SUBJECT: MARIN EMERGENCY RADIO AUTHORITY (MERA) NEXT GENERATION

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Evangeline Wiggins
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STAFF REPORT MEETING DATE: August 20, 2013 TO: City Council 75 Rowland Way #200 Novato, CA 94945-3232 (415) 899-8900 FAX (415) 899-8213 www.novato.

for a replacement system. RECOMMENDATION No formal action requested of Council at this time.

1 STAFF REPORT MEETING DATE: August 20, 2013 TO: City Council 75 Rowland Way #200 Novato, CA (415) FAX (415) FROM: James Berg, Chief of Police SUBJECT: MARIN EMERGENCY RADIO AUTHORITY (MERA) NEXT GENERATION REQUEST Receive overview of the current MERA Public Safety Communications System and the plans for a replacement system. RECOMMENDATION No formal action requested of Council at this time. DISCUSSION Marin Emergency Radio Authority (MERA) is a collection of public agencies formed in 1998 to plan, implement and manage a countywide public safety and emergency radio system for the use of all member agencies. All Marin County public safety agencies can communicate through MERA, including police departments, fire departments, public works departments, animal control, transportation agencies and parks departments. MERA provides crucial public safety communications to 25 member agencies, both day-to-day and during and after a major emergency or natural disaster. In addition to the Marin County agencies there are a number of partner agencies to include the California Highway Patrol dispatch, Golden Gate Transit dispatch, US Coast Guard, Petaluma Police dispatch, Sonoma County Sheriff dispatch, State Emergency Management and Mutual Aid to name a few. MERA radio communications is the backbone of the 911 emergency response system. It provides the communication link between 911 public safety dispatch centers to the field units that respond to emergencies. cc13_129 8/14/13 1 Novato City Council Agenda Staff Report Date: File No.

2 The history of MERA can be traced back to 1995 when the County of Marin initiated a needs assessment of a county-wide radio system. Over the course of the next few years, outreach and feasibility studies were conducted and an Oversight Committee was created. In 1998 MERA was officially formed. In February 1999, the MERA Board authorized the sale of bonds in the amount of $26,940,000 to finance the first MERA radio system. The system was designed to accommodate 1580 mobile and portable radios with expansion capacity to 2500 radios. Today it serves 2,897 radios, which is significantly above the projected total originally anticipated over the projected 20-year life of the system. The current radio system, which was designed in 1998, has critical system control equipment that is no longer available and replacement parts are becoming very difficult to locate. The current MERA radio system is not capable of meeting Federal FCC regulations that will become effective in 2017 and there are existing Federal regulations that will require MERA to move from the current radio frequencies no later than The current system is not only more extensively used than expected, it is getting older and we must plan for a replacement system to ensure we can maintain our reliable public safety and emergency communications, therefore MERA is planning for a Next Generation communications system that will: Sustain reliability during 911 emergencies and major disasters Enhance coverage due to more tower sites and other improvements Provide new radios with updated technology for first responders Improve response times due to hardware and software upgrades Comply with new federal regulations in force over the next few years Allow for expanded users and number of radio channels Offer regional interoperability throughout the 10 Bay Area counties Due to the complexity of these systems it takes years to move from RFP, through vendor selection, detailed design review, permitting, construction, training, testing and implementation. A strategic plan, which was adopted in December, 2010, was based on technical studies as well as extensive review by the MERA Governing Board, MERA Executive Board, and other MERA committees and sub-committees. These boards and committees are comprised of local elected officials, city managers and public safety chiefs throughout Marin County. As a result of the efforts to date, it is estimated that the Next Generation System, which is capable of all of the above, will have capital costs of $40 million. Ultimately the final project costs will be determined by the MERA Governing Board. The current MERA system was purchased using bonds that have obligations to the member agencies until year To minimize the impacts to local government budgets for the Next Generation system, several funding alternatives have been explored. The potential funding alternatives include grants and low interest loans, and a parcel tax. MERA has selected a parcel tax as the best and most viable option available that will raise the necessary funds to successfully complete the project. The County of Marin is the legal entity that must place the parcel tax on the ballot as MERA itself does not have the legal authority to do so. Bonds in the amount of $46 million need to be 13_129 8/14/13 2

