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Home My WebLink About11 Replacement radio systemAgenda Item # 11 WORKSHOP To: Board of Directors From: Ian Fitzgerald Date: August 20, 2014 Subject: Discussion Regarding the Purchase of a Replacement Radio System 1. WHY THIS MATTER IS BEFORE THE BOARD The purpose of this workshop is to provide the Board with an overview of the plan to replace the District's radio communication technology 2. HISTORY The District's radio communication technology is well beyond its useful life. Existing radio technology is 20 years old and are unreliable to the point where field employees have to use cell phones due to reliability issues. The importance of reliable, clear, uninterrupted communication in a dangerous work environment like high voltage electricity, and in a regional environment where natural disasters like earthquakes and forest fires are prevalent, cannot be undervalued. New technology exists today that will improve communications and integrate disparate systems seamlessly. The District has been building a foundation of technology that is now capable of supporting a Digital Mobile Radio (DMR) system. The new radio system will greatly improve the way District staff communicates with employees, community partners, and the public. A history of the District's communication technology is as follows: • 2011 (fall) -District replaced network infrastructure with new switches, wireless access points, and firewalls. System standards of checks and balances for technology failover were put in place. This allowed for high bandwidth traffic required for DMR radio communications • 2011 (winter) -District began optic communication installation, providing fast network access to District owned remote sites. This allowed for placement of radio transmitters at multiple locations throughout the District for optimal coverage. • 2012 (spring) -District implemented data center technology to support servers and applications. This allowed for the computing power and storage required for communication servers and unified communications integration. • 2013 (spring) -District implemented disaster recovery technology to allow for server and data failover offsite. This ensured technology failure at District offices would not cause loss of communications. • 2014 (summer) - hub platform that communications. 3. NEW INFORMATION District implement aVoice-Over-IP (VOIP) communication has improved phone, chat, email and employee presence The District is looking at a Tait Digital Mobile Radio (DMR) system that will replace our existing Motorola analog radio system. This system uses computer network technology and provides crystal clear radio communication, allowing for advanced technology like voip phone operations, global positioning (GPS) location, text messaging, and email. Replacement of the radio system will allow for a reduction of cell phones and associated costs from the field operations. The initial design will place two radio repeaters on top of existing water tanks at Donner View and Old Greenwood. Both repeaters will have network communications back to both the District data center, and to the new disaster recovery building at on Trails End Road. Each repeater will allow for 3 separate radio communication channels. At any time, the District will have between 3 and 6 channels available for talk paths. A select number of vehicles will have radios installed, and every employee in the field will carry a personal radio. Employee field safety will be improved in a number of areas with the new technology. In the past, employees could be out of communication range if in a trench, in a vault, or on top of a tank or pole. All existing radios are inside