State Radio Project. January Monthly Progress Report

Transcription

1 State Rad o Project State Radio Project January 2013 Monthly Progress Report

2 Project Goals Infrastructure Repair or replace critical components of Oregon s deteriorating state radio network and extend the useful life of the existing Oregon Department of Transportation and Oregon State Police wireless communications systems. Narrowbanding Comply with the approved Federal Communications Commission waiver deadline to transition state radios from wideband to narrowband transmission by Nov. 1, 2013, and position for future narrowbanding requirements. Consolidation Consolidate the ODOT and OSP wireless communications systems into a single unit and allow for shared efficiencies and integration between the four existing state systems. Interoperability Provide limited, local interoperability for public safety agencies and lay the foundation for expanded and improved interoperability in the future. Cover photo: Notice to proceed will be issued in early January for work at the Signal Tree site in Coos County. This view is to the southwest.

3 CONTENTS Project Map ii Project Update 1 Project Success 3 Project Progress by WBS 5 WBS 1.0 Project Management Summary 6 WBS 2.0 Narrowbanding 9 WBS 3.0 Microwave Modernization 11 WBS 4.0 Trunked radio System 14 WBS 5.0 Interoperability 16 WBS 6.0 Partnerships 17 WBS 7.0 Planning & Engineering 21 Staffing & Vendor Summary 25 Sites by County 29 Project Cost Summary 35 Estimated Project Cash Flow 36 The State Radio Project redesigned its Monthly Progress Report in December Project information previously contained in a separate Supplemental Operations Report is now combined into one monthly report, providing a more detailed and complete picture of the radio project s progress for a wider audience. January No. 28 Page i

4 Project Map Visit ODOT s Radio Project website at See previous progress reports and an interactive map at Page ii January No. 28

5 Project Update Two items that could challenge the State Radio Project s schedule emerged this month: specifications for antennas and contracts to purchase remaining office remote equipment. Radio project staff is working both issues to adhere to the timeline and mitigate delays. By month s end, mobile radio installations were wrapping up for the Oregon Department of Transportation s Maintenance Division vehicles, and Oregon State Police vehicle installations were back in full swing. The OSP installations will be completed in April. The project has received the necessary equipment for all of the trunking system Increment Zero (test bed) sites. Testing and installations will begin in late January, later than initially planned, to accommodate other priorities related to planning. Delaying the testing will not impact the original project schedule. Tests will begin with four of the planned eight sites and expand as the remaining sites come online in April. While the project is proceeding with the testing of the Increment Zero sites, it is pivoting the priority of delivery of two project components: microwave and the trunked radio system. The overall project schedule won t change, just what we do and when, said Radio Project Manager Dick Upton. We ll do more with the non-trunked sites in 2013 than we originally planned and push some of the work on the trunked sites back to the cusp of 2013 and into The project is well-prepared for acquisition of non-trunked radio sites, with the specifications and information needed to advance site construction in place. The acquisition and preparation of sites for the trunked radio sites, however, is challenged, and funding is uncertain. Therefore, it makes sense to defer the trunked radio sites to At the December meeting of the State Interoperability Executive Council, Major Projects Branch Manager Tom Lauer provided a status update of the radio project. He focused in particular on its This was a great job by all involved. Oregon Communications Plan, noting that we are using leads the way with this effort. a systematic and informed process to facilitate Bruce Richter, Region X coordinator, specific communication with SIEC members Department of Homeland Security and other stakeholders. The SIEC unanimously approved a draft legislative concept to modify House Bill 2101, and Yamhill County Commissioner Kathy George was very complimentary, thanking all members involved with developing the draft. Tom Lauer and his team have done a phenomenal job, said George. I can t thank you enough. Region X coordinator for the Department of Homeland Security Bruce Richter added his praises for the state s interoperability efforts, particularly the development of a smartphone application of the Oregon Regional Tactical Interoperability Communications Field Operations Guide, or TICFOG. This was a great job by all involved, said Richter. Oregon leads the way with this effort. Project communications remain a high-priority item for the management team. Having radio project staff housed in three separate locations presents a challenge, especially in ensuring the appropriate people are connected. We re going to be spending some time on internal staff dynamics and how to keep communication crisp and clear to keep the project moving, Upton said. January No. 28 Page 1

6 INFRASTRUCTURE Sites in construction in December include improvements at Wilson River in Tillamook County, Sillusi Butte in Benton County, Wash., and a solar installation at Nicolai in Clatsop County. We completed bid processes for Saddlebag in Lincoln County and Prospect in Marion County. Contracts have been awarded and notices to proceed will be issued in early January for work in Lincoln County at Cape Perpetua, Euchre Mountain, Table Mountain and Prairie Peak, as well as at Signal Tree in Coos County, Aldrich Mountain in Grant County, Mount Weston in Umatilla County, Herman Peak in Lane County, Hulse Ranch in Wasco County and Augspurger Mountain in Skamania County, Wash. NARROWBANDING With the exception of a few vehicles, ODOT Maintenance mobile radio installations will be complete in early January. OSP mobile radio installations will continue through February. Preparations for office remote radio installations are under way; installation of equipment is set to begin in January. Bids for the mountaintop antennas at several sites were let in December, and more are in the pipeline. Antenna work is expected to begin after the first of the year. CONSOLIDATION The State Radio User Group did not meet during December; however, staff continued to make progress toward finalizing the SRUG and cost model agreements by gaining three of the five required agency signatures. The radio project is collaborating with the other two agencies on gaining their acceptance and signatures. The 2013 SRUG meetings have been scheduled for the third Friday of each month. INTEROPERABILITY Coordination and planning work with the Office of Emergency Communications for broadband governance continued in December; results will be presented to the SIEC in February. This will support Oregon s strategic and operational planning for the FirstNet National Network. Preliminary work is under way for the State Implementation Grant that is anticipated to be released by FirstNet in early A rewrite of the current Statewide Communications Interoperability Plan will be integrated into this effort. The Oregon Regional TICFOG has been converted into an iphone app and is available from the itunes Store ( reference/oregon-efog). It will also be available soon for Android at the Google Apps Store. The Oregon efog app is an electronic reference of the TICFOG. The efog provides users search and information access features, Statewide Interoperability Coordinator Steve Noel updates the December meeting of the State Interoperability Executive Council. offering a content index with links to reference sections, tables, figures or images. Users can jump directly to regional quick references as well as add customizable bookmarks to develop their own personalized access to critical information for their territory. The efog can be downloaded and then taken to the field as an offline reference. Page 2 January No. 28

