2002-02-05City of Southlake, Texas
MEMORANDUM
January 27, 2002
TO: Southlake Crime Control and Prevention District Board of Directors
FROM: Rick Black, Director of Public Safety
SUBJECT: West Facility Construction Progress Report
Action Requested: Board discussion of West Facility Construction.
Background
Information: The City of Southlake entered into an agreement with CMPA, Inc for the
construction of the Department of Public Safety - West Facility on December
12, 2000. Progress is noted as follows:
• The stenciled concrete is being installed in the courtyard.
• The carpet installation is underway, and is approximately 65 % complete.
• All of the trim has been installed and is currently being painted.
• The generator is installed.
• The fire alarm system is installed.
• The fire sprinkler riser has been installed and is ready for reinspection.
• All electrical and light fixtures, with exception to the bay, are installed and
functioning.
• The acoustical ceiling grid is in place in most rooms.
• Currently completing the installation of the combination restroom units in
the secure interview rooms.
• The CMPA job trailer has been removed from the lot and CMPA is
working out of the storage room inside the training room.
• Stone masonry complete except for small areas of repair, finish installation,
pointing up mortar joints and final cleaning of the building.
• Some of the kitchen appliances are installed (i.e. refrigerators, gas line and
valves for the range, range hood, etc.)
• The main water heaters for the facility have been installed.
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Southlake Crime Control and Prevention District Board of Directors
January 28, 2002
Page 2
• CMPA has rough graded the site along the property line where the cast
concrete fence is to be installed.
• Primer and the first coat of paint have been applied in almost all of the
office areas.
• The glazing has been installed in most of the aluminum window frames.
The storefront in the interior of the building between the Dining Room and
the hallway has been glazed, but the front entry and storefront between the
courtyard and dining and the courtyard and the lobby/training room is still
being erected and waiting for glazing.
• The hanging light fixtures in the hallways are installed and functioning.
• Most of the remaining concrete has been installed in the dumpster and
generator alcoves, sidewalks and drive aprons. This includes required
fixtures, bollards, etc. in each concrete area.
• The flagpole bases and poles have been installed. Travis Stacy, with his
Eagle Scout group, provided the labor to prepare and install the flagpoles.
Financial
Considerations: The contract currently provides a "contingency" item in the amount of
$150,000.00. Change orders are included under this "contingency" item and no
change in the contract amount or the contract time will occur as a result of these
changes. No change orders have been received since my last report, therefore,
the balance of the contingency item remains at $120,362.00.
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: N/A
Supporting
Documents: Pictures of Construction Progress
Staff
Recommendation: N/A
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City of Southlake, Texas
MEMORANDUM
January 28, 2002
TO: Crime Control and Prevention District Board of Directors
FROM: Rick Black, Director of Public Safety
SUBJECT: Progress Report — FF&E for West DPS Facility
Action
Requested: Board discussion of West Facility FF&E
Background
Information: The City of Southlake entered into an agreement with CMPA, Inc for the
construction of the Department of Public Safety — West Facility on December
12, 2000. This agreement was not inclusive of the coordination of furniture,
fixtures and equipment (FF&E). In July, 2001 PSA was contacted and
requested to submit a quote for FF&E services. The quote submitted resulted
in a total sum of $218,012.00. After careful review, staff determined that the
City could coordinate and purchase the necessary FF&E needed to open the
facility at a more reduced and responsible cost.
In August, 2001 staff began developing the specifications for the furniture
needs of the West site. In addition, staff also requested quotes from applicable
dealers to provide fitness equipment, paging/speaker systems, emergency
notification systems, closed circuit television systems, computers and audio-
visual equipment for the training room.
Most FF&E has been ordered for the West DPS facility and will be installed or
delivered prior to opening day. Items remaining include a television for the
dayroom and signage for the interior portion of the building. The current cost
matrix is outlined below.
Financial
Considerations: The budgeted amount allocated for FF&E is $152,000.00. Purchases made to
date towards FF&E total $144,164.15
Citizen Input/
Board Review: N/A
Legal Review: The City Attorney has reviewed all applicable bids associated with purchases.
Alternatives: N/A
Supporting
Documents: N/A
Staff
Recommendation: N/A
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City of Southlake, Texas
MEMORANDUM
January 25, 2002
TO: Crime Control and Prevention District Board of Directors
FROM: Rick Black, Director of Public Safety
SUBJECT: Approve funding of a Public Communications Consultant Services for the
Development of a Strategic Plan for Radio Communications to Trott
Communications Group and amending the FY 01-02 operating budget.
Action Requested: Approve funding in the amount of $19,500 for Trott Communications Group
to develop a strategic plan for radio communications and amending the
current operating budget to reflect the approval.
Background
Information: In 1993 the City of Southlake entered into a contract with the City of Ft.
Worth to provide radio coverage for the City of Southlake. This agreement
allowed for emergency fire radio transmissions but due to the tower location,
there were many areas of the city that coverage was poor and/or non-
existent. To improve this coverage issue and bring police services up on a
trunked frequency, the City executed an interlocal agreement with Denton
County in 1997 for trunked radio service at no cost. Denton County had
planned to complete construction of a tower in Grapevine in December 1999
to service the Southlake area, providing more than adequate coverage. After
many problem areas were identified and repaired, Southlake Police Services
went live on the Denton system in December, 2001, however, the entire
Department of Public Safety is not on the Denton system because the service
has not proven to be reliable and coverage has proven to be no better than
Fort Worth's system.
In addition to DPS, public works and community services have field workers
with radio needs. Staff has determined that due to the complexity of the
radio issues and available technology, a consultant with expertise in radio
systems is necessary to identify which system provides employees with the
safest and best coverage available and develop a strategic plan to implement a
city wide radio system with emphasis on public safety.
Trott Communications has over twenty-three years experience in radio
frequency system design and planning. They have performed similar work at
a county wide level such as Bastrop County and Kerr County, and in cities
such as City of Rockwall, City of Corpus Christi and City of Irving. Staff
has both requested and reviewed a proposal for their services and determined
it necessary and appropriate to meet our immediate and long term needs.
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Crime Control and Prevention District Board of Directors
January 26, 2002
Page 2
Financial
Considerations: Trott proposes to perform the above listed scope of services for $19,500
which includes approximately 152 man hours and $500 expenses. Sales tax
revenues for FY 00-01 exceeded budget projections by $306,801.00. These
funds are currently recorded in the operating budget unreserved fund balance
and may be used for projects of this type.
Citizen Input/
Board Review: N/A
Legal Review: The proposal and been reviewed by our City Attorneys office.
Alternatives: Deny funding of the consultant services and staff will continue to explore
measures to improve the safety and operational function of its current radio
system.
Supporting
Documents:
Staff
Recommendation:
Proposal from Trott Communications Group.
Amended 2001-02 Operating Budget
Staff recommends approving the funding of the proposal as submitted by Trott
Communications for the amount of $19,500.00.
ori
Public Safety Communications
Consultant Services
for the
Development of a Strategic Plan
for Radio Communications
Presented to:
City of Southlake, Texas
September 19, 2001
01TROTT
COMMUNICATIONS GROUP
1425 Greenway Drive, Ste 350
Irving, Texas 75038
972/580-1911
972/580-0641 Fax
http://www.troftqroup.com
Contact: Walter Jon Stewart
Trott Communications Group, Inc.
0 _1111111110
INTRODUCTION
IVLL �U1 1 1U111UdL1U11, yrUUP, inc. t i roil ) is pleases to submit this Proposal for the
Development of a Strategic Plan for Radio Communications to the City of Southlake,
Texas ("Southlake"). Trott is an independent engineering firm formed in January 1978
to provide services to the Land Mobile and Telecommunications industries. Trott has no
vested interest in the sale of any communications equipment and is independent of all
equipment manufacturers.
The firm employs a full-time staff, several of
which are Registered Professional
Engineers, serving Public Safety, Utility,
Transportation, Common Carrier, Business,
Cellular and Industrial clients. Trott's staff
has extensive experience in multiple
technical disciplines and gives each client
solutions in the most cost-effective, timely
and functional manner possible. At Trott, outstanding service is not only desirable, but
essential to its success and to the success of its customers.
