HomeMy WebLinkAboutIR 7512 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7512
,,I,T I To the Mayor and Members of the City Council February 19 , 1991
Subject: INTERDEPARTMENTAL COMM MICATION SYSTEM
During the workshop on February 5, 1991, the City Council was briefed on the
proposed interdepartmental communication system. Several questions were raised
about the need for the system, how it would work and the associated costs.
outlined below is the information requested by the City Council .
BACKGROUND
For some time major user departments of the City's two-way voice radios have
expressed concern about the dependability of the system. over the years the
system has grown in a hodgepodge manner, using whatever channels and
frequencies that were available from the Federal Communication Commission (FCC) .
As a result, the current system uses a combination of low band channels, high
band channels, UHF channels and 800 MHZ channels.
After several inquiries by the City's Communication Division, it was discovered
in 1988 that the FCC had several channels in the 800 megahertz band that had
recently been released and would be available for assignment for a limited
period of time. After several briefings on the need to apply for 40 new 800 MHZ
channels in order to replace the old system, the City Council approved a
resolution stating its intent to provide the necessary funding. (See Attachment
A-M&C G-7729; September 20, 1988) .
It was anticipated that the new system would become operational in 1992 at an
estimated cost of $26,000,000. It was not necessary at that time to indicate a
funding source. However, during the next year or so several sources were
explored, including bond funds, crime district tax funds, if the measure passed,
and the participation of other jurisdictions. The City Council also authorized
the hiring of a consultant to assist in the development of the system (M&C
C-11789; August 8, 1989) . At any rate, the bond election was delayed, the crime
district tax measure failed and the interest of other jurisdictions was
negligible in the absence of a possible funding source.
Realizing that it would be impossible to bring the new system on line by 1992,
in June of 1990, the City Council authorized the Communications Division to
apply for a one year extension. An extension was granted by Region 40 in that
same month, with the understanding that the City would provide a plan and
funding source by June of 1991. During the intervening period, Communications
has worked with all departments using the two-way voice radio system in an
effort to identify their needs. This effort has resulted in reducing the scope
of the project from $26,000,000 to about $14,800,000. In addition,
specifications have been prepared that will allow bids to be solicited in order
to determine the actual cost of the system.
Region 40 has given the City until June 26, 1991 to submit a plan for
installation of the new system, including the funding mechanism. All other
radio frequencies are in use, except these channels. Failure on the part of
- ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7512
Page 2 of 9
A Opt b To the Mayor and Members of the City Council
Subject: INTERDEPARTMENTAL COMMUNICATION SYSTEM
the City to submit an acceptable plan will in all likelihood result in the loss
of the channels and their reassignment to other jurisdictions in the area that
currently have applications pending.
CURRENT SYSTEM! CONFIGURATIO'NLPIRPABLEMS
The City currently operates ten (10) major voice radio systems and (2) two major
data radio systems. Eight (8) of the voice systems accommodate all City
departments, except Police and Fire. These eight voice radio systems evolved
utilizing technology of the 1950's, 60's and 70's. No significant improvements
have been made on the eight systems.
The Police voice radio system currently in use was installed in 1974. This
system consists of six channels utilizing UHF frequencies. The only
improvement to this system was new dispatch consoles that were installed in
1984. Additional hand-held radios were procured for issuance to each officer in
1987-88. The Police Data radio system was also installed in 1984.
The Fire voice system currently in use was installed in 1984. This system
consists of 5 channels utilizing 800 MHZ conventional frequencies and the
associated dispatch equipment. A Fire Data system was also installed in 1984
to handle the fire alert function at the various stations.
A microwave system was installed in 1988 to interconnect all major
communication sites. This allowed the City to eliminate the use of over half of
its leased telephone lines.
The current two-way radio system utilizes four (4) frequency ranges - low band,
high band, UHF and 800 MHZ. Several channels are used within each of these
ranges. Attachments B, B-1, B-2, B-3 and B-4 provides information on the
channels assigned to departments/divisions within each frequency range. It is
impossible for departments/divisions in a different range to communicate with
each other.
Most departments/divisions use three (3) types of voice radios. The "desk top"
is usually located in a central office and is used for dispatch purposes. The
"mobile" is generally located in a supervisor's vehicle in the field. The
"handheld" is used by personnel in the field. There are about 3,145 radios in
the system.