7 Project Success Repurposing radios as remote receivers means significant savings Substantial cost savings will be realized for the State Radio Project by repurposing single-band mobile radios from Oregon State Police and ODOT Maintenance Division vehicles as office remote receivers statewide. More than 200 Kenwood 5710 mobile radios are coming out of the radio users vehicles as the new Harris Unity mobiles are being installed. ODOT Maintenance has a couple, but it s mainly OSP that has the Kenwood mobile models being swapped out, said Chuck Kummer, ODOT s senior wireless system specialist for the radio project. In a parallel initiative, 110 offices around the state were scheduled to receive new Harris remote receivers as part of the office remote setup. It occurred to Kummer that a reuse of the Kenwoods was not only possible, but desirable. It just made sense: We don t need to buy expensive new radios we can use the equipment that s already paid for, he said. What the radio project calls an office remote is a base receiving station that brings in the signal from mountaintop repeaters in the area. In effect, the office remote is the means by which that office is added to the communications loop. In many cases, the office remote is simply a mobile radio with a power supply and several remote units attached that resemble a desktop phone. The Kenwood 5710 radios being replaced by the new Harris Unity mobile radios in OSP and ODOT vehicles can be repurposed as office remote receivers in some offices around the state. It just made sense: We don t need to buy expensive new radios we can use the equipment that s already paid for. The proposed office setup was going to be a new Unity mobile radio, Kummer said. So why not use what we already have? The Kenwoods operate with narrowband and are P25 compliant, so if we ever go that way, we re already all set. Project technicians are now set to rewire the Kenwood 5710 radios to convert them into remote receivers. There are instances in which the reconfigured Kenwoods won t work and it will be necessary to purchase new radios. But when they do fit, the radio project can save approximately $7,700 by not purchasing a new radio. With the approximately 75 Kenwoods targeted for reuse in various offices around the state, the reduction in project costs is estimated to be a little more than $550,000. Since more than 200 of the Kenwood models have been reclaimed, the project will have more than enough units to use as office remotes; surplus units can be sold to other agencies and public safety organizations. The repurposed radios have all of the required functionality of the originally selected model, being digital and P25 compliant. In fact, some Kenwood 5710 units have already been in use in Chuck Kummer, ODOT senior wireless system specialist some offices as remote receivers for years. They re fairly new radios with adequate capabilities, said Joe Messman, assistant radio project manager. They have sufficient functionality to operate in the offices, and they still have plenty of functional life ahead. January No. 28 Page 3

8 Both OSP and ODOT have been receptive to this idea of repurposing the Kenwood radios, mainly because of the cost savings. We discussed the ideas in many meetings, Messman said. They understand that the potential savings go far toward offsetting the budget shortfalls. For example, we ve needed to purchase special holsters, battery chargers and headset-microphones things that we anticipated at the beginning of the project but that have turned out to be needed in greater volume than originally estimated. In most offices, the radio equipment is installed out of sight in a back room or closet and has a remote desktop unit attached, so radio users rarely even see the receiver. It may not have the glossy, shining look of a new piece of equipment, he said. But it has the same capabilities to serve the users, so they won t notice a difference. Ultimately, repurposing these radios conserves public funds. Page 4 January No. 28

9 Project Progress by WBS The budget for the radio project in the biennium is $95.3 million. Work will continue into the next biennium for a total cost of $154.4 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 following pages of this report, which are based upon the work breakdown structure detailed in the State Radio Project s Project Management Plan Overall Project Engineering Narrowbanding Microwave Trunking Partnerships Dec. 31, 2012 Total Project Budget $209,991,920 Actual Expenditures $102,405,889 49% Forcast Expenditures $117,732,095 56% Total Budget Remaining $107,586,030 51% $107,586,030 52% $102,405,889 49% Current Expenditures OWIN expenditures account for $55.5 million of expenditures to date. In Millions January No. 28 Page 5

10 WBS 1.0 Project Management Summary Project management consists of those elements that are projectwide and affect all other WBS sections. Budget Expenditures For WBS 1.0 Project Management, 50 percent of the total budget has been expended to date. Total Section Budget $10,242,803 Actual Expenditures $5,139,972 50% Forcast Expenditures $6,154,343 60% Section Budget Remaining $5,102,831 50% $5,102,831 50% $5,139,972 50% Current Expenditures In Millions Activities and Progress Asset Management Progress continued in December on the development and rollout of the State Radio System s asset management and work order system. Three workshops were held during December with designated system administrators, frequency coordinators and ODOT/OSP Wireless Section lead workers to prepare each user group to interact with the software appropriately, as well as to identify any customization that may be required prior to deployment. Phase I rollout includes the deployment of the work order software; all Wireless Section technicians will attend training during February to learn how the work order system operates. Implementation staff, in conjunction with steering committee members, has identified March as the target to have Phase I operational. Subsequent phases will include lease tracking and management, inventory management and procurement management. Page 6 January No. 28

