Item 3.7 VHF Radio Repeater System Project Quotes and Authorization
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Multiple Emergency Services Director Rausch April 28, 2025
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty 3.7 – VHF Radio Repeater
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative communication.
Has proactively expanded infrastructure to responsibly provide core services.
X Is committed to delivery of quality emergency service responsive to community needs and expectations in a
cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff recommend the City Council accept quotes and authorize the VHF Radio Repeater Project.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
Yes No
BACKGROUND/JUSTIFICATION:
The system will support multi-channel VHF communication, allowing for seamless intra- and interdepartmental
coordination without relying on commercial cellular networks. City staff have prepared a comprehensive narrative
memorandum included within this packet.
City staff obtained quotes for the radio equipment and installation ($34,525.75), professional engineering and
inspection services consistent of water tower installations ($4,300), and IT supporting equipment (approximately at
$500).The total project cost of $39,325.75 is within the funding identified in the 2025 Capital Improvement Plan,
which was budgeted at $40,000.
The Public Works Subcommittee reviewed this request at their April 2025 meeting and provided a recommendation
for consideration of approval by the City Council.
SUPPORTING DOCUMENTS ATTACHED:
• Project Narrative
• Quote: Ancom Communications
• Quote: KLM Engineering
• Quote: UPS Battery Backup
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to accept the quotes from Ancom Communications and KLM Engineering and to authorize procurement and
installation of the VHF Radio Repeater Project; and to authorize procurement of necessary UPS Battery Backup
components in an estimated amount of $500 for a total project cost of $39,325.75.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund 414 – Capital Improvement Revolving Yes
VHF RADIO REPEATER SYSTEM (page 1 of 2)
Project: VHF Repeater Installation – Water Tower #4
Department: Emergency Services
Project Description
The proposed VHF radio repeater system is a dedicated, high-capacity, multi-channel
communication platform that will be installed atop Water Tower #4, providing a broad-
reaching, citywide communications network specifically designed to connect all City of
Otsego departments. Unlike commercial systems or patchwork solutions, this professionally
engineered and resilient system offers reliable, instant, and secure radio communication for
both routine daily operations and high-stress emergency incidents.
This system will enhance the ability of City departments to coordinate, respond, and
communicate in real time—without delay, without dependency on overloaded networks,
and without compromising safety or efficiency. Designed to support both vehicle-mounted
and handheld portable radios, it empowers frontline personnel, supervisors, and
administrative staff alike to stay connected no matter where they are working in the City.
The City of Otsego currently utilizes the Allied Radio Matrix for Emergency Response
(ARMER) system for public safety communications. While ARMER is critical for specific
emergency incidents, its prohibitively high equipment cost, and substantial annual
connection fees prevent its expansion for broad, routine, and daily use across general City
operations. This VHF system serves as a cost-effective, scalable alternative that bridges that
gap—enhancing operational communication capacity without burdening the budget.
In daily use, this system allows field crews to communicate clearly and instantly with
supervisors and other departments while performing tasks such as snow removal, park
maintenance, infrastructure inspections, or general fieldwork. For departments like Streets
and Public Works, Parks and Recreation, Building Safety, and Emergency Services, this
means smarter coordination, faster decisions, and significantly improved safety for staff in
the field.
In emergency situations, when severe weather, power grid failures, or high-impact
community events take place, cellular networks often become overwhelmed within
minutes—even if physical infrastructure remains intact. This system acts as a dedicated,
redundant layer of communication, guaranteeing that essential services can remain
functional and connected under the most stressful and chaotic conditions.
VHF RADIO REPEATER SYSTEM (page 2 of 2)
Notably, this system also provides crucial safety features for lone workers or small teams
operating in the field. If a City employee faces an unexpected threat, medical emergency, or
unsafe condition, the VHF system gives them an immediate, reliable, and direct line to
assistance—without having to rely on spotty cell coverage or uncertain response channels.
The system will be fully integrated into emergency services training, allowing for regular
drills and multi-agency exercises that strengthen interdepartmental coordination and
disaster preparedness. As the City’s Continuity of Operations Plan (COOP) is developed and
implemented, this system will serve as a foundational pillar, ensuring that communications
remain operational through disruptions and disasters alike.
Strategically placed on Water Tower #4, the system takes advantage of one of the City’s
tallest and most centrally located structures, delivering maximum signal reach with
minimal infrastructure costs. The installation includes professionally engineered plans,
thorough inspections, and a battery backup system to ensure functionality even during
power outages.
Existing Equipment and Compatibility Benefits
The City of Otsego currently has VHF radios installed in a limited number of vehicles.
However, these radios are restricted to mobile-to-mobile communication with no repeater
support, resulting in extremely limited coverage, particularly across wider areas of the city
or in locations with signal obstruction.
Importantly, several of the handheld radios currently owned by the City have the technical
capability to be reprogrammed to operate with the proposed VHF repeater system. This
compatibility significantly reduces the need for immediate large-scale purchases of new
vehicle or portable radios. Departments will be able to transition quickly to the repeater
system using a mix of new and reprogrammed existing devices.
Additionally, all emergency services radios slated for purchase in 2026 will include dual
band 800 MHz and VHF capability, ensuring they can also operate on this system. This
planned compatibility will further strengthen interoperability across departments during
emergency situations, enabling unified communications between fire, public works, parks,
and other field operations.
Conclusion
The installation of the VHF repeater system is a thoughtfully planned, mission-critical
investment in Otsego’s operational readiness and emergency resilience. It ensures that all
departments—from emergency services to streets and parks—can communicate clearly,
respond confidently, and operate cohesively. This system is not just beneficial, it is
absolutely essential to the City’s ability to serve, protect, and support its residents under all
circumstances. Staff recommend the approval of this highly valuable and timely project.