District vehicles with a limited number of load speakers, and old analog technology has an abundance of static interference. With employees having radios on their persons at all times, not only can every employee hear radio communication clearly, but they will also be able to respond immediately if needed. Team communication will also be improved. Today, many water crew only carry cell phones, which limits communication to only two personnel. Radio communications will ensure all employees will be aware of operations, whether between two employees or communications between the entire team. An estimated radio coverage map is included as Attachment 1. The quote (Attachment 2) from Tait on a Western States Contract Agreement (WSCA) is $262,000. This includes repeaters for 3 to 6 channels, 13 vehicle radios, 40 personal radios, licenses, and professional services. The next step is to receive a final quote from Tait Radio, and bring to the Board of Directors for approval in September. 4. FISCAL IMPACT There is no fiscal impact at this time. 5. RECOMMENDATION Review and receive this report. Stephen Hollabaugh Assistant General Manager Michael D. Holley General Manager { E 2 |§ ; E e 2 MOO> ; 'Cop 3 '{M{R§\ 0 E E QL/ , {\)\k)) ; 'k¥f §ik _ &) £rlfaE - & } \ \ 2\ I � � r � �•Jrw . r •� � ® 2 � } # d a!!«hmm!] Attachment 2 Customer: Truckee Donner PUD TO PUD Date Quote issued: June 25, 2014 DMR Date file last saved: June 25, 2014 Band: 440-480M Days valid from issue date: Supply voltage: AC aux 12 tait Currency: U SD Base Format: T69300 Delivery (from design acceptance): 12 weeks 100W Watts communications Document Type: Firm Quotation Link Medium: IP Project Number: 50-01110 Racking: Customer supplied Tait Communications Customer: Truckee Donner PUD Spares Level: Minimum 15342 Park Row Contact Name: Ian Fitzgerald Total number of site: 2 Houston Texas, 77084 Regional Sales Manager: Bob Kmetz 2 Physical channels across USA System Sales Engineer: RF all sites Discount Applied: WSCA Quotation #: 50-01110 TDPUD DMR Quotation v2 rkf2014-06-25.xlsm System Description This is a Firm Quotation valid for 45 days for a DMR system at 440-480M. with 2 TX/RX Sites and a total of 2 channels per site. Base station format is T89300. Rack system is Customer supplied. Powersupply is AC aux 12 System Building Blocks BB3 BB3 Node Main Node Item Description Qty TN9300-1001-0000-0000-10 DMR Node Controller 110-230VAC 1 109830,00 10,830,00 TNAS320 License TaltNet DMR - DMR Express 1 61375,00 6,375.00 TNAS304 License TaltNet DMR - Digital Dispatch and Teleco (AIS) 4 11200,00 41800,00 (SIP) TN8271-00 TailNet Network Gateway 4 927,00 3,708.00 T809-10-97C2 T800 PSU 30A 1 OD-240V AC 2U Black Dual with Diode 1 1,352.25 11352,25 Combininn T-1-001 Factory test, build to specifications 16 100,00 11600.00 M-Int-Panel Intra-, Inter System Connection Panel, Hardware and cables 1 625,00 625,00 Total BB3 29 290,25 BB7 BB7 DMR Remote Sites Sites Item Description Qty TB9335-H2MO-0000-A400-10 DMR BsWRptr 440-480M 10OW ACaux12 USC 4 11,844,75 47,379.00 TBAS302 SFE Key - DMR Express SFE License with TDMA operation 4 637,50 29550,00 (93) T-1_001 Factory test, build to specifications 10 100.00 12000,00 Total BB7 50 929,00 BB21 BB21 Antenna Equipment Sites Item Description Qty DS4C06F36D-N dbSpectra Antenna 450-470MHz Dual Omni 6 dB N Type 2 29488,33 48976,66 WS-S300 Stand-off Bracket, 3 Foot (1-7/8"x24') 2 207,55 415,10 RFS-916132 RFS Universal Wrap Weatherproofing kit 1/4" up to 3" 4 22,97 91,88 (19333) RFS-15566070 RFS N/M 1/2" hardline (486060) 4 29.17 116.68 LCF12-50J RFS 1/2" Foam Cable (70393) 700 1,73 13211,00 RFS-15566170 RFS N/Fem 1/2" hardline (495590) 4 29,38 117,52 RFS921231-012 Groundkit 1/2" Coax 4 23,58 94,32 