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HomeMy WebLinkAboutResolutions - 1995.04.27 - 24326LIC SERVICES COMMITTEE MISCELLANEOUS RESOLUTION 195124 April 27, 1995 BY: Public Services Committee, Lawrence A Obrecht, Chairperson IN RE: DEPARTMENT OF FACILITIES MANAGEMENT - EXTENSION OF 'O'COM FUNCTION To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Board of Commissioners, by Miscellaneous Resolution #93259, authorized issuance of appropriate notification to terminate the agreements with twelve participating hospitals for provision of 'O'COM services; and WHEREAS pursuant to Miscellaneous Resolutions #93269, #94041, #94216, #94360 and #93031 funding for the 'O'COM function was continued through April 30, 1995; and WHEREAS the hospitals, service providers and Medical Control Board requested that the County provide additional funding of $103,860 per year for the benefit of the commercial and hospital organizations utilizing the "0" COM system beyond the amounts included in the attached proposed plan; and WHEREAS integration with the 800MHz radio communication system requires a four month implementation period. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby requires that the "0" COM hospitals, service providers, and Medical Control Board shall commit in writing, in a form acceptable to the County Executive, to the attached plan by May 5, 1995, or the County Executive is directed to eliminate the "0" COM function and make the equipment available to a qualified group. BE IT FURTHER RESOLVED that the Board extends, contingent upon the hospitals, service providers, and Medical Control Board commitment to the plan, the continuation of the following seven 'O'COM positions through August 31, 1995, and the continued funding for said positions: EMS Communications Supv (14130-04676) EMS Communications Operator (14130-04677, 14130-04678, 14130-04679, 14130-04680, 14130-04681, and 14130-06035). Chairperson, on behalf of the PUBLIC SERVICES COMMITTEE, I move the adoption of the foregoing resolution. a .1. I. Ell REIMB. FROM HOSPITALS $91.572 GENERAL FUND CONTINGENCY $(65,760) - April 27, 1995 FISCAL NOTE (Misc. # 95124 ) BY: FINANCE AND PERSONNEL COMMITTEE, John P. McCulloch, Chairperson IN RE: FACILITIES MANAGEMENT - EXTENSION OF 'XYCOM FUNCTION THROUGH AUGUST 31, 1995 To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: Pursuant to Rule XI-G of this Board, the Finance Committee has reviewed Miscellaneous Resolution if 95124 and finds: 1) The Board of Commissioners, by Misc. Resolution #95031, authorized continued operation and funding of "0"COM through April 30, 1995. 2) The resolution authorizes the continued operation and funding of 1 0"COM through August 31, 1995. 3) The following amendments to the 1995 Budget are recommended: Revenue 22100-141-01-00-2520 Expenditures 10100-909-01-00-9900 22100-141-01-00-1001 22100-141-01-00-1002 22100-141-01-00-2074 22100-141-01-00-3278 22100-141-01-00-3342 22100-141-01-00-3514 22100-141-01-00-3574 22100-141-01-00-3752 22100-141-01-00-4898 22100-141-01-00-4909 22100-141-01-00-6600 22100-141-01-00-6640 22100-141-01-00-6641 22100-141-01-00-6670 22100-141-01-00-6672 22100-141-01-00-6735 22100-141-01-00-6750 SALARIES-REGULAR $69,252 SALARIES-OVERTIME 2,000 FRINGE BENEFITS 39,100 COMMUNICATIONS 1,500 EQUIPMENT REPAIRS & MAJNT. 550 MEMBERSHIP/PUBLICATIONS 26 PERSONAL MILEAGE 100 TRAVEL/CONFERENCE 120 OFFICE SUPPLIES 142 POSTAGE 74 RADIO COMMUNICATIONS 29,534 EQUIPMENT RENTAL 96 CONVENIENCE COPIER 134 STATIONERY STOCK 86 PRINT SHOP 334 INSURANCE FUND 450 TELEPHONE COMMUNICATIONS 132L34 $ 91.572 $ 0 FINANCE I PERSONNEL COMMITTEE U P FINAL PROPOSAL FOR CONVERSION OF OCOM OPERATIONS TO COUNTY'S 800 Mhz SYSTEM OAKLAND COUNTY, MICHIGAN April 26, 1995 Contents: I Overview and historical background. II Draft consultant's report of Canfield and Associates entitled: "Evaluation of Oakland County 800 Mhz Radio System In Support of Emergency Medical Services Communications", dated April 20, 1995. III Projected 800 Mhz System Costs for Providers and Hospitals Based on Proposed Equipment rnnfignIt'Qrs IV Other proposal matters. % W SECTION I Overview & Historical Perspective 14 J OVERVIEW AND HISTORICAL BACKGROUND - FINAL PROPOSAL FOR CONVERSION OF °COM OPERATIONS TO COUNTY'S 800 Mhz SYSTEM OAKLAND COUNTY, MICHIGAN April 26, 1995 The following proposal summary addresses the conversion of the present County-operated OCOM function to an unattended medical communications system. The County's 800 Mhz system will require expansion of the existing system. * In the summer of 1993, the County discovered that it was not authorized to operate the current OCOM function. In the fall of 1993, the County notified the respective parties in the OCOM agreement that it intended to terminate the agreement and transfer the operations to the hospitals, Medical Control Board and / or other legal entity statutorily permitted to operate this function. * Since that time, the County has extended the funding five times over 17 months. Since the initial notification, the County has funded the OCOM function by approximately $290,775. * In December 1994, the County, service providers and hospitals agreed to equally fund a feasibility study to evaluate whether the OCOM function could be transfarred to the BOO Mhz system, This project has resulted in the enclosed consultant's report (in draft form) recommending the use of the 800 Mhz system. * The County's current 800 Mhz system does not have sufficient channel capacity to enable the medical communications contemplated by the inclusion of the current OCOM function on it. Accordingly,-the County will expand the current 800 Mhz system from 10 channels to 14 channels. This expansion will be funded by the County and require borrowing $1,779,000 from the Delinquent Tax Revolving Fund (to be repaid over a 10 year time frame). The interest costs of financing are below the rates offered by financial institutions. * In addition to the above 800 Mhz system expansion, the County will acquire equipment specifically directed at the medical communications effort (primarily radios). This funding, which would also be borrowed from the Delinquent Tax Revolving Fund, would approximate $375,000. Combined with the expansion dollars, the total equipment costs would be $2,154,000 - all financed through the County's Delinquent Tax Revolving Fund. * The equipment acquisition costs and operating costs of the proposed 800 Mhz system were analyzed in March 1995. The .t. a S detailed analysis is enclosed. The proposed cost of operations of the new facility (assuming a 10 year depreciation) by entity follows: - Annual cost to radio users (consistent with charges to other 800 Mhz customers) - $700.68. - Hospitals / MCB - annual cost of infrastrilrture expansion and operations (assuming 10 hospitals) - $103,871.64. - Certain other costs, such as equipment relating to statistical information and routing of ambulances, will be purchased and operated directly by the hospitals or MCB. The effect of the above rates is that the County would be required to fund $1.6 million of the infrastructure expansion, at an annual cost of approximately $175,000. Presently, the County has no other radio users waiting for the infrastructure expansion (although certain groups, including Lapeer County, has expressed interest in exploring the use of the County's 800 Mhz system). * In addition to the above, the County agreed to: - maintain a UHF base station at one of the County's towers to provide a back-up MEDCOM communications, at no cost to the hospitals. MCB or service providers. - accepted the responsibility to operate the radio system, and purchase and maintain radios for the EMS community. - provided office space and equipment which would reduce the start-up and annual operating costs of MCB. * The new 800 Mhz system would accomplish the following: - Significantly expand the service provider field coverage to hospitals. Presently, the coverage is inadequate; with the current 800 Mhz coverage, 99.7% coverage over all of the County would be attained. - Initiate a quality assurance function not currently present in the existing OCOM operations. This function is the responsibility of the MCB. - Eliminate the need for an attended system. * Assuming that the County, service providers, MCB and hospitals can reach an agreement by May 5, 1995 (date of proposed lapse of funding, assuming passage of the proposed resolution), the Michigan Department of Public Health will need to approve of the 800 Mhz system prior to initiation. 