Finding talented individuals with a wide range of experience before their association with
Trott has been another key to the firm's success. The engineering staff, both before and
during their tenure with Trott, have had many years of practical experience in the design
of small-, large- and wide -area radio systems using all technologies and RF frequency
bands. Since joining the Trott team, these individuals have concentrated on project
planning, design, procurement and implementation of advanced telecommunications and
automation systems. Trott's personnel have extensive hands-on experience in
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equipment installation, alignment, testing and maintenance and are skilled at identifying,
isolating and resolving system/equipment problems and interference.
While Trott's engineers are experienced in older
technologies, its major projects are typically at the
cutting edge of communications technology. In
fact, Trott frequently helps develop new technology
and products for its private sector clients. Trott
uses its experience in design, evaluation,
implementation and testing of public safety
communications systems when taking on radio communications projects. Trott's
extensive technical capability and experience will provide assistance in obtaining a
thorough and comprehensive understanding of the configuration options available to
proceed with its selection of the communications system approach which best meets its
needs.
Trott's offers a wide array of professional engineering services to meet the needs of its
clients which stem from Public Safety, Utility, Transportation, Common Carrier, Business,
Industrial and Cellular industry needs. With its broad experience and diversified staff,
Trott can offer each of its clients an infinite number of engineering solutions from one
common source.
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Relevant Engineering Services
Trott has over twenty-three years experience in RF system design using a wide range
of RF engineering methods and techniques. Trott, over the years, has proven its ability
to evaluate and design a variety of radio systems for its client's needs. Trott's
engineering services offer proficiency in the following areas:
Simulcasting, broadcasting and multicasting technologies;
Diversity concepts and design experience using diversity;
Frequency re -use experience;
Knowledge of various propagation models, applications and selection of different
design applications;
Understanding of measurement processes, methodologies, data collecting,
processing, and analytical software systems;
Knowledge of measurement data analyses, qualification, data correlation, and
statistical analyses for model and tool calibration purposes;
Proficiency with mapping software, geodetic reference systems and mapping
skills; PC (Microsoft tools) proficiency for data analyses, manipulation, and statistical
analyses of amplitude and performance data;
Unix/Solaris operating system knowledge;
RF planning tool experience (multiple vendor environment);
Abilities to prove and disprove tool and prediction model accuracy;
Understanding of RF hardware systems and applications;
Understanding of different modulation methods;
Proficiency in site selection, site design, and site configuration; and
Proficiency in site noise measurement and mitigation processes
Additional engineering services provided by Trott include Public Safety system
engineering, RF compliance, FCC licensing activities, needs assessments, project
management. Trott can also provide specification preparation, propagation analyses,
system performance analyses and evaluations, interference studies, installation
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supervision, acceptance testing, microwave intraconnections, feasibility studies, 800/220
MHz SMR system design, traffic and loading studies, site selection and site acquisition.
Trott provides unbiased Public Safety engineering services to various municipalities and
counties nationwide. These services include needs assessments, procurement, project
support, licensing assistance, contract negotiations, project management, and system
testing and acceptance. These types of services are often provided when a municipal,
county or state organization is considering a new system or upgrade to its present radio
system, 800/900 MHz trunking or conventional radio system, microwave system,
dispatch center, E-911 system, mobile data system, antenna system and/or CAD
system.
PROJECT UNDERSTANDING AND TASKS
The City of Southlake, Texas ("Southlake") requested a proposal from Trott
Communications Group, Inc. ("Trott") to develop a Strategic Plan for effecting radio
communications for all Southlake departments and their users with emphasis on Law
Enforcement communications. Trott understands that this plan will become a part of
Southlake's overall strategic planning efforts. This proposal provides to Southlake the
process Trott proposes for conducting its investigation and developing its part of the
plan. The tasks listed and identified below are proposed to Southlake in order for Trott
to acquire sufficient data, conduct the proper analyses, document all findings and
provide to Southlake information sufficient to establish goals and a transition process
whereby those goals can be achieved.
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TASK LIST
1. Discuss project and plan goals with Southlake Administration.
2. Discuss project and systems operations with Southlake Department heads.
3. Discuss radio systems and operations with Southlake Department field users.
4. Document requirements for project and system operations for project staff review.
5. Investigate options available to Southlake with the advantages and limitations of
each.
6. Develop each optional scenario in sufficient detail to define:
i. Extent each option meets user department requirements, and
ii. Cost to Southlake to own and/or operate each option
7. Prepare "Draft Report" of user requirements and system options for Southlake
review.
8. Prepare "Final Report," and a separate presentation, of the user requirements,
system findings, ownership/operations costs and recommendations.
TASK DESCRIPTIONS
Discuss project and plan goals with Southlake Administration
In order for Trott to understand the dynamic environment in which Southlake operates,
Trott will discuss with the Southlake Administration its current operations, established
goals and project limitations. This will provide insight concerning Southlake's operating
environment, Southlake's environmental and area dynamics, and the options and
limitations of Southlake's overall Strategic Plan constraining this project. These
discussions will also help Trott determine which issues, decisions and actions are most
important to Southlake as a whole. The Southlake Administration will also assist the
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project by identifying the participants in the study, clarifying their roles in the process, and
providing their assessment of the current situation.
Discuss project and systems operations with Southlake Department heads
Trott will discuss with Southlake's Department Heads the current Department operations,
the project goals and limitations established by the Southlake Administration, and obtain
a perception of the Department as a whole, including prior or current planning activities
and programs. Trott will obtain a situation assessment of each Department's current
radio communications capabilities and the impact upon field users. The Department
Heads will also identify to Trott the issues which are deemed critical to the Departments
mission.
Discuss radio systems and operations with Southlake Department field users
Trott will discuss with Southlake Department Field Users, briefly the overall planning
process and activities, and in detail the radio communication system effectiveness and
efficiency. Intensive discussions will focus on user requirements and identification of
processes and methods of operations. Activities at this level within the Southlake
organization will minimize the overall Southlake resource impact and is usually more
effective and accurate. Since the final plan will provide the framework and direction for
the future, participating users can obtain an increased level of commitment to the
ultimate system and be part of the quality of service improvement that permeates the
entire organization.
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Document requirements for project and system operations for project staff review
At this point in the planning process, it is advisable that Southlake's planning committee
or staff review the actions taken and data acquired to insure that it is comprehensive,
accurate and complete. Trott recommends that general concurrence be obtained prior
to continuation. Therefore, an "Interim" Requirements Report will be prepared for
Southlake review prior to investigation and data acquisition concerning the potential
solutions.
Investigate options available to Southlake with the advantages and limitations of each
Trott will fully investigate the radio system options available to Southlake. These options
include the shared use of neighboring communities' systems or the procurement of a
new/upgraded Southlake-owned system. Trott will review and evaluate the following
options:
Obtaining radio service from the Denton County radio system
Obtaining radio service from the Ft. Worth radio system
Obtaining radio service from the N.E. Tarrant County radio system
Procurement of a UHF conventional or trunked system
Procurement of a 700/800 MHz conventional or trunked system
In all cases, Trott will acquire (for shared resources) or develop (for new resources) the
data necessary to evaluate the advantages and limitations of each option. The
investigation will include an analysis of the expected coverage area for mobile and
portable radios under the various operational scenarios, including portable outdoor head -
level, hip -level, and portable indoors. These studies will utilize the system parameters
for each option and Trott's own coverage model and not rely upon performance
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predictions by other governmental entities or equipment vendors. Trott will also
document the capacity and channel resources available to the Southlake users from
each option to ensure that the current and anticipated user needs can be met.
A technology assessment will be performed for each option to assess the advantages
and limitations of the specific technology utilized, including future plans for shared
system options. Since Southlake does not operate in a vacuum, each option will be
evaluated for conformance to stated requirements for Mutual Aid functions and
compatibility. System expansion capabilities for both service area and capacity will be
analyzed consistent with anticipated growth of Southlake in area, development and
personnel/services.
In addition, Trott will assess the anticipated time frames and time constraints for each
option so that Southlake's planning and decision process is based upon realistic and
attainable concepts.
