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HomeMy WebLinkAboutSPWS Minutes 1996-03-21SRCC MINUTES (Special Workshop) 3/21/96 Page 1 IN COUNCIL CHAMBERS OF THE CITY OF SAN RAFAEL, THURSDAY, MARCH 21, 1996, AT 7:00 PM Special Workshop Meeting: San Rafael City Council San Rafael Police Radio Committee CITY COUNCIL COMMITTEE Albert J. Boro, Mayor Barbara Paul Cohen, Councilmember Barbara Heller, Councilmember Gary Phillips, Councilmember Corporal Dave Zappetini, Councilmember Officer Absent: None Margo Rohrbacher, Info. Svcs. Supervisor Shelly Tirry, Dispatcher Battalion Chief Keith Schoenthal, San Rafael Fire Dept. SAN RAFAEL POLICE RADIO Heller, Councilmember Commander Gene Pennington Sergeant Arnie Juge Jeff Franzini Officer Ray Fernandez Ralph Pata Officer Kato Samuel Guests: Robert Krolak, San Rafael Police Chief Greg Forrest, Consultant, Frank Thatcher & Associates, Inc. Leo Rehmann, President, Bay Area Service Center Also Present: Jeanne M. Leoncini, City Clerk 1.SPECIAL WORKSHOP - POLICE RADIO SYSTEM - File 4-2-233 x 4-1-467 x 9-3-30 Mayor Boro welcomed the members of the Police Radio Committee, noting a lot of work had been done by the Committee over the past several months. He acknowledged that they have been working very diligently with the consultant, and have tried to interface as best they could with the County of Marin. He noted that although things at the County are not quite as stable as we might like, we have gotten some indication of where the County may go on this issue. On behalf of the Council, Mayor Boro thanked the Committee for all their work, and thanked Councilmember Heller for her work as the Council's representative to the Committee. Acting City Manager Suzanne Golt stated this meeting was the culmination of many months of work, beginning with the Special Workshop in July, 1995. She stated the Committee has been meeting diligently, sometimes more than once a week, trying to identify a radio system to replace the E. F. Johnson system, and specifically to develop recommendations which will be the topic of discussion during this meeting. Mayor Boro offered members of the public who wished to comment the opportunity to address the Council and the Committee, noting a public comment period would also be held at the end of the meeting. Officer Doug Fletcher, President of the San Rafael Police Officers Association, addressed the Council and the Committee, thanking the Mayor and the Council for implementing this project. He also thanked the members of the Police Radio Committee, who have been very dedicated to this project and have put in innumerable hours, particularly Councilmember Heller who had devoted a lot of her time to this process. Officer Fletcher stated the Police Officers' Association had faith in the Committee's recommendation, based on the large cross-section and the information they had studied over the past two years. Commander Pennington expressed his appreciation to the Police Radio Committee, stating they were very diligent in attending the meetings. He stated it had been a challenging project for everyone, and hoped that with tonight's recommendations we would see the successful conclusion of all the work. Commander Pennington stated the number one objective of the Committee was to provide a reliable Voice and Data Mobile Radio and Industrial Microwave Communications System for the City of San Rafael's Public Safety Department for the next ten to fifteen years. He reported additional objectives were to provide a cost effective transition from the present communication system to the future system; to provide communication equipment that would safely, effectively, and reliably function in the Public Safety environment during normal and emergency situations; to provide a communications system that provides inter -operability with the other Public Safety communication systems in Marin County; to provide a communication system that allows for future migration to any new technology during the system's planned lifetime; to provide for training of all personnel during system implementation, testing, and acceptance, noting this training shall include staff so that they can manage the Voice and Data Mobile and SRCC MINUTES (Special Workshop) 3/21/96 Page 1 SRCC MINUTES (Special Workshop) 3/21/96 Page 2 Industrial Microwave Communications System; to provide a communications system with measurable service standards; to provide a clear plan for developing and implementing a Voice and Data Mobile and Industrial Microwave Communications strategy, and to provide and maintain a reliable Communication Facility. Commander Pennington reported that when the City went out with the RFP asking for consultants who would be interested in working for the City and taking on this task, the City asked for several additional things, and a contract was signed with our current consultant, Frank Thatcher & Associates. He stated one of the things Frank Thatcher & Associates was going to do was look at dispatch operations as they relate to the radio system usage; communications and control console arrangements; CAD and other computer systems and data bases that require integration with the radio system; the condition, market value and service history of our existing equipment and facilities for potential use; and operational and other deficiencies in the present system. Commander Pennington reported the contractor then stated he would work with the City to pursue potential improvements in communication features, equipment and arrangements; look at required system capacity for both Voice and Data systems; the application of mobile data terminals; the requirements for any special transmission capabilities, such as Automatic Vehicle Location; any requirements the Police Department might have for encryption; possible integration and/or reuse of existing radio sites, facilities and equipment into a new system, and other desired operational features that would improve the efficiency and enhance public safety. Commander Pennington stated one of the things the Radio Committee did at the very beginning was to acknowledge there were a lot of things they needed to do, but noted that first they needed to focus on the most important part, the backbone of the radio system; therefore, most of the work that has been done by the Committee has focused on the back-up radio system, which is the focus of the Committee's recommendation at this time. Greg Forrest, consultant with Frank Thatcher & Associates, addressed the Council and the Committee, noting he and his company have been working with the City of San Rafael since early last year. Mr. Forrest presented an overview of Frank Thatcher & Associates' original report, which was issued in July, 1995, and stated there were four main areas of deficiency found in the existing radio system. Mr. Forrest reported the first deficiency was poor equipment reliability, specifically with some of the mobile radios and backbone equipment, which resulted in maintenance costs two to three times what his company would expect for public safety operations of a similar size city. He stated the second deficiency was improper system design, noting there were too few channels, and pointing out that trunking systems do have a minimum channel requirement, and the number of channels applied to trunking were too few to properly provide service to the City and the Police Officers. Mr. Forrest stated poor Mutual Aid Patch performance was the third deficiency, explaining the Mutual Aid Patch System was designed to link San Rafael Is radio system with that of the County, and other County agencies. He stated that as a result of the design problems with the radio system and the patch equipment, they found the patch was basically ineffective. He noted that although it does operate today, there are some deficiencies with it. Mr Mr Forrest stated that of the four major deficiency areas, most were the result of equipment problems having to do with hardware and software, noting that currently the mobile radios have the most problems with connector failures, as well as some software problems. He reported they found that without redesign of some of the major components, including the mobile radios and some of the backbone software that ran the trunking controller, they could not increase reliability very dramatically. He stated that in looking at the number of mobiles and portables the City had, they found the City did not meet the requirements for additional trunked channels, so if we wanted to increase the number of channels in the trunked system, we would be unable to do it under the FCC rules. Forrest reported they also found that when comparing the operation of this system with operating a conventional radio system, the cost to operate the existing system may exceed that of a brand new conventional radio system. He stated that in July they had recommended the immediate replacement of the mobile radios with new ones, stating that would be the only way to solve some of the major problems, and noting the replacement would have been with E. F. Johnson & Company equipment, to be compatible. They also had recommended this was to follow with portable replacements in 1997, and a fixed backbone replacement in 2000. Mr. Forrest stated that when we look at the cost of this alternative, including the maintenance cost, it would be approximately $1,071,000 over five years, SRCC MINUTES (Special Workshop) 3/21/96 Page 2 SRCC MINUTES (Special Workshop) 3/21/96 Page 3 and we would end up continuing with an E. F. Johnson system on an 800 MHz band. He