1. Butte Regional Radio System
5/19/ :50 PM
Butte Regional Radio System
Good Morning Honorable Chair and Board members. I am pleased to return with additional information about the Butte County Radio System.
I was here in June to present the current state of radio in the County. As a result, and at your direction, staff proceeded on a path to solving some of the deficiencies.
I would like to review some of the problems we noted then.
Weedy Hannibal
Communications Manager – Butte County
December 6, 2016
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2. Current system: Deficiencies in the current system include:
Transmitter site in a neighboring County
Radio signal loss due to FCC mandated narrow banding
Unable to provide dedicated or additional channels
Some users inability to talk county-wide on their channels
Aged system technology and equipment
Limited radio signal coverage
Through studies and interviews some of deficiencies include::
A transmitter site in a neighboring County, 64 air miles from County Center;
Radio signal loss as a result of a 2013 FCC Narrow band mandate order;
An increase in users to serve our communities and a system at its capacity, and unable to add channels or dedicate channels as requested;
Today some users do not have the ability to talk County-wide without manual intervention;
A system established in the late 1960’s, is aged technology and in some cases equipment;
Users also experience limited signal coverage in specific areas.

3. Coverage – Existing System

4. Process to Improvement
Engaged CDX Wireless, a radio consultant
A 700 MHz, P25 Phase 2, Simulcast, Trunked system
RFP resulted in 3 manufacturers and 4 system designs
Selected system and contractor – Motorola Solutions, Inc.
Butte Regional Radio System
At your direction staff engaged CDX Wireless, a radio consultant, to develop technical specifications for a new system. This was based on user needs, to solve the deficiencies noted, and provide future growth potential.
Staff selected a 700 MHz, P25 Phase 2, Simulcast, Trunked radio system.
Based on RFP 62-15, 3 manufacturers responded with 4 different system designs.
The manufacturer whose proposal met the technical specifications with the least cost, was Motorola Solutions, Inc. who will deliver the Butte Regional Radio System

5. Motorola System Design
Provides:
Eight (8) fixed-radio sites located within the County borders;
Additional talk groups and the ability to expand;
Increased capacity;
A new microwave backhaul network;
Transmitter redundancy absent in the current system;
Radio user access to the 700 MHz frequency band, the spectrum set aside for First Responders;
All new fixed-site radio equipment, Dispatch consoles and nearly 1000 handheld/mobile radios.
Additional coverage;
Butte Regional Radio System will provide:
Eight (8) fixed-radio sites located within County borders; Additional talk groups and expansion; Increased capacity to add users or other agencies; A new microwave backhaul network; Redundancy absent in the current system; Radio user access to the 700 MHz frequency band, the spectrum set aside for First Responders; and new fixed-site equipment, Dispatch consoles and nearly radios; and most notable additional coverage.

6. Anticipated Coverage - 700 MHz System

7. Comparison of Coverage
Existing
Anticipated
I present the comparison of the current radio coverage and what we expect the coverage to become after implementation.

8. Cost and Negotiations Consultant projected cost $12 Million
New system cost $7,166, (including taxes)
Negotiations
Motorola
IS – Site reviews
Departments – operational reviews and needs
Support and Maintenance costs
Our consultant’s projected estimate was $12 Million dollars. The system I just described has a purchase price of $7,166, ($6,757, is the fixed cost plus taxes of $408,976.76)
For comparison, the competing proposals came in at $7,305, and $9,578, both amounts are without taxes.
After the June meeting staff has taken a deep dive into the system and it’s resulting costs. The project team worked diligently with Motorola and with all affected departments.
Staff conducted a complete review of every aspect of the new system. All sites were rated on their necessity, viability, and readiness; Staff decided to delay a site in the system that adds capacity but where there is no coverage now as a cost saving measure.
Departments were asked to look at their operations and the number of radios they would require. In addition, they were asked to think about their operations and assess the need for dual band radios as opposed to single band radios. Some departments realized their operation only required single band radios and therefore resulted in cost savings.
We evaluated the active daily support of the system; It was obvious that “System Management” is a critical component. This is the ability to update radios from the system itself without requiring radios to be manually upgraded.
After Warranty Support and Maintenance costs were reviewed and all site maintenance for the first 5 years will be covered by Warranty for the first year, followed by the Post Warranty agreement for Years 2-5; the cost to purchase maintenance beyond 5 years is prohibitive. Radio support will be provided by Warranty only. The Dual band radios or 60% of the fleet will carry a 3-year warranty and all single band radios, 38% of the fleet, will carry the standard 1 year Warranty. Radio maintenance after the Warranty period will become the responsibility of individual departments.
Staff is confident this system is solving problems we identified, providing a path forward technically, with the growth potential we believe is required at the best price possible.
I acknowledge the cost of the system is great but the cost to maintain what we had with no improvement or ability to grow is greater. Our choice to move forward with a new system is necessary and timely.

