Loading...
HomeMy WebLinkAboutMinutes - April 22, 2008 SSCITY OF LODI INFORMAL INFORMATIONAL MEETING "SHIRTSLEEVE" SESSION CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, APRIL 22, 2008 An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held Tuesday, April 22, 2008, commencing at 7:02 a.m. A. ROLL CALL Present: Council Members — Hitchcock, Johnson, Katzakian, and Mayor Mounce Absent: Council Members — Hansen Also Present: City Manager King, City Attorney Schwabauer, and City Clerk Johl B. TOPIC(S) B-1 "Immediate Repair and Replacement Needs Discussion in Relation to the 2008-09 Budget" City Manager King provided an overview of the immediate repair and replacement needs in relation to the 2008-09 budget, as set forth on a list regarding the same. Specific topics of discussion included immediate repairs made on an emergency basis for wastewater transmission line, Police channel one radio replacement, City Hall and Carnegie Forum air conditioning, Blakely Park pool heater and filter, Police air conditioning repairs, Fire Station No. 4 mold, Veteran's Plaza Fountain pump, and a street sweeper fire. In addition, Mr. King discussed immediate maintenance needs for the 2008-09 fiscal year including the Lodi Animal Shelter, Police Department computer-aided dispatch server, SWAT ballistic vests, radio infrastructure, telephone and PBX at Municipal Service Center (MSC), JDEdwards financial system, park playground equipment upgrades and safety audits, playground equipment at Beckman Park, various park trip and fall hazards, sidewalk repairs, Skate Park, recreation annex roof, Pig's Lake, Grape Bowl Field House, Grape Bowl, Salas Park concession stand roof, warehouse at MSC, Legion Park accessibility, Blakely Park restrooms, Lodi Public Library refurbishing project, and Hutchins Street Square pool, roof, and fixtures and furnishings. Individual department heads, including Police Chief Main, Deputy City Manager Krueger, Community Center Director Rodems, and Interim Parks and Recreation Director Dutra, discussed some of their respective departmental needs listed above. In response to Mayor Mounce, Mr. King stated Community Development Block Grant funding may be used to address the needs associated with some of the projects listed above. Fire Chief Pretz provided a PowerPoint presentation regarding the fire dispatch radios. Specific topics of discussion included background of master radio communications plan, key points, critical needs, implementation timeline and milestones, and estimated costs. In response to Myrna Wetzel, Chief Pretz stated both the Police and Fire Departments will be able to communicate with one another utilizing the new system in the event of an emergency. C. COMMENTS BY THE PUBLIC ON NON -AGENDA ITEMS None. D. ADJOURNMENT No action was taken by the City Council. The meeting was adjourned at 7:48 a.m. ATTEST: Randi Johl, City Clerk AM CITY OF LODI %" COUNCIL COMMUNICATION TM AGENDA TITLE: Immediate Repair and Replacement Needs Discussion in Relation to the 2008-09 Budget MEETING DATE: April 22,2008 PREPARED BY: City Manager RECOMMENDED ACTION: Receive presentation regarding immediate repair/ rcplacement and Capital needs. BACKGROUND INFORMATION: As we approach the upcoming Fiscal Year 2008-09 budget discussions, we wanted to alert you to an unmet need we face related to our capital assets (other than vehicles). The City has a history of utilizing its assets until they literally break before we repair or replace them. Although we are close to balancing the City's General Fund budget, we have not included any funding for replacement or repair of these assets within the budget. We are still short of our minimum target level for the General Fund balance (approximately $7 million) and believe that we should not lose ground in working towards this target. In order to address this maintenance problem, cuts in operating budgets or reducing the general fund balance below minimum levels would be necessary. The Budget/Finance Committee received the same presentation at a meeting held last week and the Parks and Recreation Commission has received a report related to the condition of Parks facilities. We are not asking for any action on this item at this time, but will make a presentation that will give you a more complete view of this issue as we move closerto our budget meetings. FISCAL IMPACT: Not applicable FUNDING: Not applicable mes R. Krueger, Deputy City Manager APPROVED: B air , City Manager Immediate Maintenance and/or Replacement Needs Fiscal Year 2008-09 Lodi Animal Shelter A variety of modification and maintenance needs are required at the animal shelter including additional space to house treatable cats, replacement of the HVAC system that is inadequate and unreliable, upgraded security and modifications to the facility. Costs can be broken into component pieces: Range of cost $15,000 - $23,000 Police Department Computer -Aided Dispatch (CAD) Server Current CAD server is seven (7) years old and has outlived its life expectancy. The CAD is a critical piece of equipment that is a link to officers in the field. It also transmits information to and from the Criminal Justice Information System. It is the most critical server within the Police Department: Range of cost $17,000 - $20,000 SWAT Ballistic Vests The ballistic vests currently used by the SWAT team is at the end of their useful life. Replacement can be accomplished over a two year period with $8,000 of costs in the first year and $17,500 in the second year, or wait a year for a total cost of $25,500 Radio Infrastructure The City's radio assets are old, unsupportable, and near failure. A key piece of the Police Department radio needed to be replaced this year under emergency conditions. The federal government has mandated that public safety radio systems be converted to "narrow -band" by 2013. City departments utilize several different radio frequencies. The City needs to secure new frequencies and repair the public safety radio infrastructure. Range of Costs $200,000 - $2 million Telephone and PBX at MSC Present equipment is old and prone to failure. Replacement parts are hard to find or not available. Frequent outages affect EUD, Public Works, Purchasing, and Animal Services. No funds are available. Cost estimate is $79,500, based upon vendor quote. JD Edwards Financial System The JDE system is approximately 10 years old and is not user friendly. The system is difficult to modify and Qty departments find it cumbersome to utilize. The payroll and general ledger modules are particularly difficult to use and the budgeting, fixed assets and human resource modules have not been utilized fully because of inherent limitations associated with these modules. The utility billing and collection modules are separate modules from JDE and the City does not have an integrated "system" to handle all of the needs for a city the size of Lodi. It is common knowledge that Oracle is encouraging its users to migrate to the Oracle -based system. There is no specific timeline for when the JDE system will no longer be supported by Oracle, but it probably will be within the next five years. We could purchase the new version of the JDE system, which would add useful life to the system, but this newer version may end up not being supported by Oracle. The cost for an upgrade would range in cost from $100K to $200K. Cost to replace — as high as $1 million Park Playground Equipment Upgrades and Safety Audits Due to new safety standards effective January 2008, playground structures at four parks must be removed. No replacement structures have been budgeted or identified. Safety standards address fall, head entrapment, and pinch and shear. Playground equipment must be removed from Candy Cane, Emerson, English Oaks, and Lodi Lake North Parks. In addition, four other parks are awaiting safety audits. Their playground equipment may be removed as well: Range of cost $200,000 on average per park - $1.6 million total Replace Removed Playground Equipment at Beckman Park In 2007, playground equipment was removed due to safety and maintenance concerns from Beckman Park and has not been replaced. Range of costs: $450,000 Various Park Trip and Fall Hazards Walkways and hardscapes in a variety of parks currently present trip and fall hazards. These are immediate liability concerns for the City — Variety of individual sites, total costs could exceed $1 million Sidewalk Repairs The City is obligated to repair sidewalks fronting City -owned property and, by policy, has chosen to repair sidewalks damaged by City street trees. When citizens are harmed by hazardous sidewalks, the City can be financially liable. Sidewalk claims can range in excess of $100,000 annually. Sidewalk repairs the City knows it should make are estimated at $265,000. Skate Park The Skate Park is closed. It is currently unusable due to wear and tear. Conditions are unsafe — Range of cost $20,000 - $30,000 Recreation Annex Roof Roof leaks. Staff erects a tent inside the building during the winter and places trash receptacles to capture water — Range of cost $60,000 - $80,000 Pigs Lake Embankment between Pigs Lake and the Mokelumne River is threatened due to erosion. The bank needs to be stabilized or Pigs Lake will be flooded and could be lost. Pigs Lake could retain its present status for several years or the embankment could give way in the next twelve (12) months— Range of cost is $30,000 - $500,000 Grape Bowl Field House The Grape Bowl Field House is currently closed and not useable due to structural concerns. It will not be available for graduation, football season, college summer league baseball, or