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~6v OF UN'
- R....&r POR COUNCIL ACfAoN
From: James E. Robbins
Deputy City Administrator
D~: Administrator
Su~Mrt: Authorize the City Administrator to
prepare a plan for the purchase and
installation of the 800 MHz system
for the City of San Bernardino.
DlIt8: July 5, 1990
Synopsis of Previous Council action:
An Agreement with Omnicom was adopted by Resolution #89-462
on November 20, 1989.
Recommended motion:
That the Mayor and Common Council direct the City Administrator to forward
a letter to the County's Chief Administrative Officer indicating that the
City will not be participating in the County-wide Backbone construction,
installation, and maintenance program~ and the City requests a specific
allocation of 8 NPSPAC channels in addition to access and use of one Data,
one air-to-ground, and one local mutual aid channel, for a total of 11
channels.
And
That the Mayor and Common Council direct the
through the Office of Emergency Services to
including a time line and a financial pIa,.
for purchase construction and start-up !
of a city-owned 800 MHz system.
City Administrator's office
repare an ac 'on plan
/
Signature
Contact person: James E. Robbins
Phone:
5122
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS:
Amount:
Source: (Acct. No.1
(Acct. Descriotionl
Finance:
Council Notes:
4nanl"la. I tarn Nn
5
c.- OF U_ _ARDA>> - R.G..... FOR COUNCIL acAxt
STAFF REPORT
OVer the past three years, the cities and the County of San
Bernardino have been dealinq with the purchase and
installation of an 800 MHz communications system. The
proqram has two phases, purchase and construction of a
"backbone" system (the towers, computers, and consoles): and
purchase and installation of equipment (car radios, MDTs, HTs
and accessory items).
The County has, in the name of the cities, received approval
from FCC for 64 channels. Earlier reports indicated they had
received 100 channels. These reports were in error. This is
to serve the west end, east end and hiqh desert. The County
also sold bonds for the purchase of the backbone system. At
the time of sale the cost to each city to participate in the
backbone system would be $105 per radio per month. At this
time the west end cities formed their own qroup and undertook
the purchase of all equipment for their area. The County
then dropped the cost to $61.05 per radio per month.
The east end fire aqencies had been discussinq mutual
dispatch and saw this bandinq toqether as a possible way of
reducinq the cost of installinq the system. The City of San
Bernardino was not active in these discussions. Last year
the east end City Manaqers met and requested the City of San
Bernardino be the lead aqency in investiqatinq the
possibility of an east end JPA similar to the west end JPA.
Concurrently, the City started the conversion process. New
consoles were purchased for Police and Fire dispatch which
require only card conversion to 800 MHz. This reduces the
overall installation and equipment cost for a new system.
With Common Council approval and payment from the other
aqencies (San Bernardino's share was approximately 40%).
Omnicom beqan the detailed investiqation of where equipment
would be needed and the projected cost. At that time all
fire aqencies were proposed for centralized dispatch, police
would be dispatched as currently done (each city doing their
own) and qeneral or local qovernment would be dispatched as
currently done. The technical committee, made up of
representatives of all aqencies, has met on numerous
occasions to study and consider the alternatives as noted in
the Emerqency Services Director's monthly reports.
In late April the county aqain revised their number and came
up with a $25 per radio per month charqe for the backbone. In
June this number was reaffirmed, however, it was acknowledqed
that the system's capital cost were not beinq recovered. The
$25 rate was assured for two years and would be a part of a
continuinq cost. The County has set a deadline of July 13 as
the date to declare participation in their system.
On July 2 all of the east end aqencies met to state the
position of each their aqencies. All aqencies decided to qo
75.0264
...
with the County.
to re-examine the
seve~ were desirou~of continuing to meet
east end JPA concept.
o
San Bernardino is large enough that a separate system is
appropriate. Throughout the studies it has been acknowledged
that San Bernardino might and could stand alone. Both of the
Chief of Police and the Chief of Fire are in concurrence that
we should continue with the purchase and installation of our
own system.
Based on the above information, the following is recommended:
1. Direct the City Administrator to forward a letter
to the County Chief Administrative Officer
indicating that the City will not be participating
in the County-wide Backbone construction,
installation, and maintenance programming; and the
city requests a specific allocation of eight (8)
NPSPAC channels in addition to access and use of
one (1) Data, one (1) air to ground, and one (1)
local mutual aid channel, for a total of 11
channels.
2. Direct the City Administrator's Office through the
Office of Emergency Services to prepare an action
plan including a time line and a financial plan for
purchase construction and start up of a city-owned
800 MHz system.
,
i'l; .r ()/);)!i -
:1~~l?:L.i ~O~B~:~~~~
Deputy city Administratorj
Administrative Services
jdm
FlLED:800MHZ.STAFF
. ...~'d?ry OF SAN.BER~RDINO ~ MEMORANDUiG?
