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HomeMy WebLinkAbout2.f. 800MHz RadioJ CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION 9 City Council Work Session Date. March 1E, 2005 AGENDA ITEM: Public Safety Radio Issues 800 MHz Radio System and PSAP Console ion AGENDA SECTION: u55ioti� PREPARED BY: Gary Kalstabakken, Chief of-Fro Y 2 F ATTACHMENTS: Executive Summary- F br 11, 2004 Work Session APPROVED BY RECOMMENDED ACTION: ACTION: ISSUE There are two (2) work groups within Dakota County that are currently meeting to prepare recommendations regarding the migration of public safety radio communications within the county to 800 MHz and the potential consolidation of Public Safety Answering Points (PSAP) or dispatch centers Although these are separate issues, they are closely tied together The work groups are working on a tight, aggressive timeline because of grant funding opportunities and requirements SUMMARY In March of 2004, the Radio Communications Update Report was presented to the Dakota County Board of Commissioners The Board adopted the report and has moved forward with the report's recommendations to migrate to 800 MHZ for public safety radio communications Dakota County will be funding the building of the initial infrastructure of the 800 MHz system and has received two grants to offset the costs of building the system There is one work group, with two sub groups, working to develop design standards and policy issues of the 800 MHz system Also in 2004, the city managers /administrators and elected officials within Dakota County began meeting to discuss options for providing services cooperatively through partnerships This group became known as HIPP (High Performing Partnerships) HIPP has identified six (6) areas to focus on initially In part because of the 800 MHz system development, HIPP included a discussion of PSAP consolidation Work groups within HIPP are currently meeting to discuss the technical and policy issues involved in any potential consolidation This topic was last discussed with Council at a Work Session on February 11, 2004 It is being brought to Council to provide updated information and to share with Council the timeline of some decision making which will be occurring related to 800 MHz and PSAPs CITY OF ROSEMOUNT EXECUTIVE SUMMARY COUNCIL WORK SESSION MEETING DATE February 11, 2004 AGENDA ITEM: Radio Communications Infrastructure Updat AGENDA SECTION: Updates PREPARED BY: Gary D Kalstabakken, Chief of Police s AGENDA NO: ,rFE 4 s ATTACHMENTS: None APPROVED BY: /11-L At the September 2, 2003, City Council Meeting, Council approved a Memorandum of Agreement to Study Public Safety Communications Services in Dakota County This agreement was entered into with Dakota County and all municipalities in Dakota County The consultant lured to perform the study is neanng completion of the project and has worked closely with a Radio Work Group comprised of public safety officials from the participating cities The purpose of this update is to advise the Council of the preliminary findings and recommendations that have resulted from the study. BACKGROUND A public safety radio plan was initially written in 1997 and was updated in 2000 This plan was statutorily required when the Metropolitan Radio Board (MRB) was created by the legislature in 1995 The MRB was created to oversee the implementation of a regional 800 MHz trunked radio system. The 800 MHz system has been implemented in phases and the studies done in Dakota County have been conducted to determine Dakota County local governments' interest in joining and utilizing the system. The 1997 study identified that the local governments did not intend to participate but should revisit the issue in 2000. The 2000 study recommended that Dakota County agencies continue to operate on the existing VHF UHF equipment but develop a strategy to move to the digital 800 MHz technology and trunked architecture for long term public safety system upgrade It is important to note that this study is only a study of the sharing of the radio system infrastructure, i.e towers antennae, etc., or the "backbone" to make a radio system work It is not a study of the feasibility to consolidate Public Safety Answering Points (PSAP), aka Dispatch Centers Currently, each PSAP and radio system has its own infrastructure of antennae sites, repeater systems and other components necessary for each independent system to operate on its own frequency. The migration to a shared 800 MHz trunked radio system does not require P SAP s to consolidate in order to share the backbone infrastructure Consolidation of dispatch center operations is a separate issue from this radio systems study Upon completion, the current study will be presented to the Radio Work Group and Dakota County officials as were the 1997 and 2000 studies The report is presented to the Dakota County Board because the decision to join the system is required to be made on a regional basis through counties REPORT STATUS The-pre-hmmaryr-ecommendatiorts- ofthe- Radio Work- Group,— based primanly- on- thsfndmgs- and-expert opinions of the consultant, are consistent with the prior studies Transition to the regional 800 MHz system is recommended The planning for this transition roust continue with an expected implementation date of 2006 Implementation of the 800 MHz transition