noted they compared this to a conventional system offering generally the same functionality and radio coverage, and found such a system would cost approximately $945,000 over a five year period. Mr. Forrest stated they concluded there was no economic reason to continue use of the E. F. Johnson & Company trunked radio system. Mr. Forrest referred to the system's current repair and maintenance costs, and reported they have reviewed all of the maintenance reports since the meeting in July, and found the failure rates for the repeater system, which he noted is the backbone of the system, as well as the console failure rates, have remained constant, neither increasing nor decreasing, and noted they remain problematic. Mr. Forrest reported the mobile radio failures, which were the most common, have continued, noting that of the mobile radios that have failed, they found approximately 49% resulted in "no transmit/no receive" operation, making the radio inoperative; 15% were display related problems with the displays of the channel indicator and volume control settings; and 36% were miscellaneous other failures. He stated the most critical failure is the "no transmit/no receive" operation. Mr. Forrest also reported that in reviewing the maintenance records they found that one officer reported his portable had failed to transmit during a foot pursuit, but noted the report did not state whether this was a battery failure or equipment failure. Mr Mr. Mr Forrest stated that over the past eight months maintenance costs, including installations of loaner equipment and modifications made to the radio system to improve its reliability, have cost the City approximately $68,000. He noted his company usually figures the maintenance costs on a similar system, for a City and Public Works Department of this size, to be approximately $42,000 per year, which he felt was a conservative estimate. Mr. Forrest noted the difference of approximately $26,000 per year, stating that amount could be used to purchase approximately ten brand new mobile or portable radios. Forrest recalled that in July, 1995, the Police Radio System Committee examined four alternatives which had been presented by Frank Thatcher & Associates, along with the costs associated with each alternative. He reported the Committee found the alternative that best met their needs and requirements was Alternative "D", which was the joint development of a Countywide radio system, and noted the cost factors were unknown, as we did not know what the design of the County radio system would be. Mr. Forrest stated that because of the critical nature of the Police radio, the Police Radio System Committee was concerned that it might take some time for the County to decide on their radio system design, and the Committee agreed that if, by September, 1995, a plan from the County was not formalized, or if the County had not recommended a frequency band of operation or a technology (trunked or conventional), then the Committee wanted to pursue the fallback Alternative "C", which was replacement of the system with a conventional type radio system. Mr. Forrest stated that cost was estimated at $1.2 million over a five year period, including maintenance; however, to promote compatibility in the long term, the Radio Committee decided to wait for the County's report to determine the frequency band and the technology, to make sure they would be compatible. Forrest reported they were also looking at ways to enhance or repair the system while waiting for the County to make their recommendation on which way they were heading. He stated the current maintenance vendor, Bay Area Service Center, had made some suggestions to the City, which Frank Thatcher & Associates supported, and much of that work has been completed. Mr. Forrest noted Frank Thatcher & Associates had mentioned the only way to get rid of most of the failures was radio replacement, of the mobiles in particular; however, at that point the City wanted to see if we could fix what we had and wait for the County's report. Leo Rehmann, President of Bay Area Service Center, discussed the status of the City' s current maintenance contract, noting Bay Area Service Center took on the City of San Rafael as a company -wide project a couple of years ago, and had made calls to the City at least once or twice a week, and in some cases three times a week, working on the radio system. Mr. Rehmann stated the City was currently under contract with his company until the end of June, 1996, noting the City would be offered the option of extending the contract. Mr Rehmann stated the backbone system is currently under an E. F. Johnson & Company sponsored "hot spares" program, which the City has paid for, explaining this meant that for the backbone equipment and the hilltop repeaters, there is a twenty-four hour a day, seven days per week guaranteed spare replacement program SRCC MINUTES (Special Workshop) 3/21/96 Page 3 Mr SRCC MINUTES (Special Workshop) 3/21/96 Page 4 in place, so if something goes wrong on a Saturday night, Mr. Rehmann can have replacement parts within twenty-four hours. Mr. Rehmann stated that when his company took on this project, they requested they be given carte blanche to go through the backbone and tear it apart and fix what they could. Mr. Rehmann stated this had been done, and since that time the backbone has been pretty stable. He reported that in January of this year they went out to every one of the remote receiver sites and tuned the system, noting they found some of the adjustments needed to be "retweaked", which they did, and this seemed to improve some system access issues. Mr. Rehmann stated they found some of the E. F. Johnson & Company documentation was inaccurate as to the levels that had previously been set by the Bay Area Service Center technicians, so they went back and made adjustments to correct that, and it seemed to improve things a little bit. Rehmann reported that replaced the ICOM's, some of the stability receiver sites in early February they went up on top of Dollar Hill and which are frequency oscillators. He stated this helped in the linked receivers, explaining that at the remote the signals must get back up to the top of Dollar Hill, and the receivers on Dollar Hill were somewhat unstable; therefore, they went through and replaced some of the parts, and this has made things quite a bit more solid. Mr. Rehmann addressed the question of what could be done with this system in the future, noting that since they had recently gone through the remote sites and San Pedro Hill and Dollar Hill, there was basically only one other thing they could do within the next 60 to 90 days, and that would be to come back and go through those sites one more time, just to make certain the ICOM's that were replaced had stabilized, and then adjust or reset any of the levels that may need to be readjusted. Mr. Rehmann reported they did not expect to see much more improvement from this, noting the backbone was pretty well tuned, and what we see is what we get. With regard to improving the current system, he stated they could, if the City decided to, replace the antenna systems on Dollar Hill and San Pedro Hill, noting the cost would be approximately $9,000. He stated if the City should elect to go with a different type of system, such as a 480 MHz system, the antennas would have to be thrown away or sold. Mr. Rehmann stated that even if the antenna systems were replaced, there would not be a lot of change, noting there may be some marginal improvements, but they did not expect it to be a solution that would fix everything. He stated the architecture and design of the current system is the way it is, and all they have been able to do is stabilize it. Regarding mobiles and portables, which are what the officers live with day in and day out, Mr. Rehmann stated they have worked through some technical issues with regard to the products, and noted they have gone through every one of the squad cars, torn them apart, and taken care of some instabilities in the installations in those cars. In addition, he noted every mobile and portable has been sent back to the manufacturer, and they were upgraded to the factory specifications. He stated they also found additional modifications that needed to be done, and Bay Area Service Center completed those here in the field. Mr. Rehmann stated the reliability of the mobiles and portables today is the best that they can make it, noting they are stabilized, and although they did go through a couple of rashes of problems, things seem to have settled out. He reported they found some issues were related to connectors that were causing the officers some real tension, and Bay Area Service Center took it upon themselves to go through and rip them all out and put in a different kind of connector that seems to have made them all more stabile. Mr Rehmann stated the backbone system is as reliable as it is going to get, noting the City could spend a lot more money on it, but he cannot change the design. He stated the mobiles and portables are the best that they can make them, and he expects that all we can see in the future is a stabilized product line, one that will not get any better or worse, but just remain as it is. Sergeant Arnie Juge summarized the work of the Police Radio System Committee, reporting the first Committee meeting was held in December, 1994, and that same month Councilmember Heller joined the Committee, as did Officers Ralph Pata and Ray Fernandez representing the Police Officers' Association. He reported the Committee met