VFBV

Brigades have now been notified of their successful orders for digital scanners under Tier 2 of the subsidy scheme, and have until 15 May to pay for their scanners.

The subsidy scheme has been a great success, and more than 1,000 Brigades and Groups have received subsidised digital scanners under Tier 1 and 2 orders.

All of the subsidised scanners have now been allocated, but you can order additional units at cost price – still well under retail - under Tier 3 of the program, which is open until 30 June 2016.

Get your Tier 3 orders in now;

Download the Brigade Order Form here

Download the Group Order Form here

You can download the updated FAQ sheet by clicking here, or download a copy of the Tier 2 confirmation letter and instructions by clicking here.

The whole subsidy program has been an outstanding success for members, and is a great example of CFA and VFBV working together for the benefit for our members.

A successful VFBV/CFA bid for additional funding means all Brigades and Groups that applied for any leftover digital scanners under Tier 2 of the subsidy program will now get as many as they requested at the subsidised price.

A phenomenal 994 Brigades and 81 Groups have responded to the Tier 1/2 program which closed on 15 January, with over 7,000 units ordered under Tier 1 alone. CFA has advised that they have completed shipping of all Tier 1(A) orders (the first three scanners to each Brigade), with the remainder of Tier 1(B) orders (up to five more) to be finished shipping by the end of March.

VFBV has again agreed to take on the ordering logistics for the Tier 2 program, and will coordinate payments from Brigades/Groups on behalf of CFA, just as we did for the Tier 1 program. CFA will continue to manage the purchase and shipping of the units.

Download the Brigade Order Form here

Download the Group Order Form here

YOU MUST TAKE ACTION BY 15 MAY

Each Brigade or Group will receive confirmation of their Tier 2 order via email, along with instructions and next steps. You are reminded that Tier 2 orders were binding, and as such the units have been ordered from the manufacturer. Please be advised that Brigades and Groups have until 15 May 2016 to pay for their orders, and you are encouraged to return payment ASAP, as orders will be shipped in the sequence that payment is received. As there are still long lead times from when CFA places an order with the manufacturer to when they are available in the country, the quicker your payment is received, the earlier you will receive the units.

We have prepared an updated FAQ sheet that also includes details about the use of external antennas that will improve performance for those members located in areas with poor or weak reception. You can download the FAQ sheet by clicking here, or download a copy of the confirmation letter and instructions by clicking here.

The whole subsidy program has been an outstanding success for members, and is a great example of CFA and VFBV working together for the benefit for our members.

UPDATE 19 January 2016: ORDERS HAVE NOW CLOSED

ANNOUNCEMENT 16 October: On behalf of CFA and VFBV it is with great pleasure that we announce the availability of CFA’s new Digital Scanners.

*** A copy of this letter and paper order forms have been posted with our October mailout. Digital copies of all forms are attached below. *** 

As you are more than likely already aware, CFA and VFBV through the Joint Communications & Technology Committee and CFA’s Business Services Team have been diligently working on a replacement Listening Set since 2010, with the knowledge that as CFA’s radio network transitioned to digital frequencies on the P25 digital network, almost all current analogue listening sets and scanners being used by members would become redundant. Acknowledging the significant expense that new digital capable devices represents to members, and the important role they play in many Brigades, we have been jointly working on not only a replacement scanner, but a subsidization program that would assist members with their replacement.

After an exhaustive tender, trial and selection process, the Uniden UBCD436-PT digital scanner has been selected. This will be amongst one of the first scanners available in Australian that support P25 Phase 2 digital communications, which future proofs the device as Victorian Emergency Services transition to Phase 2 P25 in the future. The scanner is backward compatible, is capable of receiving analogue and current Phase 1 P25 digital radio traffic and will come preprogramed with the current CFA/DELWP radio channel plan.

As this scanner is not currently available via retail channels, and is being manufactured and sold exclusively to CFA members before a public release next year – retail pricing is not yet available, however it is expected to retail within the $500 – $700 per unit range.