The Importance of Coverage
EDX's Signal TM is the RF Propagation Tool that
will be used to establish the suitability of
candidate antenna sites as well as evaluating its
current locations. TROTT has utilized this tool
and its updates for over six years. We have
found it to be extremely reliable for the level of
detail that is required for projects similar to Parker County's. The computer modeling is
based on industry standard techniques that are similar to the various Vendors' offerings.
This propagation program is especially well suited to duplicating and verifying the plots
offered by the Vendors.
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Develop each optional scenario in sufficient detail to define:
i. Extent each option meets user department requirements, and
ii. Cost to Southlake to own and/or operate each option
In order for Trott to assist Southlake in its planning efforts, detailed information
concerning the identified optional configurations must be analyzed to determine to what
extent Southlake's requirements are satisfied by each. Once the results of this analysis
has determined the detailed configuration, the costs to Southlake to participate (for
shared -use systems) and/or procure equipment will be estimated, based upon recent
procurements in the Public Safety/Services industry. The cost, for analysis purposes, will
include not only equipment and/or service cost, but also the cost of ownership. These
ownership costs include warranty, maintenance, facility leases, and other recurring
expenses, such as software maintenance agreements and upgrade protection.
A large portion of the data developed will be presented in the Appendix of the Plan;
however, the analysis results will become an integral part of the planning and decision
process.
Prepare "Draft" of Strategic Planning Report for Southlake review
As the final strategic planning report is being compiled, a draft will be prepared and
distributed for review by Southlake staff and planning committee to insure that: a.) it
accurately documents the findings reported, b.) it accurately documents the decisions
made, c.) it represents the consensus of the participants, and d.) it has the support of
those responsible for implementation.
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Prepare "Final Planning Report" (with a separate presentation) of the critical issues,
strategies for resolving issues, goals and objectives, and recommendations
Since this report will not be the complete Strategic Planning Report for the City of
Southlake, but rather, a portion dedicated to Southlake's radio communications facilities,
it will take on an abbreviated format. That format will include an Executive Summary,
Critical Issues (definition of the overall requirements for radio communications),
Strategies (options available to Southlake and an assessment of those options), Goals
and Objectives (based upon consensus, the methodologies for resolving the critical
issues), and Recommendations (of both the Southlake Staff and Trott). Appendices will
be provided with the report that contain the documentation, analysis results, detailed
configuration options, and costs.
Continuing Support Available
After selection, by Southlake, of the appropriate direction to follow in providing radio
communications for the Southlake departments, Trott will be available to support
Southlake with procurement and implementation tasks. Sufficient data will be developed
through the process identified above to define the overall system requirements. Trott can
develop a "Request for Proposals" (RFP) to select a system/equipment vendor and
support Southlake's required functions throughout that selection process, including
development of a contract with the selected vendor. Trott is also willing and able to
support the implementation process, which includes reviewing the detailed design
offered by the selected vendor, reviewing, approving and verifying the acceptance testing
process, and inspecting the entire installation. Trott has performed similar services for
many systems in the Dallas/Fort Worth area and throughout Texas and the
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nation. A detailed scope of services, estimated costs for those services, and project
schedules can be discussed once a direction for the system upgrade is chosen by
Southlake.
Proposed Costs
Trott proposes to perform the above tasks for the City of Southlake, Texas in the most
cost-effective manner possible. From the above task descriptions, Trott is assuming
maximum cooperation from the User Departments and Southlake Administration to
complete this Strategic Plan properly. It is Trott's estimation that the above tasks can be
completed for $19,500 (nineteen thousand, five hundred dollars), approximately 152
man hours and $500 in expenses. In the event that Southlake wishes to alter the Scope
of Work by additional work or less work, Trott will invoice Southlake at actual time spent
at its current hourly fees listed as follows:
Project Managers/Principal Engineers $125/hr
Senior RF Systems Engineers $115/hr
RF System Engineers $105/hr
Expenses will be billed to Southlake at cost. A cost breakdown of the above estimate
by task is as follows:
A Requirements meetings and Document Requirements
Labor Hours - 44 hrs. Labor Cost - $5,500
B Investigation Options and Alternatives
Labor Hours - 60 hrs. Labor Cost - $7,500
C Development of Final Report and Documentation
Labor Hours - 48 hrs. Labor Cost - $6,000
D Estimated Expenses Expenses - $ 500
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RESUMES
Raymond C. Trott, P.E.
Chairman
Ray Trott has more than 38 years of varied, in-depth communications and RF
engineering experience. In 1978 he formed what is now Trott Communications Group
and served as President from the company's formation until being elected as Trott's
Chairman of the Board in 1998.
When he founded Trott, Mr. Trott initially dealt with the design of antenna systems,
detailed interference and propagation studies and training seminars in many areas of RF
engineering. Among his early assignments was the development of a wide -area
simulcast UHF voice system for the Los Angeles Police Department. Soon after, he took
on assignments for other public safety radio systems and RCC mobile telephone and
paging systems.
Mr. Trott's knowledge and expertise led many clients to offer him challenging
assignments in the more complex areas of system design, public safety systems
design and the development of licensing procedures for paging, cellular and SMR
systems. In response, he began assembling a talented staff with various skills and
specializations to fit the needs of his diverse client base.
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Mr. Trott also has been in the forefront of the development of cellular technology. In
the early 1980s, he handled the engineering aspects of the applications and
comparative hearings cases for cellular clients in Houston, Texas.
Before starting Trott, Decibel Products hired Mr. Trott in 1964 to help in developing a
new line of microwave antennas. He later designed and expanded the company's line
of antennas, cavity filters, duplexers and combiners. With his management and
leadership skills, they promoted him to Vice President of Engineering and managed
the development of an entire line of products, many of which Decibel still markets to
the industry today.
Mr. Trott's career includes a tenure with Texas Instruments in Dallas, where he began
research and development of extremely low noise parametric amplifiers for use in
radar systems and radio telescopes. One of these amplifiers was used for the first
communications satellite, Telstar, in the early 1960s. Mr. Trott also worked for Gabriel
Electronics designing radar antennas for the Federal Aviation Administration.
Mr. Trott's pioneering work in the mobile radio industry has earned him recognition
from his peers. He received the Fred M. Link Mobile Radio Award in 1990 and the
Radio Club of America Special Services Award in 1993.
Many booklets that Mr. Trott has written explaining various antenna system concepts
can be found in the technical libraries and files of engineering departments and shops
of the land mobile industry. He is on the technical editorial boards of trade magazines
dedicated to the radio industry, and he contributes regularly to the PCIA's
organization's magazine.
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Mr. Trott is frequently asked to serve as an expert witness on RF engineering and to
address industry groups on issues such as RF radiation and regulation. He is
associated with many industry councils that want an independent perspective on
legislative and technical matters.
Formerly President of the Radio Club of America, Mr. Trott served from 1987 to 1990
and from 1995 to presently on the Board of Governors of the IEEE Vehicular
Technology Society. He is also a Life Senior Member of IEEE.
Mr. Trott pursues ongoing management training and education specifically tailored to
independent consulting engineering. He holds a Bachelor of Science degree in
Electrical Engineering from Northeastern University, Boston, Massachusetts. He is a
Registered Professional Engineer in the State of Texas and is a member of APCO.
Walter J. Stewart
President
Walter J. Stewart has over 29 years of varied business experience, 18 years of these
years with Trott. As president of Trott, he is responsible for all phases of the engineering
services provided by the firm as well as for all areas of business that the firm pursues.
Mr. Stewart is also President of Trott's subsidiary, RETCOM, Inc., a site
management/site acquisition firm that has been performing these specialized services
since 1984.
RETCOM has conducted numerous site acquisition projects, surveys of sites in many top
metropolitan areas as well as performing valuation services on a number of towers. With
Mr. Stewart's guidance, RETCOM has also worked with many clients to determine the
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Trott Communications Group, Inc.
commercial viability of undeveloped sites. In 1997, Mr. Stewart managed a large site
acquisition project for Paging Network (PageNet).