4 Section II Consultant's Report (Draft Dated April 20, 1995) ri EVALUATION OF OAKLAND COUNTY 800 Mhz RADIO SYSTEM IN SUPPORT OF EMERGENCY MEDICAL SERVICES COMMUNICATIONS April 20, 1995 Canfield and Associates Rochester Hills, Michigan • EVALUATION OF OAKLAND COUNTY 800 MHZ RADIO SYSTEM TABLE OF CONTENTS 1. Executive Summary II. Project Overview III. Methodology A. Evaluation of Available Options IV. Conclusions/Recomm.endations V. Appendix A. Proposed 800 Mhz Configuration for EMS Communications B. Cost Comparison between OCOM system vs. 800 Mhz system C. Proposed Alternative for communication of hospital re-routing information D. OCOM Working Group Meeting Minutes E. Hospital/Medical Control Meeting Minutes F. EMS Providers Meeting Minutes G. OAKEMS Communications Meeting Minutes H. Macomb County Medical Control Correspondence I. Projected hardware, software, infrastrucure costs associated with 800 Mhz J. Survey Instruments K. Proposed Configuration for Hospital Rerouting Information Network 1. Macomb County Medical Control Correspondence V EXECUTIVE SUMMARY Introduction In January, 1995, Canfield and Associates was retained by Oakland County (jointly funded by the County, hospitals and service providers) to conduct a feasibility study to determine whether the County's 800 Mhz radio system could effectively be used in support of Emergency Medical Services (EMS) communications. As a first generation EMS communications system, OCOM has performed admirably. However, given changes in technology, the type of equipment now being utilized in the field, the age of the equipment (15-17 years), and the potential for significant cost savings, it is time to replace OCOM. This conclusion is based upon the following factors: • The reliability of the OCOM system is questionable given the age of the equipment, and the increasing use of portable (vs. mobile) field radios. • Oakland County's desire to evaluate less expensive and more reliable options in light of the fact that it has no statutory authority/obligation to provide coordination of EMS communications. The conversion of the OCOM system to the 800 Mhz system represents an opportunity that would be very beneficial to all parties concerned. Project Overview The scope of the project involved the following: • Conduct facilitated sessions involving various stakeholders, including EMS Providers, Hospitals, Physicians and Oakland County Representatives, to determine the conceptual framework for an updated communications network. • Consult with appropriate MDPH representatives, including the MDPH Communications Consultant to ensure that the proposed system design is in compliance with MDPH statutory and technical rules/regulations. • Consult with Oakland County Department of Central Services representatives to determine current 800 Mhz system capabilities and limitations. • Conduct miscellaneous meetings with other interested parties (e.g. OAKEMS Communications Committee, vendors, OCOM staff, etc.) to determine scope of services provided. 1 During January. February and March, meetings were held with the aforementioned parties to identify common goals and objectives and to assess their positions relative to the utilization of 800 Mhz for EMS communications purposes. Based upon information obtained during the facilitated sessions, four options were identified as being viable communications alternatives. The options discussed were as follows: • Maintain Status Quo • Oakland County 800 Mhz radio system • Michigan State Police 800 Mhz radio system • Replacement of OCOM system with new UHF equipment Each option was reviewed in the context of meeting criteria established by the stakeholders. The findings of these evaluations were shared and discussed with the various groups (i.e. EMS providers, physicians, hospital administrators and representatives of Oakland County). During the course of the facilitated sessions, several non communications issues were identified. These are summarized as follows: System Oversight Hospital and Medical Control representatives, in conjunction with the EMS providers, must define what they want the future EMS oversight function to be. In essence, what is going to be the role of Medical Control? Record keeping has been defined as an issue, but no one has identified what records need to be kept and for what purposes. One of the OCOM record keeping functions was to report statistical information in order to determine the rate charged to hospitals. Is record keeping the only function related to Medical Control? OCOM has theoretically served as an overseer of the system, i.e. identifying/citing deviations from protocol (medical and operational). MDPH approval for the new system may hinge on the medical community's ability to prove that there is medical control within the Oakland County system. Staffing Somewhat related to the oversight issue, it is becoming increasingly evident that some one (or some agency) will have to be available to collect data and issue reports which are considered to be important to hospitals and providers. The amount of staffing is directly related to the activities defined as oversight functions. 2 Revised Disaster Protocols A transition to the 800 Mhz system will eliminate the need for 24 hour staffing, therefore it will be necessary to revise the disaster protocols which define how hospital and EMS activities are to be coordinated through the new system. These issues may be of significance if the decision is made to move forward with an unattended communications system (such as 800 Mhz). While none of these issues are considered to be insurmountable, they are highlighted here to ensure that they are not forgotten. Conclusions/Recommendations There was consensus among the various stakeholder groups that the Oakland County 800 Mhz radio system represented the best EMS communications alternative available. Moving EMS communications to 800 Mhz appears to be a classic"win/win" scenario for Oakland County government, hospitals and EMS providers. This conclusion is based upon the fact that the county 800 Mhz system meets or exceeds criteria identified by the stakeholders: • Any new communications system must provide radio coverage for all of Oakland County (and contiguous communities). This coverage must meet MDPH MEDCOM criteria (90% reliability). • The annualized cost (financed by the County and paid for by participating hospitals and service providers) for the new system should not exceed annual operating costs associated with the current OCOM system, • Hospitals and providers should be charged only for those incremental costs associated with an EMS communications component to any existing system. • Any new system must have sufficient capacity to allow for expansion (e.g. additional ALS and BLS units, hospitals and free standing medical facilities as may be designated by the Medical Control Authority). • The new system must provide for communications between out-county ALS units and Oakland County hospitals. • The following capabilities must be included in the new system: - Telemetry - Re-routing information - Phone patches to hospitals - Central record keeping • Any new system must include a Failsafe program (i.e. system redundencies which would prevent the system from totally shutting down due power failures, lightening strikes, tornados, etc.) • Any new system must have accountable individuals identified who would be responsible for addressing technical and operational issues as they arise (e.g. radio repair, retrieving/changing tapes, etc.). Additional benefits gained from utilizing the County's 800 Mhz system include: • The addition of EMS mobile radios enables the County to operate all 14 channels of the 800 Mhz system, this significantly increases the communications capability of all users on the system. • A portion of the cost to increase the number of channels will be paid for by the EMS component. • EMS providers and hospitals will gain the use of an expanded and much more reliable (in excess of 95% reliability) communications system without having to fund already existing infrastructure costs_ • The cost of the EMS component of the 800 Mhz system is considerably less than if the existing system were replaced with new UHF equipment. • The annualized operating cost of the unattended 800 Mhz system is significantly less than annual costs associated with the current OCOM system. The recommended transition of EMS communications to 800 Mhz is described in greater detail in the following report. It should be noted that any changes to the current communications system must be approved by MDPH, however, the consultants are confident that this should not be problematic if the recommendations contained in this report are followed. • 4 IL PROJECT OVERVIEW During January, February and March, the consultants facilitated a total of thirteen (13) sessions involving various stakeholders, including EMS providers, hospital administrators, physicians and Oakland County representatives. The purpose of these meetings was to determine a conceptual framework for an updated EMS communications network. Prior to the initiation of the group sessions, survey instruments were forwarded to the aforementioned stakeholders as well as OCOM operators. The purpose of the survey was twofold: first, to identify perceptions related to current OCOM operations, and secondly, to define features/capabilities which should be considered in the design of a new system. This information (Appendix 3) served as the baseline data for initial