Hampshire Fire and Rescue Authority

Finance and General Purposes Committee Item 11

15/03/200526 October 2006

Replacement of obsolete control room and station-end mobilising and

communications equipment

Report by the Chief Officer

Contact: Jane Reynolds-Smith - FiReLink and FireControl Project Manager

Tel: 02380 644000 Ext 2604

1

Summary

1.1

At its meeting on 13 September 2006, the Authority approved a recommendation of this Committee to allow the Chief Officer to negotiate a single tender for the replacement of obsolete Information and Communications Technology (ICT) equipment associated with the Service's existing Command, Control & Communications System.

1.2

Following detailed negotiations with the supplier, Multitone, a price has been agreed for the supply of equipment that will (a) provide continuity of service of the existing mobilising system until the new Regional Control Centres (RCCs) become operational; and, (b) be compatible with the station-end ICT requirements of the new RCCs. The total cost of supply will be £294,000 - well within the provisional capital programme starts for 2006/07.

1.3

This brief report describes in a little more detail the equipment that will be replaced from December 2006 to February 2007 and the financial implications for the forward budget.

2

RecommendationError! Bookmark not defined.

2.1

That the report be noted.

3

Introduction Error! Bookmark not defined.and Background

3.1

The communications servers at HFRS HQ which are used to send mobilising messages from the Command and Control system are obsolete and Sun Microsystems have issued an `end-of-life' notice. The communications equipment at fire stations which receives messages to alert personnel is also obsolete and SunGard Vivista have issued a statement saying that they will not continue to maintain this equipment after the end of 2006.

3.2

FiReControl - regional control centre project

The FiReControl project will install equipment at fire stations for receipt of mobilisng messages from regional controls. The DCLG will not agree early replacements until after the award of a contract for FiReControl. Currently the DCLG hopes to award a contract in January 2007 but there is general acknowledgement that this is an ambitious timescale and a more realistic outcome is that a contract may be awarded by April 2007. Following consultation with the DCLG FiReControl team it is expected that the earliest replacement equipment could be made available would be the end of 2007, beginning of 2008 (provided a contract is awarded by April).

We are responsible for the replacement of our existing communications servers and for integrating our existing command and control system to new equipment at fire stations as integration to `legacy' systems is not in the scope of supply for FiReControl.

All three potential prime contractors for the FiReControl system have included Multitone fire station communications systems in their bids. Although it is not possible to be certain that equipment purchased from Multitone now would be the same equipment as will be supplied by FiReControl it is highly likely that this will be the case and consequently it is hoped that the equipment we install now will not need to be replaced again for FiReControl. If this proves to be the case, it is hoped that some of the costs of providing this equipment will be refunded by the DCLG.

4

Existing equipment and added value

4.1

We are offering to sell our existing equipment back to the original supplier and/or other fire and rescue authorities because it may be possible for some of the parts to be used to extend the life of their systems. Three other authorities that use this equipment have registered an interest and we are in the process of negotiation.

4.2

We will take the opportunity to rationalise the systems on station to decrease the maintenance overheads (see `financial resources' below). It is more cost effective to install the same equipment on all stations and this also provides a slight improvement in resilience. To rationalise equipment on stations and achieve the best price one item of equipment has been sourced from a separate supplier.

4.3

The new equipment will provide some additional functionality to enhance the Service's ability to meet its IRMP target for response to incidents. On wholetime stations the current audio sounders will alert personnel and in addition the system will verbally announce the call-sign(s) of the appliances mobilised. This will improve safety on fire stations as only the personnel necessary need respond to crew the appliance(s). Additionally on retained stations the system will incorporate count-down timers which will announce the time from mobilisation at 30 second intervals. It is anticipated that audio prompts will improve response times at stations.

5

Timescales

5.1

Equipment at HQ and the first fire stations will be installed in December 2006. The project will be completed by the end of February 2007.

6

Contribution to Corporate Aims and Objectives

6.1

The proposals protect the Authority's ability to mobilise fire appliances efficiently by replacing the current obsolescent equipment. The new equipment will provide some additional improvements that will facilitate safer and more effective turnouts to emergency calls.

7

Risk Analysis

7.1

With respect of risk reference 07 on the Authority's Strategic Risk Register `threat posed by the transition to Firelink and Regional Control Centre', the replacement of the existing equipment will contribute to a mitigation of the likelihood and impact of:

· Service disruption, and

· A worsening or lack of management information

8

Resource Implications

8.1

Human Resources

Will involve time commitments for project management, design, test and installation. HFRS personnel will complete the majority of the installation work at fire stations as this will facilitate improved maintenance and support for the systems. There are minimal training requirements.

8.2

Physical Resources

It is possible that some minor building works may need to be undertaken as part of the installation, but these are likely to be minimal. If any arise they will be charged to the capital cost of the scheme.

8.3

Information and Communications Technology Resources

This scheme replaces critically important obsolete ICT equipment at all fire stations and at Headquarters.

8.4

Financial Implications

Based on £294,000 capital expenditure the cost of borrowing in a full year will be £26,500 - against a provisional estimate of £350,000. It is recommended that this provision remains in the programme for the time being to cover any other ICT-related expenditure that might arise as a cost to the Authority in the roll-out of Firelink and implementation of the Regional Control Centres.

In the first full year (2007/08) it is anticipated that there will be a saving of £40,000 on the maintenance of the equipment as it will be covered by warranty. From year 2, there will be a saving of £20,000 per annum based on current prices. Contracted maintenance costs increase in line with the British Electrotechnical and Allied Manufacturers' Association (BEAMA).

9

Equality Impact Assessment

9.1

The proposals within this report are considered compatible with the provisions of the European Convention on Human Rights, the Human Rights Act 1998, and the Race Relations (Amendment) Act 2000.

10

Consultation

Not applicable

Background Information (Section 100D of Local Government Act 1972)

The following documents disclose the facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of the report:

None

Note: The list excludes: (1) published works; and (2) documents that disclose exempt or confidential information defined in the Act.