In order to provide Brigades with equitable and fair access to these units, CFA and VFBV have developed a subsidy program that will provide all brigades & groups access to a limited number of heavily subsidized units. Through a combination of project funding and a successful joint CFA/VFBV application to the VESEP program, $3 million dollars has been set aside to subsidize units for members. To ensure equitable access to this funding, brigades will have access to a guaranteed minimum of 8 units per brigade at a one off subsidy price of $150 per unit, plus postage and handling, with the subsidy budget picking up the difference. ($296.75) This effectively represents an approximate 70% discount for members. Groups will be provided with a guaranteed minimum of 2 units per group.

The 8 units per brigade, and 2 units per group will be reserved and put aside for brigades/groups to access. You will have 90 days to claim and order/pay for your reserved units at the heavily discounted price, and they will be dispatched as per the attached schedule as orders and payment are received. At the end of 90 days, any units that have not been taken up will then be re-released into the general pool, and will be equally allocated to brigades and groups based on their 2^nd Tier pre-orders. If there are any remaining units, these will then be advertised, and made available to individuals on a first in first served basis until all remaining units have been exhausted.

Once the subsidization budget runs out, (expected early 2016) additional units will be made available to individual members at a cost price of $446.75 plus postage and handling.

As these units are being manufactured by Uniden exclusively for CFA, there are long lead times on orders placed with the manufacturer. Units are being received into Australia as they come off the manufacturing line. The first 3,500 units are due to arrive in the country by the 1^st November, with a second and third order of units totallying another 2,500 units arriving late December and February. Again, in order to provide all brigades with equitable access to units as quickly as possible, brigades will be able to access their 8 guaranteed units in two batches. The first 3 will be dispatched immediately upon your order and payment being processed, with the remaining 5 being dispatched as soon as subsequent units arrive in the country, and dispatched in the order that orders/payment are received. Group units will be dispatched upon order and payment being processed.

It will be left to the discretion of your brigade/group to determine how the digital scanners will be distributed amongst members, and the brigade/group may determine to purchase the subsidized units from brigade/group funds or request individual members to reimburse the brigade/group for their scanner. During the subsidization program, orders will only be accepted from brigades and groups. As soon as the subsidization program is finished (expected early 2016) scanners will be available for purchase by individual members at cost price.

Payment for the first 8 scanners must accompany your brigade’s order. Cheques and money orders must be made payable to “CFA”. Payment for the first 2 group scanners must also accompany group orders..

If your brigade/group wishes to pay by direct deposit into CFA’s bank account, please indicate where shown on the order form and once your order form has been received, CFA will issue you with an invoice that will contain the direct deposit bank details for you to pay for the order. (If paying this way – you must wait for the invoice to arrive before making payment.)

CFA brigades who are still operating under their own brigade ABN and are registered for GST will need to be processed separately, and will need to wait for a Tax Invoice to be issued by CFA for the total amount payable. If you are unsure if your brigade is still operating under its own ABN, please contact the VFBV office and we can assist with your enquiries. (There are currently only 33 brigades in the state still operating under a brigade ABN – and your brigade secretary/treasurer should know.)

VFBV is providing the administrative support for the processing of orders, and as such all orders should be returned to VFBV for processing. VFBV will process and lodge all orders with CFA within 48 hours of our receiving them. Brigades will be sent an electronic confirmation of your orders lodgement.

Any questions or queries should be directed to the VFBV Office on (03) 9886 1141 or via email to This email address is being protected from spambots. You need JavaScript enabled to view it. 

Scanners are not endorsed for operational use, and are no replacement for an official CFA Tait portable/mobile radio. Digital scanners have no send capability, and can only listen in on communications.

This program would not have been possible without CFA’s support and approval, and VFBV wishes to thank CFA for the establishment and support of the subsidization program for the benefit of members.

Download a copy of this letter here

Download a Brigade Order Form here

Download a Group Order Form here

Download the FAQ's here

Download a sample Order Form here

Download Scanner Spec Sheet here

Frequently Asked Questions

1. Can we order less than 8 units?
Yes. Brigades are guaranteed to have access to a minimum of 8 subsidized units put aside for them and available up until the 15th January 2016. You can order less than eight, but postage and handling will remain at $35 for any number up to 3 units, and a second postage and handling fee of $45 for any number of units between 4 and 8.

Groups can also order less than their guaranteed 2 units, but again the postage and handling fee will remain at $35 for dispatch of the guaranteed units.