discussion of the facilitated groups. The consultants kept all stakeholder groups apprised of the discussions in all of sessions (see minutes of respective meetings contained in the Appendix to this report). Throughout the process the consultants sought consensus from the respective groups on critical issues. As a result of these meetings, the following criteria, against which any proposed system would be evaluated, were identified: • Any new communications system must provide radio coverage for all of Oakland County (and contiguous communities). This coverage must meet 1viDPH MEDCOM criteria (90% reliability). • The annualized cost (paid for by participating hospitals) for the new system can not exceed annual operating costs associated with the current OCOM system. • Hospitals and providers should be charged only for those incremental costs associated with adding an EMS communications component to any existing system. • Any new system must have sufficient capacity to allow for expansion (e.g. additional ALS and BLS units, hospitals and free standing medical facilities as may be designated by the Medical Control Authority). • The new system must provide for communications between out county ALS units and Oakland County hospitals. • The following capabilities must be included in the new system: - Telemetry - Re-routing information - Phone patches to hospitals - Central record keeping • Any new system must include a Failsafe program (i.e. system redundencies, which would prevent the system from totally shutting down due power failures, lightening strikes, tornados, etc.). • Any new system must have accountable individuals identified who would be responsible for addressing technical and operational issues as they arise (e.g. radio repair, retrieving/changing tapes, etc.). Each option was reviewed in the context of meeting criteria established by the stakeholders. The findings of these evaluations were shared and discussed with the various groups (i.e. EMS providers, physicians, hospital administrators and representatives of Oakland County). 6 HI. METHODOLOGY Four options were evaluated against the criteria developed by the stakeholders. These options included: Maintain status quo, with hospitals assuming full cost of operating OCOM Replace existing UHF system with new UHF system Michigan State 800 Mhz radio system Oakland County 800 Mhz radio system The following is a brief synopsis of each option. A. Maintain Current OCOM System Inasmuch as this option has been thoroughly reviewed in a previous study (November, 1994), this section will be relatively brief. The majority of the OCOM equipment is 15-17 years old. It is nearing the end of its useful life. Given the fact that many ALS units throughout the county have gone to portable radios (4 watt radios vs. 12 watt Apcors), the radio coverage within the county is less than that mandated by the MDPH MEDCOM Plan. Furthermore, unless another communications alternative is implemented, the hospitals will have to assume responsibility for all OCOM operating expenses (estimated in excess of $250,000 per year). Replacement costs (more fully discussed in the next section) will ultimately also be the responsibility of the hospitals (and perhaps EMS providers as well). B. Replace Existing UHF Radio System with New UHF Equipment Background The existing UHF medical radio system consists of several different equipment configurations. The sites in Pontiac. Royal Oak, and Southfield have four (4) individual single channel (TI-R1) base stations (one on each of the four assigned med channels.) The sites in Wixom, Holly, Oxford, and Rochester have one or two 4 channel base stations (T4-R4.) The configurations with 4 channel base stations are more cost effective because they require fewer leased telephone control lines, less combining and multicoupling equipment and result in lower maintenance costs. The cost estimate for UHF system replacement is based on providing new UHF radio equipment to replace the existing equipment. The configuration on which the cost estimate is based is slightly different from the existing system. This change was made to simplify the system and to reduce cost and complexity. The sites that currently have multiple Ti-R1 MED channel base stations would be replaced with a lesser number of T4-R4 bases to reduce phone line and maintenance costs while increasing channel usage capability. This cost estimate assumes that a minimum of two additional sites would have to be acquired in the western portion of the county to provide the mandated 90% level of coverage by MDPH. The number of sites could increase depending on the continued use of existing sites and the location and height of the additional sites. All base stations are tone control and connected to the switching console by leased telephone circuits. The configuration of the three existing coordinating channel (MED-9) base stations, receivers, and comparator would remain the same. This cost estimate was prepared using current list prices. While this equipment could be discounted if purchased now, the estimated costs are accurate for a two to three year time frame. If the equipment was purchased in the three to five year time frame the costs would probably be 10-15% higher. These estimates do not include maintenance or lease telephone circuit costs. Configuration and unit/site colts Pontiac Site 2 75 watt T4-R4 UHF base stations with duplexers 014,000 I 75 watt Ti-R1 UHF repeater with duplexer @I4,000 1 UHF voting receiver @ 3,000 1 UHF receiver multicoupler 01,700 1 9 db UHF antenna @1,200 2 6 db UHF antennas @1,200 1 40 watt T4-4R VHF base station @19,000 1 VHF receiver multicoupler 1 unity gain VHF antenna @250 1200 feet 7/8" heliax with connectors @7.00/ft Misc connectors, installation, tower work etc. SITE TOTAL $ 86,650 8 Royal Oak Site 2 75 watt T4-R4 UHF base stations with duplexers @14,000 1 75 watt T1-R1 UHF repeater with duplexer 4fp 14,000 1 UHF receiver multicoupler 421,700 3 6 clb UHF antennas @1,200 500 feet 718" heliax @ 7.00/ft. Misc, connectors and installation etc. SITE TOTAL $53,800 Smithfield Site 2 75 watt T4-R4 UHF base stations with duplexers 1 UHF voting receiver @3,000 2 6 db UHF antennas @1,200 1 UHF receiver multicoupler @1,700 700 feet 7/8" heliax 7.00/ft Misc, connectors, installation, and tower work @14,000 SITE TOTAL $45,000 Wixom Site 1 75 watt T4-R4 UHF base station with duplexer 6114,000 1 UHF voting receiver 0)3,000 1 9 db UHF antenna @1,200 250 feet of 7/8" heliax @7,00/ft. 1 UHF receiver multicoupler @1,700 Misc connectors, installation and tower work SITE TOTAL $24,650 Rochester Site 1 75 watt T4-R4 UHF base station with duplexer @14,000 1 UHF voting receiver @3,000 1 UHF receiver multicoupler 6 ,1,700 1 9 db UHF antenna @ 1,200 200 feet 7/8" heliax 67.00/ft. Misc, connectors, installation and tower work SITE TOTAL $24,300 Oxford Site 1 75 watt T4-R4 UHF base station with duplexer 6114,000 1 UHF voting receiver $3,000 1 UHF receiver multicoupler 6,1,700 1 9 db UHF antenna @1,200 200 feet of 7/8" heliax 67.00/ft. Misc. connectors, installation and tower work SITE TOTAL $24,300 Holly Site 1 75 watt T4-R4 UHF base station with duplexer fp14,000 1 75 UHF repeater with duplexer 614,000 1 UHF receiver multicoupler 61,700 2 6 db UHF antennas @1,200 800 feet of 7/8" heliax @ 7.00 Misc, connectors, installation, and tower work SITE TOTAL $42,700 Additional Site # 1 1 75 watt T4-R4 UHF base station with duplexer @ 14,000 1 UHF voting receiver @3,000 1 UHF receiver multicoupler 1,700 1 9 db UHF antenna @1,200 200 feet of 7/8" heliax @7.00/ft Misc. connectors, installation and tower work SITE TOTAL $24,300 Additional Site # 1 75 watt T4-R4 UHF base station with duplexer @14,000 1 UHF voting receiver @ 3,000 1 UHF receiver multicoupler @ 1,700 1 9 db UHF antenna @1,200 200 feet of 7/8" heliax @7.00/ft Misc connectors, installation, and tower work SITE TOTAL $24,300 Switching Site 1 16 port comparator @ 4,200 2 tone keying modules @.1,000 9 signal quality modules @ 600 installation and reconfigure existing T1-R1 t/r modules to T4-R4 SITE TOTAL $31,600 GRAND TOTAL $381,600 Amortized over 10 years at 6.00%, the monthly cost is $4,236.54 1 1 Maintenance Costs Based on the cost of maintenance for the existing system, the following are estimated initial monthly costs for the replacement system. 16 base stations at $41.25 765.00 7 receivers at 14.40 100.80 10 multicouplers at 19.00 190.00 console 150.00 Total Monthly Cost $1,205.80 conclusions While the overall cost of replacing the existing UHF system is less than the EMS portion of the expansion of the 800 Mhz system, it is important to consider the following: 1. The replacement of the UHF system will still require an attendant to perform the switching function. While implementing other suggested methodologies may reduce the overall percentage of FTE time required, the switching function will continue to be the largest expense portion of the operation. 