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Home My WebLink AboutAgenda - 06-05-2012 - 7eORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 5, 2012 1 Action Agenda Item No. __I� SUBJECT: Approval of a Recommendation from the Emergency Services Workgroup to Conduct a Coverage Assessment for the VIPER System DEPARTMENT: Emergency Services County Manager ATTACHMENT(S): 1. Abstract Dated December 13, 2011 2. VIPER Tower Consultant Scope of Work & Recommended Vendors PUBLIC HEARING: (Y /N) No INFORMATION CONTACT: F. R. Montes de Oca, Emergency Services Director, 245 -6100 Michael Talbert, Assistant County Manager, 245 -2308 PURPOSE: To approve a recommendation from the Emergency Services Workgroup to conduct a Needs Assessment for the VIPER (Voice Interoperability Plan for Emergency Responders) System to improve County -wide coverage as outlined in Attachment 2. BACKGROUND: In 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 was complete with the exception of the Sheriff's Department. In early 2011 the Sheriff's Departments' radios were installed and all Orange County public safety agencies were using VIPER. The VIPER radio system has been installed as designed and is functioning well, but it is not perfect. The system, like any other digital communication system, is in need of expansion and technology upgrades as the state -wide system grows and technology constantly changes and improves. The current VIPER system does not produce 100% coverage, resulting in "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. At the December 13, 2011 regular meeting, the Board approved technical assistance with the County's VIPER system from the North Carolina State Highway Patrol. Working with the North Carolina State Highway Patrol has provided valuable information regarding the current Ua status of both coverage and capacity of the VIPER system in Orange County at no cost to the County. The Emergency Services Workgroup has been working with the North Carolina State Highway Patrol. Mike Hodgson, Manager of the VIPER system for the North Carolina State Highway Patrol, has provided valuable information regarding the operation of the VIPER radio system in Orange County. The North Carolina State Highway Patrol does not have the technical expertise to evaluate coverage issues and make recommendations as to the best location for new towers. A technical analysis is required to provide accurate information to solve the coverage deficiencies. A coverage assessment, based on information from North Carolina State Highway Patrol, will provide the County with analysis of present coverage additional locations for supplemental sites to increase the coverage to an acceptable level. At the May 8, 2012 Emergency Services Workgroup meeting, Town of Chapel Hill Fire Chief Dan Jones made the motion that the Workgroup recommend to the Board of Commissioners that a technical consultant be hired, who will use the information and data that has already been collected, to make a recommendation on new towers, how many and where they are needed for maximum coverage. This consultant would work with VIPER, Emergency Services, Orange County Planning and users to determine the final result. This will be a part of next year's budget. New Hope Fire Chief Mike Tapp seconded the motion, and it was unanimously approved. On May 22, 2012 the Emergency Services Workgroup further discussed the need for a technical consultant and a Scope of Work for the needs assessment (see Attachment 2). County Emergency Services Director Frank Montes de Oca made the motion to recommend to the BOCC that the County proceed with the Scope of Work at Attachment 2 and send a request for proposals to three vendors for a tower study: AECOM; Tower Engineering Professionals, Inc.; and RCC Consultants, Inc. South Orange Rescue Chief Matthew Mauzy seconded the motion, and it was unanimously approved. FINANCIAL IMPACT: The financial impact will be the costs of a Needs Assessment, which is anticipated to cost between $30,000 to $50,000 for a technical analysis of present coverage and additional tower site locations for supplemental sites. RECOMMENDATION(S): The Manager recommends that the Board: 1) Approve the recommendation from the Emergency Services Workgroup to conduct a Needs Assessment for the VIPER System to improve County -wide coverage; 2) Authorize the Manager to sign a contract not to exceed $50,000 for the Needs Assessment; and 3) Plan to appropriate the necessary funds from the General Fund's Fund Balance as part of a budget amendment that will be presented for the Board's approval at the August 21, 2012 regular meeting. ORANGE COUNTY BOARD OF COMMISSIONERS COPYACTION AGEND 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 Plan and by 2009 the system switchover occurred with the exception of the Sheriff's 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. 91 4 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. A 40anVnT- oZ 5 ORANGE COUNTY EMERGENCY SERVICES WORKGROUP VIPER Tower Consultant Scope of Work May 22, 2012 Complete needs assessment of Orange County's communications requirements, identifying levels of coverage required: • portable -on- the - street • portables in buildings • tower locations and geographic features • review of current (2009) scatter maps Recommend possible VIPER infrastructure upgrades to include: • tower siting based on geographic features • work with SHP to develop updated scatter maps • equipment inventory including P25 upgrades • increased future channel needs • backup conventional frequency subsystem • station and unit paging system • tower type and construction Comments, edits and suggestions: fmontesdeoca@co.orange.nc.us l VENDORS FOR TOWER STUDY AECOM (PreVlouslV CTA Communicationsf, Lynchburg, Virginia Nicholas W. Diamond, Senior Associate Technology Solutions Direct 434 5825504 Mobile 434509 -8305 Tower Engineering Professionals, Inc., (TEp) Raleigh, North Carolina Pete Jernigan, P.E., President Office 919- 561 -6351 Mobile 919 -417 -4580 RCC Consultants, Inc., Glen Allen, VA (Regional Office) (Headquarters— Woodbridge, NJ) Dominick Arcuri Phone 804353 -0300 6 i i