Cover photo: Smoke from a nearby wildfire is visible from the Lime Hill radio site in Baker County. A crew from Summit Solutions Group was on site

Transcription

1 AUGUST 2015 MONTHLY PROGRESS REPORT

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3 Cover photo: Smoke from a nearby wildfire is visible from the Lime Hill radio site in Baker County. A crew from Summit Solutions Group was on site recently to tighten the tower assembly bolts.

4 State Radio Project MONTHLY PROGRESS REPORT PROJECT AND GOALS UPDATE We continue to build sites and install microwave and trunked radio repeaters, and the process is going quite well, said Dick Upton, State Radio Project manager. The big summer build season has the radio project on target to complete civil site work by October, with the exception of four sites that have presented a variety of challenges: Applegate Butte, Cabbage Hill, Glass Butte and Sugar Pine. We are working hard to coordinate with regulators and site managers to get Applegate Butte and Sugar Pine up and running this fall, Upton said. We recognize that these sites may come down to the wire, and we may even consider continuing technology installations with snowcats if required. Glass Butte, being built by the Bonneville Power Administration, will not be finished until 2016 or possibly In the meantime, the project team is developing a plan to close the microwave loop with short-term installations on other facilities. A few additional sites may push into early 2016 for completion if winter weather is an issue, but those are not critical trunked radio or microwave sites. Work on the new console system is also progressing. During July, dispatch consoles were installed at the ODOT dispatch center in Bend, at the ODOT and Oregon State Police Southern Command Center in Central Point, and at the ODOT Transportation Maintenance Operations Center in Portland. We really appreciate the patience of the dispatchers. Even though they are excited to be getting a new console system, the installation process can be disruptive and adds additional equipment to their desks, said Lisa Strader, State Radio Project assistant manager. The first redundancy test between console systems installed in Salem and Bend proved successful, with each center seamlessly taking over operations when the other was deliberately taken down for testing. The formal fail-over test will occur in August during system acceptance testing. An issue came to light during the console installation process relating to the multiple voter configuration structure the State Radio System uses to manage radio traffic. Vendor Pantel International is designing a solution to address incompatibilities between the console and voting systems. The new design and the appropriate testing require four additional weeks to implement. Consequently, the console team will defer field and system acceptance testing until the new solution is ready. To avoid a gap between end-user training and the beginning of the 90-day confidence test, team leaders rescheduled the training for September. The schedule extension allows for more pre-testing and clearing of punch-list items to ensure a smooth cutover from the existing system. Weekly meetings continue leading up to the installations of the wireless infrastructure management system, including the two manager-of-manager units in Salem and Bend. The ODOT Wireless Communications Section has completed a detailed review of each radio site to identify equipment needed to install the remaining 200-plus WIMS units. Ordering of that equipment has begun. Our current assessment of work volume versus progress shows we are still on track to finish the project by June 30, 2016, with the system being fully operational and within budget, Upton said. INFRASTRUCTURE S ix sites received notice to proceed in July: Criterion Summit and Shaniko Tanager in Wasco County, Howard Butte in Wallowa County, Klamath Falls in Klamath County, Ontario District Office in Malheur County, and Tillamook Head in Clatsop County. Work includes shelter August 2015 No. 59 Page 1

5 MONTHLY PROGRESS REPORT State Radio Project improvements at four sites, a new tower at one site, HVAC work at three sites, new ice bridges at two sites, grounding and electrical work at three sites, and a new propane tank, generator, signage and fencing. Substantial completion was achieved at the Ontario District Office site. NARROWBANDING T he radio project met the required Federal Communications Commission mandate to transition to narrowband operations ahead of the November 2013 deadline. Work on several narrowbandingrelated items, including antenna installations, office remotes and power system upgrades, and construction of a number of infill sites will continue through CONSOLIDATION T he radio project goal to consolidate the ODOT and OSP wireless communications systems into a single unit and allow for shared efficiencies and integration between the existing state systems is complete. OSP staff, communications sites and communications systems were consolidated with ODOT as of July 1, The work to transfer the OSP sites to ODOT is complete. INTEROPERABILITY T he State Interoperability Executive Council issued an opportunity for public safety radio systems to apply for funds from the radio project s $2.3 million interoperability budget. Applications are due by Sept. 30 and will be reviewed by an SIEC subcommittee with recommendations to the Executive Committee. Award of funds will occur later this year. A request for proposals is in development to survey public safety users in the state about current interoperability capabilities and needs. PROJECT PROGRESS The total budget for the radio project is $229,991,920. Less expenditures from the previous biennia and those expended by the Oregon Wireless Interoperability Network program, or OWIN, the remaining budget is $175.1 million. The work components necessary to launch the revised State Radio Project include project management, narrowbanding, microwave modernization, trunking, tactical interoperability and partner obligations. The budget and schedule for the project s active components are provided in the State Radio Project monthly dashboard; supplemental information in this report is based upon the work breakdown structure detailed in the State Radio Project s Project Management Plan. WBS 1.0 PROJECT MANAGEMENT SUMMARY Project management consists of those elements that are projectwide and affect all other WBS sections. For WBS 1.0 Project Management, 92 percent of the total budget has been expended to date. Page 2 August 2015 No. 59