11 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 December, 26 change requests were processed and approved. To date, 135 changes have been approved: 45 were administrative and 90 were formal. November 2012 December 2012 Total to date Administrative Formal Total The following chart represents the value of the project s contingency budget at the end of the two most recent months. The change noted is due to approval of formal budget changes executed in December. November 2012 December 2012 Total Change Contingency budget end-of-month value $7,457,445 $8,301,737 + $844,292 Communications Management Communications staff provided the following project information/materials during December 2012: Produced redesigned December 2012 Monthly Progress Report Produced December 2012 Project Dashboard Produced December 2012 Key Project Facts sheet Produced and distributed quarterly Radio Users Update/newsletter Updated project website on Oregon.gov Distributed project information notices via GovDelivery Produced and published project feature story in Inside ODOT Reported on radio project activities to ODOT public affairs staff Distributed partner/stakeholder communication introducing project communications liaisons Finalized December 2012 Legislative Report Project management and staff also conducted the following outreach activities: Participation in and facilitation of the monthly Delivery Team meeting Participation in the quarterly State Interoperability Executive Council meeting Participation in the monthly Oregon Broadband Advisory Council meeting Participation in the weekly Oregon Public Safety Broadband Network conference call Participation in the weekly Emergency Response Interoperability Center / Public Safety Advisory Committee conference call January No. 28 Page 7

12 Quality Management Public Knowledge delivered its Quarterly Project Status and Improvement Report detailing activities from Oct. 1 through Dec. 31, Because a quarterly report was delivered, Public Knowledge did not issue new findings nor provide additional recommendations on previous findings. The project will provide the vendor with updates on the previous 14 findings already reported by the vendor. The following table details the findings addressed during November and December. November 2012 December 2012 Progress Total findings reported by Public Knowledge New Findings Positive no action required 0 0 +/- 0 Recommendations provided Previous Findings Additional recommendation provided Closed no further action required The following table is a snapshot of the issues, categorized by WBS section, managed by the project during December. 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 Design Total Page 8 January No. 28

13 WBS 2.0 Narrowbanding Narrowbanding includes work at mountaintop tower sites and at ODOT and OSP office sites. To meet the new federal narrowbanding deadine of Nov. 1, 2013, the radio project must install repeaters and make site improvements at the mountaintop tower sites and, at emergency communication offices statewide, install office controllers as well as deploy portable radios and mobile radios. Schedule Summary Budget Expenditures Dec. 31, 2012 For WBS 2.0 Narrowbanding, 56 percent of the total budget has been expended to date. Total Section Budget $31,571,907 Actual Expenditures $17,813,479 56% Forcast Expenditures $20,936,976 66% Section Budget Remaining $13,758,428 44% $13,758,428 44% $17,813,479 56% Current Expenditures In Millions January No. 28 Page 9

14 Activities and Progress 2.1 Narrowband Repeaters December 2012 Total to date Forecast Actual Forecast Actual Sites with repeaters installed Sites with antannas installed Staff worked to initiate the procurement process for antenna equipment associated with 23 highpriority locations. 2.2 Office Remotes December 2012 Total to date Forecast Actual Forecast Actual Radios installed Sites completed 110 sites Staff continued planning efforts for the upcoming installations, slated to begin in January. 2.3 Radio Deployment The radio deployment consists of two elements for both ODOT and OSP: training and deployment of mobile radio equipment, and training and deployment of handheld, portable radio units. The following table shows the number of units deployed in December and the total deployed to date. December 2012 Total to date ODOT Forecast Actual Forecast Actual Agency locations/crews completed Mobile radio deployment Portable radio deployment Employees trained NA 3 NA 966 OSP Agency locations/crews completed Mobile radio deployment Portable radio deployment Employees trained NA 23 NA Cut-Over Testing With the extension of the narrowband deadline, the project anticipates it will begin the cutover process in June Page 10 January No. 28

15 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 the biennium for this radio project component is $7.7 million for installation, $4.3 million for network implementation and $2.7 million for site work, for a total of $14.7 million. Work will continue into the next biennium for a total project cost of $54.8 million. Schedule Summary Dec. 31, 2012 Budget Expenditures For WBS 3.0 Microwave Modernization, 8 percent of the total budget has been expended to date $4,365,916 8% Total Section Budget $54,828,562 Actual Expenditures $4,365,916 8% Forcast Expenditures $7,775,955 14% Section Budget Remaining $50,462,646 92% $50,462,646 92% January No. 28 Page 11

16 Budget Expenditures (Cont.) Current Expenditures In Millions Activities and Progress 3.1 Microwave Installation and 3.2 Network Implementation The microwave installation phase includes those 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. December 2012 Total to date Microwave Installation Complete Forecast Actual Forecast Actual Trunked test bed 11 sites Zone 1 core sites 31 sites Zone 2 Bend, trunked 6 sites 0 0 The project estimates Zone 3 Columbia River, trunked 9 sites 0 0 construction will take Zone 4 Willamette Valley, trunked 12 sites 1 1 place during the 2013 Zone 5 Interstate 84 corridor 44 sites 0 0 build season. Zone 6 U.S. 20 & 26 corridor 37 sites 0 0 Zone 7 Northwest Coast 31 sites 0 0 The project estimates Zone 8 Central Coast 21 sites 0 0 construction will take Zone 9 Southwest Coast 17 sites 0 0 place during the 2014 Zone 10 Southwest Interior 20 sites 0 0 build season. Zone 11 Oregon 140 corridor 11 sites 0 0 Page 12 January No. 28

