 7017
Automation /Communication
Account
Number C1820539
Strategic Info - COPS More
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed: c
Fins
Signed: 2da
C
Signed:
Approval: Administrative Services Director
city
City Council Approval: City
Amount
Debit Credit
$106,691.00
$185,019.D0
$291,710.00.
Data
t
Date