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HomeMy WebLinkAbout2026-06-29 Standardization Committee MinutesMINUTES COUNTY OF HAWAI`I STANDARDIZATION COMMITTEE Monday, June 29, 2026 County Building 1 Puna Conference Room 25 Aupuni Street, Suite 1501 Hilo, Hawai`i CALL TO ORDER The meeting was called to order by Committee Member J Yoshimoto at 9:02 a.m. ATTENDANCE There was a quorum with the following committee members and staff in attendance: J Yoshimoto, Assistant Corporation Counsel Grant Nagata, Business Administrator of The Office of the Prosecuting Attorney Royce Shiroma, Housing & Community Development Specialist VI Kelsey Kalua-Lewis, Business Manager of Public Works Also present: Malia Kekai, Deputy Director of Finance Ian Chadwick, Assistant Fire Chief of Fire Gavin DeMello, Fire/EMS Specialist III of Fire Christopher Cerrone, Fire Technical Services Analyst of Fire Scott Uehara, Radio Systems Manager of Civil Defense Stephanie Letro, Procurement & Specs Specialist of Finance Crystallene Pacheco, Private Secretary of Finance Absent: Diane Nakagawa, Director of Finance INTRODUCTION Those present at the meeting were introduced by Mr. Yoshimoto MINUTES OF SEPTEMBER 13, 2024, MEETING Ms. Kalua-Lewis moved to approve the minutes of the September 13, 2024 meeting. Ms. Kekai seconded. Mr. Yoshimoto—any discussion? Pagel of 10 None. The committee voted to approve September 13, 2024 minutes. 4 ayes. Motion carried. STATEMENTS FROM THE PUBLIC (AGENDA ITEMS ONLY) There were no written statements from the public. NEW BUSINESS Agenda Item 1: Standardize the purchase of Motorola Solutions' Astro P25 Land Mobile System for the Hawai`i County Fire Department. Representatives from the Fire Department and Civil Defense demonstrated several Motorola radios, including the APX 4000, APX 6000, and a newer Motorola touchscreen radio. The radios and related equipment were passed among committee members for review. Mr. Uehara, Civil Defense Radio System Manager, explained that the County's core radio infrastructure is a Motorola ASTRO 25 system. He stated that multiple County departments use Motorola radios and that standardizing the Fire Department's radios on the Motorola platform would support compatibility with the County's existing system. Mr. Yoshimoto asked whether the radios would be compatible with Police and other County departments and whether personnel from different agencies could communicate during emergencies. Mr. Uehara confirmed that other County departments use Motorola radios and stated that users may communicate through an authorized shared talk group when necessary. Ms. Kekai asked whether the radios could also support communication across agencies outside the County. AC Chadwick stated that the newer radios could improve communication with federal partners. He cited recent brush fires during which the Fire Department requested helicopter assistance from the National Guard and had trouble communicating directly with assisting personnel. Mr. Uehara explained that radios manufactured by other vendors may be advertised as compliant with the P25 standard but may not support all features available through the County's Motorola core system. He stated that another department in the State had attempted to use non-Motorola radios on a Motorola system but encountered compatibility problems with certain system functions. According to Mr. Uehara, the department later had to address the return of more than 100 radios. Fire representatives explained that some existing APX 6000 radios are reaching the end of their supported life. They stated that replacement parts are becoming difficult to obtain and that a radio may no longer be repairable if certain components fail. The newer touchscreen radio demonstrated during the meeting was described as having additional capabilities, including location tracking, messaging, cellular connectivity, Wi-Fi connectivity, and remote software updates. Representatives stated that these capabilities could improve communication in locations where traditional radio coverage is weak or unavailable. Page 2 of 10 Mr. Uehara and Fire representatives discussed Motorola SmartConnect. They explained that SmartConnect allows a compatible radio to transition automatically from the County's traditional radio network to cellular service or Wi-Fi when normal radio coverage is unavailable. Mr. Nagata asked whether the transition from radio frequency service to Wi-Fi would occur seamlessly or require the user to take action. Mr. Uehara confirmed that the transition is automatic and does not require personnel to change channels, turn knobs, or manually adjust the radio. He stated that dispatch personnel would generally only know that a radio was using an alternate connection because an icon would appear on the dispatch system. Fire representatives stated that this capability could be useful in underground hotel service areas and in portions of Hamakua, lower Puna, and other locations where radio coverage is limited. They explained that the radios could connect through cellular service, cellular boosters, or an authorized Wi-Fi network when traditional radio coverage is unavailable. AC Chadwick explained that Fire was transitioning medic units to Starlink service. He stated that Starlink could connect to a Cradlepoint router, which would provide Wi-Fi service to compatible radios and other equipment. This could allow personnel to communicate in remote areas where traditional