6 State Radio Project MONTHLY PROGRESS REPORT ASSET MANAGEMENT Microwave equipment was released during July for Black Cap, Brothers Maintenance, DC 911, Grizzly Peak, Ladd Canyon, Lone Pine and Murdock, and additional equipment was released for Bend Maintenance and Table Mountain (Jackson). Narrowband radio equipment was released for Hogback, Pine Mountain and Wampus Butte. Asset management staff continues to work with the radio project s Finance and Financial Services staff to reconcile expenditures to sites. Preparations are underway to relocate the project warehouse by Dec. 1. The asset management team is coordinating with the ODOT Wireless Communications Section. Staff are working closely with ODOT Surplus to recycle and surplus decommissioned equipment returned from field sites, including buildings, obsolete analog microwave radios and microwave antennas, and generators that are being replaced as they reach end of life. CHANGE MANAGEMENT There are two types of change requests, administrative and formal. Administrative changes are those that do not affect the project s baseline scope, schedule or budget. Formal changes are those that affect those project baselines. During July, 13 change requests were processed and approved. June 2015 July 2015 Total to date Administrative Formal Total The following table represents the value of the project s contingency budget at the end of the two most recent months. The change is due to approval of formal budget changes executed in July. June 2015 July 2015 Total Change Contingency budget, end-of-month value $2,289,858 $2,444,245 $154,387 COMMUNICATIONS MANAGEMENT Communications staff provided the following project information/materials during July: Produced July 2015 Monthly Progress Report Produced July 2015 Project Dashboard Produced July 2015 Key Project Facts sheet Updated project website on Oregon.gov Distributed project information notices via GovDelivery Produced and published project feature story in Inside ODOT Provided update on radio project activities to ODOT public affairs staff August 2015 No. 59 Page 3

7 MONTHLY PROGRESS REPORT State Radio Project Project management and staff also conducted the following outreach activity: Participation in and facilitation of the monthly State Radio User Group meeting QUALITY MANAGEMENT The following table is a snapshot of the past two Quarterly Project Status and Improvement Reports issued by Public Knowledge. First quarter 2015 Second quarter 2015 Overall risk the project will not meet scope, budget or timing goals High High Total number of risks identified during the review period Total number of high-rated risks identified during the review period 3 2 In addition to reporting risk findings, Public Knowledge evaluates 35 quality standards each quarter, which are also ranked as high, medium or low risks. The following table is a summation of those ratings. First quarter 2015 Second quarter 2015 Standards rated as high risk 14% 17% Standards rated as moderate risk 66% 66% Standards rated as low risk 20% 17% The following table is a snapshot of the issues, categorized by WBS section, managed by the project during July. Project management develops planned actions and target dates for resolving these issues. Until an issue has a target resolution date, it is not included in the planned for resolution count. Number of active issues Number planned for resolution Total resolved 1.0 Project Management Narrowbanding Microwave Modernization Trunked Radio Interoperability Partnerships Planning and Engineering Total Page 4 August 2015 No. 59

