WINNING NARRATIVE 2004


Regional Radio Project Description:

The XXX in partnership with XXX County is upgrading its current 800 MHz analog radio system to a new 800 MHz digital radio system. The current system is approximately 17 years old. The upgrade is timed to coincide with the State of Minnesota efforts to expand the statewide 800 MHz digital radio system to parts of out state Minnesota. The upgrade for the city will allow it to tie into the statewide system providing interoperability between local, state, and even federal resources. The approach being taken for this project is to create a regional system that can be shared by many of the jurisdictions and agencies that surround the XXX and also be a part of the statewide system.

The specific project funding we are requesting is the purchase and installation of portable and mobile radios for the Fire Department to be used in the new system. Specifically we asking for funding to purchase:

1. 46 Basic Portables for use by fire fighters and pump operators. It is our intention that all fire fighters operating on any emergency scene have the ability to communicate and receive instructions from command. This would include the daily staffing of 17 fire fighters and 25 volunteer personnel. These radios are capable of 48 channels and have been estimated to cost $1,950 each for a total cost of $ 89,700. The additional four radios are for full time call back personnel.

2. 14 Mid-Level Portable Radios for our company officers to use. The reason for the upgrade for these radios is the ability to eventually connect with in-suit or in SCBA communications products. The lower level radios do not have that capability. In addition the mid-level radios provide some greater flexibility for channels and talk groups programming. This will give the company officer greater flexibility in field communications. These radios are estimated to cost $ 2,350 each for a total cost of $ 32,900.

3. 5 Top-Level Portable radios for use by Fire Command. These radios come with encryption capability and will allow command to speak on secure communications paths with other groups including law enforcement. These radios are estimated to cost $ 3,200 each for a total cost of $16,000.

4. 21 Mobile Radios for Fire Department apparatus. These radios would be installed in all apparatus and the estimated cost is $ 3,350 each for a total cost of $70,350.

5. 4 Base Stations. All though the department currently operates 6 stations we only will require four base stations to be installed. The main fire station will be equipped as a back up communications center for XXX County and as such will have an expanded console installed. In addition it is expected that one of the existing stations will close in 2005. The base stations are estimated to cost $ 3,300 each for a total cost of $ 13,200.

6. 65 Spare Portable Radio Batteries. This will provide one back up battery for every portable radio requested. It has been our experience that large incidents place a high demand on fresh portable radio batteries. Having one spare for every portable in inventory is appropriate. The estimated cost for spare batteries is $ 122.00 each for a total of $ 7,930.

7. 25 Single Unit Rapid Chargers. The intent is to provide a portable radio for each of our volunteers. Due to the fact that we will not be able to page on 800 MHz digital we will switch to an Internet based paging system. Our volunteers can then turn on their portable radio for incident specific information. They would each have a charger for their homes. The estimated cost for the charger is $142.00 each for a total of $ 3,550.

8. 5 Six Unit Rapid Chargers. These units would be placed at the full time stations (two at the main station) for charging full time division radio batteries. The estimated cost for these chargers is $ 675.00 each for a total of $ 3,375.

9. 14 remote speaker/mics for company officer portable radios. These allow the company officer to keep the speaker mike close to his ears and keep the radio in his turnout coat pocket. Our current system has this option and the company officers have stated it provides them much easier use of the radio system. The estimated cost of these items is $76 each for a total of $ 1,064.

10. 5 remote speaker/mics for command officer portables. These are similar to the company officer items but for the upgraded radio. The estimated cost is $130 each for a total of $ 650.

11. 10 Portable Radio Temple Transducers for Pump Operators. We have chosen to not put rear radio controls at the pump panels for our pump operators. Our intention is to have the pump operator use a portable radio with the Temple Transducer Headset. This will keep the pump operator free to move about the apparatus and assist in some other fire ground functions. The estimated cost for this item is $200 each for a total of $2,000.

12. 65 belt Clips for portable radios. The estimated cost for these items is $9 each for a total cost of $ 585.

