Res 14-99RESOLUTION NO. 14-99
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
DELRAY BEACH, FLORIDA, AUTHORIZING THE APPROVAL FOR
A SOLE SOURCE PROCUREMENT FROM MOTOROLA
COMMUNICATIONS & ELECTRONICS, INC. AND TO COMMENCE
NEGOTIATIONS FOR 800 MHz TRUNKED SIMULCAST RADIO
SYSTEM EQUIPMENT COMPATIBLE WITH THE SYSTEM
PROPOSED FOR SOUTH PALM BEACH COUNTY.
WHEREAS, Omnicom, Inc., communication consultant to the
South Palm Beach County Public Safety Communications Cooperative and
to the City of Delray Beach, has recommended the City of Delray Beach
procure 800 MHz radio equipment from Motorola Communications &
Electronics, Inc.; and
WHEREAS, the Palm Beach County Commission passed a
resolution which approved a sole source procurement from Motorola
Communications & Electronics, Inc., and authorizes Palm Beach County
to commence negotiation for an 800 MHz trunked radio system; and
WHEREAS, the cities of Boca Raton, Delray Beach and Boynton
Beach have entered into an interlocal agreement which provides for
sharing a radio infrastructure system; and
WHEREAS, Broward County has in operation a radio system
purchased from Motorola Communications & Electronics compatible with
the system proposed for South Palm Beach County; and
WHEREAS, in the interest of mutual aid, like radio systems
provide for interoperability of radio communication.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF DELEAY BEACH, FLORIDA, AS FOLLOWS:
Section 1. That the City of Boca Raton, in cooperation
with the South Palm Beach County Public Safety Communications
Cooperative Technical Committee, is authorized to pursue a sole
source procurement from Motorola Communications & Electronics, Inc.,
and is authorized to commence negotiations for an 800 MHz trunked
simulcast radio system.
PASSED AND ADOPTED in regular session on this the 2nd day
of March, 1999.
ATTEST:
City (~Ierk - !
MEMORANDUM
TO:
FROM:
SUBJECT:
MAYOR AND CITY COMMISSIONERS
CITY MANAGER~
AGENDA ITEM ~ - RESULAR MEETING OF MARCH 2,
RESOLUTION NO. 14-99 (AUTHORIZING
PROCUREMENT FOR 800 MHz RADIO SYSTEM)
199Q
DATE: FEBRUARY 26, 1999
SOLE SOURCE
Boca Raton, Delray Beach and Boynton Beach comprise the South Palm
Beach County Public Safety Communications Cooperative. The
Cooperative was formed by interlocal agreement to coordinate the
design, procurement and implementation of an 800 MHz radio system,
with subsystems located in each city and the ability to link into
Palm Beach County's system as well as the 800 MHz system in
Broward County.
In order to accomplish this goal, the Cooperative.s consultant,
Omnicom, Inc., has recommended that the radio system and related
equipment be purchased from Motorola Communications & Electronics,
Inc. to insure compatibility with systems already in place.
Resolution No. 14-99 authorizes the procurement from Motorola on a
sole source basis, with direction to commence negotiations for an
800 MHz trunked simulcast radio system and equipment.
The City of Boca Raton will negotiate for the overall radio
system, while each municipality will be responsible for
negotiating for the equipment needed for the respective
subsystems. The 800 MHz radio system is included in our capital
program for FY 1999.
Recommend approval of Resolution No. 14-99.
ref:agmemol4
OMNICOM, INC.
COMMUNICATIQNS ENGINEERS
December 18, 1998
City of Boca Raton
Police Department
100 NW 2"d Avenue.
Boca Raton, FL 33432
Attention:
Mrs. Donna Dreska
Chairperson, South
Cooperative
Palm Beach County Public
Safety
Communications
Reference: Summary of Radio System SOW
Dear Mrs. Dreska:
As an overview of the 800 MHz Radio System Statement Of Work, I have included a
summary of the system as an attachment to this letter. After reviewing this document please
do not hesitate to call me if you have any questions..
