BRAZOS VALLEY WIDE AREA COMMUNICATIONS SYSTEM

Ben RoperDirector of Information TechnologyCity of College Station

Lloyd A. WaughSenior Account ManagerMotorola Solutions

Early 2006Learned about the Public Safety Interoperable

Communications (PSIC) grant$ 1 billion, 80/20 cost shareTo promote interoperability, P-25, and 700

MHzLarge enough “to do things that couldn’t be

done otherwise”Deadline for awards: September 30, 2007

Early 2006Analyzed local situation2 systems near end of lifeUsers showed interestTechnology “leapfrogging” hampered

operations

Mid 2006

Requested/received “ROM” from Motorola5 site, 20 channel infrastructure: $ 11.9

millionRequested estimate from consultant: $

60,000Sounded out any strong oppositionDeveloped strategy

Get user supportGet a “champion”

October 2006Meeting with Brazos County public safety users

(mostly Assistant Chiefs)Received unanimous support for moving

aheadPresented to Intergovernmental CommitteeAssigned to “Joint EOC” subcommittee for

presentation to governing bodiesFound our “champions”

December 20, 2006Awareness presentation given to Council of

Government’s Homeland Security Advisory Committee (7 counties)

Invitation extended to neighboring entitiesBrenham and Washington County were

interested

January – March, 2007Concept presentations from “champions” to 3

City Councils and 2 Commissioner’s CourtsCollege Station volunteers to be lead for

consultant and studyInterlocal agreement for study is drafted and

approvedGoverning bodies sign interlocal agreement

to fund conceptual study

March – August 2007Consultants perform studyKickoff meeting with all entities to identify

common issuesSite visitsIndividual entity interviewsVerify informationReview conceptual design

Distribution of Radio Field Units – All Users

0

200

400

600

800

1000

1200

1400

1600

Field Unit Quantity

Bryan BrazosCounty

CollegeStation

TAMU Wash.County

Brenham

Entity

Distribution of Radio Field Units

Portables

Mobiles

July 18, 2007PSIC grant details announced $ 1 billion will be divided by 56

states/territories Texas will receive $ 65 million $ 33.4 million will be available after state and

UASI allocations are made State must file State Communications

Interoperability Plan (SCIP) by December Grant awards must be consistent with SCIP Reality: $ 33.4 million/24 COGS = $ 1.4 million

August 24, 2007Receive final consultant’s reportTo “do it right”: $ 26.6 million

Infrastructure: $ 16 millionSubscribers: $ 10.6 million

Cost reduction options:Join neighboring regional systemPostpone outlying sitesRe-use newest dispatch consolesReplace microwave backhaul with T-1/fiber

BVWACS – Original concept

Sept – Dec, 2007Trim infrastructure cost to $ 7.7 million

Obtain “go ahead” from governing bodies

Consult with SAA, Texas Radio Coalition

Trim final infrastructure cost to $ 2.8 million

Prepare 1st draft of Partnership Agreement

Notified that PSIC Grant approved ($2,877,725)

2009 - 2010Site surveys, tower inspectionsEquipment installation, configuration and

testingFirst users (non-Public Safety) on the system

in Oct – Nov 2010Public Safety users started transition in late

2010, into early 2011

Major Site EquipmentGTR 8000 Base Station

Repeater (6-pack)S2500 Multiprotocol WAN

RouterASTRO 25 Site RepeatersSite Controller6-port CombinerDS42883H01T Tower Top

AmpDSCC80612 Omni Antenna~ $230,000 per site

Organization and Governance

Inter-Local Agreement (ILA)Term of Agreement

Based on Austin/Travis County AgreementInitial term plus automatically renews for 4

consecutive 12 month terms

Purpose - establish an organizational and management structure for the construction, implementation, ongoing administration, operation, and maintenance of the BVWACS by the Parties

Governing BoardSet policyDirect and approve the operating policies

and procedures of the Operating BoardAdopt budgetOther appropriate tasks. Consist of one member from each of the

BVWACS Parties

Operating BoardOversee management and technical opsOne member of each of BVWACS parties

with alternateMeet at least quarterlySubmit draft budget for to the Governing

Board by February 1 of each yearReview and approve operating policies and

procedures Regularly review BVWACS evaluation

factors

Staffing and OperationsManaging Entity – Designated by Governing

Board (BVCOG first ME)Managing Entity provides Systems Manager

Duties include managing the construction, acquisition, implementation, operation and maintenance of the BVWACS

Governing Board may approve other employees

BudgetGoverning Board approves annually

Operating budget cost allocated based on participation levels, determined by # subscriber units

Each Entity must appropriate funds in their budget process

Capital budget has 5 year planning periodManaging Party issues quarterly assessments

to BVWACS parties

Policy Points Simple majority needed for motion to pass,

except: Issues coming before the Governing Board that

require a higher voting threshold (5 of 6). amendments to the Agreement budget adoption adding new party to the Agreement changing the Participation Level in Exhibit A dissolution distribution of assets upon dissolution withdrawing party, amount of notice and allocation

of costs (4 of 5) withdrawal of managing party

Regional Radio CommunicationsProject Participants

Bryan

Brazos County

College Station

TAMU

Brenham

Washington County

Other BVCOG Counties

Austin/Travis County RRS

Harris County RRS

Partnering with HCRRS

Save $2.4M for Master SiteGreater Buying PowerTechnical ExpertiseShared infrastructure Cost

Current Status

System fully operationalEquipment for the 7 sites and 3 dispatch

locations installed as part of this projectOne tower significantly enhanced

constructionPSIC implementation requirements all

met.

The Good, The Bad & The UglyGood

Partnerships workSystem worksMotorola worked with partners

BadPartnerships are hardSome control lost – Place your destiny in others

handsUgly – there isn’t any

Motorola

Partnerships- Team Effort Motorola Solutions Direct/ Indirect TeamMotorola Solutions MR- Texas CommunicationsHarris CountyH-GACBVCOGBVWACS entities

City of College StationTexas A&M UniversityCity of BryanBrazos CountyWashington CountyCity of Brenham

Procurement Method H-GAC Purchasing ContractPre-built equipment to lock in the pricingProject payment milestonesSubscriber radios separate from PSIC grant for

phased approachTwo purchase orders

BVCOG TAMU

Infrastructure Equipment Provided

Eight 7.4 upgraded to 7.7 Six Packs (GTR 8000)

3 MCC 7500 dispatch locations1 Gold Elite dispatch location up gradeSupporting equipment for each of the 7 tower

locations

Challenges RebandingFinding cost reduction measuresDelivery locations to ease installation and

inventory proceduresUpgrade from 7.4 to 7.7Lack of project managementEnforcement of timelinesWarranty start up

Questions?