& ,. .
ToShauna Edwins, City Administrator FromDick McGreevy, Dir.
Emergency Services
SubjectPros & Cons of County vs. City 800 MHz System Date July 9, 1990
Approved Date
Shauna,
Here's the information you requested regarding the pros and
cons of participating in the County 800 MHz system or
building a City-owned system.
COUNTY SYSTEM
fB.Q.S
- Freauencv Availabilitv. City would automatically have
access to some 800 MHz frequencies already licensed to the
County by the FCC.
- Earlier ODeratiooal CaDabilitv. County will likely have
its system operational earlier than City system since
County is completing system design phase while City is yet
to start.
CQtiS
- Uncertain Price. Latest County offer is $25.00 per radio
per month for basic service for first two years with addi-
tional costs for enhanced services. Since County has not
defined what talk groups will be included under basic
service, the actual monthly price is uncertain. In
addition, the price of all services will be reevaluated
after two years and could be raised. (See Attachment 1).
Finally, as presented, the County does not indicate a
system backbone payoff date so the access charge may go on
indefinitely.
- Uncertain control. Latest letter from county Administra-
~ive officer indicates cities will participate in the
system's management and operation only in an a.dYJ$QD!:
capacity. (See Attachment 2). If cities are only
advisors rather than full partners, the County will have
the final word on such vital considerations as frequency
allocation, access prioritization and access charges.
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Page 2
Memo - Pros and Cons of 800 MHz
July 9, 1990
CITY-OWNED SYSTEM
fB.Q.S
- Known Price. Once a City system is designed, the exact
cost per radio will be known and will remain static
through to system payoff. Preliminary, worse-case high
estimate by Motorola for a City-owned system is competi-
tive with the County's initial buy-in offer of $25.00 per
radio per month. (See Attachment 3).
- Svstem control. The City will exercise complete control
of a City-built system. System design, access priorities,
numbers and composition of talk groups, and type and
extent of maintenance will be determined by the City.
~
- Freauencv Availabilitv. The City is not presently
licensed to operate on any 800 MHz frequency. Although
the County obtained its 800 MHz frequencie~ b~sed on thA
total needs of all jurisdictions in the County. the Cit.y
may have to negotiate with the County to obtain use of
sufficient frequen~ies to meet the City's needs. Since
the total needs of all City and County agencies exceed the
number of frequencies currently available, these negotia-
tions could be difficult and protracted.
(See Attachment 4).
Later OM.l:lltional CalUlbilitv.The County is progl'8111111ing
its backbone system to be operational by December 31,
1990. Since the City's efforts to date have been focused
on designing an "East End" system rather than a city-only
system, the City would not have its system on-line until
at least 18 months after a City Council decision to
proceed.
J.~e~)tC~
Dick McGreevy, Director
Emergency Services/Communications
OM/me
cc: Jim Robbins
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. <', 0,
. ... COUNTftF SAN BERNAOmO
800 MHz CO~TYWIDE RADIO SYSTEM
VOICE RADIO SYSTEM RATES ("ER RADIO I'ER MONTHl
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Desert Valle!
I,. . . BASIC SERVICES:
. .'
A. System Access Charge
Entire Segment $20.00 $7.0. on
Mutual: Aid N/C NIt:
B. Basic System Services: $ 5.00 $ 5.00
Operator Training
Fixed System Maintenance
Basic System Administration:
a. FCC Licensing Violations Review
b. Improper System Use Analysis
c. Financial Accounting
~. .. . .--~- "'--." .
~. Additlonal.cost/fines.to'be"'determlned by Operations Committee
Daslc System Management:
a. Dynamic Regrouping
b. Selective Unit Inhibit
c. Unique Unit II) Tracking
d. Mutual Aid Access Crosspatch
. It . E~HANCED SERVICES:
A Additional Talk Groups (ea.)
$10.00
$10.00
'(.(6O\'rbMlclVfAlIt9igj!piPdefined-by'Operatlons Committee for each user
"",il",ldtavallablefl'atk- Groups;) --
"
B. Telephone Interconnect:
Air Time
Per minute rale
(Plus applicable Telco-Net and Toll Charges)
$15.00
$15.00
.50
.50
Use of this option will be restricted - Use constraints will he estahlished
by the Operations Committee.
C. System Administrative Services (Rates To Be Determined):
a. Fleet Management Data
b. System Reports by Talk Group
c. System Abuse Investigation
Attachment 1
Page 1
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800 MHz
BASIC SYSTEM PREMISES
Public. S~!ety will receive priority In all areas, based on emergency
response responsibilities and not necessarily on organizational
affiliation.
