MEETING AGENDA. 1. Roll Call: Earnhardt, Frieden, Gallagher, Klipsch, and O Boyle. Ex officio members: Frederiksen, Ploehn, Sharma, and Spiegel

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1 SCOTT EMERGENCY COMMUNICATIONS CENTER (SECC) BOARD EOC Scott Emergency Communications Center 1100 E 46 th St., Davenport, Iowa FEBRUARY 16, 2017 at 3:30 p.m. MEETING AGENDA 1. Roll Call: Earnhardt, Frieden, Gallagher, Klipsch, and O Boyle. Ex officio members: Frederiksen, Ploehn, Sharma, and Spiegel 2. Pledge of Allegiance 3. Approval of Minutes 4. Director s Report 5. Priority Dispatch w/determinants Update 6. Discussion on Deputy Director Position 7. Approval of LED Lighting System on SECC Monopole 8. Presentation of Radio Consultant Study by Elert & Associates Dave Kaun, John Thompson, and Mike Day 9. Discussion of Radio Study and Consultant s Options 10. Next meeting date March 16, 2017 at 3:30 p.m. 11. Adjourn For previous meeting Minutes, please visit our website at

2 MINUTES SCOTT EMERGENCY COMMUNICATIONS CENTER (SECC) BOARD THURSDAY, JANUARY 19, 2017, 3:30 P.M. Board Members present: Carol Earnhardt, Rob Frieden, Bob Gallagher Jr., Frank Klipsch, and Marty O Boyle. Ex Officio members present: Linda Frederiksen, Decker Ploehn, Mahesh Sharma, and Corri Spiegel. Staff present: Mike Becker, Stacey Bollinger, Annie Nugent, Pam Paulsen, Denise Pavlik, and Tracey Sanders. Moved by O Boyle, seconded by Klipsch approval of the Minutes of the December 15, 2016 SECC meeting. All ayes. Vice Chair Gallagher called for an election of officers. Gallagher nominated Earnhardt to serve as the Chair, seconded by Klipsch. All ayes. O Boyle nominated Gallagher to serve as the Vice Chair, seconded by Klipsch. All ayes. O Boyle nominated Frieden to serve as the Secretary/Treasurer, seconded by Klipsch. Nominations were closed. Roll call. All ayes. Moved by Klipsch, seconded by Gallagher approval of the revised SECC SOG # 1 Phone Answering Procedures. All ayes. Moved by Gallagher, seconded by Klipsch approval of the revised SECC Work Rules Personnel Policies Section 6.2 Dress Code. All ayes. Moved to table the approval of the LED Lighting System on SECC Monopole for further discussion and information by Klipsch, seconded by O Boyle. All ayes. The next meeting is scheduled for Thursday, February 16, 2017, at 3:30 p.m. Moved by Klipsch, seconded by O Boyle adjournment of the meeting at 4:03 p.m. All ayes. These minutes are subject to approval at the next regularly scheduled meeting. Respectfully submitted by, Attested by, Annie Nugent Administrative Assistant Rob Frieden Secretary/Treasurer

3 R E S O L U T I O N SCOTT COUNTY EMERGENCY COMMUNICATIONS CENTER BOARD February 16, 2017 A RESOLUTION APPROVING THE REPLACEMENT OF THE LED LIGHTING SYSTEM ON THE SECC MONOPOLE WITH THE FTS 370D VANGUARD II SYSTEM INCLUDING A 5-YEAR WARRANTY IN THE AMOUNT OF $11, BE IT RESOLVED BY the Scott Emergency Communications Center Board as follows: Section 1. Section 2. Section 3. That the replacement of the LED lighting system on the SECC monopole with the FTS 370d Vanguard II System including a 5- year warranty in the amount of $11, is hereby approved and awarded. That the above listed LED System shall be billed and paid for in one payment of $11, to RACOM. This resolution shall take effect immediately.

4 To: Carol Earnhardt SECC Board Chairman and SECC Board Members From: Director Denise Pavlik, ENP Date: January 31, 2017 Subject: Executive Summary Replacement of LED Lighting System on SECC Monopole The aviation obstruction daytime light on the top of the SECC Monopole is not functioning and needs to be returned to operational order as soon as possible. To that end, I requested our vendor (RACOM) to investigate the cause and provide a quote for the replacement of the light. During their investigation we were made aware the replacement light required a 4-6 week lead time to acquire; the system was older technology making replacement parts very expensive and difficult to obtain with a concern expressed about the uncertainty of parts availability in the future. As we look to the future with our plan to migrate to a new P25 Radio System, we will continue to make use of our Monopole at SECC. After reviewing the original quote and taking all these factors into account, I felt that the most cost effective solution for SECC was to consider the replacement of the aging system with a new lighting system. I presented this approach to the SECC Board at their January meeting and at the request of the Board; I sent specifications and requested quotes from six vendors. Each vendor was asked to supply two quotes; one to replace the malfunctioning flashhead from the current system and one to replace the entire LED Aviation Obstruction Lighting System with the newest system. Listed below are the three responses I received from those vendors: VENDOR Current Part Replacement New System to Replace Current Communications Engineering Co. (CEC) $ 8, $ 12, RACOM $ 8, $ 11, T Steele Construction No quote $ 14, Upon receipt and review of the quotes we received it is my opinion our best and most cost effective solution going forward is to accept the quote from RACOM for the replacement of the current system with Flash Technologies LED-FTS 370D VANGUARD II SYSTEM. The product comes complete with a five-year warranty and assures us the most up-to-date lighting system on our monopole. Please find attached copies of the quotes I received for your review and a Resolution outlining the financial obligations needed in approving this proposal. It is my hope the Board will approve this resolution during the Board Meeting.

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13 Quad Cities Area Public Safety Radio System Assessment Report January 2017 FINAL Dave Kaun John Thompson Mike Day Elert & Associates

14 Table of Contents Problem Statement... 5 Executive Summary... 5 Radio Systems Today... 5 Dispatch and EOC Today... 6 Radio System Recommendation... 6 Dispatch and EOC Recommendation... 7 Next Steps... 7 Executive Summary Budgetary Costs for Radio System... 8 Findings/Issues Issues/Information Discovered through Interviews/Survey...13 Where are the Trouble Areas Today for the RACOM System...14 Observations and Local Vendor (RACOM) Interview Information...15 Existing Radio Systems Historical Timeline...16 Dispatch Center Operations...16 EDACS 800 MHz Trunked Radio System...17 Conventional Channels...17 RACOM Repeater Sites/Equipment...18 Technical Issues...18 EDACS End of Life Concern...19 Why 800 MHz Trunking?...19 Voice Systems...21 Licensed Trunking Channels...21 Conventional Licensed Channels Mutual Aid Channels...24 Paging...25 Siren Systems...25 Fire Station Alerting (FSA)...25 Other Radio Systems...26 Field Units...26 Area County P25 Trunked Radio Communication Systems Johnson and Linn County...27 Black Hawk County, Dubuque County...27 Muscatine County...27 Established and Under Construction P25 Networks...28 Radio System Acquisition and Management Elert & Associates January 2017 Page 1 of 90

15 Quad Cities Area Ownership Model...29 Public/Private Partnership Model...29 Pay as You Go- Leased Service Model...29 System Management...30 Improvement Options for Quad Cities Radio System Coverage...30 Simulcast vs. Multicast Systems...31 Capacity...31 NPSPAC Frequencies...32 APCO P25 Digital Trunked Radio...32 P25 Phase 2 (TDMA) Trunking...34 Number and Location of Base Station Sites...34 Radio Operations...35 Radio Interoperability...35 Dispatch Console System...36 Logging/Recording...37 Multiband Radios...37 Encryption...37 Network Backhaul...38 Remote Field Unit Programming Options...38 Dispatch Facilities in the Quad Cities Area The Dispatch Center...40 The Dispatch Equipment Room (DER)...40 P25 System Choices EFJohnson...41 Harris...42 Motorola...43 Tait Radio...43 Radio Coverage Analysis Coverage Predictions Summary...44 Terrain...45 Scott County Terrain...45 Rock Island County Terrain...46 Land Use (Clutter)...47 Coverage Guide...47 Existing Radio Coverage The following are acronyms are used throughout this section Elert & Associates January 2017 Page 2 of 90

16 Rock Island and Scott County EDACS Radio System as Offered Today...48 Projected Radio Coverage Potential Options Option 1 Current Radio System - 10 Sites - Existing...53 Option 2 Minimal Coverage 16 Sites Simulcast Operation...56 Option 3 Complete Coverage 19 Sites Simulcast Operation...58 Estimated Percent Coverage with 19 Sites Conceptual Design...60 Backhaul Path Predictions...61 Budgetary Costs for Presented Options Current Radio System - 10 Existing Sites, Assuming Simulcast...63 Option 2 Minimal Rural Coverage 16 Sites Simulcast Operation...64 Option 3 Complete Coverage 19 Sites Simulcast Operation...65 Recommendation Radio System...66 PSAP/EOC Facilities...67 Radio System Management...67 Own vs. Lease Transition Planning Training...69 On-going Maintenance and System Upgrades...69 Appendix 1 Quad Cities Area Site Documentation RACOM Towers and Sites...70 Appendix 2 Present Talkgroups on EDACS System Appendix 3 Scott and Rock Island EDACS Inventory Appendix 4 Primer on Best Practices Public Safety Communications...82 Historical Technology Perspective...82 Radio Systems Technology Today...82 Conventional Radio Repeater Technology...84 Trunking Radio Technology...84 Fire Paging and EMS Paging...85 APCO Project Mutual Aid Channels...88 Broadband Technologies Long Term Evolution (LTE)...88 Infrastructure...89 Other Elements...89 Elert & Associates January 2017 Page 3 of 90

17 Table of Figures Figure 1 Scott County Terrain...45 Figure 2 Rock Island County Terrain...46 Figure 3 Rock Island - Scott County Clutter...47 Figure 4 RACOM Coverage MTO...48 Figure 5 RACOM Coverage MTB...48 Figure 6 - RACOM Coverage - PTO...48 Figure 7 - RACOM Coverage - PTB...48 Figure 8 - RACOM Coverage - PTO...49 Figure 9 - RACOM Coverage - PTB...49 Figure 10 RACOM Sites P25 PTO...50 Figure 11 RACOM Sites P25 - PTB...50 Figure 12 - RACOM Sites P25 - PTO...50 Figure 13 - RACOM Sites P25 - PTB...50 Figure Site PTO...51 Figure Site PTB...51 Figure Site PTO...51 Figure Site PTB...51 Figure Site PTB...52 Figure Site PTO...52 Figure Site PTB...52 Figure 21 Rock Island Co Paging...52 Figure 22 Scott Co Paging...52 Figure 23 Option 1 Portable Talk-Out...54 Figure 24 - Option 1 Portable Talk-Back...54 Figure 25 - Option 1 - Metro PTB...55 Figure 26 Option 2 Minimal Coverage- Portable Talk-Out...56 Figure 27 - Option 2 Minimal Coverage Portable Talk-Back...57 Figure 28 - Option 2 Minimal Coverage- Metro PTB...57 Figure 29 Option 3 Complete Coverage Portable Talk-Out...58 Figure 30 Option 3 Complete Coverage Portable Talk-Back...59 Figure 31 Option 3 Complete Coverage Metro PTB...59 Figure RACOM Sites Microwave Ring Topology...61 Figure 33 Potential 16 Site Microwave Ring Topology...61 Figure 34 - Potential 19 Site Microwave Ring Topology...62 Elert & Associates January 2017 Page 4 of 90

18 Problem Statement Scott County retained Elert & Associates services to develop a complete assessment of the existing and aging 800 MHz trunked radio system used by county public safety personnel and a portion of Rock Island County (metro areas only). Also, to assess the VHF systems used by some agencies in Rock Island County, Illinois. The RACOM EDACS 800 MHz system supports law enforcement, fire, EMS, and other emergency users. The study also includes the requirement to view the various dispatch centers supporting public safety radio communications. This study has a focus on the public safety agencies serving counties of Scott and Rock Island, system support, interoperability with adjacent county agencies, and the States of Iowa (ISICS) and Illinois (STARCOM21). The study contains best practices for communications and recommendations with budgetary estimates. Specific attention is given to managerial support for a new system and ownership vs. pay per user. Executive Summary Elert & Associates was asked to review the current radio systems in use as well as the dispatch centers and EOC facilities and management. The following is a summary. Radio Systems Today Scott County and the metro areas of Rock Island County currently use an EDACS 800 MHz radio system owned and managed by RACOM. The service is leased to the various supported agencies as a per-radio, per-month cost (~$23 per radio). The system is old and the manufacturer has announced its end of life and manufacturer s support. As with many other entities, the Quad Cities Area wants to update their voice radio communications to a standards-based P25 system and ensure interoperability with neighboring public safety agencies, the State of Iowa and the area served by STARCOM21 (in Illinois). Radio communications is most important within the Quad Cities area and less beyond the immediate borders of Scott and Rock Island County as per survey results of users. VHF radio system technology is used by the Rock Island County Sheriff s Department and Fire Departments and the RACOM EDACS system does not have the needed coverage beyond the metro areas. In addition, paging is also reviewed. This study is intended to present what E&A suggests as possible options and the recommendation as to the best option for the Quad Cities area. The recommended system is deemed the most cost effective way to meet the user requirements learned through interviews, and surveys to deal with the coverage issues in the areas of operation. Upgrading a system as complex as this is challenging. Some of these challenges are as follows: Cost Although outdated and at the end of life, the operating cost of the current system is inexpensive when compared with any upgrade alternative. A new system will require significant expenditures of both capital and operating Elert & Associates January 2017 Page 5 of 90