radio and cellular service are unavailable, provided the Starlink unit has a clear view of the sky. Captain DeMello added that the State was funding Starlink installations for medic units. He explained that if traditional radio reception were lost, the radios could transition to cellular service and then to Wi-Fi service provided through Cradlepoint and Starlink. AC Chadwick emphasized the importance of communication and stated that lack of communication has been identified as a contributing factor in line- of-duty death reports. Mr. Uehara and Fire representatives stated that SmartConnect is a Motorola-specific function and would not be available on radios manufactured by other vendors. Mr. Uehara confirmed that SmartConnect capability is already established on the County's Motorola system. Ms. Kalua-Lewis asked whether SmartConnect was already available on the County's system. Mr. Uehara confirmed that the capability was already in place and explained that each radio enabled requires a subscription. Mr. Shiroma asked whether standardizing the radios without separately standardizing the core system could create future compatibility concerns if the County later changed radio platforms. Mr. Uehara responded that replacing the County's Motorola core system would be extremely costly and was not anticipated in the foreseeable future. Mr. Uehara estimated that replacing the Countywide core radio system could cost approximately $20 million to $30 million based on older figures. He also referenced approximately $50 million in prior bond funding (2016) was used to replace older Police radio infrastructure and establish the County's Motorola system. AC Chadwick explained that standardizing the radios would support firefighter training and muscle memory,particularly when firefighters are operating in darkness, smoke, or other high-stress conditions. He stated that firefighters should be able to locate and operate radio controls instinctively without having to determine which radio model they are carrying. Mr. Uehara added that standardization would reduce the need to purchase and maintain separate programming equipment, diagnostic and tuning tools, software, and technical-support systems for multiple radio manufacturers. He stated that standardization would also simplify training, programming, maintenance, and software updates. Page 3 of 10 Ms. Kekai asked about the price of the newer radio. AC Chadwick stated that a fully configured newer radio, including associated software and features, costs approximately $12,000 per unit. Ms. Kalua-Lewis asked how many radios the Fire Department needed. AC Chadwick stated that approximately 200 radios would be required for a complete fleet replacement. He reported that Fire had recently purchased 49 radios, that a$1 million supplemental appropriation had been approved, and that approximately $600,000 in grant funding had been requested. He estimated that an additional approximately $400,000 might still be needed to complete the replacement. Ms. Kekai observed that Fire would not necessarily need to purchase and replace all 200 radios during the same fiscal year. Fire representatives agreed that the replacement could occur in phases as funding became available. Ms. Kekai asked about the expected useful life of the radios. Captain DeMello stated that the radios include a five-year warranty. He explained that the existing radios have remained in service for approximately 10 years and that Fire hopes the newer radios will remain operational for approximately 10 to 15 years. Mr. Uehara stated that Motorola provides a long-term development roadmap for the radio system and that the County's existing core platform is expected to remain supported for approximately another 15 years. Ms. Letro asked whether the radios would require an ongoing maintenance plan. Captain DeMello stated that the initial purchase includes a five-year warranty. Mr. Uehara explained that software licensing associated with the Motorola core system is addressed through the County's existing support agreement. Ms. Letro asked whether the newer radios would continue receiving software updates, comparing the equipment to cell phones that eventually stop receiving updates. Mr. Uehara and Fire representatives explained that older radios may not support newer features and must be physically connected to a computer for updates, while updates to the newer radios can be transmitted remotely. Mr. Shiroma asked whether the batteries would require periodic replacement and whether Fire maintained spare batteries. Captain DeMello confirmed that batteries wear out and require replacement and stated that maintaining batteries is an ongoing need. Ms. Letro asked whether replacement batteries had to be manufactured by Motorola. Mr. Uehara stated that generic batteries may be used but generally do not provide the same battery-status information as Motorola batteries. He and Captain DeMello stated that Motorola batteries can communicate with the radio and charger to display information such as remaining charge, battery capacity, and charging cycles. Fire representatives stated that the department had experienced unsatisfactory results with some generic batteries. Ms. Letro asked whether using a non-Motorola battery during the five-year warranty period could affect warranty coverage. A representative responded that it would not. Ms. Letro also asked whether use of the newer radios would require additional equipment