approximately every third week for two to four hours, and since the beginning of this year they have been meeting once a week, noting this was based upon the realization that the County's draft report was going to be released. Sergeant Juge noted that in late February there was a marathon meeting of the Committee, lasting over eight hours, because it had been confirmed the County report was released, and some major decisions needed to be reached SRCC MINUTES (Special Workshop) 3/21/96 Page 4 SRCC MINUTES (Special Workshop) 3/21/96 Page 5 on the City's part. Sergeant Juge reported that throughout 1995 the Committee visited other Police Agencies with working systems to investigate other types of systems, and he noted there was an exposition sponsored by G. E. Erickson in Burlingame, and several members attended this hands-on demonstration of how those particular radios work. He noted Officers Pata and Fernandez went to the San Francisco Police Department to observe a Motorola demonstration, and to bring back information to the Committee, and Officers Pata, Fernandez and Dispatch Supervisor Kathy Cronin and Information Services Supervisor Margo Rohrbacher attended an eight hour course on radio system fundamentals for non-technical people, which allowed them to learn more about the system and share that information with the Committee. Sergeant Juge reported there was also ongoing work with the consultant, specific site visits to Walnut Creek Police Department, Marin County Sheriff's Department, Fairfield Department of Public Safety, and either Sacramento Police Department or Sacramento County Sheriff's Department. Commander Pennington summarized the work of the consultant since the Committee last met in July. He reported one of the questions that had been asked was if the problems the Committee was originally formed to address still continued, and he stated he had brought a box full of work orders that documented the problems and the results of Bay Area Service Center' s work. He noted Mr. Forrest had already reported on his investigation of the maintenance records, and offered to make the work orders available for anyone who cared to examine them. Commander Pennington stated the consultant has helped in the development of the low band radio specifications and reviewed responses, and made recommendations about which radio the City should acquire; investigated the radio system crashes and made recommendations on how to resolve the problems; developed recommendations for the City' s back-up radio system and how to make it function correctly; developed specifications for the mobile radio and emergency equipment installations, which have been extremely important; acted as the Committee's expert on a number of issues and problems, noting there are things that keep coming up that the Committee members just do not understand, and the consultant has been extremely helpful in this regard; reviewed major service and/or repair problems that have come up, noting that when a significant issue arises, such as heat or moisture issues, they talk to both the consultant and the equipment repair people and ask them if it is an unusual occurrence; helped develop the Committee' s expectations for a new radio system, started work on the radio system specifications; reviewed the County of Marin Is feasibility study for a new radio system; and worked with the Committee to help in developing their recommendation and cost estimates they are presenting tonight. Sergeant Juge stated one of the projects the Committee undertook had to do with a back-up radio system that is now currently installed in all of the black and white patrol vehicles, noting the name of the new system is Vertex, and he displayed a photograph of the new radio, along with the specifications. Sergeant Juge stated that, so far, this new radio has performed quite well. He stated that at the last workshop they discussed what to do in the case of a failure, and the Committee decided to go with a low band radio system on a temporary basis, to be installed in the patrol vehicles for use if, and when, the E. F. Johnson & Company system crashed. Sergeant Juge reported they were also having problems patching into CountyCom whenever an outside agency came into our jurisdiction or we went into theirs, such as during a chase or when we were assisting another agency during a serious crime. He stated we needed to have the ability to communicate, and the Committee' s response was to install these particular Vertex radios, which are low band systems, currently a two channel system, but with the capability to expand up to thirty-three channels, depending upon the band frequency. Sergeant Juge reported there have actually been a few instances where these new radios have had to be used, noting in particular an officer who was in the Marinwood area during the time that a stolen vehicle came near his location, and he was able use his Vertex radio to communicate with CountyCom. Sergeant Juge stated these Vertex radios are very valuable for communication with other agencies, and noted they also allow officers on the first channel to communicate with each other, stating that although this is only a line of sight, close range communication, it is effective in allowing the officers another means of communicating with each other. He stated there was also a draft proposal for simple procedures that allow the officer to keep the radio on at all times, and to be available and respond appropriately whenever a serious event occurs in the City of San Rafael, or if called upon to do anything for an outside agency. SRCC MINUTES (Special Workshop) 3/21/96 Page 5 SRCC MINUTES (Special Workshop) 3/21/96 Page 6 Information Services Supervisor Margo Rohrbacher reported that at the last workshop with the Council one of their directives was to develop a contingency plan in case of radio system failure. She stated the Police Department has experienced two types of radio failure, the first type being the complete failure of both the mobile radios and the dispatch consoles, which Ms. Rohrbacher noted she has personally experienced twice. The second type of failure, which she noted is much more common, is the partial failure of the system, meaning the dispatcher cannot hear the field unit transmitting, but the other field units can hear them and they can communicate with each other. Ms. Rohrbacher stated this happens an average of once a day, and noted that usually it is a single transmission that is lost, but there have been times when the failure lasted for a longer period. She stated another very common occurrence is the field unit's inability to transmit at all, with the unit receiving either a "system busy" or a "system unavailable" signal. Ms. Rohrbacher explained that when a radio failure occurs, the dispatcher's most immediate and urgent task is to reconnect and maintain communications with the field units. She stated the new Vertex radios, described by Sergeant Juge, are a very important part of the Department's failure contingencies now. Ms. Rohrbacher reported the type of radio failure the Department experiences dictates what happens next, and what the dispatcher's response will be. She stated it is possible, with a partial failure, that they could use the mobile radio heads which are mounted on the dispatch consoles. She stated a more involved failure might involve switching the units over to the Vertex radios and then using the Countywide Control II frequency, which is on the dispatch console. Ms. Rohrbacher reported the worse case scenario would be the complete failure of both the mobiles and the dispatch consoles, noting that in this situation the field units would switch to the Vertex radios, and the Department would request Marin County Sheriff's Department to take over dispatching for us on the Marin County Common Frequency, and we would call them on the telephone and give them our calls for service. Ms. Rohrbacher stated that once the alternative method of communications has been established, then we would begin to identify the cause of the failure, and begin to implement the repairs, noting that at that time we would also have to determine the time frame for repairs, and make plans accordingly. She noted if this were to be an event that would last several days, which would necessitate the use of the County Common Frequency, then we might send our dispatchers to the COM Center to use a spot there, or perhaps avail ourselves of the Sheriff' s Command Van, which we could put in our back lot and have closer access to our business inside the building. Ms. Rohrbacher stated these procedures are in final draft form and when completed, our personnel will have detailed guidelines to follow when the next failure occurs. Corporal Jeff Franzini and Officer Ralph Pata thanked the City for listening to them, as users of the radio system, noting this whole issue has been very important to them. Officer Pata stated this meeting was really exciting for them, because they have worked hard and become very involved in the process of what goes on in different areas of government, and other things they are not normally used to. He stated Councilmember Heller has been very good at bringing them up to speed, and they have exchanged a lot of information, which he felt was the best part to come out of this whole thing. Officer Pata displayed a chart which explained what trunked and conventional systems are, noting he had tried to break the chart down to its most simple form, with some very easy analogies, such as "bank teller" and "grocery store", because that