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CITY OF SAN BERCARDINO . REQUEST~R COUNCIL ACTION
Dept:
Administration
Subject: Resolution authorizing agreement with
MotorOla, Inc., for the purchase and
installation of a Mobile Data Terminal
(MDT) System for the City.
From: Fred Wilson,
Assistant City Administrator
Date: August 14, 1992
Synopsis of Previous Council action:
8/6/90 -- Mayor and Council approved the 800 MHZ implementation plan which involved:
1) acquisition and purchase of mobile data terminal (MDT) system and 2)
hire consultant firm to prepare 800 MHZ voice radio communication plan.
4/6/92 -- Mayor and Council authorized negotiations with Motorola, Inc., for the
purchase and installation of a Mobile Data Terminal (MDT) System for the
City.
Recommended motion:
Adopt resolution.
Contact person:
Fred Wilson
Phone:
5122
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS:
Amount:
$1,300,000
Source: (Acct. No,)
001-225-55486
Acct, Descri tion
Computer
Finance:
Council Notes:
75.0262
Agenda Item No /6
CITY OF SAN BER)tARDINO -
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REQUEST'10R COUNCIL ACTION
STAFF REPORT
Attached is a copy of the agreement relating to the purchase of a
mobi1e data communications system (MDT) between the City and
Motorola communications, Inc. The agreement encompasses the
overa1l system design, implementation and testing including the
radio system infrastructure, microwave installation on Litt1e
Mountain and computer system (CAD/RMS) software modifications.
Motor01a wi1l also be responsible for,ensuring that al1 subcontract
work including MDT unit insta1lations and FCC license approvals are
completed in a timely manner. It is anticipated that the project
will be completed in 9 months after execution of the agreement.
The cost for the MDT system will be $1,240,712. These funds are
avai1ab1e in the Police Department (001-225) account -- expanded
police services. The Council took action in FY 90/91 and FY 91/92
to carryover the unexpended funds in the expanded p01ice services
budget (assessment district) and reserved these funds for the MDT
system. These funds have been carried over for FY 92/93.
BACKGROUND
Since 1988, the county and the cities had been dea1ing with the
issue of purchasing and installing an 800 MHZ radio communications
system. The need for the system was documented in ear1ier reports
and is primarily based on the inability of the current
communication system to accommodate existing and future growth.
The County acted as the lead agency on this project and proceeded
with the purchase and construction of a county-wide 800 MHz system.
In Ju1y 1990, the County requested a11 cities to make a decision
relative to participating with the County or developing other
alternatives. Based on a cost analysis performed at that time, it
was apparent that the estab1ishment and implementation of a City-
owned MHZ system would be more cost effective than participating in
a County system.
Formal action was taken by the Mayor and Council in Ju1y 1990 in
terms of directing the city Administrator to prepare an action plan
for the start up of a City-owned 800 MHZ system. This action plan
was developed and submitted to the Mayor and Council in August 1990
which recommended that a two-phase process be implemented. The
first phase was a purchase of an MDT system in order to achieve
immediate savings in radio air-time usage with the second phase
involving the actual development of the 800 MHZ voice system.
The engineering communication firm of Omnicom was hired to assist
the city in the deve10pment of a comprehensive 800 MHz p1an which
included MDT's. The p1an was completed in March 1991 and outlined
the various components including channe1 analysis and coverage
analysis, dispatch center operations and system costs.
75.0264
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The deve10pment of a detai1ed MDT system design was a1so completed
by Omnicom and inc1uded radio/data communication coverage testing
uti1izing the County MDT system. This document was completed in
September 1991 in the format of a statement of work. This document
was used as the basis for negotiating with Motor01a.
MDT BENEFITS
I have attached a copy of various reports prepared by the Police
Department re1ative to the advantage of an MDT system. Primary
advantages inc1ude:
l. Present1y, the Police Department is 1icensed
to operate on three 1 ow-band channels.
Channel One is the primary tactica1 frequency
which has achieved overcrowding to the point
that officers complain of delays of up to five
minutes in air-time acquisition. This 1evel
of activity is far above industry standards
for frequent usage and a1so presents
significant officer liabi1ity and safety
dilemmas.
An analysis done by the Redlands P01ice
Department upon conversion to the MDT system
revea1ed a 70 percent savings in air time
through the conversion to MDTs.
2. Police agencies using MDT's have experienced
enhanced officer security in that officers are
more informed prior to arrival at ca11s.
