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HomeMy WebLinkAbout5G - Resolution Declaring Radios and Water Treatment Equipment as Surplus and Directing Disposal O~ PRIO~", ~ ~\ [.., ~ u ~ / ~l~~' MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT JUNE 15, 2009 5G GREG ZOLLNER, SERGEANT CRAIG ELDRED, PUBLIC WORKS SUPERVISOR CONSIDER APPROVAL OF A RESOLUTION DECLARING RADIOS AND WATER TREATMENT EQUIPMENT AS SURPLUS AND DIRECTING DISPOSAL Introduction Several City departments have accumulated property that is no longer useable for the City. This property can be declared surplus property by the City Council allowing us to sell or donate the property according to City ordinance. The property may have value to other organizations. Historv Prior Lake City Code Section 110.400 allows for the disposal of surplus personal property when the property has been replaced or is no longer needed. The equipment listed below (and on Exhibit A) meets the definition of personal property under City Code and the City Council may declare the property surplus and direct the sale thereof. (1) VHF Radios: The police and fire departments use a joint radio system for communication. The original radio system was developed in the 1970s and operated in the Very High Frequency (VHF) range. As the City and surrounding area grew, so did the demand for a radio system that accommodated more users and provided clearer communications. The VHF system also limited communications between the various users within the City and County, as well as with agencies outside the County. The VHF system became obsolete and was eventually replaced with a new 800 MHz system. Purchase and installation of equipment for the new 800 MHz system has been completed. The VHF system is no longer being used by the police or fire departments. The infrastructure for the VHF system has been dismantled and the radios have been stock-piled. (2) Automatic External Defibrillator (AED): The police and fire departments have several AEDs that have an approximately average age of 10 years. The units were taken out of service in 2008 after the departments received a donation of new AEDs from the Shakopee Mdewakanton Sioux Community. The units are currently in storage and not being used. www.cityofpriorlake.com PhoneI15~~LM7.9800, /Fa~.95AH4 7.4245 (3) Chemical Equipment The City has historically provided chemical feed at individual well houses for the addition of chemicals such as chlorine into the water to provide safe drinking water. With completion of the Water Treatment Facility (WTF) the equipment is no longer needed as water from Wells 3,4,5,7,8 and 9 is piped directly to WTF for centralized treatment. The old chemical feed equipment is currently being stored at the well houses and does not meet the City's future needs. Current Circumstances (1) VHF Radios: The police and fire departments are currently using the new 800 MHz radio system for communications. The equipment at the tower sites for the VHF system has been removed disabling the system. All of the VHF radios have been removed from service and are stock-piled until they can be disposed of. The radio equipment still has some residual value if disposed of now. All of the VHF radios were in operating condition when removed from service. (2) Automatic External Defibrillator (AED): The units are the first generation AED manufactured by Heartstream Corporation. The company has since been sold and is now part of Philips Medical Systems. The units are expensive to operate. They require a yearly battery replacement of more than $100 per unit. The current batteries have expired in each unit and require replacement. There are new batteries available for all but one unit. Additionally, the manufacturer recommends carrying a spare battery in each unit. The pads for the unit are different than for the new unit the departments use. Maintaining a supply of two types of pads leads to additional oversight and can get confusing for the user. The pads do have varying expiration dates and must be constantly monitored. The units were in working condition when taken out of service. There is no longer a use for the units by either department. The new AEDs the police and fire departments use offer the latest technology available. These units have a four year battery, pads that last longer and offer better data storage of events that is easier to retrieve. They also have an "information" function that provides CPR direction, where to check for faults detected from self tests and a brief account of any use. The police and fire department did have other units that were also replaced by the new AEDs. These units were not as old as the original units and used a newer technology. They have been reassigned to other city buildings and the swimming beaches. (3) Chemical Equipment The old chemical feed equipment does not have any value to the City. Only Well House No.6 still utilizes this type of equipment and the City has back-up equipment for this well house and the additional equipment is not necessary. ISSUES: (1) VHF Radios: The VHF radio equipment is no longer useable by the police or fire departments. The equipment was in working condition when removed from service. Proper disposal of equipment is a concern. The radio frequencies programmed into the radios have not been deleted and would allow transmission on not only the unused VHF channels, but also on Mincef or the state-wide channel, which is still being used by police agencies across the state. Police communications could be disrupted by unauthorized transmission on this channel. The frequencies could be deleted from the radios at a cost to the city. Depositing the VHF radio equipment