IS-50NX-C2-MA Polyphaser N/F Equip., N/M Antenna 4 70,87 283,48 14US3406 Comprod Combiner 450-470MHz 2-ch 2 11,116.67 22,233.34 SCF12-50J RFS 1/2" Superflex Cable (41666) 110 2,47 271.70 RFS-15566070 RFS N/M 1/2" hardline (486060) 16 29,17 466.72 RFS-734769 RFS N/Male 1/4" Superflex (59867) 4 59,35 237,40 SCF14-50J RFS 1/4" Superflex Cable (30426) 20 1,35 27,00 RFS-734778 RFS BNC/Male 1/4" Superflex (59476) 4 153,00 612,00 Total BB21 31 154.80 BB30 BB30 Mobiles Mobiles Item Description Qty TM9355-H5AO-ABUO-OOAA-10 Mbl DMR 400-470M 25W BNC K-Mic U-Crdl 13 936.75 12,177.75 MUF4500 UHF Unity Mobile Antenna Max 13 13,60 176,80 NMO58AU-NC PCTEL Ant kit- NMO58AU-NC -17 Feet NC (362768) 13 15,77 205,01 Total BB30 12 559,56 BB31 BB31 Portables Portables Item Description Qty TP9360-H5AA-OACE-ODAA-10 Port DMR Trk 16Key 16pos 188OmAh Ant:400-470M US 40 11012.50 40t5OO,OO Chgr Total BB31 40 500,00 BB32 BB32 Control Stations Control Stations Item Description Qty TM9355-H5AO-ABUO-OOAA-10 Mbl DMR 400-470M 25W BNC K-Mic U-Crdl 2 936,75 1,873,50 TMAA03-12 Install Kit Desktop Power Supply Plinth 30-50W Radio 2 99,00 198.00 TMAA13-22 Desktop Power Supply 23A DC 120V AC US/CAN 2 174,00 348MO FG4500 Laird 380-512MHz Omni Antenna Unity Gain N Female 2 121,63 243,26 SCF14-50J RFS 1/4" Superflex Cable (30426) 100 1,35 135.00 RFS-734769 RFS N/Male 1/4" Superflex(59867) 2 59.35 118.70 RFS-734778 RFS BNC/Male 1/4" Superflex (59476) 2 153.00 306.00 Total BB32 3 222.46 50-07110 TOPUO DMR Ouolation J2 rk2014-06-25 1 of3 Attachment 2 Customer: Truckee Donner PUD TD PUD Date Quote issued: June 25, 2014 DMR t (') Date file last saved: June 25, 2014 Band: 440-480M Days valid from issue date: Supply voltage: AC aux 12 Currency: tait U SD Base Format: T89300 Delivery (from design acceptance): 12 weeks 100W Watts communications Document Type: Firm Quotation Link Medium:IP Project Number: 50-01110 Racking: Customer supplied Tait Communications Customer: Truckee Donner PUD Spares Level: Minimum 15342 Park Row Contact Name: Ian Fitzgerald Total number of site: 2 Houston Texas, 77084 Regional Sales Manager. Bob Kmetz 2 Physical channels across USA System Sales Engineer: RF all sites Discount Applied: WSCA Quotation #: 50-01110 TDPUD DMR Quotation v2 rkf2014-06-25.xlsm System Description This is a Finn Quotation valid for 45 days for a DMR system at 440-480M. with 2 TX/RX Sites and a total of 2 channels per site. Base station format is T69300. Rack system is Customer supplied. Powersupply is AC aux 12 BB37 BB37 DMR Spares Item Description Qty TN9300-1 001 -0000-0000-10 DMR Node Controller 110-230VAC 1 109830,00 10,830.00 TB9335-B3M0-0000-A400-10 DMR Bstn/Rptr 148-174M 10OW ACaux12 USC 1 11,844.75 11,844.75 TBAS302 SFE Key - DMR Express SFE License with TDMA operation 1 637.50 637,50 (93) Total BB37 23 312,25 BB38 BB38 Freight Item Description Qty Misc-06 Estimated Freight Charges (See Note Terms and 1 21100,00 2,100.00 Conditions) Total BB38 2100,00 BB39 BB39A System Support and Maintenance Item Description Qty DMR-Support-TAIT TAIT Service Advantage Support Agreement 1 11,097,00 11,097.00 BB39A Subtotal 11 097.00 BB40 BB40 Project works and services Item Description Qty M-DMR-SYS-MH DMR Custom Documentation and Manuals (2 copies) 1 3,000.00 31000,00 L-004A System Design Services, Planning and Engineering of 10 1,319.00 13,190.00 Network Remote L-005 System Commissioning 5 1,346.00 69730,00 L-PM Project Management 1 17,000,00 170000,00 DMR-TI DMR Trunking Technicial Introduction Course (3 Days) 5 31450,00 17,250.00 Total BB40 57 170.00 Buildincl Block Summary B83 Node BB3 Total: 29,290.25 BB7 DMR Remote Sites BB7 Total: 503929.00 BB21 Antenna Equipment BB21 Total: 31,154.80 BB30 Mobiles BB30 Total: 12,559.56 