Public Safety Radio System Upgrade & Reband Presented to the Board of County Commissioners September 9, 2008

2 Background RCC Report County Perspective Procurement Action Requested Presentation Outline

3 Background RCC Report County Perspective Procurement Action Requested Presentation Outline

4 Background Radio system built in 1992 One of the largest systems in country 20,000 radio users – 50 Agencies 12 radio towers covering 1,000 square miles

5 Background Current System obsolete Rebanding Mandate Report from RCC Consultant Combine upgrade with rebanding

6 Background RCC Report County Perspective Procurement Action Requested Presentation Outline

Orange County, FL Communications System Rebanding  County 800 MHz Rebanding  Requires retuning of channels in the entire radio system Disruption to system – reduced resources during retuning  Rebanding costs are paid by Sprint Nextel Rebanding costs estimated at $7.1M  The County must complete rebanding by Q  Requires reprogramming and/or replacement of ALL County mobiles and portables – Major disruption to system users  For rebanding, Sprint Nextel is required to provide a “comparable” system after rebanding

Orange County, FL Communications System Upgrade  Perform System Upgrade During Rebanding  Combined effort will minimize impact to users Reduce system outages compared to individual projects Reduce the programming cycles for user equipment Use rebanding funds for upgrade  Upgrade constraints of the FCC Transition Administrator Upgrade must not affect the rebanding schedule County is responsible for costs greater than rebanding Funding for upgrade must be committed Vendors commit to completion of upgrade in rebanding schedule  High risk of not meeting completion schedule Extensions may not be granted for upgrade

Orange County, FL Communications System Upgrade  County Gold Elite Dispatch Consoles  Recent Investment of $5M for Console Upgrades  Gold Elite Dispatch Consoles County Sheriff and Fire Rescue Convention Center and Corrections Lynx Winter Garden Winter Park Maitland (Located at Apopka) Ocoee  The County desires to retain console upgrade investment Manufacturer’s maintenance support through at least 2015 Motorola Gold Elite Gateway for P25 system

Orange County, FL Communications System Recommendations  RCC Recommendations  Upgrade the current proprietary radio system to a digital P25 “open standard” radio system  Add a wide-area site in the theme park area  Add a wide-area site in the vicinity of Fire Station 77 (Moss Park Road)  Upgrade the West Orange and the NW Tower stand-alone sites to wide-area  Upgrade the Convention Center and the Corrections stand- alone sites to digital P25

Orange County, FL Communications System Recommendations  RCC Recommendations  Upgrade the City of Winter Park stand-alone site to digital P25  Upgrade the City of Maitland stand-alone site to digital P25  Notify the FCC/TA of County’s intent to take rebanding buy- out  Negotiate with current vendors to complete the system upgrade within the rebanding schedule  Retain the County’s recent investment in the Gold Elite Consoles by utilizing the Motorola Gold Elite Gateway for interface to the new P25 radio system

Orange County, FL Communications System Recommendations  RCC Recommendations  Utilize Motorola SmartX technology to enable parallel operation between the current radio system and the new P25 system to allow a smooth migration to the new P25 system  Upgrade existing and/or procure digital P25 compliant mobiles and portables The County is able to utilize more than 1500 existing mobile and portable assets (value > $6M ) LYNX, School Board, & County supported municipalities can utilize most of their current mobile and portable equipment on the P25 system

13 Background RCC Report County Perspective Procurement Action Requested Presentation Outline

14 County Perspective Motorola: Current 800 MHz Provider Since 1992  Existing Radios  Existing Consoles  Migration Path  Reuse of Equipment Only Two Major Providers  Motorola  Tyco M/A-Com

15 County Perspective  Interoperability  The following surrounding cities, counties and agencies have Motorola: - Seminole - Eatonville - Windermere - Osceola- Winter Park - Edgewood - Polk- Maitland - Oakland - Lake- Apopka - Ocoee - Orlando- Winter Garden - OCPS - LYNX- Reedy Creek  The following surrounding cities, counties and agencies have Tyco M/A-COM: - Volusia - Brevard - State agencies such as UCF and FHP

16 No Disruption of Services  No outages while upgrading or rebanding  Programming cycles will be reduced  No necessity to take system off-line while rebanding County Perspective

17 County Perspective Value to Lynx, OCPS and Municipalities:  Retain most current equipment $???M Value of Retained County Investment:  Keep 1500 Radios$6.6M  Keep Existing Consoles $5.4M Value of Rebanding Buy-Out (Negotiable):  Rebanding Infrastructure/Labor$7.1M  Replacement of 3400 Radios$5.1M

18 Timing  FCC will be notified of rebanding intentions by September 15 th  Installation of the entire system projected to be completed by December 2009  Cannot issue/award RFP within time frame required County Perspective

19 Background RCC Report County Perspective Procurement Action Requested Presentation Outline

20 Negotiations with Motorola: Sixteen- year relationship Experience in negotiating sole source contracts Access to contracts at other agencies Size of the system Access to rebanding agreements Consultant (RCC) Assistance Procurement

21 Commercial Paper & Reimbursement Resolution:  Allows future CP to reimburse project costs  Cash funded initially  Repaid with Radio CIP funds, Traffic Ticket Surcharge Non-binding – BCC would approve future purchases Maintain funding flexibility Financing Options

22 Background RCC Report County Perspective Procurement Action Requested Presentation Outline

23 Motorola customer 16 years Overwhelming Public Safety Support Opportunity to use Rebanding funds Request Board approval to negotiate with Motorola an upgrade and rebanding of the radio system and approval of a resolution regarding authorization of Commercial Paper Notes Series A and Declaration of Official Intent to Reimburse Costs incurred to finance projects related to the Acquisition, Rebanding and Upgrades for the County Public Safety Radio System and related equipment. Summary and Action Requested

Radio System Upgrade & Reband Presented to the Board of County Commissioners September 9, 2008

25 County Staff Time Equipment Inventory Control 800Hours Portable Radios Shuttling 10,248 Hours OCSO Mobiles shuttling 14,388 Hours Other Staff Processing time 8,010 Hours TOTAL 33,446 Hours Rebanding Impact on County

26 Subcontractors “First touch” Replace 950 Dash Mount Radios 2,754 Hrs Replace 195 Remote Mount Radios 794 Hrs Reprogram 3004 Mobile Radios 2,978 Hrs Reprogram 6992 Portables 4,480 Hrs Update 512 Templates 1,638 Hrs TOTAL 12,504 Hrs Rebanding Impact on County

27 Subcontractors “Second touch” Reprogram 4318 Mobile Radios 3,886 Hrs Reprogram 6992 Portables3,496 Hrs Update 256 Templates 512 Hrs TOTAL 7,894 Hrs Rebanding Impact on County

28 Infrastructure Reconfiguration Rebanding Site work 871 Hours Testing1,596 Hours Project Management/Admin1,292 Hours TOTAL 3,759 Hours Rebanding Impact on County