I will be available to meet with you to discuss the SOW and the procurement process anytime
after 18 January 1999. If you will let me know as soon as possible on a date and time that is
good for you, I will block it out on my calendar.
Warm regards,
Robert W. Sutphen
Vice President, Project Management
RWS/jms
Enclosure: (1) Radio System Summary
File: C:~Documents\MSWord~Projects~Boca-aoynton. Delray\981218_boca_mw_SOW Summary.doc
930 THOMASVILLE RD SUITE 200, TALLAHASSEE, FLORIDA 32303, (850) 224 4451, (850) 224-3059 Fax
800 MHz TRUNKED RADIO SYSTEM
TECHNICAL' OVERVIEW
FOR THE CITIES OF
BOCA RATON, BOYNTON BEACH
,&
DELRAY BEACH
"' COOPERATlVE'S 800 MHz MULTISITE COUNTYWIDE RADIO SYSTEM
1. 800 MHz RADIO SYSTEM OVERVIEVV
The Cities of Boca Raton, Boynton Beach, and Delray Beach, hereafter known as
the South Palm Beach County Public Safety Communications Cooperative, or the
Cooperative are in the process of procuring an 800 MHz APCO 16-compliant,
multisite, trunked radio system. The Cooperative's system shall consist of three
separate. 800 MHz trunked digital systems, with one located in each of the Cities.
These subsystems shall be linked together and to the County's radio system
through the Palm Beach County SmartZone Switch. Channel capacity of this system
shall be:
A. Boca Raton
Ten 806 MHz channels.
B. Delray Beach
Five NPSPAC channels.
C. Boynton Beach Seven 806 MHz channels.
Users assigned to one system that have radios programmed for roaming shall be
able to migrate out of their home system and into the other systems, while
maintaining seamless communications wi~h their dispatch center and other units in
their current talk group. The radio units in this system will have seamless
Countywide coverage without having to switch from their assigned radio talk group.
Figure 1-1 illustrates how these systems are linked together using the SmartZone
switch.
A unit shall be assigned a subsystem with which it shall normally affiliate when
turned on. Under normal conditions, each radio shall be assigned to its applicable
City zone. This affiliation shall change when the unit either roams out of rang~ of its
assigned site or the user changes talk groups and forces the unit to select another
site.
The backbone shall be designed for digital and analog use. The system users shall
have the option of selecting either analog or digital field units. For those agencies
that do not require the digital option, their talk groups shall be set up as analog only
on their field units. Agencies that elect to purchase digital field units shall have the
option of communicating with both digital and analog fietd units within their
respective modes.
BOYNTON BEACH
DELRAY BEACH
COUNTY'S
FAULT TOLERANT
MULTI-ZONE
SW1TCH
BOYNTON CEB
SITE
BACKBONE WAN ROUTING
I COUNTY SITE
I. CONTROLLER J
BOCA RATON CEB SITE
BOCA RATON BASE STATION
SITE
OMNICOM
OVERVIEW OF MULTI-ZONE SYSTEM
FIGURE 1-1
PBC
DELRAY CEB
AND BASE
STATION SiTE
COOPERATIVE'S 800 MHz MULTIStTE COUNTYWIDE RADIO SYSTEM
1.1
Each user shall normally operate within an assigned group of users sharing a
common function (talk group). Talk groups operate autonomously. From a user's
perspective, their talk group shall be the only one on the system. They shall neither
hear another talk group nor need to wait for another user to clear a channel, unless
the other user is within his/her talk group or the system is temporarily in a busy
state with all channel resources assigned. If a busy condition is experienced, users
attempting access shall be provided a supervisory indication of the busy state.
However, when the need arises, users shall have the capability to switch to
common talk groups where interagency/intercity communications can take place.
Each City's communications center shall also operate in an autonomous mode.
When the need arises for each of the communications centers to talk directly to
each nther, an intercom connection can be established by touching an icon on the
dispatch radio monitor.
