3.5. SR 04-18-2011City o!
ERiver
REQUEST FOR ACTION
TO ITEM NUMBER
Ci Counc$ 3,5_ .
AGENDA SECTION MEETING DATE PREPARED BY
Consent Aril 18, 2011 T. ohn Gunton ham, Fire Chief
ITEM DESCRIPTION REVIEWED By
Outdoor Warning Siren Upgrade Tim Simon, Finance Director
REVIEWED BY
Lori ohnson, Ci Administrator
ACTION REQUESTED
Approve proceeding with outdoor warning siren controller and radio upgrades.
BACKGROUNDIDISCUSSION
In December, 2004, the Federal Communications Commission (FCC) announced that all non-Federal
radio licenses operating 24 kHz systems must migrate to more efficient 12.5 kHz (naxxowband) channels
by January 1, 2013. This requirement is affecting most public safety radios systems, including the
frequency that activates the City's nineteen (19) outdoor warning sirens.
In order fox the Ciry's outdoor warning sirens to be naxxowband compliant, all of the radio receivers and
control boazds must be changed at each site. Since this change affects each individual site and is quite a
large task, the Division of Emergency Management has been working since 2010 on developing the best
approach to implement this changeover.
During the course of evaluating options for carrying out this project, the decision was made to transition
to a digital two-way controller at each location. At the present time, each siren is only capable of
receiving aone-way analog signal. In other words, when a specific code is broadcasted over the radio
frequency, the sirens all activate at once. There is no diagnostic capability built into the current system.
The digital two-way system, however, will allow the City to monitor the status of every siren location
twenty-four hours a day. Currently, failures axe only noticed and reported during the monthly siren test ox
when an actual activation occurs. The current design could leave a siren offline without staff knowing of
a problem. In the future, failures at a specific site will automatically report back to the City, allowing fox a
prompt response to correct a problem. Most locations will require a complete overhaul of the radio
board which will include the replacement of the control cabinet. Since a number of cabinets are
beginning to rust, they will be replaced with new aluminum cabinets and a battery backup as part of this
project.
The goal is to phase the project over two fiscal years. Nine (9) locations will be upgraded in 2011. One
additional site will receive an entirely new siren (which has akeady been purchased), bringing the total
nutnbex of naxxowband compliant/digital capable locations to ten (10) this year. This will leave nine
remaining locations to be upgraded in 2012. In 2012, back-end equipment and software will be installed
to allow fox remote monitoring.
N:\Poblic Bodies\City Council\Councl RCA\Agenda Packet\041H-2011\Siren Upgradc.docx
When the system upgrade is complete in 2012, the system will be converted to the naxxowband frequency
and remote monitoring will be enabled. With the ability to remotely monitor the sirens 24/7, there will
no longer be a need to send staff to each siren location during the monthly siren test. Problems will be
reported back digitally to the City.
The equipment fox this project will be purchased directly through Federal Signal Corporation to ensure
compatibility with the existing siren system. Since all of the current sirens axe manufactured and
supported by Federal Signal Corporation, the equipment fox this project will be sole-sourced.
The City is fortunate to have staff on-hand to conduct a majority of the labor on the project. The
Building Maintenance Division and Elk River Municipal Utilities will be working together to do most of
the installation. The City will be hiring contractors as needed to assist with electrical work and radio
enhancements.
FINANCIAL IMPACT
The Division of Emergenry Management is requesting approval to expend up to $58,500 to the siren
upgrade project (the original budgeted amount was $55,750 but the new outdoor warning siren came in
under budget leaving an additional $2,753.57). This cost includes approximately $52,450 in parts.
Remaining funds will be utilized for any thud party labor that is required to complete the project. If, upon
upgrading the sites, there are adequate funds remaining, staff will purchase an additional unit to lower the
anticipated budgeted amount for 2012. This project has been budgeted in the 2011 Emergency
Management Capital Outlay fund.
Utilizing city staff and Elk River Municipal Utilities for this project will save the City thousands of dollars.
The Division of Emergency Management is extremely appreciative to the ongoing efforts and
cooperation between City departments to complete this project and for on-going site maintenance needs.
Yearly, this cooperation saves an estimated $10,000 - $20,000 in maintenance contracts and fees.
ATTACHMENTS
None
Action Motion by Second by Vote
Follow Up
N:\PubGc Bodics\City Council\Councl RCA\Agenda Packet\0418-2011\Suen Upgrade.docx