MDT's allow the officers to view premise
history and other information prior to their
arrival. With this information, they are more
prepared to make appropriate, tactical
decisions regarding their response.
3. MDT's a110w access to the department's data
bases as wel1 as access to the Ca1ifornia Law
EnfOrcement te1etype system and the NCIC
teletype system. This direct access
e1iminates the continual interruptions of the
activities at the dispatch center.
4. Data for those agencies using MDT's has shown
an increase in auto theft recovery and auto
theft arrest due to the instantaneous access
to 10cal and state teletype systems.
Additional1y, agencies have observed increases
in a number of warrant arrests.
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The Mayor and Council took action on Apri1 6, 1992 to direct staff
to negotiate exclusive1y with Motoro1a for the purchase of the MDT
system. It shou1d be noted that Omnicom was under contract with
the City at that time and was primarily responsible for negotiating
with Motorola relative to the terms and conditions in the contract.
Major reasons for selecting Motorola to serve as the vendor for
this project include:
1. The County competitively bid their MDT system
in 1989. Motor01a was the selected vendor.
Motor01a guaranteed that they would offer the
same prices to the City for the field units
which were quoted in the County bid.
2. In addition to the County, Motor01a has
provided the MDT systems for Fontana, Ria1to,
Red1ands and a consortium of westend cities.
The feedback received from these cities has
been positive.
3. Uti1izing Motoro1~ permits interoperability
between systems ~n terms of both sharing
information as we1l as in the event of any
type of disaster or failure of the system.
4. Motorola is the leading provider of MDT
systems for local government.
The Fire Department wi11 not be participating in this system.
Their preference was to utilize 1aptop computers. Funding is
current1y not available to fund these computers. It is anticipated
that a request will be made in the FY 93/94 budget for this
equipment.
Adoption of the resolution authorizing the agreement is
recommended.
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To Assistant Chief Wayne Harp
Subject MDT/HCT's Benefit Ana1ysis
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From Captain H. Lewis
Date 12-26-91
Approved
Date / _;( ,f' 2--
Per your request, the following is an analysis of the benefits that
should be derived from an MDT/MCT System.
Presently, the pOlice department is licensed to operate on three
low band audio channels. Channel 1 is the primary tactical
frequency which has achieved overcrowding to the point that
officers complain of delays of up to five minutes in air time
acquisition. The activity presently observed on Channel 1 is far
above industry standards for frequent usage and also presents
significant officer safety and liability dilemmas.
Channel 2, although designated as the administrative Channel for
field use, is heavily used as a secondary tactical frequency during
tactical situations on Channel 1 and through necessity is also
utilized as a tactical frequency when the volume of Channel 1
transmissions forces the officers to revert to Channel 2 to
alleviate the waiting times associated with Channell overcrowding.
The third frequency, although available for most units, is not
available to all of the handheld units and is essentially non-
functional on a 24-hour basis. Although the officers can converse
car to car on Channel 3, the limited number of dispatch personnel
does not allow us to operate this frequency on a full time basis.
Although we have prepared a plan to utilize Channel 3 on a limited
basis during peak hours, it would require additional full time
staffing in order to use it on a continuous basis.
An analysis done by Redlands PD upon conversion to the MDT System,
revealed a 70% savings of air time through the conversation to
MCT's. If we were to achieve a similar reduction in audio
transmission, the problems presently experienced on Channel 1 and
Channel 2 would be eliminated.
MDT's and/or MCT's additionally provide some of the following
benefits:
Agencies converting to MDT/MCT's have experienced enhanced
officer security in that the officers are more informed prior
to arrival at calls. This technology allows the officers to
view premise history and other computerized information prior
to their arrivaL Armed wlth this information, they are
~I""'- obviously more prepared to make appropriate tactical deciljlions
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regarding their response and handling of that particular calL
Additionally transmission via the MDT/MCT's occur on a data
burst format which is secure in a sense that it cannot be
scanned by existing scanner technology. This increases
officer safety in narcotic investigations, surveillances, and
hostage or barricaded subject situations.
