SEAPRO Technical Manual

General Communications Policy

Regardless of the size of a spill, the need to communicate quickly and clearly is critical. For an efficient spill response, the telecommunications network between the command post and field operations must be appropriate and dependable.

For minor spills, direct point-to-point communications are needed and can be provided by two or more VHF portable radios or cellular phones. In the event of a major spill, where there will be an extended response covering a wide area, it is necessary to establish a command post as close to the spill site as possible to coordinate all communications in a substantially expanded communications network. A command post communications center would include telephone (fixed and cellular) radiotelephone (VHF, UHF, Marine VHF, Ground to Air), modems, facsimile machines, and satellite communications. In rural or remote areas, a field command may be established and rely on radio telephones (VHF, UHF, Marine VHF, Ground to Air), satellite communication, and cellular telephones (dependent on coverage).

Once a command post and the Incident Command System are established, a communications plan would be developed to confirm or assign specific radio frequencies to command and control, field operations, logistics, marine and air operations. In addition, a communications schedule would be prepared to specify when reports are to be transmitted and when field crews are to report.

Communications Plan - ICS FORM 205

Incident Radio Communication Plan		Incident Name:		Date/Time Prepared:	Operational Period:
Basic Radio Channel Utilization
System (VHF)	Channel	Function	Frequency	Assignment	Remarks
OS 29	1	Tactical	TX: 173.225 RX: 173.225	Task Force 1
OS 30	2	Tactical	TX: 173.275 RX: 173.275	Task Force 2
OS 31	3	Tactical	TX: 173.325 RX: 173.325	Task Force 3
OS 32	4	Tactical	TX: 173.375 RX: 173.375	Task Force 4
OS 76	5	Marine Repeater	TX: 160.725 RX: 150.965	Command & Control
OS 35	6	Base Repeater	TX: 150.980 RX: 154.585	Command & Control	SEAPRO Office Communications
OS 59	7	Portable Repeater	TX: 150.965 RX: 160.725	Command & Control
OS 74	8	Marine 18	TX: 156.900 RX: 156.900	Marine Ops
OS 70	9	Marine 9	TX: 156.650 RX: 156.650	Marine Logistics
OS 71	10	Marine 10	TX: 156.500 RX: 156.500	Marine Ops
OS 72	11	Marine 11	TX: 156.450 RX: 156.450	Marine Ops
OS 53	12	Portable Repeater	TX: 150.815 RX: 160.530	Command & Control
OS 54	13	Tactical	TX: 150.815 RX: 150.815	Support Ops	Wildlife & SCAT Teams
OS 55	14	Portable Repeater	TX: 150.830 RX: 160.590	Command & Control
OS 56	15	Tactical	TX: 150.830 RX: 150.830	Support Ops	Wildlife & SCAT Teams
OS 73	16	Marine 16	TX: 156.800 RX: 156.800	Marine Safety
AIRCRAFT	N/A	Ground to Air	Local UNICOM	Air Ops
UHF-1	1	Portable Repeater	TX: 459.000 RX: 454.000	Command & Control Link
UHF-2	2	Tactical	TX: 454.000 RX: 454.000	Command & Control
UHF-3	3	Portable Repeater	TX: 456.075 RX: 451.075	Command & Control Link
UHF-4	4	Tactical	TX: 451.075 RX: 451.075	Command & Control
UHF-5	5	Portable Repeater	TX: 456.125 RX: 451.125	Command & Control Link
UHF-6	6	Portable Repeater	TX: 456.375 RX: 451.375	Command & Control Link
System (SAT)
Garmin InReach	N/A	Field Text Messaging	N/A	Command & Control
ICS 205 Pg. 1 of 1	Prepared by:

Command and Control

A dedicated Command and Control net is essential in order to communicate quickly with field operations managers, support staff, and logistical personnel. This net will usually be comprised of a dispatch console (located at the command post), portable repeater (located with line of site capability between the command post and field), and mobile or portable handheld radios (located in the field). In the event of a minor spill, one frequency can be utilized for both Operations and Command and Control. During a major spill, two or more frequencies will be assigned for Command and Control communications and a dispatch center may be set up.

