Ernie B. McNeely, Township Manager Michael J. McGrath, Superintendent of Police Lower Merion Township Radio System Replacement DATE: June 25, 2014

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1 EXHIBIT B TOWNSHIP OF LOWER MERION POLICE DEPARTMENT DEPARTMENTAL MEMORANDUM INTEGRITY PROFESSIONALISM RESPECT TO: FROM: SUBJECT: Ernie B. McNeely, Township Manager Michael J. McGrath, Superintendent of Police Lower Merion Township Radio System Replacement DATE: June 25, 2014 On January 21, 2013, the Lower Merion Police Department received an official end of life notice from Harris Corporation regarding the current Enhanced Digital Access Communications System (EDACS). This system provides communication capabilities for the Police, Fire and Public Works Departments. The software and hardware are beginning to fail and cannot be repaired or replaced. This end of life notice prompted Lower Merion Township to request a formal proposal for the replacement of the EDACS system from our current radio maintenance vendor, RF Design. After an extensive investigation of the system s infrastructure and equipment requirements, the proposal recommended the complete replacement of the current EDACS with a new communications system based on Digital Mobile Radio (DMR) technology. The proposed DMR system will function using Hytera Digital Mobile Radios operated on a Selex Simulcast Tier III trunking radio system, which is designed for public safety operations. Upon receipt of this proposal, an independent analysis was performed by V-Comm, Lower Merion Township s communications consultant. The formal proposal from RF Design was examined and V-Comm s recommendation was to pursue DMR technology as a permanent solution for non-public safety Township departments and an interim solution for the Township s public safety departments. The system would also act as the backup system for the proposed Montgomery County 700/800MHz P25 Public Safety Radio System. Founded in 1993, Hytera is the second largest global radio terminal manufacturer with a market share of 12.6%. Radios manufactured by Hytera are purchased and distributed by large companies, such as Motorola and Harris. They are rebranded at a substantial increase in cost to the consumer. The Selex Simulcast Tier III trunking radio system is the DMR equivalent of the Motorola P25 system. The purchase of a standalone P25 System for Lower Merion Township would cost approximately 3.5 to 4 million dollars for the installation of the radio system infrastructure and portable/mobile ($1,800-3,400 each) radio equipment. This is a substantially higher cost compared to the recommended DMR system. The Tier III Simulcast trunking radio system on which the Hytera DMR radios will operate is manufactured by Selex ES. Selex ES is an international leader in electronic and information solutions for defense, aerospace, security, high-integrity surveillance, network 1

2 EXHIBIT B management, information security and mission-essential services, tested and proven in Europe and the USA. The Selex Simulcast trunking radio system serves as the chief radio system for the entire country of Italy; servicing the Italian State Police and Fire Departments. The DMR Tier III simulcast system is necessary to support a trunking radio system which is needed for multiple channels. Only two radio vendor s systems are capable of operating on the proposed Selex system; Hytera and Tait. Hytera offers the most value and is an industry leader in the manufacture of DMR radios. The Selex Simulcast trunking radio system and Hytera Digital Mobile Radios are currently used throughout the United States in Public Safety/Emergency Services; notably it is utilized by the City of Alexandria Police Department located in KY. Impact of Montgomery County 700/800MHz P25 Public Safety Radio System Upgrade The Lower Merion Police Department is the only police department in Montgomery County that does not utilize the County s current 800 MHz Public Safety Radio System for voice communications. The situation was necessitated by the failure of the current County Radio System to provide adequate coverage in the Township when the system was installed in the late 1990 s. At that point, Lower Merion Township upgraded our radio system to the current EDACS system. This system provided service to all Township departments, including Police and Fire. This system has performed extremely well but is now well past its useful service life. Montgomery County has contracted with Motorola to install a new 700/800 MHz P25 Public Safety Radio System for Police, Fire and EMS coverage. This system will be installed over the next two years. During the course of design and infrastructure planning, we will have to evaluate whether the new County system has overcome its coverage issues for Lower Merion Township. If the County system provides adequate coverage, both Police and Fire will be able to migrate over to this system for primary public safety communications. The Fire Department is already mandated to be on this system as the County provides regionalized dispatch service for EMS and Fire incidents throughout the County. Since 2012, the County has been patched into the Police Department s radio system to provide dispatch services for police incidents. Regardless of the outcome of the evaluation of the new County P25 System, the Lower Merion Radio System requires replacement due to its age and lack of serviceable replacement parts. If the new County P25 System overcomes the previously identified coverage issues and provides acceptable coverage for Lower Merion Township, then the Fire Department and Police Departments need to migrate over to this system for primary integrated voice communications. The Township DMR system will be utilized by the Public Works and Park and Recreation Departments as their primary communications while it will provide local backup for both the Police and Fire Departments. This is needed as the County System does not provide redundancy in the case of a system failure. Such failures have been documented numerous times for various timeframes including a 34 hour failure during Hurricane Sandy. 2