3 issued to provide adequate funding for the new system. A parcel tax assessment of $29 per single family residence is the current amount that is proposed. Other types of property have varying assessments, with the maximum assessment of $2500 being levied against commercial, industrial or utility properties greater than 1 acre. The current action plan for the project is presentations to all MERA members, which will take place from now through November, A period of review and feedback to MERA members and the public will occur from November, 2013 through January, Beginning in February, 2014 through May, 2014 each MERA member agency will be asked to formally endorse the project plan for the Next Generation MERA system. In August, 2014, a request will be made to the County of Marin Board of Supervisors to put a countywide parcel tax measure on the ballot in November, FISCAL IMPACT None at this time. ALTERNATIVES None ATTACHMENTS 1. MERA Facts 2. MERA FAQ s 13_129 8/14/13 3

9 MERA: WHEN SECONDS SAVE LIVES The history and future of the Marin Emergency Radio Authority How Emergency Calls Are Handled 1

Before MERA MERA was developed following a series of frustrating incidents in the 1990 s where one agency could not communicate effectively with another agency working on the same emergency.

The Marin Emergency Radio Authority (MERA) is a Joint Powers Authority in Marin County to plan, implement and manage a countywide public safety and emergency radio system for the use of all member

10 Before MERA MERA was developed following a series of frustrating incidents in the 1990 s where one agency could not communicate effectively with another agency working on the same emergency. Problems were: Multiple radios were required Signals were dropped Radio static caused delays Sometimes, radio traffic from the Midwest US would carry on local channels What Is MERA Today? The Marin Emergency Radio Authority (MERA) is a Joint Powers Authority in Marin County to plan, implement and manage a countywide public safety and emergency radio system for the use of all member agencies. MERA went live on January 24, It includes: Seven 911 Dispatch Centers, with 28 dispatch consoles Nearly 2,900 radios deployed across the county Uniform radio communications shared by every major safety agency in the county Instantaneous Talk Group capacity for incidents and events 2

11 CONNECTED BY TECHNOLOGY How MERA s engineering and technology is Connecting the Dots in safety communication Connecting 25 Member Agencies: Local Government, Fire, Police, Public Works, Special Districts, Transportation and other Emergency Responders 1. County of Marin 2. City of Belvedere 3. Town of Corte Madera 4. Town of Fairfax 5. City of Larkspur 6. City of Mill Valley 7. City of Novato 8. Town of Ross 9. Town of San Anselmo 10. City of San Rafael 11. City of Sausalito 12. Town of Tiburon 13. Bolinas Fire Protection District 14. Central Marin Police Authority 15. Inverness Public Utility District 16. Kentfield Fire Protection District 17. Marin Community College District 18. Marin Transit 19. Marin Municipal Water District 20. Marinwood Community Services District 21. Novato Fire Protection District 22. Ross Valley Fire Department 23. Southern Marin Fire Protection District 24. Stinson Beach Fire Protection District 25. Tiburon Fire Protection Dist. 3

12 Capable of Connecting to Other Agencies & Systems FIRE & MEDICAL 1. Multi-Agency Coordination 2. Large Incident Fire Command 3. Field EMT s to Hospital 4. Medical Mutual Aid 5. State Emergency Management 6. City of San Rafael local Interoperability LAW ENFORCEMENT 1. On-scene Law Enforcement 2. CHP Dispatch Channels 3. Agency to Agency Coordination 4. Petaluma Police Dispatch 5. Sonoma Sheriff Dispatch MUTUAL AID 1. National Mutual Aid 2. State Mutual Aid 3. Regional Mutual Aid 4. State Travel and Strike Teams 5. Statewide Coordination OTHER AGENCIES 1. Golden Gate Transit Dispatch 2. US Coast Guard 3. Pt. Reyes Seashore Dispatch 4. Golden Gate National Recreation Area Dispatch When Seconds Save Lives 4

13 SHOWING SIGNS OF AGE Our current system cannot last forever, and regulatory deadlines loom on the horizon System Age Challenges MERA system was designed in 1998: Some critical system control equipment is no longer available Repair parts are becoming difficult to find Designed in 1998 to accommodate 1,580 mobile and portable radios with expansion to 2,500 over a 20 year period Today there are 2,897 radios on the system over 15% more than planned Agencies still want to add more radios About 100 digital Talk Groups 5