does not mean or imply that all cities must immediately change to 800 MHz Cities and public safety agencies may choose to migrate to the new system when the infrastructure of the system now being utilized needs to be upgraded or replaced Dakota County agencies will be transitioned onto 800 MHz in phases. This process will allow agencies to maximize the use of their investment in the radio systems currently being used Dakota County anticipates that they will immediately migrate to the 800 MHz system when the infrastructure has been built They have been planning this migration based upon the findings and recommendations included in the earlier studies Of the other PSAPs in Dakota County, it is anticipated that Apple Valley would be the next to convert to 800 MHz This assumption is based on the age of Apple Valley's system The PSAPs in Burnsville, Lakeville, Eagan and West Saint Paul were all upgraded in the past few years It is expected that each of these PSAPs will continue to use their existing systems until it is not viable due to the age and maintenance cost or lack of performance of the systems because of other factors. Funding of the initial build out of the 800 MHz backbone has been addressed in previous studies Because the 800 MHz system will be a system that is available to be shared by all local governments within Dakota County, the recommendation has been and continues to be that funding should be through Dakota County and not through the individual cities The 2000 study specifically recommended, "The County should fund backbone radio infrastructure to a level which permits coverage This funding mechanism is consistent with the 800 MHz being considered a regional system and decisions to participate on the system are required by the MRB to be made at the County level on behalf of local governments. The MRB will reimburse fifty percent (50 of some mfrastructure costs This reimbursement is based upon the MRB determining the overall benefit to the region of the infrastructure expansion This reimbursement program is the current incentive to build the backbone and join the system. It is unknown how long the MRB will continue this reimbursement program. If the recommendation to fund the infrastructure at the County level is followed, local governments electing to participate on the shared system wall be required to fund their mobile and portable radio complements and any cost of connecting dispatch facilities to the 800 MHz system For Rosemount, this means that if the current complement of portable and mobile radios are replaced, the following numbers of radios would need to be purchased DEPARTMENT PORTABLE MOBILE (Vehicle) BASE Police 23 12 1 Fire 24 12 1 TOTAL UNITS 47 24 1 Estimate Costs $1800 each $3000 each $4000 TOTAL COSTS $84,600 $72,000 $4000 Cost estimates for this purchase are very preliminary because research has not been conducted to determine the options offered and /or desired In addition, pricing is changing gradually because 800 MHz is becoming more common in public safety environments -In addition-to-the equipment costs listed above; additional expenses related to connecting to the 80oMHz system through a dispatch center will be incurred. This cost is more difficult to estimate because many factors are unknown that will impact tlus cost It is uncertain what connectivity charges may be covered by County funding of the system, how= many dispatch centers will remain in operation that need to be connected and how the costs will be allocated by the dispatch center that Rosemount receives services from in the future It should be expected that there will be costs associated with connecting to the infrastructure of 800 MHz Policy decisions still need to be made that will also impact the cost of converting to the proposed system The build out cost will be significantly impacted by the level of coverage and performance required for acceptance of the system Testing conducted by the consultant and Radio Work Group members is being done to assess the current level of coverage provided by existing 800 MHz infrastructure and to identify areas in the county that are problematic Coverage is desired at a level that is at least comparable to the current systems' and hopefully the new system would provide better coverage and performance Defining the desired performance level will then lead to determining the number of additional tower /antennae sites necessary to deliver that performance level. An example of abasic description of performance level desired is "to provide virtually 100% coverage in open areas (i e outside) in all of Dakota County and to provide approximately 95% coverage in all medium buildings For purposes of this study, medium buildings are defined as small commercial or businesses constructed of coneretel'steel/glass Light buildings are residential buildings Because of the nature of public safety contacts, it is vital that portable radios are always operational within homes and smaller buildings Police, fire and EMS personnel frequently respond to calls in those buildings and the ability to communication is paramount to providing service to the community and ensuring the responders' safety Local policy decisions related to performance level may include the adoption of an ordinance(s) requiring the inclusion of booster systems in certain new large built structures