Memo-Police Department Radio System RecommendationMemo
I Police Administrative Services
To: Honorable Mayor and Council members
From: Connie Kurtz, Administrative Services Director
Copy. Steve Mielke, City Manager and Craig Reid, Chief
Date: June 25, 2003
Re: Police Department Radio System Recommendation
The Hopkins police and fire departments have been monitoring the development and deployment of the regional 800
MHz radio system for the past year or so. Our existing radio communications control console electronic equipment is
at the end of its useful life, and new spare parts to replace failed components are no longer available. Used
electronic items for the consoles, especially for items that fail most frequently, are more and more difficult to obtain.
Moving the existing consoles to the new dispatch center will be costly, and will require a period of time during which
both of the two console work stations will be disconnected and unavailable for service. Therefore, consideration
must be given to the purchase of new radio communications control console equipment to be installed in the new
dispatch center.
Recommendation
The new nine county regional 800 MHz trunked radio communications network has recently been placed into service
. and is fully operational. Many public safety departments within Hennepin County including the Hennepin County
Sheriff's Department, MNDOT and Minneapolis Police Department have already migrated to the network and others
are in the process of migrating to use of this network because of the greatly increased capabilities. Those migrating
include our surrounding communities.
The Hopkins Police Department has been working closely with the Metropolitan Radio Board and radio engineer, in
trying to determine the best option for new radio communications equipment. A radio study has been conducted and
careful evaluation of various alternatives has been considered. Three options have been explored and are attached
for review. The radio engineer has recommended and we concur that Option 1, the regional 800 MHz system, is the
best option for Hopkins for the following reasons:
1. The regional 800 MHz trunked radio system will result in greatly improved operational performance, more
so than Option 2 and 3,
2. Significant funding from the Metropolitan Radio Board and sales tax exemption is available for this system
only,
3. State and federal funds are available for purchase of equipment for use on the regional system that are
not available for use in replacement of the existing conventional radio system with a new digital
conventional system.
City personnel have tested the coverage performance of the regional 800 MHz network in Hopkins locations and
found coverage to be good. The City of Hopkins is able to use the network without initial cost for the network
equipment, although the city will need to purchase connection electronic equipment, radio communications control
equipment and new portable and mobile radios for use of this new network. There will be recurring costs for the use
of the network such as maintenance and/or lease fees.
Use of this new radio network will provide many significant improvements in radio communications capabilities for the
city radio system. We look forward to discussing the report and detailing funding options at the work session.
Regional 800 MHz System
with Microwave - Option 1
Fumiture $ 14,000
+ install
Console Electronics $ 185,000
RF Control Stations 7,000
Logging Audio Circuit 20,000
Subtotal $ 226,000
10% contingency 22,600
Subtotal $ 248,600
Microwave 176,000 (1)
$ 424,600
50% of Central Electronics - 72,500 (2)
Subtotal $ 352,100
Less MRB Funding @ 40% - 140,840 (3)
Total Net Cost to Hopkins $ 211,260
Plus the cost of radios lease or purchase
Note: With Options 1 and 2, the cost of radios may be reduced
if the MRB contributes 25% of the price. Hennepin County may
be able to purchase some or all of the above equipment and
lease that equipment to the City. Lease is for 7 years on
portables and 10 years on mobile radios.
(1) Hennepin County may agree to lease the microwave link
to the City over a 10 year period of time. At the end of the lease
period, the City would own the microwave.
(2) if the central electronics equipment Is co-located with the
network controller equipment (Henn Co), that electronics can be
shared with one or more users who may pay part of the cost of
the electronics. If one or more user shares the equipment with
Hopkins, that user may agree to pay 50% of the cost.
(3) The Metro Radio Board (MRB) is authorized to fund up to
50% of the cost of the equipment used in the regional 800 MHz
purposes o e t h is report It Is percentage assumed not the funding l For l
be stabllshed at 40 %.
NOTE: Purchases for the Regional 800 MHz system only are
tax ex mpt.
Regional 800 MHz System
without Microwave - Option 2
Furniture $ 14,000
+ install
Console Electronics 97,000
RF Control Stations 35,000
Logging Audio Circuits 0
Subtotal $ 146,000
10% contingency 14,000
Subtotal $ 160,600
Less MRB Funding G40% - 64,240
Total Net Cost to Hopkins $ 96,360
Plus the cost of radios lease or purchase
COST COMPARISON
ESTIMATES
OPTION 1 PURCHASE $ 523,092
OPTION 1 LEASE $ 292,004
OPTION 2 PURCHASE $ 381,321
OPTION 2 LEASE $ 204,005
OPTION 3 $ 514,094
plus new base radio equipment
Options 1 and 2 pricing includes base cost
of each option, radios and maintenance
Option 3 Conventional VHF or 800 MO
Furniture
+install
Console Electronics
RF Control Stations
Logging Audio Circuits
Subtotal
10% contingency
Subtotal
Sales Tax
$ 14,000
97,000
7,000
0
$ 118,000
11,800
$ 129,800
6,370
Total Net Cost to Hopkins $ 136,170
PLUS COST OF RADIOS $ 377,924
The City would also need to purchase all new
base radio station equipment.
Cost of radios @ $2982 each x 119 plus sales
tax. ($354,858 + $23,066 = $377,924)
NOTE: WITH OPTION 3 THERE IS NO
FINANCIAL INCENTIVE OFFERED BY THE
METRO RADIO BOARD OR HENNEPIN
COUNTY.
•
RADIO PRICING 6/18/03
POLICE
Portable Radio 49
Purchase
Maintenance
Mobile Radio 18
Purchase
Maintenance
FIRE
Portables Radio 18
Purchase
Maintenance
Mobile Radio 5
Purchase
Maintenance
PUBUC WORKS
Portable Radio 26
Purchase
Maintenance
Mobile Radio 5
Maintenance
Total Radio Purchase Price
Yearly Maintenance
$ 113,375
10,290 /yr
$ 37,020
3,360 /yr
$ 41,648
3,780 /yr
$ 16,380
2,931/yr
$ 60,158
5,460 /yr
$ 16,380
1,050 /yr
$ 284,961
26,871
Radio pricing is for Metro Regional 800 MHz system only
POLICE
Portable Radio 49
Lease
included in lease price
Mobile Radio 16
Lease
Included in lease price
FIRE
Portable Radio 18
Lease
Included in lease price
Mobile Radio 5
Lease
Included in lease price
PUBLIC WORKS
Portable Radio 26
Lease
Included in lease price
$ 35,000
$ 9,380
$ 12,490
$ 2,931
$ 18,042
Mobile Radio 5
Lease $ 2,931
Total Radio Lease Price $ 80,774
Lease price includes maintenance