any other use. Staff is exploring the use of temporary modular facilities. Modular facilities will incur a cost of utilities and lease payments. Replacement costs are unknown. Grape Bowl The Grape Bowl is not compliant with accessibility requirements for the Americans with Disabilities Act (ADA). The ramps in the Grape Bowl are a barrier to access and restroom facilities are not handicapped compliant. Currently, construction plans are being prepared for Phase I Renovations that will include removal of the earthen berm at the north end of the stadium, construction of a bridge structure connecting the upper walkways, elevator, restrooms and ticket office. However, Phase I improvements will not address field conditions, bleachers, berms, and other improvements needed to address the usefulness of the facility. Conceptual improvements for Phase I are approximately $1.2 million. Other improvements are several million more. Salas Park Concession Stand Roof Shake roof needs to be replaced, if not repaired, additional damages will occur making the building unusable - Estimated cost $30,000 - $40,000 Warehouse C� MSC Rain gutters have rusted through. The lack of gutters is causing roof damage and if not repaired will lead to more costly repairs. No funds identified - Cost range $25,000 - $30,000 Legion Park Accessibility ADA Transition Plan requires an accessible access to the recreation rental building at Legion Park - Estimate cost $50,000 Blakely Park Restrooms Park Restrooms have been closed since 2006 - Repair and rehabilitation costs - Estimated cost $200,000 Lodi Public Library Refurbishing Project The City is replacing the library's original 1978 HVAC system, CDBG funds have been set aside for ADA compliance, and lighting fixtures are being retrofitted. However, carpet is buckling; floor tiles are cracked; shelving needs to be retrofit for earthquake safety; adequate wiring and data cabling needs to be installed to accommodate today's technology; and worn and broken furniture needs to be replaced. Cost estimates range up to $2.6 million Hutchins Street Square Pool The mechanical system for filtering, heating, and chemically balancing the pool is at the end of its expected lifetime and in need of continuous repair. No funds have been identified. Cost: unknown but estimates range between $150,000 - $180,000.00 Hutchins Street Square Roof There are portions of the roof that need to be replace and the rest of the roof needs to be put on a replacement cycle. No funds have been identified. Cost: unknown but estimates range between $175,000.00 - $200,000.00 Hutchins Street Square Fixtures and Furnishing General replacement of fixtures and furnishing are needed to keep the facility current and usable as a rental facility. No funds have been identified. Cost: unknown but estimate range between $175,000.00 - $200,000.00 Background Three years ago the City of Lodi joined with San Joaquin County and all other county agencies in accepting a countywide Master Radio Communications Plan, which calls for across-the-board upgrades to public safety radio infrastructures Key Points • Almost all of the City's radio assets are old, unsupportable and on the verge of failure • Federal government has mandated that public safety radio systems be converted to 12 kilohertz (KHz) "narrow banding" by 2013 through a plan called Project 25 • City of Lodi currently utilizes different radio frequencies in nearly every department • Time is of the essence. the City must resolve tc a potentially disastrous safety sector As an equipment failure may be imminent, act quickly and deliberately in order to avoid communications breakdown in its public Critical Needs • Replace the Fire department's failing radio equipment; current Fire radio transmitters are the same age as the Police Channel 1 equipment that failed and was replaced • License UHF 460M Hz frequencies • Replace the Police department's Channel 2. is the same age as the old Police Channel 1 failed and was replaced in 2007. • Radio Room Roof repairs or redesign The radio transmitter equipment, which Implementation Timeline and milestones • Replace Fire main channel 1 with analog/digital capable radio voter system —0 to 2 months 4/20/08 • FCC Licensing process frequencies for Fire Tactical channel —2 to 12 months 4/30/08 • Establish Lodi Fire TAC channel on an analog/digital capable radio voter system — 2 to 12 months 6/30/08 • Pursue narrow -band UHF letters of concurrence from other agencies —0 to 2 months 6/30/08 Timeline Cont'd Establish a radio equipment replacement policy — 3 to 6 months License narrow band UHF frequencies — 2 to 12 months Purchase new UHF equipment for Police — 6 to 24 months Pursue Interoperability with other county agencies — 2 to 5 years Meet FCC established January 1, 2013 deadline for migration to 12.5 KHz technology 6/30/08 6/30/09 12/31/09 12/31/10 12/31/10 Estimated Costs Initial Needs Assessment (CSI) Licensing per Channel (4) Replacement Fire Fire VHF Channel 1 (narrow band capable) Fire VHF Channel 2 ( narrow band capable) Fire VHF subscriber units (radios) Sub total Migration Fire UHF Channel 1 digital capable Fire UHF Channel 2 digital capable Fire UHF subscriber units (radios) Sub total $7,000.00 $3,200.00 $110,000.00 $110,000.00 $100,000.00 $320,000.00 $110,000.00 $110,000.00 $100,000.00 $320,000.00 Estimated Costs Cont'd Replacement Police Police UHF Channel 2 Police subscriber units Sub Total Upgrade Police and Fire to Trunked Radio System Sub total Replacement Remaining subscriber units (radios) Sub total City-wide trunk UHF system infrastructure $110,000.00 $200,000.00 $310,000.00 $100,000.00 $100,000.00 $3755000.00 $375,000.00 $1.5 Million — $2.0 Million City of Lodi Radio Master Plan February, 2008 0 Table of Contents: Tableof Contents: ......................................................................................................... 2 Radio Master Plan Committee Members: ........................................................................... 2 DocumentPurpose: ............................................................................................................. 3 Background: ........................................................................................................................ 3 Goals................................................................................................................................... 4 NeedsAssessment............................................................................................................... 5 ImplementationPath........................................................................................................... 6 Implementation Timeline and milestones........................................................................... 7 EstimatedCosts: .................................................................................................................. 8 Funding: .............................................................................................................................. 9 AppendixA: Project 25.................................................................................................... 10 Appendix B: Initial findings from CSI............................................................................. 14 Appendix C: Departmental Needs Assessments............................................................... 16 Appendix D: Analog v. Digital signals............................................................................. 30 Appendix E: Regional Communications Master Plan Agreement ................................... 33 Glossary: ............................................ ............................................................................... 43 Radio Master Plan Committee Members: Lodi Radio Master Plan Mike Pretz, Lodi Fire Chief • Steve Mann. Information Systems Manager Kevin Donnelly, Lodi Fire Department Bobby Amin, Lodi Police Department • Mark White. Information Systems Division Other input provided by: • Public Works Department • Electric Utility Department Page 2 of 45 April 21. 2008 �- Document Purpose: Define a strategy for implementing radio communication initiatives over the next 18-36 months. Background: Three years ago the City of Lodi joined with San Joaquin County and all other county agencies in accepting a countywide Master Radio Communications Plan, which calls for across-the-board upgrades to public safety radio infrastructures. The Plan seeks to meet new Federal mandates in addition to achieving interoperable communications within the immediate region. (see Appendix E). This document serves to implement Lodi's part of the county plan in addition to recognizing specific issues and challenges the City of Lodi is facing. First, almost all of the City's radio assets are old, unsupportable and on the verge of failure; indeed, some critical transmitter equipment has already failed. This is especially true of the City's public safety radio ,r equipment. Second, the Federal government has mandated that public safety radio systems be converted to 12 kilohertz (KHz) "narrow banding" by 2013 through a plan called Project 25. In addition, most Federal grants now require digital equipment be in place. However, digital equipment that the City may purchase today cannot be reconfigured to accommodate 6.25 KHz since that standard has not been created yet. (See Appendix D for explanation of digital v. analog). Third, the City of Lodi currently utilizes different radio frequencies in nearly every department. For example, Police and Fire Departments broadcast on two entirely different bands, virtually