is the way it was explained to them, and it seems to work. Officer Pata explained a trunked system is what the Department has now, noting it does not work because the City does not have enough channels to make it work, not because it is an E. F. Johnson & Company radio system, or because it is not a Motorola or Erickson radio system. He stated any trunked radio system needs enough channels to operate effectively, and we do not have them, nor are we going to have them, noting we are not entitled to them because we do not have enough portable and mobile radios to make that happen. He stated the FCC has a requirement that we get one channel per one hundred radios, noting that while we do not have one hundred units, and barely have a hundred portables, we have somehow pulled it off so that we currently have three channels for our system. Officer Pata stated a trunked radio system works the same as when you go to the bank, and you go to the teller aisle, and some of the tellers are busy and you have to wait in line for the next available teller; however, in this situation SRCC MINUTES (Special Workshop) 3/21/96 Page 6 SRCC MINUTES (Special Workshop) 3/21/96 Page 7 it is a radio user, not a person in line. He noted that while in a bank, there is no one directing you when you are in the line, telling you where you are going to go next, and in a trunked radio system there is a computer or frequency that assigns you to the next available channel. Officer Pata stated the Committee is probably going to recommend a trunked radio system, but one that operates in a conventional manner. Officer Pata stated a conventional system is similar to someone in the grocery store, where they pick which line they are going to go to, and then just wait in line until it is their turn. He stated this type of system is more simple, and the only delay you have is the delay that you know of, where someone is talking ahead of you, and as soon as they are finished you know that you can go in and take care of your business. Corporal Jeff Franzini stated that the last time the Committee met they arrived at two recommendations, one was to go with the County system, if at all possible, and the second was to go with a stand alone system, noting that if the County was considering the possibilities of conventional and trunked systems, then the City would definitely choose a conventional system if we were to go with a stand alone system. Corporal Franzini stated that ever since the initial recommendation the Committee has been waiting for the County of Marin to complete their radio consultant's report, and the study of what the County of Marin needed for a Countywide system. He stated we were waiting because we needed to know from the County what their technology was going to be, the frequency band they were going to use, and the timeline for purchase and installation. He stated the County's report came out a couple of weeks ago, and the report recommends the County go with a trunked Police, Fire, and Medical system, the frequency range will be approximately 450-512 MHz T -band, noting there will be 98% mobile coverage and 95% portable coverage, explaining that meant that while the officers are out in the police car, 98% of the time they are in the police car using the radio they will be able to get through to the dispatcher, and the dispatcher will be able to get through to the officers, and 95% of the time when the officers are on foot with their portables, the dispatchers will be able to hear the officers, and the officers will be able to hear them. Corporal Franzini stated the last issue was the timeline, and noted that based on an article in the Marin Independent Journal a couple of days ago, it will be five years until the County has their system in place. He stated, based on what the Radio Committee members have learned over the past year and a half, along with the County's report, the Committee has shaped their proposal, which they hope will ensure, as much as possible, that the new San Rafael radio system will be compatible with the new County system, if and when they put it in place, and will also address the current radio problems and concerns. Corporal Franzini stated the Committee's recommendation is a mixture of the two previous recommendations, noting they are hedging their bets and going down the middle because we do not have enough frequencies to go trunked. He stated they are recommending the City purchase a trunked radio system in the 480 MHz to 512 MHz T -band range, and that we initially operate it in a conventional simulcast mode until the County of Marin goes online with their new system. Corporal Franzini stated the main reason we need to purchase a trunked system now is that we know the County wants to go with a trunked system, and we cannot use a conventional system in a trunking mode, although we can use a trunked system in a conventional mode. Therefore, if we were to buy a conventional system now, all that money would be wasted if, and when, the County goes with their new system and we want to join with it. Corporal Franzini stated that if the City purchases a trunked system, we cannot use it as a trunked system now, but we can run it effectively and efficiently as a conventional system, and then we can switch over, at minimal cost, when the County is ready with their new trunked system. Addressing the question of what we can do with the existing E. F. Johnson & Company equipment, and the two 800 MHz frequencies that we currently have, Corporal Franzini stated this had been asked at the last workshop, and three recommendations had been made; try to sell any or all of the equipment, junk the equipment and cut our losses, or to try to keep and use any or all of the equipment. Corporal Franzini stated the Committee would like our consultant, Frank Thatcher Associates, Inc. , to look into these options, and help us decide what we can do with what we have. He noted the third option, trying to keep and use any or all of the equipment, is of particular interest to the Committee, stating they feel it is connected with the proposal, in that one of the major problems of the current radio system is the amount of voice usage of the system, also referred to as "channel loading", and this would also be a concern with any new system. SRCC MINUTES (Special Workshop) 3/21/96 Page 7 SRCC MINUTES (Special Workshop) 3/21/96 Page 8 He reported that last year the technicians from E. F. Johnson & Company placed a device on the computer in the dispatch center to determine how many times the dispatchers transmit, specifically pushing a button and saying something to the field units. He stated that during a 24 hour period there were over 2,000 transmissions, and noted that was only the dispatchers, and did not include any of the officers in the field, the Police Service Aides, the detectives, the meter officers, or traffic officers. Corporal Franzini stated it was estimated that if those transmissions were included, just in the field, the count would likely be an additional 4,000 transmissions, for a total of approximately 6,000 times per day that someone is saying something on the radio. Corporal Franzini stated this was an enormous amount of use and information being put on the current E. F. Johnson & Company system, and also being carried over to the new system. Corporal Franzini stated the Committee is asking that Frank Thatcher Associates, Inc. determine if it is feasible to reconfigure and reuse the existing E. F. Johnson & Company radio equipment, and the 800 MHz frequencies, for a Mobile Data System. Corporal Franzini stated a Mobile Data System is a system that transmits only data, no voice, over a high frequency band to mobile computers in the cars. He explained this would allow the officers in the field to directly obtain information such as DMV (Department of Motor Vehicles) records, driver's license information, vehicle registration, stolen vehicles information, as well as State and Federal records for stolen property, missing persons, wanted persons, criminal history, and would also include CAD (Computer Aided Dispatching), which includes calls for service, which the dispatchers and clerks currently enter into the computer, as well as local records. Corporal Franzini stated that if we are able to obtain a Mobile Data System, they felt it would allow the officers to lower the amount of voice traffic, and if that voice traffic could be lowered by a 30% reduction, they felt it would only enhance any new voice radio system that is purchased and installed in the future. Officer Ralph Pata stated it was interesting that Frank Thatcher Associates, Inc. and the County's radio consultant both recommend that these items be looked into. He reported members of the Committee had the opportunity to visit the Richmond Police Department to see how their program was working out, and noted the Lieutenant they spoke with thought very highly of their system, stating it had not only reduced their channel loading, but also improved the productivity of their officers, as the officers were not having to call the dispatchers to ask them to run the information for them, and they were able to obtain the information themselves with the Mobile Data System. Officer Pata stated he also saw this as a bargaining chip for the City, noting we currently have two 800 MHz channels, and the moment we vacate those channels we will need to come up with a plan, because we will immediately lose those channels once we vacate them. He stated we might be able to work out an arrangement with the County whereby