In many instances departments/divisions must share the same channel . As a
result of this "stacking' , it is often necessary for one of the parties to wait
until the channel clears prior to being able to receive and/or transmit. This
arrangement results in a great deal of lost productivity. Although several
departments/divisions operate within the same range, for example the low band,
it is impossible for them to communicate with each other. The current system
only allows those on the same channel to communicate with each other. In the
past there has been no logical pattern on how channels were assigned. They were
- ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7512
Page 3 of 9
To the Mayor and Members of the City Council
rty�y Subject: INTERDEPARTMENTAL COMMNICATION SYSTEM
10 73
simply added upon request wherever the FCC had them available. A good example
of the impact of this past action is the Transportation/Public Works Department
that operates in the low, high and UHF bands. Again, none of these operations
can communicate directly with each other. City Services and Water provide
another example of departments with divisions operating in different frequency
ranges and being unable to communicate with each other.
As mentioned earlier, the Police Department is assigned 6 voice channels in the
UHF band. one of the channels is reserved for officers in the field to call in
for information. A second channel is used by detectives and administration.
Each of the remaining channels are dedicated to one of the four sectors. The
current system does not allow "scrambling" of messages. Therefore, anyone with
a UHF radio has the ability to monitor the voice transmissions of the Police
Department whenever they are conducting drug raids, have a SWAT situation,
during criminal investigations or even routine matters . Additionally, if a
situation exist within one of the Sectors that necessitate an officer needing
access to the assigned channel for an extended period of time, all dispatching
operations must cease within that sector until the emergency clears. This
results in delays in responding to citizens' requests for assistance. Since
receivers and transmitters are positioned to maximize the signal for a
particular sector, units moving from their assigned sector to another generally
experience weak signals, thus inhibiting communications.
Of the 5 channels assigned to the Fire Department, one is dedicated to the first
responder activity and ambulance, another is assigned to administration and
non-incident communications and the remaining three are used for incident
command. The current system has no back up and when it is down dispatching must
be done manually. The computer information is loss during downtime, resulting
in an inability to determine where companies have been assigned. Given the
manner in which fire stations are located throughout the City, the system
sometimes experiences dead spots which prevent communication with certain
stations, especially those located in remote areas such as Centreport and
Alliance. Whenever major incidences occur such as flooding, multiple alarm
fires, hazardous materials spills, etc. units in the field often attempt to make
simultaneous broadcasts. With the limited number of channels some of these
broadcasts go unheard.
PROPOSED 40 CHANNEL 800 KHZ SYSTEM
The proposed system will be a computer controlled 40 channel trunked system
operating on an 800 MHZ frequency with a sufficient number of base station
locations to cover the full operating area of all users. A trunked system
differs from the conventional system in that the computer will assign any open
channel to a user or user group. In addition, there will only be one frequency
as opposed to the four currently in use. The new system will consist of two
(2) sub-systems that will include 20 channels each. Although departments will
be assigned to one or the other system, they will still be able to communicate
with each other. The reason for having two sub-systems is to allow one to serve
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7512
Page 4 of 9
10 J?;,` To the Mayor and Members of the City Council
Subject: INTERDEPART14ENTAL COMMUINICATION SYSTEM
as back-up to the other in the event of a failure. The master computer will
continue to assign any of the 40 channels for receiving and transmissions
regardless which system a department is assigned to. Attachment C provides a
schematic of how the system will be configured.
Outlined below are some of the major operational features of the proposed
trunked radio system:
*Immediate access to the sy te - Departments/divisions will no longer be
limited to one channel . Instead, the computer will be able to select any
available channel for voice communication.
*Private communication between user grpupq - Talk groups within departments
or between departments can be established that will allow only those
people specifically identified to hear communications.
*Pre-programmed_�qmp�rAengy nf rajt - Those departments that generally
work together on major disasters such as tornados, airplane crashes,
hazardous spills, flooding, etc. , can establish a talk group which can be
activated upon demand without tying up a channel on an on-going basis.
*Emergency alert feature - Personnel in the field will be able to alert
dispatchers in the event they are in danger by simply pushing an alert
button. Assistance can be provided even if there is no voice
*Remote enableldisable of lost/stolen units - This will prevent the use of
hand-held radios by unauthorized personnel in the event they are lost or
*Voice encryption - This feature will allow Police departments to scramble
messages when carrying out certain operations. Currently, anyone with a
radio tuned to the same frequency band can monitor some conversations.
