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Home My WebLink AboutAgenda - 06-05-2012 - 7dORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 5, 2012 Action Agenda Item No. 7 SUBJECT: Recommendations from the Emergency Services Workgroup for VIPER Radio System Improvements and Communication System Improvements DEPARTMENT: Emergency Services PUBLIC HEARING: (Y /N) I No ATTACHMENT(S): 1. County Capital Investment Plan for Emergency Services 2. Revised Capital Investment Plan for Communication System Improvements 3. VIPER Tower Sites Worksheet 4. VIPER Tower VHF Antenna Sites Map INFORMATION CONTACT: F. R. Montes de Oca, 245 -6100 Michael Talbert, 245 -2153 PURPOSE: To receive recommendations from the Emergency Services Workgroup for VIPER (Voice Interoperability Plan for Emergency Responders) Radio System Improvements and Communication System Improvements included in the Capital Investment Plan for Fiscal Year 2012 -13 and incorporate the recommendations as appropriate into the approval of the Fiscal Year 2012 -13 Annual Budget. BACKGROUND: At the May 15, 2012 regular meeting, the Manager presented the Board with the Recommended Fiscal Year 2012 -13 Annual Operating Budget and 2012 -17 Capital Investment Plan. VIPER Radio System On April 10, 2012, Mike Hodgson, Manager of the VIPER system for the North Carolina State Highway Patrol, met with the Emergency Services Workgroup. The best option for Orange County to eliminate busy signals is by placing an optimum number of channels on each existing communications tower. Equipment and hardware on the existing towers in Orange County as well as the surrounding areas would need to be upgraded to allow for increased system capacity to reduce busy signals received by field units during times of high demand. Channels and additional equipment would need to be added to the following locations based on the most current information from the state: • Chatham Site: 3 channels /1 combiner • Hillsborough Site: 2 channels /1 combiner /1 antenna package. The tower is currently full and may require additional work to allow channels to be added. • Laws Site: 3 channels • UNC Site: 2 channels. Site is maintained by UNC and may require additional work to add channels. K • Altamahaw Site: 1 channel • Mebane Site: 2 channels. OSSI — CAD Replacement Since 1992 Orange County has utilized a Computer Aided Dispatch system from Logysis, the current vendor. The system is outdated, unable to meet current demands and should be replaced in order to accommodate system needs. OSSI has a complete package that will provide a more robust and efficient system with needed modules already interfaced. The system supports data sharing between agencies and across jurisdictions; improves employee productivity by simplifying repetitive tasks; and delivers real -time information across the entire Emergency Services spectrum including law enforcement, fire and EMS. OSSI is offering a five -year payment plan which includes equal payments over the five years with 0% interest. The proposal includes a turnkey hardware, software and services solution and can be funded by 9 -1 -1 funds contingent upon the approval of the NC 9 -1 -1 Board. 800 MHz Radios Portable and mobile radios within the Emergency Services Department have or will be reaching seven -years of age. The projected useful life of these radios is seven years. Replacement is necessary to ensure reliability for emergency responders. The Manager's Recommended Capital Investment Plan (CIP) included the purchase of all radios and the Emergency Services Workgroup is recommending that the replacement of radios be phased over the next five years. The County started purchasing new 800 MHz radios in 2004, and the Fiscal Year 2012 -13 Recommended Budget includes funding to replace these original radios plus sufficient radios for new staff and to begin to replenish the disaster radio cache. The addition of 4.5 Emergency Medical Services (EMS) units and 15 positions has diminished the disaster radio cache. Every field employee must have a portable radio to ensure safe field operations. It is important to establish standard features and specifications for 800 MHz radios (portables and mobiles) to ensure system reliability, and optimal integration with new platforms (P25) which will be placed in service by the North Carolina State Highway PatroINIPER starting in 2013. It is critical that units purchased be standardized to ensure integration, reliability and reduce potential for field failure. The Emergency Services Workgroup has reviewed the