Mr. Stewart joined Trott as a cellular system designer. As the firm grew, he became
business manager and is current the President of both firms. One of Mr. Stewart's duties
as President of Trott is to design the company's management and control functions to
ensure that its clients receive the best value for their investment.
Before joining Trott, he was account administration manager for Bank Building
Corporation ("BBC"), an architectural/engineering design firm. His responsibilities there
included client services, project planning, control management and sales and marketing
administration. He also directed strategic planning for BBC. Mr. Stewart's career includes
work with Saxon Business Products, where he was operations manager, and
International Harvester, where he was an accountant for both wholesale and retail sales
operations.
Mr. Stewart holds Master of Business Administration and Bachelor of Business
Administration degrees from the University of North Texas, Denton, Texas.
George W. Weimer, P.E.
Vice President of Engineering
George Weimer has more than 30 years experience in land mobile and microwave
communications. He is currently working on these Texas County Radio Communications
projects: Kerr County, Bastrop County, Rockwall County, and Collin County. Other
current Public Safety projects include: Clay County, Florida and the City of Miramar,
Florida.
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Trott Communications Group, Inc.
His duties with Trott include:
• Analyzing functional and operational requirements and designing radio
communication systems and upgrades for various clients
• Helping clients prepare requirements documentation, manage configurations, and
procure computer automation including CAD, records management and MDT
systems
• Assisting government, utility and private agencies with strategic and tactical
planning
• Designing microwave, fiber optics and radio common carrier systems including
trunking, paging, mobile telephone and cellular radiotelephone
• Designing multi-user antenna systems to control interference, performing
interference studies and solving existing interference problems
Before joining Trott, Mr. Weimer was a program manager and a project engineer with E-
Systems, Inc., Commercial Division, in Arlington, Texas. A mobile digital system for the
City of Miami, Florida was a three-year project that involved design of an 800 MHz
conventional radio system and MDT and CAD systems. Mr. Weimerwas responsible for
system design, both digital and RF, and implementation, including testing.
While with E-Systems, Mr. Weimer also designed the transmitter control system for the
City of Los Angeles Police Department simulcast radio system and a digital signaling
system for a mobile data system for Orange County, California.
Mr. Weimer also served as the communications engineer for the State of Louisiana
Department of Transportation. This assignment involved system planning and design,
preparation of procurement specifications and implementation management.
While with the State of Louisiana, Mr. Weimer provided communications consultation to
other state, local and federal government agencies for system design, evaluation,
implementation and maintenance planning. He also served as frequency coordinator for
the state's Highway Maintenance and Local Government Radio Services. He was a radio
City of Southlake, Texas Proposal
Proprietary and Confidential
16
Trott Communications Group, Inc.
maintenance supervisor and microwave and a two-way radio technician for the
Department of Highways. Here he gained in-depth experience in all phases of RF system
maintenance, scheduling, and supervision.
Mr. Weimer holds a Bachelor of Science degree in Electrical Engineering from Louisiana
State University and is a Registered Professional Engineer in the State of Texas. He is
also a Fellow of The Radio Club of America.
City of Southlake, Texas Proposal
Proprietary and Confidential
17
Trott Communications Group, Inc.
John G. Griesel, P.E.
Director of Public Safety Systems
PROFESSIONAL Mr. Griesel has more than 35 years experience in
PROFILE communications engineering and management. As the
Public Safety Systems Director, Mr. Griesel analyzes client
communications needs and designs communication
systems and upgrades to meet client requirements. These
systems include public safety trunked and wide area
simulcast systems, communications center upgrades,
microwave and wide area, voting repeater systems.
Member of IEEE.
EMPLOYMENT Trott Communications Group, Inc. Apr. 1982 — Present
HISTORY Director of Public Safety Systems, Irving, Texas
City of Dallas, TX 1970 —1982
Chief Engineer and Director of Communication Services
EDUCATION B.S. Electrical Engineering, Aug. 1960
University of Texas, Austin
Major: Electrical Engineering
PROJECT City of Irving, TX — 800MHz Trunked Radio System
EXPERIENCE
City of Norman, OK — Needs Assessment, Procurement
and Implementation
City of Victoria, TX - Needs Assessment, Procurement and
Implementation
City of University Park, TX - Needs Assessment and
Procurement
City of Tyler, TX — Outdoor Warning System
City of Longview, TX - Needs Assessment, Procurement
and Implementation
City of Corpus Christi, TX — 800MHz Multi -site System
City of Richardson, TX - Needs Assessment, Procurement,
Implementation and Radio Communications Center Design
Texas Department of Transportation — Needs Assessment
City of Southlake, Texas Proposal
Proprietary and Confidential
18
Trott Communications Group, Inc.
Director of Engineering Services
PROFESSIONAL Mr.
requiring complete system planning, site acquisition and FCC/FAA
paging terminals, fixed -site equipment and RF and satellite
control. Mr. Whitt has extensive knowledge managing
and
commercial industries.
EMPLOYMENT Trott Communications Group, Inc. Nov. 1991 — Present
HISTORY Director of Engineering Services, Irving, Texas
University of Texas of Arlington
Major:
SOFTWARE EDX Signal RF Prediction Software
EXPERIENCE LCC CelICAD RF Prediction Software
CNET WiNGS RF Prediction Software
Denve
Distribution Network
EXPERIENCE Design and enhancement of the multi -site distribution backbone
• Develop and execution of the acceptance and test planning
• Interference studies and frequency coordination
• Design and support of airport's public safety interface to the network
• Design and support of commercial interface to the network
City of Los Angeles, CA — Public Radio System
• Evaluation of radio site facilities
• Intermodulation and interference analysis
• Development of radio installation standards
Arch Wireless / PageNet - Design and Implementation 940MHz
Nationwide Two-way Messaging System
• Site design / selection
• FCC / FAA license applications
• Frequency planning and interference analysis
• Project Management_
Proprietary and Confidential
19
Trott Communications Group, Inc.
James E. Calkins
Senior RF Systems Engineer
During the past eleven years, James Calkins has been involved
PROFESSIONAL in licensing, frequency planning and coordination, coverage
PROFILE predictions and site selections for cellular telephone systems.
Mr. Calkins has performed microwave path designs and FCC
licensing applications for radio common carriers and private
radio users. Member of IEEE.
EMPLOYMENT Trott Communications Group, Inc. Jan. 1990 — Present
HISTORY Senior RF Systems Engineer, Irving, Texas
EDUCATION B.S. Electrical Engineering, May 1989
University of Texas of Arlington
Major: Electrical Engineering
SOFTWARE EDX Signal RF Prediction Software
EXPERIENCE
PROJECT Broward County, FL — CAD, Fire Records and Emergency
EXPERIENCE Management Information System
• Vendor selection, contract negotiation
City of Ft. Worth, TX — 800MHz Multi -site Simulcast System
City of Houston, TX — Simulcast Interference Studies
DFW International Airport — 800MHz Trunked System
City of Duncanville, TX — Integrated CAD and MDT System
City of Corpus Christi, TX — 800MHz Multi -site System
• Alignment and acceptance testing
City of Tallahassee, FL — 800MHz Trunked and Data Systems
• Evaluating vendor proposals
• Coverage predictions
City of Southlake, Texas Proposal
Proprietary and Confidential
20
Trott Communications Group, Inc.
City of Tyler — Outdoor Warning System
• Needs Assessment
• Site Surveys
City of Norman, OK — 800MHz Trunked System
• Needs Assessment
• Site Surveys
PageNet VoiceNow - Antenna Site Acquisition
• Project Management
• Locating viable antenna site installations
• Lease negotiations
• Detailed Site Surveys
City of Southlake, Texas Proposal
Proprietary and Confidential
21
Barry S. Black, E.I.T.
RF Systems Engineer
Barry Black has over six and a half years of experience in systems
PROFESSIONAL
engineering, including antenna site engineering, RF propagation
PROFILE
studies, interference studies, site surveying, RF
emissions/exposure studies, FAA studies, needs assessments,
FCC licensing, site acquisition and lease negotiations.