19 dollars. Though it may also be possible to formulate a multi-year private/public partnership contract and thus reduce initial cash outlay and pay over time, on a per user radio basis. The ownership option may be more difficult to develop due to the need to form a financial-based consortium crossing state boundaries and multiple jurisdictions. Coverage Elert & Associates has identified three technical options with each offering different levels of coverage. The three options presented include: 1. Straight replacement of the RACOM system on a site for site basis. 2. County-wide (Scott and Rock Island) portable outdoor coverage with a higher level of indoor performance in the metro areas. 3. County-wide (Scott and Rock Island) portable indoor coverage with a higher level of indoor performance in the metro areas. Management The current system is both owned and managed by RACOM. If the County procures and owns its own system, a support team containing a combination of internal and external resources will need to be assembled to effectively manage the system. As with some other systems, the management could be outsourced also. Dispatch and EOC Today Scott County operates a single dispatch center, the Scott Emergency Communications Center (SECC) located in Davenport. The backup dispatch center for Scott County is situated in the lower level of the Sheriff s Department, the old dispatch center. The Emergency Operations Center (EOC) for Scott County is situated in the SECC. In Rock Island County, there are multiple dispatch centers which are expected to remain with some consolidation underway. By mid-2017 there is expected to be three (3) PSAPs: City of Rock Island (RICOMM), Rock Island County Sheriff (RICO) and Milan (including Centre Dispatch serving Moline and East Moline). The City of Silvis dispatch center expects to combine with RICOMM or Milan. Dispatch centers utilizing the EDACS radio system sites and VHF radio systems connect just as any other radio on the system via control stations as their primary means. There isn t any direct console to radio system interconnections today which limits the dispatch capabilities of this trunked radio system. Radio System Recommendation E&A recommends that the counties of the Quad Cities area (Scott and Rock Island) prepare a RFP for a premise-based P25 system. The system will have a significant capital investment for equipment and installation with recurring costs to cover maintenance, upgrades and management of the system. The acquisition process should be open enough to allow alternative pricing models. These may include options such as outright purchase, the current RACOM arrangement, as well as other creative public/private partnership opportunities. Elert & Associates January 2017 Page 6 of 90

20 The RFP should define the technical requirements of the consortium to provide a performance baseline all vendor/respondents are expected to meet in their base offering. To be considered the base proposal must meet the established minimum criteria. The responder must provide a base offering meeting the established minimums in addition to any alternates. E&A believes the information in this report supports the recommendation of Option 3 (description of options included in the technical summary). Elert & Associates estimates the capital costs for this option will be $20,530,000 for the radio system not including contingency, contract administration or subscriber radios. This option should be designed as either P25 Phase 1 or Phase 2 operation though offering twelve talkchannels. Dispatch and EOC Recommendation Elert & Associates recommends each of the anticipated four (4) dispatch centers and the EOC/Backup dispatch center be IP connected via fiber and/or microwave to the accepted P25 trunked radio system. This will allow centers to provide backup to each other and have features a P25 radio offers beyond control station connected services. Next Steps Due to the length of time required to design and acquire a replacement radio system, the users of this system need to begin the process of determining the path to fund, operate, and maintain a new system. The average time required beginning with the development of a request for proposal to contract award, followed by system building is months. Site acquisition delays can easily extend projects. Project kick-off conference call and follow up calls. Week 1 Develop solution options and initial draft report /conceptual design with sufficient detail and budgetary costs & timeline and possible return visit. Weeks 3-6 Present initial draft of the report for review and comments. Week 7 Working with Team, finalize RFP or other acquisition method. Phase 2 Month 6 Develop technical section for RFP and review with Purchasing Agent and Project Team. Phase 2 Months 4-5 Present selected solution to the Project Team to gain approval and proceed to acquisition. Weeks 8-9 RFP Release, Response, Evaluate and Award Period Phase 2 Months 7-10 Project Implementation TBD as based on Contract Requirements and Timing of Award To Be Determined 12 to 20 Months Elert & Associates January 2017 Page 7 of 90

21 Executive Summary Budgetary Costs for Radio System Option Description of Improvement 1 Moving to P25 digital operation using the same sites as in use today providing about a 5dB improvement over analog. Implementation of simulcast transmitter and voting receiver operation will provide greater coverage outdoors and indoors. Requiring a performance guarantee is generally not possible when stating which sites to use. Estimated Cost $14,067,000 Cost includes system infrastructure, contractor design, engineering, installation, testing contingency, and contract administration estimates. Outcome 10 trunked P25 sites, two simulcast cells (North and Metro) using multi-site operation, voted with OTAP and OTAR. Fiber and 6/10GHz MW backhaul. New equipment shelters, DC power plant with generator backup, grounding and site improvements. P25 Dispatch console control for all P25 operation, digital logging and system alarms. New paging stations are included but paging operation does not change. Option Description of Improvement 2 Adding six additional towers to the base design obtained in Option 1 further expands the coverage especially in the metro areas and the portions of Rock Island County not covered today. Coverage would be portable outdoors county-wide and very good indoor within the metro area. Paging is simulcast using one system in each county using P25 sites. Estimated Cost $21,358,000 Cost includes system infrastructure, contractor design, engineering, installation, testing contingency, and contract administration estimates. Outcome 16 trunked P25 sites, three simulcast cells (North, South and Metro) using multi-site operation, voted with OTAP and OTAR. Fiber and 6/10GHz MW backhaul. New equipment shelters, DC power plant with generator backup, grounding and site improvements. P25 Dispatch console control for all P25 operation, digital logging and system alarms. Two simulcast and voted repeater paging systems with direct dispatch console control are included for each county. Elert & Associates January 2017 Page 8 of 90

22 Option Description of Improvement 3 Expanding Option 2 with three additional towers in key areas which further expands the coverage in the rural areas. The full expected coverage is now offered whereby nearly all residential buildings have indoor coverage and the full impact of light commercial structures in the metro areas are offered in-building service levels. Paging is simulcast using one system in each county using P25 sites. Estimated Cost $23,951,000 Cost includes system infrastructure, contractor design, engineering, installation, testing contingency, and contract administration estimates. Outcome 19 trunked P25 sites, three simulcast cells (North, South and Metro) using multi-site operation, voted with OTAP and OTAR. Fiber and 6/10GHz MW backhaul. New equipment shelters, DC power plant with generator backup, grounding and site improvements. P25 Dispatch console control for all P25 operation, digital logging and system alarms. Two simulcast and voted repeater paging systems with direct dispatch console control are included for each county. Elert & Associates January 2017 Page 9 of 90

23 Findings/Issues Elert & Associates completed site visits to all dispatch centers, the Scott County EOC and all RACOM repeater sites. Interviews were conducted with representatives of both counties and city public safety staff members via two meetings with the 28E Joint Powers Agency members. In addition, an online survey was distributed to public safety users and follow up clarifications question to gain direct input. The following is a recap of the survey and overall information gathered. Who Responded to the Survey? Group/Agency Quad Cities Area County Responders o Law Enforcement 40% 36% o Fire 29% 28% o Communications 18% 20% o EMS 9% 10% o Administration 2% 3% o Public Health 2% 3% E&A-Specific Survey Questions and Responses For users in Rock Island County is there ever a need to communicate with departments in Scott County? The response was about 17% daily and over 80% during special events. About 27% said not at all while over 38% said daily or weekly and 35% said special events only. For both counties, does the service area extend beyond the county? Extending beyond the county was only 2% while 98% said no. How many total radios were represented in the survey? 2181 Elert & Associates January 2017 Page 10 of 90

24 100.0% 90.0% 80.0% 70.0% 60.0% 50.0% 40.0% 30.0% 20.0% 10.0% 0.0% Encryption What radio communications features does your agency or department utilize? Automatic Vehicle Location Unit ID Scan Priority Scan Fire Alerting System Private Call Group Call All Call Radio to Radio Radio to Dispatch What radio communications features are desired but not offered today? 35.0% 30.0% 25.0% 20.0% 15.0% 10.0% 5.0% 0.0% Encryption Automatic Vehicle Location Unit ID Scan Priority Scan Fire Alerting System Private Call Group Call All Call Radio to Radio Radio to Dispatch Elert & Associates January 2017 Page 11 of 90

25 What are the most desirable features on portables? Questions Desired Not Offered Today o Encryption: 41.0% 33% o Automatic Vehicle Location: 38.5% 28% o Unit ID: 84.6% 8% o Scan: 82.1% 5% o Priority Scan: 59.0% 15% o Fire Alerting System: 46.2% 10% o Private Call: 48.7% 21% o Group Call: 35.9% 28% o All Call: 33.3% 26% o Radio to Radio: 82.1% 8% o Radio to Dispatch: 89.7% 10% Who uses mobile radios? Yes 74% and no 26%. What features are required on mobiles and which are desired? Feature Yes No Desired o Home Button: 19% 11.5% 15% o Scan: 96% 0% 3.9% o Priority Scan 81% 12% 8% o Unit ID 77% 15% 8% o Encryption 42% 31% 21% o Multi-key Enyrpt. 0% 0% 0% o Text 3.9% 62% 35% o Spec. Signaling 8% 69% 23% o Emergency Butt. 88% 12% 0% o Noisy operation 65% 8% 27% o Front Display 96% 0% 27% o Keypad 65% 19% 15% o Dash Mount 54% 23% 23% o Trunk Mount 58% 19% 23% o Dual Head 46% 31% 23% o High Audio Out 42% 27% 31% o Telephone Handset 12% 62% 27% o External Speaker 77% 12% 12% o Multiple Speakers 42% 27% 31% o Outdoor Speakers 35% 46% 19% o Special Antenna 35% 46% 19% Do mobile radios need operate in special environments? Yes 65% and no 35%. Do portables need to operate in special environments? Yes 65% and no 36%. Does your department or agency use portables? Yes 82% and no 18%. Elert & Associates January 2017 Page 12 of 90

26 In what kind of harsh environments do mobile and portable radios have to operate? Element Mobile / Portable o Pressure 30% 50% o Temperature 82% 94% o Rain 82% 100% o Humidity 88% 100% o Salt/Fog 30% 55%% o Blowing Dust 65% 83% o Vibration 82% 77% o Shock 71% 89% o Immersion 47% 61% Does your department utilize control stations? Yes 82% and no 18%. How many control stations are in use by your department? o 29% of departments state one control station o There were a range of 2 to >10 in all other departments Is there a need for a control station remote? Yes 15% and no 56%. How many remotes? 25% said 1, 25% said 3 and 50% >10 Are two or more channels needed on the remotes? About half of the respondents answered yes and the other half no. What are the most needed features: o Scan 85% o Priority Scan 70% o Unit ID 89% o Keypad 56% o Desk Mic 88% o High Audio Level 59% o External Speaker 85% o Multiple Speakers 70% o Paging Encoder 44% Issues/Information Discovered through Interviews/Survey Special Concerns of the Surveyed User Community Coverage was the largest concern at 26% followed by cost at 11% Redundancy/Reliability/Backup Communications combined was 14% Dispatch would like to see more control of the resources (7%) Users would like better out of county operational capability (7%) All other concerns were each 4% or less adding up to 35% Elert & Associates January 2017 Page 13 of 90

27 Where are the Trouble Areas Today for the RACOM System Hospitals Apartment Buildings Buffalo Schools/Colleges West of Illinois City Blue Grass Police Departments Bluff Area in Carbon Cliff Princeton Factories Large Downtown Buildings Loud Thunder Truckstop Metal Frame Buildings Near Cordova Firstco Genesis East and West Kraft Foods John Deere Lower Areas Along River Nestle Purina Malls Northwest Section Davenport Buffalo Shores Eldridge, IA Northeast Corner Scott County South LeClaire Who can you not talk to today that would assist you in your normal use of the radio system? 7% 14% 29% 50% Agencies on other systems Bordering Counties Service Provider Fire to Police Overview of Comments Related to the Radio System: Radio coverage per the contract with RACOM is to support portable outdoors and to some degree in-building however there is no measured coverage requirement. There are issues with communications coverage inside some buildings especially in the metro areas, schools, hospitals and manufacturers. Elert & Associates January 2017 Page 14 of 90

28 Training as to how the radio system operates could be improved. There is no real backup to the RACOM system for voice radio communications. Other than the hospitals and some of the more-dense structures, the RACOM system and current bi-directional amplifier systems tend to meet the needs of public safety in Scott County and the metro areas of Rock Island County. The EMS services are multicounty and thus their issues must be addressed with whatever the option selected. Possible solutions should include offerings from STARCOM 21, RACOM, ISICS and an outright purchase. Overview of Comments Related to Non-Radio System Issues: There is a desire to all have all public safety radio communications throughout Scott County and Rock Island County operate on a single system to be managed by the selected vendor allowing for complete interoperability. Cost of the system upgrade will be a real problem for both counties thus purchase options must be requested. The various entities in Scott County seem to be much more organized when it comes to radio system options than the non-metro areas in Rock Island County from a system management point of view. When polled there does not seem to be a clear direction as to how a system upgrade will be paid for, i.e. ownership vs. monthly fee and vendor owned. Observations and Local Vendor (RACOM) Interview Information The 800 MHz EDACS radio system serving the Quad Cities Area was installed in the period of and is being maintained by the vendor. The manufacturer (Harris) has informed the County that system support has reached end of life, and parts will become difficult to find in the future. RACOM has added a handful of outdoor BDAs throughout the Quad Cities metro areas to address reported coverage issues. Most Quad Cities areas are operational via the EDACS system and thus have interoperability among the users served by the system. Most of the Quad Cities area 800 MHz radios have been replaced with P25 capable units. At least one of the dispatch centers in the Illinois side of the Quad Cities metro area has moved ahead with plans to acquire a Harris Symphony radio console which will be connected to the EDACS network using control stations only. Elert & Associates January 2017 Page 15 of 90

