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HomeMy WebLinkAboutCOW 2007-07-09 Item 3C - Resolution - Emergency Advisory AM Radio System from Information Station Services COUNCIL AGENDA SYNOPSIS ITEM No. 1, ,1 =41 Meeting Date Prepared by Mayor's review cowl/ review 2 s 7/9/07 FI L i) t 7/16/07 1 Ff�-Y) 1 C/ 1 iso 1 U 1 ITEM INFORMATION 1 CAS NUMBER: 07-089 I ORIGINAL AGENDA DATE: JULY 9, 2007 AGENDA ITEM TITLE Authorization to Purchase Emergency Advisory AM Radio System and Resolution of Sole Source Purchase from Information Station Services (ISS) CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mtg Date 7/9/07 Mtg Date Mtg Date 07/16/07 Mtg Date Mtg Date Mtg Date iVltg Date SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P Police PIS SPONSOR'S The City recently leased a portable 10 watt, AM Radio System to conduct a feasibility study SUMMARY and determine whether the system could be used to broadcast emergency and non emergency information to Tukwila residents, businesses, and visitors. Based on the results of day and nighttime studies, staff determined that the Emergency Advisory AM Radio System would serve as an excellent venue for information on emergency situations or events affecting the community. Due to the technical nature of the AM Radio equipment, staff recommends ISS as a sole source vendor. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. ['Parks Comm. Planning Comm. DA'Z'E: 7/02/07 RECOMMENDATIONS: SPONSOR/ADMIN. Authorize purchase and approve resolution. COMffrriE Unanimous approval; forward to COW. COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $32,000.00 $50,000.00 $0.00 Fund Source: 000.13.525.100.49.00 Emergency Operations Comments: Funds for EOC Phase I and Public Information for $50, 000 was approved by Council on 5/21/07. MTG. DATE RECORD OF COUNCIL ACTION 7/9/07 7/16/07 j MTG. DATE ATTACHMENTS 7/9/07 Information Memo dated July 03, 2007 with 3 attachments Resolution Finance Safety Committee Meeting Minutes from July 2, 2007 1 7/16/07 INFORMATION MEMO To: Mayor Mullet From: Jim Morrow Date: July 03, 200 Subject: Emergency Advisory AM Radio System ISSUE Should City establish an emergency AM radio station? BACKGROUND Many local and state governments, departments of transportation, private industry, points of entry (customs, and border patrols), schools and universities, military, and federal entities throughout the United States operate FCC- licensed Emergency Advisory Radio Stations to inform motorists and the public what to do during amber alerts, school incidents, earthquakes, flooding, major fires, and other types of emergencies. Through public safety managed radio broadcasts, listeners can receive current reports and alerts regarding road closures, detours, and construction delays. During non emergencies, communities can use the Emergency Advisory AM Radio Station to inform the public about upcoming events and visitor information. DISCUSSION The City recently leased a portable 10 watt, AM Radio System from Information Station Specialist (ISS) to conduct a feasibility study and determine if the system could provide adequate coverage throughout the City. Shortly after the portable unit arrived, staff conducted day and nighttime tests. Attachments 1 -3 depict the test results. Attachment 1 depicts coverage from the reservoir and the EOC using the initial frequency assigned by the FCC (1650 KHz). As indicated in the map, coverage was woefully inadequate despite several system adjustments. Although signal distances could be reduced depending on several factors such as hilly terrain, high voltage overhead power wires, and building structures, these systems are designed to cover approximately 3 -5 miles during daylight hours. As a result of the issues encountered during the initial test phase, the FCC through ISS changed the City's frequency to 1660 KHz. As noted in attachments 1 -2, the new frequency provided significantly improved the coverage throughout the City. Based on the results of the day and nighttime testing, staff has concluded that with the exception of high voltage line interference, and potential in- building reception issues due to building structure and distance from the AM transmitting antenna, the Emergency Advisory AM Radio Station will provide coverage to almost the entire City. Should the City decide to purchase an Emergency Advisory AM Radio Station, the cost for a standard system plus signs placed strategically throughout the City is approximately, $32,000 plus tax. Due to the technical nature of the radio equipment, staff recommends sole source procurement from ISS (Draft Sole Source Resolution is attached). Other Advisory AM Radio systems are designed strictly for the traffic industry and have limited capabilities. The Advisory AM Radio Station will serve as a venue to broadcast official, timely and critical emergency /non- emergency public information. RECOMMENDATION Present to Committee of the Whole for discussion and approval. Attachments: 1. 