2. How will we know how many subsidized units we can have above our initial allocation of 8? (Tier 2)
We won’t know how many are available until the 25th January 2016. This is to ensure all brigades have equal time to order and pay for their initial allocation. After the closing date of the 15th January – any units not taken up by brigades through the Tier 1 process, will then be made available in the Tier 2 program. We will then divide this total number of units left over by the number of brigades and groups requesting Tier 2 units, and that number will then be allocated proportionally amongst the Tier 2 orders until there are no subsidized units remaining.

On the 25th January, brigades and groups will be advised how many of their Tier 2 orders can be honoured, and payment will then be requested. Brigades and groups will have until the 1st March to pay for these units.

3. Are Tier 2 orders binding?
Yes. Even though you won’t have to pay for these units until we know how many are available, we will have to treat all Tier 2 orders as binding in order to know how many we can allocate to brigades and groups. You should assume that you will be asked to pay for every unit you indicate on the Tier 2 order form.

4. Who will own the units?
This is a brigade/group decision. If the brigade purchases the units using brigade funds, then they will be owned by the brigade/group and can be allocated at the brigade’s or group’s discretion.
Many brigades/groups are likely to request that individual members purchase the units at their own expense, in which case brigades/groups will determine how to prioritize the limited number of subsidized units available, but once the member reimburses the brigade/group for the unit cost, the device will then become the property of that individual.

5. How should we prioritize members if more than 8 members want to pay for a scanner?
This is a brigade decision. The brigade may elect to implement its own ranking system which might prioritize members based on their role within the brigade or group, and what benefit that member’s possession of a digital scanner would have on the brigade.

6. What if a member does not want to order through the brigade/group and just wants to buy one themselves?

Individual members will not have access to units at the subsidized price unless the full allocations to brigades and groups are not taken up. However, individuals will be able to purchase units at the full cost price when they become available. Individual orders will be treated the same as any Tier 3 orders and will be processed only after the end of the subsidization program, which is expected to finish early 2016. The manufacturer will not have any additional capacity until the end of the subsidization program, as it is expected that demand through the subsidization process will deplete all available stock.

Non CFA members will need to wait until the product is released at the retail level, which will be at the manufacturer’s discretion and is unlikely to be until well after CFA’s internal distribution program is completed.

7. Why can only brigades or groups order them?
This scanner has been developed specifically for CFA members and there is a limited budget for how many units can be subsidized by CFA. We are expecting demand to exceed supply, and are therefore relying on brigades and groups to be best placed to determine priority based on benefit to the overall community/brigade/group.

8. Can Headquarters and Coastguard brigades apply?
Yes. All registered CFA brigades and groups may apply. This includes registered Headquarters brigades and registered CFA Coastguard brigades.

9. Can Forest industry brigades apply?
No.

10. Why have groups been provided with a smaller number of guaranteed units?
For two main reasons. The first was to maintain parity and proportion with the units offered to brigades when considering membership/role numbers. The second reason being that groups received a priority allocation well above brigade allocations in the allocation of CFA Tait radios during CFA’s radio replacement project. On average, each group in the state received an allocation of 10 CFA Tait radios for use by group personnel.

11. Why will only 3 units be dispatched straight away?
These units are being manufactured exclusively for CFA. It currently takes 120 days from when CFA places an order, and when that unit is then available in the country. 3 units per brigade has been determined by how many are in the country and are available now, with additional units being dispatched as they come off the manufacturing line.

12. I own a small business. Can I purchase these units for re-sale?
No. These units are only available exclusively for CFA members until early 2016.
These units are likely to be offered to the public through the manufacturer’s normal wholesale and retail channels at some point in the future, but is unlikely to occur before the end of CFA’s distribution program. Any decision to offer the unit to the public will be solely at the discretion of the manufacturer.

A new digital scanner has been selected to replace existing listening sets at CFA brigades, with an order now placed with the supplier.

The Uniden UBCD436HP-ES digital scanner was selected after an exhaustive 18-month selection process.

The scanner was subjected to a thorough technical testing process before samples of the scanner were provided to VFBV representatives across the state for field trials.

After considerable consultation between the CFA Evaluation Team and the VFBV representatives, the Uniden scanner was evaluated as being the superior product offered during the tender process.

CFA has signed a contract with Preston-based Pacific Telecommunications - the Australian distributer for Uniden scanners. Uniden is gearing up for production, and delivery is planned for the end of October 2015.