,.
During a disaster, non-I'ubllc Safety users may be givcn colltlOllcd
system access or may be excluded.
The County must price services so as to exert the necessary level of
system load and control, including differential pricing, to exclude
non-essential services.
A multi-agency Operations Committee, chaired by the COllnly, will
assess participant requests versus available system resources, and
wlll~IIU~U!IId"Talk Group assignments to COllnty system
admm.lstratlon.
RATE I'IIU&SQI~JX
All users will be charged for system use.
Rates are not"generally' based on cost recovery, but are derived
from similar commercial service rate methodologies.
Countywide access for County departments will carry single segment
rates.
Basle'"Syslerri-AdministnHion costs and System Management costs
will-be-charged" across "all users, plus additional charges for
enhanced services (such as reports -- one-time or ongoing).
- ...8yst~iii"Ojj!iat!rig_~~ti1f9ifili(F~s(twoyearswill be examined
~d~!Je.IUdt-d y.$ar':'otDpe~adon, to determine-if system
""~ifUelpilllolMafes shoula be modified.
Attachment 1
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COUNTY UF
SAN DERNAUDINO
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/1fII't~
HCMIU) nr Stll'F.R"ISORS
June II, 1990
No. I Anowhud rlJllu. Sth r1tUU
J8S Notlh Anowhel1d Avenue
San Bernardino. CA 92415-0120
(714' 387-5418
Telecopier (7141 387-5410
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S"t,,,,d "'\"'r'
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133~ .JUIl I It ,'., :~C~~nIY Admlnlstrallve UHlce
'1'/1111, P,II'",
I,!,I,I'II',,,'
HARRY M. MAYS
unl, Admlnls..allve OIncer
Mllrshall Julian
. City Administrator
. City of San Bernardino
300 North "0" Street
San Bernardino, CA 92418
Dear Marshall:
I appreciate your attendance at our June 6 meeling. to discuss the County's new BOO megahert. radio
system. This is the 'ollow-up letter I promised at that meeting.
The costs lor system participation are on a per-radio basis. as described on the mat!!rials dislrihtllpd
. during the meeting (the same pages are also enclosed with Ihis letter). A per-radio basis 15 used becam..
. .each radio creates a potential workload 10 Ihe electronics 01 Ihe backbone System and, as it relales 10
'our rate structure, each radio represents a potential workload 10 the system mana\leml'nl lunction ^<
was pointed out during the meetIng. this system will require the County to dp.velofl amt 51.,11 a n..w ,1Il1)
MH~ system management 'unction on a 24.hour-a-day basis, to imure dynamic. real-lime syslem
. optimization for all participants. under all conditions. Some 01 the responsibilities of this lunc!ion ar!!
des(rlbed on the endosed materials under I.B "Basic System Services" and II.C "Syslern Adrnillisllaliv..
Services. "
Participation rates will help delray the costs 01 this operation and sy51em maintenance Frankly, havillg
never been In this business be'ore, we cannot predict exactly what these coslS will be -- which is why
we've specified a third-year review 01 operaling COS15 versus income. alld a rale a"juslrn~nl as
appropriate. Financial reports will be provided to the proposed multi-agency Syslern Opera lion
Advisory Committee (SOAC). Three important points to recognize rela!ive to the rale s\ruclure are:
1. Whereas a portion 0' the previous $61.05 rate was based on recovery of some of the
system backbone capital costs, the new rates do not consider such cos! recovery.
2. The new rates are exdusive 01 radio purchases and radio mainlenance. as was Ihe $6' 05
rate.
.3. The new rates are exdusive 01 costs lor dispatching services (as was th~ $6 I 051. allowill<J
each agency to determine its own dispatching art allg..mellls.
It Is anticipated that the proposl!d SOAt ("proposed" onfy because its charter alld relaled agree",!!n"
have not yet been finalized. not because it will not exist) will suggeslopera!ional guidelines, review and
"-._il""~"lrpartlcipation rates, and generally IIssl~t In' an advisory capacity wilh governar~ce 01 rh~
. 5yS(~m. All participating jurisdictions will be represented on Ihe SOAC (City Mannqer or deSlglleel ^<
mentioned on the enclosed rate materials. the SOAC will also be inslrumenlal in recornmending Ih~
number of basic Talk Groups by individual agency, above which the "Enhanced Services - Addilional I all
Groups" charge will apply.
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. . Marshall Julian
City of San Bernardino
June 1 I. 1990
Page two .