Capital Investment Plan and makes the following recommendations to the Board of County Commissioners: 2012 -13 CIP Viper Radio System Additional Channels on Existing Towers Communications OSSI -CAD Replacement 800 MHz Radios Manager's Recommendation $543,750 $128,000 $620,000 Workgroup Recommendation $543,750 $128,000 $164,000 FINANCIAL IMPACT: The Workgroup's recommendation for the VIPER Radio System and OSSI -CAD Replacement does not necessitate any change from the Manager's Recommended CIP. The Workgroup's recommended budget for the replacement of 800 MHz radios would reduce the Manager's Recommended CIP by $456,000 for Fiscal Year 2012 -13. RECOMMENDATION(S): The Manager recommends that the Board receive the recommendations from the Emergency Services Workgroup for VIPER Radio System, OSSI - CAD Replacement, and 800 MHz Radios included in the Capital Investment Plan for Fiscal Year 2012 -1313 and incorporate the recommendations as appropriate into the approval of the Fiscal Year 2012 -13 Annual Budget. County Capital Projects Fiscal Years 2012-17 Lject Name Viper Radio System Project Status New ctional Service Area Public Safety Starting Date 7/1/2012 artment Emergency Services Completion Date 6/30/2016 Available Year 1 Year 2 Year 3 Year 4 Year 6 Five Year 6 Prior Years Balances Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year to Project Budget Funding 1/31/2012 2012-13 2013-14 2014-15 2016-16 2016-17 Total Year 10 ropriation Additional Channels on Existing Towers 543,750 543,760 Towers 1,000,000 1,000,000 1,000,000 3,000,000 Total Project Budget - - 643,760 1,000,000 1,000,000 1,000,000 3,543 760 eral Fund Related Operating Costs ersonnel Services perations ew Debt Service 118,701 337,001 555,301 773,601 1,784,604 2,083,401 Total Operating Costs - 118,701 337,001 565,301 773,601 1,784,604 2,083,401 enues/Funding Source ansfer from GeneralFund 118,701 337,001 555,301 773,601 1,784,604 2,083,401 pital Projects Fund Balance bt Financing 543,750 1,000,000 1,000,000 1,000,000 3,543,750 Total - - 643,750 1,118701 1,337,001 1,656,301 773,601 6,328,364 2,083,401 ject Description/Justification itonal Channels: Equipment and hardware on the existing towers In Orange County as well as the surrounding areas will be upgraded to allow for eased system capacity which will reduce busy signals received by field units during times of high demand. If the upgrades are not funded,the system will be able to alleviate the current service/coverage Issues.Channels and additional equipment will be added to the following locations based on the most ent information from the state.Chatham Site:3 channels/1 combiner;Hillsborough Site:2 channels/1 combiner/1 antenna package.The tower is currently l'-' ' and may require additonal work to allow channels to be added;Laws Site:3 channels;UNC Site:2 channels.Site is maintained by UNC and may require itonal work to add channels;Altamahaw Site:1 channel; Mebane Site:2 channels. ers:The addition of three towers over the next four years will expand coverage which in turn will increase capacity allowing better access for field units easing safety and more stable lnteroperablilty. Can not be funded by 9-1-1 funds. : This Viper Radio System project is being reviewed as part of the charge to the Emergency Services Work Group. County Capital Projects-REVISED Fiscal Years 2012-17 Project Name Communication System improvements Functional Service Area Public Safety Project Status New Starting Date 7/1/2012 Department Emergency Services Available Year 1 Year 2 Year 3 Year 4 Completion Date 6/30/2017 Prior Years Balances Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year Year 6 to Project Budget Funding 1/31/2012 2012-13 2013-14 2014-16 2015-16 2016-17 Total Year 10 OSSI-CAD Replacement 128,000 128,000 128,000 128,000 128,000 640,000 800 Mhz Radios 620,000 NextGen Phone System 400,000 620,000 920,000 9-1-1 Call Taker end Dispatch Software: 400,000 *Emergency Police Dispatch *Emergency Fire Dispatch 80,000 80,000 *Smart9-1-1 80,000 80,000 Paging Hardware 30,000 30,000 Total Project Budget 150 000 150,000 748,000 628,000 128,000 468,000• 128,000 2000,000 920,000 General Fund Related Operating Costs Personnel Services Operations New Debt Service Total Operating Costs 135,328 222,652 222,652 222,652 803,284 1,113,304 - 136 328 222,66.2 22,662 222662 803,284 1,113,304 Revenues/Funding Source Transfer from General Fund 28,000 163,328 250,652 430,652 250,652 1,123,284 1,113,304 9-1-1 Funds 100,000 100,000 100,000 260,000 100,000 680,000 Capital Projects Fund Balance Debt Financing 