CFA understands the selection process for the new digital scanners has led to frustration among some CFA members. The rigorous selection process has revealed that the selected digital scanner is the best product currently available and has features that will enable it to be used with future developments in CFA’s radios including transition to P25 Phase 2 technology.

The new digital scanner will be delivered pre-programmed with the current CFA/DELWP radio channel plan. These scanners are capable of receiving analogue and digital radio traffic and meet all of CFA’s technical requirements for a digital scanner.

CFA is working with VFBV to determine a process for equitable distribution of the scanners across all CFA brigades, along with implementing a subsidy to lessen the financial impact. Further details of the distribution and subsidy will be provided when they are finalised.

You can see the CFA announcement on CFA News & Media.

A new digital scanner has been selected to replace existing listening sets at CFA brigades, with an order now placed with the supplier.

The Uniden UBCD436HP-ES digital scanner was selected after an exhaustive 18-month selection process.

The scanner was subjected to a thorough technical testing process before samples of the scanner were provided to VFBV representatives across the state for field trials.

After considerable consultation between the CFA Evaluation Team and the VFBV representatives, the Uniden scanner was evaluated as being the superior product offered during the tender process.

CFA has signed a contract with Preston-based Pacific Telecommunications - the Australian distributer for Uniden scanners. Uniden is gearing up for production, and delivery is planned for the end of October 2015.

CFA understands the selection process for the new digital scanners has led to frustration among some CFA members. The rigorous selection process has revealed that the selected digital scanner is the best product currently available and has features that will enable it to be used with future developments in CFA’s radios including transition to P25 Phase 2 technology.

The new digital scanner will be delivered pre-programmed with the current CFA/DELWP radio channel plan. These scanners are capable of receiving analogue and digital radio traffic and meet all of CFA’s technical requirements for a digital scanner.

CFA is working with VFBV to determine a process for equitable distribution of the scanners across all CFA brigades, along with implementing a subsidy to lessen the financial impact. Further details of the distribution and subsidy will be provided when they are finalised.

You can see the CFA announcement on CFA News & Media.

The long awaited CFA-approved digital listening sets/scanners for Brigades are not far away. CFA has chosen the successful unit and completed contract negotiations with the supplier.

CFA and VFBV are discussing the distribution of subsidised sets to Brigades, and should announce details in the next two weeks.

The unit has passed CFA technical evaluation and the volunteers who field tested it have given it the thumbs up.

The listening set has a large range of options, and the manufacturer has agreed to the volunteers’ request to supply it pre-configured with settings to suit CFA Brigades’ needs.

Having successfully had volunteers included in the field trials, VFBV has pressed for every Brigade to be offered an equal, guaranteed number of subsidised sets, with any sets not taken up to be equally redistributed to Brigades that want them.

The program is expected to be in full swing well before summer, and VFBV has offered to assist with logistics to ensure no Brigade is disadvantaged by remoteness or lack of access to electronic ordering.

We will post the announcement on the VFBV website as soon as it is available.

ANALOGUE CHANNEL SHUTDOWNS

The VFBV/CFA Joint Communications and Technology Committee has become aware that CFA is shutting down an increasing number of analogue radio channels, despite an agreement that it would not decommission analogue services until the new digital listening sets were available.

The Committee has expressed its frustration to CFA that the shutdowns have gone ahead. CFA representatives have explained that the analogue shutdowns where operationally required to provide increased digital capacity in the network, and did not go ahead without District Operations Managers’ approval.

CFA has told the Joint Committee that it was the OM’s responsibility to conduct local consultation before approving any shutdown. Should your Brigade have concerns, you should proactively discuss the issue with your OM before they approve any local Shutdown.

The subsidised distribution of digital listening sets should be announced within the next two weeks. In the meantime, CFA regional radio dispatch traffic is available online using the free website Broadcastify.  This web streaming service allows you to receive radio comms via your computer, smart phone or tablet. 

To hear CFA traffic, go to www.broadcastify.com/listen/stid/152 and select your region.  Anyone listening via their mobile phone should keep track of their data usage to avoid exceeding their monthly data limit.