29 Existing Radio Systems Historical Timeline Prior to 1995 multiple systems and multiple bands of operation easily described the radio systems serving the Quad City area. During the period of 1992 to 1999 an effort was underway to bring a number of the agencies on to a single system with RACOM. RACOM offered to own and operate while selling a service via a monthly radio user fee. As the RACOM network continued to expand four metro public safety agencies joined beginning in 2000 and extending to 2007 thus bringing together much of the Quad Cities area on to a single intra-operable radio platform. Today, only Rock Island County agencies do not operate on this system as they use conventional VHF. Dispatch Center Operations The Scott Emergency Communications Center (SECC) was created in and dispatch is provided to all public safety agencies operating on the Iowa side of the river. Then over the period of five years each public safety operation converged dispatch operations into this one center with a backup located in the basement of the Scott County Sheriff s Office. SECC is governed by a 28E Board to which all supported members belong. On the Illinois side of the river dispatch continues to operate from multiple centers though there is a move to consolidate by a State mandate. As it stands now, the plan is to operate only three primary dispatch centers by mid-2017: RICOMM (City of Rock Island) operating EDACS Milan (includes Milan and Centre Dispatch that serves Moline and East Moline) operating EDACS RICO (Rock Island County Sheriff s Office) operates VHF only today The Silvis PSAP has yet to decide which PSAP they may combine with and uses the EDACS system today. All dispatch centers connect to the RACOM EDACS radio system sites and/or the VHF radio system sites via control stations as their primary means thus there are no direct dispatch console to radio system infrastructure interconnections today. Interoperability exists via shared talk groups between all EDACS users plus links to the VHF channels. All radio console systems are owned and maintained by the respective dispatch centers. E&A Comments: Most radio consoles used for public safety are directly interfaced to the repeater/base station infrastructure. This allows dispatch direct control of the channel or talk group. In the current system, dispatch has no more priority or control of the repeater than any other field unit. Unlike conventional radio systems, trunking systems are unique and when patching multiple talk groups, it merges them into a single temporary talk group using a single channel, conserving precious channel resources. Once a field unit has completed access into the system, no other unit is capable of a transmission on the same frequency until the channel is released by the user. If the console has a direct connection to dispatch, then dispatchers always have Elert & Associates January 2017 Page 16 of 90

30 priority override capability which is not possible with control station connected consoles. EDACS 800 MHz Trunked Radio System The radio system is owned and operated by RACOM, and the system serving the immediate Scott County area and parts of Rock Island County providing an 800 MHz EDACS solution for both public and private users though most private users have migrated off the system. There are six (6) repeater sites and three outdoor BDA (bi-directional amplifier) sites in Scott County plus two (2) voter-only receive sites and two (2) repeater sites and one (1) outdoor BDA site in Rock Island County. The repeaters at these sites are interconnected via leased T1 circuits to the integrated multi-site and console controller (IMC ) at Marshalltown. Each repeater site can operate independent from the IMC if site-to-site connectivity is lost. However, in this independent mode there are huge complications to both dispatch and the users as all communication traffic is limited to a single site. Users operating within such a site can only communicate with users also operating within that site s coverage area. Communications with dispatch can happen only if they can reach the site by radio. The RACOM EDACS system has anywhere from 4 to 11 voice channels at each of the sites depending on the traffic load supported. The dispatch centers are not able to reach every site in the event of a site being disconnected from the IMC at Marshalltown. From a coverage point of view, RACOM has installed four (4) outdoor bi-directional amplifier (BDA) systems in various locations in Scott County to operate as fill-in sites. Some areas in the core of the larger cities continue to have issues as pointed out in the interviews and surveys, but overall it was generally felt the County has good outdoor portable coverage. Indoor coverage is and continues to be an issue for many structures, however, as pointed out by multiple persons during interviews. A list of specific areas is offered later in this report. E&A Comment: Outdoor BDA system are supported by P25 only in very specific locations where there is an impossibility of the repeater P25 signal and the BDA signal ever being received simultaneously. Thus, few if any, outdoor BDAs are ever used with P25 and if they are, they need to meet very specific guidelines to not cause selfinterference issues. Like the radio consoles, the Harris EDACS subscriber radios are generally owned by the agency/jurisdiction for use by the public safety officers. All radios are Harris as they must be approved for operation on the EDACS system. Many are also capable of normal FM analog and P25 digital trunked operation. Rock Island County as a user of VHF radios do not have this EDACS requirement. Conventional Channels In addition to the ability to communicate within the RACOM EDACS network, there are also gateways to other non-edacs voice channels. These gateways are defined as Elert & Associates January 2017 Page 17 of 90

31 linkers, and thus provide a conventional VHF or UHF voice channel as a talk group on the system. Some of these conventional VHF channels pre-existed before the RACOM EDACS network was developed and are still maintained, used by Rock Island County or are considered interoperability channels such as VLAW31, LEA, Point to Point, etc. RACOM Repeater Sites/Equipment It is understood all Harris EDACS repeater site equipment is owned and operated by RACOM thus under their specific control. However, when it comes to the towers of the eleven repeater sites all except one is owned by either RACOM or is leased by RACOM from another tower owner. The Bettendorf tower is owned by the City. As to the shelters, they are also generally owned by RACOM though there are a few owned by either a public safety agency or in some cases a local building owned by an agency is shared. For the generators, it is hard to determine just who has the ownership though all are maintained by RACOM for the EDACS system. Uninterruptible battery power is also utilized at all EDACS sites to assure continuous power if there is a loss of mains power from the electric utility. Each site is connected via a T1 to Marshalltown. One general set of statements have been found to described the sites and their equipment: Shelters are too small to allow for any level of expansion or overbuild Some of the towers do not meet the new TIA-222G Standard Every site visited would require an upgrade to its power and grounding Technical Issues EDACS: Noted technical issues include the fact that the radio console system has only one means of communicating with the radio repeaters. If there is a failure of the connectivity to Marshalltown and a repeater site reverts to independent operation, then the dispatchers need to use the backup radio in Dispatch (mobile radio heads) to select the repeater site that offers the needed coverage. During this backup operation, mobiles and portables are unable to communicate with each other unless they are using the same tower that has become disconnected. DISPATCH CONTROL STATIONS: Since communication to field units on the trunking system occurs through control stations, some talk groups are accessed through a common control station, thus creating bottlenecks. Once selected, no other console position can use another talk group programmed into that control station radio without removing the original talk group from the initial position. BACKHAUL: Since all repeater sites today utilize leased T1 circuits to interconnect with Marshalltown there is no means of redundancy and thus overall system reliability suffers at the hands of multiple telephone companies. E&A Comment: The use of microwave backhaul using either a ring (loop) or with redundant radios is highly recommended along with direct connectivity to the dispatch centers. Thus, the T1 circuits to Marshalltown are very critical elements to the system Elert & Associates January 2017 Page 18 of 90

32 operation. In one case, it was found RACOM had to install a microwave link between sites due to poor T1 service levels and thus if this link fails, both sites are disconnected from the central switch at Marshalltown. EDACS End of Life Concern EDACS has been a very reliable trunked radio technology and has been around for nearly two decades, which for technology is a very long time. The manufacturer has announced that the EDACS system will no longer be supported after Thus, the Quad Cities area counties and RACOM must find a solution, as they will be operating a system on borrowed time with no official support. What this means to users of the system is any support for the system must come from parts that can be scrounged from other retired EDACS systems in the RACOM inventory. No further improvements will be made to any portion of the system, and factory personnel will no longer support RACOM. Typically, this also means possibly the end of manufacture of any subscriber radios once the factory inventory is exhausted though this date has yet to be announced officially. Why 800 MHz Trunking? The decision to use 800 MHz was most likely made for two reasons. One is that this frequency band tends to provide better in-building performance, and the other is that band was available for trunking. Both reasons are still valid. As one site was not able to provide coverage for the entire area, a wide area solution was necessary. The RACOM wide area solution allows multi-site operation where members of the same talk group can use different sites (and different frequencies) while maintaining communications. This is done through the RACOM network and interconnecting calls through the RACOM integrated multi-site and console controller (IMC ) switch in Marshalltown, Iowa. All multi-site calls must be routed through the switch in Marshalltown. If an interconnecting link (T1 or other medium) is lost at a site, wide area operation no longer functions, thus reducing the effective multi-site ability of the system. One characteristic of a multi-site system is that user radios are limited to the coverage performance of a single site, as each site operates on unique frequencies. Although another site could provide better service, the user radio operates through the designated site until parameters in the radio are met. Once met, the radio uses a single set of preprogrammed site selection parameters to change to the next site in its site list that meets the site selection requirements. Radios operate solely on that site until parameters are again met to make a change. The performance of the user radio can be no better than the service provided by a single site. As such, the performance evaluation of the radio network is the sum of each site in the network. For Scott County and the metro area of Rock Island County, RACOM operates six (6) EDACS repeater sites in Scott County and two (2) repeater sites in Rock Island County. In addition, there are four (4) outdoor BDA (bi-directional amplifier) sites and two receive only sites in the Quad Cities area. The performance Elert & Associates January 2017 Page 19 of 90

33 predictions in this report consider these sites only, as they will provide the coverage characteristics for the area. When describing performance, the aggregate coverage of the eight (8) sites and the associated outdoor BDAs is used to provide an overall performance level. In actual use, the performance will only be as good as the individual repeater site until the radio unit changes sites. This specific system characteristic is being pointed out as other system approaches described later will use multiple sites to enhance performance at all times. An example is simulcast and voting, where the subscriber radio makes use of multiple repeater sites in transmit and receive. As per the contract documents between Scott County and RACOM the EDACS radio system today is supposed to support outdoor portables throughout the county while also providing a higher level of coverage within the metro areas. The contract document assumes 12 db buildings. The estimated aggregate EDACS analog outdoor coverage for a portable in Scott County today is modeled to be 75% to 90% for signal levels -97dBm or better and 87% to 92% in the Quad Cities metro area. The estimated aggregate 12 db indoor coverage for a portable in the metro areas of the Quad Cities metro area today is modeled to be 51% to 60% for signal levels -85dBm or better. See Radio Coverage Analysis starting on page 44. Portable radios are worn on the belt, and the antenna is close to the body. The antenna height is just over three feet above the ground. The orientation of the portable antenna changes dependent on user activity. These factors contribute to a poor antenna system and impact the overall performance of a portable. To compensate, the design of system infrastructure is the key to portable system performance. Propagation of signals is affected by terrain variation, and signals can be blocked or attenuated by surrounding buildings and trees in the signal path. Signals are also reflected into an area and create phase cancellations. The outside signal level at any location is the result of the multitude of signal paths that may reach any location at any given moment in time. In-building portable coverage issues are experienced by users. Although outdoor operation may offer satisfactory signal levels for communication, the attenuation encountered when entering a building lowers the level of signal. If the signal level is reduced such that either the repeater can no longer decode the received signal from a field unit or the field unit cannot decode, the repeater communications fail. Add to this the fact of operating in a multi-site environment where portable radios must always have adequate coverage to and from a single site or re-acquire a better base station site and reauthenticate, this makes for in-building issues. Mobile user coverage does not appear to be an issue in either the Scott County or metro areas of Rock Island County. There are some areas where mobile coverage may be weak or nonexistent detailed in prediction models, but no one reported any coverage issues relating to mobiles. Unlike portables, mobiles are equipped with an antenna system, which is usually mounted on the roof of a vehicle about five feet or higher from the ground and is usually vertical. This provides a good antenna system for operations. Signals from the repeater sites can be blocked by terrain or attenuated by natural obstacles or buildings in the areas of weaker coverage for mobiles. The current multiple Elert & Associates January 2017 Page 20 of 90

34 site radio system infrastructure provides good mobile coverage into adjacent areas for mobile operation. Voice Systems All Scott County public safety agencies that require two-way voice communications use the RACOM EDACS 800 MHz trunking system. Most public safety users in the Quad Cities metro area of Rock Island County use the RACOM EDACS system while the County Sheriff and County Fire agencies utilize VHF radio operations. Some are operated as repeated channels while others use a simplex operation (radio to radio) to communicate. Scott County Police, Fire, and EMS agencies are dispatched by the County 911 Center located at the Scott Emergency Communications Center (SECC) in Davenport. While in Rock Island County the public safety agencies are dispatched by one of five (5) PSAPs 1 : Rock Island County (RICO) City of Rock Island (RICOMM) Milan Moline/East Moline (Centre Dispatch) merging with Milan Silvas merging, location yet to be determined In 2017 the number of PSAPs will be reduced to three (3) at RICO, RICOMM and Milan. Licensed Trunking Channels Some of the channels used in the Scott and Rock Island RACOM EDACS system belong to the counties via licensed spectrum. These are shared with other channels licensed by the RACOM corporation. The following frequencies were identified as licensed per the associated call sign. Table 2 Licensed Trunked Repeater Transmit Frequencies Site Frequency Call Sign Licensee Dixon WPPF854 Scott County Dixon WPPF854 Scott County Davenport WPPF854 Scott County Davenport WPPF854 Scott County Davenport WPPF854 Scott County Davenport WPPF854 Scott County Clinton WPPF854 Scott County Clinton WPPF854 Scott County Clinton WPPF854 Scott County 1 This number does not include the Rock Island Arsenal which is a federal facility. Elert & Associates January 2017 Page 21 of 90

35 LeClaire WPPF854 Scott County LeClaire WPPF854 Scott County LeClaire WPPF854 Scott County LeClaire WPPF854 Scott County LeClaire WPPF854 Scott County LeClaire WPPF854 Scott County Long Grove WPPF854 Scott County Long Grove WPPF854 Scott County Long Grove WPPF854 Scott County Long Grove WPPF854 Scott County Bettendorf WQJY845 Scott County Walcott WQJY845 Scott County Walcott WQJY845 Scott County Walcott WQJY845 Scott County Walcott WQJY845 Scott County Walcott WQJY845 Scott County Walcott WQJY845 Scott County Scott Park WQJY845 Scott County LeClaire WQNR488 Scott County Walcott WQNR488 Scott County Davenport WQNR488 Scott County Davenport WQNR488 Scott County Davenport WQNR488 Scott County Moline KNNF757 Rock Island County Moline KNNF757 Rock Island County Moline KNNF757 Rock Island County Moline KNNF757 Rock Island County Milan KNNF757 Rock Island County Bettendorf KNNF757 Rock Island County Bettendorf KNNF757 Rock Island County Bettendorf KNNF757 Rock Island County Bettendorf KNNF757 Rock Island County Bettendorf KNNF757 Rock Island County Bettendorf KNNF757 Rock Island County Bettendorf KNNF757 Rock Island County Bettendorf KNNF757 Rock Island County LeClaire KNNF757 Rock Island County LeClaire KNNF757 Rock Island County LeClaire KNNF757 Rock Island County LeClaire KNNF757 Rock Island County Elert & Associates January 2017 Page 22 of 90