17 3.3 Microwave Site Improvements The site improvement process includes three phases: pre-design, design and construction. The construction phase includes tasks completed from the acquisition of the building permit to the completion of site construction. Section 7.0 Planning and Engineering includes progress on the predesign and design phases of the site improvement process. December 2012 Total to date Site Improvements, Construction Complete Forecast Actual Forecast Actual Maintenance locations 10 sites Infill locations 30 sites Trunked test bed 11 sites Zone 1 core sites 31 sites Zone 2 Bend, trunked 6 sites 0 0 The project estimates Zone 3 Columbia River, trunked 9 sites 0 0 construction will take Zone 4 Willamette Valley, trunked 12 sites 0 0 place during the 2013 Zone 5 Interstate 84 corridor 44 sites 3 3 build season. Zone 6 U.S. 20 & 26 corridor 37 sites 1 1 Zone 7 Northwest Coast 31 sites 0 0 The project estimates Zone 8 Central Coast 21 sites 3 3 construction will take Zone 9 Southwest Coast 17 sites 1 1 place during the 2014 Zone 10 Southwest Interior 20 sites 0 0 build season. Zone 11 Oregon 140 corridor 11 sites 0 0 January No. 28 Page 13

18 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 budget for the trunked system portion of the radio project component is $7.9 million for repeaters, $1.1 million for switches and $2.3 million for dispatch consoles, for a total of $11.4 million, of which $8.2 million is projected to be used in the biennium. Schedule Summary Dec. 31, 2012 Budget Expenditures For WBS 4.0 Trunked Radio System, 0 percent of the total budget has been expended to date. $52, % Total Section Budget $11,428,008 Actual Expenditures $52,481 0% Forcast Expenditures $3,331,982 29% Section Budget Remaining $11,375, % $11,375, % Page 14 January No. 28

19 Budget Expenditures (Cont.) Current Expenditures In Millions Activities and Progress Development of the trunked radio system includes three categories of work: repeater and site control equipment, central trunking switches and dispatch consoles. The project continued efforts to prepare equipment for the implementation of Increment Zero, the project s trunked radio test bed. Section 7.0 Planning and Engineering also includes progress on the design efforts related to the trunked radio system. January No. 28 Page 15

20 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. No schedule information is currently available. See 7.5 Interoperability Design for progress related to other interoperability activities. Budget Expenditures No expenditures have been made related to interoperability to date. Activities and Progress No procurement, installation or implementation has been initiated for this work section. Page 16 January No. 28

21 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. Schedule Summary Dec. 31, 2012 Budget Expenditures For WBS 6.0 Partnerships, 60 percent of the total budget has been expended to date. Total Section Budget $10,637,665 Actual Expenditures $6,364,861 60% Forcast Expenditures $8,207,987 77% Section Budget Remaining $4,272,804 40% $4,272,804 40% $6,364,861 60% Current Expenditures In Millions January No. 28 Page 17

22 Activities and Progress 6.1 OWIN Obligations For each partnership cluster, forecast and actual progress is reported for the month and for the project cumulatively through December. The following correspond to all tables in this section: 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. 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), ODOT/OSP Wireless technicians and by representatives of the Oregon Office of Emergency Management Chemical Stockpile Emergency Preparedness Program December 2012 Total to date CSEPP Forecast Actual Forecast Actual Agreements complete Design phase complete Complete 1 1 Construction phase complete Microwave installation phase complete Obligations complete The expected completion date for construction efforts is January Due to weather constraints, the expected completion of microwave installations, and WBS section 6.1.1, is April Lincoln County December 2012 Total to date Lincoln County Forecast Actual Forecast Actual Agreements complete Complete 6 6 Design phase complete Complete 4 4 Construction phase complete Complete 3 3 Microwave installation phase complete Complete 4 4 Obligations complete The final component to complete this section of work is the installation of commercial power at one site. Currently the site is operational by way of back-up power. The expected completion date for WBS section is January Page 18 January No. 28

23 6.1.3 North Coast December 2012 Total to date North Coast Forecast Actual Forecast Actual Agreements complete Design phase complete Construction phase complete Microwave installation phase complete Obligations complete The expected completion date for WBS section is July North Valley December 2012 Total to date North Valley Forecast Actual Forecast Actual Agreements complete Design phase complete Complete 2 2 Construction phase complete Complete 2 2 Microwave installation phase complete Complete 2 2 Obligations complete The remaining agreement which will complete the work necessary for this obligation was slated to be executed during December; however, due to the holiday season, this agreement is expected in early January The revised completion date for WBS section is January Southwest Seven December 2012 Total to date Southwest Seven Forecast Actual Forecast Actual Agreements complete Design phase complete Complete 3 3 Construction phase complete Microwave installation phase complete Obligations complete The overarching agreement with the Southwest Seven was executed during December, delaying the start of construction for those remaining sites. The revised completion date for WBS section is May Klamath County December 2012 Total to date Klamath County Forecast Actual Forecast Actual Agreements complete Design phase complete Complete 3 3 Construction phase complete Microwave installation phase complete Obligations complete The radio project has adjusted the schedule for this section of work to the 2013 build season. This delay is, in part, a result of delays in executing necessary partner agreements and from site changes as requested by the U.S. Forest Service. The revised completion date for WBS section is September January No. 28 Page 19

24 6.1.7 Additional Partnerships December 2012 Total to date Additional Partnerships Forecast Actual Forecast Actual Agreements complete Design phase complete Construction phase complete Microwave installation phase complete Obligations complete The expected completion date for WBS section is June Future Partnerships These sections have been reserved for future partnership-related activities, should the need arise. 6.5 Strategic Technology Reserve Activities related to the deployment of the Strategic Technology Reserve have been completed. Operations of the reserve have been transferred to the ODOT/OSP Wireless Section. Development and implementation of associated intergovernmental agreements between ODOT and outside agencies are under way. These agreements will allow other agencies to use the reserve equipment for training or other non-emergency purposes. Page 20 January No. 28

25 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. Schedule Summary Dec. 31, 2012 Budget Expenditures For WBS 7.0 Planning and Engineering, 52 percent of the total budget has been expended. Total Section Budget $25,176,673 Actual Expenditures $13,164,615 52% Forcast Expenditures $15,820,288 63% Section Budget Remaining $12,012,058 48% $13,164,615 $12,012,058 52% 48% Current Expenditures In Millions January No. 28 Page 21

