ADMINISTRATIVE REPORT

Date: May 19, 2000
Author/Local:J.Lloyd/7227

RTS No. 01503

CC File No. 3603

Council: June 13, 2000

TO:	Vancouver City Council
FROM:	General Manager of Engineering Services, the Director of Risk and Emergency Management, and the Manager of Materials Management
SUBJECT:	RETENTION OF SURPLUS FIRE/POLICE RADIOS FOR EMERGENCY PREPAREDNESS AND CITY OPERATIONS

RECOMMENDATION

THAT Council approve the retention of surplus Fire/Police radios, that were originally destined for sale to recover costs of the conversion to the E-Comm system, for use in emergency preparedness plans and City operations as detailed in the report.

POLICY
Council policy is to dispose of surplus equipment through public auction or the solicitation of offers.

DISCUSSION

The City has approximately 800 surplus Fire and Police mobile and portable radios due to the new E-Comm system conversion. Original plans were that all surplus radios would be sold to help offset the City's costs of the new radio system.

The City's Materials Management Division advertised the radios while still in service to determine interest and market value as the usual auction process was seen as inadequate for this commodity. Feedback was received from hundreds of responses from individuals to large organizations. Based on this feedback, the estimated value for the radios was $55,000 less any expenses incurred by the City in handling and packaging the radios for shipment. No guarantee exists that we could obtain this amount after proceeding to actual sale. Some radio types had no offers.

The radio sale was put on hold by the City's Emergency Management Committee to hearproposals from various City stakeholders as to alternate uses. Proposals were received from Urban Search & Rescue (USAR), Park Board, Emergency Management, and Engineering for the retention of the radios. Staff agreed that an unjustified expense would be incurred to retain specific channels and maintain the old radio infrastructure (eg. Repeaters, licensing fees).

City staff have become more aware of emergency preparedness since the original plan was conceived and taken active roles in developing related plans and programs. The radio situation is unique in that they are good quality, fully working radios, and would integrate well into the City's direction of emergency preparedness as well as filling existing day to day operational needs within the City.

The USAR team requested 90 radios to make the team self sufficient. The radios requested can be programmed to public safety agencies in other countries should USAR be deployed outside of Canada and locally to provincial channels for which permission has been granted in an emergency. The quantity provides individual equipment for each member, spares, and repeater capability. USAR team members given an opportunity to observe recent disasters (eg. Turkey, Taiwan) report radios were a high demand and vital but scarce commodity during a disaster. Maintenance costs for USAR radios would be recovered from existing operating funds during non-deployment and from federal/provincial funds in the event of a deployment.

Park Board and Emergency Management requested 160 radios to fulfill the Park's Board Emergency Social Service (ESS) requirements at the Community Centres. Community Centres are designated as emergency reception centres and would require radios to administer what could become tent cities in the worst possible scenario of an earthquake. Community Centre associations would assist financially in acquiring radio chargers, if inadequate City units existed, and pay any license fees if the City provided the radios.

Emergency Management requested 36 radios to be retained at the Emergency Operations Centre (EOC) as spares for use by various City staff or to address unforeseen needs. Radios for the ESS and EOC components would be maintained at no cost by VECTOR, a volunteer amateur radio association, aligned with the EOC and an integral part of any emergency plan. The radios can be set to amateur radio frequencies under the supervision of a qualified operator and VECTOR has developed a plan to support this situation.

Engineering requested the balance of the radios (approx. 500) be retained for replacement of existing outdated Engineering radios and as spares or parts for their various operations. The number may appear excessive but some of the radios may be cannibalized for parts as they age and break down. This proposal result in a reduction to the Engineering Services radio replacement budget of $50,000 a year for a possible five year period. This period is dependent on Industry Canada's proposed new technical requirements for commercialoperations. Some of the surplus radios may meet these new requirements but until this issue is finalized it may be a risk to acquire new radios.

An argument may be made that the radios are not required due to the large presence of cellular communications among the population; however, cell site damage can effect service. Experience from large special events (eg. fireworks) replicating major emergency conditions, proved unreliable service can occur during heavy demand.

In summary, the sale of radios would not generate substantial revenue to offset the E-Comm cost. In addition, the intangible benefit exists of radio availability for communications in an actual emergency. The City will still retain ownership of the radios which can be sold at a later date if circumstances change.

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(c) 1998 City of Vancouver