*Interla_qency communications - Currently a couple of cities in the County
and D/FW Airport have 800 MHZ systems. These systems could be tied to
the proposed system in a talk group that could be activated in the event
there is a major disaster that necessitated the coordination of various
government agencies.
POSSIBLE APPLICATION OF CELLULAR TELEPHONE TECHNOLOGY
In response to City Council request, staff contacted a representative from
Southwestern Bell to obtain information on whether or not cellular telephone
technology exist that could take the place of a two-way radio communication
system. He basically stated that it would not be possible for these telephones
to handle a dispatching function that required more than one-on-one contact.
The only way a dispatcher would be able to communicate with more than one unit
would be to set up a conference call . The same would be true in the field when
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
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INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7512
Page 5 of 9
fop),40 To the Mayor and Members of the City Council
EX
Subject; INTERDEPARTMENTAL COMMUNICATION SYSTEM
it is necessary for more than one-on-one contact by units. His conclusion was
that although cellular telephones could not replace a two-way radio, they could
serve as an enhancement to the system.
The City currently uses about 191 cellular telephones. The largest number are
assigned to the Police Department (93) and the Fire Department (38) . They are
being used as enhancements to the system. This use will continue under the new
system.
INTERDEPARTMENTAL DISPATCH CENTER
The consultant's study indicated that there are efficiencies that could be
gained by having a central interdepartmental dispatch center. The likely
candidates for such a center would be Police and Fire dispatch, the 9-1-1
emergency operation and those departments that have operations taking place
after normal business hours, if such a facility could be built on existing City
land, the estimated cost would be about $1.1 million. However, as pointed out
below, no construction cost for a central facility has been included in the
estimated system cost.
CIP PUBLIC SAFETY DISPATCH SYSTEM
In 1984, the current public safety dispatch system was completed using bond
funds. The primary purpose of the system was to allow the Police and Fire
Departments to use computer aided dispatch (CAD) technology in the dispatch
function. The total cost of the system was $5,572,299. of that total , about
$4.9 million was used to purchase radio equipment, consoles, and mobile data
terminals (MDTs) for Police vehicles. The remaining $665,000 was used to pay
for vendor supplied hardware/software and the in-house labor cost for the
Information Systems and Services department to develop the system. Both
departments continue to operate in a different frequency band, thus, they are
unable to communicate with each other. It is important to point out that no
other City departments benefited from the installation of this public safety
system.
In 1988 the City Council authorized the acquisition of additional handheld
radios in order to assign one to each officer in the Police Department.
Should the new 40 channel system be approved, the following components of the
CAD system will continue to be used:
1. Police MDT data system
2. Police CAD system
3. Fire alert data system
4. Fire voice radio system
5. Fire CAD system
'- ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7512
Page 6 of 9
voEtoar To the Mayor and Members of the City Council
Subject: INTERDEPARTMENTAL COMMI)NICATION SYSTEM
OTHER FEATURES OF THE CURRENT SYSTEM USABLE IN THE NEW SYSTEM
In addition to the equipment from the CAD system identified above, it is
anticipated that the following equipment will not need to be replaced:
1. Microwave system
2. Police PBX telephone system
3. 9-1-1 emergency system
SYSTEM COST
It is anticipated that the new system will cost about $14,762,000. However, a
firm figure will not be available until bids are solicited. Attachment D
provides a detailed breakdown of the system cost, by departments and by
components. As the chart indicates, the major cost is in the installation of
transmitters and receivers ($5,055,500) . The second largest cost is for
handheld radios ($3,296,000) , followed by mobile radios ($2,698,000) and
dispatch consoles and related equipment ($2,450,000) . Not included in the
$14,762,000 is an estimated cost of $1.1 million for a central dispatch
facility. If such a facility is not constructed, it will be necessary to modify
existing space, especially in Police and Fire, to accommodate the new system.
It is anticipated that the amount budgeted for contingency will cover the cost
of modifications.
About $13 million of the cost is attributable to the general fund and about $1.8
would be shared by the various enterprise funds.
POSSIBLE FUNDING SOURgEIS1
From a timing standpoint, the system is scheduled to become operational in
March of 1993, with final acceptance coming in June of 1993. It is anticipated
that it will be necessary to expend some of the contingency funds in the
1991-92 fiscal year in order to design the modifications mentioned earlier.
However, the bulk of the expenditures will not take place until the 1992-93
fiscal year.