MDT/MCT's also allow access to the department's CAD and RMS
data bases as well as access to the California Law Enforcement
Teletype System and the NCIC Teletype System. This direct
access to the computer system eliminates the continual
interruptions of the activities at the Dispatch Center and the
Records Uni ts of our department and the San Bernardino
Sheriff's Department. The deletions of these interruptions to
other employees is immeasurable, however, their efficiency
would obviously increase dramatically without these continual
interruptions.
statistical data for those agencies possessing MDT/MCT's has
shown an increase in auto theft recovery and auto theft
arrests due to the instantaneous access to the local and state
teletype systems. Addi tionally, a9.enC!fi!!>...hav..e_ observed an
increase_ in the number-or warrant-arrests which results in an
in~se --1~ _t:1.:!.~~J_n9.._!:e~ur:l1E!d SCL... the agen.cieLQy the fines
assoc~a~ed with warrant arrests. -
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MDT/MCT's also provide a back-up system in the event that any
or all of the audio frequency failures due to accidents and
acts of nature.
The acquisition of the MCT's vs. MDT's allows for the
expansion of the computerized system by allowing access to the
'. previously describe.. data bases as well as the ability to
integrate with all local agencies for shared data bases in the
future. Additionally, efforts are underway to digitize
fingerprints, mug shots and other data associated with law
enforcement responses which will only be available through a
computerized atmosphere rather than a MDT format.
It is important to note that although the City is pre~_~t1y
licensed for three audio frequencies for police use, that the
Federal Communications Commission is undertaking studies to
redistribute all lower band frequency acquisitions which could
possibly require that the City lease these frequencies from
private entities who are seeking the licensing authorities for
these frequencies.
If, for whatever reason, the City does not participate in the
~. 800 frequency acquisition, then the issue would become
extremely compounded by the fact that existing frequencies are
under attack by private entities who possess funding levels
capable of allowing them to out-bid the City for use of the
existing frequencies.
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MDT's/MCT's Benefit..Analysis
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Should a decision be made not to purchase MDT's and/or MCT's,
we could continue to operate as we do presently, however, it
would be imperative that we implement use of all three
frequencies on a 24-hourbasis, Should the need arise to
utilize all three frequencies, then we would have to increase
staffing levels at Dispatch substantially to facilitate the
use of a third frequency.
Although we could continue to function without the acquisition
of MDT's or MCT's, we would continue to have frequency
overcrowding problems due to 'rapidly increasing calls for
service and any addition of personnel who would use these
audio frequencies.
Should we not
gambling that
available to us
purchase a digitized system, we
our existing frequencies would
in the future.
would be
still be
We would also continue to have all of the problems associated
with our present overcrowding and multiplied employee down
~ time due officers waiting for access to the voice frequencies
as well as the interruptions of support personnel to provide
services which could be directly available to the officers
through computerization.
Attached you will find interoffice memos prepared by Lieutenant
Dennis Kraus on 10-2-89 and Chief Dispatcher Dodie Alsop from 8-30-
90. These memos contain information in regards to MDT's and 800
Mhz acquisitions and the benefits derived from such acquisition.
Additionally, attached is a report by Omnicom Incorporated prepared
for the City in regards to acquisition of 800 Mhz and MDT/MCT's.
ML/pg
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Chief D. A. Robbins via chain of cannand
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From
Sgt. D. Kraus
Subject
STAFF REPORT:
Mobil Digital Te~als
Date
10-12-89
Approved
Date
PROBLEM :
Police frequency security, efficiency and effectiveness are
insufficent to rreet the growing demands of our camunity. Narcotics
enforcement, arrest and property recovery rates, as 'Nell as citizen and
officer safety currently suffer from insUfficient radio security and
ovedoaded frequencies.
RECCM1ENDATIONS:
The San Bernardino Police should purchase a Mobil Digi ta1 TeDllinal
System for its entire fleet.
FINDlflKiS:
1. . Mobil Digital Te~als (MDTs) provide a secure, highly efficient and
effective rreans of cCl11T1Uflica tions by the following rreans.
a. MDTs use millisecond data bursts to transmit data saving air
tirre.
b. MDT rressages can only be read by the terminal(s) the rressage is
addressed to.
c. Messages arrive in text form which can be read, re-read and saved
providing maxi.mJm effective cCl11T1Uflication.
d. MOTs enable field officers direct access to cCXl1Juters for want
and warrant checks, vehic1e checks and other data. That access is
far quicker and readily available making such checks possible even
during the busiest of tirres.
e. Report writing via terminals produces a professional (spell checked)
typed report.
2. Narcotics enforcement needs a secure radio fODmat to prevent suspect(s)
using monitors from escaping and/or destroying evidence.
a. Scanners can not decipher MDT data bursts.
b. Even if a criminal had an MDT, it would not help him. as MOTs will
only receive rressages specifically addressed to that terminal.