36 LeClaire KNNF757 Rock Island County Moline WQHJ323 Rock Island County Moline WQHJ323 Rock Island County Moline WQHJ323 Rock Island County Milan WQHW280 Rock Island County Milan WQHW280 Rock Island County Davenport WQHW280 Rock Island County Milan WQIQ210 Rock Island County Milan WQIQ210 Rock Island County Milan WQIQ210 Rock Island County Conventional Licensed Channels Scott and Rock Island Counties also hold numerous conventional frequency licenses. These frequencies are sometimes licensed for operation by the counties and/or their operating agencies. Some conventional licenses are held over from operations used prior to moving to 800 EDACS operation and may no longer be used. The following frequencies were identified as key operating channels. Table 3 - Scott County non-edacs Channels Name Base/Repeater Frequency Fire Paging TX RX Fire Repeater TX RX VLAW31 TX/RX VFIRE21 TX/RX Point to Point TX/RX LEA Maquoketa TX RX LEA Muscatine TX RX MEDIC TX RX Davenport Fire Sirens #1 TX RX Davenport Fire Sirens #2 TX RX Bettendorf Fire Paging Control TX RX Fire Ground TX/RX Fire Ground TX/RX Elert & Associates January 2017 Page 23 of 90

37 Table 4 Rock Island County non-edacs Channels Name Base/Repeater Frequency Cordova Township Road Maintenance TX/RX Port Byron Fire Department TX/RX Coyne Center RICO Fire Rural Dispatch TX/RX UNKNOWN USE TX/RX Rock Island Fire Dispatch TX RX Fire (Hampton/Andalusia) TX/RX Rock Island Sheriff Dispatch TX/RX Rock Island Sheriff Tactical TX/RX Rock Island Sheriff ESDA (local gov) TX/RX Rock Island Sheriff Hazmat Robot TX/RX Mutual Aid Channels National mutual aid channels should be incorporated into any radio system subscriber radios for emergency operations if needed. The following frequencies are identified for 800 MHz operations. Table MHz Mutual Aid Channels Pos. Name TX RX Tone 1 8TAC91D TAC92D TAC93D TAC94D CALL90D TAC TAC TAC TAC CALL Elert & Associates January 2017 Page 24 of 90

38 Paging Scott County employs a stand-alone paging transmitter system operating on a single VHF repeater frequency pair throughout the county to activate pagers (and sirens) operated by the various emergency agencies. They use a standard two tone encoding scheme. There are six repeaters each with a different CTCSS tone which is sent from the SECC based control station to the locations to be paged. This model allows them to provide local building penetration, but does not provide for wide area coverages. The protocol today is to send the page on the desired repeater and then again on the nearest adjacent repeater. Scott County Sites Dixon, Eldridge, Scott County Park, LeClaire, West Lake, City of Rock Island Rock Island County uses multiple VHF repeater frequency pairs to activate emergency agencies with paging (and siren) operation from the various dispatch centers. A standard two tone encoding scheme is also employed for this task. Various paging transmitters are located throughout the county to provide for local coverage as needed with no abilities of wide area paging. Most operations of these repeaters are via control stations to the paging repeater for the agencies coverage. Rock Island County Sites Port Byron, Rock Island Sheriff, 24 th Street Water Tank, Hampton Siren Systems Sirens are activated via radio channels in both Scott and Rock Island County using two tone and DTMF encoding schemes and generally the same repeaters as used for paging. Some of the metro area departments are using two-way siren control capability on other conventional frequencies. The encoding schemes are sent from the various dispatch centers to radios located at the sirens which are generally mounted on wooden poles. Each dispatch center is responsible for the activation of their respective civil defense sirens. No sirens appear to be operating using the existing voice network for control purposes. Fire Station Alerting (FSA) Within the metro areas of Scott and Rock Island County the present EDACS system provides the primary voice channel to alert the fulltime fire departments using DTMF tones. There is an effort underway to upgrade some of these systems but to meet the NFPA recommendations there should be two separate audio paths to the fire stations from dispatch which generally means a wired (or network) path and a backup radio path. Depending on the P25 system elected, DTMF tones may or may not work in the same way as the EDACS. There is no backup system in place today for FSA. The following departments are notified via the EDACS network today: Elert & Associates January 2017 Page 25 of 90

39 Bettendorf Moline Rock Island City Davenport East Moline Other Radio Systems Rock Island Arsenal is a federal property that is on the Mississippi River between the two counties. It is understood that they operate a UHF P25 radio network for the law and fire departments. Field Units Agencies within the Quad Cities Area are equipped with various models of mobile and portable radios units. A summary of the inventory can be found in Appendix 3 Scott and Rock Island EDACS Inventory. Some units are equipped with P25 capability though may not support Phase 2 operation if desired. Elert & Associates January 2017 Page 26 of 90

40 Area County P25 Trunked Radio Communication Systems Johnson and Linn County Both Johnson and Linn Counties have been through disasters caused by major flooding and have learned lessons first-hand about what works and what doesn t work related to emergency communication systems and facilities. As a result both have not waited for the state to do something but rather have decided to develop a plan of action to improve their systems themselves. In 2009, Johnson County decided to create a consortium whereby the County, the Cities, and University established a 28E defined Emergency Communications Center and 800 MHz shared trunked radio system. Today, the 911 dispatch center, emergency operations center and emergency management, associated training center, and radio system are all housed in a FEMA standards-based facility. The University s public safety dispatch operation is the backup for the center. All government entities share in the management and cost of operations, with the director reporting to the consortium board. Linn County already had a well-defined emergency operations center and three disparate 911 dispatch centers; thus, the County, City of Marion, and City of Cedar Rapids formed a 28E consortium to develop and manage a shared trunked radio system to serve all. This system will, when completed mid-2013, serve all public safety needs in the defined area. This effort comes out of a need to have all entities on one band of operation after the issues that their lack of interoperability created during the flooding in A decision was made jointly by agencies within both counties and offered by the awarded manufacturer of the radio system for both to interconnect these systems in such a manner as to make them operational transparently between the two counties. In addition, if a state trunked system is created, the intent would be to link to that system via an InterSubsystem Interface (ISSI). Connecting EDACS is not possible, as the ISSI is a P25 structural system element. Black Hawk County, Dubuque County Black Hawk County utilized a vendor neutral Request for Proposal (RFP) process, and selected a Harris radio system from RACOM. This system is currently in the construction phase with sites going through the civil construction phases and hanging antenna currently. Dubuque County has elected to use the outcome of the Black Hawk County RFP to develop a like system. Muscatine County Muscatine County recently developed an 800 MHz Phase 1 trunked radio system as an extension of the Motorola STARCOM21out of Illinois. This is a multi-site system consisting of three tower sites, though moving to four site system in the future. It is mostly a mobile coverage-based system with extra coverage in the metro area of the Elert & Associates January 2017 Page 27 of 90

41 county. From an interview with county leadership it is understood they expect to operate off the ISICS radio system core once it is built out to that portion of the state. Established and Under Construction P25 Networks Iowa Statewide Voice Communications System (ISICS) The State of Iowa is building out a statewide voice communications system which today is at the stage of validating sites, acquiring sites and updating where necessary. Only a couple of small areas in the central and western portion of the State have thus far been implemented. When implementation is complete, the system will be a Motorola Solutions ASTRO25 P25 Phase 2 trunking system utilizing 700 MHz channels, making it compliant with any P25 system the Quad Cities would choose assuming their radios are Phase 2 compliant. Any direct interface with a statewide infrastructure will be dependent on the systems implemented by both parties. The default interface would be the inter-subsystem interface (ISSI) and would provide P25 functionality as based on the P25 standard for ISSI at the time. If the Quad Cities were to join with the Iowa system and use the same manufacturer, then additional capabilities could be realized plus share some of the resources. RACOM RACOM has and continues to operate a EDACS radio system from central through eastern Iowa and into Illinois. The network is owned and operated by RACOM with monthly fees for service charged to use the network. RACOM is in the process of transitioning to P25 Trunked Radio operation as clients wish to make the move with Polk County being one of the largest county to make this move. SARA (Shared Area Radio Association) Johnson County and Linn County plus soon to be Black Hawk County and Dubuque County have formed what is now defined as SARA. RACOM is also supporting SARA which is a loosely developing group of counties consisting of the four just listed plus others who use the RACOM owned P25 network to share resources and push for the highest level of intra operability. A Harris P25 system for the Quad Cities could choose to own their own, share the central redundant switches at any of the four counties listed or use the one owned by RACOM. RACOM is the local sales, support and integration company for Harris in the Iowa area and they have joined this effort thus all the counties they serve with P25 operations will likely become part of this group. STARCOM21 This is a P25 radio system owned and operated by Motorola and extending throughout Illinois with its core switch located in Schaumburg. It is mostly a multisite network with sites connected via leased T1 circuits. Some communities in Illinois and Iowa have opted to build their own expansion of the network though only lease core services from STARCOM21 vs. buying and operating their own. As previously noted, Muscatine County has joined this network. STARCOM21 charges on a per radio and/or per trunked site for use of the network. Any local buildout for a Elert & Associates January 2017 Page 28 of 90

42 higher level of coverage/service is generally paid for by the agency wishing to connect and use the services. Radio System Acquisition and Management One of the area of concern Elert has with improvements to the Quad Cities Area for its public safety radio system is what government entity might step forward to take on the fiduciary responsibilities for the new radio system both through the acquisition and deployment phase and then overall system management. There does not seem to be any one organization who has stepped forward to take on this overall responsibility. Even if the choice is to select a vendor to own and operate the radio system for the Quad Cities Area and the two counties there will be some acquisition costs and necessary decisions to me made relative to operations. The following described some possible example scenarios that might be followed. In response to the RFP there may be other options. Quad Cities Area Ownership Model Assume one of the larger vendors responds to a RFP with a solution that meets all requirements as dictated and the cost for the implementation is $35M over a ten-year period. Some form of sharing of the common equipment costs will need to be determined. In Linn County for instance Cedar Rapids took on 50% of the cost while the County assumed 30% and the City of Marion 20% of the radio system itself. Further they split up the on-going costs of the tower sites. As the towers generally serve mostly the surrounding it, the ongoing costs for each was then assumed by the entity where the tower was located. The overall system is managed by a committee made up of the groups being served and they meet on a regular basis while the supporting vendor. Public/Private Partnership Model Assume a vendor comes back with an option where the Quad Cities area would need to make some amount of capital investment while the vendor takes on a portion and expects to be paid back over time much as is the case with the radio system today. Here again there will likely be the need to establish a means of sharing the capital costs and the on-going system maintenance. From past responses to RFPs it is a general rule that overall long term total costs are higher when the private part of the partnership obtains the funds and the public entity pays over time. This is likely due the fact a public entity can obtain a lower cost of money. The difficulty is the need to have a single fiduciary agency and to set up a cost sharing model all agencies sign on to following which varies from project to project. Pay as You Go- Leased Service Model The pay as you go model where a private entity does the buildout and the public entity pays over time can work as it does with STARCOM21 or as RACOM has done for its customers. The biggest issues are, can the private company obtain the needed funds to Elert & Associates January 2017 Page 29 of 90

43 build a system when the agency likely is unable to sign a commitment for more than 3 years at a time. Another issue, are the user agencies willing to accept the fact they are buying a service they have little control over? Even STARCOM21 tends to require the user agency to fund the local buildout which is most of the cost. System Management Whatever the choice of how to acquire the new system it is still a system of multiple users to be provided radio and console services. There will be choices to make relative to channel naming (Fleet Mapping), procedures to be worked out to enhance intraoperability, routine upgrades to maintain interoperability and costs to be shared. Some form of committee charged with these and other responsibilities will need to be formed and leadership established. Today RACOM is the first line of defense and the organization who is ultimately in control of the system. A determination will need to be made as how this new radio system will be managed, and its future addressed. Improvement Options for Quad Cities Radio System There are multiple possible solutions for a public safety radio system upgrade, though in counties the size of Scott and Rock Island, using trunked radio to satisfy these needs has become the clear preference. Much of the Quad Cities area made the decision to use trunking when the present system was developed, and Elert & Associates sees no reason to turn away from this radio technology. The 700 or 800 MHz bands offer better in-building penetration/coverage than VHF or UHF. The biggest single improvements the public safety operations in the County can gain will be to move to a standards-based P25 digital operation and to have a system consisting of multiple base station sites that improve coverage. Simulcast is also recommended over the present multi-site primarily to allow for voting of the talkback from portables and creating a system where portables may simultaneously hear multiple repeaters improving overall performance. In review of the capacity, coverage and the geographic layout of the two counties Elert will describe and offer a conceptual design whereby there are three simulcast cells consisting of the metro area of the Quad Cities, the northern portion of the two counties and the southern portion. From a coverage angle Elert is suggesting talk paths in the metro area and 5-6 in the rural areas. No solution as to the use of Phase 1 or Phase 2 P25 operation is selected as either could fit the need though most radios already acquired are Phase 1 only capable which may drive the desired solution for a RFP. The following section describes some of the remaining issues and options. Coverage The coverage expectation of a new P25 radio system will be to improve upon what is offered today with the following and assuming 95% reliability and 95% of the defined area: Elert & Associates January 2017 Page 30 of 90

44 One mile beyond county borders, outdoor on the hip expectations County-wide in-building assuming 8 db loss (residential 1-2 story) Metro area in-building assuming 15 db loss (light commercial) Simulcast vs. Multicast Systems When multiple sites are used, there are two options: simulcast or multicast. With simulcast, all channels are transmitted from all base station sites and timed to deliver their signal as equal as possible to all portable and mobile terminals using the same frequencies. This requires GPS timing and care in the delivery of the signals to each site. Simulcast is not perfect, though it is a feasible solution if properly designed and implemented. Within a metropolitan area, simulcast can help improve coverage within buildings, as the signal from each repeater can deliver RF from varying sides of a structure, and when the portable talks back, voting receivers can select the best signal to be repeated. The other option is multicast, though this option requires a set of frequencies for every channel at every site. Obtaining additional frequencies may not be feasible in most areas of the country. In a multicast system, like simulcast, a transmitter is active at each site for each call. A special version of multicast, multi-site, keeps track of the site and the talk group that each user of the system is using and associates each user with a site. In a multi-site system when there are active calls the system only activates sites that have users associated with those sites. Sites with no associated users are not active. This is commonly called multi-site operation. The RACOM EDACS system uses multisite as does STARCOM21. For each call, the system needs to determine which sites have users on the selected talkgroup and deliver the associated audio to those sites. One performance related issue with multi-site is the only repeater receiver hearing a portable is the one the portable is associated with, which may not be the best repeater site at any particular time. Thus, simulcast tends to support in-building coverage to a greater degree than multi-site. For the conceptual designs and as previously noted Elert suggests a combination of simulcast cells interconnected using multi-site thus all operating as one large system. In addition, links should be considered thus connecting to the new State or Iowa ISICS network, the SARA group and STARCOM21 in Illinois with predetermined talk groups. Capacity With the present radio system being multi-site and in effect multicast, at each site a determination has been made as to the number of available channels to place at each. If simulcast is determined to be the best course of action making for the best interoperability, in-building experience and easiest to operate then a determination will need to be made as to the number of channels. Further, if in the final design there are multiple cells, say one for the metro area and two to serve the county, then there may be fewer channels needed in the county due to the reduced radio traffic demand. Elert & Associates January 2017 Page 31 of 90