BB31 Portables BB31 Total: 40,500,00 BB32 Control Stations BB32 Total: 31222,46 BB37 DMR Spares BB37 Total: 23,312,25 BB38 Freight BB38 Total: 23100,00 BB39A System Support and Maintenance BB39 Total: 112097,00 BB40 Project works and services BB40 Total: 572170,00 Total USD 261,335.32 Options (See terms and Conditions) Option 1 Transportable Repeater (Analog) T68108-1-12RB-0000-Z400-10 Transportable Anlg w/LA 440-480MHz ACDC12 US 1 92391,50 9$91.50 Option 1 Total 91391,50 In addition to Tait America Inc, standard terms and conditions, the following special terms and conditions apply: Special payment terms will be required, Stated delivery is an estimate only and subject to confirmation following receipt of order. This is a package price offer. The components of this package may not be available separately from Tait. Pricing for components may be different from the package price if sold separately. Order confirmation is contingent upon Tait receiving a signed Customer Requirement Spec CRS . Order confirmation is contingent upon Tait receiving the required deposit with order. Items not included in this quote include racks, linking eMc ulpment, and dispatch console equipment —_- Tait assume suitable fre uencies will •___A______—_ be available for the system. Tait banking details for payment by electronic transfer of funds: HSBC Bank USA 021001088 Delivery EXW Tait Office Houston, Texas, USA. Support Agreement pricing presented in this quote is based upon this unique list of hardware and software. The Support Agreement pricing for the final system to be purchased Will be calculated oer the final aareed hardware and software list mutuallyaoreed uoon by TAIT and the customer. Project works and services DO NOT include: System Site Acquisition, Development and/or Preparation (Including Towers); System Radio Frequency Acquisition, Licensing, Re - Licensing, etc.; System Interfaces and/or Back Haul (Ti, Fiber, Microwave, etc.) Unless specifically listed in this proposal; In Building Coverage and/or Enhancements to Existing In Building Coverage; Removal and Disposal of Existing Wireles's Communication System Equipment & Hardware; System Warehousing & Project Office; Services Related to any Customer Supplied Equipment, Hardware & Software. 50-011107DP11D DA4R DwbGon JL rk12074-06-25 2of3 Attachment 2 •• tait communications Tait Communications 15342 Park Row Houston Texas,77084 USA Customer: Truckee Donner PUD Date Quote issued: June 25, 2014 Date file last saved: June 25, 2014 Days valid from issue date: 45 Currency: USD Delivery (from design acceptance): 12 weeks Document Type: Firm Quotation Project Number: 50-01110 Customer: Truckee Donner PUD Contact Name: Ian Fitzgerald Regional Sales Manager: Bob Kmetz System Sales Engineer: RF Quotation #: 50-01110 TDPUD DMR Quotation v2 rkf2014-06-25.xlsm TD PUD DMR Band: 440-480M Supply voltage: AC aux 12 Base Format: TB9300 100W Watts Link Medium: IP Racking: Customer supplied Spares Level: Minimum Total number of site: 2 2 Physicalchannels across all sites Discount Applied: WSCA em Description is a Firm Quotation valid for 45 days for a DMR system at 440-480M. with 2 TX/RX Sites and a total of 2 channels per site. Base station format is TB9300. Rack system is Omer supplied. Powersupply is AC aux 12 50-01110 TDPUD DMR UuotaEan Y2 rld2014-0G25 3of3 Agenda Item # 9 CONSENT To: Board of Directors From. Kathleen Neus Date: February 20, 2013 Subject: Consideration of a Resolution Accepting Completion of the District High Efficiency Boilers and Authorize the Filing of a Notice of Completion 1. WHY THIS MATTER IS BEFORE THE BOARD The District High Efficiency Boiler Replacement project is complete. A resolution accepting the project requires Board approval. 