System Features
The following features shall be built into ~he Cooperative's system:
Call handoff: Allows a user to'move ~rom one site to another while
maintaining communications.
Automatic site registration: Occurs during Push-To-Talk (P'i-T), power on,
selector changes, and when a radio roams from one site to another.
Received Signal Strength Indicator (RSSl): As a unit moves from one site to
another, the system monitors the signal strength. When the signal reaches a
predetermined level considered inadequate for public safety communications,
the system shall look for the next best site and switch the unit to that site.
To reduce switching time to a minimum, the system only looks at adjacent
sites' control channels.
Deregistration: Occurs when a unit is turned off, a radio is out of range for a
predetermined period of time, or when it switches to another site.
1.2 System Reports
The following information shall be provided via a GUI display and hard copy:
,, ". COOPERATIVE'S 800 MHz MULTISITE COUNTYWIDE RADIO SYSTEM
1.3
1,3.1
1.3.2
B.
C.
D.
E.
F.
G,
Zone air time.
Site air time.
Channel air time.
Group air time.
Individual air time.
Number and length of queues during busy hour.
Total transactions, such as number of emergency calls, call alerts, etc.
Budgetary Prices
Procurement Using Moving Violation Funds
OMNICOM recommends that the Cities 'develop an Interlocal Agreement to use
Moving Violation Funds to purchase 'the SmartZone Switch and interface
electronics. Budgetary prices for these line 'items are:
A. Basic SmartZone (SZ) Equipment
B. Interface at SZ Site
C. Interfaces at Cities sites
D. Total SZ I/0 Costs
Procurement Using Funds From Cities
System prices for each City are:
N/C
83,667
36,347
320,014
City Backbone Subscriber Units
Boca Raton $37t,008 $3,331,742
Boynton Beach $371,008 ¢1,888,200
Delray Beach $371,008 61,603,184
Total
63,702,750
62,259,208
$1,974,192
County Administration
P.O. Box 198q
West Pllrn Beach. FL 33402.198q
(S61) 355-2030
Palm Beach County
Board of County
Commissioners
Sun Aaronson. Chairman
Maude Ford Le~ Vice Chair
Karen T. Marcus
Carol A. Roberts
Warren H. Newell
Mary IVlcCafly
I(en L. ~osteF
County AdmJnlstr'a~or
Robert ~,~lsman, P.E.
Equal ~permn~0,
,,~Irmnff~ ,tc~mfl Emp/qyo'
MEMORANDUM
May 9, 1997
TO:
FROM:
Commissioner Burr Aaronson, Chairman
and Members of Board of County Commissioners
Robert Weisman, P,E,/ .
County Administ rator~...~~..__...__...~
800 MHZ RADIO COMMUNICATIONS SYSTEM
SOLE SOURCE PROCUREMENT RECOMMENDATION
This memo reviews the development history of the proposed Palm Beach
County g00 MHZ Trunked Communications System and the current
development strategy. The report also identifies the critical features of a
public safety communications system and the importance of interoperable
communications with other government agencies. The salient attributes of
Direct interoperability are defined as well as its impact on other critical
requirements of the communications system. The mere concludes with a
recommendation to begin negotiations for sole source procurement with
Motorola Communications & Electronics, as the only vendor which can
provide the required interoperable communications system utilizing over
$4,000,000 in infrastructu, re and equipment previously invested by other
governments.
Palm Beach County hired RAM Communications in 1991 to complete a
Long Range Communications Plan for the public safety and public works
agencies of Palm Beach County. The Long Range Communications Plan
identified: 1) that the existing communication system infrastructure is
overloaded; 2) channels for required additional capacity are not available in
the VHF and UHF spectrum, and 3) the existing systems do not provide
communications between County agencies and other government agencies.
RAM Communications recommended the County migrate to an 800 MHZ
Communications System.
In 1993 Palm Beach County contracted with Omnicom for consulting services to develop a 800
MHz Trunked Radio System. Pan o'f the development process was ~be identification of available
radio channels. The County currently has access to 20 channels under the National Public Safety
Planning Advisory Committee (NPSPAC) Region Nine Plan. The County also has ten limited
coverage channels acquired in 1986 that must be implemented by November of 1998 to be retained.