directly in a landfill is not permitted. The radio equipment contains hazardous waste, mainly lead, and requires recycling before disposal. There would be a cost to the City to properly dispose of the equipment in this manner. A reseller of public safety equipment has inspected the VHF radios and offered to purchase them as one lot and provided a general estimate of value. The cities of Savage and Burnsville have disposed of their surplus VHF radios through this company and have been pleased with the results. Staff time and expense would be saved by disposing of VHF radios as one lot. There may be other resellers interested in the property. Advertising for bids may bring the best price for the property. The reseller would be responsible for deprogramming the radios. (2) Automatic External Defibrillator (AED): There is not a current use for the old AEDs by City departments. There does not seem to be a resale market for this age of AED. There are public safety agencies and other organizations that may accept the units as a donation. There may be some concern about the remaining life of the units. Brian Koste, Philips Government Account Representative, relates there is not an end of service life established by the manufacturer for the units. The units complete daily self tests and notify the user if a problem is detected. It is unknown how long the units will continue to function. Mr. Koste conveyed he is aware of a public safety organization in south central Minnesota that may accept the units as a donation. The organization would in turn donate the units to individual public safety agencies that are in need of units. Disposal of the old AEDs in the trash would require recycling. The AEDs contain hazardous materials and there would be a cost to the city to recycle the units. Surrounding townships may be interested in a donation of AEDs for use in public buildings. Any remaining AEDs could be donated to other public safety organizations for distribution to individual agencies in need. This would provide a good method of disposal for these units. (3) Chemical Equipment The chemical feed equipment is designed for the injection of chemicals into water systems. This type of equipment should only be sold to Minnesota Department of Health permitted facilities to ensure it is not used improperly. FINANCIAL IMPACT: (1) VHF Radios: Selling the surplus property will allow the city to recoup some of the cost involved in the original purchase of this equipment. Any monies received would be deposited into the general operating fund. (2) Automatic External Defibrillator (AEDs): Donating the old AEDs will not generate revenue for the city. A minimum amount of staff time will be spent coordinating the transfer of the property. (3) Chemical Eauioment: Selling the surplus property will allow the city to recoup some of the cost involved in the original purchase of this equipment. Any monies received would be deposited into the Water Fund. ALTERNATIVES: 1. Approve a Resolution declaring the equipment surplus and directing the sale of the surplus VHF Radios and chemical equipment. 2. Approve a Resolution authorizing the donation of surplus AED's. 3. Deny approval of this resolution and provide staff with additional direction. RECOMMENDED MOTION: Alternatives 1 and 2 Reviewed by: ~,J I ~o~ PRIO~') [.., ~ \ 4646 Dakota Street S.E. U ~ Prior Lake, MN 55372-1714 / ~l~~_~~ RESOLUTION 09-XX A RESOLUTION DECLARING EQUIPMENT SURPLUS AND APPROVING THE DISPOSAL THEREOF MOTION BY: SECOND BY: WHEREAS, city departments replace or update equipment over the course of time, leaving surplus property that takes up storage place and; WHEREAS, City Code allows the disposal of such property if it is replaced or no longer needed and; WHEREAS, the surplus property identified in Exhibit A was in working condition when removed from service and; WHEREAS, the surplus property is sold or otherwise disposed of as is and; WHEREAS, selling or donating the surplus property to a resupplier of public safety agencies or State Department of Health or gifting to another public agency is deemed to be disposal in an appropriate manner. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1) The recitals set forth above are incorporated herein. 2) The departments are authorized to dispose of the surplus property identified in Exhibit A by either sale or donation. The proceeds from the sale of the surplus equipment shall be deposited in account 101-39102 and 601-39102, respectively. PASSED AND ADOPTED THIS 15th DAY OF JUNE, 2009. I Haugen I Erickson I Hedberg I Lemair I Millar YES Haugen Erickson Hedberg Lemair Millar NO I I I I I City Manager, City of Prior Lake www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 EXHIBIT A Itemized List of Surplus Property (1) VHF Radios: Police 23 Motorola HT1 000 portable radios 1 Motorola JT 1000 portable radio 24 Motorola chargers for portables 11 Motorola mobile radios 1 Motorola dual head mobile radio 1 Kenwood mobile radio 1 King mobile radio Fire 9 Motorola HT1250 portable radios 7 Motorola MT1 000 portable radios 4 Motorola HT1 000 portable radios 1 Motorola HT600 portable radios 21 Motorola chargers for portables 1 Motorola Spectra base radio 1 Meritrak base radio 4 Motorola mobile radios - dual head 5 Motorola mobile radios - single head 3 Verteck mobile radios - single head (2) Automatic External Defibrillator (AED): Police 6 Heartstream ForeRunner (FR) AED 7 Heartstream battery - FR Fire 2 Heartstream ForeRunner (FR) AED (3) Chemical Equipment: 1 Self-Contained Breathing Apparatus (SCBA) 15 Pulsa-Tron Pumps 2 Chlorine Booster Pumps 5 Chlorine Heads 2 Transfer Valves for Chlorine 2 Chlorine Flow Tubes 3 Chlorine Leak Detectors