Field Operations

A dedicated Operations net is essential in order to coordinate communications between Task Force personnel working in the field. This net will usually be comprised of mobile and portable handheld radios, but may include a repeater to extend local area coverage.

Logistics

A dedicated Logistics net is essential in order to communicate long logistical requests and facilitate the delivery/pickup of supplies. Typically logistical requests will be faxed to the Incident Command Post via satellite or cell phone and the dedicated frequencies will be used for local area coordination (load out, expediters, staging areas, etc). Logistics may, at times, share the Command and Control net if they are outside the line of site communications range. This net will usually be comprised of mobile radios, satellite/cell phones, and portable handheld radios, but may include the use of the Command and Control repeater to extend the coverage area.

Marine Operations

A dedicated Marine net is essential in order to communicate between vessels, that may be involved with the response effort, and the Command, Operations, and Logistical sections. All contracted vessels will come equipped with a marine VHF radio. In order to facilitate the initial response operations, the Command and Control repeater will be configured for Marine Repeater 85 frequencies. This net will usually be comprised of mobile and portable handheld radios, but may include the use of the Command and Control repeater to extend the coverage area.

Air Operations

A dedicated Air net is essential in order to communicate between aircraft, that may be involved with the response effor,t and the Command, Operations, and Logistical sections. All contracted aircraft will come equipped with an air to ground VHF radio. This net will usually be comprised of mobile and portable handheld radios, but may include the use of the Command and Control repeater if the aircraft has a programmable VHF radio or a marine VHF radio installed.

Communications Coverage

Maps for cellular phone coverage inside SEAPRO's area of coverage can be accessed at the following websites:

AT & T

Verizon

GCI

The coverage area for VHF/UHF is based on a 60-mile radius from the command post. This distance is a conservative estimate based on the capabilities of SEAPRO's proven portable communications system.
The coverage for cellular phone is based on information provided by its service provider. A coverage map for satellite phone services is not provided, due to the general acceptance that the Irridium system is capable of communicating anywhere in Southeast Alaska.

Basic Communication Network

SEAPRO

Telephone Communications. SEAPRO maintains a telephone system with four incoming lines for daily operations and contact with staff personnel 24 hours per day. During regular working hours, the main office number will be answered by SEAPRO staff members. At night, on weekends, and on holidays, calls placed to the main office number will be forwarded to a computerized phone dialer. The phone system will provide the staff with the immediate information that the caller provided or can forward the call directly to their cell phone. All SEAPRO personnel carry cellular phones, which are activated simultaneously by a call to the 24-hour Emergency Number (main office number after hours).

To view the SEAPRO Contact Numbers click here.

Communications Equipment Inventory

SEAPRO's communication equipment inventory can be viewed here: Zone 1 (Ketchikan) Zone 7 (Juneau)

SEAPRO/Member Company Equipment Compatibility

SEAPRO and its member companies have some communications equipment that is compatible. However, rather than attempt to monitor the condition, maintenance, and location of equipment belonging to its collective companies, SEAPRO will rely on its own equipment, equipment available through other co-ops, or equipment available in major locations in Southeast Alaska for which soft contracts are referenced.

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Expanded Communications Network

In the event of a large spill (an incident estimated to last from 5-10 days), SEAPRO’s existing communications network will be expanded, as described below, using equipment from various local vendors with whom arrangements have been made for quick access to additional communications equipment. In the event of a spill requiring more management space (and telephone/FAX/computer communications capabilities) than is afforded by SEAPRO's Ketchikan offices, or where establishing a command center in Juneau would be more appropriate, a command center would be established at the Ted Ferry Civic Center in Ketchikan or Centennial Hall in Juneau.