26 Activities and Progress 7.1 Statewide Planning These activities are captured under 7.5 Interoperability Design and 7.6 Partnership Development. 7.2 Narrowband Planning and Engineering Narrowbanding efforts will continue through summer 2013, in compliance with the radio project s revised narrowband deadline of Nov. 1, Currently, project staff continue to focus efforts on the deployment of narrowband radio equipment and on the further development of the project s narrowband cutover plan. 7.3 Microwave Modernization Engineering During December, two site-to-site microwave design proposals were completed. Staff also developed a draft priority deployment plan for the microwave system. Efforts continued to implement updates to the microwave design and the associated network diagram. Site improvements associated with the microwave modernization effort include pre-design and design phases. The following bullets detail the difference between the phases. Pre-design phase: Tasks completed from inception to approval by the Site Review Committee, the project s change review board. Design phase: Tasks completed from site planning through acquisition of the site building permit. The project estimates construction will take place during the 2013 build season for zones two through six, and during the 2014 season for zones seven through 11. December 2012 Total to date Pre-design Phase Complete Forecast Actual Forecast Actual Maintenance locations 10 sites Infill locations 30 sites Trunked test bed 11 sites Zone 1 core sites 31 sites Zone 2 Bend, trunked 8 sites Zone 3 Columbia River, trunked 9 sites Zone 4 Willamette Valley, trunked 12 sites Zone 5 Interstate 84 corridor 44 sites Zone 6 U.S. 20 & 26 corridor 37 sites Zone 7 Northwest Coast 31 sites Zone 8 Central Coast 21 sites Zone 9 Southwest Coast 17 sites Zone 10 Southwest Interior 20 sites Zone 11 Oregon 140 corridor 11 sites Page 22 January No. 28

27 December 2012 Total to date Design Phase Complete Forecast Actual Forecast Actual Maintenance locations 10 sites Infill locations 30 sites Trunked test bed 11 sites Zone 1 core sites 31 sites Zone 2 Bend, trunked 8 sites Zone 3 Columbia River, trunked 9 sites Zone 4 Willamette Valley, trunked 12 sites Zone 5 Interstate 84 corridor 44 sites Zone 6 U.S. 20 & 26 corridor 37 sites Zone 7 Northwest Coast 31 sites Zone 8 Central Coast 21 sites Zone 9 Southwest Coast 17 sites Zone 10 Southwest Interior 20 sites Zone 11 Oregon 140 corridor 11 sites During December, the project determined that it would hold all design development on sites in zones two, three and four until the trunked radio system design is complete. This resulted in a decrease in the cumulative actual totals for Pre-design Phase Complete and Design Phase Complete. Zones with a decrease in the pre-design phase are: Zone 2 Bend trunked, one site Zone 3 Columbia River trunked, six sites Zone 4 Willamette Valley trunked, eleven sites Zones with a decrease in the design phase complete are: Zone 4 Willamette Vally trunked, two sites 7.4 Trunked Radio System Engineering During December, the project revisited testing and staging acceptance of the Increment Zero equipment, finding that additional work was required. The installation schedule has been revised to begin at the end of January. Draft coverage requirements document was also circulated for review during December. 7.5 Interoperability Design The project has no update to report on the development of an interoperability design. 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. January No. 28 Page 23

28 7.6 Partnership Development Also see 6.0 Partnerships for progress on site-specific work related to previous OWIN obligations. The following bullets correspond to the table below: Agreements: Umbrella and supplemental agreements executed. Design phase: Tasks completed from site planning through acquisition of the site building permit. December 2012 Total to date All OWIN Obligations Forecast Actual Forecast Actual Agreements complete Design phase complete Page 24 January No. 28

29 Staffing & Vendor Summary Full-time state employees and contractors are working on the radio project throughout Oregon. In December, the project employed 26 full-time equivalent state positions Staffing Summary Contract Summary Including historic values of the previous OWIN program, the State Radio Project has spent $71,369,834 of the $121,145,211 currently available across the project s 15 contracts. This represents an overall expenditure of approximately 59 percent. $71,369,834 59% To date in the biennium, $39,865,561 has been spent. This represents 33 percent of the total contract amount available and approximately 44 percent of the contract amount available for the biennium. $49,775,377 41% Percentage of the total contract value expended to the total value of work available January No. 28 Page 25

30 Contract Summary By Vendor $64,700 $2,164,825 $15,743,049 $20,883,679 $951,175 $10,016,838 $11,049,170 $45,201,532 $2,919,347 $70,124 $5,248,028 $681,718 $145,820 $2,863,582 $3,141,625 ABN Engineering ABN Engineering provides supplemental architecture and engineering design services. Activities and Progress No deliverables were submitted during December. AECOM AECOM provides consulting services to the project in the selection and engagement of the radio system contractor (Harris) and provides project and quality management of the radio system. Activities and Progress Planned Actual Delivered draft trunked radio system coverage requirements 1 1 Reviewed and submitted comments on trunked radio system planning documents 3 3 Delivered microwave design proposals, site-to-site 2 2 Delivered revised microwave design proposals, site-to-site 2 2 Page 26 January No. 28