they can use our 800 MHz channels. Officer Pata reported that in 1992 the Council approved funds to look into this issue, so the project of studying this is already partially completed, and an initial report was made. Officer Pata also noted that if the voice radio crashes, the Mobile Data System would provide another radio system in the cars. Corporal Franzini stated the report in 1992 regarding the use of a Mobile Data System was submitted by The Warner Group, and noted their study indicated such a system would definitely be a benefit to the Police Department. Corporal Franzini clarified the Police Radio System Committee was not asking the Council to approve the purchase of Mobile Data System computers at this point, merely asking the Council to look into allowing the consultant to look at our options at this point, before we actually lose something. Corporal Franzini stated the biggest problem they see is that the City has invested a lot of money in the E. F. Johnson & Company system, and if we can use that to lower the expense of a Mobile Data System, and also enhance any new system that we get, then it would definitely be a plus for everyone. Greg Forrest referred to the Committees recommendation, which Frank Thatcher Associates, Inc. is supporting, to purchase a trunked radio system running in a conventional mode. He noted Page 3 of the Agenda shows an estimated cost breakdown of this alternative, pointing out the total five year finance cost would be approximately $1.680 million, which includes the financing for five years, as well as the annual maintenance fees. He noted that if the system were to be purchased outright, it would be approximately $1.175 million. Mr. Forrest stated the cost includes all mobile radios, portable radios, backbone components, and radio consoles, as well as sales tax and some design engineering SRCC MINUTES (Special Workshop) 3/21/96 Page 8 Mr Mr SRCC MINUTES (Special Workshop) 3/21/96 Page 9 costs for the radio portion. Forrest stated there are some unknown buy -in costs, in the future, to a County trunked radio system, recalling a trunking radio system requires a trunked controller computer system, and noting the County would likely purchase the system, and the City would use a portion of that system. He stated it was unknown what the City's buy -in cost would be. Mr. Forrest stated, ideally, once the City purchases this system, the existing fixed -end radio repeaters which are located on the mountaintops, the microwave radio link, and the antennas could be reused in a future County system, and could be interfaced to the County system to give the County system greater capacity, and this would result in cost savings. Forrest stated such a combined radio system would enable San Rafael Police Officers to communicate with Marin County Sheriff's Department Officers directly from their vehicles, without a patch, and would also enable all of the County departments to communicate directly with our officers. He noted this would also give both agencies a wide area of coverage throughout the County, which they do not have with the current system. Mr. Forrest stated the Committee had waited for the County's report to determine two major issues that would affect compatibility, noting he referred to these as degrees of compatibility, as we do not need both, they are merely steps in the right direction. He stated the two degrees of compatibility are frequency band and technology. He explained the County report recommended the County pursue a 480 MHz frequency band, which is 50% of the equation, and gives the City 50% compatibility. He stated the County report also recommended pursuing a public safety trunked radio system on 480 MHZ, and noted that with the purchase of trunked -ready equipment, the City would be as close as we could get, at this time, to being fully compatible. Mr. Forrest stated that being 50% compatible is a 100% improvement over what the City has today, as the City now operates on 800 MHz, and most of the agencies in the County operate on 40 MHz. He noted the City currently operates as an island, and just meeting the 480 MHz requirement with the new system would completely increase compatibility and communications among departments. Mr Forrest acknowledged there are several risks involved, as there are with any alternative. He stated the main risk is the fact that the trunking manufacturer selected by the County in three to five years may not be the same manufacturer the City selects, and recalled that the trunking manufacturers are proprietary, similar to the situation with Beta and VHS products, where the system of one manufacturer will not communicate with those of another. Addressing the question of how the City could reduce this risk, Mr. Forrest stated the County system could be manufactured by any one of three major trunked radio manufacturers. He stated one of the suggestions that has been made to the Committee is developing a joint specification, explaining the idea of a joint specification is that the County and the City could jointly develop the specifications for a design, and that design could include both the County's and San Rafael's radio systems. He explained this could be done with a single consultant, two consultants, or the County's engineers, and then a single RFP would be issued to all potential vendors of trunked radio systems, an award would be made to one of the three major manufacturers, and at that point, the City would then know the manufacturer of the radio system. He noted, however, the difference in what we are suggesting is to purchase the system in possibly two or more phases, and the first phase in the installation of the two systems would be San Rafael's. He stated the City could install our portion of the system, and when the County has secured funding and completed anything else they need to do on their end, then they could continue with the second, and any additional, phase. Mr Forrest noted this method of a joint specification would virtually guarantee 100% compatibility between the two systems in the future, which is very similar to the original recommendation made for Alternative D, Development of a Joint Radio System. He stated the Committee fully supports this, and in talking with the vendors regarding the trunking of 480 MHz frequencies, they both support the idea. He stated trunking 480 MHz is relatively new; however, both vendors are aware that this potential system size is great, and they are definitely interested in proposing some type of system. Councilmember Cohen referred to the possibility of resale or reuse of existing equipment, noting resale values have not been established. He asked if it was being suggested that we ask the consultant to look at both resale and reuse, or just focusing on possibly reusing some of the equipment? Commander Pennington stated they have asked different companies about acquiring our used SRCC MINUTES (Special Workshop) 3/21/96 Page 9 SRCC MINUTES (Special Workshop) 3/21/96 Page 10 equipment, and we have also been contacted by a local private party who has expressed interest in buying our equipment. He noted, however, that Mr. Forrest was discussing actual reuse of the existing equipment as part of the Mobile Data System. Councilmember Cohen stated that if the existing equipment does have resale value, and if we elect not to sell it, but rather use it for the Mobile Data System, then it is as if we are spending that money to purchase radio equipment for the Mobile Data System, and he felt we should weigh that consideration. Mr. Forrest stated they looked at two alternatives during the initial study in July, and reported that with reselling the equipment, they estimated it could be in the area of $6,000 to $12,000 in resale value for the entire system; however, he stated that if the City were to reuse some of the components in a Mobile Data System, noting these components are 800 MHz and we are looking at 800 MHz with the County, then that could save the City roughly $40,000 to $50,000, although he cautioned that we still have reliability problems with the radios. Mr. Cohen noted one of the problems we are having with the existing system is the ongoing high maintenance cost, and asked if we use these for the Mobile Data System, were we still going to experience high maintenance costs for that portion of the radio system, and was that something we really want to have to get into? Mr. Forrest agreed there were maintenance issues that needed to be addressed; however, the radios would not be running in the trunked mode, they would most likely be running in a fallback, or conventional mode, and the problems associated with the trunking operation of the radios, which is the most problematic, may not be an issue. Mr. Forrest did acknowledge there were some mechanical issues with the radios that would create problems, and agreed there was some risk there. Councilmember Cohen asked if there had been any discussion with the County regarding the issue of joint specifications, and if there was an idea as to what the timing might be in terms of the County's readiness to develop the specifications? Commander Pennington stated the City has not, as yet, had specific conversations with the County, noting that if the Council approved the consulting contract, one of the first things that would happen would be to start those conversations. Officer Pata stated the Committee has attempted to open a dialogue with the County, and their Radio Committee has been invited to our Committee meetings, but they have not attended. Councilmember Heller