Telephone and other communication lines at the Ted Ferry Civic Center are pre-wired and have been exercised numerous times by the USCG, State of Alaska, and private industry. There are, however, no VHF, UHF, or HF capabilities at the Civic Center. These issues would be addressed when telephone lines were activated. A specific layout and activation plan for the Civic Center was developed by the USCG in 1999 and is kept on file at the SEAPRO office. It is estimated that it would take 48 hours to make the Ted Ferry Civic Center fully operational for a large spill response (according to the USCG report).

Centennial Hall in Juneau has similarly been examined for use as a command center. It is also pre-wired and ICS layouts and logistics for activation of the hall have been preplanned. That document is maintained at the SEAPRO office. Activation and set-up is anticipated to take 24-36 hours.

Telephone System

The SEAPRO office's telephone system can be expanded from 4 lines to 40 lines. Activation of the additional lines has been prearranged and will occur within 2 hours of a telephone call to either the main office or the 24-hour Ketchikan Public Utilities Bailey Power Plant person on duty.

Cellular Phone System

In a major spill, SEAPRO’s own inventory of cellular phones in Ketchikan could be increased from 4 to any number needed. SEAPRO also has a satellite phone which can be used for Southeast Alaska communications to and from remote sites.

Facsimile and E-Mail Systems

In the event additional communications equipment is needed, SEAPRO has several options. One is data communication via cellular air card, which provides vessel-to-vessel, vessel-to-shore, and shore-to-vessel communications via the cellular provider networks. Coverage is improving rapidly in Southeast Alaska and offers reliable service to many remote sites.

A mutual aid agreement that includes communications equipment exists among all the Alaska co-ops. Additionally, all of the Alaska co-ops have coordinated their radio frequencies so that any Alaska co-op communications equipment that might be shared is already programmed with frequencies that are compatible with all of the other co-ops' equipment. Marine Repeater Channel 85 plus channels 9, 10, 11, 16, and 18 are pre-programmed on all co-op equipment. Other SEAPRO channels are for private communications. In addition, portable equipment is available off-the-shelf from local vendors in Ketchikan, Juneau, and Sitka (e.g., hand-held radios).

Maintenance

All of SEAPRO’s communications equipment has been thoroughly tested. Preventative maintenance is conducted on a quarterly basis, except for the batteries that are conditioned/charged on a monthly basis.

Good Communications Practices

Good communications practices are everyone’s responsibility. However, the Communications Coordinator and the field "command center" watchstanders are ultimately responsible for ensuring that these practices are followed. Please see the checklist below.

• Use telephone, FAX, or electronic mail to reduce radio congestion.
• Avoid oral relay of messages, unless absolutely necessary. Written message traffic is preferred.
• Isolate the field “command center” from high activity or noise areas. If this is not possible, isolate the communications center to a quiet area and set up an intercom system to the “command center".
• On major spills, establish two day watches and one night watch during the first week. The day watch will require headsets to prevent interference during heavy traffic periods.
• Watchstanders must operate with ACCURACY, CLARITY, and BREVITY. Watchstanders must log all messages sent and received.
• Maintain a daily inventory of all portable radios, batteries, headsets, chargers, etc., and their locations.
• The Communications Coordinator will participate in daily planning meetings to determine communication requirements for the next day, in order to allow sufficient lead time to assemble any additionally required equipment.
• The night shift Communications Coordinator will prepare daily communication operations plans to be photocopied and delivered to the command center or distributed to day shift crews. The plans will list all operational units, call signs, frequencies, number of radio units to be used, air operations, and special activities.
• Watchstanders will maintain a detailed map of the spill area showing the following locations:

• all vessels;
• contaminated beaches;
• skimmer systems;
• beach cleanup crews;
• deployed oil boom;
• oil slicks;
• command center;
• heliports;
• logistic staging sites;
• disposal sites.