DECEMBER 2015 MONTHLY PROGRESS REPORT
Cover photo: Snow blanketed the State Radio Project s Mount Aldrich site in early November. The Grant County site sits at nearly 7,000 feet in elevation.
State Radio Project MONTHLY PROGRESS REPORT PROJECT AND GOALS UPDATE The State Radio Project has completed the cutover to the new console system. By mid- November, the console project team switched over the last two dispatch centers: the Oregon Department of Transportation s Central Oregon Transportation Operations Center in Bend and Northwest Transportation Operations Center in Salem. This was a huge accomplishment and very exciting for everyone involved, said Lisa Strader, State Radio Project assistant manager. Both operations went well, with only a few minor issues. At the CTOC cutover, unpublished phone numbers that ODOT crew members use to call the dispatch centers did not transfer with the mainline number, so calls to the old console system, now offline, give a busy signal. The Oregon State Police Southern Command Center experienced the same issue during its cutover in October. For now, dispatch supervisors instructed ODOT maintenance crews and OSP troopers to use the mainline number. The console project team will meet with the telephone provider to work on permanent solutions to minor phone line issues. The 90-day confidence period is in progress until mid-february. The system as a whole is working great, but there are a few annoyances that we would like to fix, Strader said. One example is at the top of some dispatch screens the top menu bar buttons will flash or jiggle intermittently. Console vendor Pantel International is working to resolve the issues. Feedback from the dispatch operators is positive overall. They like the bigger monitor and the touch-screen capability, as well as the ability to customize the screen and change the color scheme to match their preferences. We have heard that the system is very intuitive and easy to use. All dispatchers went through training, and people have needed very little help once they actually started using it, Strader said. The logging recorders at the dispatch centers are also working very well. In early December the console team will prepare for phase two of the logging recorder software upgrades. The team chose to begin with a basic system and upgrade to new features during a second phase. Dispatch operators will be on the team to provide feedback for the next generation of logging recorders. The radio project s civil construction team is also progressing well, completing all of the site work this fall necessary to support the technology integrations for testing. Work on three sites that are important for the trunked system loop and redundancy in our radio system are on track with the exception of Applegate Butte, which continues to be a challenge logistically. Microwave equipment installations planned for this year are complete. Crews completed two hops by the end of November, bringing the total to 122; 48 hops were completed in 2015. Trunking system equipment is installed at all but four sites, and two of those sites are expected to be complete by the end of December. The ODOT Wireless Communications Section plans to have several teams perform coverage testing on the trunked system around the state next month. Project team members recently met with the Nevada Department of Transportation. Nevada is planning its radio system upgrade and requested a peer exchange to learn from Oregon s experiences with the State Radio Project. It was a very valuable information exchange, said Dick Upton, State Radio Project manager. INFRASTRUCTURE N otices to proceed were issued for Doherty Slide in Lake County and Pine Mountain in Deschutes County. Work at Doherty includes a new fence and a repurposed shelter installation with a solar array mounted on the roof, a new 80-foot tower, a new ice bridge, and electrical and grounding work. Work at Pine Mountain includes a new ice bridge and ice shield installation and a December 2015 No. 63 Page 1
MONTHLY PROGRESS REPORT State Radio Project new safety rail along one side of the tower. Narrowband antenna installations at 10 sites also received notice to proceed. The project reached substantial completion at four sites in November: Grizzly Mountain Phase II, Aldrich Mountain, Santiam Junction and Sugar Pine. Work at Grizzly Mountain Phase II included two new shelters, a new 120-foot tower, a new generator, a new HVAC system, two new propane tanks, two new ice bridges, and site grounding and electrical work. Aldrich Mountain received shelter weatherization and an ice bridge removal. Trees at the Santiam Junction site were trimmed to achieve a clear path for the microwave signal, and work at Sugar Pine included a new HVAC, interior electrical and grounding improvements, and new signage. 