to be installed in Fire vehicles. Fire representatives discussed the radios' continued use with the County radio system and the role of Cradlepoint and SmartConnect when traditional radio communication is unavailable. Mr. Yoshimoto—any other questions?N None. Page 4 of 10 Mr. Shiroma moved to approve the request to standardize the purchase of the Motorola Solutions ASTRO 25 land mobile radio system for the Hawai`i County Fire Department. Mr. Nagata seconded the motion. The motion carried. Agenda Item 2: Standardize the purchase of Cradlepoint Vehicle LTE Routers and Panasonic/Mobile Mounts MDT Kits as an integrated mobile platform for the Hawai`i County Fire Department. Mr. Cerrone presented the Fire Department's request to standardize Cradlepoint vehicle LTE routers and require future purchases to be made as complete, compatible vehicle kits. The proposed standardization would include the Cradlepoint router and related antennas, mounting hardware, wiring harnesses, cables, connectors, and other components necessary for installation and operation. Mr. Cerrone explained that Cradlepoint is a ruggedized in-vehicle router. He stated that Cradlepoint can establish a direct, hardware-based virtual private network connection between a Fire vehicle and the County network. This allows the vehicle's mobile data terminal to communicate with Spillman,the County's computer-aided dispatch system, without requiring personnel to manually initiate a software- based virtual private network connection. AC Chadwick and Mr. Uehara explained that a software-based connection may require personnel to manually reconnect when cellular or internet service is interrupted. They stated that Cradlepoint automatically connects when the vehicle is started and can automatically reestablish the connection following a loss of service. This reduces the need for emergency personnel to operate or troubleshoot the computer while responding to an incident. Mr. Cerrone stated that Cradlepoint also transmits each vehicle's GPS location directly to Spillman. Dispatchers can view the locations of responding vehicles, and units assigned to the same incident can view the locations of other apparatus. He explained that the Cradlepoint hardware transmits updated vehicle-location information approximately every five seconds. By comparison, the software-based system discussed during the presentation may update approximately every 30 seconds and may stop transmitting if the computer is turned off or the GPS function is disabled. AC Chadwick explained that each frontline fire apparatus and ambulance contain a computer that communicates with dispatch. Dispatch comments appear on the computer in real time, and the system displays a map showing the location of the vehicle and other units responding to the incident. He stated that Cradlepoint allows the vehicle to connect to Spillman without requiring personnel to complete multiple connection and login steps. Mr. Cerrone explained that, when fully integrated with a vehicle, Cradlepoint can also transmit information such as vehicle speed, parking brake status, emergency-light activation, turn-signal activation, and other vehicle data. He stated that this capability is relevant to the Traffic Division's proposed GPS-based traffic-signal preemption system. AC Chadwick described the County's existing infrared traffic-signal preemption system. He explained that emergency vehicles currently use an infrared emitter to communicate with sensors installed at intersections. A parked emergency vehicle may continue triggering an intersection if the emitter remains Page 5 of 10 activated. He stated that emergency personnel may turn off the emitter or emergency lighting to avoid affecting the intersection, which could create a safety concern. Mr. Cerrone explained that the proposed GPS-based system would use Cradlepoint's location and vehicle information to activate traffic signals as an emergency vehicle approaches. The system could recognize whether the vehicle is moving or parked and avoid triggering signals when the vehicle is stationary. He stated that the system may also use anticipated response routes to begin clearing downstream intersections before an ambulance or fire engine arrives. Mr. Cerrone reported that a pilot had been conducted using Engine 1 and four traffic signals along Kilauea Avenue. He stated that the pilot was operating as expected. A Fire representative explained that a third-party traffic vendor had indicated that the necessary wiring and hardware had been installed at traffic signals throughout the island. However, the system may have to be activated in phases because each signal requires licensing. Fire was asked by the Traffic Division to identify priority intersections and routes, including routes leading to medical facilities. Ms. Letro asked whether the Traffic Division intended to continue using the GPS-based system over the long term. Fire representatives stated that Traffic had indicated its commitment to the system. Ms. Kalua-Lewis asked which Traffic Division employee Fire had been working with. A Fire representative identified Aaron Takaba as the point of contact. Mr. Shiroma asked whether Cradlepoint functions as a system using internet service, LTE, and vehicle- mounted equipment. Mr. Cerrone confirmed that Cradlepoint is a ruggedized in-vehicle router. He stated that it can obtain internet service through cellular service, Starlink, a hardwired connection, or