to provide adequate coverage in the facility The consultant will be providing sample ordinances to the Radio Work Group for consideration by each city TIMELINE The consultant met with the Radio Work Group on Thursday, January 29, 2004 After consulting with the Radio Work Group, he will be drafting a report and will present the draft to the Group on February 20, 2004 The final report is expected to be presented to the Dakota County Board before the end of March If the County Board adopts the report, planning will continue with a target date of 2006 for having the system operational Rosemount's timeline is not directly tied to any decision made by the County Board. The level of dispatch service and radio coverage provide by Eagan through our contractual agreement with them is currently serving our needs As stated earlier in this report, Eagan upgraded their dispatch center recently (2003) It is expected that the City of Eagan will continue to operate its dispatch center on the current system for several more years Rosemount's public safety staff will continue to meet a ith Eagan's staff to plan for an orderly transition when Eagan determines that it will no longer operate on its current radio system Based on discussions with Eagan's staff, costs will be me] uded in the City's CIP to prepare for the transition RECOMMENDED ACTION: Update Information Onl COLNCIL ACTION: � r � �` � �,, , ;. - �,i "� . 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"� ;v � x�:��i �� i , �i I ' �' °�y��� ��%� � � �, � � �' ,� , 'y �� �', � � �� ,� ��� �� � , ��� , � F � �� � n �� � �����,�,{ "� jl"� �� �i�h��} �� � > �'�„�"'�"�'�-�'�" ��"'�%"'r,�'�,.,,��- t,',��ti�.�, d :���f �� �-.�, � `�,��� � i�,,�� r ti� i �i � �,i,i d�qIII��IIIY I�,�! � �i, �. � `�` �-" � � .� ��',�,� '�� � ����"�rc' �, ��I. �'i II i ��i - s r a; �����_ �� .tsu �. i„ � � ra,� a,w i '���' , ,y�'�`* �'��� ' ' � �,��" i a ��� � �'��� ' y '`'�+z %�� � �i p e ��4x--� .� '�a"' . . s '�i ��� �`:,� ar`�' �,��" �. �" ��' : �� `:f{r ; �"��w��f���FA ., i�.�� ' y ���:�'.a���'`�r �:� &�`g������"a}'#.� ` $�� �� � w�`��a. q�-.�"*r ?z �r� . ' 4�1 6.s �� v� �` �= ��� `" r �:. r3'r�n�s.- �'���,� m-:. �� � � °�.� S Y. L. a� '� ,ie �� `�'� � 3 e ' . i �_ +�'�� i � � ` � t �� ��'� kdF. d> FkY"�� . �,� � �3� 4 ��a � � ��� ;::�'.�u ,k`� K .�"���`'j���� `�r ��,`y ,�a`z � ;6 �, � � . � Sun Mon Tue Wed Thu Fri Sat � ? � 2 3 4 5 �'` 4:15-6:00 City Staff Verbrugge/WeitzeL meeting with Council Work ��: h :: architect to discuss Session Letter � design ` 6:00-7:00 Cox,Aker . and Weitzel to discuss communications Councii approval of ' �; Speciaf Meeting set , for 3/23 �: F. y � 6 7 8 9 10 11 12 , 3:00 meeting: Resolution and Verbrugge:Council Wgitzel:Councii Vetter to get Weitzel,Aker, hearing notice from Work Session letter setting dates -- schematic to Vetter and Briggs&Morgan Update P.H.to deciare Christopherson Christopherson to intention of issuing discuss fire station bonds{4/5),Open design Houses{3l29& 3/31),Special Meeting to award bonds 5/25) Cox distributes key messages for participants to review 13 14 15 16 17 1g 1g Key message Council to setting 3:00 meeting: May:Finai comments are due to Public Hearing,Open Weitzel,Aker, structuring numbers Cox for revision Houses and Special Verbrugge,Vetter, are sent to meeting in May. Christopherson to Springsted. Jentink:Notice is discuss schematic WeitrellJentink: sent to newspaper design and budget informantion is Christopherson assembled for ` � �' gives cost estimates Speciai Meeting ,> to City � � 20 2'I 22 23 � 24 25 26 ' � Verbrugge:Draft 6:30 Special Meeting Cox:New release "•" Administrator Cox:City Adm. regarding fire station � Column article is sent to ; ''., newspaper �;� Springsted:prelirn. Bond structure and i prepare OTO .: u. ° 27 2� 29 3� 3 7 Sp ingst d,Brigs& ' Open House Open House Morgan:sale . ��: 6:30-8:00 6:30-8:00 recommendation and `� ' May:Council letter bond resotution � ' "' for intent to issue delivered to City bonds .._,i � � . � � . � . . , � � • s Sun Mon Tue Wed T hu Fri Sat : 1 2 � � ��� � � � � � � � � � � , 3 4 5 s 6 7 g 9 Council Meeting: Public Hearing to ' declare intention to 4 issue bonds and set Bond sale 10 11 12 13 14 15 �6 May:Information is s , forwarded to Springsted for preparation of OS - ° � 17 18 19 20 21 22 23 � z : 24 25 26 27 28 29 _ � Tour this week with �O Moody's to improve � ,. bond rating7 � � ,?, �` . . y Sun Mon Tue Wed Thu Fri Sat � , � 1 2 3 4 5 g 7 Springsted:Rough draft of OS sent to City and Briggs& Morgan for review � . 8 9 10 11 12 13 14 May:Final comments Springsted:Posting ' ` " to Springsted on OS of OS and application draft(by noon) for rating forwarded to rating agency � , _..;-, ` � � 15 16 17 18 19 2p 21 z ..� Moo�y's,City Staff, May:Council Letter Vetter:Design Springsted:rating of for Special City development the Bonds Council Meeting compietion 22 23 24 25 26 27 28 Community 6:30:Speciaf City �, Development: Council Meeting of � s,;" Planning review sale,consideration % 2 �; ' begins on Site Plan and award of Bvnds �, ` w E � � x 29 30 31 . ; . � 3�� .. . . . . . � . � . . . � � . . �:, f Springsted: k ; ' � Distribution of ' addendum to OS � . � �s ,, FUTURE DATES: �' August 49: > Construction �: ,.' Documents compiete ` �� September 20:Bid s ' �� Opening(open three � `.r a��.. . �� � � �� � � � � � � � � � � � � weeks) � �