Radio Communications System -
Toronto Police Services and Toronto Fire Services
The Policy and Finance Committee:
(1) recommends the adoption of the recommendation of the Audit Committee embodied in the following
communication (June 3, 1999) from the City Clerk; and
(2) reports having concurred with the recommendation embodied in the joint report (July 7, 1999) from the
Commissioner of Works and Emergency Services and the Fire Chief:
Recommendation:
The Audit Committee recommends the adoption of the following report (May 4, 1999) from the City Auditor.
Background:
The Audit Committee, on May 25, 1999, had before it the report (May 4, 1999) from the City Auditor respecting the Radio
Communications System - Toronto Police Services and Toronto Fire Services.
The Committee's recommendation is noted above.
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(Report dated May 4, 1999, addressed to the
Audit Committee from the City Auditor)
Recommendations:
It is recommended that:
(1) the Commissioner of Works and Emergency Services report to the Policies and Finance Committee every six months
on the status of the Integrated Police and Fire Radio Communications System;
(2) the first of such progress reports be submitted by June 30, 1999 and include information on any changes to the final
contract price for the system, scheduled completion date, the progress of the implementation, the meeting of prescribed
milestones and payments to Motorola, any problems or delays encountered or anticipated, and whether the project will be
completed on time and within the contract price; and
(3) this report be forwarded to the Budget Committee, as well as the Policies and Finance Committee, for consideration.
Background:
At its meeting on February 25, 1999, the Budget Committee requested that, "prior to the City embarking on the purchase
implementation of the new radio system", the City Auditor provide a review of same and report back to the Budget
Committee.
Comments:
At its meeting on December 16 and 17, 1998, City Council adopted Clause No. 33 of Report No. 26 of the Strategic
Policies and Priorities Committee, which authorized the entering into an agreement with Motorola Canada Limited
(Motorola) for the purchase of an integrated Police and Fire radio communications system at an estimated cost of $34.5
million. On December 22, 1998, a contract was executed with Motorola. The total contract price for the system was
$29,999,918, exclusive of all taxes. In accordance with the contract, a payment of $2,345,000 plus applicable taxes was
made upon the execution of the contract. A payment schedule, based on various prescribed milestones, forms the basis of
future payments to Motorola.
Work on this project has started and Police and Fire Services staff have advised that the final cost of the system could be
lower than the contract price once the system design and equipment requirements are finalized. Phase 1 of the project is
expected to be completed by the end of May 1999. The whole system is expected to be completed and fully functional by
August 2001.
At the time of the request from the Budget Committee the purchase of the new radio system had already been approved by
Council and the contract with Motorola executed. Consequently, it is not possible to review the system prior to its
purchase.
It is, however, important that a project of this magnitude be properly managed to ensure the specified deliverables are
received within the contract price and that the radio communication requirements of both the Police and Fire Services are
effectively satisfied. Staff have advised that monthly reports are currently provided to the Deputy Chief, Police Services,
the Deputy Chief, Fire Services and the Executive Director, Technical Services Division, Works and Emergency Services.
It would be appropriate that regular progress reports also be provided to the Policies and Finance Committee. These reports
would keep the Committee abreast of the implementation and financial status of the project and allow staff to make the
Committee aware of any problems or issues relating to the installation of the system. It would be appropriate for the first of
these reports to be submitted by June 30, 1999, and then every six months thereafter, until the project is completed.
The contract with Motorola only covers emergency services. Staff have advised that a consultant has been engaged to
evaluate the current radio communications systems of non-emergency divisions such as Parks and Recreation,
Transportation, Water and Wastewater and Solid Waste Management. The consultant has completed a draft report resulting
from the evaluation and the Commissioner of Works and Emergency Services will report to the Works Committee by the
summer of this year on this matter. The Commissioner's report will address the consultant's recommendations, provide the
department's plan to deal with the non-emergency communications systems requirements in the short and long-term and
associated costs, and outline the process to be followed to meet any additional system needs identified.
