City of Lawrence

Public Works Department

MEMORANDUM

DATE:	March 22, 2007
TO:	David Corliss
	City Manager
FROM:	Steve Stewart
	Fleet Manager

Replacement Radio System – Public Works Department

The current radio system used by Public works is a VHF wide band system. Changes in the FCC regulations to expand cell phone use will eliminate this frequency January 1, 2013.

The City entered into discussions with Douglas County Public Works and Public Safety to determine if shared infrastructure was a possibility. All of the systems discussed are broken down on the attached document. We continue to work with the county and the Department of Homeland Security in an attempt to bring us into NIMS compliance.  

To minimize impact to the budget the recommended system would be phased in over the next few years. Phase one would be Street and Storm Water crew trucks, Engineering and Traffic Signal crews.  This is the most immediate need and will provide maximum benefit to be able to communicate with the County, KDOT, and Kansas Highway Patrol during emergency response operations.  The length of time and total cost of the radio replacement project would depend on the depth of Utility and Parks Department participation. Phases two through four are estimated on the attached document.

Recommendation Action: 

Approve implementation of phase one for the 2008 budget at a cost of $150,000.00. Phases two through four would follow in subsequent budgets.

Proposed Systems

1. 800 Smart Net will be state wide coverage in the next couple of years. System infrastructure is shared by KHP, KDOT, KTA, City and County Public Safety. System loading is currently 14% would not become an issue until usage goes up to 25%.

Advantages

A. No infrastructure cost except radios.

B. No licensing fees.

C. State wide potential coverage.

D. NIMS compliant.

E. If we need to add another channel it only takes fifteen minutes, plus reprogramming radios ($42.00 each). No licensing on new channel.

F. Two channels for city would include Solid Waste (does away with monthly 200 system charges).  [Not part of phase 1 of implementation plan]

Disadvantages

A. All our eggs are in one basket. Public safety has backup systems in place around the county.

B. Analog system will switch to digital with in five years. Reprogrammable radios are more expensive.

C. Requires approval of 911 Board. A letter to the board should be sufficient since there is not a loading issue on this system.

D. Cost of Radios (1500 series that can be switched to digital when the time comes). Truck radios are $2,030.00 each installed and bases are $2,660.00 each.

2. VHF repeater at Stratford tower $18-20,000.00 will be good until at least to 2013 with the replacement of old radios. Repeater $20,000.00 plus 60 radios @$590.00 installed equals $55,400.00. Reprogramming in 2013 would cost around $5,000.00.

VHF advantages:

 A. Cost: Upgrade of infrastructure at Stratford Water Tower $40-50,000.00. Radio replacement costs are $400-500.00 each.

B. If repeater goes down we can switch to channel 2 and talk truck to truck.

C. VHF Repeater does away with the dedicated phone lines now required at base stations. The cost for all 6 lines is currently $292.75 a month, annually $3513.00.

VHF Disadvantages: 

Problem	Solution
May still have some low area coverage problems	None
VHF may not be supported by FCC in the future (10-15years).	None
The system is presently wide band.	Repeaters are both wide and narrow band, would require reprogramming 2013.
Wide band radio production will be limited after 1-1-2008.	Replace older radios as they break with dual band radios $400-500.00 each.
Wide band goes away 2013	All newer radios can be reprogrammed to narrow band $42.00 each
One additional radio for each channel for dispatch.	Additional purchase

3. LTR UHF single sight system 3 channel $55,000.00 at Stratford + radios $650.00 each. Three or four talk groups (4 would include Solid Waste). Public Works only without Solid Waste $155,000.00. Addition of Solid Waste would be $220,000.00.

LTR UHF Stratford Advantages

A. Better coverage long term.

B. Three channels one for city one for county and one for emergency that would allow city and county public works to talk to each other.

C. Add fourth channel for Solid Waste do away with 200 system monthly charges.

D. In the event of tower or repeater failure trucks could switch to channel two and talk truck to truck.

E. UHF Repeater does away with the dedicated phone lines now required at base stations

LTR Stratford Disadvantages

A. Antenna slots at Stratford water tower limited and location on tower are not the most desirable.

B. Cost of repeater and system up grades at Stratford water tower.

C. Cost of licensing and radio replacement $650 each would require all radios to be changed: 85 for Public Works plus 69 if Solid Waste put on system.

D. One additional radio for each channel for dispatch.

4. LTR UHF system single sight same as above except renting space on TFM tower south of town. 1,000 foot tower currently used by four or five business, space rental $200.00 a month.

LTR TFM Tower Advantages

A. Same as Stratford above.

B. reduced infrastructure cost

Disadvantages

A. Monthly tower rent $200.00

B. I would recommend a long term contract that would include language guaranteeing our continued use in the event of the tower changing ownership.

C. One additional radio for each channel for dispatch.

800 Smart Net Phase-In

 Installation of option one could be phased in over the course of five years. My recommendation would be to equip the street, engineering, and traffic division trucks and four base stations only the first year. This would cost roughly $150,000.00.

The second year installation could include Street construction equipment, Parks and Utility supervisor vehicles if wanted. Parks and Utilities are using the Nextel system and should not need radios in their other equipment at this time. Cost should be at or below $100,000.00

The third year a separate channel could be added for Solid Waste. There is no additional cost for additional channels and no licensing fee. This would be the largest expense because of the number of units and bases needed. My estimate is approximately $225,000.00. This system would eliminate the 220 trunk system now used and the monthly charge associated with it.

Years four and five could be used to add channels and radios for Parks and Utilities if so desired. Having separate channels, this system would eliminate the need for the Nextel monthly charges.

Year	Phase-in elements	Estimated cost / source
2008	Street, engineering, traffic division trucks 4 base stations · Replace equipment that is currently unreliable and will become obsolete; provide base stations.	150,000 general fund
2009	Street construction equipment, Parks and Recreation and Utilities’ supervisory vehicles · Provide communications for off-road equipment and between departments for effective response efforts	< $100,000 general fund (70%) utilities (30%)
2010	Solid Waste fleet · Replace 220 MHz trunking system currently used.  Will save monthly lease fees for the trunk lines and allow communication across solid waste and street fleets, as well as Parks and Recreation and Utilities supervisors.	$225,000 solid waste
2011	Add channels for Parks and Utilities, if desired · Centralize communication abilities.  Eliminate need for cell phones and monthly bills for Parks and Utilities crews	Optional Cost tbd General fund & Utilities