another available network source. He also explained that the device can accommodate two SIM cards from different cellular carriers. Mr. Cerrone described a test involving a medic unit equipped with Cradlepoint and Starlink. During the test, personnel initiated a telephone call through the Wi-Fi connection provided by Cradlepoint and then disabled the LTE connection, forcing the system to transition to Starlink. He reported that the call continued without interruption. Mr. Cerrone stated that the State Department of Health was providing Starlink equipment for medic units. He explained that Cradlepoint can receive the Starlink connection and broadcast Wi-Fi from the vehicle. This can provide dispatch and internet connectivity in areas without reliable cellular service,provided the Starlink equipment has an adequate view of the sky. Mr. Cerrone explained that Cradlepoint could also provide Wi-Fi connectivity for compatible Motorola radios using SmartConnect. This could reduce the need to place an individual cellular SIM card and data plan in every radio. Mr. Nagata asked about the approximate range of the Wi-Fi signal. Mr. Cerrone explained that the range would depend on the antenna, terrain, buildings, and other obstructions. He also stated that, during prior testing, the signal extended across a parking lot but that an exact distance had not been established for the antenna demonstrated during the meeting. Page 6 of 10 Mr. Cerrone reported that approximately 25 Fire vehicles currently have Cradlepoint devices installed, including major frontline engines and some backup units. He stated that Fire had also purchased approximately 24 additional kits for primary and backup medic units. AC Chadwick stated that future ambulance specifications were expected to include Cradlepoint equipment so that the system could be installed by the vehicle outfitter before the ambulance was delivered to the island. Captain DeMello explained that connectors are not standardized throughout the industry. He stated that purchasing components separately may require adapters, which can increase costs and reduce signal strength. Standardizing the complete kit would simplify equipment specifications, purchasing, and installation. Mr. Uehara asked whether adding different types of equipment would require substantial additional work to integrate them with Spillman. Mr. Cerrone confirmed that establishing the existing Cradlepoint connection had required significant work, including establishing the virtual server and necessary network configuration. Mr. Cerrone explained that purchasing the equipment as a complete kit helps ensure that the router, antenna, wiring, connectors, mounting hardware, and related components are compatible. Ms. Letro asked whether Panasonic was the only company that sold the complete kit. Mr. Cerrone explained that Panasonic establishes the kit's product number and Mobile Mounts assembles the kit. He stated that the kits can be sold through authorized Panasonic and Mobile Mounts resellers. Ms. Letro asked whether standardizing the kit would result in a sole-source purchase. Mr. Cerrone explained that standardization would not necessarily limit the County to one vendor because authorized resellers could compete to provide the standardized kit. Ms. Kalua-Lewis asked how an individual component, such as a damaged cord, would be replaced. Mr. Cerrone stated that replacement components could be obtained through Mobile Mounts or an authorized reseller. AC Chadwick clarified that the request involved two related components: standardizing Cradlepoint as the Fire Department's in-vehicle LTE router and standardizing the Cradlepoint equipment as a complete compatible kit. Mr. Cerrone stated that a complete kit costs approximately $3,400. The kit includes the Cradlepoint router, vehicle antenna, mounting equipment, wiring, network cables, and other required components. Ms. Kekai asked who would install the equipment. Mr. Cerrone stated that Mobile Mounts performs installations for kits it sells. He also identified Pacific Infrastructure Group and Banyan Networks as companies that had performed or were being considered for certain installation work. Mr. Cerrone explained that the router can be removed from a retired vehicle and installed in another vehicle. However, an antenna installed through the vehicle roof would generally remain with the vehicle because removing it would leave a hole in the roof. Mr. Cerrone demonstrated Cradlepoint's NetCloud management system. He explained that authorized personnel can use NetCloud to monitor whether devices are powered on and connected, verify virtual Page 7 of 10 private network status, remotely change configurations, program Wi-Fi settings, and troubleshoot equipment without physically connecting a computer to each router. Programmed changes can be installed the next time the device establishes an interne connection. AC Chadwick asked approximately how many Fire vehicles already had Cradlepoint devices installed. Mr. Cerrone responded that approximately 25 vehicles had Cradlepoint devices and that approximately 24 additional kits had been purchased for medic units. Ms. Kekai asked about the warranty and expected service life of the equipment. Mr. Cerrone stated that he believed the Cradlepoint warranty was approximately one year but could not recall the exact warranty period. He stated that older Cradlepoint models continued to receive support even after they were