pointed out that at this point the County was still only in the drafting stage of pursuing a Countywide radio system, and they have not even accepted a final draft for such a program, noting it appeared the County is looking at another five years before they would be ready to implement such a program. Councilmember Cohen noted the City's problem with a trunked system has been the lack of available channels, and asked if the City decides to go with the County' s trunked system, are there enough channels available, and do we have the rights to enough channels Countywide to make this trunked system work effectively? Commander Pennington stated that in the County's draft report their consultant indicates, based on current FCC requirements, there would be an adequate number of channels available for the City. Mr. Cohen asked how many additional channels the City would need if we decide to go with the Countywide system, and if we would keep the 800 MHz channels we have now? Mr. Forrest stated, based on the number of the City's mobiles and portables, we would likely qualify for only two 480 MHz channels, which is what we have today, and is the reason we cannot trunk them. He stated the 800 MHz channels that would be released once we move to the 480 MHz channels would have to be used within approximately eight months to a year, or we would lose those licenses; therefore, if the City could find a use for them, either with the County or for a Mobile Data System for the City, our best option would be to retain the 800 MHz channels, as we have the 800 MHz radios to load those channels with if we use Mobile Data System terminals. Mayor Boro asked what would happen if the City goes ahead, and we do the best we can and solve our current problems, get a system that really works, and then five years from now the County implements their new system? If the system the City has put in really works, would we be willing to live with the system that we have, or would the County's new system trigger us to change for the sake of compatibility? Corporal Franzini stated the best case scenario would be if a trunked system goes Countywide, noting that would be the best for the Police Officers and citizens of the City of San Rafael. He stated that if the City gets a trunked system, and we operate it in conventional simulcast and it works great for the City, then he would not want to change until the County had been online for a long enough period of time to be certain their new system was going to work effectively. SRCC MINUTES (Special Workshop) 3/21/96 Page 10 SRCC MINUTES (Special Workshop) 3/21/96 Page 11 Mayor Boro stated the City had two goals; the first was to have the best, most reliable radio system, and the second goal was to try and make it compatible with the County. Mayor Boro stated that currently we can control the first goal and achieve it, although we cannot control the second goal. However, if the second goal becomes attainable at a later date, but our first goal is still working, are we going to have to spend more dollars in the future, or would the Police Department be willing to live with that system until it wore out? Corporal Franzini stated it was his understanding that the Committee was looking to buy equipment now that would be compatible with what the County is recommending in their draft report, so the cost should be minimal to just switch the conventional system to a trunked system, because we already have equipment that is trunk compatible. Mayor Boro referred to the proprietary software, asking if the City goes with Company A and our system works well, and then five years from now the County goes with Company B, are the Committee's expectations that even though our system works well, they would want to switch to Company B, or would they be willing to stay with Company A if it works? Officer Fernandez stated the City is now an island, and we have an unreliable system that does not work for us and is a safety issue. He noted the City has done everything and anything possible to anticipate what the County was going to do, so that the City can become compatible with the County, and try to go along the lines of our goal, which was to have a Countywide frequency, or systems that are compatible. Officer Fernandez stated the end result was that if the County changes their mind, or if they change the frequencies or equipment compatibility, the City would then become another island, but with a very reliable system. Referring to the "bank teller" and "grocery store" analogy, which he felt was a very good example, Mayor Boro asked if it was correct that with each type of system the officer must wait in line, but in the "grocery store" line the officer hears what is happening, while in the "bank teller" line they do not know what is happening, and do not know if they are being heard or not? Officer Pata stated the officer has a choice of where he is going in the "grocery store" line, but with the "bank teller" line, the officer just takes the next available slot, with no choice of his own. Officer Pata explained that in the conventional mode, the officer knows what he is getting into, as opposed to the trunked mode where, especially if there are talk groups, when the officer may not hear what is happening on the other channels, and will receive a busy signal. Councilmember Phillips asked if it was more efficient, and with a higher probability of being served quicker, in the trunked system? Mr. Forrest stated the theory behind the "bank teller" line was efficiency, and the more bank tellers you have, the more efficient it becomes. He noted that with a trunking system, as you add more channels, the likelihood that all channels are busy and everyone is talking at the same time becomes very rare, so the amount of time an officer is waiting is very minimal. Mayor Boro referred to the cost estimates, noting the Committee has not gone out to bid as yet, and asked how reliable the $1.2 million estimate was? Mr. Forrest stated the variance could be approximately 10%. Mayor Boro asked Fire Department Battalion Chief Schoenthal if, through this process, we would have compatibility within the City between the Police Department and the Fire Department? Chief Schoenthal stated the two departments did not have that compatibility now, other than the fact that the Police Department's new radios are in a lower frequency that would be compatible with the Fire Department. Chief Schoenthal stated that if the City were to join the Countywide system, one of the Fire Department's recommendations would be for all of the fire departments to switch to that new technology, although there were some reservations, Countywide, to switching to that technology. Councilmember Phillips asked if we were being short-sighted by not having the systems compatible with the Fire Department's, and why we would not have a system that was compatible between our own services? Chief Schoenthal noted that in terms of inter -communications between the two departments, apparently there was not that much need, as the dispatch centers communicate with each other. He stated the need for a Police Officer in the field to communicate with the Captain on a fire engine is not as high as the two communications centers being able to talk to each other. Councilmember Phillips asked if it would be possible to have these two systems compatible, and still have effective systems? Mr. Forrest stated the patch function would enable the Police Department and the Fire Department to communicate when they are using different bands, or even different technologies; however, he noted the patches do not always work as well as they would like. SRCC MINUTES (Special Workshop) 3/21/96 Page 11 Mr. SRCC MINUTES (Special Workshop) 3/21/96 Page 12 Forrest noted the communication between the Police and Fire Departments was usually at the command level, and they would have radios from both frequency bands. Councilmember Phillips asked which frequency band the Fire Department was on, and Chief Schoenthal stated they were on a 40 MHz band. Mr. Forrest pointed out that the Police Department was on an 800 MHz band. Councilmember Phillips asked if the Police Department could be on a 40 MHz band, and Mr. Forrest responded they could be and, in fact, they used to be on 40 MHz bands. Councilmember Phillips asked why they should not be on 40 MHz bands rather than 480 MHz? Mr. Forrest stated there were two major reasons; first, they found the major manufacturers of mobile radio equipment were no longer supporting low -band product lines because of the amount of interference on low -bands, such as long-range skip interference from back East, and man-made noise sources interfering with communications. Mr. Forrest stated the other reason was that 40 MHz frequencies do not propagate well, or go in and out of buildings very well, and Police Officers usually operate inside buildings. Councilmember Phillips asked if this meant the Fire Department had a potential problem waiting out there that just had not surfaced? Mr. Forrest stated the Fire Department uses the radios differently, and they do not have as extensive a use for portables on their belts as the Police Officers do, and much of their communication tends to be amongst themselves at the scene, as opposed to Police agencies who do not have close proximity communications, but rather communicate Citywide. Mayor Boro suggested perhaps this should be discussed in a separate dialogue with the Fire Chief, because if the County is saying they are ultimately looking for one frequency to serve all of their