December 15, 1997 

TO: City of Toronto Emergency and Protective Services Committee

FROM: Maureen Prinsloo, Chair

Metro Toronto Police Services Board

SUBJECT: RADIO COMMUNICATIONS SWITCH

It is recommended that the Emergency and Protective Services Committee approve a request for pre-budget approval in the amount of $5.0 million along with the release of funds, from the new City Council for a replacement radio dispatch switch for the Metropolitan Toronto Police Service.

At its meeting on December 12, 1997 the Metropolitan Toronto Police Services Board was in receipt of the following report (November 18, 1997) from David J. Boothby, Chief of Police:

BACKGROUND:

The current radio dispatch system located at 703 Don Mills road was a custom designed and manufactured system to meet the unique requirements of a police service with the size and complexity of MTPS. In 1988 when the system requirements were specified, there were no off the shelf commercial systems that could meet the capacity and functional needs of MTPS. System delivery coincided with the implementation of a new trunked radio system in 1993/94. This radio dispatch system cost $4.5m, and has been in productive use for five years. The system selected was compliant with known capacity requirements plus an allowance for moderate growth. In addition, the technology selected needed to enable options for future significant growth. The maintenance costs have been $150k per annum. During the last three years, the Voice Radio system has been experiencing serious system performance problems, such as radio dispatch workstation lock ups, open carrier conditions, system slow downs, loss of communications, and most recently, total system failures.

The primary reason why this radio switch system now requires replacement is manifested in radical changes since 1994 in Policing activities and how the system is being utilised. These changes stem from decisions related to restructuring of Organisational Units, deployment of staff, and corresponding work process changes. A standard project charter has been prepared which contains additional technical detail on current capacity shortfalls, and the design proposal on how a longer term scaleable solution can be achieved.

The justification for replacing the radio switch system is threefold:

1. Current performance problems may have a direct impact on officer and public safety in the event of a crisis situation where communication between an officer and the dispatch centre is delayed or fails;

2. The Mobile Workstation project and occurrence re-engineering require radio frequency spectrum and as a result, additional dispatch system capacity. The outcome of the radio switch project will enable the conversion of the conventional Divisional radio network system to trunking technology. This will in turn free up the necessary radio spectrum required to process the additional data traffic resulting from occurrence reengineering;

3. The GTA interoperability commitment and the New City legislation introduces additional functional requirements that cannot be satisfied within the confines of the present radio dispatch system. Compatibility with trunking technology would enable inter-operability with other Police Services in the area. This will support future expansion into a GTA system if necessary.

The New City of Toronto is contemplating changes for an amalgamated Emergency Services communications infrastructure. This radio project does not preclude future decisions on organisation, service delivery, or location for this infrastructure. The proposed solution in fact enables a consolidation, as well as meeting MTPS (TPS) specific requirements. In November 1997, the Transition Team requested a peer review by Fire, Ambulance, Police, Corporate, and Human Resources and CAO departments, to recommend a technology direction for a New City (Emergency and Protective Services) Radio system, and to provide comment on the Police switch proposal in that regard. This report is expected to be delivered to the Transition Team prior to the December 12th Police Services Board meeting, with a recommendation that the police proceed with the acquisition of the proposed new radio switch.

Funds for this purchase have been proposed in the 1998-2002 Capital Program under "Radio Dispatch System Reengineering". Upon release of funds, any commitment to acquire the necessary equipment will be forwarded to the Police Services Board for approval.

Larry Stinson (8-7550), Director of Computing & Telecommunications, Bill Holdridge (8-7709), Superintendent Communications Services, Steve Kennedy (8-6901), Manager Radio and Electronics, and Dan Perlstein (8-6905), Senior Telecommunications Engineer will be present at the Board meeting on December 12, 1997 to respond to any questions with regard to this proposal."

Larry Stinson, Director of Computing & Telecommunications, was in attendance and discussed this report with the Board.

The Board noted that a report containing details of the radio communications project was reviewed in the confidential session of the meeting (Min. No. C278/97 refers).

The Board approved the following Motions:

1. THAT recommendation (i) be approved with the following amendment: THAT the words "Subject to the approval .. City of Toronto" at the beginning of the recommendation be removed so that it reads as:

THAT the Police Services Board approve this urgent request for pre-budget approval in the amount of $5,000,000, along with the release of funds, from the new City Council for a replacement radio dispatch switch for Metro Police. Capital funds in the amount of $5,000,000 have been proposed in the 1998-2002 Capital Budget for this purchase;

2. THAT recommendation (ii) be approved; and

3. THAT the Board forward the foregoing report to the Transition Team and the new City of Toronto Treasurer for information.

Larry Stinson, Director of Computing & Telecommunications, telephone no. 808-7550.

Respectfully submitted,

Maureen Prinsloo

Chair

A:\radio.swt