31 State Radio Project meeting attended Planned Actual Radio Vendor Progress Update meetings 3 3 Trunked Radio System Planning and Technical meetings 1 1 Increment Zero Status meetings 1 1 Microwave Update meetings 1 1 Site Review Committee meetings 3 3 Technology Collaboration meeting 3 3 Black & Veatch Black & Veatch provides professional services in connection with the planning, design, engineering and administration for all phases of the project. Activities and Progress Planned Actual NEPA evauations complete 4 2 Site surveys complete 2 2 Construction oversight visits complete 4 6 Harris Corp. Harris provides services, software and equipment for the design, installation and implementation of the project s radio system. Work products generated from these efforts are reported in sections 2.0 Narrowbanding and 7.0 Planning & Engineering. Activities and Progress State Radio Project meeting attended Planned Actual Radio Vendor Progress Update meetings 3 3 Trunked Radio System Planning and Technical meetings 1 1 Increment Zero Status meetings 1 1 HDR Engineering HDR Engineering provides contract management and coordination support services and information systems development support for the project. Activities and Progress Work products generated from these efforts are reported elsewhere in this report. HDR employees provided support in the following areas: Project schedule management, project mapping, environmental analysis and project delivery improvement Planned Actual Site Review Committee meetings 3 3 Technology Collaboration meeting 3 3 Legacy Wireless Legacy Wireless provides personnel resources capable of providing ongoing project management services for the project. Personnel acquired through this contract must have experience with design and construction of telecommunications sites, the implementation of a public safety radio system and the operations of a complex network of microwave systems to transport information. Activities and Progress January No. 28 Page 27

32 Work products generated from these efforts are reported elsewhere in this report. Legacy employees provided support in the following areas: Site project management design through construction Design team coordination State Radio Project meeting attended Planned Actual Increment Zero Status meetings 1 1 Technology Collaboration meeting 3 3 Site Review Committee meetings 3 3 Public Knowledge Public Knowledge provides independent quality management services for the project. Activities and Progress Planned Actual Quarterly Project Status and Improvement Report for Fourth Quarter SAIC SAIC Inc. provides personnel resources similar to those provided by Legacy Wireless. SAIC personnel must have experience with design and construction of telecommunications sites, the implementation of public safety radio systems and the operations of a complex network of microwave systems to transport information. Activities and Progress Work products generated from these efforts are reported elsewhere in this report. SAIC employees provided support in the following areas: Site project management design through construction State Radio Project meeting attended Planned Actual Increment Zero Status meetings 1 1 Technology Collaboration meeting 3 3 Site Review Committee meetings 3 3 Page 28 January No. 28

33 Sites by County For site-specific scope, schedule and budget, see the interactive map at Baker Baker City Maintenance Baker City Patrol Office Baker Scale Beaver Mountain M/W Beaver Ridge OSP Elkhorn Mountain M/W Halfway Hill Lime Hill M/W Lone Pine M/W Richland Maintenance Summit Point Whitney Sand Shed Benton Corvallis Maintenance M/W Mary s Peak M/W OSU Patrol Office Vineyard Hill Clackamas Brightwood Estacada Maintenance Goat Mountain Government Camp Maintenance Government Camp Patrol Office Lawnfield District Maintenance M/W Linhart Butte Milwaukie Maintenance M/W Mount Hood (Timberline) Mount Scott M/W (District 2B) PCC Patrol Office Pete s Mountain Portland Patrol Office Sand Shed (District 2C) Sandy Maintenance Suncrest M/W Clatsop Astoria Area Manager PM Astoria District Office 1 Astoria M/W Astoria Patrol Office Camp Rilea District 1 Bridge Crew Double Peak Humbug Maintenance Nicolai Mountain M/W OSP Seaside 911 Tillamook Head Warrenton M/W Warrenton Maintenance Wickiup Mountain M/W Columbia Clatskanie (County 911 Site) Clatskanie Maintenance Clatskanie Mountain Rainier M/W St Helens Patrol Office Coos Baldy Butte (Coos Bay) Bandon BPA Bennett Butte M/W Blue Ridge North Coos Bay Maintenance M/W Coos Bay Patrol Office Coquille Maintenance M/W Davis Slough Maintenance (Coos Bay) Four Mile Noah Butte Signal Tree (Ram Cell) Signal Tree M/W Crook Barnes Butte Grizzly Mountain M/W (Crook) Powell Butte Prineville Maintenance Prineville Patrol Office Curry Black Mound Bosley Butte Cape Blanco Cape Blanco (Curry) Carpenterville Curry Co Courthouse Edson Butte Gold Beach Maintenance (Hunters Creek) Gold Beach Patrol Office Grizzly Butte (Curry) Harbor Hill Iron Mountain Port Orford Maintenance Stone Butte January No. 28 Page 29

34 Sites by County (Cont.) Deschutes Awbrey Butte Bend District Office 10 Bend Maintenance M/W Bend Patrol Office Brothers Maintenance Hampton Butte La Pine Maintenance Long Butte Long Butte ODOT Mount Bachelor OSP East Headquarters Pine Mountain M/W Region 4 TOC (Bend) Sisters Maintenance Sugar Pine Wampus Butte Wanoga Butte Wanoga Sand Shed Douglas Boswell Springs Maintenance Canyonville Maintenance Chilcoot Mountain Cinnamon Butte Cougar Pass Dean Mountain Debris Hwy 38 Dean Mountain Rd Debris Hwy 38 Scottsburg Dodson Butte M/W Elkton Ridge Harness Mountain (LCSO) Harness Mountain M/W Lemolo Sand Shed Mount Nebo Mount Scott (Klamath) Red Butte Reedsport Maintenance Roman Nose Rose Hill Roseburg Maintenance (Shady) M/W Roseburg Patrol Office Roseburg Region 3 Office Scott Mountain (Douglas) Steamboat Maintenance Yellow Butte Gilliam Arlington Maintenance Arlington Patrol Office Condon Condon Maintenance Grant Aldrich Mountain Austin Maintenance Dixie Butte Fall Mountain M/W John Day M/W Airport John Day Maintenance/Canyon City John Day Patrol Office John Day Scale Tamarack Mountain Harney Beaty s Butte Burns Butte M/W Burns Maintenance Burns Patrol Office Devine Ridge M/W Jack Mountain King Mountain Steen s Mountain Stinkingwater Pass Sand Shed Hood River Cascade Locks Maintenance Cascade Locks POE Debris I-84 M/W Cascade Locks Hood River (CRITFC) Hood River 911 Middle Mountain (US Cellular) Parkdale Maintenance Jackson Ashland Maintenance Ashland POE Central Point Maintenance Halls Point Lincoln Maintenance Sand Shed Medford ODOT M/W Mount Ashland Mount Isabelle OSP SW Headquarters Prospect Maintenance Region 3 TOC (Central Point) Robinson Butte Roxy Ann Mountain M/W SCC/Central Point Dispatch/SW HQ Siskiyou Summit Fill Siskiyou Summit Sand Shed Page 30 January No. 28