9. Project Timeline December 2016
Contract execution, radios delivered and issued to Departments
January – June 2017
Validate design
Site improvements and continued radio delivery
July 2017 – June 2018
Begin site equipment installations
Installation of Dispatch consoles
July 2018 – December 2018
System completion and County accepts the new Butte Regional Radio System
This is a hi-level project schedule that may need to be adjusted pending work at individual sites. Pending approval of the contracts before you, we anticipate delivery of dual-band radios by the end of the year. This will allow 60% of our fleet to operate on the current system with new equipment within the first 3-6 months. When the system is ready for implementation it will be a matter of the radios changing to the new system by the turn of a knob.
(Read through slide)
This timeline is aggressive but we believe in the necessity of this project and if all site work can be completed in a timely manner, we can meet this timeline.

10. Contracts negotiated:
#1 – (Motorola) Butte Regional Radio System.
#2 – (Motorola) Post-warranty services for fixed-site equipment.
#3 – (Motorola) Finance Agreement.
#4 – (CDX Wireless) Radio Consulting Services.
The negotiations led to 4 contracts:
#1 – (Motorola) Butte Regional Radio System. With a term of two years (730 days) and a total cost of $7,166,380 (w/tax), this contract will provide all fixed-site equipment for 8 radio sites, an inter-site microwave back-haul network, BCSO Dispatch radio consoles, radios (portables/mobiles), and implementation services.
#2 – (Motorola) Post-warranty services for fixed-site equipment. In the initial year of operation all service and support will be covered by the manufacturer's warranty. The post-warranty contract will provide service and support in years 2 through 5 of system operation at a cost of $594,217. (9% of the total of equipment and installation)
#3 – (Motorola) Finance Agreement. Motorola has agreed to finance the full $7,166,380 purchase price through a 10-year lease-purchase agreement.
#4 – (CDX Wireless) Radio Consulting Services. CDX Wireless supported the County's planning efforts through system assessment, user need evaluation, and technical specification requirements during the procurement process. The proposed contract will extend this support through system implementation at a cost of $179,600.
I will ask our staff finance specialists to explain financial side of the project.

11. Butte Regional Radio System – Financing
Radio System Cost: $7,166,380
Amount Financed: $7,166,380
Financing Fees/Costs: $0.00
Financing Terms: 1.02% Fixed Interest, 10-Year term
Payments: $757, per year
1st Payment due December 15, 2017
Prepayment: The financing may be paid in full prior to maturity without penalty.

12. Butte Regional Radio System – Funding Sources
No State or Federal assistance available
Local funds to support the project and provide cash flow necessary to meet the debt service:
FY Budget included $1,000,000 General Fund contribution
Staff recommends transfer of an additional $500,000 from General Fund Contingencies
Staff recommends dedicating $800,000 in General Government Impact Fees

13. Butte Regional Radio System – Funding Sources
Beginning FY :
Annual Allocation of costs to departments: $716,638
General Fund accounts for nearly 80% - $568,677
Public Works/Road Fund contribution will be 16% - $115,081
Public Health Fund contribution will be 4% - $32,880

14. Conclusion
We respectfully request the Board to approve the four contracts and budget transfer from General Fund Contingencies. Thank you for your continued support of Public Safety.
We respectfully request the Board to approve the four contracts and the budget transfer from General Fund Contingencies. And Thank you for your continued support of Public Safety.