8 State Radio Project MONTHLY PROGRESS REPORT WBS 2.0 NARROWBANDING The narrowbanding component of the radio project involves two primary work efforts. First is to transition ODOT and Oregon State Police radio operations to narrowband mode, which the radio project completed in August 2013 in advance of the revised federal deadline of Nov. 1, The second effort includes implementing equipment upgrades, beyond those required for narrowband operation, to mountaintop tower sites and office locations throughout the state. For WBS 2.0 Narrowbanding, 98 percent of the total budget has been expended to date. The radio deployment section of work (WBS 2.3) consists of two primary elements: training and deployment of mobile radio equipment, and training and deployment of handheld, portable radio units. Recipients of this equipment include ODOT and OSP employees, along with select groups with the Oregon Department of Corrections and the Oregon Office of Emergency Management, as identified by the agency. The radio deployment effort is complete. The project s effort to complete closeout work for the radio deployment, including final reconciliation of all work, is ongoing. WBS 3.0 MICROWAVE MODERNIZATION The microwave component of the radio project involves replacing old and outdated ODOT and OSP analog microwave with digital microwave and making associated site improvements. Microwave installation includes the acquisition, installation, implementation and optimization of the new digital microwave radios, antenna dishes, wave guide, routers and ancillary equipment to support both conventional and trunked radio systems. Network implementation consists of integrating routing, switching and monitoring equipment into the microwave system to move both voice and data messages over the digital microwave system. Improvements to towers, shelters, power supplies and other facilities required by the upgraded microwave and trunked radio systems are anticipated at most sites. New leases, permits and agreements will be obtained as needed. The budget for this project component, totaling $52 million, is comprised of $19 million for installation, $5.6 million for network implementation, $26.1 million for site work and $1.3 million for wireless infrastructure management system implementation. For WBS 3.0 Microwave Modernization, 62 percent of the total budget has been expended to date. INSTALLATION AND IMPLEMENTATION The project is tracking the implementation of the microwave network in two ways: by individual sites and by individual hops. A microwave hop connects two sites to each other. In most cases, a single site will require equipment sets to support multiple hops. The microwave network is established by connecting the hops together. August 2015 No. 59 Page 5

9 MONTHLY PROGRESS REPORT State Radio Project The radio project will report a site as microwave installation complete when all equipment needed to support all hops has been installed at the site. The project will report a microwave hop complete when equipment connecting two sites has been installed. SITE IMPROVEMENTS The site improvement process includes three phases: pre-design, design and construction. Pre-design phase: Tasks completed from inception to approval by the Site Review Committee, the project s change review board. Pre-design scoping activities at all sites are complete; however, radio project staff will revisit sites as necessary to address any needs that may arise during the design process. Design phase: Tasks completed from site planning through acquisition of the site building permit. Construction phase: Tasks completed from the acquisition of the building permit to the completion of site construction. WIRELESS INFRASTRUCTURE MANAGEMENT SYSTEM The wireless infrastructure management system, previously referred to as the network management system, will provide monitoring, alarming and control capabilities for system components and associated equipment. WBS 4.0 TRUNKED RADIO SYSTEM A trunked radio system is used to maximize available capacity in a two-way radio system. Because not everyone in a group talks at once and radio transmissions are usually short, a trunked computer can assign talk frequencies in a manner that allows multiple groups of users to share a small set of frequencies without hearing each other s conversations. This effectively compresses the voice signals and enhances the capacity of the system. The trunked system will allow local radio communications between public safety personnel; microwave will distribute those signals over a larger area, enabling distance and interagency communications. The $27.2 million budget for the trunked radio system includes five primary work efforts: procurement and installation of trunked radio repeaters for $15.1 million, switches for $2.1 million, dispatch consoles for $4.8 million, testing and training for $3.6 million and VHF integration for $1.6 million. For WBS 4.0 Trunked Radio System, 60 percent of the total budget has been expended to date. Development of the trunked radio system includes three categories of work: repeater and site control equipment, central trunking switches and dispatch consoles. Section 7.0 Planning and Engineering also includes progress on the design efforts related to the trunked radio system. Page 6 August 2015 No. 59

10 State Radio Project MONTHLY PROGRESS REPORT WBS 5.0 INTEROPERABILITY Improvements to state interoperability will be captured in this section. The State Interoperability Executive Council is currently heading statewide planning efforts to develop the overarching plan for interoperability in Oregon. Once the SIEC has finalized its plan, the project will initiate work on this effort. The project budget for this section is $2.3 million. For WBS 5.0 Interoperability, 1 percent of the total budget has been expended to date. No interoperability activities took place during July. WBS 6.0 PARTNERSHIPS Partnerships were developed between the former OWIN program and local jurisdictions with the intent to reduce costs to both parties. These agreements created interdependency among participants for a functional system. The radio project has identified the partnership groups listed below as including sites that require work to meet the needs associated with these agreements: Chemical Stockpile Emergency Preparedness Program (CSEPP) (WBS 6.1.1) Lincoln County (WBS 6.1.2) North Coast (WBS 6.1.3) North Valley (WBS 6.1.4) Southwest Seven (WBS 6.1.5) Klamath County (WBS 6.1.6) Additional partnerships (WBS 6.1.7) For WBS 6.0 Partnerships, 92 percent of the total budget has been expended to date. OWIN OBLIGATIONS All partnership work is complete with the exception of Klamath County. Radio project staff is working with the site contractor to resume work at the remaining site. The expected completion date for Klamath County partnership obligations is October Agreements: Umbrella and supplemental agreements executed in a given region. Design phase: Tasks completed from site planning through acquisition of the site building permit. Construction phase: Tasks completed from the acquisition of the building permit to the completion of site construction. Microwave installation phase: All tasks involved in the installation of microwave equipment, from initiation to completion. Microwave installations may occur during a site s construction phase or after it has been completed. August 2015 No. 59 Page 7