,,'
To address the system control issue, please understand that each agency de,iring to do '0 will relilin '''I'
prerogative, under non-system-wlde emergency and non-m".imum loading conditiom. of rlele"..;..;.."
system access conditions and privileges for tho.se within t"eir own age..cv, a' lo..y n, "If"
... determinations do not d~grade service levels for the system as a whole.
Dispatching under the new system can be through the County', Communication, Center or cnn he
handled entirely by each agency - the system accommodates either. However, we do need to know, on
an Immediate basis, which agencies anticipate being dispatched by the County's Communications
. Center and what self-dispatching arrangements art planned, since these are vital to the way in which
the system Is designed.
The Sheriff's office in the Victor Valley has already moved to 800 MHz for all 01 it, operations We are
. now In the final design process for the Valley system, which is e.pected to be completed in July. Beciluse
of equipinent ordering and lead times, it is Imperative that we place Valley sy,tem backbone equipmenl
on order as soon as the design Is completed, if we are to com'plete the Valley sy,tem in time to comply
with our bond ..penditure constraints. In other words, time is of the essence, and is critically ,"ort.
That Is why we have established a.final'wtofl date of JulV 13 (Friday the 13thl) lor a writlen inrlieiltion
of your Intended commitment to participate In this system. Agreement', conlrilcl' and charlers will 'H'
. flnallzl'd and signed subsequent to that preliminary Indication of participation commltmenl.
. We recognize that this is new technology, with operating characleristics and cn,,,,hililie, w"ich nre
consldt!rably different (and far beller) than currently u,el' radio communicntinm 'V,Ie"" II,
characteristics may not be wIdely (or completely) understood. For this realon, we have comisl".."v
offered to meet with any interested parties to discuss this new technology and what it offers. We il9il;n
. renew that oller with this leller. "further Information is necessary or would be helpful in VOllr
determination of system participation, please leel fr.ee to contacllhe 800 Mltz Project leam Ihroll9" ils
Project Manager (Philip Byrd, 350-2733), Project Coordinator (David Seidel, 829-7903) or Project
Administrator (Marland Howard, 387-72781.
, believe a review of the enclosed materials, particularly the "Basic System Premises" illld "Rilte
Philosophy,. will answer many questions. Plea,e note that these ,ame document' were delivered 10
members of the proposed East Valley Conlire JPA in late April.
Finally, to Insure appropriate dissemin.atlon of project status, you have been placed on the di,trihUlion
. list for the monthly progress reports.
We look forward to an Indication 01 your Interest In this system. Please let us know how we rn~y he nf
" assl tance.
~
HA YM.MAYS
County Administrative Officer
HMM:lI
cc:
Lynn Kirkholer
Marland J. Howard
John M. Giblin
"
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'PRELIMINARY COSTS FOR CITY-OWNED 800 MHz BACKBONE
(Based on 830 Radios)
SINGLE SITE CONFIGURATION
Site $
SIMS II
*Console, trunking
Microwave
**MDT backbone
614,000
210,000
100,000
200,000
450,000
$1,574,000
Backbone costs per radio per month = $15.80
With financing = 21.21
DUAL SITE CONFIGURATION
Site + simulcast
SIMS II
*Console, trunking
Microwave
**MDT backbone
$1,550,000
210,000
100,000
400,000
450,000
$2,710,000
,Backbone costs per radio per month = $27.21
With financing = 35.14
ADDITIONAL COSTS (to be borne by City)
Backbone Maintenance
Installation Management
$2.00 per radio per month
1.30 per radio per month
* Not included in County's $25.00 per month per radio cost.
Cost is equal to $1.00 per month.
** Not included in County's $25.00 per radio charge. Cost
is equal to $4.62 per month per radio.
COMPARATIVE COSTS TO ACCESS COUNTY SYSTEM
Basic Charge
Console, trunking
MDT backbone
$25.00
1. 00
4.62
TOTAL
$30.62 (for first two years, indefinite
payoff per i od)
Attachment 3
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800 MHz FREQUENCY REQUIREMENTS
OLD REQUIREMENTS (at time of license requ~st)
County 40
West End 20
S.B. City 8
TOTAL 68
NEW REQUIREMENTS
County
West End
East End
TOTAL
28
20,-
28e'
76
FREQUENCIES AVAILABLE FOR VALLEY USE
*NPSPAC
Non-Public Safety offset
TOTAL
36 + 13 special use
28 (not guaranteed-depends on
interference checks)
64 voice frequencies
*NPSPAC SPECIAL USE REQUIREMENTS - 13
Data 4
Mountain 4
Air to ground 1
Mutual aid 2
Small cell 2
TOTAL 13
(SOURCE: County 800 MHz Program Office)
Attachment 4