Agenda Date: 05/19/2020
Subject:
Title
Resolution 45-2020: Approving a first amendment to an Intergovernmental Agreement (IGA) between Arapahoe County and the Littleton Public Works Department for shared used of the Arapahoe County Radio Communications Network
Body
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Prepared by: |
Keith Reester, Public Works Director |
PURPOSE:
The proposed first amendment to the existing Intergovernmental Agreement (IGA) specifies costs for Littleton Public Works Department (PWD) radios for annual operation and maintenance for use of Digital Trunked Radio System (DTRS).
PRESENTATIONS:
Staff Presenter(s): Keith Reester, Public Works Director
Tim Weaver, Traffic Analyst
Additional Presenter(s): N/A
SUMMARY:
As part of an existing IGA, the PWD has utilized the Arapahoe County Radio Communications Network (ACRCN) since 1996. Arapahoe County maintains the DTRS which comprises radio repeaters, electronic hardware, software, and tower/antennas. This radio system also integrates with the statewide DTRS which allows interoperability between the PWD and other departments including Littleton Police Department.
The PWD utilizes several hand pack radios along with vehicle radios for which we pay annually. Arapahoe County manages the statewide radio system for all jurisdictions in the county for which all jurisdictions pay for the same service. The PWD uses the radios as part of their daily operations. The radios are critical if an emergency occurred and cell service was inoperable. Approval of the first amendment to the IGA is needed to formalize the continued agreement with the county.
As part of this agreement, the PWD pays Arapahoe County for annual operation and maintenance costs on a per-radio basis. The fee of $25 per radio has not been increased since 1996 and the county is now raising the fee to $50 per radio to cover current and future costs to operate and maintain the DTRS.
PRIOR ACTIONS OR DISCUSSIONS:
On January 21, 2020, the Littleton City Council approved Resolution No. 2-2020 which approved the first amendment to the IGA which provided for the Littleton Police Department (LPD) to participate in the ACRCN and approved the cost increase.
On November 19, 2016, the Littleton City Council approved Resolution No. 60-2016 which approved participation for the Littleton Police Department and the PWD in the ACRCN and outlined the annual costs. Arapahoe County prefers administering one agreement between both Littleton Departments to keep the invoicing separate. They also prefer to maintain the first amendment to the IGA for the LPD and a different first amendment to the IGA for PWD even though both departments are operating under the same 2016 IGA.
ANALYSIS:
Staff Analysis
Staff concurs the proposed amendment is reasonable since no increase has been requested by the ACRCN since 1996. Operating and maintenance costs for radio communications are a necessary part of PWD operations and are accounted for in the annual PWD budget. The PWD must continue to partner with the ACRCN to maintain radio communications at a reasonable cost. It would be cost prohibitive for the PWD to purchase and maintain its own DTRS. The proposed first amendment to the IGA includes practical and reasonable fee increases.
Council Goal, Objective, and/or Guiding Principle
Fiscal Responsibility and Maintaining a Safe Community
Fiscal Impacts
In 2019, PWD paid $2,725 in operating and maintenance fees as described in the existing agreement with the ACRCN. The costs in 2020 will increase to approximately $5,450 under the terms of the proposed amendment.
The terms of payment for the amendment dictate payment for annual operating and maintenance fees getting billed in February of the following year following the service. If approved, the proposed increases will take effect on January 1, 2020. However, payment by PWD will be invoiced and due in February 2021.
The current authorized budget for PWD radio maintenance will cover the additional fees proposed in this amendment to the IGA. Therefore, there will be no additional fiscal impact.
Alternatives
There are no cost-effective alternatives to this proposal. The annual fees for operating and maintenance are far less expensive than the cost to purchase and maintain a stand-alone radio system. If this IGA is not approved, PWD would not have the radios available for daily use or in an emergency.
STAFF RECOMMENDATION:
Staff recommends council approve the resolution approving the first amendment to the IGA between Arapahoe County and the Littleton Public Works Department for shared use of the Arapahoe County Radio Communications Network.
PROPOSED MOTION:
Proposed Motion
I move to approve the resolution approving a first amendment to the Intergovernmental Agreement between Arapahoe County and the Littleton Public Works Department for shared use of the Arapahoe County Radio Communications Network.