eliminating the possibility of interoperability. The same is true with Public Works, Parks and Recreation, Community Center and Electric Utility. There is almost no way for departments to communicate with each other—or other nearby agencies—using our current radio systems in case of an emergency or disaster. Fourth, the City must secure new frequencies on which to operate if the goal of interoperability is to be achieved. Ultimately, this Plan calls for the City to become part of a radio trunking system that will enable users to Lodi Radio Master Plan Page 3 of 45 April 21,2008 easily communicate with each other in case of an emergency or disaster. (See Appendix D for explanation of trunking systems). This document sets forth a plan to address each of these issues, including identification of the various issues, an action plan, estimated costs, and a tentative timetable for completion. Finally, this Plan is dependent upon several factors, including funding, success in securing and licensing new frequencies, and the level of cooperation from other county agencies. Significant changes to the proposed timetable and action steps are possible before the Plan is fully implemented. As is normally the case, costs also tend to increase over time. Any significant delays in implementation may results in higher actual costs. Clearly, time is of the essence. As an equipment failure may be imminent, the City must resolve to act quickly and deliberately in order to avoid a potentially disastrous communications breakdown in its public safety sector. Goals « Replace Fire main channel analog transmitter • License VHF frequencies for Fire Tactical channel • Establish Lodi Fire TAC channel on a base station • Pursue narrow -band UHF letters of concurrence from other agencies • License narrow -band UHF frequencies • Purchase new UHF equipment for Fire and police and possibly other city departments • Pursue Interoperability with other county agencies Establish a radio equipment replacement policy • Meet FCC 12KHz narrow banding mandate • Provide enhanced bandwidth for Police & Fire Mobile Data Computers (MDC) « Utilize existing City owned fiber optic network to enhance communications between City facilities Lodi Radio Master Plan Page 4 of 45 April 21, 2008 Consolidate city's FCC Federal Registration Numbers (FRN) into one Needs Assessment Critical Needs 1. Replacethe Fire department's failing radio equipment; current Fire radio transmitters are the same age as the Police Channel 1 equipmentthat failed and was replaced 2. License UHF460MHz frequencies 3. Replace the Police department's Channel 2. The radio transmitter is the same age as the old Police Channel 1 equipment, which failed and was replaced in 2007. 4. Radio Room Roof repairs or redesign Intermediate Needs 1. Police and Fire MDC (Mobile Data Computers) —add broadband wireless access through a commercial wireless data network provider 2. Migration of Public Safety onto UHF to reduce the number of systems required to be maintained by property owner under the City standard for communications inside of large buildings (over 50,000 sqft) 3. A new fire station #5 will be constructed in the southeast part of Lodi in the near future. We need to add this information to the needs assessment for the Fire Department: Fire station #5 radio base station and voter/receivers equipment, engine radio, and the appropriate number of portable radios for new personnel Long Term Needs 1. Migrate all departments to UHF 460MHz frequencies 2. Replacement of radio tower and associated communication room 3. Move the Police and Fire voter/receiver equipment from the Woodbridge Fire station located outside of the northwest city limits of Lodi to Fire Station #4 4. Utilize the existing City of Lodi, Electric Utility departmentfiber optic ring to network City facilities for data, voice, and radio communications Lodi Radio Master Plan Page 5 of45 April 21, 2008 Consolidate city's FCC Federal Registration Numbers (FRN) into one Needs Assessment Critical Needs 1. Replace the Fire department's failing radio equipment; current Fire radio transmitters are the same age as the Police Channel 1 equipment that failed and was replaced 2. License UHF 460MHz frequencies 3. Replace the Police department's Channel 2. The radio transmitter is the same age as the old Police Channel 1 equipment, which failed and was replaced in 2007. 4. Radio Room Roof repairs or redesign Intermediate Needs 1. Police and Fire MDC (Mobile Data Computers) —add broadband wireless access through a commercial wireless data network provider �^ 2. Migration of Public Safety onto UHF to reduce the number of systems required to be maintained by property owner under the City standard for communications inside of large buildings (over 50,000 sqft) 3. A new fire station #5 will be constructed in the southeast part of Lodi in the near future. We need to add this information to the needs assessment for the Fire Department: Fire station #5 radio base station and voter/receivers equipment, engine radio, and the appropriate number of portable radios for new personnel Long Term Needs 1. Migrate all departments to UHF 460MHz frequencies 2. Replacement of radio tower and associated communication room 3. Move the Police and Fire voter/receiver equipment from the Woodbridge Fire station located outside of the northwest city limits of Lodi to Fire Station #4 4. Utilize the existing City of Lodi, Electric Utility department fiber optic ring to network City facilities for data, voice, and radio communications Lodi Radio Master Plan Page 5 of 45 April 21,2008 Implementation Path 1. Replace Lodi Fire main channel one A. Purchase a radio voter system that can be switched between either analog or digital mode and is 12.5KHz narrow band capable B. Use existing portable and mobile radio equipment that is 12.5KHz narrow band capable C. As needed, purchase additional portable and mobile radio equipment that is 12.5KHz narrow band and digital capable 2. Replace Lodi Fire tactical (TAC) channel A. Purchase a radio voter system that can be switched between either analog or digital mode and is 12.5 KHz narrow band capable B. Use existing portable and mobile radio equipment that is 12.5KHz narrow band capable 3. License UHF 460MHz frequencies A. Research available un -used interstitial `gap' narrow band 460MHz frequencies B. Secure letters of concurrency from agencies using 460MHz frequencies adjacent to available `gap' narrow band frequencies C. Contract with consultant to prepare FCC application forms 4. Migrate Lodi Fire main frequency to UHF 460Mhz A. Obtain UHF 460MHz frequencies from the City of Stockton B, License UHF 460MHz frequencies from available narrow band 5. Meet FCC narrow banding mandate A. Check with current contracted radio support vendor and verify both VHF and UHF transmitter equipment that they are 12.5KHz narrow band capable B. Replace/update equipment as needed before 2013 6. Migrate all departments to UHF 460MHz system A. Pending availability of 460MHz UHF frequencies 7. Pursue Interoperabilitywith other county agencies A. Pending San Joaquin County regional frequencies cover -area report r— Lad! Radio Master Plan Page 6 of45 April 21, 2009 { B. Pending funding and subsequent deployment of a regional trunked radio system 8. Establish a radio equipment replacement policy A. Develop a policy similar in concept to the City's vehicle replacement policy 9. Meet FCC 12KHz narrow banding mandate by 2013 A. The FCC, using Association of Public Safety Communications Officials International's (APCO) Project 25 as a guideline (see Appendix A), mandates that Public Safety radio systems be narrow banded to 12.5KHz by 2013 B. Does not require purchasing digital capable radio equipment, but most Federal grants require purchasing digital equipment as part of the plan 10. Consolidate city's FCC Federal Registration Numbers (FRN) A. Apply to the FCC requesting that they consolidate all frequencies currently licensed by the City of Lodi under one master FRN r- 11. Utilize existing City owned fiber optic network to enhance communications between City facilities A. Working with the Electric Utility Department, develop a plan, independent of this document, to address utilization of the city - owned fiber optic circuit for the purpose of improving communications between city sites Implementation Timeline and milestones Replace Fire main channel 1 with analogldigital capable radio voter system -0 to 2 months 4120108 FCC Licensing process frequencies for Fire Tactical channel -2 to 12 months 4130108 Establish Lodi Fire TAC channel on an analog/digital capable radio voter system -2 to 12 months 6130108 Pursue narrow -band UHF letters of concurrence from other agencies -0 to 2 months 6130108 Establish a radio equipment replacement policy - Lodi Radio Master Plan Page 7 of 45 April 21,2008 3 to 6 months 6/30/08 License narrow band UHF frequencies — 2 to 12 months Purchase new UHF equipment for Police — 6 to 24 months Pursue Interoperability with other county agencies — 2 to 5 years Meet FCC established January 1, 2013 deadline for migration to 12.5 KHz technology 6/30/09 12/31/09 12/31/10 12/31/10 Initial Needs Assessment CSI $7,000.00 71 Licensing r Channel 4 $3,20000 Replacement Fire Fire VHF Channel 1 (narrow band capable) $110,000.00 Fire VHF Channel 2 ( narrow band capable) $110,000.00 Fire VHF subscriber units radios $100,000.00 Sub total $320,000.00 Migration Fire UHF Channel 1 digital capable $110,000.00 Fire UHF Channel 2 digital capable $110,000.00 Fire UHF subscriber units radios $100,000.00 Sub total $320,000.00 Replacement Police Police UHF Channel 2 $110,000.00 Police subscriber units $200,000.00 Sub Total $310,000.00 UDarade Police and Fire to Trunked Radio System $100,000.00 Sub total $100,000.00 Lodi Radio Master Plan Page 8 of45 April 21,2008 4 - Funding: Funding source is to be determined. Lodi Radio Master Plan Page 9 of 45 April 21,2008 Remaining City Department subscriber units radios $375,000.00 Subtotal $375,000.0 City-wide trunk UHF system infrastructure $1.5 Million - $2.0 Million L ..