09-Two-Way Radio for Lot 1CITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
5-31-11
Council Date:
Manager
Gene Anderson
9,
6-13-11
RECOMMENDED MOTION:
Motion to approve the staff's proposal to address existing two-way radio communication issues.
POLICY ISSUE(S):
Management
The attached memo prepared by Chief Hundley provides the background for this issue and summarizes
the City's radio problems. In summary, the City and other public entities are being mandated to update
their two-way communication systems so that they are both digital and interoperable by 2015. The
approximate cost of such a transition is $570,000. The staff recommends transitioning over four budget
cycles beginning with the current fiscal year 2010-11. Phase One costs are estimated at $183,686. The
staff would like to accomplish this first phase in 2010-11 to be funded as follows:
Grant $93,814
2010-11 Budget $35,000
Reserves $54,872
A budget amendment would be presented later in the year to formally authorize the use of reserve funds.
The cost estimate is based on list prices. It is likely that the actual amount will be less as we go through
the bid process.
BOARD/COMMISSION RECOMMENDATION:
None
EXHIBITS:
Memo from Chief Hundley.
ACTION:
BUDGET INFO:
~ Financial Report ~ Minute Order
Expense
$NA
❑ Department Report ❑ Resolution
Budgeted Amt.
$NA
❑ Presentation ❑ Ordinance
yT'D Actual
$NA
❑ Public Hearing ❑ Other
Acct. Name
NA
Acct. Number
NA
FISCAL NOTES:
None
REVIEWED AND APPROVED BY:
0 Administration ❑ City Clerk ❑ Community Development ❑ EMS/IT E Finance ❑ Fire
❑ Municipal Court ❑ Legal ❑ Library Z Police ❑ Eng./Public Works ❑ Utilities
City of Paris A9 Revised 2/04/08
City of Paris Two-way Radio Communication Issues
There is some background information needed to fully understand the issues the city two-
way radio system is facing.
Radio Bands
Two way radio transmissions are grouped into `bands'. Primarily VHF (Very High
Frequency 30 MHz- 300 MHz) and UHF (Ultra High Frequency 300 MHz - 3000MHz) They
are different bands of the Electromagnetic Spectrum. Each band has different abilities
which can influence what application the radio with that band is used for.
`Narrow-Banding'
For many years there was a`separation' of 25 KHz between frequencies used by two way
radios. Due to the increased use of available radio frequencies, the Federal
Communications Commission published an order which required several changes. These
changes included: all two-way radio equipment sold after January 1, 2011 to be `narrow
band' capable or a separation of frequencies by 12.5 KHz, required all licensees to submit
applications for narrow band frequencies and migrate to the narrowband technology by
January 1, 2013. By moving the frequencies closer together, more frequencies were
opened for use.
Analog vs. Digital Mode
As a technology, analog is the process of taking an audio or video signal (in most cases, the
human voice) and translating it into electronic pulses. Digital on the other hand is breaking
the signal into a binary format where the audio or video data is represented by a series of
"1"s and "0"s and transmitted as `packets'.
Homeland Security Funding
Ever since the terrorist attacks of 2001, communications has been a focal point of response
to disasters not to mention the day to day operations of emergency services along with all
government departments.
Unfortunately, the first issue in response to a disaster is the ability to communicate and
coordinate a response from many different disciplines that usually have independent radio
systems. It is a well-established fact that the police and fire departments of New York city
could not communicate and that issue most probably added to the loss of life.
50
As these issues were brought forth, the phrase of `radio interoperability' became a
buzzword for different emergency response disciplines being able to communicate more
effectively. Digital technology is more adaptable to interoperability issues than analog
technology. The State of Texas has adopted a state-wide interoperability plan which
focuses on all radio equipment used in Texas and how homeland security grant money is
spent when it comes to radio interoperability. The plan requires that all radio equipment
purchased with grant money be P25 compliant and that all radio systems will be digital by
2015.
P-25 Compliant Radio Equipment
Project 25 (P25) was initiated collaboratively by public safety agencies and manufacturers
to address the issue with emergency communication systems. P25 is collaborative project
to ensure that two-way radios are interoperable. The goal of P25 is to enable public safety
responders to communicate with each other and, thus, achieve enhanced coordination,
timely response, and efficient and effective use of communications equipment. P25 Radios
are digital instead of analog.
The City of Paris Radio System
Most all of the radio frequencies used by the various city departments are in the 400 MHz
UHF band. We have already applied for and received the narrow band frequency licenses
for these frequencies.
Of the 8 repeaters in use by all the city departments, only 3 are narrow band capable. All
the radios in use by EMS are able to be programmed to the narrow band frequencies. Only a
few radios in use by the police and fire are not capable to be programmed to the new
frequencies. Many of the radios in use by other city departments are not programmable to
the new frequencies.
There are many radios in public works which need to be replaced because of age or being
obsolete with no replacement parts available.
The Problem
Since many of the public works radios, repeaters and a few other radios in the police and
fire departments are not narrow band capable, new radios which are capable of being
programmed for narrow banding need to be purchased.
At the same time, any radio purchased now that is not a digital or P25 compliant radio will
have to be replaced by 2015, which would be a waste of money. To transition to a digital
radio system in one step would be a huge expense. An estimate compiled using list prices
would be in the neighborhood of $571,058.50.
51