EMPLOYMENT
Trott Communications Group, Inc. Jan. 1995 — Present
HISTORY
RF Systems Engineer, Irving, Texas
EDUCATION
B.S. Electrical Engineering, Dec. 1994
University of Texas of Arlington
Major: Electrical Engineering
SOFTWARE
EDX Signal RF Prediction Software
EXPERIENCE
LCC CelICAD RF Prediction Software
Logica Odyssey RF Prediction Software
PROJECT
EXPERIENCE
Arch Wireless/PageNet - Design and Implementation 940MHz
Nationwide Two-way Messaging System
• Site design / selection
• FCC / FAA license applications
• Frequency planning and interference analysis
• Project Management
City of Tyler — Outdoor Warning System
• Needs Assessment
• Site Surveys
City of Norman, OK — 800MHz Trunked System
• Needs Assessment
• Site Surveys
PageNet VoiceNow - Antenna Site Acquisition
• Project Management
• Locating viable antenna site installations
• Lease negotiations
• Detailed Site Surveys
City of Southlake, Texas Proposal
Proprietary and Confidential
21
Trott Communications Group, Inc.
Thomas P. Murphy, E.I.T.
RF Systems Engineer
PROFESSIONAL Tom Murphy has six and a half years of experience in systems
PROFILE engineering, including antenna site engineering, RF
propagation studies, interference studies, site surveying, FAA
studies, needs assessments, FCC licensing, site acquisition
and lease negotiations.
EMPLOYMENT Trott Communications Group, Inc. Jan. 1995 — Present
HISTORY RF Systems Engineer, Irving, Texas
EDUCATION
B.S. Electrical Engineering, May 1994
Duke University
Major: Electrical / Biomedical Engineering
SOFTWARE
EDX Signal RF Prediction Software
EXPERIENCE
LCC CelICAD RF Prediction Software
Logica Odyssey RF Prediction Software
PROJECT
Arch Wireless / PageNet - Design and Implementation 940MHz
EXPERIENCE
Nationwide Two-way Messaging System
• Site design / selection
• FCC / FAA license applications
• Frequency planning and interference analysis
• Project Management
Saratoga County, NY — Radio System Upgrade
• Needs Assessment
• Site Surveys
PageNet VoiceNow - Antenna Site Acquisition
• Project Management
• Locating viable antenna site installations
• Lease negotiations
• Detailed Site Surveys
City of Southlake, Texas Proposal
Proprietary and Confidential
22
Trott Communications Group, Inc.
Tracy L. Keller
Business Manager
BBA, University of North Texas, 1984
Over 16 years business experience, eight years in Mobile Radio
REFERENCES
Trott has been fortunate to develop good working relationships with its client's technical
and management personnel and equipment manufacturers/suppliers. Because of this
relationship, very few of Trott's projects stop after system implementation. Most develop
into a long-term relationship including other activities, services or support. Trott
encourages you to contact as many references as possible to gather first-hand
knowledge of Trott's Public Safety project experience and methodology.
The following are a few of Trott's recent/current projects that are complete, nearing
completion, still ongoing or have evolved into follow-on activities. Contact names and
telephone numbers as well as brief project summaries have been included in this
section.
City of Southlake, Texas Proposal
Proprietary and Confidential
23
Trott Communications Group, Inc.
Bastrop County, Texas
Contact: Jim Wither, (512) 332-7222
Trott was retained by the County to evaluate the status and performance of its current
radio communications systems and to provide recommendations for system upgrades
to meet the current and future needs of the users. This study documented the activities
performed and provided recommendations to the County concerning their radio
communications systems.
The Sheriffs Department and School District utilize leased service on a commercial 800
MHz trunked radio system. In addition to the leased service, the Sheriffs Department
has a single site VHF (150 MHz) system. The complaints from both the Sheriffs
Department and School Board concerning the leased 800 MHz system were similar; the
lack of complete County -wide coverage, lack of control and access during emergencies,
and the expectation of conversion by the system lessee to an all digital format, requiring
complete replacement of all user equipment.
During the study, Trott reviewed several options including replacing current aged
equipment and upgrading the current systems to incorporate additional capabilities. For
the most part, these problems cannot be improved unless additional radio channels are
made available by the FCC. Other problems such as radio coverage, reliability,
maintainability, etc. can be improved by replacing, redesigning and/or relocating the
present system and its equipment. After review of the requirements of the County's
communications needs and the candidate solutions to provide long-term radio
communications, Trott provided various options to the County.
After reviewing Trott's Radio Communications Study, the County awarded Trott Phase
II of this project. In this phase, Trott has provided procurement and implementation
City of Southlake, Texas Proposal
Proprietary and Confidential
24
Trott Communications Group, Inc.
engineering support services in the County's radio communications system upgrade and
developed a RFP for an upgraded radio system. Trott and the County are reviewing
Vendor proposals at this time. Trott will assist with Vendor Contract Negotiations, Design
Review, Acceptance Testing, and Final Acceptance for the County in this Phase.
Kerr County, Texas
Contact: Sheriff W.R. Hierholzer, (830) 896-1216
Kerr County, Texas has retained the services of Trott to provide assistance in
addressing their long-term needs for Public Safety Radio Communications. Trott's first
assignment included a limited needs assessment focusing primarily on system coverage,
an assessment of current and vendor -proposed system coverage and performance, and
a review, including comments and recommendations, concerning a County -developed
Request for Offer for a system upgrade. A Report was submitted to the County
addressing all of the above tasks. An alternative leased system, being considered by the
County, was also investigated in the Report.
Trott's next assignment included conducting meetings with the County and various radio
manufacturers to resolve any issues concerning coverage or operational parameters
of the system to be procured. Each issue and its resolution was documented and
provided to the County. Site issues were also resolved by a detailed evaluation of all
potential sites and discussions with site owners concerning availability. Trott also
City of Southlake, Texas Proposal
Proprietary and Confidential
25
Trott Communications Group, Inc.
participated in County meetings with potential system participants to explain the system,
its mode of operation and discuss requirements for possible joint use of the system.
Trott has developed the technical portion of the County's RFP which is due to be
released. Trott will also assist the County with the release of the RFP to vendors and
then assist the County thru the System's Final Acceptance stage.
City of Rockwall, Texas
Contact: Rick Crowley, (972) 771-7790 x103
The City of Rockwall, TX has retained Trott to assist in the development of a "Public
Safety Radio Study and Needs Assessment" for the City of Rockwall, TX the City of
Heath, TX and Rockwall County, TX; collectively referred to as "Rockwall." Rockwall
sought a review of its operations with the specific objective of the development of a
three -to -five year strategic plan. A review of Rockwall's dispatch center's radio
operations was also addressed in the study. Through interviews with staff from each
participating radio user group, and site visits to the Police/Fire Dispatch Center, Trott
gathered information regarding present radio communications systems, reviewed the
status of existing radio communications equipment and operations, and identified future
communications needs. These interviews included detailed discussions with more than
10 individuals from five different departments representing all municipal radio users.
Additionally, site visits were made to four separate radio communications installations.
During this analysis, Trott reviewed Rockwall's existing radio communications facilities
and system documentation. Comments and recommendations for this review were
included in the Report.
City of Southlake, Texas Proposal
Proprietary and Confidential
26
Trott Communications Group, Inc.
Matthew Stillwell, Police Department. (9541 346-1365
coral Springs, Florida awarded Trott a contract for professional services to assist the
City with the development, design, procurement and implementation of an 821 MHz
trunked radio/data communications system.
The radio system uses seven 821 MHz radio channels licensed according to the
NPSPAC guidelines and that of the Florida - Region 9 Plan for Public Safety Radio
Communications. Trott designed the system for portable -only coverage throughout the
City and surrounding areas that the City's dispatch center serves. The project included
the design and construction of a new consolidated public safety dispatch center. The
Motorola radio/dispatch system was purchased by the City through a sole -source
procurement and was completed and operational in July 1994.
A follow-on project was the development of an MDT system using laptop personal
computers. That portion was completed in January 1996.