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 for select repeater sites and office remote locations and power system upgrades, and construction of a number of infill sites will continue through 2015. 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, 2013. The work to transfer the OSP sites to ODOT is complete. INTEROPERABILITY T he State Interoperability Executive Council s Technology Committee reviewed 14 applications submitted for interoperability grant funds and recommended four for funding. The public safety radio system interoperability projects recommended by the SIEC for funding were announced at the November quarterly meeting. The interoperability request for proposal is in legal sufficiency review with the Oregon Department of Justice. As soon as it is released it will be placed on the Oregon Procurement Information Network for bid. The SIEC approved an additional $100,000, bringing the total RFP to $400,000, to include cataloging in addition to surveying public safety users in the state about current interoperability capabilities and needs. With the additional $100,000 and all grant funds recommended for funding, the radio project is under budget for interoperability. 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. Page 2 December 2015 No. 63
State Radio Project MONTHLY PROGRESS REPORT 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, 96 percent of the total budget has been expended to date. ASSET MANAGEMENT Equipment deployed for improvement work at nine sites during November included battery units, generators, solar panels and auxiliary equipment, radio units and shelter components. Asset staff also released equipment to enhance existing narrowband coverage at six sites. Asset management staff members continue to work with the radio project s Finance and ODOT s Financial Services groups to reconcile site expenditures in preparation for project closeout. Coordination between asset management and ODOT s Surplus Materials is ongoing as decommissioned equipment returned from the field is recycled, transferred to surplus or properly disposed. The asset management team continued its work to decommission the radio project s primary warehouse space in preparation for the December facility move. The team relocated the majority of the inventory from the warehouse to other ODOT storage locations in Salem, including outdoor storage and container space provided by the Wireless Communications Section. 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 November, 22 change requests were processed and approved. October 2015 November 2015 Total to date Administrative 1 0 83 Formal 10 22 591 Total 11 22 674 The following table 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 November. October 2015 November 2015 Total Change Contingency budget, end-of-month value $2,761,190 $2,581,430 ( $179,760 ) December 2015 No. 63 Page 3
MONTHLY PROGRESS REPORT State Radio Project COMMUNICATIONS MANAGEMENT Communications staff provided the following project information/materials during November: Produced November 2015 Monthly Progress Report Produced November 2015 Project Dashboard Produced November 2015 Key Project Facts sheet Updated project website on Oregon.gov Distributed project information notices via GovDelivery Provided update on radio project activities to ODOT public affairs staff 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. Second quarter 2015 Third quarter 2015 Overall risk the project will not meet scope, budget or timing goals High Medium Total number of risks identified during the review period 13 5 Total number of high-rated risks identified during the review period 2 0 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. Second quarter 2015 Third quarter 2015 Standards rated as high risk 17% 0% Standards rated as moderate risk 66% 71% Standards rated as low risk 17% 29% The following table is a snapshot of the issues, categorized by WBS section, managed by the project during November. 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. Page 4 December 2015 No. 63
State Radio Project MONTHLY PROGRESS REPORT Number of active issues Number planned for resolution Total resolved 1.0 Project Management 1 1 0 2.0 Narrowbanding 0 0 0 3.0 Microwave Modernization 1 1 0 4.0 Trunked Radio 16 16 0 5.0 Interoperability 1 1 0 6.0 Partnerships 0 0 0 7.0 Planning and Engineering 0 0 0 Total 19 19 0 WBS 2.0 NARROWBANDING The narrowbanding component of the radio project involves two primary work efforts. First is to transition ODOT and OSP radio operations to narrowband mode, which the radio project completed in August 2013 in advance of the revised federal deadline of Nov. 1, 2013. 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. A small number of antenna installations and power system upgrades remain for infill repeater sites across the state (WBS 2.1). Base station and remote installations (WBS 2.2) are substantially complete. New antennas for those sites with Harris equipment have been received and are pending installation this winter. Radio project work on the mobile and portable deployment (WBS 2.3) is complete. Asset reconciliation efforts for narrowbanding equipment deployed by the project will become a maintenance activity completed by Wireless Communications Section staff (WBS 2.1, 2.2 and 2.3). 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. December 2015 No. 63 Page 5
