1. BRAZOS VALLEY WIDE AREA COMMUNICATIONS SYSTEM
Ben Roper Director of Information Technology City of College Station Lloyd A. Waugh Senior Account Manager Motorola Solutions

2. Early 2006
Learned about the Public Safety Interoperable Communications (PSIC) grant
$ 1 billion, 80/20 cost share
To promote interoperability, P-25, and 700 MHz
Large enough “to do things that couldn’t be done otherwise”
Deadline for awards: September 30, 2007

3. Early 2006 Analyzed local situation 2 systems near end of life
Users showed interest
Technology “leapfrogging” hampered operations

4. Mid 2006 Requested/received “ROM” from Motorola
5 site, 20 channel infrastructure: $ 11.9 million
Requested estimate from consultant: $ 60,000
Sounded out any strong opposition
Developed strategy
Get user support
Get a “champion”

5. October 2006
Meeting with Brazos County public safety users (mostly Assistant Chiefs)
Received unanimous support for moving ahead
Presented to Intergovernmental Committee
Assigned to “Joint EOC” subcommittee for presentation to governing bodies
Found our “champions”

6. December 20, 2006
Awareness presentation given to Council of Government’s Homeland Security Advisory Committee (7 counties)
Invitation extended to neighboring entities
Brenham and Washington County were interested

7. January – March, 2007
Concept presentations from “champions” to 3 City Councils and 2 Commissioner’s Courts
College Station volunteers to be lead for consultant and study
Interlocal agreement for study is drafted and approved
Governing bodies sign interlocal agreement to fund conceptual study

8. March – August 2007 Consultants perform study
Kickoff meeting with all entities to identify common issues
Site visits
Individual entity interviews
Verify information
Review conceptual design

9. Distribution of Radio Field Units – All Users

10. July 18, 2007 PSIC grant details announced
$ 1 billion will be divided by 56 states/territories
Texas will receive $ 65 million
$ 33.4 million will be available after state and UASI allocations are made
State must file State Communications Interoperability Plan (SCIP) by December
Grant awards must be consistent with SCIP
Reality: $ 33.4 million/24 COGS = $ 1.4 million

11. August 24, 2007 Receive final consultant’s report
To “do it right”: $ 26.6 million
Infrastructure: $ 16 million
Subscribers: $ 10.6 million
Cost reduction options:
Join neighboring regional system
Postpone outlying sites
Re-use newest dispatch consoles
Replace microwave backhaul with T-1/fiber

12. BVWACS – Original concept

13. Sept – Dec, 2007 Trim infrastructure cost to $ 7.7 million
Obtain “go ahead” from governing bodies
Consult with SAA, Texas Radio Coalition
Trim final infrastructure cost to $ 2.8 million
Prepare 1st draft of Partnership Agreement
Notified that PSIC Grant approved ($2,877,725)

14. 2009 - 2010 Site surveys, tower inspections
Equipment installation, configuration and testing
First users (non-Public Safety) on the system in Oct – Nov 2010
Public Safety users started transition in late 2010, into early 2011

15. Major Site Equipment GTR 8000 Base Station Repeater (6-pack)
S2500 Multiprotocol WAN Router
ASTRO 25 Site Repeaters
Site Controller
6-port Combiner
DS42883H01T Tower Top Amp
DSCC80612 Omni Antenna
~ $230,000 per site

16. Organization and Governance

17. Inter-Local Agreement (ILA)
Term of Agreement
Based on Austin/Travis County Agreement
Initial term plus automatically renews for 4 consecutive 12 month terms
Purpose - establish an organizational and management structure for the construction, implementation, ongoing administration, operation, and maintenance of the BVWACS by the Parties

18. Governing Board Set policy
Direct and approve the operating policies and procedures of the Operating Board
Adopt budget
Other appropriate tasks.
Consist of one member from each of the BVWACS Parties

19. Operating Board Oversee management and technical ops
One member of each of BVWACS parties with alternate
Meet at least quarterly
Submit draft budget for to the Governing Board by February 1 of each year
Review and approve operating policies and procedures
Regularly review BVWACS evaluation factors

20. Staffing and Operations
Managing Entity – Designated by Governing Board (BVCOG first ME)
Managing Entity provides Systems Manager
Duties include managing the construction, acquisition, implementation, operation and maintenance of the BVWACS
Governing Board may approve other employees

21. Budget Governing Board approves annually
Operating budget cost allocated based on participation levels, determined by # subscriber units
Each Entity must appropriate funds in their budget process
Capital budget has 5 year planning period
Managing Party issues quarterly assessments to BVWACS parties

22. Policy Points Simple majority needed for motion to pass, except:
Issues coming before the Governing Board that require a higher voting threshold (5 of 6).
amendments to the Agreement
budget adoption
adding new party to the Agreement
changing the Participation Level in Exhibit A
dissolution
distribution of assets upon dissolution
withdrawing party, amount of notice and allocation of costs (4 of 5)
withdrawal of managing party

23. Regional Radio Communications
Project Participants
Bryan
Brazos County
College Station
TAMU
Brenham
Washington County
Other BVCOG Counties
Austin/Travis County RRS
Harris County RRS

24. Partnering with HCRRS Save $2.4M for Master Site Greater Buying Power
Technical Expertise
Shared infrastructure Cost

25. Current Status System fully operational
Equipment for the 7 sites and 3 dispatch locations installed as part of this project
One tower significantly enhanced construction
PSIC implementation requirements all met.

26. The Good, The Bad & The Ugly
Partnerships work
System works
Motorola worked with partners
Bad
Partnerships are hard
Some control lost – Place your destiny in others hands
Ugly – there isn’t any

27. Motorola

28. Partnerships- Team Effort
Motorola Solutions Direct/ Indirect Team
Motorola Solutions MR- Texas Communications
Harris County
H-GAC
BVCOG
BVWACS entities
City of College Station
Texas A&M University
City of Bryan
Brazos County
Washington County
City of Brenham

29. Procurement Method H-GAC Purchasing Contract
Pre-built equipment to lock in the pricing
Project payment milestones
Subscriber radios separate from PSIC grant for phased approach
Two purchase orders
BVCOG
TAMU

30. Infrastructure Equipment Provided
Eight 7.4 upgraded to 7.7 Six Packs (GTR 8000)
3 MCC 7500 dispatch locations
1 Gold Elite dispatch location up grade
Supporting equipment for each of the 7 tower locations

31. Challenges Rebanding Finding cost reduction measures
Delivery locations to ease installation and inventory procedures
Upgrade from 7.4 to 7.7
Lack of project management
Enforcement of timelines
Warranty start up

32. Questions?