45 Reviewing the information available, Elert is suggesting talk channels in the metro simulcast cell to support the level of expected traffic. For the rural portions of the county Elert is suggesting two simulcast cells with one supporting the northern area and the other the southern irrespective of county lines though only needing 5-6 talk channels each. NPSPAC Frequencies The Region 15 (Iowa) has assigned both 700 and 800 MHz National Public Safety Planning Advisory Committee (NPSPAC) frequencies to Scott County or which some may be used in the system if needed. The Region 13 (Illinois) has assigned 700 and 800 MHz National Public Safety Planning Advisory Committee (NPSPAC) frequencies to Rock Island County. Use of these channels would require coordination by APCO. All 800 MHz channels are assigned in sets that include the higher repeater transmit frequency and the lower repeater receive (mobile-portable transmit) frequency. It is likely not all frequencies could be utilized at a single site due to channel spacing. These frequencies could be used in lieu of existing frequencies to allow construction of a new system without creating interference with the current system. The total NPSPAC channels available are likely not enough to completely support Scott County and/or Rock Island traffic demands however thus as the final design is created there may be a mix of channels. APCO P25 Digital Trunked Radio The APCO P25 standard was created over time and is still advancing with new features every year. The standard specifically has a focus on meeting the needs of public safety and associated interoperability. What this means to the user is that, like analog, any P25 radio is capable of being operated on any P25 infrastructure, assuming it is authenticated. The Inter-Subsystem Interface (ISSI) feature is the key to creating interfaces to other systems. As the Quad Cities is situated in Scott and Rock Island County with the Mississippi River forming the border there is a need to make this area operate as one contiguous system to enhance intra-operability. A single system infrastructure would be required and sites along the shared border would provide the necessary system coverage for both counties. There are several choices as to the P25 system infrastructure. Four Iowa counties to the west and north have or are adopting Harris P25 Phase 1 trunked radio platforms for voice communications and formed a group calling themselves SARA (Shared Area Radio Association. Scott and Rock Island County could choose to become a participant in either of these two systems either through acquisition or leasing services from RACOM. It just so happens both systems use Harris P25 infrastructure, though any standards-based P25 trunked radio platform could be interconnected to a Quad Cities area P25 system, thus offering extended reach. There are operating parameters established for both systems that would need to be accepted and adopted to ensure interoperability. If a different manufacturer system were selected, however, then sharing of the internal system components would not be Elert & Associates January 2017 Page 32 of 90

46 possible. In addition to SARA the State of Iowa ISICS and State of Illinois STARCOM21 could also be adopted using Motorola P25 infrastructure. An alternative is to become an independent system and establish interoperability connections with both P25 systems. Pursuing this option will allow the County to consider all P25 system infrastructure approaches, resulting in proposals from most likely 4-5 vendors. EF Johnson, Harris, Motorola, Cassidian, and Tait offer P25 system infrastructure. Other, less-known vendors also have P25 infrastructure. Each vendor designs their infrastructure to the P25 air interface specification, but they each use different approaches, so infrastructure components are not interchangeable, only subscriber field terminals. P25 field units from almost any manufacturer will work on any other vendor s infrastructure due to the P25 air interface standards, but may be limited in the frequency bands for which they are designed to operate and features that may be vendor specific and outside the P25 specification. The major manufacturers of P25 infrastructure vary in their system designs. As such, infrastructure can only consist of one vendor product. As the Quad Cities Area recommendation is to continue use of 800 MHz channels, the infrastructure employed would use this band. If an independently operating system is chosen and if the County chooses the Harris platform, the ability to become a participant in Johnson County or Linn County system is a possibility (if it is in the best interest of the County). During the acquisition process, this could be suggested as an optional alternate, as has been the situation with other recent system designs. Depending on discounting at the time, this could well become a valuable option. For any option where a standalone system is desired, the Quad Cities Area would have to invest in both a primary and secondary system controller and database, as both Johnson and Linn County elected to do. Black Hawk County and Dubuque County are also planning solutions where they can operate totally independent of any other radio system. For the most part, P25 users regardless of manufacturer can communicate on any vendors infrastructure assuming the radio operates on the same band and has the necessary trunking firmware, gateways and authentication. High tier field radios available from some vendors today can operate in multiple bands and remove this band limitation. Interoperability can be achieved by other preplanned methods between networks but also have limitations in flexibility. At this time, the number of vendors offering a P25 multiband radio is limited to Thales, Harris, EFJohnson, and Motorola. For the Quad Cities Area users, it is feasible some multiband portables and/or mobiles may be acquired to enhance interoperability with its neighbors. For Johnson County, this was not an option, but today, as some Linn County users have decided, multiband radios were acquired. It is highly recommended that all routinely used channels in support of the needed interoperability should be designed into the system. As an example, a VHF repeater or Elert & Associates January 2017 Page 33 of 90

47 base station could be set up and linked to an 800 MHz talk group. Then the 800-system user just moves to the selected talk group and the VHF user to the particular VHF channel and interoperability becomes seamless to both users. This solution allows the P25 users to stay on the 800 MHz trunked system and not lose any of its features, including the ability of dispatch to reach everyone. As the State of Iowa is building a 700 MHz trunked radio system when subscriber radios are selected, consideration should be given to acquiring radios also capable of operating on this band and Phase 2 protocol as well. P25 Phase 2 (TDMA) Trunking P25 Phase 2 is another option for consideration, as this solution splits each RF channel into two time slots, thus allowing two separate voice channels to operate in the space of one, as with the Phase 1 capability today. The term TDMA is short for Time Division Multiple Access) Nearly all TDMA systems today operate on 700 or 800 MHz and not VHF or UHF. Motorola, Harris, and Tait Radio offer this capability in their infrastructure product currently with other manufacturers offering this capability as their products evolve. TDMA Phase 2 cuts the number of RF channels needed for a specific capacity level as it increases system efficiency. The FCC has not yet required P25 Phase 2 to be utilized with 800 MHz as it has with 700 MHz. Depending on the manufacturer, the means of providing interoperability between Phase 1 and Phase 2 is still changing. The primary method used today is to place a transcoder near the central electronics and this device translates these two protocols between talkgroups. On the positive side, TDMA Phase 2 would give the Quad Cities area additional channels without the need to license additional frequencies. The County may find it easier to transition to NPSPAC (National Public Safety Planning Advisory Committee) channels during the design/construction phase of a new system to minimize impact on system capacity assuming there are enough available channels. On the negative side, Phase 2 radios are more expensive than Phase 1, and the infrastructure can also be more cost due to software/firmware licensing fees. Phase 2 architecture is being rolled out for the State of Iowa system. Most of STARCOM21 operates Phase 1 while all the SARA group members are Phase 1. Add this to the fact most of the P25 capable radios acquired by the Quad Cities area users are Phase 1. If the Quad Cities area had a 6-channel P25 Phase 2 system, the system would have one control channel and 5 voice repeater channels supporting 10 voice slots. For every talk group supporting Phase 1 users, the voice channel number is reduced by 1 thus the system would be a 9 voice slots system if there were one Phase 1 user. Number and Location of Base Station Sites Portable (handheld) and mobile system coverage has not been reported as huge issue for users throughout Quad Cities Area with exception of the metro areas and some identified rural areas. Indoor portable coverage problems are experienced citywide in medium and high density buildings. To improve portable coverage, the signal density Elert & Associates January 2017 Page 34 of 90

48 must be increased in areas that are blocked by terrain and other buildings. No one site will cover the entire area; thus, multiple repeater sites are needed to provide increased signal strength throughout the service area. Simulcast is recommended to provide countywide operation. As previously stated, Elert believes there is a need for at least 10 repeater sites to serve the Quad Cities metro area if the stated 15 db coverage is to be expected. Some buildings can only obtain the needed coverage levels if they are equipped with in-building BDA (Bi-Directional Amplifier) systems. Antenna height is a huge factor for range in a communications system, but height can also create interference issues for co-channel users. At 800 MHz, the short wavelength allows antennas to be engineered to shape the coverage pattern of signal being transmitted and received. Antenna systems can also use electrical or mechanical beamtilt to focus maximum radiated signal to the ground and not the horizon. Antenna systems at 800 MHz should be designed to place the main beam of the antenna across the service area. Radio Operations Daily use of public safety radio equipment and periodic training is important to ensure operability at times when all other forms of communications may be down or when other system capabilities are required. Not only the main sites and dispatch systems need to be routinely exercised but also all backup facilities. It is highly desirable that operating personnel are acquainted with and trained to use the backup systems. Thus, it would be best if they are responsible for doing the validation. Radio Interoperability Interoperability gateways can provide the link to VHF and UHF or other modes if required. Placing the RF equipment throughout the covered area makes it possible for system users to have near direct interoperable communications with other public safety personnel not using the primary radio system. It is not recommended that most other channels be permanently linked to a talk group on the trunking system unless the traffic is very limited. One way of limiting this traffic is to establish specific interoperability channels. Permanent gateways will reduce system capacity for trunking system users by utilizing trunked system channels for normal VHF channel traffic. Temporary patches via gateways are normally enabled as required. With the present system, EDACS makes use of devices called linkers to perform this gateway function. One standards-based P25 to P25 interoperability solution between trunking systems is the ISSI (or Inter-Subsystem Interface), which allows multiple vendor trunking systems to be linked at the system level. Another option, a direct interface between like manufacturer systems, provides an even more transparent level of interoperability. Between Johnson County and Linn County, a direct interconnect is being established that also allows for a backup database between the systems. This interconnection is being extended to Black Hawk County and Dubuque County as these systems are developed. Elert & Associates January 2017 Page 35 of 90

49 Dispatch Console System The radio console for a trunking system is a key element to gain access to the feature richness of a trunked radio solution as they become a direct extension to dispatch and the mobiles and portables plus logging. To make this possible, the repeater sites and dispatch must have direct IP connectivity to the centralized control system of the trunked solution. Generally, this means microwave, T1s, or fiber optics. Console and system interoperation means direct connection and override capability by dispatchers to radio channels and even the capability of control of the subscriber radios remotely. These capabilities also extend to short message texting and use of the emergency button. Patching of talkgroups is handled in a manner that reduces channel usage by setting up super and dynamic groups used for special events and incidents. In the past, control stations may have been used to connect with the trunked system, though this means the dispatcher is treated as any other radio on the system and is not provided control. This scheme is acceptable for backup, but not for regular day to day use. This is the scheme used in the Quad Cities Area today. Most manufacturers have engineered console systems that are integrated into their P25 infrastructure. The choice of infrastructure usually dictates the dispatch console system that is used. All P25 manufacturers except for Tait Radio offer an integrated dispatch console system. Tait uses a standards-based console interface, thus supporting the likes of Cassidian, AVTEC, and Zetron. Other vendors of dispatch console systems do exist and attempt to sell their systems, but it is very difficult to design a generic console that can be used with any of the P25 systems without a standard. Infrastructure system design details were not part of the initial Phase 1 P25 standard and thus this allowed P25 infrastructure vendors to design the infrastructure-console interfaces in a proprietary fashion. AVTEC, ModUcom, 4Ci, and Zetron are four vendors of consoles products not directly associated with P25 equipment manufacturers and since all P25 manufacturers used a proprietary console interface, they did not have a way to effectively compete. As explained in the next paragraph, these third-party consoles could now be considered as viable alternatives and potentially save the County money. The P25 Console Subsystem Interface (CSSI) and Fixed Station Interface (FSI) are specifications that provide a standard interface to P25 fixed stations and console devices. As these standards are not fully complete, no vendor of the console can assure an end user of operation and the selection of any one of these consoles may be subject to changes, likely limited to software, to allow them to meet the standards when finalized. Even the radio system manufacturers who have their own dedicated radio consoles must keep up with the P25 standards as they evolve. The selection of the P25 infrastructure will need to be a collaborative effort with Scott and Rock Island County. It is highly likely that the selection of the Quad Cities Area P25 infrastructure will drive the County to change at least a portion of their dispatch console system to attain the level of utility that is expected from the new P25 communications system the counties will use. Elert & Associates January 2017 Page 36 of 90

50 Logging/Recording Since P25 is a digital system, the signals that are sent over the backhaul to all elements of the system (including dispatch) are digital. The conversion to analog audio occurs at the dispatch console via a gateway. Loggers for P25 systems will decode the P25 protocol and record the audio digitally. Several talk groups of the Quad Cities Area analog trunked system are currently recorded as analog because the console in use today is analog. To continue recording these groups when a P25 system is implemented, the P25 signal will need to be converted to analog audio. If any encrypted groups are recorded, the logger will need to be equipped with the appropriate decryption equipment and be included whenever keys are changed. This issue must be addressed in the final design. Multiband Radios Today, the County users make use of analog 800 MHz EDACS trunking radios that operate only on the 800 MHz band. These units may only support MA-COM EDACS trunking and conventional 800 MHz though many have been replaced and have the capability of P25 Phase 1 trunked operation. As the move by the County would be to P25 digital trunked radios, another option would be to acquire some or all multi-band radios, thus providing support in one radio to operate on the area VHF channels also. The multi-band radio is physically larger, heavier, and more cost than a single band radio, though they do have advantages. Not all P25 vendors have multiband mobile and portable offerings, but as P25 is a standard, other vendor radios will operate on any P25 trunked system network. If a public safety unit were ever in one of these other networks, that radio would be able to communicate with local departments. This will be important for Quad Cities Area public safety officers who travel to adjacent counties who use VHF or UHF as their frequency band. The utility of multiband radios will be determined by departments and the department interoperability requirement, with other departments not using the same communications system. It should be noted once a user changes channels to communicate on another network or band, the unit no longer receives calls on their default system and thus will lose contact with all other users who remain on the trunked system, including dispatch. The appropriate communications procedures must be developed, and training of users concerning these procedures is a must to ensure consistent communications. The interrelationship between VHF or UHF channels linked to the trunked system (by dispatch) and the use of multi-band radios are key to successful interoperability. Encryption Encryption for P25 is digital, and although there are several versions, AES has become the standard digital encryption format for public safety. Use of encryption requires policies to maintain security. All manufacturers offer AES and other lower levels of Elert & Associates January 2017 Page 37 of 90

