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TO: Mayor Richard C. Irvin
FROM: Keith Cross, Police Chief
Dave McCabe, Fire Chief
Matt Thomas, Deputy Police Chief
Dan Osman, Deputy Fire Chief
Michael Pegues, Chief Information Officer
Jeff Anderson Deputy Chief Information Officer
DATE: December 1, 2023
SUBJECT:
A Resolution authorizing the Director of Purchasing to enter into a managed services agreement for a Public Safety and Municipal Radio System from L3Harris Corporation, Lynchburg, VA for an agreement amount of $15,900,000.60 for 10 years.
PURPOSE:
The L3Harris Radio System is designed to support and provides 24/7 city wide communications for both Public Safety and city municipal employees. This critical system currently operates L3Harris' 15-year-old, sun-setted OpenSky Platform. IT Staff has worked diligently with L3Harris for nearly 4 years on an upgrade path to the Project 25 (P25) radio standard.
BACKGROUND:
In 2019, Council Resolution R19-209 authorized the upgrade of radio consoles and servers in the Public Safety Answering Point (PSAP), Backup Communications Center (BCC) and Emergency Management Agency (EMA) from the existing Windows Vista platforms to new, more flexible platform that supported not only the OpenSky standard, but also the industry standard P25 standard.
As this upgrade was successful and has performed well, City staff desired to continue the long-standing relationship with L3Harris. With the investment the City made upgrading the radio consoles and servers as well as the investment in radio tower equipment and radios themselves, it was clear that the most cost-effective method to upgrade to the P25 standard was to continue to work with L3Harris.
Since this upgrade, City staff have continued to work with L3Harris to find a way to more to a managed service that shifts from significant capital expenses (CapEx) to more predictable operational expenses (OpEx). City staff believes that this agreement provides that and L3Harris has taken this model to other clients since we've developed this model jointly.
By moving to the P25 standard, the City will upgrade to a radio system that provides proven interoperability with radios of other Public Safety partners including all state and federal agencies, improved scalability and significantly better coverage.
Currently, the City purchases all radios directly from L3Harris and is then responsible for repairs, battery replacement and general maintenance. Under the managed service model, radios will be leased as part of the contract - making repairs, battery replacement maintenance and software upgrades the responsibility of L3Harris. This will free up City staff time to work on more pressing radio concerns such as interoperability with other agencies.
By moving to a long-term managed service model, all break-fix items are included in the model as are multiple hardware and software upgrades that will significantly reduce capital expenses. Throughout the length of the agreement, the City can expect several hardware refreshes that currently cost the City hundreds of thousands of dollars. By agreeing to a longer-term agreement, the City will no longer incur these large capital outlays.
The P25 standard transmits on a lower frequency which broadcasts radio signals over a longer distance. This increased distance means that the City will maintain fewer radio towers within the City limits - current estimates show the number of towers dropping from eight to six. This will reduce tower maintenance costs and potentially free up existing properties for other uses.
Although the initial 2 years of an agreement will be higher than currently experienced, costs for future years will be significantly reduced. The first 2 years will include significant upgrades to radio tower equipment throughout the City to upgrade the existing radio antennas to the P25 standard.
In the last ten years under the current CapEx model, the City has spent over $18,000,000 in equipment and licensing with L3Harris. Continuing this CapEx model for the next ten years will cost the City $21,674,896.
If the City adopts the proposed OpEx-focused managed service model, the ten-year cost will be $15,900,000.60.
|
Year 1 |
Infrastructure Equipment & Installation Services |
$3,500,000.00 |
|
Year 2 |
Managed Services & New Radios |
$6,045,460.88 |
|
Year 3 |
Managed Services |
$794,317.99 |
|
Year 4 |
Managed Services |
$794,317.39 |
|
Year 5 |
Managed Services |
$794,317.39 |
|
Year 6 |
Managed Services & Refresh of Equipment |
$794,317.39 |
|
Year 7 |
Managed Services |
$794,317.39 |
|
Year 8 |
Managed Services |
$794,317.39 |
|
Year 9 |
Managed Services |
$794,317.39 |
|
Year 10 |
Managed Services |
$794,317.39 |
The City of Naperville has been a strong public safety partner and the City of Aurora desires to keep this partnership strong.
The ability for both Aurora and Naperville public safety agencies to communicate daily is a critical public safety necessity for our citizens and business community. Both Aurora and Naperville have benefited from the long-standing integrity of the current Radio System. If the City of Aurora moves to the P25 standard, the City will ensure that this communications system remains completely interoperable. The City of Naperville receives their own invoicing from L3Harris for the costs of services and maintenance and can choose to upgrade to P25 on their own schedule without loss of the ability to communicate with the City of Aurora.
DISCUSSION:
The L3Harris Radio System upgrades have been budgeted via Capital Improvement Plan (CIP) C147 Account 340-1280-419.38-03 2024 budget amount of $3,500,000.00..
IMPACT STATEMENT:
Not performing this upgrade poses a security risk, as well as failures and downtime, for the City of Aurora's Public Safety and Municipal Radio Systems.
RECOMMENDATIONS:
That the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing to enter into a managed services agreement for a Public Safety and Municipal Radio System from L3Harris Corporation, Lynchburg, VA for an agreement amount of $15,900,000 for 10 years.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the L3Harris Radio System is designed to support and provides 24/7 city wide communications for both Public Safety and our municipal employees; and
WHEREAS, the current OpenSky standard has become obsolete; and
WHEREAS, upgrading to the Project 25 standard brings many advantages to the City; and
WHEREAS, moving to a managed service will reduce both risks and costs to the City; and
WHEREAS, 2024 budget includes Capital Improvement Plan (CIP) C147 Account 340-1280-419.38-03 2024 budget amount of $3,500,000.00; and
WHEREAS, in pursuant to Aurora Code Section 2-335(a)(3) the desired product is provided by only one source in this situation.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is authorized to contract a managed services agreement for a Public Safety and Municipal Radio System L3Harris Corporation, Lynchburg, VA for an agreement amount of $15,900,000 for 10 years.