620,000 400,000 Total 1 020,000 920,000 - 748,000 863,3.28 360,662 690,662 360,662 2,803,284 2,033,304 Project Description/Justification Note: This Communications System Improvements project is being reviewed as part of the charge to the Emergency Services Work Group. OSSI:Since 1992 Orange County has utilized a Computer Aided Dispatch system from the current vendor,Logysis.The system Is outdated,unable to meet current demands and should be replaced in order to accommodate system needs.OSSI has a complete package that will provide a more robust and efficient system with needed modules already Interfaced.This system supports data sharing between agencies and across jurisdictions;Improves employee productivity by simplifying repetitive tasks;delivers real-time Information across the entire Emergency Services spectrum including law enforcement,fire and EMS.OSSI Is offering a five-year payment plan which includes equal payments over the five years with 0%interest.This proposal includes a turnkey hardware,software and services solution.$600,000 can be funded by 9-1-1 funds contingent upon the approval of the NC 9-1-1 Board. 800 MHz Radios: Portable and mobile 800 MHz radios for all Public Safety Departments County-Wide have or will be reaching seven-years of age. Replacement is necessary to ensure reliability for emergency responders. Only the Emergency Services and Sheriffs departments are included in the CIP.It will be up to each individual municipal or rural department to fund their repalacment radios.It is Important to establish standard features and specifications for 800 MHz radios(portables and mobiles)to ensure system reliability,optimal integration with new platforms(P25)which will be placed in service by NCSHPNIPER starting in 2013. Regardless of funding source or user,it is critical that units purchased be standardized to ensure Integration,reliability and reduce potential for field failure. Year 1 funding includes Emergency Services radios and two mobile digital repeaters to assist field units with reception and reliable communications throughout the county. Years 6-10 includes funding of$920,000 for replacement of Sheriff radios. NextGen Phone System:Replacement of the main 9-1-1 switch,which is necessary to gain access to Internet(Next Generation)based services.The current switch will have reached the end of Its useful life and will no longer be supported by the vendor.If the switch is not replaced,the cost of repairs/maintenance/parts will become very expensive.There is a risk that parts for this equipment will not be available In the coming years. Based on the most current vendor consultation, the request is being made in year 2-FY 2013-2014. 9.1-1 Call Taker and Dispatch Software: EPD:ProQA Dispatch Software Integrates the National Academy Protocols with today's critical computer technologies and assists telecommunlcators in quickly determining the appropriate response specifically configured by local agency authorities.ProQA guides dispatchers in providing relevant Post-Dispatch and Pre_ Arrival instructions prior to units arriving on scene. EFD:Fire Priority Dispatch system will allow all the benefits and safety features of a unified fire protocol system based on fire department approved parameters to combine with the latest In caller integration and response prioritization. Smart 9-1-1: Allows citizens to enter information through a secure website that would be available in the event they need to call 9-1-1.When the citizen calls 9-1-1 the data automatically displays on the 9-1-1 operators work station.The same information is also available via the web to police,fire and EMS units In the field which helps them respond more quickly and effectively.It works seamlessly in today's Infra structure as well as future Next Generation solutions. Paging Hardware: Will provide a reliable station notification system for all County Fire and EMS stations,Can not be funded through 9-1-1 funds. • • O) County Capital Projects Fiscal Years 2012-17 Project Name Future EMS Stations Functional Service Area Governing and Management Project Status New Department Asset Management Services Starting Date 7/1/2012 Completion Date 6/30/2015 Available Year 1 Year 2 Year 3 Year 4 Year 6 Five Prior Years Balances Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year Ytor 6 o Project Budget Funding 1/31/2012 2012-13 2013-14 2014-16 2016-16 2016-17 Total a 9 Appropriation Year 10 Land/Building Construction/Repairs/Renovations 50,000 500,000 500,000 1,050,000 1,000,000 Total Project Budget: 60,000 - 600 - ,000 