This brings the total budget for this project to $241,304. That would equate to a cost share of $168,913 for the Federal Government and $ 72,3291 for the XXX. It will allow the fire department to upgrade its equipment to the new 800 MHz digital radio system being installed by the XXX and XXX County. In addition it will provide a higher level of safety for our fire fighters, as they will always have the ability to hear and communicate to fire command.

Financial Need:

With the announcement by the State of Minnesota that they would be embarking on Phase 3 of the Statewide Radio System Project the XXX was put into the position of either partnering with other jurisdictions and the State or be left on its own. Knowing the importance of interoperability between emergency responders the city hired GEO Com to conduct a study as to what the upgrade to a new system would cost, what other options could be explored, and what possible assistance for funding might be available.

The GEO COM report studied several options that might be available to the XXX. The option recommended by GEO COM and chosen by the XXX was to install a three-site simulcast 800 MHz digital trunked radio system compatible with the system that will be installed by the State of Minnesota. GEO COM suggested a regional approach in that the City could provide service to at least three other cities with its initial build out. Eventually, when the state completes portions of its build out, an even more enhanced regional system would be available. In addition to money supplied through the State of Minnesota for infrastructure only ($2,950,000), the XXX would be required to expend an estimated 2.2 Million to 2.6 Million dollars for additional infrastructure required and the subscriber units (mobiles and portables) for fire, police, public works, and utilities. Some of the additional infrastructure cost included the ability to be interoperable with other jurisdictions that do not immediately migrate to 800 MHz.

The city can not currently commit to providing all of the needed subscriber units at one time. It will not be possible for the fire department to slowly migrate to the new system a few radios at a time, which may be possible for some of the other non-emergency type departments. Migrating only a few radios at a time to the new system would seriously compromise fire ground safety. The ability to effectively communicate with all of our personnel who are working on the fire ground we believe is of the utmost importance for their safety.

The City is dedicating extensive resources (2.2 - 2.6 million dollars) to the infrastructure costs and subscriber units for other city departments. As in most states the economy has caused budget reductions and St. Cloud has also had to reduce its budget. The city sees the value in being a part of an interoperable radio system that can eventually function statewide and certainly improve local interoperability issues. It also understands that due to restrictions on radio channels and other regulations we must convert to a new system at one time and not piecemeal. We will not be allowed to operate the existing and new systems simultaneously. It is not financially possible for the city to fund this entire project without additional help from grants. If no additional funding can be obtained the city will attempt to migrate to the new system with limited numbers of subscriber units (portables and mobiles) and then add more of these units in future years. We believe this will have a detrimental impact on our fire fighters safety by not ensuring adequate availability of communications equipment. Several of the other jurisdictions that are taking part in the planning and eventual shift to this new system are also seeking ways to fund the new purchases.

Cost-Benefit of Request:

The primary benefit of this proposal is not that the fire department will be able to talk with other agencies but that it will be able to share information to organize, coordinate, and respond to most any type of emergency presented. The new radio system will greatly enhance our regional communications abilities allowing multiple jurisdictions and multiple agencies from several disciplines to quickly and efficiently respond to all types of emergencies. By being a part of the Statewide Interoperable Radio System we will be in a much better position to communicate not only with our regional emergency response partners but also state and Federal resources.

The long range intent of our radio project is to create a XXXX Minnesota User Group that would eventually oversee and coordinate a six site simulcast system covering most of XXX County including the cities of XX, XX, XX, XX, and XX. Also many parts of XXX County can be a part of the system.

Preliminary talks have already taken place with several of these jurisdictions and some of these jurisdictions are represented on the current system-planning group. It is projected that by having several jurisdictions coordinate this effort we will be able to keep the operating costs for the system at a minimum and also take advantage of some group purchasing for future needs. Current price estimates are from the state contract price list.

The true benefit of interoperability with our communications systems is the safety of our emergency responders and the general public. Our risk analysis from several large-scale operations over the last several years have clearly pointed out the lack of interoperable communications as a problem. When multiple agencies are required to work together for the safety of the public we have until now been unable to efficiently communicate. The total of the award of this grant, if approved, is $ 168,913.


The XXX is willing to contribute up to an additional $2,400,000 for this project. This grant will help provide the backbone to eventually have a common radio system that is coordinated between several cities and counties and the State of Minnesota