#07 Authorize improvements to public safety radio system
POLICE DEPARTMENT MEMORANDUM
June 20, 2011
TO: City Council
FROM: Fire Chief Jim Jensen & Police Chief Dave Moore
SUBJECT: Public Safety Radios
Executive Summary
Three separate public safety radio system issues have emerged requiring an
upgrade of the system:
1. The Federal Communications Commission (FCC) requirement that public
safety radio frequencies be narrow banded by 1/1/2013.
2. Upgrades to the current radio system infrastructure (transmit and receiver
sites) in preparation for Rock County to take over maintenance
responsibilities.
3. Replacement of the existing transmit site on Winchester Drive with a new
site located on the water tower.
The estimated cost of these improvements is $800,000 and we would like the
City Council’s authorization to proceed with these improvements in order to meet
the 1/1/2013 deadline for narrow banding; and have the City Council express
their intent to include $800,000 in a future note issue to fund these
improvements.
Staff Recommendation
The Police Chief and Fire Chief recommend that the City Council authorize
proceeding with the identified upgrades to the public safety communication
system and express their intent to include $800,000 in a future note issue to fund
these improvements.
City Manager Recommendation
The City Manager recommends approval. The City has been actively working
with Rock County and other entities to ensure that we collectively upgrade our
public safety communication system to meet new FCC requirements.
The $800,000 cost will be the share to upgrade the public safety communication
system. There will be some additional costs over the next 18 months to
additionally upgrade other departments’ radio systems in the City.
Analysis
Issue 1 – The Federal Communication Commission (FCC) has required the
narrow banding of public safety radio frequencies effective 1/1/2013. Narrow
banding limits the effectiveness of radio systems if we continue to use an analog
system. Accordingly, remaining with an analog radio system would cause
inadequate radio coverage resulting in safety issues for police officers, fire
personnel and the public we serve. To continue proper radio coverage all police
and fire frequencies will need to change to a digital system. Moving to a digital
system requires the purchase of new mobile (in vehicle) radios and new portable
(on the person) radios. The cost of these improvements total $549,584 and
include:
Police - Purchase 21 digital mobile radios, 124 digital portable radios,
carrying cases and programming. ($243,691)
Fire – Purchase 54 digital mobile radios, 70 digital portable radios,
carrying cases and programming. ($305,893)
Also, the radio infrastructure (transmit and receiver sites) will need to switch to a
digital format. Fortunately, Rock County has agreed to assume this cost of
$277,370.
Issue 2 – With the transition to a digital radio system, Rock County has agreed to
accept and maintain the police department’s radio infrastructure. Currently, the
police department maintains the infrastructure, transmit and receiver sites that
sends radio transmissions to the 911 center via a telephone line. The annual
cost to the City of Janesville for the maintenance of this equipment is $24,368.
This transfer of the police radio infrastructure to the County is a provision that the
City has suggested for many years. In addition to the ongoing savings to the city
for maintenance and updates, the transfer will provide for a system that is
integrated to the larger public safety radio system and allow better identification
of problems, when they arise. Rock County has agreed to accept the police
department’s radio system with the caveat that it be in good working order prior
to the transfer. To update the system, three receiver sites need to be moved,
one back up radio transmitter needs to be moved and the base station in the
police department needs modification. The cost of these improvements is
$35,349.50 and includes:
Move police department receiver site from the airport utility building to the
airport tower. The move will provide for better coverage on the southwest
side of Janesville and allow a microwave radio relay system to the
transmit site. ($19,961.00)
Move the police department receiver site from the Youth Sports Center to
St. Mary’s Hospital. To attain a microwave radio relay system at the
Youth Sports Center a tower would need to be erected. Moving to the St.
Mary’s Hospital site removes the need for the tower and increases radio
coverage. Further, the St. Mary’s Hospital site offers a better environment
for the radio equipment including a back-up generator. ($3,801.00)
Move the police department receiver site from Jefferson School to the
Rock County Sheriff’s Department tower at Highway 14 and Highway 51.
To attain a microwave radio relay system at the Jefferson School site, a
tower would need to be erected. Moving to the Sheriff’s Department site
removes the need for the tower and increases radio coverage. Further,
the Sheriff’s Department site offers a better environment for the radio
equipment including a back-up generator. ($3,326.00)
Police department radio console update. The update will allow digital
radio communication from the shift commander’s office at the police
department. ($3,442.50)
Move secondary (TAC) repeater radio channel from municipal building to
water tower. The move will provide better radio coverage for the
secondary radio channel. ($4,819.00)
Issue 3 – The transmit site on Winchester Drive is well beyond its expected life
cycle. The tower and small building that houses the transmit radios and
generator have been at this site since at least the early 1970’s. Both have been
in need of replacement for many years. We delayed any improvements at this
site knowing that the new water tower site would be a superior location and that
the Winchester neighborhood was told many years ago that after the expected
life cycle of the tower, it would be removed. With the upgrade to the digital radio
system, the time is appropriate to move from the Winchester site to the new
water tower. The cost for this improvement is $176,739 and includes:
Move primary police radio transmit site from the Winchester site to the
water tower site. This includes moving and connecting existing radios,
install antennas, construct a 10’ x 24’ building with Uninterrupted Power
Source (UPS), stand by generator and related site improvements
In addition to the estimated project costs we would recommend including a
contingency of 5% for unanticipated expenses ($38,327.50) bringing the total
cost of the project to $800,000. Once completed, public safety should
experience efficient radio communication for the next 10 years.
cc: Eric Levitt, City Manager
Jacob J. Winzenz, Director of Administrative Services