2. HISTORY Besides being old and deficient, the District's current boilers were identified in the TDPUD Building Energy Use Assessment and Improvement Study prepared by Enovity Inc. as one area that could use significant improvement. This project includes the removal and demolition of the boilers, pumps, plumbing as it relates to the boilers and the local control panel. In addition, the contractor will be required to protect all other equipment within the boiler room and the new carpeting. • The Board awarded the project to Efficient Energy Concepts (EEC) of Chico, California at the August 1, 2012 Board meeting. The contract was for the amount of $86,924 plus a 20% change order authorization for a total amount not to exceed $104,309, 3. NEW INFORMATION The Boiler Replacement Project is now complete. There were three change orders: 1) Increase the efficiency of the boilers 2) Time extension of two weeks 3) Reduce the amount of the project by $1,180.88 Total price of the Boiler Replacement Project including change orders is $90,443.12. The resolution accepting the project as complete is included as Attachment 1. 4. FISCAL IMPACT There is sufficient funds in the approved FY12 for this project. Increasing the overall efficiency of the boiler will result in a lifetime savings of approximately $150,000, 5. RECOMMENDATION Adopt the resolution accepting the District High Efficiency Boiler Replacement project as complete and authorize the filing of a Notice of Completion. Michael D. Holley General Manager Attachment 1 Resolution No. 2013 = 03 AUTHORIZING THE ACCEPTANCE OF THE DISTRICT BOILER PROJECT AND DIRECTING FILING OF THE NOTIC COMPLETION WHEREAS, the Board of Directors of the Truckee Donner Publ undertake the District High Efficiency Boiler Project; and WHEREAS, Efficient Energy Concepts, Inc. was WHEREAS, Efficient Energy Concepts, Inc WHEREAS, project; and The District's Technical Programs Admin WHEREAS, the District's General Manager, the District; NOW THEREFORE BE IT RES 1 That the District here 2. That the Clerk of which is attached he 3. That 35 payment PASS 20th d AYES: NOES: ABSTAIN: ABSENT: D ADOPTED I :)vember 2013 TRUCKEE DONNER P ade the determination to to perform uded in the and ; and now certifies the completion of the nded that the work be accepted by as follows: Boiler Project as complete. unty of Nevada the Notice of Completion, a copy of npletion, the monies retained from the contractor been made to the District by material suppliers or irectors at a meeting duly called and held within the District on the III call vote: UTILITY DISTRICT By Jeff Bender, President of the Board ATTEST: Michael D. Holley, Clerk of the Board RECORDING REQUESTED BY: Truckee Donner Public Utility District WHEN RECORDED, RETURN TO: TRUCKEE DONNER PUBLIC UTILITY DISTRICT 11570 Donner Pass Road Truckee, CA 961601 THE UNDERSIGNED DECLARES DOCUMENTARY TRANSFER TAX - NONE NOTICE OF COMPL NOTICE IS HEREBY GIVEN: 1. That the name and address of the public entity for lffithe thereof, is the Truckee Donner Public Utility District, tl 2. Nature of interest or estate of owner: 3. That on February 20'h1 2013 the here pursuant to Resolution 2013-03 of the Truc 4. That the subject im District High Efficien 5. That the name an Three Sevens Lane interest of invent project was`dne, as owner Pass Road Truckee, CA 96161. utility of electric and water facilities. were accepted as complete the awarding authority. and identified as follows: project was: Efficient Energy Concepts, Inc. 7 I certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Michael D. Holley, General Manager MAIL TAX STATEMENTS TO: SAME AS ABOVE Legal References: CC-3093,CCP-2003 (oath), 2015.5 (unsworn statement)