600,000 1,060,000 1,000,000 General Fund Related Operating Costs Personnel Services Operations New Debt Service Total Operating Costs - - - 48,000 48000 96,000 480,000 48,000 48,000 96,000 480,000 Revenues/Funding Source Transfer from General Fund 50,000 Debt Financing 48,000 48,000 146,000 480,000 Total 500000 500000 1 000,000 1,000,000 50,000 - _600,000 48,000 648,000 1,146,000 1 480,000 Project Description/Justification Emergency Services currently operates from five stations. Station 1 is the only EMS station owned by the County and is located in the former Animal Services building on Revere Road In Hillsborough. Other sites are either owned by other organizations or in need of significant retrofitting to support 24-hour operations. Future stations should have standardized layouts and features for crewmembers and vehicles,such as OSHA and ADA required systems, emergency generators,drive-through bays,and solar panel/green systems. Funds In Year 1 provide for planning/assessment of future EMS substations,and funds In Years 3 and 5 provide for land/construction of substations,with two additional substations In Years 6-10. Note: The strategic locations have not yet been determined and will be reviewed by the Emergency Services Work Group. County Capital Projects Fiscal Years 2012-17 evjsed4/1o/1r2O 3 ',_ Project Name Communication System Improvements Project Status Functional Service Area General Services Starting Date 7/1/2012 De•ailment Eme enc Services Corn.letion Date 6/30/2017 Available Year 1 Year 2 Year 3 Year 4 Year 5 Five Year 6 Prior Years Balances Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year to Project Budget Funding 2/28/2011 2012-13 2013-14 2014-15 2015-16 2016-17 Total Year 10 OSS1-CAD Replacement 128,000 128,000 128,000 128,000 128,000 640,000 800 MHz Radios 164,000 128,000 122,000 127,000 39,000 580,000 NextGen Phone System 400,000 400,000 9-1-1 Call Taker and Dispatch Software: - *Emergency Police Dispatch 80,000 80,000 *Emergency Fire Dispatch 80,000 80,000 'Smart9-1-1 Paging Hardware 30,000 30,000 Total Project Budget - - 150,000 150,000 292,000 656,000 250,000 595,000 16.7,000 1,960,000 General Fund Related Operating Costs Personnel Services Operations - New Debt Service - Total Operating Costs - _ - - - _ - Revenues/Funding Source Transfer from General Fund Capital Projects Fund Ba lance - Debt Financing - - Total - - - _ - - - Project Description/Justification OSSI:Since 1992 Orange County has utilized a Computer Aided Dispatch system from the current vendor,Logysis.The system is outdated,unable to meet current demands and should be replaced in order to accommodate system needs.OSSI has a complete package that will provide a more robust and efficient system with needed modules already interfaced.This system supports data sharing between agencies and across jurisdictions;improves employee roductivi by simplifying repetitive tasks; delivers real-time information across the entire Emergency Services spectrum including law enforcement,fire and EMS.OSSI is offering a five-year payment plan which includes equal payments over the five years with 0%interest.This proposal includes a turnkey hardware,software and services solution.$500,000 can be funded by 9-1- 1 funds contingent upon the approval of the NC 9-1-1 Board. t"--800 MHz Radios: Portable and mobile radios within the Emergency Services Department have or will be reaching seven-years of age. Replacement is necessary to ensu Q N I Co VIPER TOWER SITES I Updated 2/6/12 per phone call from Mike Hodgson,SHP Add Site Voice Channels Data NPS Channels Chatham 5 1 1 3 106,250 (Channels and Combiner) Hillsborough 8 1 1 2 125,000 (Channels,Combiner,Antenna,Addtl work) Addtl work may be needed because tower is full and may require more work to be done. { Laws I I 5 I I 3 1 93,7501 1(channels)1 1 1 1 1" UNC 8 2 125,000 (Channels and Addtl work) Added funds because UNC owns site and may need addtl work done to add the 2 channels. Altamahaw I 8 1 1 1 1 1 31,250 1(Channels )1 1 I .I Cane...:. 8 1 1 0 0 SHP recommends putting this on hold. Tower is heavily loaded Mebane I 8 1 1 2 I 62,5001 1(Channels)1 1 1 1 l 1 1 I 1 543,7501 I I I I 1 3fi W CD v� 10 CASWELL PERSON Laws (VIPER i 1 i i I 1 t i I 1 ' :iT 1 Altamahaw Camden VIPER Mebane-Gibson Rd Eno,Mtn. 1110) ALAMANCE VIPER&Orange"County Fire Repeated \�� / DURHAM Cole Mill VIPER P edmont I Cane Mountain Swepsonville VIPER R I UNC t VIPER Chatham Mountain VIPER&South Orange County Fire Repeated CHATHAM Date:3/26/2012 " Orange County Viper and VHF Antenna Sites c inch=16,667 feet