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HomeMy WebLinkAboutAgenda - 12-13-2011 - 8d1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 13, 2011 Action Agenda Item No. S -d SUBJECT: Review of the VIPER (Voice Interoperability Plan for Emergency Responders) Original Design and Implementation and Strategies to Improve Coverage and Capacity DEPARTMENT: Emergency Services, County PUBLIC HEARING: (Y/N) No Manager ATTACHMENT(S): 11 /17/11 Meeting Abstract -Review of the VIPER (Voice Interoperability Plan for Emergency Responders) Original Design and Implementation and Strategies to Improve Coverage and Capacity INFORMATION CONTACT: F. R. Montes de Oca, Emergency Services Director, 245-6100 Michael Talbert, Assistant County Manager, 245-2308 PURPOSE: To implement a plan to improve the original VIPER (Voice Interoperability Plan for Emergency Responders) system installation by expanding both coverage and capacity of the system. BACKGROUND: By 2001 Orange County began discussions with the public safety community and started planning for the implementation of VIPER. In 2003 the VIPER system first appeared in the County Capital Investment Pfan and by 2009 the system switchover occurred with the exception of the Sheriffs Department. In early 2011 the Sheriff's Department's radios were installed and all Orange County public safety agencies are using VIPER. The VIPER radio has been installed as designed and is functioning well but is not perfect. The system, like any other digital communication system, is in need of expansion as the state-wide system grows and technology upgrades as the technology is constantly changing and improving. The current VIPER system does not produce 100% coverage -there are "dead spots". At a work session on November 17, 2011, the Board discussed coverage, capacity and building penetration issues in Orange County. There was consensus that the County needs to make improvements and upgrades to the VIPER system. Orange County does not have the technical expertise to evaluate coverage and capacity issues with the VIPER system. A technical analysis is required to provide accurate information to solve the coverage and capacity deficiencies. A coverage and capacity assessment will provide the County with analysis of present coverage, suggestions for upgrades of existing sites, and additional locations for supplemental sites to increase the coverage to an acceptable level. At the suggestion of Commissioner Barry Jacobs, staff contacted the Office of Congressman David Price and the North Carolina State Highway Patrol requesting technical assistance with the County's VIPER system. The North Carolina State Highway Patrol, the County's partner on the VIPER system, has offered to assist Orange County with a coverage and capacity assessment for the County. The assessment would be accomplished using resources from both the North Carolina State Highway Patrol and Orange County. A completed assessment is expected by May 1, 2012 at no cost to the County. FINANCIAL IMPACT: There is no immediate financial impact on the County. After a coverage and capacity assessment has been completed, a financial plan will be presented to the Board. RECOMMENDATION(S): The Manager recommends that the Board authorize the Manager to sign a Coverage & Capacity Assessment Analysis agreement for assistance from the North Carolina Highway Patrol. 3 ORANGE COUNTY BOARD OF COMMISSIONERS ~ ~~ Gt,PY ACTION AGEND BST Meeting Date: November 17, 2011 Action Agenda Item No. 1 SUBJECT: Review of the VIPER (Voice Interoperability Plan for Emergency Responders) Original Design and Implementation and Strategies to Improve Coverage and Capacity DEPARTMENT: Emergency Services PUBLIC HEARING: (Y/N) No ATTACHMENT(S): 1) VIPER Final Analysis Report 8/20/04 2) Orange County Radio System coverage Conformance Testing Report 9/9!07 3) Assessment of the Current, Fire, Rescue, and Emergency Services Delivery System INFORMATION CONTACT: F. R. Montes de Oca, 245-6100 Michael Talbert, 245-2153 PURPOSE: To' review the design and implementation of the original VIPER (Voice lnteroperability Pian far Emergency Responders) system and explore s#rategies to improve both the coverage and capacity of the system. BACKGROUND; By 2001 Orange County began discussions with the public safety community and started planning for the implementation of VIPER. In 2003 the VIPER system first appeared in the County Capital Investment Plan and by 2009 the system switchover occurred with the exception of the Sheriffs Department. In early 2011 the Sheriff's Departments` radios were installed and all Orange County public safety agencies are using VIPER. VIPER is a statewide 800 MHz franked radio network being used by the North Carolina-State Highway Patrol to provide multi jurisdiction, multi-agency interoperability. A franked radio system is a complex digital radio system which uses a few channels to support multiple talk groups. Orange County and its communities have chosen to become a partner with the NC State Highway Patrol on the VIPER system. NC State Highway Patrol has taken the responsibility for the VIPER backbone design of the radio sites and equipment providing radio coverage to Orange County. The VIPER radio has been installed as designed and is functioning well but is not perfect. The system, like any other digital communication system, is in need of expansion as the state-wide system grows and technology upgrades as the technology is constantly changing and improving. 