MONTHLY PROGRESS REPORT State Radio Project 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 $51.6 million, is comprised of $19 million for installation, $5.6 million for network implementation, $25.7 million for site work and $1.3 million for wireless infrastructure management system implementation. For WBS 3.0 Microwave Modernization, 75 percent of the total budget has been expended to date. MICROWAVE 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. 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. To date, the radio project installed 48 hops in 2015, for a total of 122. Due to weather impacts, staff does not anticipate any additional installations in 2015. 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 will provide monitoring, alarming and control capabilities for system components and associated equipment. Work on the implementation of the WIMS is on hold until later this winter to allow the radio project staff to focus on the remaining site upgrades and microwave and console installations. 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. Page 6 December 2015 No. 63
State Radio Project MONTHLY PROGRESS REPORT 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 million, switches for $2.1 million, dispatch consoles for $4.9 million, testing and training for $3.6 million and VHF integration for $1.6 million. For WBS 4.0 Trunked Radio System, 73 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. Commission of one site was completed in early November. No additional sites received equipment installations or were commissioned during the remainder of the month. 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. Funding, in the amount of $1.2 million, was approved by the SIEC for use in four interoperability projects at its fourth quarter meeting in November. Finance staff will begin work to commit funds to the respective projects. The remaining funds will be held for future work yet to be determined. 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) December 2015 No. 63 Page 7
MONTHLY PROGRESS REPORT State Radio Project For WBS 6.0 Partnerships, 95 percent of the total budget has been expended to date. OWIN OBLIGATIONS All partnership work is complete with the exception of Klamath County. The work in Klamath County is progressing, but weather conditions could extend completion into 2016. 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), 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) are complete. Operations 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, 95 percent of the total budget has been expended. Statewide planning activities (WBS 7.1) are captured under interoperability design (WBS 7.5). 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 complete. Interoperability design (WBS 7.5) will be accomplished largely by local public safety agencies, in coordination with the project, that are awarded interoperability funds through an application process and approved by the State Interoperability Executive Council. Partnership development (WBS 7.6) is complete. Page 8 December 2015 No. 63
State Radio Project MONTHLY PROGRESS REPORT WBS 8.0 INTEGRATION TRAINING This section of work was developed and incorporated into the project budget during February 2013. 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 2015. For WBS 8.0 Integration Training, 36 percent of the total budget has been expended to date. No training activities took place during November. STAFFING SUMMARY Full-time state employees and contractors are working on the radio project throughout Oregon. In November, the project employed 16 full-time equivalent state positions. 50 45 Number of Jobs 40 35 30 25 20 15 10 5 14 14 14 14 14 3 3 2 2 7 2 6 6 6 5 24 23 22 22 21 14 14 14 14 2 2 2 2 5 5 4 4 17 17 17 17 14 14 14 1 1 1 4 3 2 15 16 16 0 State Radio Project Employees Site Development Staff (B&V) Contractors (SAIC, Legacy, HDR) Radio Staff (Harris & AECOM) December 2015 No. 63 Page 9
