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Consent

Brentwood City Commission Agenda

Meeting Date:	05/14/2018
Resolution 2018-37 Approval of Additional Funding to the Williamson County Joint Communications Network Authority
Submitted by:	Kirk Bednar, Administration
Department:	Administration

Information

Subject

Resolution 2018-37 - Approval of Additional Funding to the Williamson County Joint Communications Network Authority.

Background

Beginning in 2012, the City has been working with Franklin and Williamson County towards the development of a regional radio system that would allow the public safety agencies from all three governments to communicate seamlessly as needed for both routine and emergency situations.

In July of 2014, the Board of Commissioners approved Resolution 2014-52 which approved an interlocal agreement that formally created the Williamson County Joint Communication Network Authority ("Authority") governed by a nine member board with three representatives from each participating local government. It is the Authority's responsibility to formally contract with Motorola for all of the equipment, infrastructure, services, etc. necessary to implement the system.

Under the terms of the interlocal agreement that created it, the Authority is authorized to make and execute contracts as needed to fulfill the Authority's purpose. Note that the interlocal agreement clearly states that the governing committee of the Authority cannot enter into any agreement or contract that would obligate expenditures from any of the creating local governments without prior funding approval by the respective governing bodies.

At its meeting on November 14, 2016, the Board of Commissioners authorized funding in the amount of $4,050,000 to the Authority as the City's share of the costs associated with a contract between the Authority and Motorola. Construction of the system is well underway, with acceptance testing and operation of the system scheduled for later this year.

To date, there have been no needed change orders affecting Brentwood's portion of the Motorola contract. However, as work at the Brentwood tower site on Robert E. Lee gets underway and as staff finalizes the count of new radios needed to meet the City's needs, a small amount of additional funding is needed to be allocated to the Authority.

The attached resolution would authorize up to an additional $50,000 in funding to the Authority for Brentwood's share of a proposed Motorola change order to be approved by the Authority. The details of the change order are as follows:

Item	Projected Cost
Ground Busbar Alarm - Robert E. Lee tower site	$1,604
RF grounding - Robert E. Lee tower site	est. $10,000
KMF Over the Air Rekeying	$2,380
Subscriber Radio Additions	$27,166
Total	$41,150

By authorizing up to $50,000 in additional funding, the amount above the $41,150 reflected in the table would serve as a small contingency allowance should any other small change order items be identified during the remainder of the implementation phase of the system.

If you have any questions, please contact the City Manager or Technology Director John Allman.

Staff Recommendation

Staff recommends approval of the attached resolution.

Previous Commission Action

Resolution 2016-81 approving funding of $4,050,000 to the Authority was approved on November 14, 2016.

Resolution 2014-52 approving an interlocal agreement to create the Williamson County Joint Communication Network Authority was approved on July 28, 2014.

Fiscal Impact

Amount :	$50,000
Source of Funds:	Capital Projects Fund
Account Number:	311-45300-6004

Fiscal Impact:

The proposed FY 2019 Capital Projects Fund budget includes $150,000 in funding for any approved change orders throughout the remainder of the radio system implementation process.

Attachments
Resolution 2018-37
Change Order Details
Signed Resolution