2023R-2
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERMILION OHIO
The City Council of the City of Vermilion, Ohio (the "Council") met in special session on the 3rd day of April, 2023 commencing at 6:00 p.m. at the Vermilion Municipal Complex located at.687 Decatur Street, Vermilion Ohio 44089. The following members were present:
Monica Sweinhagen - Council President
Steve Herron - Council at Large
Pat Stein - Ward One Council Representative
Greg Drew- Ward 2 Council Representative
Teresa Mayle- Ward Three Council Representative
Barb Brady- Ward Four Council Representative
Brian Holmes - Ward Fire Council Representative
WHEREAS, the fire department (the "Department") for the City of Vermilion Ohio provides emergency services to the citizens of Vermilion and portions of Brownhelm Township, including emergency and non-emergency medical care and fire protection services; and
WHEREAS, in the performance of its services, the Department utilizes a radio communications system along with mobile, portable, and paging devices to allow for communication with its firefighters, as well as with other public safety organizations and first responders; and
WHEREAS, it is undeniable that the Department's ability to timely provide fire protection, medical care and is of utmost importance as any delay in the provision of such services threatens the health and safety of its patients and citizens; and
WHEREAS, the Department's access to a properly functioning radio communications system and equipment is critical for the Department's timely provision of fire protection and medical care; and
WHEREAS, the Department's own radio communication system interacts with Lorain County's analog and digital radio communications system via simulcast; and
WHEREAS, as a result of limitations with Lorain County's analog and digital radio communications system, Department personnel are often unable to receive a clear signal from Lorain County Dispatch in certain locations within the Department's geographical territory; and
WHEREAS, on May 9, 2018, the Lorain County Board of Commissioners (the "Board of Commissioners") passed Resolution No. 18-317 wherein it authorized entering into a contract with Mission Critical Partners ("MCP") to perform an independent assessment of Lorain County's analog and digital radio communications system; and
WHEREAS, in February 2019, in fulfillment of its obligations under its contract with the Board of Commissioners, MCP issued its Radio System Technical Assessment Final Report (the "MCP Report") wherein it made the following findings:
- Several system core components will reach obsolescence within three to five years. When these components reach end of life, manufacturer technical support will no longer be available and that spare parts would be available only through third party vendors.
- The current system design includes single points of failure that can leave first responders with no way to be dispatched or to communicate for an e tended time if a system failure occurs.
3. The current system lacks reliable countywide coverage and full interoperability.
4. The current system does not have enough channel capacity for large-scale or multiple simultaneous incidents.
5. The current system does not have encryption for law enforcement; and
WHEREAS, the MCP Report concluded that the existing county radio communications system could not be upgraded to meet the requirements recommended by the MCP Report in its present configuration, thereby requiring that a new radio communications system be acquired to replace the existing systems; and
WHEREAS, the MCP Report recommended the procurement and use of a P25 Phase II trunked simulcast radio communications system that operates in the 700/800 MHz band; and
WHEREAS, the Board of Commissioners took no action on the recommendation of the MCP Report due to funding concerns; and
WHEREAS, despite the inaction of the Board of Commissioners, the City of Vermilion, the City of Avon Lake, the City of Avon, the City of North Ridgeville, the City of Sheffield Lake, and the Village of Sheffield (collectively, the "Five Municipalities"), after applying for and receiving a Federal Emergency Management Agency Assistance to Firefighters Grant, acquired the L3Harris radio communications system (the "L3Harris System") from Cleveland Communications, Inc. ("CCI") and
WHEREAS, the L3Harris System is: (I) a P25 Phase II trunked simulcast 700/800 MHz digital radio communications system; (2) used by federal, state, and local public safety organizations and first responders; (3) allows for interoperability multi-agency communications during emergency situations; and (4) addresses the concerns, and satisfies the criteria, set forth in the MCP Report; and
WHEREAS, prior to acquiring the L3 Harris System, the mayors of the Five Municipalities commissioned a comparison of the L3 Harris System and the Multi-Agency Radio Communication System ("MARCS"); and
WHEREAS, the written comparison completed in March 2021, a copy of which is attached hereto as Exhibit A, reflected that the L3 Harris System had advantages over the MARCS in regard to system coverage, costs, and equipment; and
WHEREAS, since the acquisition and installation of the L3 Harris System, the Five Municipalities report that the L3 Harris System is working flawlessly; and
WHEREAS, in 2021, approximately sixty million dollars of American Rescue Plan Act ("ARPA") funds were issued to Lorain County which can be used for upgrading the Lorain County radio communications system; and
WHEREAS, on May 4, 2022, the Board of Commissioners passed Resolution No. 22- 319 wherein it approved a consulting services agreement with MCP to provide services for the acquisition of a new land mobile radio communication system to enhance Lorain County's 911 system; and
WHEREAS, in on August 3, 2022, the Board of Commissioners passed Resolution No. 22-551, wherein it instructed its Clerk to advertise a Request for Proposals ("RFP") for the procurement of access to a P25 Phase II trunked simulcast 700/800 MHz radio communication system; and
WHEREAS, bids were submitted in response to the RFP by CCI and Vasu Communications, Inc. with Motorola Solutions, Inc. ("Motorola") submitting a letter of no bid; and