As a result of the costs delineated in an RFP response, the Radio Administrative Committee
recommended that the Board proceed only with a local govermnant system. In March 1996, the
Board directed Staffto plan a system which implemented the public safety portion oftbe system as
the first phase of project in order to address the existing system deficiencies and meet the licensing
milestones that had presented themselves. For the purposes of this report, County's public safety
and public works agencies are defined as the Sheriff's Off~ce, PBC Fire Rescue, EMS/EOC and all
other County departments. Attachment I de~ls the chronology of events since November ! 991 on
this project.
CURRENT DEVELOPMENT STRATEGy
The proposed 800 MHz System has gone through several revisions attempting to provide the
required capacity through the use of the 20 NPSPAC channels and speclrum efficient technologies
(digital, TDMA, FDMA, etc.) that have been under development for the past three to four years.
These technologies have not been implemented to date and there is no firm indication as to when
they will be available to Palm Beach County.
On January 30, 1997, a meeting was held with the 800 MHz system vendors, the County'user
agencies, and County Administration. At the meeting it was determined the County would proceed
to investigate the procurement of an 800 MHz System incorporating analog capable digital backbone
equipment (transmitters & receivers) and analog field units. The digital backbone improves the
possibility for future migration to higher technological platforms (when they are available and
proven) without replacing the backbone, equipment. Besides for superior reliability and
performance at this time, thc use of analog field md. los reduces system cost.
PUBLIC SAFETY COMMUNICATIONS SYSTEM REOUIREMENT.~;
APCO 16 SPECIFICATIONS
For the proposed 800 MHz System to fully support the operational demands of a public safety
communications system, il must meet the requirements of the APCO 16 specification. APCO 16
was developed by the Association of Public Safety Communications Officials to define the base
operational requirements of a public safety radio communication system. The requirements are the
accepted benchmark for public safety communications systems.
Page 2
COVERAGE AND CAPACITY REOUIREMENTR
System coverage is a critical aspect of the proposed gOO MHz System. Eight tower sites are
currently anticipated for the system to provide adequate coverage in the unincorporated areas of the
County. To ensure the system provides adequate capacity, Omnicom is currently assessing the
implementation options that will provide the greatest number of units per channel incorporating the
use of the ten non-NPSPAC channels.
![NTEROPERABILITY REOUIREMENT
Intemperability is another critical requirement for the Counts g00 MHz System. Interoperability
among the agencies is provided by the use ora common communications system. Interoperability
between public safety agencies and the public safety agencies of other government entities would
enhance the effectiveness of the following activities:
Recovery activities associated with a hurricane disaster or other localized disasters
such as haTsrdous materials spill or airplane crash.
PBSO and West Palm aviation units could communicate directly with all public..
safety agencies in the County.
3. Criminal pursuits across jurisdictional boundaries.
4. In-progress violent crimes could be broadcasted in real time.
Prisoner transport vehicles in route to a jail or court facility outside their coverage
area. All municipalities use the jails for prisoner housing.
6. Civil distu~ancos or Intge public events.
Joint law enforcement activities between the Palm Beach County Sheriffs Office and
municipal police deparu'nents, the Sheriffs Office of Broward County, or the law
enforcement agencies of the State of Florida. The Sheriff's Office provided
assistance to other law enforcement agencies 2,376 times during the first quarter of
1997. Without direct interoperability, each of these requests results in a minimum
of 3-5 telephone or radio calls to share necessary information.
Efficient use of resources is also demonstrated by the Sheriff's Office providing
driver or ......
suspicious person Ident~ficatmn, hcense checks, notification of intrusion
alarms, and 911 dispatch services for various municipalities through limited cross-
use of existing channels. The Sheriff's Office processed 4,960 calls of this type
during the first quarter of 1997.
