Performance Audit for the Public Safety Radio/Paging/Mobile Data
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PALLANS ASSOCIATES COMMUNICATION CONSULTANTS Performance Audit for the Public Safety Radio/Paging/Mobile Data Communications Systems of the Columbia 911 Communications District PALLANS ASSOCIATES Communications Consultants 7753 Lily Trotter Street North Las Vegas, NV 89084 TABLE OF CONTENTS Executive Summary 1 Available Technologies Introduction 4 Conventional Radio Systems 45 Methodology Simulcast 46 Analysis of Documentation 4 Satellite Receivers/ Voters 46 Initial Propagation Study 4 Trunking 47 Kickoff Meeting 4 Bi-Directional Amplifiers 47 User discussions 5 Vehicular Repeaters 48 Site Visits 5 P25 48 FCC License Review 6 Digital Mobile Radio 50 Analysis of user Surveys 7 Broadband LTE 51 Assessment Observations Findings System Design for The District 53 General 8 System Management 53 Existing Radio System 10 System Performance 53 Radio Sites 11 Microwave System Performance 54 Dispatch Centers 12 Alternate Site Analysis 55 Microwave System 22 Recommendations Existing System Coverage 24 Technology 57 FCC Licenses 27 Dispatch Systems 57 Licensing Discrepancies 28 Coverage 58 Site Equipment 29 Interference 59 Radio Inventories 29 System Maintenance 59 Analysis Microwave 59 Radio System Coverage 31 Interoperability 60 Coverage in the District 32 Site Improvements 60 Terrain Issues 33 System Recommendations 60 Propagation Mapping 36 System Oversight 61 Propagation Map Analysis 38 Vehicular Repeaters 62 Capacity 39 Vehicle Location 62 Interoperability 40 Mobile Data 63 System Life Cycle 43 Fire Department Paging 63 Radio Specifications 44 Equipment Replacement 63 ATTACHMENTS A Radio Licenses B Terrain Studies C System Coverage Maps D User Survey Summary Pallans Associates Performance Audit Communicaion Consultants Columbia 911 Communications District EXECUTIVE SUMMARY Pallans Associates is pleased to present this Radio Systems Assessment and Recommendations to the Columbia 911 Communications District. The purpose of this assessment is to provide an analysis of the current communication systems utilized by the Columbia 911 Communications District and to provide recommendations for any future growth or improvement of the District’s primary VHF radio communication system. The recommendations presented are based upon current advances in technology for radio communication and the “best practices” of local government public safety entities nationwide. The intent of this report is not to provide the technical solutions but rather to identify any issues and to provide logical steps to take to resolve them. Pallans Associates, through site inspections, user interviews and surveys, radio propagation mapping programs and FCC data research has evaluated the radio systems of the Columbia 911 Communications District. The challenges associated with radio communications in the future are quite different from what they were in the past. The need to communicate effectively is an important part of the Columbia 911 Communications District’s agencies’ abilities to provide services to the citizens of Columbia County. The participating agencies recognize the importance of having properly functioning communications networks that enable the appropriate first responder disciplines to respond to any threat or challenge that may present itself, be it cross agency, cross discipline or cross jurisdiction. Radio systems provide the critical wireless communication link between 911 dispatchers, fire/rescue, law enforcement, emergency medical responders, public works and general government personnel. Radio systems typically manage traffic for a particular agency or jurisdiction. However, larger incidents often require inter- agency communications, referred to as interoperability. Interoperability is essential to assure first responders can communicate effectively in the event of a large scale emergency or disaster. The Columbia 911 District operates a VHF radio system for all of its participating municipal and County agencies. Dispatch functions for public safety entities, police, fire and medical services, are provided by the District as are 911 services. Radio coverage of the County is a challenge that is addressed in this report. Interoperability between District agencies and the County are maintained on the County operated radio system since it is shared by all County public safety agencies. Primary concerns of the District are radio coverage, current levels of performance, costs and the possible migration paths to future technology. This report addresses all of these aspects. Columbia 911 Communications District Page 1 6/23/2015 Pallans Associates Performance Audit Communication Consultants Columbia 911 Communications District The initial step of this project was familiarization with the county, the Communications District and the radio sites themselves. Meetings with District management and with representatives of the user agencies helped to provide a picture that provided direction for our research. Through analysis of FCC licensing documentation and our own mathematical modeling of the theoretical system performance we were able to develop a course of action to take. This led to determining all of the factors that have impacted the radio system over its years of operation. These initial stages led us to determine that the radio system, its facilities and equipment and its operation is sound. The biggest issue affecting the radio system is the fact that Columbia County is a rural area with a rugged interior. Radio waves do not like foliage, cliffs, valleys and winding roadways. Our models and the user surveys agree that coverage in the populated area is good with a few exceptions. The use of simulcasting from six radio sites actually provides better coverage than having the six sites operating independently. User radio equipment, also known as subscriber units, is performing relatively well considering that the majority of units are as old as the radio system, 12 years or more. Statistically, the life span of a portable radio is 7 years and a mobile is 10 years. Virtually all of the subscriber units have exceeded these ages. During this extended time there has not been any planned maintenance or preventative maintenance program in effect. We therefore believe that some of the reported problems are due to mistuned radios. Replacement with newer technology radios with higher performance specifications will also address the problem. Adding vehicular repeaters to mobile units will significantly improve coverage from handheld radios in rural areas. A significant amount of time for this project was spent analyzing the coverage of the system and several specific impacts that affect performance. The terrain is very difficult to penetrate due to its mountainous characteristics The actual radiation patterns from the infrastructure antennas, in many cases does not penetrate to the target areas but rather flies over them The simulcast design has created areas where signals from multiple sites overlap each other causing interference between them Reorienting antennas or replacing them with antennas that focus the waves downward may improve system performance System operation is very good. All of the agencies commented on how well the dispatch center operates. Some users feel that there should be in house technical staff. Pallans Associates believes that existing contracted technical assistance is more than adequate but there should be more done in house with respect to Columbia 911 Communications District 2 6/23/2015 Pallans Associates Performance Audit Communication Consultants Columbia 911 Communications District reporting system metrics on performance and technical issues to be able to predict problem areas. While Pallans Associates often recommends that radio systems of this general vintage or older be replaced with more modern high technology systems such as P25 digital technology and trunking, we cannot say the same for the Columbia County 911 Communications District. In the environment of northwestern Oregon the current VHF conventional technology is more than adequate. Replacement of infrastructure and subscriber units will certainly benefit the system operation but there is no need for a technology change here. The federal government will be implementing the FirstNet Broadband Public Safety Network in a few years. FirstNet will provide nationwide broadband digital coverage for public safety. That will be the impetus for local system growth and replacement. Until that time we believe the District should remain where it is technologically but it should consider upgrading to P25 in the future. However, it is important that the current radio system be upgraded to 2015 standards. Columbia 911 Communications District 3 6/23/2015 Pallans Associates Performance Audit Communication Consultants Columbia 911 Communications District INTRODUCTION The Columbia 911 Communications District contracted with Pallans Associates, Communication Consultants, to perform an audit of all radio systems and communication networks utilized by The District. This audit consists of an analysis of the existing systems from both technical and operational aspects. It also provides an evaluation of the current interoperability between agencies and communities. The goal is to provide recommendations for the future improvements of the District's radio system and a migration strategy to implement the recommended changes. Methodology Analysis of Support Documentation Prior to attending the kickoff meeting Pallans Associates compiled available data regarding the communication systems of