City of Corpus Christi, Texas
Contact: Captain Leonard Scott, Police Department, (512) 886-2746
Trott contracted with the City of Corpus Christi to:
• Survey existing conventional VHF radio communications system
• Design the most cost-effective system to handle present and future requirements
• Develop procurement documents
• Evaluate bid/proposal responses
City of Southlake, Texas Proposal
Proprietary and Confidential
27
Trott Communications Group, Inc.
• Provide technical management for system implementation and acceptance
testing
These activities resulted in the procurement of a multi -site, 800 MHz trunked radio
system that supports Corpus Christi and the Regional Transit Authority ("RTA"), County
agencies and several other cities. As an interim measure, Trott further recommended
a complete alignment of their present system, including microwave, to significantly
improve their current system's efficiency and reliability while they are implementing the
trunked system.
As part of separate contracts, Trott assisted the City with the design and procurement
of a CAD and police records management systems and the development of request for
proposals for trunked radio and microwave system maintenance. In addition, Trott has
concluded the procurement phase of an upgrade to the Corpus Christi radio system to
add mobile data communications in support of Police, Fire and County emergency
vehicles as well as Transit intelligent vehicle AVL/AVM/fleet management data. The
system was operational by early year 2000 and is undergoing final optimization and test.
City rof Irving, Texas
Contact: Lieutenant Mark Ferris, Police Department, (972) 721-2643
Trott conducted a comprehensive radio communications study for Irving's Police, Fire
and General Government Departments. The result of the study was the implementation
of a totally reconfigured system designed to dramatically improve the reliability of the
emergency and general government mobile and portable radio systems.
City of Southlake, Texas Proposal
Proprietary and Confidential
28
Trott Communications Group, Inc.
Part of the new system included a cost-effective microwave system to interconnect ten
of the radio sites. This gave total control of the system to the City by eliminating costly
and unreliable telephone lines. Trott designed the entire system for maximum reliability,
redundancy and maintainability. Trott also provided total system management and
engineering during the implementation phase of the project.
In addition, Trott was also contracted to develop the Public Safety Communications
Center at the new Irving Criminal Justice Center facility. This contract involved preparing
a functional design report for the recommended system and to prepare technical
procurement specifications for the recommended communications equipment. This
included an upgrade to full -featured, CRT -based console units with system switch
capability for the protected dedicated cable and microwave paths with full
communications backup provisions.
Trott was next contracted to conduct a Needs Assessment of the existing radio system
and to prepare procurement specifications for a City-wide, 10 channel, 821 MHz trunked
radio system. The project also included an integrated intelligent mobile information
system with data trunked on the voice radio system. This included preparing and
submitting all coordination and license documents for the new system. Trott was
retained to continue services through installation, testing and acceptance phases.
City of Southlake, Texas Proposal
Proprietary and Confidential
29
Trott Communications Group, Inc.
Stephen Trevino, City IMS Department, (361) 572-2770
i rots was initially retained to provide a thorough investigation, analysis and evaluation
of the existing Victoria radio communications system. The investigation addressed the
capabilities and limitations of the present system, the system design and its flexibility,
the impact of available technology and frequency spectrum reforming on the system.
Trott conducted this review with a survey of the existing system, with a review of existing
system documentation and with interviews of designated personnel. This review
addressed such items as system configuration, equipment types, equipment age,
suitability of intended use, cost and availability of system replacement parts, system and
equipment maintainability, adequacy of radio coverage, radio interference and system
expansion capabilities. The results and recommendations of this study were submitted
in a recommendations report. This report included a description of the findings and
recommendations of the assessment of the existing radio system.
Trott continued with the project by providing procurement assistance for an eleven -
channel, two -site simulcast trunked radio system and a separate single -channel, two -site
mobile data system. Trott was asked to proceed on the next phase of the project to
provide project implementation engineering services. Trott assisted the City to
coordinate and oversee the project through the implementation, testing, and acceptance
activities.
This included: Development of Project Work Plan and Schedule; Providing
Project/Selected Vendor Coordination; Conducting a system design review with the
selected vendor's engineering team; Providing System Installation Design; Inspection
of delivered voice radio and mobile data system; Preparation of Acceptance Test Plan;
and Assistance during the Final System Acceptance Tests. This also included the
City of Southlake, Texas Proposal
Proprietary and Confidential
30
Trott Communications Group, Inc.
development of a comprehensive test plan to ensure compliance of the delivered
system performance with the City's requirements. Finally, this included a review of the
test data recorded during the testing of System Performance Features and Functionality
Tests as well as review of the test data for the System Radio Coverage Test. System
Testing and Acceptance concluded in September 2000.
City of Margate, Florida
Contact: Commander Lynn Schroeder, (954) 972-7111 x 427
The City of Margate in June 1995 retained Trott to evaluate their current radio system,
identify problem areas and recommend upgrades to meet their current and future
requirements. Due to the frequency congestion of the South Florida area, the ultimate
recommendation was a consolidation of resources with the City of Coral Springs, Florida
into a single system composed of a 13 -channel, two -site simulcast, three -site receive
trunked system with two parallel, fully functional dispatch centers.
Trott then assisted the City with the implementation planning necessary to insure proper
system configuration. Trott recommended that this upgrade be performed under a
sole -source procurement to Motorola.
City of Norman, Oklahoma
'Contact: Major Russell Graham, (405) 321-8696
The City retained Trott to conduct a comprehensive Needs Assessment study. Through
interviews with staff from each participating radio user group, site visits to each of the
City's radio installations and to the Police/Fire Dispatch Center, the study gathered
information regarding the present radio communications systems, reviewed the status
City of Southlake, Texas Proposal
Proprietary and Confidential
31
Trott Communications Group, Inc.
of existing radio communications equipment and operations and identified future
communications needs. These interviews included detailed discussions with more than
16 individuals from seven different departments representing all municipal radio users.
Additionally, site visits were made to seven separate City radio communications
installations. The needs and requirements for improving radio communications were
identified and analyzed. As a part of the system analysis, Trott investigated emerging
technologies in the radio communications field, while maintaining focus on the project
objectives of improving radio communications. Trott was retained to continue this project
into Phase II. The Testing and Acceptance of the new system was conducted in
November 2000.
City of Longview, Texas
Contact: Leroy Salyards, Longview Police Department, (retired)
Trott was retained to conduct a Needs Assessment of the City's radio communications
systems and to provide a recommendations report. Upon City approval of the selected
upgrade alternative, Trott proceeded to develop procurement specifications to procure
an APCO compliant, 800 MHz trunked radio system. The City asked that the
specifications permit City-wide operation to support all City departments. Trott was also
retained to follow the delivered system through the implementation and acceptance
stages, to ensure that the system meets the City's requirements. System dedication
occurred in June 1999.
City of Southlake, Texas Proposal
Proprietary and Confidential
32
Trott Communications Group, Inc.
Richard Herndon, P.E., (512) 416-3129
Trott was retained to conduct a study of the radio communications system for the Texas
Department of Transportation (TxDOT) to review the capabilities and limitations of the
existing system and to develop a ten-year plan for the department. The study included:
• Conducting a review of the existing system radio communications for the 25 Highway
Districts in the State, to determine coverage, performance and reliability of the
system and the suitability of the equipment to fulfill the Department's assignments.
• Examining alternative system configurations and functional designs for use in the
TxDOT radio communications system.
• Addressing the requirements of inter -agency communications requirements between
TxDOT and other state agencies as well as local government agencies needing
communications with TxDOT District crews.
• Developing recommendations for improvements to the existing statewide radio
communications system to be implemented in a multiple year plan.
• Assisting with recommendations for procurement specifications to implement system
upgrades.
City of Tyler, Texas (Police)
Contact: Joe La man, Tyler Police Department, (903) 531-1048
Trott was retained by the City of Tyler to develop procurement specifications to permit
the City's use of the infrastructure of a private, APCO compliant, 800 MHz trunked radio
system. The City asked that the specifications permit City-wide operation to support all
City departments. Trott's responsibilities included an evaluation of vendor proposals and
assistance with vendor selection. The City then awarded a contract to Trott to continue
services with the City on the System Implementation phase of the project, to ensure the
suitability of delivered system performance to meet the City's needs.