no longer manufactured. AC Chadwick referenced an invoice indicating that the County's annual Cradlepoint-related licensing costs were approximately $30,000. Mr. Cerrone explained that the total includes licensing for each device to appear in NetCloud Manager, licensing for each device's virtual private network connection, and an annual license for the virtual server. He estimated the combined per-device cost at approximately $250 per year, subject to changes in pricing. Ms. Letro asked whether Cradlepoint licensing renewals could be purchased from more than one vendor. A Fire representative confirmed that multiple sources could provide quotes for the licensing. Ms. Letro asked what equipment was being used in Fire vehicles that did not have Cradlepoint and questioned whether the risks of using a competing product were significant enough to support standardization. Mr. Cerrone explained that the County had already established the network infrastructure and virtual server needed for Cradlepoint. He stated that a competing product might require separate configuration, monitoring, and technical support and might not provide the same automatic reconnection functions. Mr. Cerrone further stated that Cradlepoint was the only known in-vehicle router that met the County's existing Spillman GPS transmission requirements. He explained that the device must transmit GPS information in a specific format through the County's virtual network to the Spillman server. Other products considered by the IT department reportedly did not meet all of those requirements. Mr. Cerrone stated that Cradlepoint was also the only known router compatible with the Traffic Division's proposed GPS-based traffic-signal preemption system. He stated that, of the three compatible Cradlepoint models, two were no longer available for new purchases, leaving the R1900 as the currently available model. Ms. Kekai asked whether the County expected to continue using Spillman and whether Cradlepoint would be compatible with other dispatch systems. Fire representatives stated that Cradlepoint would likely be compatible with other systems capable of receiving the required GPS information, but they could not confirm compatibility with every possible dispatch system. Ms. Kekai asked whether other Hawai`i jurisdictions use Cradlepoint. Mr. Cerrone stated that the Honolulu Fire Department uses Cradlepoint equipment and that vehicles donated by Honolulu had already been wired for Cradlepoint. Mr. Uehara later reported that Maui County also uses Cradlepoint. Mr. Page 8 of 10 Cerrone stated that Kaua`i uses Cradlepoint equipment but had experienced challenges because its virtual- server connection had not been fully established. Ms. Kalua-Lewis asked who would provide technical support after the equipment was purchased and installed. Mr. Cerrone stated that he currently performs much of the configuration and management work. He added that Cradlepoint provides technical support through a representative assigned to the Hawai`i region who also supports CAL FIRE. Mr. Shiroma asked whether the standardization would apply Countywide, including Police. Mr. Uehara explained that Police does not generally use Cradlepoint in individual subsidized vehicles because each officer normally uses a single mobile data terminal with a software-based connection. They stated that Cradlepoint is more practical for Fire vehicles because several computers, radios, or other devices may connect through one router. Ms. Letro asked whether Police was considering Cradlepoint for any of its vehicles. Mr. Cerrone stated that Police had expressed interest in testing the equipment for certain shared or specialized vehicles. Mr. Nagata asked whether Cradlepoint could be useful in Civil Defense's mobile command center. Mr. Uehara stated that it was something Civil Defense would want to consider. AC Chadwick noted that Fire's planned mobile command vehicle had already been specified to include Cradlepoint. AC Chadwick explained that introducing equipment from other manufacturers could require separate dashboards, licenses, servers, configurations, and management systems. He stated that if different products were selected through separate procurements, the County could be required to manage vehicles through several unrelated systems. Ms. Letro stated that her primary concern was whether restricting procurement to Cradlepoint was in the County's best interest. Mr. Cerrone responded that he was not aware of another product that could meet the County's Spillman GPS transmission requirements and the Traffic Division's signal-preemption requirements. Mr. Cerrone stated that standardizing Cradlepoint would not necessarily eliminate competition among vendors. Authorized resellers could compete to provide standardized router, complete kit, and related licensing. Mr. Shiroma moved to approve standardizing the purchase of Cradlepoint vehicle LTE routers and complete compatible mounting kits. Ms. Kalua-Lewis seconded the motion. The motion carried. The committee voted on the approval of standardizing the Motorola Solutions' Astro P25 Land Mobile System and Cradlepoint Vehicle LTE Routers and Panasonic/Mobile Mounts MDT Kits as an integrated mobile platform for the Hawai`i County Fire Department. 4 ayes. Motion carried. ANNOUNCEMENTS None. ADJOURNMENT Page 9 of 10 There was no further business, the meeting was adjourned at 10:16 a.m. R spectfully submitted, Crystallene Pacheco Page 10 of 10