R2002-209 AUTHORIZING PURCHASE OF RADIO COMMUNICATIONS SYSTEM

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PROPOSAL It is a goal of the Decatur Police Department to develop and implement a backup radio system. Police Department officials have met with representatives of BARBECK Communications, our Motorola Service Provider, on several occasions to develop a strategy for implementation of such a backup system. In numerous meetings, over the past several years, it has been decided that a back up system could be put into place in the 6th floor penthouse of the Macon County Courts Facility. The Decatur Public Building Commission has agreed to allow the department to locate and maintain the equipment at that site. The infrastructure for a radio system is already in existence and available there. A serviceable antenna that can be utilized for the back up system is already in place on top of the building. BARBECK has proposed several solutions in the past. Their earlier proposals would cost the Police Department approximately$280,000 in equipment and installation. In recent discussions between the department and BARBECK, it was learned that several pieces of equipment,vital to the implementation of our back up system, have become available. Illinois Power Company and Clear Talk Communications upgraded their 800 MHz systems, no longer requiring these components. Those components were purchased by BARBECK and have been reconditioned. BARBECK's proposal involves the purchase of the reconditioned equipment, providing the department with back up capabilities for our 800 MHz system. The reconditioned equipment can be purchased with a savings of approximately 50%to the Police Department. The current yuote from BARBECK includes the necessary equipment and installation, at a cost of $99,690. The City could realize savin sg of up to�180,310 from the previous quote of$280,000 by acceptin�t�proposal byNovember 21, 2002. The agreement, as proposed, also provides for payment in full within 90 days. The proposal also calls for a one year,parts and labor service agreement. The repeater stations and the trunking controllers, being held in reserve by BARBECK for this proposal, will be a"hot commodity"for many other customers if we fail to respond to this offer by November 21 st. The current option before us is one way to implement the much needed backup radio system for Decatur and Macon County, and it provides for great savings to the City. FUNDING: The department is currently utilizing United States Department of Justice, Bureau of Justice Assistance, Local Law Enforcement Block Grant(LLEBG)funds for the purchase of the radio system. From the recently expired 2000/2002 grant,the department purchased two repeaters that will be used as part of the back up radio system. Additional grant funding in the amount of$60,000 has been earmarked by the chief from the 2002/2004 LLEBG grant for the purchase of additional components for the back up radio system. It has not been determined if LLEBG funds will be made available for fiscal year 2003/2005 grant period. This leaves the department with a short fall of$39,690 to complete the system. Federal funding from the current block grants can be realloted. The re-allotment would reduce the special services overtime hireback portion of the grant to $20,000. Those hireback patrols include gang suppression, DUI enforcement, selected traffic enforcement, truck enforcement and bicycle patrols. The hireback patrols are utilized when an increase in criminal activities are noted by the patrol division. The patrols are used , both to react to situations as they develop and proactively deter situations from developing. ATTACHMENTS Proposal from BARBECK Communications