City of Southlake, Texas Proposal
Proprietary and Confidential
33
Trott Communications Group, Inc.
Dallas/Fort Worth International Airport
Joe Blair retired - - Bill Bowens 972 574-6642
The Dallas/Fort Worth International Airport retained Trott to develop system
requirements and procurement specifications for an APCO 16, 821 MHz NPSPAC
trunked radio system and to assist in the implementation. Using a test installation, Trott
conducted extensive coverage testing to detect problem areas in buildings, parking
garages and maintenance tunnels. Further testing provided solutions to coverage in
these problem areas. Trott conducted user requirement surveys, produced a detailed
RFP and helped with vendor evaluation and contract negotiations. The resultant system
uses CRT -based consoles and 15 NPSPAC channels in a main and backup site
configuration. Trott prepared all coordination and licensing documents and supervised
testing and acceptance of the system. Additionally, Trott assisted in the design of a new
dispatch center.
Recent projects have involved assisting the Airport with Y2K issues and concerns,
engineering assistance with a People Mover system project, and conducting RF
Radiation measurements and a RF Radiation study.
SUMMARY
Trott Communications Group, Inc. is pleased to submit this Proposal to the City of
Southlake, Texas. Trott has been dedicated to the Public Safety Industry throughout its
23 years, both nationally as well as internationally. The firm is confident that, with its
experience and Local presence, it can provide Southlake with the most qualified and
City of Southlake, Texas Proposal
Proprietary and Confidential
34
Trott Communications Group, Inc.
cost-effective Radio Communications Consulting firm available. Trott's clients find that
its services, with its thorough feasibility studies and competitive bidding process,
generally save more money than they cost. Finally, Trott is a financially -stable, fully -
insured (including Professional Liability), independent, unbiased engineering firm with
no vested interest in the sale of any communications equipment and is independent of
all equipment manufacturers.
City of Southlake, Texas Proposal
U_
Proprietary and Confidential
35
Trott Communications Group, Inc.
City of Southlake, Texas Proposal
APPENDIX A
Trott Brochures
Proprietary and Confidential
36
s
SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT
1/2% SALES TAX REPORT
2001-02
Collected
Budget
Balance
Budget
to Date
Balance
Percent
$ 2,214,268
$ 582,083
1,632,185
73.71%
MONTH
Fiscal Year
1999-00
Actual
Percent
Increase/
Decrease
Fiscal Year
2000-01
Actual
Percent
Increase/
Decrease
Fiscal Year
2001-02
Actual
Percent
Increase/
Decrease
October
$137,412
9.75%
$169,140
23.09%
$199,217
17.78%
November
134,564
45.68%
157,886
17.33%
192,022
21.62%
December
123,346
20.54%
162,373
31.64%
190,845
17.53%
January
160,790
18.56%
237,687
47.82%
29,780
-100.00%
February
133,181
34.89%
157,640
18.37%
-
-100.00%
March
122,112
27.40%
147,534
20.82%
-
-100.00%
April
167,030
21.31%
206,912
23.88%
-
-100.00%
May
149,947
18.45%
185,555
23.75%
-
-100.00%
June
149,028
23.05%
213,711
43.40%
-
-100.00%
July
170,640
8.05%
223,490
30.97%
-
-100.00%
August
153,942
27.19%
190,151
23.52%
-
-100.00%
September
145,397
18.70%
180,172
23.92%
-
-100.00%
September
180,172
178,720
TOTAL
$1,747,389
-
r$2,232,25,
$582,083
$2,232,251 $ 2,214,268 $ 582,083 $ 2,310,895 $ 96,627
3.52%
Actual
Budget
Actual
Estimated
(budget -est.)
%
2000-01
2001-02
2001-02
2001-02
Difference
Change
October
$ 169,140
167,777
199,217
199,217
$ 31,440
18.59%
November
157,886
156,614
192,022
192,022
35,407
22.43%
December
162,373
161,065
190,845
190,845
29,780
18.34%
January
237,687
235,772
-
235,772
-
0.00%
February
157,640
156,370
-
156,370
-
0.00%
March
147,534
146,345
-
146,345
-
0.00%
April
206,912
205,245
-
205,245
-
0.00%
May
185,555
184,060
-
184,060
-
0.00%
June
213,711
211,990
-
211,990
-
0.00%
July
223,490
221,690
-
221,690
-
0.00%
August
190,151
188,619
-
188,619
-
0.00%
September
180,172
178,720
-
178,720
-
0.00%
$2,232,251 $ 2,214,268 $ 582,083 $ 2,310,895 $ 96,627
3.52%
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1' // I OF/ I
SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT
ANNUAL PROGRAM EVALUATION
June 2002
The Southlake Crime Control and Prevention District was created by Southlake
voters in November 1997 and a half -cent sales tax to fund the District was authorized.
Voters dictated that the City Council appoint an independent Board of Directors to
oversee the District. The Board of Directors was subsequently appointed by the City
Council for the District and began its work in December with the identification of
specific strategies for addressing public safety within the city and the development and
adoption of a budget to accomplish the strategies. During the course of the initial five-
year authorization of the District, the Board and staff worked diligently to address the
strategies, as shown below.
In February 2002, Southlake voters approved a 15 -year extension of the District.
Continuation of the District will provide the funding necessary to pursue the full
accomplishment of each of the strategies.
State law requires the District to fund an annual evaluation program to study the
impact, efficiency, and effectiveness of new or expanded crime control and prevention
programs. This report examines each identified strategy for the Southlake Crime Control
and Prevention District.
Strategy One: Enhancing Community Safety Through Modern, Efficient Facilities
This strategy promotes a safer environment for the community through an
increased police presence, particularly in neighborhoods, to deter crime and to reduce the
Annual Program Evaluation
Approved - June 5, 2002
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response time for calls for service. Although the geographical size of the city is large at
23 square miles, until recently Department of Public Safety personnel operated out of one
facility. The District's initial plan identified the purchase of three sites and the
development of two district facilities as its highest priority for the use of crime control
funds.
Evaluating the District's efficiency and effectiveness in achieving this strategy
involves analysis of five major tasks for the District's first four years, including:
1) site evaluation and budgeting,
2) site selection,
3) land acquisition,
4) concept planning, and
5) facility construction.
An examination of the District's efforts on these tasks reveals that the District is
operating effectively and efficiently, although quantitative measures (i.e., reduction in
Part I crimes or response times) cannot yet be analyzed. This evaluation will review the
District's initial efforts for acquiring land for the new facilities, planning for their
development, and construction.
Site Evaluation Process. Work began with staff identifying a step-by-step process
to determine response times and corresponding target areas, and continued to the
selection of twenty-five sites.
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Approved - June 5, 2002
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Upon identification of sites and mapping of response times, all suitable and
available tracts were identified for evaluation. Each potential site was evaluated using
the following criteria:
■ Access - arterial street capacity, direct site access, proximity to parking, visibility
to public/sight lines, proximity to response location, access to two streets;
■ Physical Characteristics - configuration, zoning restrictions, easements,
topography, physical constraints, site evaluation, drive-through bays;
■ Environmental - noise, tree loss, contamination potential, risk factors (e.g.,
flooding), lighting;
■ Site Development - compatibility with adjacent uses, complex planning issues,
expansion potential, site assemblage, time constraints, utility availability;
■ Functional - shared services potential, building footprint flexibility;
■ Financial -property values, demolition costs, energy criteria.
An evaluation matrix assigning points for each criterion was prepared for each
potential site, which helped determine the appropriate sites for serious consideration.
Site Selection Process. The District Board and staff reviewed the sites, evaluating
each with the identified criteria. Staff then initiated conversation with property owners to
determine their willingness to sell, to ascertain purchase terms, and to identify other
issues which might affect the ultimate purchase and development of the site. Specific
sites for each of the target areas were identified, and staff was instructed to negotiate
purchase contracts for each.