MONTHLY PROGRESS REPORT State Radio Project CONTRACT SUMMARY Including historic values of the previous OWIN program, the State Radio Project has spent $143,569,966 of the $180,434,572 currently available across the project s 16 contracts. This represents an overall expenditure of approximately 80 percent. To date in the 2015-2017 biennium, $10,429,423 has been spent. This represents 6 percent of the total contract amount available and approximately 22 percent of the contract amount available for the biennium. CONTRACT SUMMARY BY VENDOR Expended before 06/30/2011 Expended after 06/30/2011 Available balance as of 11/30/2015 Contract amount available ABN Engineering - $580,309 $81,866 $662,175 AECOM $294,656 $4,624,416 $461,152 $5,380,224 Aviat Networks $9,456,115 $12,321,150 $9,957,187 $31,734,452 Black & Veatch $6,168,224 $5,817,966 $11,388,874 $23,375,065 CSGI $951,175 - - $951,175 Federal Engineering $7,932,754 $703,111 $1,380,972 $10,016,838 General Dynamics $3,750,794 $6,417,793 $841,644 $11,010,231 Harris Corp. - $51,904,701 $6,119,595 $58,024,295 HDR Inc. $261,091 $3,714,106 $21,766 $3,996,963 JLA Consulting - $70,124 - $70,124 Legacy Wireless $1,656,972 $4,162,329 $994,272 $6,813,573 Misc. small contracts $1,032,273 $11,721,313 $2,759,498 $15,513,303 OBEC Consulting - $141,045 $4,775 $145,820 Pantel International - $3,411,840 $860,892 $4,272,732 Public Knowledge - $1,854,435 $1,009,148 $2,863,582 SAIC Inc. - $4,621,056 $982,965 $5,604,020 Total $31,504,273 $112,065,693 $36,864,605 $180,434,572 Percentage expended of contract amount available 18% 62% 20% -- Page 10 December 2015 No. 63
State Radio Project MONTHLY PROGRESS REPORT PROJECT COST SUMMARY Original budget 09/07/2011 Rebaselined budget 09/30/2013 Prior budget changes as of 10/31/2015 Current month budget changes as of 11/30/2015 Current budget as of 11/30/2015 Funds spent through 11/30/2015 Balance as of 11/30/2015 Narrowbanding Repeaters 6,100,000 4,415,302 333,484 150,679 4,899,465 4,729,136 170,329 Office Remotes 2,000,000 2,116,600 (915,549) - 1,201,051 867,821 333,230 Handhelds/Portables 33,200,000 25,742,427 916,281-26,658,708 26,485,658 173,051 Cutover/Testing - 300,000 (69,295) - 230,705 230,705 - Narrowbanding Subtotal 41,300,000 32,574,329 264,921 150,679 32,989,929 32,313,319 676,610 Microwave Modernization Purchase & Installation 29,300,000 17,568,049 1,470,072-19,038,121 12,746,449 6,291,673 Network - 5,498,992 109,454-5,608,446 5,199,274 409,172 Site Improvements 45,550,000 25,150,000 575,287 29,081 25,754,368 20,516,021 5,238,347 Network Management System - 1,386,984 (141,984) - 1,245,000 82,338 1,162,662 Training & Equipment Acquisition - 500,000 (500,000) - - - - Microwave Modernization Subtotal 74,850,000 50,104,025 1,512,829 29,081 51,645,935 38,544,082 13,101,853 Trunking Receivers 5,250,000 14,803,450 245,938-15,049,388 13,190,091 1,859,297 Switches - 2,403,062 (288,813) - 2,114,249 2,114,248 1 Consoles 1,400,000 3,941,546 992,105-4,933,651 3,188,323 1,745,328 Testing & Training - 4,193,867 (576,250) - 3,617,617 953,826 2,663,792 VHF Integration - 1,500,000 70,013-1,570,013 353,251 1,216,762 Trunking Subtotal 6,650,000 26,841,925 442,993-27,284,918 19,799,739 7,485,179 Interoperability Procurement & Installation 2,300,000 2,300,000 - - 2,300,000 31,241 2,268,759 Interoperability Subtotal 2,300,000 2,300,000 - - 2,300,000 31,241 2,268,759 Partnerships Construction 10,400,000 10,469,802 - - 10,469,802 9,953,243 516,559 Partnerships Subtotal 10,400,000 10,469,802 - - 10,469,802 9,953,243 516,559 Engineering Narrowbanding 1,300,000 1,532,772 285,214-1,817,986 1,817,486 500 Microwave Modernization 17,750,000 18,468,867 1,105,367-19,574,234 19,307,523 266,711 Trunking 1,850,000 9,299,376 933,376-10,232,752 8,686,084 1,546,668 Interoperability - 3,064,792 (1,690,685) - 1,374,107 1,374,107 - Partnerships - 410,155 (50,321) - 359,835 359,835 - Engineering Subtotal 20,900,000 32,775,962 582,951-33,358,913 31,545,034 1,813,879 Integration Training Integration Training - 500,000 (350,000) - 150,000 53,960 96,040 Integration Training Subtotal - 500,000 (350,000) - 150,000 53,960 96,040 State Radio Project by Phase Narrowbanding phase 42,600,000 34,107,101 550,135 150,679 34,807,915 34,130,805 677,110 Microwave Modernization phase 92,600,000 68,572,892 2,618,196 29,081 71,220,169 57,851,605 13,368,564 Trunking phase 8,500,000 36,141,301 1,376,368-37,517,669 28,485,822 9,031,847 Interoperability phase 2,300,000 5,364,792 (1,690,685) - 3,674,107 1,405,348 2,268,759 Partnerships phase 10,400,000 10,879,957 (50,321) - 10,829,637 10,103,077 516,559 Integration Training phase - 500,000 (350,000) - 150,000 53,690 96,040 Phase Subtotal 156,400,000 155,566,043 2,453,694 179,760 158,199,497 132,240,619 25,958,878 Project Management - 15,069,054 (723,269) - 14,345,785 13,788,478 557,308 Project Contingency Reserve - 3,852,259 (1,091,069) (179,760) 2,581,430-2,581,430 Total State Radio Project 156,400,000 174,487,356 639,356-175,126,713 146,029,096 29,097,617 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 209,400,000 229,991,920 - - 229,991,920 200,894,304 29,097,617 December 2015 No. 63 Page 11
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 December 2015 No. 63