Certificates of Obligation
The Finance Department has checked with First Southwest to find out the
estimated interest on certificates of obligation to fund the proposed system
over a 10 year period of time. They estimate that based on the current market,
the City could expect a rate of from 6.5% to 6.750. Attachment E indicates the
annualized cost and how that cost would be distributed among departments. The
Finance Department has indicated that the City is likely to get a more favorable
rate using CO's for the acquisition as opposed to the lease/purchase
arrangement.
ip**
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS . 7512
INFORMAL REPORT T CITY COU'
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'S Subject:
Lease L Pv K chase
During the workshop presentation on February 5, 1991 an estimate of 6% was used
for finance charges if the system is acquired on a lease/purchase basis. Since
that time, the Finance Department has indicated that a more reasonable figure
to use is 7%. Attachment E also provides a range of costs for finance charges
from 7% to 8.5%. Assuming a 7% finance charge, the estimated annual cost over
a ten (10) year period would be about $2.1 million (General fund - $1,862,177;
Enterprise funds - $239,930) .
Salvage Value of Equipment
It is anticipated that the only equipment from the current system with any
salvage value will be the 1100 handheld radios purchased by the Police
Department in 1988. Communications has obtained information that indicate these
radios are valued at $549 to $849 without reconditioning (See Attachment F) .
The sale of handhelds could potentially generate $603,900 to $933, 900 in funds
to help defray the cost of the system. If any other revenue is generated from
the auction of the old equipment, it will also be applied. Either way, vendors
will be asked to bid on the salvage value of all of the equipment.
Use of Previously _b_11d e�ted Funds
The Police Department is currently budgeting about $403,296 in the general fund
to pay for the additional handheld radios that were authorized by the City
Council . Those radios are scheduled to be paid for in June of 1992. If the
City Council chooses to, these funds could continue to be included in the
budget to help pay for the new system. The effect would be to reduce the
"additional" funds required annually to pay for the system.
In addition to the handhelds, about $247,200 is currently included in the
general fund budget and $31,200 in enterprise fund budgets to pay for the
microwave system. The microwave system is scheduled to be paid for in December
of 1993. These funds could also be used to reduce the "additional" cost.
Participation by other Jurisdictions
The proposed system will be able to provide coverage for most of the County.
However, until it is up and running, staff is reluctant to allow all
jurisdictions that wants an 800 MHZ system to participate. The Sheriff 's
Department has indicated an interest in possibly joining the system. So has
the Area Metropolitan Ambulance Authority. No problems would be experienced if
these two jurisdictions are made a part of the system from the inception. The
estimated proportionate share for the "common equipment" for the Sheriff's
Department would be about $502,500. This could be a one time payment up front
and payment of an annual maintenance charge thereafter. The Ambulance cost
would be about $10,000 annually.
-ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
`
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7512
To the Mayor and Members of the City Council
Subject: INTERDEPARTMENTAL COMKJNICATION SYSTEM
Regardless of whether the new system is funded through a lease/purchase or with
certificates of obligations, approximately $403,296 of currently budgeted funds
would be available in 1992-93 to apply to the cost after the handheld radios are
paid off. That amount increases to $635,904 in 1993-94 when a portion of the
microwave system is paid off and to $681,496 in 1994-95 and all subsequent
years when both the handhelds and microwave are paid for.
In addition, the 1992-93 cost could be reduced by an additional $604,000 to
$934,000, depending on the amount received from the sale of the old Police
handheld radios. If the Sherriff's Department decides to join the system and
arrangements are made to receive their payment upfront, an additional $502,500
would be available in 1992-93. Attachment G projects the impact over the first
three years of the system if the following funding sources are applied.
SUMKARY
The current system has outlived its useful life. It in no way will be able to
adequately serve the needs of the City as it continues to grow. When the Public
Safety System was installed in 1984 it was anticipated that it would take care
of the Police and Fire needs for the next ten years. By the time the new system
comes on line, that time will almost have expired. No significant improvements
have been made in the system used by non-Public Safety departments since the
original system was installed. The proposed system is designed to take care of
the needs of all City departments for the next twenty (20) years, except for
routine replacement of damaged or lost radios.
The City has reserved 40 channels from the FCC on the 800 MHZ frequency. These
are the last channels in Region 40 that are available for assignment. Dallas
County and other jurisdictions currently have applications pending for 800 MHZ
channels. Failure on the part of the City to submit a plan to Region 40 by June
26, 1991 would result in these channels being reassigned to another entity. As
the population in the newly annexed areas become more dense, an adequate
communication system will be critical in delivering City services efficiently.