3 EXHIBIT B If the County P25 System fails to provide acceptable coverage for Lower Merion Township, the DMR System will be fully built out by adding additional mobile and portable equipment and will be the primary communications system for these departments. Pricing for RF-Design Digital Mobile Radio (DMR) System The state contract pricing submitted by RF Design includes the price of outfitting the radio communication towers and infrastructure with new equipment and DMR portable radios, mobile radios, and accessories for the Police, Fire, Public Works and Parks & Recreation Departments. The number of portable and mobile radios shown in the attached charts shows the purchase of a minimal number of radios needed to adequately equip the Township via a pooled system for use of radio equipment. As noted above, once the capabilities of the new County P25 System are know, a determination will be made whether to further build out the DMR system as the primary public safety system or to migrate to the County P25 System for Police and Fire. DMR Equipment and Accessories - $363, (see Appendix A) DMR Communication Infrastructure and Tower System - $1,431, Additional 10% Contingency - $179, RF Design Grand Total - $1,973, RF Design Installation Timeline The anticipated timeline for the installation of the communication tower and infrastructure system upgrades, and the delivery of the DMR radio equipment is 4 to 6 months. Summary It is my recommendation to purchase the Hytera Digital Radio System manufactured by an industry leader in global radio equipment. They operate on a Tier III Selex Simulcast trunking radio system, which has a tested and proven history worldwide. Installation and system maintenance will be completed by RF Design; who has a long history of providing Lower Merion Township Police, Fire and Public Works with exceptional service and quality equipment. V:\Radio System Upgrade 2014\DMR Radio System Recommendation - June 25, 2014.docx 3

4 EXHIBIT B Appendix A Police Department Item Amount Cost Each - PD782 G Total Portable Radios* , Mics (shoulder) , Batteries (included) Spare batteries , Radio cases , Battery chargers (Included) Bank chargers (6 bank) , Ear pieces , Total Portable Radios 72, Mobile Radios* , Splitting of mobile radio system , External speaker Installation of new & removal of old , Total Mobile Radios 24, Total of Portable and Mobile 97, * The portable and mobile radio inventory above for both the Police and Fire Departments are calculated to reflect the anticipated future transition to the Montgomery County P25 system. If, in the event County P25 system is not capable of meeting the needs of the Lower Merion Police and Fire Departments, additional portable and mobile radios will be purchased to ensure the outfitting of all Police and Fire personnel and vehicles. 4

5 EXHIBIT B Fire Department Item Amount Cost Each - PD782 G Total Portable Radios* , Mics , Batteries (included) Spare batteries , Radio cases Battery chargers (Included) Bank chargers (6 bank) , Ear pieces Total - Portable Radios 92, Mobile Radios* , Splitting of mobile radio system , External speakers , Installation of new & removal of old , Total - Mobile Radios 45, Total of Portable and Mobile 137, * The portable and mobile radio inventory above for both the Police and Fire Departments are calculated to reflect the anticipated future transition to the Montgomery County P25 system. If, in the event the County P25 system is not capable of meeting the needs of the Lower Merion Police and Fire Departments, additional portable and mobile radios will be purchased to ensure the outfitting of all Police and Fire personnel and vehicles. 5

6 EXHIBIT B Public Works - Parks & Recreation Departments Item Amount Cost Each - PD702 Total Portable Radios , Mics Batteries (included) Spare batteries , Radio cases Battery chargers (Included) Bank chargers (6 bank) Ear pieces Total - Portable Radios 38, Mobile Radios , Splitting of mobile radio system External speakers , Installation of new & removal of old , Total - Mobile Radios 89, Total of Portable and Mobile 127,

7 TOWNSHIP OF LOWER MERION Police Committee July 2014 Exhibit B Supplement

8 Township Radio System Review Township System provides: Primary Police Department Radio Communications Public Works Communications Miscellaneous Parks, Parking Services, etc. Fire Department has a separate leased system

9 Township Radio System Review cont. Township System is 15 years old! System is well past its service life Typical radio system service life is 7 to 10 years Equipment is failing and no replacement parts are available from any source

10 Township Radio System Review cont. Research on system conducted over several years System must be replaced in 2014 Funds have been allocated in Equipment Fund NO CIP Funds will be required for Radio Equipment System replacement will cover: Primary Police Communications Fire Department Communications Public Works and all other dept. needs

11 Township Radio System Review cont. System would provide primary police communications Replaces leased Fire Department System savings of $41,000 per year If County System is acceptable, Twp. system works as a redundant/backup system for police and Fire* * Current Police System has built-in redundancy

12 Montgomery County Radio Upgrade Project County Commissioners entered into contract agreement with Motorola in December 2012 to upgrade system and equipment to 700/800 MHz P25 System Standards. Replace radios and add additional functionality (microwave network) at a total cost of just under $30 million. County will cover all infrastructure upgrades/improvements ($24 million) Municipalities pay for their equipment.

13 Montgomery County Radio Upgrade Project Infrastructure Upgrades include: New and upgraded towers for improved coverage New lines and antennas at all sites Upgraded Dispatch systems Increased Capacity Microwave Network Flash upgrades to all Fire Radios to provide functionality with new system (eliminates need for Fire Department CIP Project)

14 Montgomery County Radio Upgrade Project Under contract, individual radios can be purchased for prices ranging from $2,900 to $3,900 Equipment orders due in late 2014 Build out of System 12 to 18 months from start date Payment for equipment now begins in 2016 not 2015 Can take advantage of 5 year payment plan (no interest) 4

15 Radio System Projects Cost Township System $2.0 Mil. ( ) System cost - $1.5 Mil. County System Costs - $1.6 Mil. (update payments due now in 2016, not 2015) Est. Total - $3.6 mil. For all radio equipment needs

16 2014 National Night Out Tuesday, August 5 th, 6 9 pm Suburban Square Anderson and Montgomery Aves. Lot across from Ruby s Heighten crime prevention awareness; Generate support for local anti-crime programs; Strengthen neighborhood spirit and police-community partnerships; and Send a message to criminals letting them know that neighborhoods are organized and fighting back.