__ i I I I ,,,,, P I I Funding: Funding source is to be determined. Lodi Radio Master Plan Page 9 of 45 April 21,2008 Appendix A Project 25 Project 25 Project 25 (P25) was established to address the need for common digital public safety radio communications standards for First Responders and Homeland Security/Emergency Response professionals. P25 is a set of standards produced through the joint efforts of the Association of Public Safety Communications Officials International (APCO), the National Association of State Telecommunications Directors (NASTD), selected Federal Agencies and the National Communications System (NCS), and standardized under the Telecommunications Industry Association (TIA). The P25 suite of standards involves digital Land Mobile Radio (LMR) services for local, statelprovincial and national (Federal) public safety organizations and agencies. The objectives of Project 25 are: • To maximize spectrum efficiency • To ensure competition in life cycle procurements • To allow effective and efficient inter- and intra -agency r- communications; • To provide "user-friendly" equipment and operation. The Federal government (including Department of Defense for base operations) has mandated Project 25 for its digital systems throughout the U S. Likewise, the American Association of Railroads has standardized on Project 25 for all railroads in North America. In 1989, APCO, the National Association of State Telecommunications Directors, and a group of Federal agencies jointly formed a working group called Project 25 (or P25) to undertake development of a series of standards to define a digital radio system (conventional and trunked). Completed standards include conventional and trunked radio for phase (12.5 kHz bandwidth) and Phase II (6.25 kHz bandwidth) FDMA architectures. Work is in progress on TDMA standards for 12.5 kHz (2 - slot) and 25 kHz (4 -slot) TDMA architectures. Services defined include digital voice address including individual, group, and broadcast calls; circuit data including protected and unprotected data; packet data; and a set of nine supplementary services including encryption. Both conventional and trunked air interface specifications are included. The specification will be used for unit -to -unit direct communications, base station to limited field units, multisite simulcast, voting receiver systems, and wide and local area trunking at frequencies from 100 to 1000 MHz. High on Project 25's list of requirements is a common air interface (CAI) between systems of different manufacturers enabling interoperability. In addition, there are common interfaces spelled out for the data port for laptop and other terminals, the host computer and other networks, the public telephone system interconnect, the network manager, and for connecting multiple systems (inter -system). Thus, competing companies may design their own offerings provided the common interface requirements are met. After a number of different systems were investigated, the committee chose an FDMA access scheme proposed by Motorola, Inc. The scheme initially involved 12.5 KHz channel bandwidth, later to migrate to 6.25 KHz bandwidth. A migration strategy has been defined in Project 25 that allows forward migration to 6.25 KHz bandwidth and backward migration to 25 KHz trunked radio systems, including the APCO Project 16 systems. The system is heavily software driven, and Motorola has licensed its scheme and software to other vendors without royalties so that other vendors may produce Project 25 compliant systems in competition with them. The 12.5 KHz air interface has been published, although the data port, data host, and network management interfaces are still being worked on P25 Key target dates Reference. http llwww.aocointl.oralfreauencvldocuments/Narrowbandorder.html#nbga NARROWBAND 150-512 MHz Narrowbanding Notice Released 12-23-2004 by FCC. FCC executive summary of the order: • FCC establishes January 1, 2013 deadline for migration to 12.5 KHz technology. • Applications for wide band operations (25 KHz channels) will be accepted until January 1, 2011. • Application for modification of operations that expand the authorized contour of an existing station using 25 KHz channels will be accepted until January 1, 2011. (Also applies to "new" systems submitted for licensing.) • Manufacture and importation of any equipment on 25 KHz channel will be permitted until January 1, 2011. • Part 90 paging -only frequencies are exempt from this ruling. Lodi Radio Master Plan Page II of 45 April 21, 2008 What This Means to Radio Users All existing Part 90 radio systems operating on frequencies between 150-512 MHz have eight years to convert those systems either to 12.5 kHz bandwidth or to a technology that provides one voice path per 12.5 kHz of bandwidth or provides a data rate of 4800 bps/6.25 kHz. 12.5 kHz Conversion Deadline for Existing VHF/UHF Svstems Industrial/Business Pool licensees conversion deadline remains January 1, 2013 Public Safety Pool licensees conversion deadline has been changed to January 1,2013 o After this date, all systems must have converted either to 12.5 kHz bandwidth or to a technology that provides one voice channel per 12.5 kHz or operates at a data rate 4800 bps per 6.25 kHz of bandwidth. Interim Deadlines for VHFIUHF Systems & Equipment • New applications for 25 kHz bandwidth will be accepted until January 1, 2011 o After this date, applications for greater than 12.5 kHz bandwidth will be accepted only if the equipment meets the efficiency standard of one voice channel/12.5 kHz bandwidth or 4800 bps/6.25 kHz (9600 bps for 12.5 kHz; 19.2 bps for 25 kHz) • Modifications of existing 25 kHz systems will be accepted until January 1, 2011 o After this date, applications to modifications to 25 kHz systems which result in an expanded service contour will be accepted only if the equipment meets the efficiency standard of one voice channel/12.5 kHz bandwidth or for data, 4800 bps/6.25 kHz (9600 bps for 12.5 kHz; 19.2 Kbps for 25 kHz) 25 kHz equipment can be manufactured and imported until January 1, 2011 o After this date, equipment operating at greater than 12.5 kHz bandwidth must meet the efficiency standard of one voice channel/12.5 kHz bandwidth or 4800 bps/6.25 kHz. 90.2030) has been amended to allow certification of equipment operating at 25 kHz after January 1, 2005 if it meets the efficiency standards listed above. Effective date of 90.2030)(5) has been stayed until the FCC releases a decision on the Manufacturers Petition for stay. (See next article). The FCC also revised its rules to exempt Part 90 paging -only frequencies from the narrow banding requirements. e-, Lodi Radio Master Plan Page 12 of 45 April 21,2008 e -- P25 Basic Questions & Answers Q - Will we have to buy new radios? A - Depends. Most radios purchased in the last 6-8 years are already narrowband capable. They only need to be re -tuned. Q — Will we need to change frequencies? A — No. You merely reduce the bandwidth of the channel(s) you are now using. Q — Will that reduce our coverage? A — Little if any. You may have to survey your system and area of operation. Only a thorough analysis of your coverage requirements can tell for sure. Q — Will we have to convert to digital? A— No. However, many agencies are using this opportunity to upgrade to digital technology, Most digital radios are dual mode capable and can operate in wide band analog as well as narrowband analog and digital. Digital is also more immune from adjacent channel interference along with features unavailable in analog. Q — We do not have the money to move to narrowband. Isn't this an unfunded mandate? A— Note really. The dates are extended enough to ensure most agencies have fully amortized the value of their current equipment by the time the mandates kick in. Q - We have a data system. Won't this reduce our throughput? A - Data systems must meet the 4800 bps/6.25 kHz equivalency. If your current 25 kHz system sustains 19.2 Kbs at 25 kHz, you may continue to use it and expand coverage area. Lodi Radio Master Plan Page 13 of 45 April 21, 2008 Appendix B: Initial findings from CSI Initial findings from outside consultant CSI Telecommunications based on submitted needs assessmentforms (November 2007). Fire It appears that there are no repeaters for the Fire Department. Two frequencies [confidential] MHz are MO (Mobile) only and one frequency [confidential] MHz is FB (Base) and MO. That license also has Fire White [confidential] MHz as an FB. The two FB's are located at 210 W Elm St. Lodi may be small enough so that everybody can talk to everybody direct without a repeater although there may be issues with portable radios. Generally the fire service uses portables only at the scene of a fire (Fire Ground) and the rest of the time they mostly use radios in vehicles with higher power and better antennas. If there are any base stations at any other locations they are not licensed. Hint: Check each fire station. My guess is you will find a base station there. FCC Rules state that any transmitter connected to an antenna mounted to a building is defined as a "Base Station" even though the radio itself might be a "mobile radio". All