35 Sites by County (Cont.) Soda Mountain M/W Starveout Mountain M/W Table Mountain (Jackson) White City Maintenance District M/W Jefferson Agency Plains Deer Ridge, DOC - Madras Gray Butte Madras Maintenance Madras Patrol Office Stephenson Josephine Cave Junction Maintenance Debris US 199 Road Closure Eight Dollar Fiddler Mountain Grants Pass Maintenance Grants Pass Patrol Office Onion Mountain Sexton Mountain M/W Klamath Applegate Butte Chemult Maintenance Chiloquin Maintenance Gilchrist Patrol Office Hamaker Mountain (KCSO) Hamaker Mountain ODOT Hogback Mountain Klamath Falls M/W Klamath Falls Maintenance Klamath Falls Patrol Office Klamath Falls POE Lake of the Woods Maintenance Medicine Mountain M/W Odell Butte Odell Lake Maintenance Pelican Butte Swan Lake Point Walker Mountain M/W (Klamath) Lake Adel Maintenance Adel Remote (Fish Rim) Alkalai Lake Maintenance M/W Black Cap Glass Butte M/W Grizzly Peak M/W (Lake) Lakeview Maintenance M/W Lakeview Patrol Office Picture Rock (DI) M/W Round Pass Silver Lake Maintenance Lane Bear Mountain Blanton Heights Buck Mountain M/W Dead Mountain Florence Maintenance Florence Patrol Office Glenada Ridge Glenwood Maintenance Goodwin Peak Herman Peak McKenzie Bridge Maintenance Mount Hagan Oakridge Maintenance Oakridge Patrol Office Prairie Peak M/W Springfield District Office M/W Springfield Patrol Office Table Rock (Lane) Veneta Maintenance Vida Walker Point (Lane) Wallace Butte Wolf Mountain (ATT) Wolf Mountain Lincoln Cape Perpetua Cape Perpetua (Lincoln) Euchre Mountain Lincoln County Newport Patrol Office Ona Beach Maintenance Rose Lodge Maintenance Saddlebag Table Mountain (Lincoln) Yaquina Head M/W Linn Albany Maintenance Albany Patrol Office Cascadia Green Peter Hoodoo Butte ATC January No. 28 Page 31

36 Sites by County (Cont.) LINN (Cont) Hoodoo Butte M/W McCully Mountain Santiam Junction Maintenance Scott Mountain Lookout (Linn) Snow Peak Sweet Home Maintenance Washburn Butte Malhuer Basque Maintenance Black Butte (Juntura) Blue Mountain Cottonwood Mountain M/W Farewell Bend POE Jordan Valley Maintenance Jordan Valley Patrol Office Juntura Maintenance Mahogany Mountain ODOT District 14 Office Ontario District Office 14 Ontario Maintenance M/W Ontario Patrol Office Pharmacy Hill Snake River, DOC - Ontario Succor Creek Summit Fill Vale Butte M/W Vale Maintenance Vale, District 14 Bridge Crew Marion ARC (Anderson Readiness Center) Capitol Mall Patrol Office Detroit Maintenance Halls Ridge ODOT T-Bldg M/W Oregon Depart of Forestry Oregon Emergency Management Oregon Motor Carrier HQ Oregon State Fire Marshall Prospect, Lower (Hill) M/W Prospect, Main M/W Region 2 TOC (Salem) Salem, Battery Room Salem, District 3 HQ Salem, District Office 3 Salem, Facilities Salem, Maintenance Salem, Material Lab Salem, OSP Office M/W Salem, Patrol Office Salem, PM & Sign Shop Salem, Radio, Bldg D Salem, Region 2 Electrical Bldg T Salem, Region 2 Stripping Salem, Region EOC/ HQ, Bldg B Salem, Repair Shop, Bldg M Salem, State Radio Project Salem, Transport Services Bldg K Salem, Wireless Bldg C State Fairgrounds State Penitentiary, DOC - Salem Wipper M/W Woodburn Maintenance Woodburn POE Morrow Black Mountain (OSP) Black Mountain M/W Boardman Gleason Peak Heppner Maintenance Heppner Patrol Office Jordan Butte Wilkinson Hill Multnomah 200 Market Ashforth Bldg (CRITFC HQ) Baldock Maintenance Barlow Maintenance M/W Council Crest Debris I-84 M/W Troutdale East Portland Maintenance Fremont Bridge M/W Interstate Bridge/Jantzen Beach Multnomah M/W System North Portland, Parkrose Maintenance Portland Bridge Office Portland Region 1 office Region 1 TOC (Portland) Sylvan District Office Maintenance M/W Troutdale District Office Troutdale Maintenance M/W Willatin Tank Polk Bald Mountain (Polk) Doane Creek Eagle Crest Grand Rhonde Maintenance Page 32 January No. 28