Page 3
Mutual assistance provided by fire/rescue agencies for large slmcture fires or other
incidences that exceed the local capabilities. Palm Beach County Fire Rescue
provided or received mutual assistance 85 times during 1995.
10.
Rescue vehicles l~ansporting patients to hospitals outside their primary coverage
are~ Pnim Beach County Fire Rescue Iransported patients to hospitals in municipal
jurisdictions 5,954 times during fiscal 1996.
Intemperability also avoids the requirement for agencies to carry more than one radio to
communicate across jurisdictional boundaries as is currently the operational method used between
Palm Beach County Fire Rescue and Palm Beach Gardens Fire Department for the Automatic
Mutual Aid agreement discussed below.
Interopembility between government agencies also fosters efficient and effective use of public safety
resources. For example, Palm Beach County Fire Rescue and the Palm Beach Gardens Fire
Department have an Automatic Mutual Aid Agreement whereby the nearest fire or rescue vehicle
reports to an incident regnxdless ofjurisdictional boundaries. Occurrences of Automatic Mutual Aid
under this agreement average 60 times per month. Mutnal assistance across jurisdictional
boundaries reduces the number of stations required by each agency while maintaining response time.
METHODS OF INTEt~II~ERABILITY
There are two t~tpes of interoperability: indirect and direct. Indirect interoperability is possible for
communication systems from different manufacturers. There are three methods of indirect
interopembility. Methods 1 and 2 require either hard wired, microwave or over-the-air audio
interfacing between conununicntion systems. Both methods require two channels for calls between
agencies. And, dispatchers must also be notified prior to initiating a call to enable thc inter-agancy
call feature.
The third method of indirect interoperability requires the use of non-mmked mutual assistance
channels established by the NPSPAC plan. These channels are for conventional communications
(non-trunked). Dispatch personnel are required t~ enable the channels prior to use, and field units
are no longer accessible on their normal talk group, in addition, under the Region Nine Plan, these
channels are restricted to emergency communications only and can not be used for day-to-day
routine interoperability.
Due to the limited availability of channels, and the use of non trunked mutnal assistance being
restricted from day to day routine interoperability; .......
~ndlrect mteropembfltty ns not feastble.
Direct interoperability is only possible with 800 MHz Systems of the same manufacturer because
the central controlling computer systems are compatible, enabling control data to be passed between
the systems. Dh'ect interoperability provides the ability to communicate on a system-to-system level
without generic adapters, audio level interfacing, or dispatcher nctivatiun. With direct
Page 4
intemperability, units a~ amomatically registered on the communications system providing the best
coverage without switching channels or activating alternative configurations.
Direct interoperability also improves system capacity by "pooling" the capacity of each system. IN
Oma,corn's comparison report, the capacity of the individual systems is improved by combining the
system capacities together.
Direct interoperability improves coverage without the addition of tower sites or in-building bi-
directional amplifier equipment. For example, the County system would gain in-building coverage
in the downtown West Palm Beach
Palm Beach 800 MHz System. area if the system is directly interoperable with the City of West
Dirge. t intempembility would also allow adjacent systems of the same manufacturer to act as a back-
up m the event of failure. Direct intemperability will also facilitate future partnerships as central
dispatch, maintenance and administration as the infiastructure and equipment expenses would be
eliminated.
To fully meet the requirements for multi lea eno
System · P g y direct interoperahility the County's 800 MHz
must provide the following functional characteristics:
APCO 16 functionality must be maintained for the communication systems even
while field units are outside their coverage area.
All the features and functionality of the field radio equipment must be maintained
regardless of location within the County. Field personnel must not be required to
change operational methods outside their coverage area. This is especially important
in a critical life threatening situation.
Message relaying must not be required avoiding the delays and errors.
Generic audio level adaptors or patches must not be required avoiding the resultant
delays.
lnteropernbility must be automatic and not require dispatch personnel to
enable/disable the inter-agency communication feature prior to use.
Communications between field units and their base dispatch center must be
maintained while communicating with other agencies.