Base Stations must be licensed per FCC Rules. Voting receivers feeding the dispatcher are not licensed and will not show up on a paper license search. Police The Police Department uses two UHF frequency pairs [confidential] MHz and [confidential] MHz for voice communications and one 800 MHz pair ([confidential] MHz moving to [confidential] MHz) for MDT. The base stations are located at 230W Elm Street. Interesting to note that the base stations are licensed as FB2 (repeater) but no control station (FX1) or base station (FB) for the dispatcher, If the base station is keyed directly by the dispatcher then it must be also licensed as an FB. Public Works Public Works is licensed with one [confidential] MHz pair with the base at 230 W Elm Street. They appear to also use a LTR trunked system through Knox LaRue Communications. Parks Department The Parks Department has two VHF simplex frequencies [confidential] and [confidential] MHz with the base station for both frequencies at 125 N Stockton St. Utility Department The Utility Department has one [confidential] MHz repeated frequency with the F132 (base repeater) at 210 W Elm St but also an FB (base station) on the repeater output frequency [confidential] MHz at 1221 S Ham Ln. No Lodi Radio Master Plan Page 14 of45 April 21,2008 control station (FXI) to the FB2 is licensed. They also have a 2 W MO only frequency [confidential] MHz. Initial Thoughts Having the Lodi city departments on different frequency bands and different technologies (conventional mostly except for LTR trunking in Public Works) makes it impossible to have full interoperabilitythroughout the city. In the perfectworld moving all city radio users to one frequency band and technology would be the first choice but reality is there is no band available right now (although 700 MHz could be an option in the future) and the cost of replacing all of the city's radios would be significant. On a day to day basis most radio communications is within one department. Although all reported a desire to communicate with other departments nobody really identified this as a critical issue. Exactly how Lodi responds to an event and coordinates Police, Fire, and Public Works at that event needs to be investigated. The main city tower is sometimes located at "210 W Elm St" or at "230 W Elm St", There are slight discrepancies between different licenses at this location. This is a paperwork housekeeping issue. The licenses themselves are sent to various departments. There is a high risk to losing one because a renewal is not noticed. Ideally one city agency should be designated as the responsible party for all licensing. One thing that really stands out is that Lodi has almost as many FRN's as licenses. There should be ONE and ONLY ONE FRN for any entity. In summary Lodi has existed with what they have and probably could continue to exist into the future. Enhancements like repeating in the fire service or a third channel for the police or improving interoperability can be investigated if desired. Lodi Radio Master Plan Page I5 of 45 April 21, 2008 Appendix Q Departmental Needs Assessments Submitted in November 2007 Lodi Fire Department Communications Needs Assessment Outline November 2007 Department Name Fire Department Functions Emergency Response and Preparedness Number of people in the Department 64 Number of people on duty at any given time in the Department 18-26 DepartmentWork Schedule 2417 Number of vehicles in the Department 19 Internal Department Communications Category 1 On a day-to-day basis who in your department needs to talk to someone else in your department? Operations Al I staffed field units (6), Training Fire prevention Category 2 r- For known special events who in your department needs to talk to someone else in your department? Operations All staffed field units (6), Fire Inspector, Fire Marshal Training Fire prevention Category 3 For critical unscheduled events (i.e., "The 100 Year Flood") who in Your department needs to talk to someone else in your department? Everyone All staffed field units (6), 3 Administration staff units, Fire Inspector, Fire Marshal Additional units as staffed by recall External Department Communications Category 1 On a day-to-day basis who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. LPD �-. Public Works EUD Stockton Fire LifeCom County Fire agencies Ambulance provider (AMR) Air Ambulance Category 2 For known special events who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. LPD Public Works Parks Stockton Fire LifeCom County Fire agencies Ambulance provider (AMR) Air Ambulance Category 3 For critical unscheduled events (i.e., "The 100 Year Flood")who in your department needs to talk to someone else in what other department(s)? Lodi Radio MasterPlan Page I7 of 45 April 27,2008 �- List other departments, both in your organization and external to your organization. LPD Highway Patrol Sheriff Public Works EUD Parks Stockton Fire LifeCom CalTrans EBMUD Air Ambulance County Fire agencies Hospitals State Fire Agencies and OES Ambulance provider (AMR) City EOC County OES Coast Guard State Fish and Game What communications resources are available to your department? Licenseesfor one paired repeated Channel VHF and two non -repeated VHF City and county Radio infrastructure Stockton Fire Radio Frequencies and infrastructure Cell phones Pagers State White County VHF Frequencies CalCord 2 - Base transmitters 4 - Voting Receivers 40 - (approx) Portable Radios 20 - (approx) Mobile Radios 18 VHF 2 UHF 15 - (approx) Radio Pagers 15 - (approx) Cell Phones Computers for radio programming along with the needed adapters and software. Lodi Radio Master Plan Page 18 of 45 April 21,2008 Lodi Police Department Communications Needs Assessment Outline November 2007 Department Name Lodi Police Department Department Functions Law Enforcement Services Number of people in the Department 78 Sworn 39 non sworn 5 Part time Approximately 120 volunteers Number of people on duty at any given time in the Department Anywhere from 8 to 70 Department Work Schedule Various schedules 24 hour 7 day a week operation 8,9, 10 and 12 hour shifts Number of vehicles in the Department Approximately 60 Internal Department Communications Category 1 Dispatchers, Police Officers, Detectives, Traffic Services Officers, Supervisors and Volunteers Category 2 Same as above Category 3 Nearly all sworn personnel and volunteers Ladi Radio Master Plan Page 19 of 45 April 21,2008 I,- External Department Communications Category 1 Dispatchers, Officers and supervisors daily. Public works, City Hall, Electric Utility etc.. Category 2 Same as above Category 3 All departments What communications resources are available to your department? We have UHF radio systems and are in the process of switching one over to digital capable. We use mobile and portable radios to talk to one another as well as the communication center. We can also communicate via MDCs. We also utilize pagers and cell phones. Lodi Public Works Department Communications Needs Assessment Outline November 2007 Department Name Public Works Department includes the following divisions: • Engineering • Fleets & Facilities • Streets & Drainage • Transit • Water- Wastewater Department Functions • Engineering -The Engineering Division plans, designs and oversees construction of city streets, water, wastewater and drainage systems in conformance with the General Plan, capital improvement budget and .- development policies and provides engineering services for many other city departments and special projects. Lodi Radio Master Plea Page 20 of 45 April 21.2008 Fleets & Facilities — Fleet Services maintain a fleet of approximately 420 vehicles and equipment serving the entire City fleet. Included are repairs to vehicles and equipment of all types and sizes; managing the parts inventory; troubleshooting and repair of problems. Facilities Services maintain and manages all City facilities except Parks and Recreation and Hutchins Street Square facilities; administers construction projects, primarily for building remodels and renovations; and supervises contract labor and vendor for janitorial and other building maintenance services. • Streets & Drainage - The Street Maintenance activity includes the administration and management support for the Streets & Drainage Division, which provides management and maintenance for the following: streets, alleys, street trees, storm water, curbs, gutters, sidewalks; traffic control signs, street markings, street sweeping. Transit — Transit provides a daily fixed route bus system within the City limits and a door to door "Dial -A -Ride" service for the General Public. Water- Wastewater — Water activity provides potable water to approximately 23,000 residential, commercial and industrial customers. The utility provides water for fire suppression to both public and private fire hydrants and fire suppression systems. Wastewater activity includes the operation of the White Slough Pollution control Facility ,r which treats the City's wastewater to tertiary levels and is located approximately 6 miles west of town, and the maintenance of wastewater pipelines and lift stations that convey wastewater to the treatment plant. Number of people in the Department • Engineering 21 • Fleets & Facilities 15 • Streets & Drainage 29 • Transit 25 • Water- Wastewater 41 Number of people on duty at any given time in the Department- Same Department Work Schedule Normal Schedule is Mon — Fri 6:30 —5:00 (Fleets swing shift 2:30 —10:30) ,r- Number of radios in the Department • Engineering 3 Lodi Radio Master Plan Page 2I of 45 April 21,2008 r • Fleets & Facilities 5 • Streets & Drainage 31 Transit 27 • Water- Wastewater 33 Internal Department Communications Category 1 On a day-to-day basis who in your department needs to talk to someone else in your department? All of the above. Streets needs to be able to talk to Water or Fleet etc... Need to be able to routinely communicate with Lodi Control. The exception is Transit is a stand alone. Category 2 For known special events who in your department needs to talk to someone else in your department? Ditto above. Category 3 For critical unscheduled events (i.e., "The 100 Year Flood") who in your department needs to talk to someone else in your department? Ditto above plus Safety (Fire & Police dispatch at a minimum) External Department Communications Category 1 On a day-to-day basis who in your department needs to talk to someone else in what other department(s)? (Dispatch at Lodi Control EUD). List other departments, both in your organization and external to your organization. Same as Internal Category 3. Category 2 For known special events who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. Same as Internal Category 3 Category 3 For critical unscheduled events (i.e., "The 100 Year Flood") who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. Same as Internal Category 3 r - Lodi Radio Master P�an Page 22 of 45 April 21,2008 What communications resources are available to your department? The City of Lodi Public Works Department has an [confidential] MHz two-way truncated radio system that is used in day-to-day operations. There are approx. 70 radios, 58 being mobile radios and the other 12 are portable radios. The majority of them are Motorola radios; however, we have found that the Kenwood radios are more compatible to the syntor radios that were previously in the superintendent's vehicles. We have since replaced a few vehicles and portables with kenwood radios. Our present radio contract is with Knox Larue Communications, which provides maintenance for the [confidential] MHz LTR trunking system. Channels 1 and 2 come from the Bear Mountain tower, channel 3 is backup from Mt. Oso and channel 4 works off the existing City of Lodi repeater. The City of Lodi repeater is located at the police station tower site. All mobile radios are equipped with a horn honking capability. Lodi Radio Master Plan Page 23 of 45 AprIl 21, 2008 Parks & Recreation Part 1 Communications NeedsAssessment Outline November 2007 Tuesday, August 14,2007 Department Name Parks & Recreation Department Department Functions Maintain city parks & offer recreation opportunities to the citizens of Lodi Number of people in the Department 30 full time. Parttime —Approx. 8 Parks laborers, + sports officials, scorekeepers, After School Program coordinators, etc. - Minimum of 40 and Maximum of 80 Numberof people on duty at any given time in the Department Approx.40 Department Work Schedule • 7 days a week Number of vehicles in the Department • 22 Internal Department Communications Category 1 Lodi Radio Master Plan Page 24 of 45 April 27,2008 On a day-to-day basis who in your department needs to talk to someone else in your department? • Director • Superintendent • Supervisors — 2 • Maintenance Workers III — 5 • Maintenance Workers I and II — 11 • Mechanic • Senior Facilities Maintenance Worker • Project Coordinator • Program Coordinator • Recreation Supervisors — 4 • ASP Coordinators - 12 • Parks Admin. Support Person (Secretary) • Recreation Office Staff — (1 radio for the office) Category 2 For known special events who in your department needs to talk to someone else in your department? • All of the above Category 3 For critical unscheduled events (i.e., "The 100 Year Flood") who in your department needs to talk to someone else in your department? • All of the above External Department Communications Category 1 On a day-to-day basis who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. • Recreation — Parks • Hutchins Street Square • Public Works — Streets, Water Wastewater, Engineering, etc. • Police • Fire • Animal Control Category 2 Lodi Radio Master Plan Page 25 of 45 April 21,2008 For known special events who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. • All of the above Category 3 For critical unscheduled events (i.e.. "The 100 Year Flood") who in Your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. • All of the above What communications resources are available to your department? • Nextel radios/cell phones • Motorola two way radios • Telephone • E-mail Parks & Recreation Part 2 (HSS Community Center) �- Communications Needs Assessment Outline Department Name Hutchins street square Department Functions Provide Arts classes Facility Rental Theatre Pool Day care Adult daycare Number of people in the Department 7 fulltime 7 part time numerous volunteers �. Number of people on duty at any given time in the Department Average 12 Lodi Radio Master Plan Page 26 of 45 April 21.2008 r- DepartmentWork Schedule 7 days a week Number of vehicles in the Department one Internal Department Communications Category 1 On a day-to-day basis who in your department needs to talk to someone else in your department? 1.director 4.Arts liason 7,Events coord 2.Admin sec 5.Senior center 3.Arts cord 6.Maint x2 Category 2 For known special events who in your department needs to talk to - someone else in your department? See above Category 3 For critical unscheduled events (i.e., "The 100 Year Flood") who in your department needs to talk to someone else in your department? All the above External Department Communications Category 1 On a day-to-day basis who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. Police Fire PW Parks Animal control Category 2 For known special events who in your department needs to talk to someone else in what other department(s)? List other departments, both _ in your organization and external to your organization. See above Lodi Radio Master Plan Page 21 of45 April 21,2008 Category 3 For critical unscheduled events (i.e., "The 100 Year Flood") who in vour department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. See above What communications resources are available to your department? Cell phones Two way Radio Nextel will not work at the square Email Telephone Electric Utility Department Communications Needs Assessment Outline Department Name Electric Utility department Department Functions Construction and maintenance electric system for City of Lodi. Operations of electric, water, waste water system Number of people in the Department 40 Number of people on duty at any given time in the Department 30-35 Department Work Schedule Sunday thru Saturday Number of vehicles in the Department 24 Internal Department Communications Category 1 On a day-to-day basis who else in your department? 40 Category 2 Lodi Radio Master Plan in your department needs to talk to someone Page 28 of 45 April 2I, 2008 For known special events who in your department needs to talk to someone else in your department? 40 Category 3 For critical unscheduled events (i.e., "The 100 Year Flood") who in your department needs to talk to someone else in your department? 40 External Department Communications Category 1 On a day-to-day basis who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. Department head, mid managers, supervisors, operations personnel, need to coordinate with public works, fire, police Category 2 For known special events who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. Department head, mid managers, supervisors, operations personnel, need to coordinate with public works , fire, police Category 3 For critical unscheduled events (i.e., "The 100 Year Flood") who in your department needs to talk to someone else in what other department(s)? List other departments, both in your organization and external to your organization. Department head, mid managers, supervisors, operations personnel, need to coordinate with public works , fire, police What communications resources are available to your department? Analog phone, interoffice phone system, radio, internet, intranet, cell phone Lodi Radio Master Plan Page 29 of 45 April 21,2008 Appendix a Analog v. Digital signals Analog Systems In traditional analog radio, the original sound waves are maintained as analogous electrical waves throughout the entire chain from microphone to speakers. The analog waves are transmitted over the air in the radio station's channel frequency, which is called a "carrier." The carrier is altered (modulated) to contain the analog waves as if wrapped within conceptually. Fnan Computer Desktop Encyclopedia Q 2007 The Computer Language Co. Inc. The carrier is altered C'modulated")with the analog signal. (conceptually, as ifthe audio were wrapped up inside.) CARRIER FREQUENCY ANALOG AUDIO SIGNAL jradiastation'sohannel) radio transmitter Digital signals The amplified' 4 b o oatsthe signal. making it strong enough to drive the speaker. The speaker converts electrical waves back into a i r waves. The tuner latches onto the oarrier an4 isolates the audio (the carrier is"demodufated.") A digital signal is one in which the original information is converted into a string of bits (0 or 1) before being transmitted. A radio signal, for example, will be either on or off. Digital signals can be sent for long distances and suffer less interference than Analog signals. The communications industry worldwide is in the midst of a switch to digital signals. Digital signal: ?) Low level, 2) High level, 3) Rising edge, and 4) Falling edge Advantages and disadvantages to analog radio: • Advantage: In high-quality equipment, better ability to communicate in cases