11 MONTHLY PROGRESS REPORT State Radio Project Obligation complete: All work has been completed and associated quality reviews have been conducted and work approved. Quality reviews include those conducted by the partner(s), Wireless Communications Section technicians and by representatives of OEM. STRATEGIC TECHNOLOGY RESERVE Activities related to the deployment of the Strategic Technology Reserve (WBS 6.5) have been completed. Operations of the reserve have been transferred to the Wireless Communications Section. WBS 7.0 PLANNING & ENGINEERING The planning and engineering section of the work breakdown includes design and development activities associated with the previous WBS sections. For WBS 7.0 Planning and Engineering, 96 percent of the total budget has been expended. Statewide planning activities (WBS 7.1) are captured under 7.5 Interoperability Design. The project has completed all narrowband planning (WBS 7.2) efforts and has transitioned ODOT and OSP radios to operate in narrowband mode. The microwave design (WBS 7.3) is considered substantially complete. Small adjustments continue to be made in response to needs identified during the site acquisition and construction processes. Coordination of microwave implementation is well underway. Development on the radio project s trunked radio system (WBS 7.4) design is ongoing. The project has no update to report on the development of an interoperability design (WBS 7.5). Planning and development of the interoperability design continues to be in the hands of the SIEC. Once the SIEC has established a plan, the project will begin work to develop its implementation strategy. Partnership development (WBS 7.6) is complete. WBS 8.0 INTEGRATION TRAINING This section of work was developed and incorporated into the project budget during February It includes limited funding for training activities for Wireless Communications Section technicians and stakeholders. Activities related to integration training began in the third quarter of 2014 and will extend into For WBS 8.0 Integration Training, 61 percent of the total budget has been expended to date. No training activities took place during July. Page 8 August 2015 No. 59

12 State Radio Project MONTHLY PROGRESS REPORT STAFFING SUMMARY Full-time state employees and contractors are working on the radio project throughout Oregon. In July, the project employed 17 full-time equivalent state positions Number of Jobs State Radio Project Employees Site Development Staff (B&V) Contractors (SAIC, Legacy, HDR) Radio Staff (Harris & AECOM) August 2015 No. 59 Page 9

13 MONTHLY PROGRESS REPORT State Radio Project CONTRACT SUMMARY Including historic values of the previous OWIN program, the State Radio Project has spent $134,578,062 of the $180,853,202 currently available across the project s 16 contracts. This represents an overall expenditure of approximately 72 percent. To date in the biennium, $1,437,518 has been spent. This represents 1 percent of the total contract amount available and approximately 3 percent of the contract amount available for the biennium. CONTRACT SUMMARY BY VENDOR Expended Before 6/30/2011 Expended After 6/30/2011 Available Balance (7/31/2015) Contract amount available ABN Engineering - 574,232 85, ,935 AECOM 294,656 4,347, ,465 4,999,931 Aviat 9,456,115 9,827,316 12,451,021 31,734,452 Black & Veatch 6,168,224 5,568,365 11,401,803 23,138,392 CSGI 951, ,175 Federal Engineering 7,932, ,111 1,380,972 10,016,838 GDIT 3,750,794 6,417, ,644 11,010,231 Harris - 49,396,963 8,627,332 58,024,295 HDR 261,091 3,546,078 1,913,178 5,720,347 JLA Consulting - 70,124-70,124 Legacy Wireless 1,656,972 4,118,944 1,037,657 6,813,573 Misc. small contracts - 10,844,912 3,742,684 14,587,595 OBEC - 141,045 4, ,820 Pantel International - 2,249,498 1,949,951 4,199,449 Public Knowledge - 1,749,150 1,114,433 2,863,582 SAIC 1,032,492 3,518,448 1,366,523 5,917,463 Total 31,504, ,073,789 46,275, ,853,202 17% 57% 26% Page 10 August 2015 No. 59