Annual Program Evaluation
Approved - June 5, 2002
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Land Acquisition. The Board has been able to successfully purchase tracts of
land for two of the three needed sites. Approximately 4.8 acres were purchased for the
west site and a 32 -acre tract was purchased for the north site. Acquisition of a three -acre
site on the east side of the city has been delayed for the present time, although continued
funding through District continuation will provide the needed funds to acquire the site in
the near future. This will be accomplished upon completion of an updated risk
assessment, currently being conducted. by Department of Public Safety personnel. Please
see Exhibit A for a location map of sites.
Concept Planning. To determine the utility of the smaller sites, an architectural
consultant was hired to assist with site evaluations, as well as to develop conceptual
drawings showing the layout of the facility on the sites. These drawings were
particularly needed for the smaller southern sites to ensure their viability. Additionally,
the Board approved funding necessary to enter into an agreement with an architectural
firm to design a facility in compliance with city regulations at the west site. Initial design
concepts were presented to the Board in April 2000, and were formally submitted to the
City for zoning and concept plan approval. The City Council approved the zoning and
site plan for the west site facility on July 18, 2000. Additionally, zoning and concept
plan approval was achieved for a 35,813 square -foot residual lot to be sold as a
commercial tract. Please see Exhibit B, approved site plan (DPS site), and approved
concept plan for the residual lot.
Annual Program Evaluation
Approved - June 5, 2002
During FY2001-02, space planning for the North facility began in earnest. Initial
concepts were presented to the board during the February 2001 meeting. This process
should be finalized by the end of the fiscal year.
Facility Construction. Once approval of the site plan for the West facility was
achieved (showing a proposed one-story 21,573 square foot DPS building), city staff, the
District Board of Directors,. City Council, and Phillip Swager and Associates (architect)
went to work to finalize construction plans for the west building. A construction budget
of $3,863,681 was approved for the project. Exhibit C shows the final plans developed
for the facility. A total of $4.2 million (including architectural fees) was allocated for
facility construction. On October 10, 2000, the City opened sealed bids for construction
of the project. Eleven bids were received. The low bidder, OMPA, Inc., submitted a base
bid of $3,194,000. The District Board approved funding for the project in an amount not
to exceed $3.4 million (base bid plus alternatives and contingencies) and City Council
entered in to a contract on November 7, 2000 with CMPA, Inc.
The City took possession of the building in April 2002, celebrating its grand
opening on April 13. Total estimated cost for the building including land, architecture
fees, furniture and equipment was $5,100,000. Of that cost, $3,375,000 was approved for
construction of the facility, and it is anticipated that the actual cost for construction is
below the budgeted amount by approximately $25,000.
Note that funding to staff the facility was requested through the City of
Southlake's general fund and, upon approval, provided for staff acquisition and training
in advance of the opening of the new facility.
Annual Program Evaluation
Approved - June 5, 2002
ME
As noted previously, a quantitative analysis of the effectiveness and efficiency of
the Board's program to meet this strategy cannot be performed at this time. However, the
first important steps toward realizing the benefits to be derived from the district facilities
have been taken. The first goal set for accomplishing strategy one (evaluating and
acquiring sites for optimum delivery of public safety services) is moving toward
completion. The opening of DPS West is the first completed project of the district,
clearly meeting the objectives of strategy one.
Strategy Two: Enhancing Community Safety Through the Use of Modern
Technology & Equipment
The District Board allocated funding in Year One for the purchase of two fully
equipped police patrol vehicles, as well as portable radios and other related equipment
needed by the School Resource Officers. The vehicles were purchased through a
cooperative purchasing agreement between the Houston -Galveston Area Council of
Governments (HGAC). Working through HGAC allowed the City to take advantage of
"bulk" buying opportunities. As such, the vehicles were purchased and equipped well
within the budget parameters established by the Board.
The District has also funded the purchase of portable radios for police use, and
recently commissioned a study for the development of a radio master plan for DPS. This
plan will guide the development of the city's ultimate radio infrastructure to ensure
reliable communication for officers in the field.
With renewed attention to homeland security following the terror attacks of
September 11, the District has contemplated future funding of equipment to address these
Annual Program Evaluation
Approved - June 5, 2002
types of threats. The continuation of District funding will allow the Department to
address these equipment needs as well. These equipment needs include field analysis
equipment to determine the nature of any chemical, biological, or radiological threat;
personal protective gear to allow officers to function safely in hazardous environments;
and intelligence gathering and community notification systems_
Strategy Three: Enhanced Community Safety Through Professional Development
The District's commitment to land acquisition and facility development have
prevented a direct allocation of funds for professional development initiatives. However,
continual and advanced training of public safety personnel must be a priority to maintain
in-service training requirements in such a manner that the skills, knowledge and abilities
of each individual remain at peak levels for both present and future job assignments.
In order to meet the objectives of this strategy, the District incorporated training
needs into its evaluation of potential sites and in construction plans for the West district
facility. Targeted sites were of at least three acres in size to ensure adequate space for
training activities. Having training facilities available in the district stations will ensure
that most training programs can be coordinated without requiring officers to leave their
assigned posts. This maximizes the time available for training. The design of the west
facility has fully incorporated training needs, and use of the indoor training facility has
already begun.
Special attention will be given to developing both of the future facilities in a
manner conducive to meeting the training needs of the entire Department.
Annual Program Evaluation
Approved - June 5, 2002
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Strategy Four: Enhance Community Safety through Special Police Initiatives
The establishment of a crime control and prevention district in Southlake provides
an opportunity to establish police initiatives that enhance the community's quality of life.
While the City of Southlake previously offered a School Resource Officer (SRO)
to Carroll High School, no such officers were assigned to any middle school campus. To
address issues of campus safety, student education, and deterrence for drug and gang -
related activity, the Department has attempted to expand the program, but limited funding
resulted in limited implementation of this vital program.
The District's first special initiative involved hiring two additional School
Resource Officers. Recruitment efforts began as soon as the Board approved the budget,
but advertising was repeated when the initial process did not result in a successful hire.
The two positions were successfully filled in December 1998, with one officer assigned
to Carroll Junior High School and the other to Carroll Intermediate School.
The School Resource Officer's presence in the aforementioned schools has
resulted in:
■ Reduction in prank fire alarms, minimizing disruptions and danger to the
public and DPS personnel when responding;
■ Deterrence of violence; and
■ Collection of valuable intelligence resulting in numerous arrests on and off
campus for possession and use of alcohol and drugs as well as collection of
information regarding "copy cat" threats mirroring recent shooting events
around the nation.
Annual Program Evaluation
Approved - June 5, 2002
Financial Considerations
Collection of the Crime Control District sales tax began in April 1998, and the
first allocation of sales tax from the Comptroller was received in June 1998. Through the
fiscal year ending September 30, 2001, the District had collected $ 2,232,252 in sales tax,
and $293,020 in interest. Expenditures for the same period total $4,379,562 with
$126,846 for two School Resource Officers and related benefits for the year; $2,153,006
for construction costs related to the West facility $127,811 for leased radio equipment;
and $1,971,899 for the debt service payment. Construction costs associated with the
West facility were funded through bond proceeds from previous years. The City's annual
audit for the fiscal year ending September 30, 2001 was completed during March 2002.
The Crime Control and Prevention District accounting records was part of that audit, and
the report will be presented to the City Council in late June.
Funds received by the District are invested according to the City's investment
policy. The District's funds are pooled for investment purposes. For the quarter ending
September 30, 2001, the District's yield to maturity on pooled investments was 3.47%.
For the fiscal year that began October 1, 2001, an estimated $2,214,268 in sales
tax is expected. $132,116 is budgeted for two School Resource Officers and related
benefits, $127,811 for leased radio equipment and $2,253,715 is budgeted for debt
service payments.
Conclusion
The Board of Directors of the Southlake Crime Control and Prevention District
has, during the first four years of the life of the District, successfully implemented the
Annual Program Evaluation
Approved - June 5, 2002
actions necessary to meet the strategies identified in its plan and budget. The Board's
primary activity has been the acquisition of suitable public safety sites in targeted areas
and construction of the West facility. Other initiatives are progressing as planned.
During its first four years, the Southlake Crime Control and Prevention District has
successfully accomplished its goals and with the successful outcome of the continuation
election, the future implementation of District strategies is ensured.
Annual Program Evaluation
Approved - June S, 2002
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