Staff have advised that while the current systems generally support the operational requirements of non-emergency staff,
there is a need to realign the systems to match the communications capabilities with the new service districts resulting from
the amalgamation. The ramifications of the integrated Police/Fire radio system on the non-emergency component will also
be addressed.
Conclusions:
The contract for an integrated Police and Fire radio communications system has been executed and work on developing
and installing the system has commenced. A project of this magnitude must be properly managed to ensure that all the
specifications in the contract are delivered on time and within the contract price. Regular progress reports to the Policies
and Finance Committee would keep members of the Committee informed on the status of the implementation and aware of
any significant problems or issues relating to the project. With regards to the radio communication requirements of
non-emergency divisions in the City, the present radio communication systems have been evaluated and a report will be
submitted to the Works Committee shortly.
Contact Name and Telephone Number:
Tony Veneziano, Senior Audit Manager, 392-8353.
The Policy and Finance Committee also submits the following joint report (July 7, 1999) from the Commissioner of
Works and Emergency Services and the Fire Chief:
Purpose:
To respond to the direction given staff by the Audit Committee at their meeting on May 25, 1999, to provide a bi-annual
status report on the Integrated Police and Fire Radio Communications System.
Funding Sources, Financial Implications and Impact Statement:
Funding of $29.2 Million was included for the Integrated Police and Fire Radio Communications System in Council's
approved 1999 capital budget for the Fire Service. Police Services received approval for $5.3 Million within its capital
budget for the project. There are no funding implications associated with the presentation of this report.
Recommendations:
It is recommended that this report be received for information, and forwarded to Community Services Committee for
information.
Council Reference & Background:
The Audit Committee in their Tuesday May 25, 1999, meeting requested that the Commissioner, Works and Emergency
Services report to the Policies and Finance Committee and Budget Committee every six months starting June 30, 1999 on
the status of the Integrated Police and Fire Radio Communications System. Progress reports are to include information on
changes to the final contract price for the system, scheduled completion date, progress of implementation, meeting of
prescribed milestones and payments to Motorola Canada Inc. These reports will also identify any problems or delays
encountered or anticipated.
In December 1998, a contract was signed with Motorola Canada Inc., the supplier of the Police/Fire integrated radio
infrastructure, for $34.5 Million including taxes. This contract is performance based for payment and consists of a number
of milestones. An initial payment of $2.7 Million was made upon contract signing and a final payment of $2.7 Million will
be made at the end of the radio communications project following final acceptance of the system. Following the
completion of the critical design review scheduled for July 15, 1999, the final equipment list and subsequent price will be
established. Milestone percentage payments will then be made as outlined below.
Phase one of the project is the implementation of the radio communications system is the Central Zone. Toronto Fire
Services will upgrade and combine the previous municipalities of Toronto, York and East York to an 800 MHZ radio
communications system and consolidate three existing communications centres into the new Fire communications centre at
4330 Dufferin Street. Toronto Police Services will convert District 2 and District 5 to 800 MHZ trunking systems. The
result of a technical radio coverage analysis for the central zone is a possible reduction of the number of sites required. The
final number of sites and subsequent savings will be verified during installation.
A 30 percent payment will be made at factory acceptance in October 1999 and a further 10 percent payment will be made
following system acceptance of Phase one in June 2000. Factory acceptance is the operational staging of the system
components in the factory and a thorough review by Toronto Fire and Police personnel to assure contract compliance and
proper operation.
Phase two of the implementation of the radio communications system establishes a West, North and East Zone and
networks the four zones together. Toronto Fire Services will upgrade the existing systems in Etobicoke, North York and
Scarborough and consolidate the remaining three communications centres into the new main Fire communications centre at
4330 Dufferin Street.
Toronto Police Services will convert District 1, 3 and 4 to 800 MHZ trunking systems.
A 50 percent payment will be made after factory acceptance of the final three zones in March of 2000. A 10 percent
payment will be made following provisional acceptance of Phase two in July 2001. Provisional acceptance is given after
the successful transition and acceptance of the majority of users to the system and the general day to day operation of the
same.