14 State Radio Project MONTHLY PROGRESS REPORT PROJECT COST SUMMARY Original Budget 09/07/2011 Rebaselined Budget 09/30/2013 Prior Budget Changes as of 06/30/2015 Current Month Budget Changes as of 07/31/2015 Current Budget as of 07/31/2015 Funds Spent through 07/31/2015 Balance Narrowbanding Repeaters 6,100,000 4,415, , ,694 4,748,786 4,710,654 38,132 Office Remotes 2,000,000 2,116,600 (972,488.00) 56,939 1,201, , ,733 Hand Helds/Portables 33,200,000 25,742, , ,560 26,658,708 26,479, ,565 Cutover/Testing - 300,000 (69,295.00) - 230, ,705 - Narrowbanding Subtotal 41,300,000 32,574,329 99, ,193 32,839,250 32,252, ,430 Microwave Modernization Purchase & Installation 29,300,000 17,568,049 1,403,095 66, ,038,121 9,968,434 9,069,687 Network 5,498,992 22,310 87,144 5,608,446 5,198, ,172 Site Improvements 45,550,000 25,150,000 1,118,183 (223,139) 26,045,045 16,837,249 9,207,796 Network Management System 1,386,984 (141,984) - 1,245,000 60,407 1,184,593 Training & Equipment Acquisition 500,000 (500,000) Microwave Modernization Subtotal 74,850,000 50,104,025 1,901,605 (69,018) 51,936,612 32,064,364 19,872,248 Trunking Receivers 5,250,000 14,803, ,779 (362,841) 15,049,388 11,155,589 3,893,799 Switches 2,403,062 (288,813) - 2,114,249 2,114,248 1 Consoles 1,400,000 3,941, , ,833,651 2,337,976 2,495,675 Testing & Training 4,193,867 (576,250) - 3,617, ,469 3,064,149 VHF Integration 1,500,000 70,013-1,570, ,938 1,322,076 Trunking Subtotal 6,650,000 26,841, ,268 (362,275) 27,184,918 16,409,219 10,775,698 Interoperability Procurement & Installation 2,300,000 2,300,000 2,300,000 29,479 2,270,521 Interoperability Subtotal 2,300,000 2,300, ,300,000 29,479 2,270,521 Partnerships Construction 10,400,000 10,469,802-10,469,802 9,643, ,395 Partnerships Subtotal 10,400,000 10,469, ,469,802 9,643, ,395 Engineering Narrowbanding 1,300,000 1,532, ,339-1,864,111 1,817,486 46,625 Microwave Modernization 17,750,000 18,468, , ,712 19,557,135 19,901,317 (344,182) Trunking 1,850,000 9,299, ,424-9,661,800 8,419,871 1,241,929 Interoperability - 3,064,792 (1,431,054) - 1,633,738 1,374, ,630 Partnerships 410,155 (50,270) - 359, , Engineering Subtotal 20,900,000 32,775, , ,712 33,076,669 31,872,616 1,204,053 Integration Training Integration Training 500,000 (350,000) - 150,000 91,581 58,419 Integration Training Subtotal - 500,000 (350,000) - 150,000 91,581 58,419 Totals by Phase Narrowbanding 42,600,000 34,107, , ,193 34,703,361 34,070, ,055 Microwave Modernization 92,600,000 68,572,892 2,878,160 42,694 71,493,747 51,965,681 19,528,066 Trunking 8,500,000 36,141,301 1,067,692 (362,275) 36,846,718 24,829,091 12,017,627 Interoperability 2,300,000 5,364,792 (1,431,054) - 3,933,738 1,403,586 2,530,151 Partnerships 10,400,000 10,879,957 (50,270) - 10,829,687 10,003, ,445 Integration Training - 500,000 (350,000) - 150,000 91,581 58,419 Phase Subtotal 156,400, ,566,043 2,545,595 (154,388) 157,957, ,363,487 35,593,764 Project Management - 15,069,054 (343,837) - 14,725,217 13,513,721 1,211,496 Project Contingency Reserve - 3,852,259 (1,562,401) 154,388 2,444,245-2,444,245 Total State Radio Project 156,400, ,487, , ,126, ,877,208 39,249,504 Old OWIN Project Spending 45,000,000 49,256,733 (639,356) - 48,617,377 48,617,377 - Treasury Loan 8,000,000 6,247,831 6,247,831 6,247,831 - Total Old OWIN 53,000,000 55,504,564 (639,356) - 54,865,208 54,865,208 - Grand Total 209,400, ,991, ,991, ,742,416 39,249,504 August 2015 No. 59 Page 11

15 MONTHLY PROGRESS REPORT State Radio Project ESTIMATED PROJECT CASH FLOW $180 $160 $140 $120 Dollars in Millions $100 $80 $60 $40 $20 $0 Project Management Engineering Contingency Narrowbanding Microwave Modernization Trunking Interoperability Partnerships Page 12 August 2015 No. 59