where a received signal is weak or noisy. • Disadvantage: Only one conversation at a time can occur on each channel. Advantages and disadvantagesto digital radio: '- Advantage: More simultaneous talking paths are possible and information such as unit ID, status buttons, or text messages can be embedded into a single digital radio channel. ■ Disadvantage: Radios must be designed to the same, compatible standard, radios can become obsolete quickly, cost more to purchase, and are more complicated. Trunked Radio Systems In a trunked radio system, the system logic automatically picks the physical radio frequency channel. There is a protocol that defines a relationship between the radios and the radio backbone which supports them. The protocol allows channel assignments to happen automatically. Digital trunked systems may carry simultaneous conversations on one physical channel. In the case of a digital trunked radio system, the system also manages time slots on a single physical channel. The function of carrying simultaneous conversations over a single channel is called multiplexing. Instead of channels, radios are related by groups which may be called, groups, talk groups, or divided into a hierarchy such as fleet and subfleet, or agency- fleet-subfleet. These can be thought of as virtual channels which appear and disappear as conversations occur. Systems make arrangements for handshaking and connections between radios by one of these two methods: A computer assigns channels over a dedicated control channel. The control channel sends a continual data stream. All radios in the system monitor the data stream until commanded by the computer to join a conversation on an assigned channel. Electronics embedded in each radio communicate using a protocol of tones or data in order to establish a conversation, (scan -based). If all physical channels are busy, some systems include a protocol to queue or stack pending requests until a channel becomes available. Some trunked radios scan more than one talk group or agency-fleet-subfleet. Visual clues a radio may be trunked include the 1) lack of a squelch knob or adjustment, 2) no monitor button or switch, and 3) a chirp (made infamous by Nextel) showing the channel is available and ready at the moment the push -to - talk is pressed. Source: Answers.com .r— Appendix E Regional Communications Master Plan Agreement MASTER RADIO COMMUNICATIONS PLAN SAN JOAQUIN OPERATIONAL AREA Supporting the Jurisdictions of: San Joaquin County, City of Stockton, City of Ripon, City of Lodi, City of Tracy, City of Manteca, City of Lathrop, City of Escalon and 13 Rural Fire Districts p:0• V .Q 1fi0R January 7,2005 W le - INTRODUCTION The County of San Joaquin was establishedby an act of the State Legislature on February 18, 1850 as one of California's original 27 Counties. Situated in the Central Valley portion of the State, the County covers 1,448 square miles. The County seat is located in the City of Stockton. S an Joaquin County is located in nar'th central California in the Great Central Valley between the Diablo Mountain range and the Sierras. The County is flat farmland broken by foothills in the east and Mt. Boardman in the west, There are seven incorporated cities in the County and a number ofunincorporated communities. The cities of )?salon, Lathrop, Lodi, Manteca, Ripon, Stockton, Tracy and unincorporated communities of French Camp, Farmington, Linden, Lockeford, Thornton, Clements makeup the population base of 623,000. The flatland surroundedby foothills creates a challenge for developing emergency communications systems that support the Public Safety infrastructam. MASTER COMMUNICATIONSPLAN STEERING COMMIT E The San Joaquin Operational Area Master Communications Plan has been developed, and is being implemented,through an executive steering committee. The Countyof San Joaquin, along with all incorporated cities and public safety special districts, have representatives on the Master CommunicationsPlanning Committee. The County provides administrative and technical support to the committee. The mission of the committee is to meet the goals established in this plan. Approval of this MasterPlan by the committee included agreement on the strategy of 1) using a Public Safety trunked radio system and 2) sharingexisting resources of all jurisdictions as the basis for accomplishingplan goals. MASTER COMMUNICATIONS PLAN GOALS A. Address the Federal Communications Commission (FCC) mandated migration to the digital communications platform (APCO Project 25) by January 1, 2013, B. Provide interoperable communications between public safety and general government agencies for emergency communications in daily activities and disaster situations. COMMUNICATIONS SYSTEKBACKGROUND The County and agencies within the County do not cumndy have the capability b communicate with each other because they operate on different radio frequencies. In addition, all analog equipment within the County operating at 25khz bandwidth is not compliant to the new digital standards. (APCO Project 25) S3nJoagctin County operates its Public Safety Communications System through a backbone of communications sites located at the following locations: Fraxh Camp Oak Grove Park Ripon Fire Department City of Manteca City of Tmry Clements Fire Department City of Stockton Farmington Escalon Fire Department Mount Oso Bear Mountain County Courthouse City of Lodi A SON -T ring microwave system connects the communications sitesto city dispatch centers and the Sheriffs communication Center located in French Camp. The current microwave System is located at French Camp, Oak Grove Park, City of Manteca, County Courthouse, Bear Mountain, Mount Oso, City ofTracy, City of Lodi, and Farmington. The sjstnnneeds to be expanded to includeR.ipon and Clements Fire Districts, This wi II provide an infrastructure that supports a higher level of communications coverage in the extreme north and south ends of the County. The primary radio frequency Tectrwn used by the County is 450mhz. Radio repeaters I oc a ted at hi gh level mountain top sites on M otmt Oso in Stan i slau s County and B car MoLmmin In Calaveras County pmvidecountvwidc coverage for the Sheriff's Office dispatch on two main channels. The third dispatch channe I uses a recently installed four - site lone level digaml simulcast a dioconununications system, Elements of this low level system were obtained through previous Homeland Securi tvGrants, The himb level sites operate in the analog mode which is not Prnjeet 25 camptlant and needs to be upgraded to the FCC digital standards The low level digital simulcast system is scalable to6.25khz bandwidth and is Project 25 compliant The establishment of the low level digital system allows for future expansion that can accommodate the communications needs of all public safety and general government agencies within the Cb nty. Such a systemcould be used independently during day-to-day operations and rapidly made interoperable between separate jurisdictions forHomeland Security and disaster response needs. The system would also have the capability of operating in the conventional mode to establish interoperability with outside governmental agencies. Current radio systems in operation within the Cotmty an as follows: San Joaquin County City of Stockton City of Lodi Police City of Lodi Fire City of Manteca Police& Firc City of Tracy Police &- f i rt City of 12ipon Police A Fire City of Lathrop Police City of Lathrop F i rt City of Escalon Police & Fire 13 Rural Fire Distmis EMSFNmbu4ance — 450mbz analog, digital scalable to 6.25khz — 450rnbz analog, digital scalable to 6.25kh7, — 450mhz analog, 25khz scalable to 12,5khz - 150tnhz analog, 25khz only 150rnhz analog, 25khz only I50mhz analog, 25khz only — 150mhz analog, 25khz only 4SOmhzanalog/digital, scalableto 6 25khz 150mh7 analog. 25khz only - 150mh7 analog. 25khz only I50rnh7. analog, 25kh7. only 154mhz and •450mhz analog, 25khz only All agencies currently share communications sites and infivsQuoure resources. MASTER PLAN INTERMEDIATE OBJEC TES WITH IMPLEMENTATION STRATEGMSITASKS Objectivefta: Identify a pre -implementation strategy and assign working sub- committees. Task Implement engineering studies to define coverage and performance to identify communications site and equipment requirements. Task Define phases for implementation over future budget years based on reasonable expectations of funding. Task Develop channel utilization policies and disaster communications plans for ensuring rapid and effective interoperable, multi jurisdictional, communications when needed. Task Develop channel utilization policies for day-to-day operation Task Develop disaster communications plans for rapid, controlled, and effective transition to interoperable, multi -jurisdictional, communications as required by the event orsituation. Task Develop and implementa training program for dispatchcenters and field operators to implement interoperable pmtocols and procedures. Task Establish a Joint tfias group comprised of a representative from each agency to develop policies that govern the operation and configuration of the communications system. Objective R2. Build acommunicamm; in9rastrucrure tosupport licensed intrroFK:mble and reliable communications for all agencies within the County. Share current assets and future resources as funding becomet available. Strategy Integrate existing equipment into expanded County microwave system asbackhone for transport. Use cstablished Communications sites. Task: Expandthe Countymicrowave system to inchidc Ripon and Clements Fire Districts to improve radio coverage inthe north and south countyareas. COMPLETED Task: Rcplacethc City of Manteca communications tower to meet the nerd to host additional" ipment supporting thio interoperability COMPLETED. Task. Establish anew communications ite acing theCay ofStockton's facilities. Objective#3: Expand and complete Low Level Digital System Task Add SheriffChannel4 to existing low level digital system. Task Upgrade Sheriff Channel 5 to existing low level digital system. Task Upgrade three (3) Sheriffs Custody Cbamtels to law level digital system. Tale Add Farmington, Lodi, and Manteca communications sites to the low level digital system design. Task Add the City of Stockton's 10 UHF450mhz channels to the low level sites. 