14 Regulatory Deadlines Ahead January 1, 2013: FCC deadline for Narrowbanding Phase 1 technology MERA is compliant 2017: - Deadline for Narrowbanding 6.25 KHz technology: Phase 2 - Specific deadline date has not been promulgated - Current MERA system is not compliant or upgradable 2018: Proposed MERA migration to Next Gen 700MHz system FCC Phase 2 compliant February 2021: HR 3630 Legislation deadline for MERA s current frequency giveback to FCC The Future Is Bright MERA s Next Generation System will: Continue as a countywide system with new radios, 911 dispatch terminals and computer hardware & software Improve capacity and coverage Allow any of our radios in the region to operate seamlessly in all Bay Area counties Comply with FCC mandates, including new channels and bandwidth technologies Be complimented by federal projects like FirstNet The next question is: How do we pay for this? 6

15 MEETING PUBLIC EXPECTATIONS Results from our countywide poll (601 interviews, MOE +/- 4.0%, conducted March 4-10, 2013) What the Public Expects Effective day to day communications Emergency response to disasters Fastest response times possible Reliability and durability 7

16 Key Poll Findings Initial support for a $45 annual parcel tax funding a new countywide emergency communications system was broad (58%), but fell short of the two-thirdsthirds vote threshold. However, it increased notably (64%) after a simple explanation of why the measure is being considered and what it would fund. Voters have positive impressions of first responders and they are not overly worried about their ability to provide emergency services. Voters place more value in the new system s s ability to maintain reliability over the new technologies a system would use. The most compelling reasons to support a finance measure: How critical the communication system is to first responders The need to upgrade the system to manage the aftermath of a major emergency or natural disaster. Other Findings Other methods of generating revenue yielded far less support: 1/8 cent sales tax had 49% support General Obligation (GO) Bond had only 28% support Including a Citizens Oversight Committee led 64% of voters to say they would be more likely to support the measure Voters want these funds to be spent for Capital purposes, such as construction, communication equipment and towers, not for Operating purposes like administration, salaries and pensions 8

17 How We Arrived at this Solution We have a population that demands the highest quality emergency response, no excuses At the same time, the funding has to be reasonable and fair to all communities and users Based on our poll results, we looked for ways to trim the project budget to meet voters willingness to pay for this project FINANCING THE SOLUTION We can meet these challenges with the right financing structure 9

18 Cost of Next Generation System Site development and upgrades, environmental compliance, licensing and leases $9.9 M Radio communication system, site equipment and dispatch consoles $14.6 M Microwave system $3.6 M Mobile and portable radios $11.9 M = SUBTOTAL CAPITAL COSTS* $40.0 M *(includes contingency) + Capitalized Interest $2.3 M + Reserve Fund $3.6 M + Issuance Costs $0.4 M = BOND ISSUE TOTAL $46.3 M Funding Options Funding Requirement $46.3 M Possible Contributions Grants $5 M + Low Interest Loans $5 M + Parcel Tax Annual funding, after expenses $3.6 M Single Family Residence $29 Multi-Family Residential $129 Agricultural $55 Commercial/Industrial $145 Overall Average under $40 10

19 MERA Capital Funding Plan B Years: Bond Type: Generation I Bonds $2.35M 0 NEW Generation II Bonds $3.6M $3.6M Combined Payment Totals $5.95M $3.6M Plan B - If we fund the New Generation II System with payments by MERA Member Agencies, rather than the Parcel Tax, we will see increased payments. Table figures based on total MERA costs across all member agencies. NEXT STEPS Where do we go from here? 11

20 Action Plan Round I - Presentations to all MERA members August November, 2013 Review Feedback and Questions November 2013 January, 2014 Round II - Request Endorsement by all MERA members February May, 2014 Request made to Board of Supervisors for countywide ballot measure August, 2014 With Your Help, We Will: Continue and improve 911 and safety communications reliability for years to come Cost $40 million, or about $29 for a single family residence, to be offset as much as possible by State and Federal grants Build on already strong public support to win 2/3rds passage Likely ask voters to pass a parcel tax in Nov to fund this capital upgrade 12

21 MERA: SECONDS SAVE LIVES 13

MERA NEXT GENERATION SYSTEM SUMMARY PROJECT DESCRIPTION IN ADVANCE OF CEQA SUBSEQUENT ENVIRONMENTAL IMPACT REPORT (SEIR)

PROJECT SPONSOR AND LEAD AGENCY MERA NEXT GENERATION SYSTEM SUMMARY PROJECT DESCRIPTION IN ADVANCE OF CEQA SUBSEQUENT ENVIRONMENTAL IMPACT REPORT (SEIR) The Marin Emergency Radio Authority (MERA) is a