RECOMMENDATION
Staff recommends that the City Council approve the acquisition of the proposed
system and proceed with the following timetable:
Solicit Request for Bids for a trunked voice radio 2-22-91
communication system
Received bids 4-22-91
Obtain letter of intent from non-City agencies 5-01-91
regarding their participation in the system
Recommend vendor to City Council 5-15-91
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7512
Page 9 of 9
WDzx�JOP"' To the Mayor and Members of the City Council
0
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Subject: INTERDEPARTMENTAL COMMNICATION SYSTEM
,a 7 1
Final City Council decision regarding the funding 6-04-91
source
Submit installation and funding plan to Region 40 6-26-91
Receive Region 40 approval of plan 6-26-91
Begin system implementation 7-91
Complete system 3-93
Final acceptance of the system 6-93
This system is scheduled for discussion during the Pre-Council meeting on
February 19, 1991. Staff will be available to answer any questions or provide
additional information.
David Ivory
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
Attachment A
ity of Fort Worthl -exas
Mayor and Council Communication
DATE REFERENCE sUBJECT: RESOLUTION CONCERNING INTER- PAGE
NUMBER
9-20-88 **G-7729 DEPARTMENTAL RADIO SYSTEM I of 1
RECOMMENDATION:
It is recommended that the City Council approve the statement of intent to
provide funding for a new interdepartmental radio system to be implemented by
1992.
DISCUSSION:
The Long Range Communications Plan of the Information Systems & Services
Department, initiated in October, 1987, includes a new interdepartmental
radio system to be implemented in 1992. The system will require new licenses
from the Federal Communications Commission for the radio frequenci'es to be
used . The Commission will accept applications for licenses later this year
and requires that a statement of intent to provide funding accompany the
applications.
The attached Resolution satisfies the Commission ' s requirement for the
statement of intent to fund the system.
m/6
opol
SUBMITTED FOR Itlt�
-CITY-MANAGER'S DISPOSITION BY COUNCIL: PROCESSED BY
OFFICE BY: R.A. MCKInneY 0 APPROVED
ORIGINATING E OTHER (DESCRIBE)
DEPARTMENT HEAD: CITY SECRETARY
Mar shall
FOR ADDITIONAL INFORMATION
CONTACT J- Long 7B7O DATE
AResolution RESOLUTION NC).,,C��Xz /
WHEREAS, as a 'municipal government , the City of Fort Worth has a
responsibility to deliver service to its citizens, particularly
such essential services as police and fire protection, Water
and streets; and,
WHEREAS, radio communication is critical to each of these operations,
particularly in emergencies; and
WHEREAS, The Federal Communication Commission (FCC) , has
allocated a new spectrum in the 800 MH band for public safety
operations; and,
WHEREAS, the City of Fort Worth ' s long range plan includes the
installation of a new interdepartmental radio system b, 1992,
which will have the capacity for growth; and,
WHEREAS, the FCC requires a statement of intent to fund a new system for
the City of Fort Worth be attached to the license application.
NOW, THEREFORE be it resolved that the City Council of the City of Fort
Worth:
Recognizes the need for a new radio system to insure the City
can deliver essential service effectively and intends to
provide adequate funding for the implementation of the system,
subject to the annual appropriation process of the City of Fort
Worth.
CITY COUNUL
As CORRECTED
SEP 20 1988
U�/ew�
,qlty Secretary of tha
MY of Fort Worth,Taxw
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Southwestern Bell Mobi IeSysterns
r;'TI It 011c I 1011
February 15, 1991
Mr. Bob Terrell
Assistant city manager
1000 Throckmorton Street
Fort Worth, Texas 76102
Dear Bob:
rn response to our conversation on Tuesday February 12,
1991, with regard to your communication needs, our
research indicates cellular would definitely enhance your
communications . We can envision Cellular being a necessary
tool for upper management personnel that need immediate
communication with outside informants/authorities.
However, cellular would not be a replacement for a two-way
radio system.
We appreciate your interest in Southwestern Bell Mobile
Systems, and if I can be of any further assistance to you
please let me know.
Sincerelyt
Raym d T. Bauer
Regional Sales Manager
cc: B.D. Serrault
17489 Preston Road
Dallas.Texas 1�4�
Phone 214 407-30f}0
RB: rb