2. Replacement of the UHF system will still only provide two primary channels for EMS communications within Oakland County. Usage of channels assigned to other counties would still require incident specific coordination. 3. These costs represent only the central system replacement and maintenance costs. They do not include replacement or maintenance of hospital equipment, system leased line costs or hospital leased line costs, 12 C. Utilize the Michigan State Police 800 Mhz Radio System Background The State of Michigan has recently entered into a contract with Motorola to provide a state-wide digital 800 Mhz trunked radio system. This system, costing over $180 million will initially serve the Michigan State Police and ultimately serve all state agencies that require radio communications. The system is to be built in four phases; Phase I which includes the 1st (Lansing), and 2nd (Detroit metro) State Police districts; Phase II which includes the 5th and 6th (lower western Michigan) districts; Phase III which includes the 3rd and 7th (northern lower Michigan) districts; and Phase IV which includes the 8th (upper peninsula) district. It is anticipated that phase I will be operational in early 1997. The state has offered the use of this system to local units of government for a fee. The fees charged are in addition to the purchase price of the required radios and maintenance. The state required that any agencies proposing to utilize the system in the 2nd district(Metro Detroit) submit a letter of intent by March 1, 1995. The purpose of this requirement is to estimate the impact on the system prior to construction. The state is concerned about possible delays in phases II. III, and IV if engineering changes are required in Phase I to accommodate non-state agency users. It is unknown if another window of opportunity will be opened for Phase I prior to completion of the entire system. Configuration The statewide system will initially have from 4-6 channels per site depending on location and density of users. The 2nd District portion of the system will initially consist of 6 channels. Excluding the data channel, this configuration will support 5 simultaneous conversations among all users. While each site is capable of expansion to 28 channels there is no schedule for adding additional channels. The system is designed to provide coverage for 97% of the state using 35 watt mobile radios. Four tower sites for all of Southeastern Michigan, including Oakland County, are proposed for Orion Township (Bald Mountain), Northville, Downtown Detroit, and northeastern Livingston County. The state has indicated that agencies may provide system equipment to enhance coverage provided that 1) the agency incurs all costs of equipment, installation etc. and 2) the enhancements cannot adversely impact the operation of the state system. No cost estimates are available for these enhancements. Portable radio coverage may be provided by using 800 Mhz trunked portable radios, or 800 Mhz mobile radios with vehicular repeaters. A vehicular repeater or "extender" consists of an 800 Mhz mobile radio, a VHF portable radio, and the vehicular repeater which receives the [ow power portable radio transmissions and "repeats" them over the 800 Mhz mobile radio. The 13 State Police estimate that they will have approximately 90% coverage using 800 Mhz portable radios on the street in the 2nd district, Coverage in buildings with 800 Mhz portables will be considerably less than that in the outdoors. There are several problems that arise when considering the use of the state system for EMS communications within Oakland County, If 800 Mhz portable radios are used the MDPH coverage requirements would not be met. If vehicular repeaters were used, several operational problems exist. First, EMS units would have to select the proper hospital talk group prior to leaving the vehicle because the portable radio used with the vehicular repeater can only "steer" the 800 Mhz mobile radio between three talk groups. EMS personnel usually do not determine which hospital to communicate with until they have evaluated the patient. Second, a problem would exist if a non-transporting ALS unit rode in to the hospital in a BLS ambulance as is the case in several communities. For the ALS crew to communicate with the hospital while enroute, the ALS vehicle would have to be close to the ambulance. Costs In the state system, local agencies are responsible for purchasing their own radios. The state charges an initial programming fee and an annual system access fee per radio for use of the system. This system will be a digital radio system (analog voice is converted to digital data for transmission and then converted from digital to analog for receiving.) Because the national standards for digital systems (APCO Project 25) have not been completed, there will be a one time conversion charge for modifying the initial programming to the APCO 25 standard when it is available. Below are cost estimates for equipment purchase, state fees, and maintenance for the field provider equipment required to provide in building coverage in Oakland County. An approximate monthly cost is calculated based on the established costs. Equipment: 800 Mhz mobile radio 3,400 Vehicular repeater 2,500 VI-IF portable radio 1.000 Sub-total $6,900 Fees: Initial programming 250 APCO 25 conversion 250 Annual access fee (300/yr x 10 yrs) 3,000 Sub-total $3,500 14 1,200 1,440 Maintenance: Mobile radio 120 /yr x 10 yrs Vehicular repeater 144/yr x 10 yrs Sub-total $2,640 Total $13,040 $13,040/10 years = $1,304 /year Conclusions While the state system could technically provide an alternative for EMS communications in Oakland County, there are a number of disadvantages. These include: 1. Implementation time - The state system is proposed to be operational for testing by the 1st quarter of 1997. This would impose at least a one year delay in implementation if approval to utilize the system could be obtained after the initial deadline for commitment has passed. 2. Communications throughput - Compared to Oakland County's proposed 14 channel system, the 6 channel state system is not likely to carry the same quantity of communications without contention (i.e. "busy signals"). 3. Equiument complexity and limitations - In order to obtain the same coverage provided by the Oakland County system, it would be necessary to use vehicular repeaters. While doubling the annual cost per unit over the Oakland County portable radio, the vehicular repeaters add complexity and operational problems such as not being able to select any hospital talkgroup after leaving the vehicle. 4. System uncertainty- While the system is currently being designed, all potential user groups within and outside state government have not been completely identified. This may result in changes that affect system performance based on the number of talkgroups etc. 5. System responsibility - While the overall system is coordinated from MSP headquarters in Lansing, it is unknown what structure will exist locally for oversite and representation within the system. It may be more difficult to deal with the state bureaucracy than the County. 15 D.Utilize the Oakland County 800 Mhz Radio System Background This system, employs multiple tower sites linked by microwave to a central computer/controller, permitting portable radio to portable radio communication throughout the entire Oakland County area. By "trunking" a number of actual radio frequencies, various users divided into "talk groups' can share the common system while maintaining their own discrete communications paths. Because this system automatically selects the best audio quality signal from any where in the county and rebroadcasts it from all towers simultaneously by individual talkgroup, the need for an operator to manually decide which tower to patch to a hospital and complete the patch is no longer necessary. System reliability exceeds 99% from any frame structure located within Oakland County. This has been confirmed by field tests conducted by the consultants as well as by actual field experience of the Oakland County Sheriff's Department. Configuration The configuration (Appendix A) of the proposed system is based on the day to day operational needs of EMS personnel as well as those unique situations which require coordination between multiple units and hospitals. Each participating hospital would be assigned a discrete talkgroup. This would require a desktop radio to be installed within each facility. If a field unit wishes to talk to a specific facility, the unit would select the appropriate talkgroup and call the hospital. Only the involved hospital and field unit would be capable of monitoring the communications, however, all EMS talk groups would be centrally recorded with authorized access to tapes being provided. In addition to the radio in each hospital on its discrete talk group, each hospital would be provided with a second desk top radio which would be assigned a common talk group. Free standing facilities would also be provided with a radio on this talk group. This talk