service entities, he would be interested in finding out the advantages and disadvantages of doing that here in San Rafael as we move forward, because he believed one of the questions was whether or not we need two dispatching locations, or if we could do a better job with one. Councilmember Phillips asked if there were other cities in Marin County that are currently using the 480 MHz band? Mr. Forrest stated no other cities in Marin County were using the 480 MHz band. Mr. Phillips stated the City does not want to duplicate our experience with the 800 MHz band, and asked if we were sure we are moving in the right direction this time? Mr. Forrest stated Frank Thatcher Associates, Inc. had recommended either 480 MHz or 800 MHz back in July, 1995, noting the County consultant independently looked at those bands, and ended up recommending the 480 MHz band to the County. Mr. Forrest stated one of the reasons they have recommended 480 MHz is frequency availability, and this looked the most promising. Mr. Phillips stated Mr. Forrest had reported there is a frequency band of 480 MHz to 512 MHz, and asked how finite is the use of these bands, and if the City goes to 480 MHz, would we remain compatible with the County if they go to 500 MHz? Mr. Forrest stated the City would remain compatible with the County, noting Mr. Phillips was correct that there is a finite range within which a given piece of radio equipment will operate, and explained that within the 400 MHz area there are two segments, and within the specific 480 MHz segment, all of the radios would be compatible within that segment. Mr. Phillips asked, when the County is talking about their range, the City would still be able to remain compatible with the County as long as they stay within that range? Mr. Forrest stated that was correct. Commander Pennington stated it was his understanding the County was currently actively pursuing frequencies within that area, and noted one of the things the City would discuss with them is "piggybacking" with them on what they are going after right now on those same twelve to fifteen frequencies, noting we would want those same frequencies, and if they already have them, we might want to use them for a while. Councilmember Phillips stated he had been very comfortable with the report and this whole process, but then comments made by Councilmember Zappetini in last night's newspaper threw him a curve, because the article stated one of the Councilmembers was not satisfied with the Committee's recommendation, and felt that we should look further into the future, and replacing the current system with basically the same technology brings us back to status quo, and we should be looking at future technology, such as digital technology. Mr. Phillips asked Councilmember Zappetini to clarify these comments. Councilmember Zappetini stated the next step in the latest technology is going to be digital, and he asked if that technology was still so far out that it would be much more expensive to get into, or was this technology currently unavailable? He asked if the City was going to spend $2 million, was it worth it to spend more to get to the next level? Mr. Forrest stated there are several current digital systems available today, and they are approximately 30% more costly than the systems we are considering. He stated SRCC MINUTES (Special Workshop) 3/21/96 Page 12 SRCC MINUTES (Special Workshop) 3/21/96 Page 13 the advantages of going digital today are few, and it was a little risky in the way that all the manufacturers are proprietary, just as the trunked systems are today. He noted there was no digital standard developed yet, and there would be an added risk taken in spending the additional 30% and going with another proprietary technology in digital. Mr. Forrest reported the digital systems that are currently available have reduced voice quality, and although they have approximately equal range, the voice quality is the same or worse. Mr. Zappetini noted everyone keeps talking about acquiring channels and frequencies, and how they are based on the number of radios we have, and asked if there was a way to have a public and private combination, so the City could combine with users in the private sector to increase the number of radios, and get more frequencies and channels while we are waiting for the County? He noted the Marin Municipal Water District probably has 150 to 200 radios, and the City has 100, and asked if there was a way we could combine with them to obtain more channels and frequencies, and then work out an agreement as to which channels each of us would use? Commander Pennington stated the County had spoken with all of the public agencies in Marin County, including the Water District, and came back with the recommendation to combine only Police, Fire, and Emergency Medical, noting the County's consultant had a number of reasons for that decision. Mr Forrest stated that in looking at public/private usage, the FCC restricts the use of frequencies by private and public agencies, so some frequencies can only be used by public agencies, and others only by private. Mr. Zappetini asked, if we had the number of units, which would be more important, to have additional frequencies or additional channels, or were they combined? Mr. Forrest stated they were combined. He explained that a trunked system combines all channels, which means any user could end up on any channel in a trunked system, noting the trunk controller determines that; however, he stated FCC rules specify that certain channels can only be used by private agencies, so there are rules that would restrict what Mr. Zappetini was proposing. Mr. Forrest stated that, in theory, the frequencies are all the same, and mobiles could be combined in that fashion within the City's various departments; however, some of the departments in the City currently have more channels than they would qualify for today, and he noted we do not want to give up any of those channels by moving to a band where they could all be consolidated, because there still would not be enough channels to trunk, and we would not qualify for enough to trunk. Mr. Zappetini asked how many we would need, and Mr. Forrest reported we would need five. Mr. Forrest stated the City currently holds the license for two channels, and another one is leased, noting these are with the City having over 100 radios. Mr. Zappetini asked if the number of channels the City qualified for was based on the number of radios we own or the number we use? Mr. Forrest stated it used to be based on the number of radios owned, but during the past six months the FCC has been asking how many radios are actually being used at any one time, which complicates the issue. He stated that in the past, some agencies would purchase additional radios, and then sell them later, but noted the "warehousing" of frequencies is coming to an end, as the FCC is enforcing the regulation because of the shortage of frequencies available, and they are looking strongly at the number of radios actually needed, noting that although the regulation is written based on a total number of mobiles owned, they are enforcing it based on the number actually used. Councilmember Phillips noted Mr. Forrest had referred to an additional frequency the City was leasing, and asked if this channel was in jeopardy, since the City did not actually own the channel? Mr. Forrest stated that when the E. F. Johnson system was sold to the City, an agreement was made that for eight years the City could use one of their channels, which gave the City a total of three channels. He stated there is a real possibility that eight years from the date the agreement was signed in 1990, the City could lose that channel, noting it is quite likely we will. Mayor Boro referred to the newspaper article that quoted Mr. Zappetini, noting it seemed to contain information that was not correct, citing the statement, "We may be replacing this with the same technology". Mayor Boro stated we may be using the same technology, but we are not going to maintain the same status quo, noting the status quo is that the system does not work, and the new system is going to work. Mayor Boro stated he felt it was a poor perception to give out to the public, telling them we are spending $1.5 million, but we are not going to be better off than we are. He stated our goal is to get a solid, sound, operating system, and he is looking for SRCC MINUTES (Special Workshop) 3/21/96 Page 13 SRCC MINUTES (Special Workshop) 3/21/96 Page 14 this decision to unify the City, the Council, and the Police Department, and to get this issue behind us. Mayor Boro stated the City was not trying to keep the status quo, and it does not matter what technology is used, our goal is to get a good operating system. In response to a question Mayor Boro had asked earlier, and pointing out that this was something the Police Radio Committee and everyone in the room should think about very carefully, Councilmember Cohen stated the best diagram of the decision making process was Commander Pennington' s diagram in the report, which includes first, second and third levels of decisions that have to be made. Mr. Cohen stated he was satisfied the Committee had really looked at a lot of the questions that had been revisited during this meeting, noting he was satisfied with their recommendation, and felt it was time to move forward. However, he felt everyone needed to recognize that there was still risk involved. He stated that assuming the County accepts the draft report, it was his understanding the County