1650 KHz Coverage 2. 1660 KHz Coverage Daytime 3. 1660 KHz Coverage Nighttime 4. Draft Sole Source Resolution (P:Users\Frank\2.007\Emergency Management\Info Memo, Alert AM Emergency Radio System) Reservoir ot.„...: 7. s 0 is, Coverage 1 Daytime Test Date: TWeaertae Weather 2 p7 1 a0 J r u u y n June Cloudy Frequency: 1650 KHZ SI'S. '4 t s '-n. i 6 .g 1 S 1 elk 4 -L.. 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N A -----w E -----a-w---------,- -1- _„---_---,-,---r, f -4 7 A ,V_W .--EL ,•3- 1 -A -FW: .=-1,77 W atly -----0-- s ,,m-- 5 7= ---_-m c 7 A ;;Iii7r, 7 "A, 7_ N tk......„A -.4 .Z t i -4,- I 7 A '5 47 _4 EDT 1 ar! 5s ,--,a -r•-_- g fi --2= --4-7 1 ___:-i i 7.--_,Tre= -0;,....4. 1 Z- -7 roic7i, Fs.: a, 7== :-.s: z ,t4 =7 i 7...k4 Z Z- --i ;i 7 Z':_- (ill) ----7-----T- -------14---i L' s- 13,.. v p __=T it- NOT TO SCALE Map Legend 11 -7,-, ,F 0 Reservoir 2 mile buffer Good Coverage Limited Coverage El Bad Coverage F1 Waterbcdy C) City Limits GIS Tukwila i /7 //-ii,-% II DRAFT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, WAIVING THE BIDDING REQUIREMENTS AND AUTHORIZING THE PURCHASE OF AN EMERGENCY ADVISORY A.M. RADIO STATION FROM INFORMATION STATION SPECIALISTS, INC. WHEREAS, the City of Tukwila has determined a need to enhance communications to residents, businesses and visitors in the event of emergencies; and WHEREAS, the City of Tukwila has leased a portable AM Radio System to conduct a feasibility study and determine if the system could adequately broadcast emergency and non emergency information throughout the City; and WHEREAS, the Alert AM Emergency Advisory Radio Station from Information Station Specialists, Inc. (ISS) provides the best technology, technical support structure, system flexibility, nonproprietary designs and proven experience; and WHEREAS, other Advisory AM Radio systems are designed strictly for the traffic industry and have limited capabilities; and WHEREAS, several cities and government entities within the State of Washington have purchased Alert AM Emergency Advisory Radio Systems from ISS for emergency preparedness and broadcast of official and current public information; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The bidding requirement for the purchase of the ISS Alert AM Emergency Advisory Radio Station is hereby waived. Section 2. The Public Works Department is authorized to purchase the Alert AM Emergency Advisory Radio Station from Information Station Specialists, Inc., in the amount of $32,000. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2007. AI TTEST/ AUTHENTICATED: Verna Griffin, Council President Jane E. Cantu, CMC, City Clerk APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Office of the City Attorney Resolution Number: C :tDocuments and Settings\All Users' DesF. op \Kelly\MSDATAAResolutions\Sole Source ISS.doc GL:ksn 7/5/2007 Page 1 of 1 City of Tukwila al •w: Finance Safety Committee �r`sos j FINANCE AND SAFETY COMMITTEE Meeting Minutes July 2, 2007- 5:00 p.m. PRESENT Councilmembers: Jim Haggerton, Chair; Joan Hernandez and Dennis Robertson Staff: Jim Morrow, Frank Iriarte, Shelley Kerslake, Rhonda Berry and Kimberly Matej Guests: Chuck Parrish CALL TO ORDER: Committee Chair Haggerton called the meeting to order at 5:00 p.m. Committee Chair Haggerton amended Section 11, Business Agenda, with the addition of Item B, Settlement Agreement and Release of Claims with Yakima County Depaitment of Corrections. City Attorney Shelley Kerslake will discuss the item. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Status Renort of First Phase of Emergency Management Initiative Staff has returned to Committee to present a progress update on the implementation of the emergency management initiatives which were approved by Council approximately month ago. A proposal was received on Friday (June 29) from a design consultant for standby power. Staff will review the proposal, and if it meets City standards and needs it will be forthcoming to Council. Preliminary results of the seismic study have been received and are being reviewed by staff. Results of the City's seismic capability will be presented to the Committee at future meeting. The American Red Cross has been contacted for information regarding DERT purchases. Limited vendor availability may result in a sole source purchase. As of June 28, Personnel staff completed the classification work and salary structure for both emergency management positions and provided respective recommendations to Administration. As soon as the positions have been approved, staff can begin recruitment. Staff has been testing an AM radio station for use in broadcasting and improving public information communication throughout the City. AM radio stations are used by many local governments throughout the nation. These radio stations are licensed by the FCC to provide emergency and non emergency information such as amber alerts, severe weather conditions, natural and manmade disasters, terrorist events, traffic delays, road closures and public information and community events. The only restriction is that it should not be used for promotional use. The 10 -watt system staff has been testing does not have wide coverage and is intended strictly for local community use. Staff has performed several coverage tests on the station and has determined that frequency 1660 provides the best overall broadcasting City -wide. The Finance Safety Comm ittee Minutes July 2, 2007 Page 2 system vendor, Information Station Services in Michigan, has stated that a permanent unit will also increase and improve coverage. To date, it has cost the City $900 to test the unit. The purchase of a permanent system which includes antennae, transmitter, receiver, digital recording system and remote telephone transmission will costs approximately $25,000- $32,000. Staff originally brought this item to the Committee for informational purposes only; however, the Committee was impressed by the progress of implementing a local AM radio station as a means to improve public information and recommended forwarding this specific item to the next COW for staff presentation and full Council discussion. The Committee was very complimentary of staff. UNANIMOUS APPROVAL. FORWARD TO JULY 9 COW B. Settlement Agreement and Release of Claims with Yakima County Department of Corrections City Attorney Shelley Kerslake briefed the Committee on this settlement agreement between 33 cities and Yakima County jail which will be brought to tonight's Council meeting as Item 7 under New Business. An item of this type would usually be discussed in executive session but since no strategy is involved in ongoing litigation at this point, an executive session is not necessary. In 2003, we began paying a per bed price to Yakima County for incarceration services. These payments were being made in anticipation of the opening of a new jail. In 2004, it became apparent that the jail was not going to open. Additionally, there were some concerns over the treatment of inmates. In response, a lawsuit was filed against Yakima for breach of contract. After working for a year to resolve the issues, the inmate problems have been addressed and we have monitoring the program, and the County has agreed to open jail in full by December 31, 2007. The settlement does not involve any exchange of funds, and minimal costs were incurred as a result of the settlement of this issue. UNANIMOUS APPROVAL. FORWARD TO JULY 2 REGUALR MEETING. III. ANNOUNCEMENTS No announcements. IV. MISCELLANEOUS Committee Chair Haggerton restated a request for some financial information that the Committee would like to discuss at a future Finance and Safety meeting. The information is listed below. Amount of the City's indebtedness, broken down by amounts of the original loans Amount of the annual debt service payments Amount the City currently owns on the Tukwila Village property Amount of annual debt service payments for Tukwila Village bonded indebtedness Amount of bonding capacity the City has left Additionally, Dennis' records regarding the funding amount that has been spent to date on Tukwila Village does not correspond with the amount listed in the budget. He would like to discuss this further with staff who oversees the CIP budget in order to identify the accuracy of the dollar figure associated with the project. Meeting adjourned at 5:59 p.m. Next meeting: Monday, July 16, 2007 5:00 p.m. Conference Room 3 /41 I Committee Chair Approval Minutes by KAM.