51 encryption. AES is recommended, and as there is a relatively significant cost related to the purchase, only units that absolutely need it should be equipped. Encrypted groups should be separate from clear groups. Any group that could run clear or encrypted will ultimately be a problem unless all units are equipped with encryption. A unit with encryption that is operating in clear mode will still receive an encrypted call (assuming the correct codes are programmed), but any unit not equipped with encryption will not be able to determine that a call is in progress, which can lead to communications issues. Network Backhaul Any system will require backhaul to link sites for simulcast, network management, logging, and any directly connected console systems. The system backhaul can consist of microwave, fiber optic, or wire line (leased T1). Microwave and fiber are the two most common methods used for radio systems, as they are both very reliable. However, fiber and wire line connections can run underground and overhead, and although exclusively used for public safety purposes, they use utility routes and can be severed by construction activities thus in overall reliability, thus microwave is judged to have a higher level of reliability. The area is lucky to have a very extensive fiber optic network which where it is available should be utilized. Creating a loop or ring design with no shared physical paths offers the best overall protection and uptime. Today most networks use Internet Protocol (IP) for communications rather than linear analog circuits. One requirement by all the vendor radio systems is to have control of the network supporting the needed security and priority of the IP packets for the radio network. Generally, this means a dedicated network and/or the use of multi-protocol label switching (MPLS) to maintain separation of traffic meeting security concerns. Remote Field Unit Programming Options There are two remote programming options that some users have considered and have added via alternates in the acquisition process. The first option is Over The Air Programming (OTAP), and the second is Over The Air Rekeying (OTAR). With both features, there is an initial and an ongoing support cost. The savings is measured by the fact that field units can stay in the field and in use, while not having these features means the radio must be brought to the shop for changes vs. using the air interface. OTAP allows changes to the personality of the radio, while OTAR allows the encryption key to be managed remotely. Both actions can occur over the air and while the radio is in normal operation. OTAR is a P25 standard all radios capable of encryption must meet. However, OTAP is not a P25 standard and as such if multiple manufacturer are expected to be supported then each will need to be equipped with different P25 OTAP servers on the system. Elert & Associates January 2017 Page 38 of 90

52 Dispatch Facilities in the Quad Cities Area The following describes the various dispatch center facilities in use today in the Quad Cities area and a few notes relative to assumptions being used by Elert to develop the conceptual design for the options. SECC All of Scott County and the metro areas within the county are dispatched from one location, the Scott Emergency Communications Center. There is a total of 23 console positions of which 6 are dedicated to the Medic EMS operation. The SECC was created under a 28E agreement signed December of As based on a review of the design for the SECC and conducting visual inspections, this center is believed to have been designed to meet the FEMA and NFPA standards and guidelines as noted below. RICOMM The Rock Island Emergency Communications Center has twelve full time dispatchers and a supervisor and support public safety in the City of Rock Island. They not only take 911 calls from the served area but also dispatch Public Works and RICOMM is the primary MABAS Division 43 dispatch center utilizing Starcom21. The operation consists of 5 dispatch consoles. Milan This center is planning a move to the 3 rd floor of the building from where it is presently located on the 2 nd floor and will also be supporting other agencies including Centre and possibly Silvis. Today this center supports 2 positions and connects to the RACOM radio sites via control stations. This center will be adding positions with up to 8 planned. As little information was available on the planned remodeling, it not possible for Elert to make any comments about the FEMA and NFPA standards and guidelines. It is highly recommended Milan review the associated documents. RICO Rock Island Sheriff s Office dispatch center has recently completed a remodeling of its dispatch area. The new center now supports 3 dispatch positions. The room also contains the supporting electronics and storage of files. It is located on the first floor of the Sheriff s office while the control stations supporting the consoles is located above the jail in a mechanical room. Silvis This dispatch center is planning to consolidate and move to one of the other dispatch centers in the county (RICOMM or Milan) as the State of Illinois is mandating the closing of half of all dispatch centers. The center currently operates 2 console positions. Centre Dispatch This dispatch center today consists of 5 positions with 3-4 being normally utilized dispatching for Moline and East Moline. A Federal Signal siren control system offers two-way operation in Moline one way to East Moline. Centre is planning to move its dispatch center operations to Milan as soon as the remodeling there is completed. The standards and guidelines listed below outline the minimum requirements for an emergency communications center which is assumed to being met and any costs related to upgrading is not included in this study. It is recommended that these guidelines be followed as closely as possible. Elert & Associates January 2017 Page 39 of 90

53 FEMA 361 Design and Construction Guidance for Community Shelters FEMA 426 Reference Manual to Mitigate Potential Terrorist Attacks Against Buildings NFPA 1221 Standard for Installation, Maintenance, and Use of Emergency Communications Systems NFPA 110 Standard for Emergency and Standby Power Systems NFPA 708 Standard for Critical Operations Power Systems NFPA 75 Standard for the Protection of Information Technology Equipment Homeland Security Statement of Requirements for Public Safety Wireless Communications Every center and operating facility in support of emergency communications will probably have some differences, but they still have common needs and requirements. Every command and control center must include the following: A secure location away from known physical disasters waiting to happen, including issues related to underground services, transportation hazards, gaseous elements, local terrorist activities, and flooding. The space developed with hardened exterior walls and windows to protect the occupants from natural hazards such as storms, flooding, lightning, and high winds. A facility capable of supporting occupants for extended periods of time in the event of an incident or disaster. A facility designed to properly support the needed electronic systems with sufficient power, grounding, HVAC, and access control. Sufficient space to support the intended operations (both personnel needs and technology), including room for growth and change. Sufficient secure parking to support both the command and control center and the emergency operations center needs. The Dispatch Center The NFPA 1221 Standard is typically used to define the ways and means for the emergency communications center and its operation. This standard defines almost every aspect of a center but leave detail to the designer. Care must be taken to provide sufficient space for each dispatcher to operate, access to systems for maintenance, and sufficient ceiling height to reduce the effects of noise elimination and light control. This ceiling height then also allows for the use of large wall-mounted displays for shared data. The Dispatch Equipment Room (DER) Dispatch supporting electronic systems should be placed in a room designed for that purpose. This room must minimally follow standards established for networking/ server systems but must also meet requirements for emergency communications systems hardware. This means the room must have a higher level of grounding and shielding plus both AC and DC power distribution systems that are both redundant and meet the Elert & Associates January 2017 Page 40 of 90

54 five 9s of reliability. Due to the heat generated within the space and need for continuous cooling, the air conditioning system shall be redundancy, and operate on the backup generator. Most dispatch equipment rooms require sufficient space to house equipment racks (two for 911, six to eight for radio, two for CAD/RMS servers, two to three for network switches and routers, and some spare for future needs). It is also recommended that the room have a fire protection system using a dry clean agent vs. water. P25 System Choices There are basically four primary manufacturers of P25 infrastructure in use today, while there are many more who have standards-based portables and mobiles. Currently, the standards do not allow mixing and matching of manufacturers equipment within a P25 system of repeaters and controller. Although the P25 Common Air Interface (CAI) provides a common communications protocol over the air to allow a variety of field unit makes and models to operate on any manufacturer s P25 infrastructure, there is no standard for the internal operation of the P25 infrastructure, meaning one manufacturer s repeater cannot operate on another manufacturer s system. The Intersubsystem Interface (ISSI), Console Subsystem Interface (CSSI) and Fixed Station Interface (FSI) all standardize specific functions, but the innerworkings of a P25 system infrastructure are proprietary to each manufacturer. As the P25 standard evolves, the ability to mix and match different infrastructure hardware may well be the result, as it is possible today to use different manufacturer consoles. Each manufacturer does its internal network differently, and as such, each has differing capabilities, potential reliabilities, redundancies, and means of management. EFJohnson The EFJohnson P25 trunked radio system infrastructure is named ATLAS and is unique as it uses distributed processing to control the trunking infrastructure. There is a logic unit for each trunked channel at each site. The logic unit assigned to the control channel processes call requests, and in a multi-site network distributes call signaling information as required to other sites where units of the same group are present. If the logic unit becomes disabled, another channel is assigned to be the control channel and takes over call processing. The system is IP based, and a backhaul network provides connectivity between sites along with any activity taking place on system sites. Field units are tracked as they move in and out of sites across a wide area network. All site controllers store unit site affiliation information on the users of the network; thus, they operate independently, serving as a backup in the event of a system interconnect failure. A web-based network management system is used to configure and manage all system elements. EFJohnson produces the StarGate dispatch console for use in the P25 system. EFJohnson produces a gateway and interfaces to provide interoperability with other conventional or trunked radio systems. It is possible such a console might be Elert & Associates January 2017 Page 41 of 90

55 proposed to replace the existing analog console, thus providing a full richness of services. The EFJohnson simulcast solution has one master site and one or more remote sites. The master site provides the synchronization necessary for simulcast operation. In the event the system control fails at this location, another of the sites in the simulcast system takes over (a unique feature of this solution). EFJohnson has recently introduced linear simulcast modulation (LSM) in their design. LSM allows greater site separation. EFJohnson is P25 Phase 1 (FDMA) compliant. EFJohnson is expected to have P25 Phase 2 (TDMA) infrastructure products in the future. Harris The Harris P25 system is named P25 IP and uses a central processing architecture. Call requests are received, transported, processed, and distributed from the network switching server over the backhaul network. A backup of the network switching server can reside at a different location if it is connected to the backhaul network. The system can be set up as message trunked or transmission trunked. For transmission trunking, each PTT could use a different channel. For message trunking, the channel is held to allow a response to come back before returning the channel to the trunked channel pool for other talk groups. If the primary system is disabled, the backup server takes over. This unit will remain in service unless it is switched back manually or until it suffers a failure and it switches back to the other. The Harris P25 system can also be established as a remote of another P25 system thus allowing the central switch to be shared. This remote capability allows the separate P25 system to have full normal operation even completely disconnected from the main switch. Field units are tracked as they move in and out of sites across a wide area network. All site affiliation information is stored at a central database on the network. A web-based network management system is used to configure and manage all system elements. Harris produces the Symphony dispatch console for use in the P25 system. Harris produces the VIDA (Voice, Interoperability, Data, Access) IP gateway system to provide interoperability with other communications systems. Harris is P25 Phase 1 (FDMA) compliant with its latest release and is also upgradable to P25 Phase 2 (TDMA). Harris P25 Phase 2 solution is shipping and is interoperable with P25 Phase 1 and Phase 2 systems. The Harris P25 Phase 2 solution includes Enhanced Dynamic Dual Mode (EDDM) operation. Harris EDDM actively determines the most effective call processing at the individual site level rather than defaulting to the lowest common mode of operation across the entire system. It enables Phase 1 calls on one site to interoperate with Phase 2 calls on a different site while using P25 technology at each specific location. Simulcast operation is obtained via a control point located at one point in the system infrastructure. Failure of the control point would result in the failure of simulcast, however this feature is in every repeater thus full redundancy is afforded. Elert & Associates January 2017 Page 42 of 90

56 The Symphony console is the latest in a generation of radio consoles developed by Harris for its trunked radio system. It is IP-based though does not require a separate computer as the processor is integrated into the audio processing unit at each work station. Harris also has a laptop model which is just software that can be programmed to allow remote operation. Motorola The Motorola P25 system is named the ASTRO 25 network. This system uses a central controller. In the Motorola system, the primary and secondary controllers no longer need to be in the same physical location with the latest software release. In large systems, controllers from other regions could back up these controllers if desired and available. The Motorola system is designed to use the ASTRO 25 core which supports radio access, command and control, and network interoperability. The core is available in multiple sizes to support a varying number of sites, channels, data, system features, interoperability elements, and number of users on the system. For the Quad Cities Area, redundant cores could be considered to maintain reliable operation though it would also be possible to use the ISICS core of which there are three. ISICS has indicated they would not charge for its use as STARCOM21 would. The system is Muscatine County is an example of this type of operation as they use a STARCOM21 core located in Schaumburg, Illinois. Motorola has P25 Phase 1 and P25 Phase 2 trunking available in the ASTRO25 system. As P25 Phase 2 utilizes the spectrum more efficiently, this system can provide the same voice communications with half the licensed voice channels and use the remaining portion of the license spectrum for other purposes like data transmission. The Motorola P25 simulcast technology incorporates centralized equipment at the main site where the voter is also located. Due to the centralized nature of the system, this main site is a single point of failure however a second processor can be acquired to make for redundancy. Motorola produces the MCC 7500 console, which would be used in most dispatch centers. They also have a MCC7100, which is designed for portability and as such does not offer the features of a full console operation. The Motorola ASTRO25 system today has been implemented by STARCOM21 throughout Illinois and is being utilized by the new Iowa P25 Phase 2 statewide system. Muscatine County has recently joined STARCOM21. Tait Radio The Tait P25 product is named TaitNet P25. Like all other manufacturers systems, the Tait P25 system is designed to meet the P25 standards. Tait Radio is based in Christchurch, New Zealand, and the U.S. office is located in Houston, Texas. The Tait design uses a central controller, and they employ IP to communicate to all elements of the system. Each site also has a site controller to process messages to and from field units. The TaitNet P25 simulcast system uses centralized voting but has the ability to use several sites for redundancy. The remaining functions and management features of Elert & Associates January 2017 Page 43 of 90

