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CR 2003-161 Minnesota Metro Public Safety Radio Project BudgetOctober 28, 2003 � 1• Op HOPKINS MINNESOTA METRO PUBLIC SAFETY RADIO PROJECT BUDGET Primary Issues to Consider What outside funding opportunities are available? • Is there sufficient funding in the ERP? • What is the implementation timeline? Supporting Documents • Revised estimated project budget • Financing Options Resolution 2003 -056 • Memo dated June 19, 2003 from Connie Kurtz, Administrative Services Director Connie J. Kurt Administrative Services Director Financial Impact: $ 900,298.88 Budgeted: Y/N Y Source: ERP Related Documents (CIP, ERP, etc.): iiio otes: Council Report 2003 -161 Proposed Action Staff recommends the adoption of the following motion: Move to authorize the proposed budget and proceed with the acquisition of equipment necessary for the 800 MHz radio system. Overview At the July 1, 2003 council meeting, the Council approved Resolution 2003 -056 authorizing the City of Hopkins to participate in the Minnesota Metro Public Safety Communications System and the acquisition of the equipment necessary to participate. Several options were outlined and staff recommended and council approved, Option 1. Since that time staff has worked with the Metropolitan Radio Board's consulting engineer and Hennepin County Sheriff's Radio personnel to draft a preliminary implementation and equipment specification plan. In addition, a structural engineering study was conducted on the existing tower to determine if the tower is sufficient to support the addition of a microwave dish and recommendations have been made. A budget and task list has been developed for this project. There are several components of this . roject that need to be started as soon as possible to coincide with the police department onstruction project. Primary Issues • What outside funding opportunities are currently available? Staff has applied for all available state and federal funding available for the Minnesota Metro Public Safety Radio project. Currently the City of Hopkins has been awarded $169,400 in Homeland Security monies to go toward the purchase of mobile and portable radio equipment and accessories. In addition, application has been made for reimbursement funding from the Metropolitan Radio Board. At this time, the percentage of reimbursement has not been determined by the Board. However, reimbursement is estimated to be between 30 and 50% of eligible expenses. Is there sufficient funding in the ERP? Finance Director Yager states there is sufficient funding in the ERP to cover the entire cost of the project. The city will be reimbursed for portions of the project from Homeland Security and Metropolitan Radio Board funds. • What is the implementation timeline? The project timeline is contingent upon budget approval. Once the project budget has been approved, several tasks need to be accomplished before December 31, 2004. These tasks include tower reinforcement, preparation of technical specifications and cooperative agreements, and equipment specifications. This project is on a fast timeline due to the remodeling project of the police department. Installation, testing and training on the new radio equipment need to coincide with the completion of Phase II of the police building project. • Revised Estimate 10/24/03 Console Work Position Electronics $ 45,426.92 * Central Electronics Bank $ 74,539.00 * Switching $ 16,000.00 * Logging Audio Circuits $ 38,054.00 * Backup RF Control Stations $ 17,507.01 * Motorola Services $ 105,339.81 * Microwave Point -to -Point Link $ 200,000.00 * Antenna Support Structure $ 15,000.00 * SUBTOTAL FOR CONSOLE $ 511,866.74 Communications Engineering $ 24,000.00 Portable /Mobile Radios, accessories and software $ 355,386.85 ** RF control stations, antennas and lines $ 5,835.67 Motorola services RF control stations $ 3,209.62 SUBTOTAL FOR RADIOS $ 364,432.14 TOTAL ESTIMATED COST OF PROJECT $ 900,298.88 This estimate DOES NOT include any grant awards. * Up to 50% may be reimbursable by the Metro Radio Board ** Homeland Security Funding has been awarded to Hopkins 0 Financing and Out ide Funding Sources Estimated radio project cost $900,298.88 Homeland Security funds (portable and mobile radios only) $169,400 (47% of requested amount of $364,432) has been earmarked for Hopkins at this time. Metropolitan Radio Board The Metropolitan Radio Board bonds are scheduled to be sold in August 2004. At that time we will be awarded our reimbursement funding of up to 50% of eligible expenditures (radio infrastructure). The percentage of reimbursement has not been set at this time, but will range from 30% to 5Q %. $163,560 — 255,933.00 MRB Reimbursement 30% $ 153,560.02 40% $ 204,746.69 50% $ 255,933.37 Homeland Funding $ 169, 400.00 $ 169,400.00 $ 169,400.00 Hopkins $ 577.338.86 $ 526,152.19 $ 474,965.51 City of Hopkins At this time there are sufficient funds in the city's Equipment Replacement Fund to pay for all anticipated expenditures for the radio project. The City may have to pay for project expenses up front and then get reimbursed because of the timing of the Metropolitan Radio Board bond sale in August of 2004.