: PRiDE .f
~-,., IN PROGRESS
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STAFF REPORT: C
I-03IL DIGITAL TER-lINALS
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CCM'INUED
PaCle 2
3. Auto theft recovery, stolen property recovery and arrest rates
increase dramatically with MOT use. All departments contacted indicated
marked increases in these areas.
)>a.
Redlands P. D. reported that MOT use has increased stolen vehicle
recoverys 20%.
b.
Long Beach P. D. reported that MOTs caused nllTerous tow driver
ccrrplaints because MOTs crea~ed so many additiona1 stolen car
recoveries it kept them up all night every night reSponding.
.{-c.
Phoenix P. D. recovered over a million dollars in stolen vehicles
and property the first year it used MOTs.
d. Vancover, Canada (see appendix D) found a 49.7' increase in traffic
'I' warrant arrests and a 54.2% increase in criminal arrests attribut-
able to MOTs.
4. Officer & citizen safety is enhanced by MOTs.
a. Both police frequencies are dangerously overloaded. Far above the
industry standard of 40% use.
J. MOTs would use a separate "designated" data channe1 which rrotorola
would help obtain as a contingency of purchase.
1. Use of a data channel would free our current channel 2 and
provide it as a 2nd emergency voice channel.
2. The MOT channel would not effect 800 MZH plans.
c. Redlands P. D. reported a 70% decrease in voice channel load with
the use of MOTs.
d. Waits for voice channel warrant and vehicle checks sanetimes run
a 1/2 hour or longer.
1. Through MOT to canputer direct access, such checks cut out the
Dispatcher/Records Clerk providing alrrost instantaneous responce.
That speed provides greater officer avai1ability and safety.
2. With a Data Channel such checks will always be possible, even
when both Voice Channels are tied up with emergency traffic.
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MEMORANDUM
To
CHIEF DANIEL ROOBINS Via Olain-of-Camand
MOr'S AND -800 MHZ: A CCM1UNICATI(!>lS
,
PERSPECTIVE
From DOOIE ALSOP
Subject
Date 8/3/90
Approved
Date
Frequency overcrowding and frequency acquisition are major telecamunications
issues facing not only our Police Department, but rrany public entities today.
Solutions are being successfully int>lemented in various agencies through
introduction of two separate technologies, MOr'S and 800 MHz systerrs. M!1I"s
or m:>bile digital terminals provide irrmediate relief for overcrowded frequen-
cies and are revolutionizing field units access to computerized information.
Acquisition of 800 MHz spectrum frequencies for citywide use will satisfy
regional camunications concerns. The city will not have !TOre channels in an
800 MHz system but, tlu:ough trunking, will have a limited nurr .=r of frequencies
which will be used in a !TOre efficient manner.
As previously noted, MUI"s and 800 MHz are independent technologies. MDT's,
which transmit via a radio frequency, can be operated on 450 or 800 MHz fre-
quencies. There is benefit to I>Ol' tying the MUI' system into the 800 MHz
system as will discussed below. The 800 MHz system will be camprised of an
undetermined nurtJer of channels (possibly eigh~) to be shared citywide. They
may be voice channels or data channels (MOr's run on data channels), depend-
ing upon licensing, and city system design.
Because these technologies are not related. the following information has
been separated for explanation:
MCBILE DIGITAL TERMINALS
MDT justification can be viewed fran three perspectives. The system would
(1) provide irrmediate relief for overcro...ued frequencies; (2) electronically
link all'MOr-equipped vehicles/personnel to camputerdata; and (3) provide
a backup system for carmunications that can be separate fran other cqmuni-
cations system.
As a frequency overcrowding solution. the MDT transmits information fran
the field unit to the dispatcher, or visa versa, via a radio frequency.
MDT units can be purchased with the radio built into the unit that !TOunts
in the car. MIJI' radio frequencies are generally referred to as DATA links
or data frequencies and are allocated fran the 450 MHz spectrum or 800 MHz
spectrun. A data frequency is not nornally used in conjunction with voice
transmissions. An entire transaction on an MDT (such as an officer requesting
infornation and receiving the information back) takes less radio frequency time
than an initial request for information on a voice frequency. More information
can be accessed on an MDT, using less radio frequency time, for !TOre efficient
use of a frequency.