57 the TaitNet P25 system are similar to other manufacturers. The system supports digital encryption and uses management systems where much of the updating can be done from virtually anywhere. The Tait P25 technology is fully IP ready and not only uses IP for all transport but also for all alarming and system management. Voting can thus be either single server-based or distributed with the design choice based on the backhaul network. The Tait P25 platform is software-upgradeable to Phase 2. Tait announced its Phase 2 system at the 2012 APCO conference. It is understood that Tait has deployed its Phase 2 system in the U.S., so it is now available. Tait has introduced a program named SmartValue for portables. For a one-time charge dependent on the portable model, Tait will provide service desk hardware and software support services for ten years, replace the radio once, and provide three batteries at years three, six, and nine. Radio Coverage Analysis Coverage Predictions Summary Coverage predictions are computer generated estimates of signal level using models based on actual field performance data. Signal levels from one location (usually a fixed tower) to another location (usually a field/subscriber unit) are analyzed. The variables include the antenna height, radio RF power, receiver sensitivity, terrain elevation, and clutter. These variables are tailored to the project design and used to predict the signal levels to and from a specific area (grid). Reliability is also factored into the calculations to account for variability. Predicting the reliability needed in a public safety radio system means looking at the following factors. First, taking in to account the coverage area and assuring the signal levels will be adequate throughout to account for 95% of the defined particular areas (grids). This is termed as 95% reliability. Given that radio signal levels very based on numerous factors it is also necessary to determine the quality of signal meets acceptability. In the public safety world, a simple Delivered Audio Quality (DAQ) standard was determine for P25 operation. Using this bench mark it has been determined that a DAQ of 3.4 is considered acceptable and needs to be met 95% of the time when communicating. n Below is a key for interpretation of the coverage using this standard model. DAQ Definition 1 Usable speech present but not understandable 2 Speech understandable with considerable effort. Requires frequent repetition due to noise or distortion. 3 Speech understandable with slight effort. Requires occasional repletion due to noise or distortion. 3.4 Speech understandable without repletion. Some noise, or distortion present. Elert & Associates January 2017 Page 44 of 90

58 4 Speech easily understandable. Little noise or distortion present. 4.5 Speech easily understandable. Rare noise or distortion present. 5 Perfect. No noise or distortion discernable. This defines the desired public safety standard for adequate radio system operations as 95% coverage 95% of the time. Terrain The given area terrain factor is modeled into the analysis as the varying elevation levels play a huge factor in radio coverage. Having a high point of ground in between the tower and the talking radio will reduce signal level. Being on a high point of ground will increase the level of signal getting to the radio unit. These elevation levels are used in the calculations of signal level delivered to a site. Scott County Terrain Figure 1 Scott County Terrain Scott County covers approximately 469 square miles ranging in elevation from 170 meters (560 feet) to 253 meters (830 feet). A large portion of Scott County terrain is made up of agricultural terrain levels at approximately 230 meters (750 feet). The most prominent characteristic of the County would be the Mississippi river valley which defines the eastern and southern borders of the County. The river flows from the northern point of the eastern border at an elevation level of approximate 189 meters (620 feet) to where it leaves the county at the southern end to an elevation level of approximately 173 meters (570 feet). The County s northern border also follows a river valley as it traces the Wapsipinicon River track as it flows towards the east and dumps into the Mississippi. The general Elert & Associates January 2017 Page 45 of 90

59 terrain could be characterized a rolling hills farm ground with most of it trailing off into these two river valleys. Scott County does not have the common square shaped layout like most of their neighboring Iowa County s due to the river borders. However; the county layout is not extreme in shape layout. The river valleys and size of the metro area provide the most challenging details for coverage design due to their low elevation levels and the valleys the river areas create. Rock Island County Terrain Figure 2 Rock Island County Terrain Rock Island County has a unique border shape covering approximately 451 square miles, but with a backwards L shaped layout. From the furthermost points in the County it reaches approximately 51 miles apart. At the narrowest width the borders are less than 5 miles across. The County s western border is marked with the Mississippi river from north to south. The metropolitan area of the quad cities divides the County in the middle with farmland most making up the Northern and Southern parts of the County. The highest point in the County seems to be in the southern end around the Reynolds area at approximately 247 meters (810 feet). The County also has a large river valley on their eastern border and then cutting the County in the center as it dumps into the Mississippi river. This is the Rock river valley and it provides a challenging terrain area near the metropolitan area of the county. Given the layout length of the County and the terrain characteristics of the river valleys radio coverages become challenging in trying to reach into a lot of the low-lying valley areas. Elert & Associates January 2017 Page 46 of 90

60 Land Use (Clutter) The given land use factor is modeled into the analysis as a consideration of the loss of signal as it will pass thru the clutter incurred at a given site. Various natural clutter (vegetation, man-made objects) will reduce the signal more or less depending on their structure. It is impossible to know the exact amount of any given area without specifically measuring it, but realizing it can change. Figure 3 shows the land use (also known as clutter in propagation prediction) as defined in the Land Use Land Cover (LULC) database for Rock Island and Scott Counties. The key to the right shows the land use employed by the prediction program to calculate coverage. Most of the area is identified as agricultural, residential, commercial/industrial, and forest. Figure 3 Rock Island - Scott County Clutter Coverage Guide Thus, the coverage maps illustrate to the user the ability for the subscriber radio to have an air interface that is workable and that allows for a reasonable likelihood of having voice communications. This does not mean that communication is not possible in the weaker areas, but the reliability of communications will be reduced. The table below illustrates the general color categories of each map and defines their anticipated level of service and reliability. Since coverage maps are generated with a given set of parameters they represent a specific category of radio operation. The table below is a key to understanding these categories. Coverage map area Grey Areas Red Areas Orange Areas Yellow Areas Green Areas Coverage description Expectation of no radio coverage. Expectation of spotty radio coverage talk out more likely than talk in. Expectation of portable radio outdoor coverage talk out as well as talk in. Expectation of standard home indoor radio coverage talk out as well as talk in. Expectation of large building indoor radio coverage talk out as well as talk in. Elert & Associates January 2017 Page 47 of 90

61 Existing Radio Coverage The following are acronyms are used throughout this section. PTO Portable talk out The ability of a handheld radio to be reached from a tower site PTB Portable talk back The ability of a handheld radio to reach a tower site MTO Mobile talk out The ability of a vehicle radio to be reached from a tower site MTB Mobile talk back The ability of a vehicle radio to reach a tower site SPECIAL NOTE: Mobile coverage is not being illustrated due to the fact the anticipated design will provide nearly 100% county-wide services to mobile radios and well past the county boundaries. All county coverages anticipated a portable on the hip assuming 8 db structures while all metro coverage predictions assume 15 db structures. Rock Island and Scott County EDACS Radio System as Offered Today Figure 4 RACOM Coverage MTO Figure 5 RACOM Coverage MTB Figure 6 - RACOM Coverage - PTO Figure 7 - RACOM Coverage - PTB Elert & Associates January 2017 Page 48 of 90

62 Figure 8 - RACOM Coverage - PTO Figure 9 - RACOM Coverage - PTB The predictions illustrated by Figure 4-9 estimate the existing radio system coverage provided by the RACOM network sites based on information collected from the FCC licenses and system information provided by RACOM. These predictions are based on a parameter design to estimate portable talk out (PTO) and portable talk back (PTB) coverage. The model also uses the current outdoor BDA sites to show some level of enhancement from the sites. It should be noted there are no coverage displays from the SECC and Five Points sites for PTO due to the fact they are voting receive sites only and thus do not improve talk out coverage. The projections do match the perspective of existing coverage as obtained through the interviews and surveys. These figures display an overall view of the Scott and Rock Island County borders. Predictions use the clutter information (see Figure 3) in the calculations to estimate the signal level. The antenna selection to produce the prediction is an estimate based on the performance information from original antenna vendor. Elert & Associates January 2017 Page 49 of 90

63 Projected Radio Coverage The sites as shown in the following projections generally use existing towers for all options though there are a couple of to-be-constructed sites where towers do not exist today or could not be found on available tower databases. Elert has determined for this study to provide three options for comparison. OPTION 1: RACOM -- Current Sites Only P25 Figure 10 RACOM Sites P25 PTO Figure 11 RACOM Sites P25 - PTB RACOM Sites Quad City View -- P25 Figure 12 - RACOM Sites P25 - PTO Figure 13 - RACOM Sites P25 - PTB Elert & Associates January 2017 Page 50 of 90

64 OPTION 2: 16 Site Conceptual Design P25 Figure Site PTO Figure Site PTB 16 Site Conceptual Design Quad City View -- P25 Figure Site PTO Figure Site PTB Site Key for Option 2 and 3 Coverage Maps Blue Existing tower site Pink Greenfield tower site No tower exists today in the needed location Elert & Associates January 2017 Page 51 of 90

65 OPTION 3: 19 Site Conceptual Design P25 Figure Site PTO Figure Site PTB 19 Site Conceptual Design Quad City View -- P25 Figure Site PTO Figure Site PTB Paging Predictions Figure 21 Rock Island Co Paging Figure 22 Scott Co Paging Yellow Outdoor Green Residential Indoor Elert & Associates January 2017 Page 52 of 90

66 Potential Options The following are the potential options for the Quad Cities Area to consider for the infrastructure design. All options involve a transition to P25 Simulcast operation which by just that transition will improve coverage but not sufficiently to reach the readily accepted goals related to improvements in in-building coverage. The predictions represent combinations of potential sites to improve coverage within the County and in the Cities. These are representative of several potential configurations and are the conceptual designs used for cost estimates Option 1 Current Radio System - 10 Sites - Existing Option 1 assumes a migration to P25 operation with a RACOM partnership and using the existing sites. Outdoor BDA sites currently in operation were either shut down or assumed to be sites where coverage needed improvement. There is an assumption some tower strengthening would be needed and almost all new shelters will likely be required at the sites. The maps represent the coverages believed to be provided by the identified existing sites and the gaps in coverage that would be anticipated. Green In-building Commercial -15 db loss Yellow In-building Residential -8 db loss Orange Outdoor Portable Red Poor Outdoor Portable Grey No Portable Coverage Elert & Associates January 2017 Page 53 of 90

67 Figure 23 Option 1 Portable Talk-Out Figure 24 - Option 1 Portable Talk-Back Elert & Associates January 2017 Page 54 of 90

68 Figure 25 - Option 1 - Metro PTB Elert & Associates January 2017 Page 55 of 90

69 Option 2 Minimal Coverage 16 Sites Simulcast Operation This Elert conceptual design option proposes a minimal coverage level system meeting recommended metro area in building operation levels, however in some area does not meet countywide in-building expectations. The design clearly identifies areas that would require additional sites to reach difficult coverage areas. Proposed blue sites are current tower structures that may be available for use. Proposed pink sites are location where no feasible tower structures reside and new tower would need to be built. Scott County has challenging geographic area coverage with the northern river valley and rural areas. Rock Island County has challenging coverage areas with the river valleys in the Southeast and Southwest borders. Map Color Legend: Green In-building Commercial -15 db loss Yellow In-building Residential -8 db loss Orange Outdoor Portable Red Poor Outdoor Portable Grey No Portable Coverage Figure 26 Option 2 Minimal Coverage- Portable Talk-Out Elert & Associates January 2017 Page 56 of 90

70 Figure 27 - Option 2 Minimal Coverage Portable Talk-Back Figure 28 - Option 2 Minimal Coverage- Metro PTB Elert & Associates January 2017 Page 57 of 90

71 Option 3 Complete Coverage 19 Sites Simulcast Operation This conceptual option adds three more sites which then improves the rural coverage where the 16 site option was lacking and is closest to the recommended performance expectations as outlined. Two sites were selected that are in Muscatine County that may or may not be available as in Southwest area there is not many to choose from. Contour of the river valley requires additional sites to send enough signal into valley structures. An additional site in Scott County will likely require construction of tower location as availability in the area is also non-existing. Builds on the Option 2 design by adding three more tower sites. Improves rural coverage in both counties Map Color Legend: Green In-building Commercial -15 db loss Yellow In-building Residential -8 db loss Orange Outdoor Portable Red Poor Outdoor Portable Grey No Portable Coverage Figure 29 Option 3 Complete Coverage Portable Talk-Out Elert & Associates January 2017 Page 58 of 90

72 Figure 30 Option 3 Complete Coverage Portable Talk-Back Figure 31 Option 3 Complete Coverage Metro PTB Elert & Associates January 2017 Page 59 of 90

73 Estimated Percent Coverage with 19 Sites Conceptual Design Area Outdoor 8dB Residential 15 db Commercial % PTO % PTB % PTO % PTB % PTO % PTB Rock Island County Scott County Bettendorf Blue Grass Buffalo Carbon Cliff Coal Valley Cordova Coyne Center Davenport East Moline Eldridge Hampton Le Claire Milan Oak Grove Moline Port Byron Princeton Andalusia Dixon Donahue Hillsdale Long Grove Maysville New Liberty Rock Island Arsenal Rock Island City Note, the cells highlighted in the table do not quite meet the 95% percent coverage levels. Elert & Associates January 2017 Page 60 of 90

74 Backhaul Path Predictions Changes to the trunking system designed to provide enhanced coverage for the County will require backhaul and preferably other than leased T1 circuits. The following represent potential microwave topologies based on the conceptual designs found above with the assumption the QCIC fiber will be used to interconnect the dispatch center sites. Initial verification of microwave paths have been reviewed. Figure RACOM Sites Microwave Ring Topology Figure 33 Potential 16 Site Microwave Ring Topology Elert & Associates January 2017 Page 61 of 90

75 Figure 34 - Potential 19 Site Microwave Ring Topology In all of the conceptual designs MPLS would be used to interconnect the sites thus allowing for the interfaces to the microwave and/or QCIC fiber links. By using the ring (or loop) architecture there are multiple paths providing the redundancy and thus the overall reliability is improved. In the final design, if a fiber node where near enough to a tower site this connectivity would be considered vs. microwave. Elert & Associates January 2017 Page 62 of 90

76 Budgetary Costs for Presented Options The following tables are the summary budgetary estimates for an outright purchase of the presented conceptual designs. All designs assuming P25 700/800 MHz Trunking. The number and cost of the field units are identical in each option. As noted previously, each option offers a possible alternative thus providing coverage for public safety radio systems as described. Current Radio System - 10 Existing Sites, Assuming Simulcast System Component Description Cost Radio System Infrastructure Paging/Siren System Towers and Civil Dispatch Center Equipment Vendor Services Field Terminal Equipment Repeaters, satellite receivers, voting, simulcast, antennas, microwave, power, and alarms Simulcast paging system to support both counties Towers, tower strengthening, civil upgrades, shelters and designer fees Radio consoles, network switches and routers and audio logger(s) Engineering, installation, testing, commissioning, and training Mobiles, portables, and associated accessories $5,779,000 $328,000 $2,366,000 $2,100,000 $1,589,000 $- Contingency Equipment, services, and site work $1,500,000 Professional Services Licensing, consulting, and project management $405,000 Total $14,067,000 Special Note: The ongoing monthly cost of tower leasing has not been included in any of the above numbers as each tower leased would need to be negotiated. Elert & Associates January 2017 Page 63 of 90