4 History October 27, 2003 VIPER included in the Capital Investment Plan Augus# 8, 2004 Final VIPER Analysis Report {Consolidated Communications Network Design} May 17, 2005 Approved Grant funding for (147) new 800 MHz portable radios August 16, 2005 Approval of Regional Grant Application (Durham & Orange) March 2, 2006 Accept COPS In#eroperable Communications Technology Grant Program Award January 23, 2007 Acceptance of Grant Allocation from the Law Enforcement Terrorism Prevention Program VIPER Radio Limitations Quote from the MMA Report, "Assessment of the Current, Fire, Rescue, and Emergency Services Delivery System, May 3, 2011" "The VIPER radio system is an essential element of Orange County emergency services system. The radios system's configuration has limitations. Several Volunteer fire agencies reported "dead spots" where radio recep#ion and transmission are not possible. The VIPER radio system uses the 800 MHz band. Radio frequencies in the 800 MHz band width do not penetrate buildings effectively. Building penetration refers to the reception and transmission from handheld radios operating within buildings. Dead spots and poor building penetration place responders at risk when operating under emergency conditions." Possible VIPER Solutions System Coverage -The percent of the area served (Orange County} by a radio system where a user can have radio reception and transmission whether using a mobile radio ar a handheld radio. The current system does not produce 100°lo coverage there are "dead spots" Attached is the "F~nal Viper Analysis Report" that lists VIPER tower sites (page 12} serving Orange County. All tower sites recommended in Table 3-1, page 12 have been constructed. To solve the coverage issue construction of new towers in strategic locations is required. It will take approximately one year to permit a new tower. The estimated .cost of a new tower is $750,000 to $1,000,000 each. Orange County is likely to need two or more new towers. System Capacity -how many different calls can the radio system handle at once. When all of the channels are busy, the user gets a busy signal which comes across the radio as a "bonk". The capacity of the radio system is limited by the tower site with the least number of channels on the tower. The VIPER radio system is a state-wide shared radio system. The number of state-wide users continues to increase, with both the Sheriff's Department and Alamance County having come on line in the fast year. Within the next 12-24 months, Person County will expand ifs VIPER use as well as increases in capacity occurring in Alamance County. The VIPER system is a broadcasting system, in many cases sending the same message to multiple 5 users at once. When the system is broadcasting, every tower in the sys#em is used to get the message out to all users. Orange County utilizes towers in Alamance, Durham, and Chatham counties to communicate with emergency services providers in Orange County on the state- wide radio system. Adding channels to existing towers will improve system capacity. The cast of one channel added to one tower is approximately $30,000 and multiple channels will be needed on multiple towers. Building Penetration -refers to the reception and transmission from handheld radios operating within buildings. Mobile Repeaters significantly improve in building reception. The Chapel Hill Fire Department has used mobile repeaters to significantly improve VIPER radio reception. Repeaters can either be mobile or mounted to a fixed location. Mobile repeaters in emergency vehicles will significantly improve building penetration. Mobile Repeaters are estimated to cost $20,000 each and many repeaters will likely be needed. Listed below are the VIPER towers that provide service to Orange County and the number of channels on each tower. VIPER Towers Orange County: Eno Mountain (Hillsborough) 8 Channels WUNC (Chatham Mtn.) 5 Channels Orange County North (Laws} 5 Channels UNC -- MED (Brickhouse Bldg) 8 Channels Durham Counfy: Cole Mili Road 5 Channels Camden (Roxboro Rd.} 5 Channels Alamance County: Cane Mtn. 8 Channels Altamahaw 8 Channels Orange County does not have the technical expertise to evaluate coverage and capacity issues with the VIPER system. A technical analysis is required to provide accura#e infarmation to salve the coverage and capacity deficiencies. A coverage and capacity assessment will provide the County with analysis of present coverage, suggestions for upgrades of axis#ing sites, and additional locations for supplemental sites to increase the coverage to an acceptable level. FINANCIAL IMPACT: This presentation of this infarmation has no immediate financial impact on the County. Af#er a coverage & capacity assessment has been completed, a financial plan will be .presented to the Board. Staff anticipates a total cost estimate for towers, additional channels, and repeaters to be between $3.5 and $5 million dollars which would to be included in the County's Capital Investment Plan. A coverage and capacity assessment is estima#ed not to exceed $50,000, and the Emergency Telephone System Fund has adequate fund balance to cover this cost. 6 (Agenda I#em #5 for this November 17, 2011 meeting provides a summary of the po#ential costs associated with Emergency Services Coverage, Capacity and System Improvements addressed in this and other agenda items.) REGOIUIMENDATION(S): The Manager recommends that the Board authorize the County Manager to enter into a contract for a Coverage & Capacity Assessment Analysis, not to exceed $50,000 using a qualified technology firm.