Page 5
OPPORTUNITIES FOR DIRECT INTEROPERABILITY
MUNICIPALITIES
The Criminal Justice Con,mission Public Safety Communications Committee was established July
1994 to develop a Countywide communication system to support the requirements of the
municipalities. The proposed system will consist of fuur hubs: North, South, Central, and West.
The existing City of West Palm Beach 800 MHz System functions as the central hub. Palm Beach
County recently approved the expenditure of $430,579.00 to expand coverage and capacity for the
West Palm Beach system. The City of Riviarn Beach and Palm Beach Gardens currently uses the
West Palm Beach system for public safety communications. Once the expansion is complete, the
cities of Atlantis, Greenacres, and Palm Bench will also be utilizing the West Palm Beach system.
R. L. Bradshaw, Chief of Police and Emie Cart, Police Administrator, for the City of West Palm
.Beach have both identified the importance of intempernbility and expressed their desire to establish
mteroperable communications with the County (see Attachment 2 for an excerpt fi.om a Public
Safety Communications Committee report).
The following identifies those agencies with
City of West Palm Beach
Riviera Beach
Palm Beach Gardens
Atlantis
Town of Palm Bzaeh
Greenacres
tnmked radio systems:
Motorola Tmnked
Motorola
Motorola
Motorola
Motorola
Mototoia
Broward SO
Martin County SO
State of Florida
Motorola Tmnked
E.J. Johnson Tmnked
Motorola Tmnked
The infrastructure investment in these systems would be re-used (ns opposed to abandoned) in future
efforts to achieve direct interoperability.
The cities of Boca Raton, Delmy Beach, and Boynton Beach currently have a consultant under
contract to develop the south hub. Peter A. Petracco, Chief of Police, Boca Raton and Marshall B.
Gage, Chief of Police, Boynton Beach have both expressed their support for inter-agency
communications.
The cities of Notch Palm Beach and Lake Park are in the p anmng stages for a north hub. Jeffery
I '
C. Lindskoog, Chief of Police, Lake Park recognizes the importance and supports interoperability.
Page 6
James P. Kelly, Chairman of the Law Enforcement Planning Council and Gale English, President
of the Palm Beach County Municipal League have also express the importance of intemperability
nnd their interest in the County implementing such a system (see Attachment 3 for copies of the
letters expressing the interest ofmmlicipalities for interoperability).
STATE AND COUNTY
The State of Florida is implementing the second phase of a multi-million dollar statewide Motorola
800 MHz Communication System. Phase one included Dade, Broward, and Monroe counties. The
second phase includes the south central counties of the State including Palm Beach County. The
second phase is scheduled for completion June 1998.
Broward County implemented a Motorola 800 MHz Communication System in 1989. Having
identified '
the importance of interopembility, Broward County is currently investigating the options
for interoperability with their municipalities. Carl Rader, Public Safety Telecommunications
Coordinator for Broward County indicates interoperability with Palm Beach County is also a critical
part of their research, lntemperability with Broward is critical as Fire-Rescue transports to Broward
County.
RECOMMENDAT[0N
Based on the foregoing description of interopembility, its requirements and benefits, and the
opportunities for enlumced public safety communications, it is evident that direct interopembility
is the essential requirement of the proposed 800 MHz System. Direct interoparability provides the
highest level of functionality for field and dispatch cOmmunications, pr,avides for capacity sharing.
among communications systems, and expands coverage without purchasing additional towers or
equipment. Direct interoperability will provide in-building coverage and increased capacity for the
County in downtown West Palm Beach area and 12 other municipalities.
Direct interoperability is only possible between 800 MHz systems from the same manufacturer, of
which the City of West Palm Beach's Motorola 800 MHz System represents an over
$4,000,000.00 investment. Since only one system manufacturer (Motorola) can provide direct
interoperability without losing the value of pre'ions investments made by public agencies, it is
recommended Palm Beach County enter into negotiations with Motorola Communications and
Electronics, Inc. for sc!e source procurement of the County's. g00 MHz Tnmked Radio
Communication System.
Page 7