77 Option 2 Minimal Rural Coverage 16 Sites Simulcast Operation System Component Radio System Infrastructure Paging/Siren System Towers and Civil Dispatch Center Equipment Vendor Services Field Terminal Equipment Description Repeaters, satellite receivers, voting, simulcast, antennas, microwave, power, and alarms Simulcast paging system to support both counties Towers, tower strengthening, civil upgrades, shelters and designer fees Radio consoles, network switches and routers and audio logger(s) Engineering, installation, testing, commissioning, and training Mobiles, portables, and associated accessories Cost $8,366,000 $368,000 $4,574,000 $2,100,000 $2,980,000 $- Contingency Equipment, services, and site work $2,384,000 Professional Services Licensing, consulting, and project management $586,000 Total $21,358,000 Special Note: The cost of tower leasing has not been included in any of the above numbers as each tower leased would need to be negotiated. However, the cost of building three new towers and site development cost has been included in the Tower and Civil line item. Elert & Associates January 2017 Page 64 of 90

78 Option 3 Complete Coverage 19 Sites Simulcast Operation System Component Radio System Infrastructure Paging/Siren System Towers and Civil Dispatch Center Equipment Vendor Services Field Terminal Equipment Description Repeaters, satellite receivers, voting, simulcast, antennas, microwave, power, and alarms Simulcast paging system to support both counties Towers, tower strengthening, civil upgrades, shelters and designer fees Radio consoles, network switches and routers and audio logger(s) Engineering, installation, testing, commissioning, and training Mobiles, portables, and associated accessories Cost $9,343,000 $368,000 $5,522,000 $2,100,000 $3,248,000 $- Contingency Equipment, services, and site work $2,716,000 Professional Services Licensing, consulting, and project management $654,000 Total $23,951,000 Special Note: The cost of tower leasing has not been included in any of the above numbers as each tower leased would need to be negotiated. However, the cost of building three new towers and site development cost has been included in the Tower and Civil line item. Elert & Associates January 2017 Page 65 of 90

79 Recommendation Radio System A P25 trunked system platform is essential to provide public safety features and operational needs of the Quad Cities area public safety needs. The level of overall system performance expectations for these agencies continues to increase with the demand for portable operational support. Public safety officers must be able to communicate throughout the two counties with a portable field unit both outdoors and indoors. Areas of marginal or no coverage using portables must be addressed. Although each of the options presented improved overall coverage, much of the in-building performance requires sites with some degree of overlap to improve the chance of signal penetration. In areas where no overlap exists, the distance to a site needs to be minimized. Today the area is served by eight (8) base station repeater sites with most in the metro area. Scott County has reasonable outdoor portable coverage while Rock Island County has portable coverage in the metro areas only. Option 1 would utilize only the existing RACOM sites and the improvement would be a possible move to simulcast and the use of P25 (digital) operation. Option 2 Primarily focuses on best coverage in the metro areas and adding outdoor coverage to the rural county areas. It moves away from any existing sites that do not provide adequate infrastructure today and looks for best site locations based on coverage needs. To get to this option the number sites increased from ten (10) in the RACOM predictions to sixteen (16). Option 3 adds three (3) more sites thus nineteen (19) and this expansion is expected to meet the generally acceptable coverage of indoor portable operation county-wide in residential structures. Within the metro Quad Cities the concentration of sites would provide light commercial structures with in-building coverage. Elert & Associates recommends with any of the options the use of some multiband (VHF/UHF/700/800 MHz) radios for police users to allow for instantaneous interoperability. A vehicular repeater system for police and fire would assist if either department requires a boost in on-scene coverage. Although the new system design will improve overall coverage, there will be areas such as a large building complex that will perform better with a local repeater. Industrial buildings and hospitals may introduce more attenuation than the repeater infrastructure can overcome. A properly located vehicular repeater will provide additional building penetration. NFPA 1 recommendations also provide guidance that could be employed to improve in-building performance. The Quad Cities area and its public safety departments should consider including the recommendation into local building ordinance to ensure in-building communication capability. The extent to which these guidelines would be implemented would be up to the individual authorities, but their use would assist in ensuring public safety communications. E&A s recommendation is to pursue Option 3, a 19-site, twelve talk-channel simulcast system, and to do the following: Elert & Associates January 2017 Page 66 of 90

80 Choose to deploy an independently operational P25 Phase 1 or Phase 2 system. Develop an RFP to choose a qualified vendor. Employ multi-control station backups at the dispatch centers and EOC. Implement gateways to adjacent County public safety channels. Employ AES digital encryption for select police talk groups. Develop procedures that closely align between the dispatch centers to allow these centers to provide backup to each other. PSAP/EOC Facilities Elert & Associates recommends each of the four operational PSAPs and EOCs enhance their operations by acquiring and operating radio consoles consistent with the selected P25 radio system and of the same manufacturer thus providing: Consistency of trained dispatchers Ability to provide instant backup and situational overload for any of the four centers when needed Direct interconnection to trunked radio system deployed supporting: o Emergency button o Dispatch override o Patching using pseudo talk groups o Direct access to all assigned talk groups Radio System Management Within the existing 28E Governance radio system management group made up of multiple public safety entities of the Quad City area will need to develop a sub-group who will focus on creating and operating a P25 trunked radio system to serve all users. This sub-group needs to exist no matter how the radio system is acquired to offer the long-term decision making which will ultimately be required. This sub-group should be given the following charge: Gain a full and complete understanding of all needs as dictated by the users Create a cost sharing model acceptable to all agencies served Report the agency heads who will likely be the final decision makers Work with consultant to develop a Request for Proposal for system acquisition Oversee the acquisition and upgrade process Once system is accepted and operational, review and authorize all changes Take on the role of being the primary interface to the selected vendor supporting the radio system Elert & Associates January 2017 Page 67 of 90

81 Own vs. Lease The cost for new systems is in the order of several million dollars, as stated above. For this comparison, it is assumed that a complete P25 trunked radio system including backhaul must be built. The entire investment in such a network would require a payback that is not realistic for a private investor in today s financial environment without a long-term commitment from the users. Thus, a standalone system to be developed by a commercial vendor would have to be financially justified to their creditors. It is for this reason that under a lease or cost per radio there is an expectation the users will have some level of investment/ownership. For nearly all systems the users of the radio system will own all radios and all dispatch subsystem elements at a minimum. If a company such as RACOM or STARCOM21 (Motorola) were to offer the coverage enhancements expected they would then need to develop a payment/charge plan to recover and pay for the infrastructure and time value of money over a set period-oftime (8-10 years). For the Quad Cities area public safety users one option is to continue the methodology of paying a per radio per month fee and have a private entity own and operate the infrastructure. Such an agreement is certainly possible though all parties must understand today the financial industry requires certain guarantees of repayment before loans are made whether to a government entity or a private entity. For large systems such as required for this area the choice typically is government can obtain money through bonding at a lower cost than any private company. Today, the cost per unit is about $25 per month. It is estimated that if the County were to choose to lease Option 2 at a per-unit cost, this cost would increase substantially. Further, it could easily require a long-term commitment. This option may not be a viable alternative without assurances to the vendor of long-term commitment. In addition, the costs of updates/upgrades and long term operation/maintenance need to be considered, and it is likely the monthly fees will escalate over time. As stated above, the cost of new public safety grade systems is several million dollars. The operational life of the infrastructure hardware should be about 15 to 20 years. Some radio replacements may be necessary over this time, as will software and some hardware upgrades to the system. Field terminal units would be replaced as needed. Advancements and improvements in P25 may eventually impact infrastructure components. It is unknown when this may happen, but possibly in 8 to 10 years. An older platform may not be able to support advancement in system feature sets until changes are made. The real cost of ownership needs to include maintenance of the infrastructure and routine upgrades, which is about 10% of the cost of infrastructure per year. Maintenance plans for all field units would be implemented in either case. The maintenance contract would need to place guarantees on the service time dependent on the severity of the problem encountered. Spare components would need to be secured to insure return to service is as quick as possible and thus this also becomes a long-term cost. Elert & Associates January 2017 Page 68 of 90

82 Transition Planning Developing a plan to transition from what has been disparate jurisdictional- and discipline-based systems to what should become a regional public safety and first responder communications system will require an alignment of new strategies and initiatives. The plan of action must continue to be driven by the organizations supporting it while focusing on the improvement of identified problems. Facilitating this change and managing the project of transitioning to a new technology will ultimately be a win win solution and will overcome the identified barriers. The transformation will not only involve equipment and systems, but is expected to address cultural, managerial, and financial impediments that unless addressed by the stakeholders, have the potential of killing the project. The steps necessary to affect a successful transition include the following: Create a quality assurance program with focus on problem resolution. Evaluate the current technology, systems, and weak points. Evaluate the alternatives related to operations and coverage. Assess each jurisdiction s business rules and related operations. Facilitate meetings and groups to find common ground for the design. Understand and assist in the development of system expectations. Coordinate the implementation of the new communication system. Create/design all necessary project management materials, tools, and documentation to affect a positive outcome. Prepare required reports to jurisdictional policy/decision makers. Training With the implications of new and enhanced technology to meet the demands of today s public safety, first responder, and EMS personnel, the need for training in the use of the new capabilities has never been greater. With the advent of these new technologies, it is possible for the first time to enable users to program the radio technology just the way they want. Increasingly, this integration of voice and data is having a positive impact on productivity. This very positive change can happen only if users are trained on how to make use of the new technology and to gain access to its features. The training plan must be a part of any transition plan, as not having officers and other staff properly trained in the use will certainly doom the project or at least not allow the gains of expected productivity to be realized. On-going Maintenance and System Upgrades Another cost to be reckoned with is that of the ongoing system maintenance and upgrades. Elert in past projects has found this cost after the initial warranty to be about 10% of the initial hardware/software cost per year gradually increasing at roughly the value of the Consumer Price Index (CPI). Elert & Associates January 2017 Page 69 of 90

83 Appendix 1 Quad Cities Area Site Documentation RACOM Towers and Sites The present radio system serving Scott County and portions of Rock Island County is owned and operated by RACOM with all sites connected via leased T1 circuits to the RACOM switch in Marshalltown, Iowa. This EDACS radio system operates using the 800 MHz band and designed as multi-site operation. With multi-site, generally a user radio can only utilize the repeaters at one site at a time. There are two other enhancements to the EDACS system serving this area: Use of two outdoor Bi- Directional Amplifiers (BDAs) and two voted receiver sites. There is a total of eight (8) EDACS repeater sites located in these two counties. The one area not specifically served is the general Rock Island County rural portions. The Rock Island Sheriff s Department utilizes VHF repeaters to serve this area. All user radios are charged a monthly fee to operate on the EDACS network and this money is used by RACOM to pay for the radio system capital cost and on-going maintenance and support. Elert visited every RACOM repeater site and has found most utilize leased towers and the equipment shelter buildings are not large enough to support an upgrade and none meet the expected NEC and ground standards in place today as requirements by the major manufacturers of these types of radio systems. It is reported there are about 10,000 radios on the EDACS system today with may having been upgraded to P25 Phase 1 capability. The agreement with RACOM is to provide a radio system to serve the agencies in the Quad Cities metro area and Scott County with outdoor portable coverage throughout and expanded metro area in-building coverage (assuming 12 db structures). It is also understood RACOM is expanding outdoor coverage in the rural portions of Rock Island County as an ongoing project. Dispatch Centers There are multiple 911 dispatch centers serving Rock Island County public safety operations while in Scott County all agencies are served by a single consolidated multidispatch center operation, the SECC. The consolidation in Rock Island County is expected to result in three PSAPs thus meeting the cutback requirements of the State of Illinois: RICOMM (City of Rock Island and possibly Silvis) Milan (Milan, Centre, East Moline and possibly Silvis) Rock Island County Sheriff s Office Thus, there will be a total of four 911 Dispatch Centers in the Quad Cities area and the Emergency Operations Center in Scott County. The Scott County Emergency Operations Center is the old county dispatch center and is located in the lower level of the Sheriff s Office. Elert & Associates January 2017 Page 70 of 90

84 There is the anticipation of up to 49 total radio dispatch consoles distributed as follows: Dispatch Center or EOC Number of Consoles SECC & EOC 23 RICOMM (City of Rock Island) 5-6 Milan 8-10 RICO (Rock Island County) 3 Scott County Back up Dispatch 7 E&A Note: The number of consoles at RICOMM and/or Milan could change as Centre and Silvis determine which centers work best for their partnership and consolidation. All dispatch centers connect to the EDACS radio system via control stations today and thus none have a direct interface to the trunking system. The dispatchers are not provided some the most desirable features offered by a direct connecting to the trunking system. E&A Comment: All dispatch centers are recommended to meet the physical facility recommendations and guidelines as described in NFPA 1221, FEMA 321, and FEMA 426. These standards and guidelines focus on how these facilities are constructed, operated, powered, lit, and operated relative to their ability to survive a physical event, offer security, be sustainable and in particular, the PSAPs should have the necessary level of communications capabilities. After major tragedies across the country and lessons have been learned about these emergency communications facilities, standards have been developed that capture and present the best design solutions. Dispatch Center Photos SECC 911 PSAP Milan 911 PSAP Elert & Associates January 2017 Page 71 of 90

85 City of Rock Island (RICOMM) PSAP Rock Island County 911 PSAP Scott Emergency Operations Center Quad Cities Interoperable Communications (QCIC) Network The Quad Cities have developed a government owned 72 strand underground fiber optics network interconnecting its public safety agencies as shown in the drawing. In the addition, there is the option of using the fiber installed by Bettendorf also to provide interconnectivity. There are twelve strands of fiber in each run dedicated to public safety use. The Governing Board of QCIC has released a RFP attempting to find a commercial partner interested in managing the network. The QCIC network today passes through seven (7) cities and within the two (2) counties. This fiber would likely be utilized in the support of the dispatch centers. Elert & Associates January 2017 Page 72 of 90