had pretty well made their decision as to what the frequency would be, noting it was fairly consistent with what the Committee would have recommended anyway; therefore, he felt the Committee could be comfortable and go ahead with the frequency decision, even though the County has not really made their final decision. Mr. Cohen stated the Committee hedged their bets with the second decision, stating the City was going to use a conventional system, but would spend a little more money than we would have if we had gone strictly conventional, so that we have the option to go to a trunked system, assuming the County follows the recommendations to do that. However, he stated the third decision was still an unknown, noting that if the City buys Motorola equipment, and five years from now the County implements their recommendations and buys Erickson equipment, our radios are still not going to talk to one another, and we are not going to achieve one of the goals set by the Radio Committee, which is Countywide compatibility among departments. Mr. Cohen stated he did not see any way around this particular rock, noting that was why he had asked what the timing would be of working with the County to do a joint RFP. He noted that if we know who their vendor is going to be, then there is no problem, and the third decision is made. However, if we are talking about waiting for five years, Mr. Cohen stated he did not believe we could afford to do that, and felt we had to make a decision and move forward now. He stated the price of this is that the City will have to "roll the dice" a little bit, and we are going to run the risk that, down the road, the County, or the rest of the communities in the County, are going to choose a different vendor and we are going to be back in the same boat. Mr. Cohen stated we all need to recognize this is the choice we are making, and if we make the choice to go ahead in advance of the County and all the other agencies in the County, we do run a risk, and it will be very difficult to turn around five years from now and say we have to throw out all of the Motorola equipment with another ten years of expected life span, and buy Erickson equipment, because that is what the County decided on. Mr. Cohen stated our agreement is to move forward now, and we may have to live with that decision for a while. Councilmember Heller stated she had really enjoyed the Committee this year, and working with Leo Rehmann, Greg Forrest, and Commander Pennington. Responding to Councilmember Cohen's remarks, Ms. Heller stated she believed everyone understood the probability of being compatible with the County in five or ten years, but noted she was most interested in being certain we begin to get our radio system in order in San Rafael, noting that as the technology changes and moves, we will find more ways of bridging the gaps of whether we are compatible, and perhaps even have standards in five or ten years that will force these vendors to make their goods compatible. She noted this was something we could look at on the political spectrum, and we could tell the Federal Government that public safety must have compatible standards, and we cannot let them isolate us by their vendor goods. She suggested this was something he could all start to work with and talk to our Congress Representatiaves about. Ms. Heller stated she believed the odds were in our favor that we will have a good, strong system that will make all of our Police Officers safe, and keep the City safe, and that is definitely what she is looking at. Councilmember Phillips noted the County had also been doing a lot of work on this issue, and asked if there was some way we could bring in representatives from the County, and from a couple of the major cities, noting that if we have everyone together with regard to the process, we might end up at the same spot, and reduce the risk of incompatible suppliers and manufacturers. He asked if we could begin by having someone from the County participate in our selection process, or our RFP process, so they feel as though there is some kind of "buy -in" because they have participated in our decision, at least so there is some lead-in to their decision. SRCC MINUTES (Special Workshop) 3/21/96 Page 14 SRCC MINUTES (Special Workshop) 3/21/96 Page 15 Assistant City Manager Golt reported she had one conversation with Farhad Mansourian, Assistant Public Works Director for the County, following the presentation of the County's draft report. She stated Mr. Mansourian had indicated he would be very open to developing joint specifications; however, a lot would depend upon the timing. Ms. Golt stated she felt the City would need to make the overture to the County, noting she would call Marty Nichols, County Administrator, and start the ball rolling. She suggested that Chief Krolak could call the County Sheriff, and Fire Chief Marcucci could call the Fire Chief, to see if we could build some support within the County system for developing joint specifications. Ms. Golt stated Mr. Mansourian had indicated, from his standpoint, there was every reason for us to work together to have these joint specifications, and she noted, at least at this point in time, they are certainly open to it, and it behooves us to make an energetic effort to get that nailed down. Commander Pennington reported Farhad Mansourian would be attending the Police Chiefs' meeting in April, and also the Mayors and City Councilpersons meeting, to make this presentation, noting the signs are all positive that everyone wants to move on this. Commander Pennington noted the Police Radio System Committee was asking the San Rafael City Council, as a first step, to approve the development of a contract with Frank Thatcher Associates, Inc., which the Committee would bring back to Council for approval at the first City Council meeting next month. He stated they are also recommending the continued association with Frank Thatcher Associates, Inc. because of their proven experience with public safety radio systems, their work history with the Committee, their extensive knowledge of San Rafael's issues, and the high degree of confidence the Committee members have in them. Commander Pennington stated the scope of work for the contract would be to complete the new radio system specifications and design work, including exploring the possibility of developing joint specifications with the County; to provide for alternatives for use of the present radio system equipment, including the potential use of mobile computers in Police patrol units; to assist with the development of publication of bid specifications for a new Police radio system, to assist with the review of the bids received, to make a recommendation as to which bid to accept, and to assist staff with preparing a final bid recommendation report to be presented to the San Rafael City Council. Commander Pennington noted the cost for this first step is approximately $73,100. He stated that if the Council would accept that as part of the plan, and as part of the action items to move forward from this meeting, then the Radio Committee would go back to work, prepare a staff report with scope of work and the contract, and try to have it ready to bring to Council at the first City Council meeting in April. Mayor Boro asked Commander Pennington if all of the members of the Police Radio System Committee were in agreement, and Commander Pennington stated they were. Mayor Boro noted the timeline listed in the Committee's report specified an estimated date of June 15, 1996 for the award of bid, and suggested the timeline in the Committee's report should include how long they plan to work with the County before making a decision. Councilmember Cohen noted there are several references to the estimated cost of $1,680,000, and asked that the Committee's report show the estimated cost for the purchase of the radio system, and include the maintenance cost spread over a five year period. He stated we still need to decide if we are going to finance this system, or buy it outright, because financing it over five years will inflate the cost by $300,000, and we may choose not to do that, noting we may decide to buy it outright and amortize it over five years. He stated he did not see any reason to necessarily assume that the Committee should make the recommendation as to how the system would be financed, and suggested the Committee only recommend what the City needs to buy. Councilmember Phillips asked the Committee to include in their report what the maintenance costs would be over the same five year period if we kept the same system in place, and how that would compare to the maintenance costs on a new system, stating he believed the difference could be as much as $250,000, and noting it would be helpful and balance their decision. Council requested the Police Radio System Committee formalize their recommendation, based on the discussion held tonight, and prepare a formal recommendation to be presented at the first City Council meeting in April. SRCC MINUTES (Special Workshop) 3/21/96 Page 15 SRCC MINUTES (Special Workshop) 3/21/96 Page 16 Mayor Boro thanked the members of the Committee for all of their work, and especially for the report presented tonight, noting it was very well done and very understandable, and he appreciated their effort. There being no further business to come before the Committee, the meeting was adjourned at 9:45 PM. JEANNE M. LEONCINI, City Clerk APPROVED THIS DAY OF , 1995 MAYOR OF THE CITY OF SAN RAFAEL SRCC MINUTES (Special Workshop) 3/21/96 Page 16