5 /_' Objective#t4, Upgrade County Public Safety field equipment to digital equipment and establish standards for integrationinto tctsnked 450mhz radio system. Task Purchase equipment that meets the FCC mandates (Project 25) for bandwidth requirements. Task Add City of Manteca to the system Task Add City of Ripon to the system Task Add City of May to the system. Task Add City of Lathrop to the system. Task: Add City of Lodi to the system. Task Add City of Escalon ta the system. Task Add 13 Rural Fire Districts to the system, Add City of Lathrop Fire Department. Add City of Manteca Fire D partment. Add City of Lodi Fire Department. Add City ofrracy Fixe Department. Task Upgrade the City of Stockton's equipment to trwtiaing technology Objective45: Establish a 450mhz racho frequency spectrum scaleable to 6.25khz as the digital radio platform formigrationtoanintemperablesystem, Task Establish 450mhx Mmked low level radio system backbone. Task Upgrade existing field equipmentto trunking technology. Task Transition agencies that operate on 150mhz (VHF) to450mhz (UHF). Task Add digital trunking capability to the low level sites developed in Objective#2. Task Upgrade field equipment as necessary to become interoperable through integration in the trunked system. Task Upgrade two existing mountain top repeaters to digital standards asa backup for the low level sites. 6 r� FUNDT 1G CONSIDERATIONS AND CONCLUSION Multiple fundingsources are being accessed for implementation of the Master Com-municationsPlan. Local jurisdictions are already contributing through their general fund budgets. Congressional appropriationsare being sought through the Federal representatives of local jurisdictions. Elements of the Master Plan will be implemented through Homeland Security Grants. Rot Homeland Seasitygrants have provided additions to the low level digital communications system and digital capable field equipment. Agency inventories are included in "Attachment X'. All agency representatives listed below approve and accept the Master Radio Communications Plan in onnoeptand agree to take the plan to their governing bodies foz approval. D &W4-At2t� ( Clark Bennett Direc£or of Information Systems CountyofsanJoagA —4 CharlesHalford, Chief of Police, City of Manteca !mac Herder, Ctiit°f ofPotice City of Stockton ' o racy ° xzeAtff Richard Bull, Chief of Police City of Ripon of San Joaquin cyeor# Quwmli, Fire Chief Citya Manteca Gary Gillis, Fine Chief City of Stockton lir-errefl Estes, Fire Chief City of Tracy Dennis Bitters. Fire Chief City of Ripon All agency representatives listed below approve and acccpt the Master Radio Communications Plan in concept and agree to taloa the plan to their governingbodies for approval. 11 Cram C000clinator County of San Joaquin 0 Dolores DP7.gado, ie£ of Police City of Lathrop 'ZZ'L- "'�'v Duni Chiefofpolico of f acal Mark E. Lewis, City Manager City of Stockton FI—Ma Ron Bald ,Director i Off Ron.! of E ergeney Savices County of an Joaquin G+! Vie Solari, Chairman Sanloaquin Countv Joint Radio -Users Authority Blair King, City Manager City of Lodi All agency representativeslisted below approve and accept the bftbW Radio Communications Plan in concept and agree to take the plan to their goveming bodies fot approval. Darrell Cramphorn, EMS Coordinator Ron Baldwin, Director County of San Joaquin Office of Emergency Services County of San Joaquin DavidLevesey, ChiefofPolice City of Lathrop Douglas Dunford, Chief of Police City of Escalon d Vic Solari, Chairman San Joaquin CountyJoint Radio Users Authority ATTACHMENT A Equipment Inventory AE M Portable Moil County of San Joaquin 600 120 City ofStockton 600 365 City of Manteca Police 110 60 City of Mmteca Fire 35 30 City of Tracy Police 99 40 City of Tracy Fire 60 46 City of Ripon Police 30 30 City of Lathrop Police 22 15 City of Lathmp Fire 15 20 City of Lodi Police too 65 City afLodi Fire 35 20 Waterloo Morada F in 9 9 Liberty Fire 15 10 Mokelumne Fin 12 8 Farmington Fire 11 8 Ripon Fire 33 20 Montezuma Fire 12 9 Escalon Fire 29 12 Woodbridge Fire 17 Thornton Fire LS 7 French Camp Fire 5 4 Collegeville Fire 5 3 Linden Peters Fire 21 Clements Fire _J2 Totals: 1,891 937 11_ Glossary: Association of Public Safety Communications Officials International (APCO ) Common Air Interface — (CAI) standard specifies the type and content of signals transmitted by compliant radios. One radio using CAI should be able to communicate with any other CAI radio, regardless of manufacturer Conventional Radio System — Non -trunked radio system, similar to telephone party -line in that the user determines availability by listening for an open channel. Coverage --The geographic area included within the range of, or covered by, a wireless radio system. Two systems cannot be made compatible through patching unless the coverage areas overlap. Data Security -- Generic term designating methods used to protect data from unauthorized access (e.g., encryption). Digital Modulation Technique --Technique for placing a digital data sequence on a carrier signal for subsequent transmission through a channel. Federal Communications Commission -- A board of Commissioners, appointed by the President, having the power to regulate wire and radio telecommunications in the United States. FCC Federal Registration Number (FRN) -A unique agency identifier used for FCC frequency coordination. Frequency Division Multiple Access (FDMA) --A channel access method in which different conversations are separated onto different frequencies. FDMA is employed in narrowest bandwidth, multiple -licensed channel operation. Interoperability Standards -- Established protocolsthat provide common interface. Mobile Data Computer or Terminal (MDC or MDT) — Small computer system usually installed in a patrol car that allows the officer to receive and transmit a limited range of information between the officer and communications center. Mutual Aid Channel --A national or regional channel that has been set aside for use only in mutual aid interoperability situations, usually with restrictions and guidelines governing usage. National Association of State Telecommunications Directors (NASTD) National Communications System (NCS) National Telecommunications and Information Administration -- The Federal agency responsible for domestic and international telecommunications policy. NPSPAC Guidelines -- National Public Safety Planning Advisory Committee's nationwide public safety plan in the United States for the 821- 824 MHz and 866-869 MHz bands. Patch -- A control center subsystem that permits a mobile or portable radio on one channel to communicate with one or more radios on a different channel through the control center console. Project 25 Standards-- A joint govern mentlindustry standards -setting effort to develop technical standards for the next generation of public safety radios, both voice and data. Public Safety Organization --A Federal, State, or local organization that has been given, by law, the responsibility for protecting life, property, and natural resources (e.g., law enforcement agencies, fire departments, or emergency medical service providers). Public Service Organization --A Federal, State, or local organization that helps furnish, maintain, and protect the infrastructures (e.g., highways and utilities) that promote the public's safety and welfare. Re -farming --An FCC effort to develop a strategy for using private land mobile radio (PLMR) spectrum allocations more effectively so as to meet future communications requirements. This is to be accomplished primarily by dividing channel bandwidths (i.e., narrow banding). Relay -- Base station receiver that typically receives signals on one frequency processes and retransmits out on another frequency in order to extend talk out range. �- Spectrum -- The usable radio frequencies in the electromagnetic distribution. Specific frequencies have been allocated to the public safety community. They include: Low VHF 25-50 MHz High VHF 150-174 MHz Low UHF450-470 MHz UHF TV Sharing 470-512 MHz 800 MHz 806-869 MHz Specialized Mobile Radio System (SMRS) --A radio system in which licensees provide land mobile communications services in the 800 MHz and 900 MHz bands on a commercial basis. Talk group --A subgroup of radio users who share a common functional responsibility and, under normal circumstances, only coordinate actions among themselves and do not require radio interface with other subgroups. Telecommunications Industry Association (TIA) Trunked Radio System --A system that integrates multiple channel pairs into a single system. When a user wants to transmit a message, the trunked system automatically selects a currently unused channel pair and assigns it to the user, decreasing the probability of having to wait for a free channel for a given channel loading. Voice Security -- Over the air audio that is unintelligible or inaccessible without appropriate means of decoding.