Comments and Discussion:
The project kickoff was January 29, 1999. A comprehensive system audit was begun in February to compile a complete
inventory of existing equipment. The system audit has been completed and will be tabled prior to the completion of the
Critical Design Review.
The Radio Communications System Steering Committee held their first meeting in February 1999 and has met a total of
three times. The Steering Committee's purpose is to provide executive leadership throughout all stages of the project and is
Chaired by Tom Powell, Toronto Fire Services with Steven Reesor, Toronto Police Service, John Lock, Toronto
Ambulance Service, and Tom Denes Works and Emergency Services as members. A recent addition to the committee is
Mr. Tony Veneziano, representing the City Audit Department. The committee has identified primary and backup locations
for the Fire/Police communications centres as 4330 Dufferin Street and 703 Don Mills Road. The Dufferin location will
house the primary Fire dispatch with backup provided at the Don Mills Rd. facility. The Don Mills location will continue
to be the primary Police dispatch location but the backup will move from 40 College St. to the Dufferin St. facility.
Project working teams utilizing both Fire and Police personnel were identified and assigned specific tasks that included:
(i) Radio coverage analysis for the central zone;
(ii) Design review of the Fire hall alerting system;
(iii) Design review of the vehicular repeater system for Fire;
(iv) Console design and CAD (Computer Aided Dispatch) interfaces;
(v) Analyzes and identification of existing user equipment upgrades;
(vii) New user equipment selection.
Toronto Police Services and Toronto Fire Services technical staff are reviewing the design of the radio communications
system infrastructure to optimize performance. In-building coverage has been identified as a requirement for both the Fire
and Police Services as well as coverage in the subway and underground path. A proposal for coverage in the subway and
underground path has been forwarded to the Police Services Board for funding from the Police capital allocation for this
project.
Project managers from Fire and Police travelled to Dallas/Fort Worth in March as a due diligence measure to review an
existing Motorola Fire and Police smartzone system currently in operation. The visit afforded an opportunity to visit first
hand, a recently installed similar Motorola system and to better understand the technologies being proposed. Meetings with
users and project managers also proved to be a valuable and worthwhile exercise.
Fire Services have completed the hiring process of a manager who, reporting to the Deputy Fire Chief, will manage all
aspects of the Fire Service radio communications system project. The new manager, Mr. Mark Thompson commenced
work with Fire Services June 14th 1999. One key component of the Manager's job will be to manage the contract with
Motorola, monitor their performance and ensure that payments are made only when the milestones have been totally met
and we are receiving proper value for the monies expended.
The project schedule for the critical design review for Phase one was extended by eight weeks to review and optimize
coverage, design fire station alerting and mobile repeaters, and finalize user requirements. The critical design review for
Phase one will be complete by the second week of July 1999.
Factory acceptance is on schedule for October 1999, followed by system installation, testing for coverage, functionality and
audio quality, and staff training. System acceptance of Phase one is currently scheduled for June 2000. Phase two will be
done concurrently, and will be completed as scheduled in July 2001.
Appended to this report is a portion of a Gantt chart and attached narrative that illustrates the progress of the project up to
this time.
Conclusions:
There are currently no changes to the final contract price for the radio communications system although tower site changes
being anticipated could provide a significant saving. Implementation is progressing satisfactorily and completion dates
remain on schedule. The "Critical Design Review" milestone has slipped 8 weeks to July 15th, 1999 but remaining
milestones and payments to Motorola still remain as presently stated in the contract. The most critical item at this time is
the renovation work that has to be completed at the 4330 Dufferin St. location before dispatch equipment can be installed.
Contact Names:
Tom Powell, Deputy Fire Chief, Staff Services and Communications, Tel: (416) 397-4306.
Mark Thompson, Manager, Radio Communications Services, Tel: (416) 397-4389.
Vera Maute, Division Chief, Communications, Tel: (416) 397-4390.
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Appendix to Policies and Finance Committee and Budget Committee report of June 30, 1999
Fire/police Radio Communications
System Implementation - to August 1999