37 Sites by County (Cont.) Sherman Moro Maintenance Tillamook Cape Lookout (L190) Cape Meares Debris Field Hwy 6 Tillamook Neahkahnie Tillamook Clatsop Connection Tillamook DMV Maintenance M/W Tillamook Patrol Office Wilson River M/W Umatilla Bone Point Cabbage Hill (CTUIR) Cabbage Hill (US Cell) Cabbage Hill M/W Cold Springs Scalehouse Coombs Canyon Hermiston Maintenance Hermiston Patrol Office Lorenzen Rd (Exit 198) Meacham Maintenance Milton Freewater Patrol Office Mount Weston Mount Weston (Broadcast Building) Pendleton East Pendleton Justice Center Pendleton Maintenance M/W (IH) Pendleton Patrol Office Two Rivers, DOC - Umatilla Ukiah Maintenance Umatilla POE Umatilla Ridge Whitmore Rd Union Elgin Maintenance La Grande Maintenance M/W La Grande Patrol Office La Grande Scales Ladd Canyon Mount Emily M/W Mount Fanny Spout Springs Fill Wallowa Devil s Ridge Enterprise Maintenance Enterprise Patrol Office Flora Fill Station Howard Butte Mount Howard Wallowa Visitor Center Wasco Criterion Summit M/W Foremans Point Hulse Ranch M/W Kaser Maupin Maintenance Shaniko The Dalles East (US Cell) The Dalles Maintenance M/W The Dalles Patrol Office Tygh Ridge Warm Springs Maintenance Wasco Butte M/W Washington Banks Patrol Office Beaverton Area Manager PM Buxton Mountain M/W Cedar Hills Coffee Creek, DOC - Wilsonville Debris Field Hwy 6 Banks Manning Maintenance North Plains Patrol Office Round Top Tualatin Patrol Office Wheeler Keyes Mountain FTN Keyes Summit (Mitchell Remote) Mount Pisgah Rancharea Rock Spray Maintenance Yamhill Boulder Crest Chehalem Mountain M/W High Heaven McMinnville Maintenance Station McMinnville Patrol Office Mount Hebo M/W Mount Hebo South Point Newberg Maintenance January No. 28 Page 33

38 Sites by County (Cont.) Out-of-Oregon Augspurger Mountain M/W (CRITFC) Augspurger Mountain M/W (US Cell) Biddle Butte Golgotha Butte Golgotha Butte (BCES) Green Mountain Haystack Butte M/W Juniper (Klickitat) Megler (Chinook) Megler Bridge (Astoria) Roosevelt Mountain M/W Sheepy Ridge Sillusi Butte (BCES) Sillusi Butte Fill Skamania Mountain M/W Stacker Butte M/W Underwood Page 34 January No. 28

39 Project Cost Summary Original Budget 9/07/2011 Project Budget Revised Budget as of 12/31/12 Change in Budget through 12/31/12 Budget Biennium Budget Funds Spent through 12/31/2012 Balance Narrowbanding Repeaters 6,100,000 4,816,967 (1,283,033) 5,639,526 2,154,936 3,484,590 Office Remotes 2,000,000 1,990,450 (9,550) 1,990,450 32,685 1,957,765 Hand Helds/Portables 33,200,000 24,412,290 (8,787,710) 24,412,290 15,625,858 8,786,432 Cutover/Testing - 352, , , ,200 Site Work 6,600,000 - (6,600,000) Narrowbanding Subtotal 47,900,000 31,571,907 (16,328,093) 32,394,466 17,813,479 14,580,987 Microwave Modernization Purchase & Installation 29,300,000 12,985,000 (16,315,000) 7,672,955 96,295 7,576,659 Network 5,644,000 5,644,000 4,310,909 3,422, ,806 Site Improvements 38,950,000 36,199,562 (2,750,438) 2,721, ,517 1,873,751 Microwave Modernization Subtotal 68,250,000 54,828,562 (13,421,438) 14,705,132 4,365,916 10,339,216 Trunking Receivers 5,250,000 7,940,072 2,690,072 4,764,043 1,005 4,763,038 Switches 1,143,545 1,143,545 1,143,545 49,621 1,093,924 Consoles 1,400,000 2,344, ,391 2,344,391 1,855 2,342,536 Trunking Subtotal 6,650,000 11,428,008 4,778,008 8,251,979 52,481 8,199,498 Interoperability Procurement & Installation 2,300,000 2,300, Interoperability Subtotal 2,300,000 2,300, Partnerships Construction 10,400,000 10,637, ,665 9,885,313 6,364,861 3,520,452 Partnerships Subtotal 10,400,000 10,637, ,665 9,885,313 6,364,861 3,520,452 Engineering Narrowbanding 1,300,000 1,295,410 (4,590) 863,607 1,188,548 (324,942) Microwave Modernization 17,750,000 16,457,901 (1,292,099) 10,971,934 7,578,737 3,393,197 Trunking 1,850,000 6,114,062 4,264,062 6,114,062 2,572,333 3,541,729 Interoperability - 437, , , ,010 (553,710) Partnerships 872, , , , ,092 COPS Grant ,745 (536,745) Engineering Subtotal 25,176,673 4,276,673 18,968,236 13,164,615 5,803,621 Totals by Phase Narrowbanding 49,200,000 32,867,317 (16,332,683) 33,258,073 19,002,028 14,256,045 Microwave Modernization 86,000,000 71,286,463 (14,713,537) 25,677,066 12,213,026 13,464,040 Trunking 8,500,000 17,542,070 9,042,070 14,366,041 2,624,815 11,741,227 Interoperability 2,300,000 2,737, , ,300 1,259,382 (822,082) Partnerships 10,400,000 11,509,665 1,109,665 10,466,646 6,662,102 3,804,544 Subtotal 156,400, ,942,815 (20,457,185) 84,205,126 41,761,353 42,443,773 Project Management - 10,242,803 10,242,803 8,205,791 5,139,972 3,065,819 Contingency - 8,301,737 8,301,737 2,950,252-2,950,252 Total State Radio Project 156,400, ,487,356 (1,912,644) 95,361,169 46,901,325 48,459,844 Old OWIN Project Spending 45,000,000 49,256,733 4,256,733 Treasury Loan 8,000,000 6,247,831 (1,752,169) Total Old OWIN 53,000,000 55,504,564 2,504,564 Grand Total 209,400, ,991, ,920 January No. 28 Page 35

40 Estimated Project Cash Flow Page 36 January No. 28