group would allow a field unit to communicate simultaneously with all participating hospitals and free standing facilities. It would also allow any facility to communicate with any other facility. By using this talk group to communicate with a free standing facility, the medical direction base hospital and all other facilities would be a party to the communication. All field unit and hospital radios would be equipped with the capability to alert any hospital on its individual talk group and the common talk group. This provides a method for any unit to make any hospital radio "beep" and alert personnel that a another radio wishes to communicate with it. In addition, each hospital radio would be equipped with a display indicating the unit ID of any unit communicating with it. This would provide a visual if 16 indication of the calling unit or hospital. All field units would be capable of communicating on a tactical talk group which would facilitate mutual aid and coordination activities where multiple EMS units were responding/on scene. This is extremely important as current frequency utilization by Oakland County EMS and fire units is not conducive to area wide intercommunication, Costs The cost of the county 800 Mhz system presented, by County representatives, to the OCOM Work Group at its March 16th meeting are outlined as follows: • The County would open its four remaining 800 Mhz channels...the cost of this expansion would be $1,779,000. One quarter of the expansion would be borne by the current/future OCOM users: the remaining 75% would be borne by the County, • The anticipated user radios and related base station equipment at the hospitals would approximate $375,000, based on the current 60 ALS units licensed to operate in the County and the 12 participating hospitals. • The cost of providing (leasing) radios to the service providers, both public and private, would be $700.68 annually. Roughly half of the costs contained in this rental rate would be fixed (funding of the radio cost) and the remaining portion would involve operating costs (maintenance, etc.). • The infrastructure expansion and maintenance would involve annual costs of$61,250 and $42,622, respectively, for the participating hospitals (or $103,872 in total). A more detailed breakdown of actual costs (including additional equipment for re-routing notification) is provided in Appendix I. A comparison of total costs associated with the existing OCOM system and the 800 Mhz system is depicted in Appendix B. Conclusions Oakland County's 800 Mhz system provides much more comprehensive radio coverage at less cost than any of the previous options identified, It can be modified to meet or exceed the criteria identified by the OCOM Work Group. Therefore it appears to be the best option available. W. CONCLUSIONS/RECOMMENDATIONS There is general consensus, among the stakeholders, that the 800 Mhz system represents the most viable option available and therefore is supportable. This consensus is predicated upon: • The financial estimates developed by the County which is reflected in the lease rates for the communications equipment. • The ability of the consultants to identify alternative means to provide hospital rerouting information to hospitals and EMS providers. • The County's willingness to identify individuals/departments responsible for operational/technical problems and concerns. Specific recommendations involving various aspects of the proposed 800 Mhz system are addressed in the following sections. System Design Appendix A depicts the recommended 800 Mhz configuration for the EMS component. osit frm -onSsm Appendix C outlines the proposed alternative for providing hospital rerouting information to hospitals and EMS providers. This approach calls for the utilization of a data base server tied to all hospitals and providers within the system. Inter-County Communications While EMS operations and supporting communications are primarily based within each county or medical control authority, there is a need for inter-county communications. These communications can be divided into three main areas: medical direction, notification, and disaster response. Medical direction may be provided by a hospital in one county to ALS units based in another county when the patient catchment area for that hospital crosses county boundaries. The rationale for this is that continuity of care for the patient is enhanced when the medical direction is provided by the receiving hospital facility. This situation occurs along the eastern and southern borders of Oakland County. On the eastern border, Macomb County ALS providers contact the destination hospital for medical direction using the UHF MED channels. This involves Oakland General. Beaumont- Troy, and Crittenton hospitals as they receive a significant number of patients from Macomb 18 County. This protocol has been specifically approved by the medical control authorities of both counties. This communication has been provided by the Oakland County EMS communications system. There have been problems with communications in certain areas of Macomb County due to coverage limitations of the Oakland County EMS (UHF) radio system. A somewhat different configuration has evolved along the border with Wayne County. Two Oakland County Hospitals- Providence and Botsford- have chosen to connect to HEMS, the Wayne County EMS communications center, as well as to the Oakland County system. Sinai Hospital, in Wayne County, is connected to Oakland County as well as HEMS. Different protocols exist with respect to these facilities providing medical direction for Wayne County and Oakland County ALS units. MDPH regulations require that medical direction utilize UHF channels. VHF channels are not permitted to be used for medical direction in this part of the state. Notification is a communication to a receiving hospital primarily by a basic (BLS) unit that is enroute to that facility with a patient. This communication is primarily for relaying viral signs, nature of illness/injury, BLS care given and estimated time of an -ival. This can occur in any area but usually follows typical hospital catchment areas, This is currently provided in Oakland and Macomb Counties using the VHF radio system that is region wide . In Wayne County this notification can be by VHF or UHF depending on the units capabilities. Macomb County "patches" VHF radio traffic from a central base station because the Macomb County hospitals do not have individual VHF base stations. Patching is not necessary in Oakland County because all Hospitals and free standing facilities in Oakland County are equipped with VHF base stations. Wayne County (HEMS) patches VHF traffic to member hospitals. Basic (BLS) units in Wayne county have the option of using VHF or UHF for notification. HEMS does have some UHF radio coverage problems along the Eight Mile corridor, possibly due to the high voltage power lines in the area. Emergency medical disaster or mass casualty communications protocols have been developed as a function of medical protocols in each county. These protocols are based on the communications framework in place in each county. While each county has its own protocol, there is no regional protocol to address the extremely infrequent multi-county mass casualty incident. The MDPH MEDCOM plan requires licensed EMS units, hospitals, and resource coordination centers to have several common radio channels. Several of these are divided between the UHF and VHF spectrum. The Oakland County mass casualty protocol directs that one ALS unit will establish a patch with a hospital on the UHF MED channels and that VHF channel MEDCOM 400 (155.400) will be used for on scene direction. 19 The Macomb County protocol directs that all mass casualty communications will occur on MEDCOM 280 (155.280-the current Paramed dispatch frequency) and MEDCOM 400 (155.400). This is in concert with the Oakland County plan except for the MEDCOM 280 assignment. Wayne County protocols indicate that all mass casualty radio traffic will take place on MED- 3 (UHF) and on several dedicated EMS 800 Mhz talk groups. It should be noted that Wayne County utilizes MEDCOM 400 as an ambulance to hospital channel. While the systems in the various counties operate effectively on a day to day basis, if BLS and ALS units from several counties were to respond to a mass casualty incident, a number of communications problems could result, including: -units operating on VHF only (Oakland County BLS units) attempting to communicate with units operating on UHF only (some Wayne County BLS units.) -units with low power UHF portable radios (Oakland County ALS units) attempting to communicate on UHF with HEMS or Wayne County BLS/ALS units. (The HEMS UHF system does not provide low power portable coverage throughout Wayne County.) -channel congestion on MEDCOM 400 if Macomb and Oakland Counties are attempting to use it and Wayne County continues to use it as an ambulance to hospital channel. The implementation of the 800 Mhz EMS communications system in Oakland County will have the following impact on inter-county communications: • Macomb County ALS units will experience the most impact in the switch to 800 Mhz. There are several options open to Macomb County hospitals and ALS units with respect to communicating with Oakland County hospitals: 1. Have participating Macomb County units obtain Oakland County 800 Mhz radios; 2. Update the MEDCOM console to permit the additional hospitals and base station sites to be connected. The second alternative is more feasible because the existing MEDCOM console is obsolete and replacement is being considered. The potential addition of Oakland County UHF base station equipment to the MEDCOM system promises to improve coverage within Macomb County. Alternative 1 would only increase to costs to Macomb County providers and require them to carry a UHF radio for Macomb County and an 800 Mhz radio for Oakland County. 