<News on listening sets & scanners coming soon>

The VFBV/CFA Joint Communications Committee is pleased to advise that you can now tune in to regional radio dispatch traffic from anywhere in the state by using the free website Broadcastify.

This web streaming service allows you to receive radio comms via your computer, smart phone or tablet, without the need for a listening set, or an upfront cost. 

To hear CFA traffic, go to www.broadcastify.com/listen/stid/152 and select your region.  Official CFA streams are identified by a white star inside a red circle.  For those using smartphones, you may need to install a player from the app store.  Be aware that some free apps might have time restrictions which will stop the streaming after several minutes.

Anyone listening via their mobile phone or tablet should keep track of their data usage to avoid the extra cost of exceeding their monthly data limit.  The VFBV/CFA Joint Communications Committee has requested that CFA publish streaming rates and estimated data use per hour to ensure people can factor that into their decision to use the service.

This service is not designed to replace listening sets, but the streaming service will provide a convenient way to listen for those that prefer a smartphone or computer. The committee is still working very closely with CFA as they progress to tender, and will have news on listening sets very shortly.  

CFA’s change to digital radio dispatch channels is set to begin on 8 December in District 12, the first CFA District to migrate to the new digital frequencies on CFA Tait Radios.

The change will roll out District by District, with radio traffic still available on existing analogue radio frequencies for a period of time while the change to digital radio is bedded in.

VFBV has important advice for everyone using a listening set or scanner to monitor local Brigade activity;

• Don’t dispose of your existing analogue set – analogue radio frequencies will still be used for incident management channels for the foreseeable future, even after regional dispatch goes digital
• CFA will make regional dispatch available online, which means your computer, tablet or smart phone could monitor sufficient radio traffic to know when Brigades are called out or returning from calls.
• CFA is now looking at digital scanners/listening sets, with the intention of partnering with a vendor(s) to select digital sets that will be available for members to purchase at a competitive price – VFBV representatives are on the working party that will assess the machines’ suitability

The project was built into CFA’s Regional Radio Dispatch Project after VFBV’s 2010 Scanner and Listening Set Stocktake confirmed that there were thousands of sets being used by Brigades, volunteers and their families to monitor the movement of appliances and the escalation of jobs in their local area.   For operational volunteers, their scanner provided a way of predicting when their own pager might light up, and for family members, the listening set offered a way of providing support or just keeping tabs on how things were going for a volunteer in the field.

Well done to all Brigades that responded to the stocktake, which gave VFBV solid facts and figures to back what had been common volunteer wisdom up until that point, and well done to CFA Headquarters staff and in particular the Regional Radio Dispatch Project and CFA Technology Services Teams for working with VFBV and Brigades to provide flexible options that will help keep volunteers, Brigades and communities in touch with their crews in the field.

Digital radio promises more range, sensitivity and voice quality in radio communications and dedicated dispatch channels for each CFA District.

With Telstra contracted to build the new Regional Radio Dispatch network, the infrastructure build program is well advanced and once District 12 migrates across, a schedule for all CFA districts will cascade in quick succession.

Progress reports and project updates are being posted on the CFA website www.cfa.vic.gov.au 

Communications & Technology Joint Committee -2 Minute Briefing 

Issue 6, 11 August 2013

Quick snapshot of the priority issues and actions worked through at the most recent Joint Committee meeting between CFA and VFBV. (Meeting held 11/08/2013)

EAS PAGER REPLACEMENT PROGRAM UPDATE

Amy Ford from ESTA spoke to committee members on the pager roll outs that have been done for CFA, SES and AV.  Approximately 2/3 of pagers have been distributed, there have been a number of questions on functionality of the pagers rather than faults.

Approximately 30% of brigades have asked for extra training, as there was never an intention of a "drop and run" without any training.  ESTA and CFA will provide training as required to any member who requires this, brigades are encouraged to do this as a group and contact the EAS help desk.  ESTA encourages that any issues to be reported to the Brigade’s District Office or the EAS help desk.  There are four support ESTA staff to assist with support for pagers.  Need members to be comfortable to use the device, so please ask for support for further training.

ESTA are also after as much feedback to see if there are any faults, with planning for field trip to visit District to gather feedback. This method was deemed more effective that doing a survey. 

The Quick Reference User Guide information sheet that was distributed with the new pagers will also be sent as a poster to brigades.