( Con tinued )
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c
tr"'\' S AND 800 KiZ
~ICATIONS PERSPECTIVE
Page 2
Personnel using car-lIOunted or mobile (handy talkie type) MDT units are
electronically linked to each other and to whatever computer information
the system design allows. CAD is the MDT-host computer. Virtually all
CAD information is accessible to (ficers. Data that can be accessed in-
cludes incident status (pending/current/history), unit statuses, activity
logs, CLETS with state and national interfaces, and dispatching information.
Field units can input traffic stops, officer-initiated activities, change
of locations or other status changes (enroute, on scene, 10-8, etc.) without
talking to the dispatcher. Every MDT can "talk" to every R-1S terminal and
CAD terminal within the police computer network. Every RMS or CAD teoninal
can be used to "talk" to MDT's. MDT's can ~end messages to other MDT's.
RMS access would be a system design decision, as would access to document
imaging or word processing.
An MDT system built as a SEPARATE system frem 800 MHz would provide an
autonarous camunications system. The benefit of a separate cOTlTUnications
System is that in a catastrophic event, even if one system fails, there is
sane Probability that with two systerrs, one might survive. Fran a daily
operations point-of-view, if our voice frequencies failed, provided the
MDT system was a totally separate installation, it would not be impacted.
Because an 800 MHz system is trunked (high tech computerization), there is
always a possibility of a failure that would disable voice communications
citywide.
The following is an example of how an MDT rray be used in the Police Department
operation:
Ar fficer wishing to review his activity log would do the
following: Enter a carrnand reading "U1i 015." He would then
touch the transmit button on the status pad. His request
would be transmitted across the data frequency in a
DATA BURST. A data burst can be equated to words being
transmitted on a voice frequency, only a data burst is
much faster (approximately 480 characters or letters/nurrbers
are transmitted per second via data burst). The host computer
would receive the carrnand UH 015 which tells the Computer to
100k up all of D15's activity for the day. The computer
would send the information back to the officer via another
data burst. The entire arrount of real time for this transaction
would include the officer's input time in typing, the computer's
receipt/research/return time, and whatever amount c = time the
officer may need to review the displayed informatic,.. Actual
radio transmit time is measurable in seconds. With voice
transmission, actual radio transmit time would be considerably
increased.
While Redlands PD has said their voice radio traffic has diminished by as
much as 70%, until system design and officer tasking/training and procedural
issues are reviewed by our department, there is not enough inforrration to
accurately project how much reduction in frequency overcrolo.l:ling will be
accarplished. Undoubtedly, it can be SIGNIFICANT with proper implementation!
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MDT'S AND 800 MHZ:
A CO+IUNICATIONS PERSPECTIVE
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The Police DeJiartment has a total of 136 operational land-rrobile or
car-rrounted radios as of this date. There are also 158 handy talkies
in various divisions. While all pa trol vehicles should be equipped with
the standard MDT. various other vehicles should not depending upon use.
Motorcycles cannot be equipped with a fixed MDT. Detective units and
other special detail units may not be suited for undercover work with
a visible MDT rrount. Portable MlJ1"s, similar to the size of handy
talkies, should be considered for purchase.
It should be noted that rmny police vehicles will have three separate
radios rrounted in the front cCXTpartment with the addition of MOT's and
800 MHz. The MDT and its internal radio are one unit. The 800 MHz
radio will be a second unit and the conventional radios now in 136 vehicles
wi1l be needed at least through the changeover period.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT BETWEEN THE CITY AND MOTOROLA
COMMUNICATIONS AND ELECTRONICS, INC. FOR THE DESIGN, IMPLEMENTATION
AND TESTING OF A MOBILE DATA COMMONICTIONS SYSTEM.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor i.s hereby authorized and directed to
execute on behalf of the City an agreement by and between the City
of San Bernardino and Motorola Communications and E1ectronics, Inc.
for the design, implementation and testing of a mobile data
communications system..
SECTION 2. The authorization to execute the above referenced
agreement is rescinded if the parties to the agreement fail to
execute it within sixty (60) days of the passage of this
res01ution.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
meeting thereof, held on the
day
of
, 1992 , by the following vote, to wit:
Councilmembers
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ABSTAIN
ABSENT
ESTRADA
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REILLY
HERNANDEZ
MAUDSLEY
POPE-LUDLAM
MILLER
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RESOLUTION ,'THORIZING AGREEMENT WITH ~~OROLA COMMUNICATIONS
AND ELECTRdlw'CS, INC. ......1'
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City Clerk
W. R. Holcomb, Mayor
City of San Bernardino
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Approved as to form
10 and 1egal content:
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JAMES F. PENMAN
City Attorney
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By:
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