20 • Oakland County ALS units will experience no impact because currently they are not permitted to contact Macomb County hospitals for medical direction. • Wayne County ALS units will experience little impact because the Oakland County hospitals most involved with Wayne County units are already connected to the Wayne County (HEMS) communications system. The potential transfer of at least one UHF radio site from OCOM to HEMS offers to improve the HEMS system coverage in the northern part of Wayne County. • • Oakland County ALS units will not be affected because Sinai Hospital, the one • Wayne County hospital connected to OCOfvf, is included in the 800 Mhz system plan. It should be noted that Oakland County protocols prohibit ALS units in Oakland County from contacting Sinai Hospital for medical direction unless prior authorization is received from an Oakland County hospital. • Most BLS units operating in the region will not be affected because their notification radio traffic takes place on VHF . The existing VHF configuration in Oakland County will not change due to the proposed 800 Mhz system. • Intercounty mass casualty/disaster communications are not going to be immediately affected because the VHF capability of Oakland, Macomb, and Wayne Counties is remaining the same. The potential for improving intercounty communications exists with the establishment of dedicated 800 Mhz EMS talk groups on the Wayne County Trunked system that are capable of being patched to any hospital through HEMS. Oakland County Disaster Coordination Although the 800 Mhz system is unattended, it is utilized by the Oakland County Sheriff's Department. The OCSD is 24 hour operation. The opportunity to tie disaster coordination activities into the Sheriff's Department is something that should be aggressively pursued. County representatives have expressed a willingness to evaluate this option. It is also recommended that the hospital rerouting network be configured to provide on line capability to share disaster information including ER capacity, bed and blood availability, Telemetry Transmission of telemetry data is possible within the 800 Mhz system. Medical Control has determined that this is an optional service hospitals may opt to offer. The cost to provide this service may vary from hospital to hospital depending upon the type and age of patient monitors currently in use. An individual assessment of each hospital wishing to provide telemetry capability will have to be made. 21 v MDPH Approval The Michigan Department of Public Health has statutory authority to review and approve EMS communications systems. Inasmuch as the conversion to an 800 Mhz system represents a significant departure from the current OCOM system, MDPH approval will have to be obtained. This should not be problematic, from a technical standpoint, since the MDPH Communications Consultant (Dean Alger) has been very involved in meetings and various field tests conducted by the consultants. Of greater concern, however, is the issue of system oversight. Hospital and Medical Control representatives, in conjunction with the EMS providers, must define what they want the future EMS oversight function to be. In essence, what is going to be the role of Medical Control? Record keeping has been defined as an issue, but no one has identified what records need to be kept and for what purposes. One of the OCOM record keeping functions was to report statistical information in order to determine the rate charged to hospitals. Is record keeping the only function related to Medical Control? OCOM has theoretically served as an overseer of the system, i.e. identifying/citing deviations from protocol (medical and operational). However, those who are knowledgeable about the current situation know that this has been the exception as opposed to the rule, Financial Considerations Appendix I represents annualized costs for individual field units and hospitals. These cost figures are based upon lease rates provided by Oakland County representatives. The hospital figure also includes projected amortized costs of a rerouting network (this number may change depending upon responses to Requests for Proposals). The basis for calculations used by the County was presented to the OCOM Work Group at its March 16th meeting (for further detail see Appendix D). Next Steps The proposed EMS communications configuration utilizing Oakland County's 800 Mhz system is clearly the best available option to replace the existing OCOM system. However, consideration must be given to ensure that the implementation phase is coordinated effectively. As with most projects of this magnitude, there are often minor modifications that must be made once the projected is started. This can be minimized by developing specifications that are clear and accurate. Continued coordination is also important if the project is to be completed within budget and in a timely fashion. For these reasons and others, it is important to identify a knowledgeable project team to develop specifications and to oversee the implementation phase keeping all parties apprised of progress and issues as they may arise. 2 2 mi Section III Projected 800 MHZ System Costs for Providers & Hospitals - I Infrastructure Expansion Infrastructure Maint.*** Equipment Cost 2 Mini Console * 2 Desk Set Total Prepared By: Oakland County 03/17/95 -Page 1 of 13 v a Oakland County, Michigan Projected 800 Mhz System Costs for Providers and Hospitals Based on Proposed Equipment Configuration While reviewing the cost material, a summary of the costs for Providers and Hospitals was requested. Below is a listing of those costs. If a Provider rents one portable and one Converts Corn for each vehicle, the annual expense for this equipment would be $700,68. For c with two stations which require a Mini Console and a Desk Set for each station, the annual expenditure would be $12,687.12 per year. The County will guarantee the rates as shown in the Pro Forma for the first two years. After that all users would be paying the same rates which would be set by the County Board of Commissioners. Providers Costs Per Vehicle 1 Portable - High Tier 1 Converts Corn Monthly Annual Rea C3211 $45.36 $544.32 $13.03 $156.36 Total $58,39 $700.68 Monthly Annual Rent Cost Hospital Costs Infrastructure Expansion Cost per Hospital Infrastructure Maint.*** $5,104 $61,250 $510.40 $6,125.00 $3,552 $42,622 $355.20 $4,262.20 Cost per Hospital Monthly RaLt) $510.40 355.20 169.62 2035.44 22.04 264.48 $1,057.26 $12,687.12 Annual Cost $6,125.00 4,262.20 Oakland County Radio Communications 4 Channel Expansion & Addition of EMS Communications Cost Analysis The County was requested to analyze the possibility of allowing Emergency Medical Communications on its' 10 channel 800 MHZ trunked Radio System, The benefit of this for the hospitals and providers is improved communications between them since the County's system covers more than 97% of the County. The benefit to the County is that the hospitals and providers can help pay for part of the expansion to the system which would provide the County with additional capacity for future expansion. If is fair to say that without EMS participation, the County would not be proceeding forward with system expansion at this time and could be in jeopardy of having the four additional channels revoked by the FCC due to lack of progress. In analyzing the costs related to adding four channels and Emergency Medical Communications three categories of costs were established: I) Radio Rental; 2) EMS System Costs; and 3) County System Costs. The attached Schedule A identifies each of these costs. They are explained separately below. 