EAS Help desk phone 1800 604 977

ESTA USER REFERENCE GROUP

At the request of VFBV, an EAS Pager User Reference Group will be established towards the end of the year to deal with a number of issues including; future pagers designs, the ongoing improvement of this new pager with programming and firmware upgrades and management and overview of issues and fault rectification with this new pager.  This group will also look at lessons learned from this pager roll out and what needs to be done with the end user in mind.  The group will be made up of volunteers and staff from all agencies.

LISTENING SETS

There have been two business cases put forward to CFA (one for streaming on the internet and one for a separate radio device).  VFBV is of a view that there is a need to have a range of solutions to cater for the situational awareness needs of all CFA members.  VFBV is awaiting the approval of the business cases and advice on how the solutions will be funded.

In anticipation of a ‘device styled solution’ CFA will soon call for expressions of interest from suppliers for digital listening sets (looking to have these fully programmed and possibly distributed from the manufacturer).

Following the decision to progress a suite of solutions, CFA will call for tenders from IT vendors for the live streaming and hardware supply.

OBSERVATION REPORTS

Information has been requested from the committee as to the details regarding progressing solutions as a result form brigades lodging paging and communications observation reports.  This is due to advice to VFBV that there is rarely any follow up to the brigade once the observation report is lodged.

CFA Officers have advised that the time frame for observation reports is Brigades are required to have them submitted within 60 days of the reported issue/incident and ESTA must have them completed within 60 days from their receiving them. Our Committee delegates sought to see how a decision was made in the follow up and ensure that this is done on each occasion.  The committee has also requested to see a summary of the observation reports tabled at each meeting.

Issue 5, 19 May 2013

Quick snapshot of the priority issues and actions worked through at the most recent Joint Committee meeting between CFA and VFBV.

EAS PAGER REPLACEMENT PROGRAM UPDATE

The VFBV Board advises all members that the pager validation trial has confirmed that the Alpha Legend pager has met the test described by the five programming upgrades sought by volunteers. Despite some reservations there is insufficient reason for volunteers to refuse to participate in the pager changeover program. Accordingly, the VFBV Board recommends that volunteers accept the new pager and return the old pager, as part of the roll-out program.

ESTA’s presented details of the EAS network upgrade and key features of the new EAS Alpha Legend Pager.

• Small message font size was raised as a potential issue by CFA and other agencies. ESTA’s investigations found that there is little flexibility in changing the font size due to the small size of the pager screen.
• ESTA has received feedback from VFBV on information/order of information to be provided in messages. Waiting feedback from CFA.
• SOP for the message template has been sent to VFBV for feedback and input from CFA.

ESTA demonstrated a new prototype cradle designed to house the pager. The cradle picks up sensors from the pager upon activation and creates a loud audio alert signal and flashing light for up to three minutes. The cradle is portable and can be used in vehicles via a cigarette lighter plug in. Literature has been sent to agencies and is also being distributed at pager rollout.

Time has been set to present the cradle to F&EM. Potential use and purchase of the cradle will be subject to CFA policy yet to be raised. 

REGIONAL RADIO DISPATCH PROJECT (RRDS) UPDATE

Business Change Manager will be recruited. Anticipated to be an F&EM type role similar to Operations Manager role on the RRP project.

Working with Telstra to finalise the District rollout schedule. Final schedule will be available at the end of May. It has been agreed that Districts 12, 15 and 2 will be completed first.

• Timing of outer metro switch to digital network
• Provision for expansion of the regional digital network has been made in the current RRDS contract.
• Outer metro digital network will flow on from completion of regional rollout, dependent upon funding.

Vehicle location distress function is a separate project to RDS and will be delivered at some time after districts migrate to the digital network (timing to be advised by Tait).

1. 1.    DIGITAL MIGRATION

Working on finalisation of the Digital Migration Strategy document. The final document will be provided to all stakeholders for review. Planning phase will commence upon completion of the strategy, commencing with the RDS regional plan.

1. 2.    LISTENING SETS 

Work on two solutions:

• Radio scanner for analogue and P25 digital
• ‘Streamed’ audio

Allocation priorities (critical listeners) and commercial model are to be identified. Source of funding to be identified. Digital scanner solution must be in place by end October to align with the first RDS rollouts.