1) Radio Rental The Board of Commissioners authorized radio rental rates for outside public safety agencies (MR #94030). Those rates were prepared in conjunction with the 1994-1995 Biennial Budget. The 1995 Budget as adopted on December 8, 1995 was analyzed to determine if those rates were sufficient to cover acquisition costs, repairs, maintenance and system operating costs. The rates are sufficient to cover the cost to acquire and maintain the radios and cover the costs of operating the system. The rates do not cover negligence or abuse of the radios. Schedule A identifies the rental costs by month and year. This cost has been divided into Rent and Operating Costs. Rent identifies the cost to acquire the radio and a small monthly maintenance fee. While Operating Costs identify the support for the operation of the system. These rates are currently charged to all outside users and at the direction of the Radio Oversight Committee, the County's internal users will be paying the same rate in a year or two. Subsidizing the internal rates was a policy decision of the County during the phase in of the system. 2) EMS System Costs There are two elements of system costs. First is the System Expansion Costs. Motorola projected the cost to expand the current system to a 14 channel system at $1.675 million. The County identified additional computer and infrastructure costs which bring the project total to $1.779 million. The County would borrow the funds either externally or from the Delinquent Tax Fund, thus the expansion costs have been amortized over 10 years at 6% interest per annum. Since all parties benefit from the expansion the cost has been shared with 1/4 for the EMS community and 3/4 for the County. The EMS portion of this expense would be $5,100 per month or $61,250 per year. The second element of the cost is Infrastructure Maintenance. This is the cost of depreciation, maintenance and operation of the County's towers and related radio facilities at the tower sites. The cost of infrastructure maintenance on a per radio basis was determined to equal $50.74 per month. For the estimated 70 radios n the system this would total just over $42,600 annually. Schedule C analyzes the Radio Communications budget and the amount of infrastructure maintenance costs. Page 2 of 13 3) County System Costs. Here again there are two elements of system costs. The System Expansion Costs are based on the projections from Motorola and the costs the County identified. Using the formula to share these cost (1/4 EMS community -314 County), the County portion of this expense would be $14,650 per month or $175,750 per year. The second element of the cost is Infrastructure Maintenance. This is the cost of depreciation, maintenance and operation of the County's towers and related radio facilities at the tower sites. The cost on a per radio basis was determined to equal $50.74 per month. For the County radios in the system, this totals just over $488,300 annually. Two additional schedules are included which show the budgetary impact of these actions. Schedule D identifies an annual budget if EMS were part of the County system and the 4 additional channels had been added. For comparison purposes, Schedule E consolidates the current authorized budget with the projected budget if the system were built and the rates as shown were accepted. Finally, Schedule F projects the future rates at a 5,5% inflation rate. The readers should note that the capital portion of the costs remain fixed while the only operating costs are subjected to inflation. Thus over the short run the rates increase below inflation. For reference, the information provided by Motorola has also been included. Page 3 of 13 Schedule A Oakland County, Michigan BOO Mhz System Charges for Emergency Medical Communications Total Total Equipment Operating Cost** Annual Rental Costs per Month Cost Radio Equipment Portable - High Tier Mobile - Mid Tier Converta Corn Desk Set Mini Console * $26.14 $19.22 $45.36 $544.32 21.54 13.53 $35.07 $420.84 8.75 4.28 $13.03 $156.36 7.72 3.30 $11.02 $132.24 66.21 18.60 $84.81 $1,017.72 EMS System Costs Infrastructure Expansion $5,104.17 $5,104.17 $61,250.04 Infrastructure Maint.*" $3,551.80 $3,551.80 $42,621.60 County System Costs: Infrastructure Expansion $14,646.38 Infrastructure Maint.*** $14,646,38 $175,756.56 $40,693.48 $40,693.48 $488,321.76 Notes: 1) Mini Console includes $1,500 for installation, antennae & wire. 2) Radio Equipment rates include maintenance, repair and replacement for all items except abuse or neglect. 3) Infrastructure Maintenance is based on the rental of 70 radios at a cost per radio of $50.74 per month. 03116/95 Page 4 of 13 Prepared By: Oakland County Interest Rate 6.000% Term (Yrs.) 10 Number of Channels Motorola Bid System Watch Sthfld/lnd. Renovation Pontiac HVAC Tower Facility Expansion Total infrastructure Schedule B Oakland County, Michigan 800 Mhz System Expansion costs for Emergency Medical Communications 4 Channel Expansion User Radio Equipment OCOM Share 1 $418,000 20,000 500 2,500 18,750 $459,750 $375,000 $834,750 County Share 3 $1,254,000 1,500 7,500 56,250 $1,319,250 $1,319,250 Total Cost 4 $1,672,000 20,000 2,000 10,000 75,000 $1,779,000 $375,000 $2,154,000 Infrastructure Cost per Month $5,104.17 $14,646.38 $19,750.55 • Notes: Infrastructure Costs per Month is the amount necessary to pay off the cost system infrastructure expansion over the number of years indicated at the rate specified. User Radios Equipment costs are based on one portable and one converta Corn per provider and two desk sets and two Mini Consoles per hospital. The cost of acquisition is included in the monthly rental. The County will lose the ability to market tower space at Rochester Hills, Addison and Davisburg due to lack of equipment space in the building without additional facility expansion. System Watch provides for system monitoring which will capture data for Q.A. 03/17/95 Page 5 of 13 Prepared By: Oakland County Schedule C Oakland County Radio Communications 1995 Budget As Adopted Allocation of Expenses & Revenues 1995 Budget $164,780 98,861 445,026 619,767 $1,328,434 SYSTEM REVENUES Time and Material Charges UHF/VHF Radios & Pager Rental Charges 800 Mhz Radio Rental Charges General Fund Subsidy TOTAL REVENUES ALLOCATION OF EXPENSES Time and Material Costs UHFNHF Radios & Pager Rental Costs 800 Mhz Radio Costs (Dep, Repair & Maint) $164,780 98,861 * Portable Radios 70,048 * Mobile Radios 164,996 * Other Rented Equip. (Consoles) 46,078 Sub-total 800 Equipment * System Maintenance Infrastructure * Depreciation & int. 448,164 * Operating 76,106 Sub-total Infrastructure Equipment Interest TOTAL EXPENSES 281,122 195,386 524,270 58,904 $1,323,322 . Cost of Infrastructure per Radio per Month Infrastructure Depreciation & Int. $42.83 Operating $7.91 $50.74 Total Cost of Infrastructure per Month for EMS Radios Depreciation & Int. $2,998.10 Operating $553.70 $3,551.80 (Cost per radio multiplied times the number of OCOM radios rented.) a Denotes costs that assist in providing EMS communications. 03/16/95 Page 6 of 13 Prepared By: Oakland County Sub-total Infrastructure Equipment Interest 767,921 58,904 TOTAL EXPENSES $1,621,836 Prepared By: Oakland County 03/16/95 Page 7 of 13 Schedule Oakland County Radio Communications 1995 Budget With 4 Channel Expansion Allocation of Expenses & Revenues SYSTEM REVENUES Time and Material Charges UHFNHF Radios & Pager Rental Charges 800 Mhz Radio Rental Charges Expansion & Infrastructure Charges General Fund Subsidy TOTAL REVENUES 1995 Budget $164,780 98,861 499,889 103,872 759,546 $1,626,948 ALLOCATION OF EXPENSES Time and Material Costs UHFNHF Radios & Pager Rental Costs 800 Mhz Radio Costs (Dep, Repair & Maint) Portable Radios 88,869 Mobile Radios 164,996 Other Rented Equip. (Consoles) 62,176 Sub-total 800 Equipment $164,780 98,861 316,041 * System Maintenance Infrastructure * Depreciation & Int. * Operating 215,330 685,170 82,750 EMS increase 54,863 103,872 139,779 Total Budget As Adjusted $164,780 98,861 499,889 103,872 759,546 $298,514 $1,626,948 ALLOCATION OF EXPENSES Time and Material Costs UHFNHF Radios & Pager Rental Costs 800 Mhz Radio Costs (Dep, Repair & Maint) Portable Radios Mobile Radios Other Rented Equip, (Consoles) Sub-total 800 Equipment * System Maintenance Infrastructure * Depreciation & Int. * Operating Sub-total Infrastructure Equipment Interest TOTAL EXPENSES Schedule E Oakland County Radio Communications 1995 Budget & 4 Channel Expansion Impact Allocation of Expenses & Revenues SYSTEM REVENUES Time and Material Charges UHFNHF Radios & Pager Rental Charges 800 Mhz Radio Rental Charges Expansion & Infrastructure Charges General Fund Subsidy TOTAL REVENUES 1995 Budget $164,780 98,861 445,026 619,767 $1,328,434 ••••=1.4.• $164,780 98,861 70,048 164,996 46,078 $281,122 195,386 448,164 76,106 INMEWOMP.P.M.M.M.MIN $524.270 58,904 $1,323,322 Mina= $164,780 98,861 18,821 88,869 0 164,996 16,098 62,176 $34,919 $316,041 19,944 215,330 237,007 685,170 6,644 82,750 $243,651 $767,921 58,904 $298,514 $1,621,836 03/16/95 Page 8 of 13 . Prepared By: Oakland County • • Schedule F Oakland County, Michigan 800 Mhz System Charges for Emergency Medical Communications Pro forma Cost Projections Inflation 5.50% Year 1 Year 2 Year 3 Year 4 Year 5 Monthly Equipment Rental Portable - High Tier Rent $26.14 $26.14 $26.14 $26.14 $26.14 Operating Exp. 19,22 20.28 21.40 22,.5.8 23.82 Total Rate $45.36 $46.42 $47.54 $48.72 $49.96 Mobile - Mid Tier Rent $21.54 $21.54 $21.54 $21.54 $21.54 Operating Exp. $13.53 14.27 lam 15.88 au Total Rate $35.07 $35.81 $36.59 $37.42 $38.29 Converta Corn Rent $8.75 $8.75 $8.75 $8.75 $8.75 Operating Exp. 4.28 4.52 42.Z 5.03 5.31 Total Rate $13.03 $13.27 $13.52 $13.78 $14.06 Desk Set Rent $7.72 $7.72 $7.72 $7.72 . $7.72 Operating Exp. 3.30 3.48 3.67 3.87 4-01 Total Rate $11.02 $11.20 $11.39 $11.59 $11.80 Mini Console Rent $66.21 $66.21 $66.21 $66.21 $66.21 Operating Exp. 18.60 126.2 alp 21.84 21.1:14 Total Rate $84.81 $85.83 $86.91 $88.05 $89.25 Monthly Additional OCOM Costs: Expansion Costs $5,104,17 $5,104.17 $5,104.17 $5,104.17 $5,104.17 System Maintenance 3,551.80 3,582.25 3,612.97 3,643.95 3,675.19 $8,655.97 $8,686.42 $8,717.14 $8,748.12 $8,779,36 03/16195 Page 9 of 13 Prepared By: Oakland County U4 -1R-9b MOTOROLA SI:COULD CAA) moiroproLA ANTENNA SYSTEM: One (1) transmitter antenna system: All eight (8) radio sites 10 dB gain omni antenna Four (4) channel transmitter combiner 1-1/4" LDF treasmission line Installation and mounting hardware Four (4) channel receiver multicoupler expansion: All eight (8) radio SITU 12 channel to 16 channel expansion AUDIO PROCESSING EQUIPMENT: Four (4) DiCiTTAC voting comparator: Dispatch Caner Two (2) DIGITAC power supplies DIGITAC battery back-up Two tier battery rack Two (2) equipment racks: Dispatch Center T-Bar redundant controller switch and cables: Dispatch Center Centracum console Central Electronics expansion: Dispatch Center Two (2) card cages and cables One (1) power supply Four (4) Trunked Bale Station Interface Modules One (1) logging recorder interface • 1.6 talkgroups Console programming Four (4) Universal Simulcast Controller modules: Dispach Center Four (4) Remote Delay modules: All eight (8) radio sites IMPLEMENTATION SERVIC :KS: Program Management Installation Optimiration Expansion Cut-over System Engineering Services 672.000.00 ru: Page 10 of 13 MOTOROLA f . Warm eta AVWXVIA MINIUM.; VJ Provided below is an equipment summary for the expansion of Oaldand County's ten (10) eheimel, eight (2) transmitter site simulcast system to fourteen (14) channels, The equipment includes four (4) additional repeaters and one (1) additional antenna system at each radio site plus necessary audio procouing equipment located primarily at the Dispatch Center. The following aseurnptionr must be considered by Oakland County in evaluating this budgetary eitimate: (i) The four additional channels are configured for clear voice only (i.e. non-secure). CO UPS's, generators, AC requirements and HVAC system sizing are not addressed by this quotation and will be the responsibility of Oakland County. (iii) Additional telephone interconnect channels are not included. LOCATION EOUrP11ZNT DESCRIPTION REPEATER EQUIPMENT: Four (4) 75 watt QUANTAL:, repeaters: Four (4) 150 watt QUA/MO repeaters: Expansion of rubidium frequency standard: Repeater batfety back-up and two tier battery rack! rdicROWA V EQ1017MENT: Two (2) microwave multiplex modem card cages: One (1) microwave multiplex modem card car: Four (4) microwave multiplex modem card oases: Four (4) narrow band transmit only modems: Four (4) narrow band receive only modems: Thirty-two (32) narrow band receive only modems; Four (4) wide band transmit only rrsodemr Four (4) wide band receive only modems: Addison Davisburs - Independence Milford Novi Social Services Rochester Southfield All eight (X) radio oiteo All eight (8) radio sites Addison Davisburg Independence Novi Southfield fiftlford Rochester Social Service* Dispatch Center All eight (2) radio sites All eight (2) radio sites Dispatch Center Dispatch Center All eight (3) radio sites Page 11 of 13 Minna Rs* bre 403 Qulkeria Offitentre 8014 115 $04tiMIIIICI, MI 411034-111479 (313) 3644COD MOTOROLA kihr - 4, • 1.1 1 •I1 11010 viwi.ri 4i4V i fit 1.1biaio 14 • March 2, 1995 Mr. J. David VanderVeen Director - Central &Moss Oakland County 1200 N. Telegraph Road Pontiac, MI 48341 Dear Mr. Vendee/etre tviotorola is pleased to present this budgetary quotation for expansion of your 800 MHz trunked radio system. Attached is the equipment summary adding four additional channels to your eXtrillit system at each or the County's tower sites- Preliminary studies have bccn done ID help define the scope of this project. More detailed work needs to be completed to make sure we address all of your needs. A detailed statement of work, acceptance test plan and final equipment list will be submitted pending Oakland Cotmtys approval of this proje.ct. Thank you for your continued interest in Motorola precincts and services. Please do not hesitate to call with any questions you may have. My phone number is 810-354-6030, and if necessary, my pager number is 517-920-0613. Sincerely, maroRoLA Communications and Electronigs, Mark Erns Account Manager camp! olviiler OM E. Meoricitiirs AWL Solgaumbist It.MINI Ing) 53114800 Page 12 of 13 tk; - -u -j a6Pd , • •1 1 Ii • • I. • • 1111 PM. I. MM. a.- • • • .• s"i• • • +a .n••••••n••nn..•n•••••••• ••••, .•••nn •••n•• •n ••1,• • 111.•••••••••••••n•••••••••—•.....• " • - • • n••• v... • • • 11 4-'11 • 410."• • / • • I I I U I i. 0 111•1111 Rein 02-01 06 06s06PM P002 1141 Alk 0171ITYINA VIONOION HMI por:qn cR-7n-rn • • 4 Section IV Other Proposal Matters • • OTHER PROPOSAL MATTERS - FINAL PROPOSAL FOR CONVERSION OF OCOM OPERATIONS TO COUNTY'S 800 Mhz SYSTEM OAKLAND COUNTY, MICHIGAN April 26, 1995 In addition to the County's cost proposal to the providers and hospitals and draft consultant's report, the following other attributes have been proposed to mitigate the operating costs associated with the Medical Control Board (MCB).% * Z,Pa.aa - space will be made available on the County's service complex for a period not to exceed three years at $1 per year. Included within the proposed lease, which shall not exceed 1,250 square feet, will be costs relating to heat, light, power, maintenance and other costs normally associated with other County operations; such costs shall be borne by the County. * Furniture - County will provide furniture and file cabinets. The acquistion of computers and related software shall not be borne by the County. * Use of telephone - the County will provide the MCB access to its telephone system. However, the telephone oRerating costs (eg. telephone bills) will be invoiced to the MCB on a periodic basis. * Use of faxes - a fax will be made available to the MCB. * Copiers - a copier will be provided for a normal level of use in the conduct of the MCB operations. Copies in excess of 500 on a monthly basis shall be invoiced to the MC B at the then standard County cost per copy. * Telemetry - based on discussion held on April 25, 1995, it is the County's understanding that the service providers will contain the necessary telemetry equipment and hospitals choosing to participate will also have this capability. The costs of this equipment will not be borne by the County. * Michigan Department of Public Health - once this proposal has been approved by the County Board of Commissioners and Executive, and liaison representatives from the service providers, hospitals, and MCB, these representatives will actively support the approval of the 800 Mhz system with the Michigan Department of Public Health. * Over-site - all incidents of operation and establishments of standards shall be borne by the MCB as set forth in statutes and / or other regulations established by the State of Michigan. * * '• '#-• - - the service providers, hospitals, and MCB will actively support the establishment of protocols and other necessary operating procedures to fulfill the County's obligations in connection with EMS disaster and multicasualty incident activities. * tLce of 800 Mhz by Macomb County Providers - an unresolved issue at the April 25, 1995 meeting involved the use of the 800 Mhz system by Macomb County providers along the Macomb / Oakland border. The County is prepared to allow the Macomb County providers access to the 800 Mhz system through its radios providing that these providers provide rates similar to that of Oakland County service providers. fl_LE dIIC1 LE In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 27th dal gL,Apritn40:95 . Allen, County Clerk Resolution #95124 April 27, 1995 Moved by Obrecht supported by Powers the resolution be adopted. Moved by McCulloch supported by Holbert the resolution's Fiscal Note be amended by eliminating item 42 and replacing the number "3" with the number "2". A sufficient majority having voted therefor, the amendment carried. Vote on resolution, as amended: AYES: Obrecht, Palmer, Pernick, Powers, Quarles, Schmid, Taub, Wolf, Amos, Crake, Devine, Dingeldey, Douglas, Garfield, Holbert, Huntoon, Jacobs, Jensen, Johnson, Kaczmar, Law, McCulloch, McPherson, Moffitt. (24) NAYS: Kingzett. (1) A sufficient majority having voted therefor, the resolution, as amended, was adopted. STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on April 27, 1995 with the original record thereof now remaining in my office. I I a