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HomeMy WebLinkAboutAgenda - 10-02-2012 - 7b ORD-2012-043 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 2, 2012 Action Agenda Item No. 7-b SUBJECT: Approval of the Purchase of SunGard-OSSI E911 Computer Aided Dispatch System and Budget Amendment#2-B DEPARTMENT: Emergency Services PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: June 5, 2012 Board Meeting Abstract— Michael Talbert, 245-2308 Recommendations from the F. R. Montes de Oca, 245-6100 Emergency Services Workgroup for VIPER Radio System Improvements and Communication Equipment Improvements PURPOSE: To approve the purchase of the SunGard-OSSI E911 Computer Aided Dispatch system as recommended by the Emergency Services Workgroup; and approval of Budget Amendment#2-B. BACKGROUND: Since 1992 Orange County has utilized a Computer Aided dispatch system from Logistic Systems (Logysis), the current vendor. The technology is outdated, unable to meet current demands and should be replaced in order to accommodate system needs. OSSI has a complete package that will provide a robust, efficient system with needed features. The system supports data sharing between agencies and across jurisdictions; improves employee productivity by simplifying repetitive tasks; and delivers real-time information across the entire Emergency Services' spectrum including law enforcement, fire, rescue, and emergency medical services (EMS). The proposal includes a turn-key hardware, software, and services solution and can be partially funded by 9-1-1 Emergency Telephone System funds. The SunGard OSSI-CAD System has been reviewed and recommended by the members of the Emergency Services Workgroup. On September 5, 2012, Emergency Services held a demonstration of the system for all stakeholders. The system was well-received by the stakeholders. That was the first in a series of many meetings Emergency Services will host with stakeholders to ensure all users have a voice in the development of this new system. Alamance, Chatham and Durham counties also currently use the OSSI CAD system, which will allow for easier integration and interoperability throughout the region. Below is a listing of the OSSI features and applications included with the purchase of the system that stakeholders consider essential to take advantage of all of the functionality to meet Orange County's needs. 2 OSSI Features Alpha-Numeric The Alpha-Numeric Paging Module automatically sends an alpha-numeric page to Paging responding units upon dispatch. In addition, the paging module can send individual personalized messages to specific pagers directly from CAD. Automatic Vehicle Locator (AVL) The Automatic Vehicle Locator (AVL) software for the OSSI CAD workstation Display allows the communicator to view/track/find mobile units in the field. CAD Status SunGard Public Sector's OSSI CAD Status Resource Monitor allows the user to Resource Monitor view OSSI CAD activity and various calls for service reports. The C2C Module allows an agency to transfer events between two independent CAD-to-CAD (C2C) OSSI CAD systems. This is a powerful feature for a dispatch center handling Event Transfer emergency calls that need routing to another dispatch center. C2C uses an established network or an Internet connection to transfer calls from the communication center receiving the calls to the agency responding to the calls. The OSSI CAD E-911 Interface provides a seamless interface with any E-911 Interface commercially available E-911 system via a serial interface to the controller's CAD port and immediate map support to a communicator. The Rip and Run Module allows for remote call (printing and/or faxing) Rip and Run notifications at Fire/EMS stations. It provides a short dispatch report with calls for service information. When all units clear the call, each dispatched station receives the full radio/event log CAD event report. SunGard Public Sector's OSSI Message Switch Application equips agencies with State/NCIC technology to exchange information without voice channels over the radio Queries (Message network. OSSI Message Switch supports voiceless dispatch; status updates; car- Switch) to-car messaging; car-to-CAD messaging; and queries to access information from their vehicles, including local, state, and national warrant checks, stolen vehicle and property information, mug shots, and records management information. FIREHOUSE The ACS FIREHOUSE Software Interface allows OSSI CAD to provide transfer Software® call information to the FIREHOUSE Fire RMS, including call incident number, Interface units, and times. PageGate PageGate software allows the CAD Paging Module to interface with the PageGate Interface third-party product. PageGate allows multiple paging service providers. Zoll PCR This is a one-way interface from OSSI CAD to Zoll. OSSI CAD will push basic Interface incident/event data and various time stamps for the units involved to the Zoll Application. Crime Analysis Plus, a stand-alone application within its OSSI Public Safety Crime Analysis Software Solutions Suite. This new application helps crime analysts to perform Plus predictive future-crime analysis, identify high crime areas, and pin-map events, while helping eliminate hours of research and mapping. OpsCAD is a browser-based application that provides remote view-only access to the agency's OSSI CAD system. The application provides a secure method for an OpsCAD agency to view open/active calls, available/active units, and search event history. If the agency is using the OSSI CAD Mapping program, active calls may be displayed graphically on a remote map. Mobile Server The mobile server software allows the OSSI MCT Client to communicate with the Software server using a secure VPN connection. The MCT allows users to see active calls, mark unit status, and receive digital dispatch information through a laptop. On June 5, 2012 the Board approved a recommendation from the Emergency Services Workgroup to include the purchase of the SunGard OSSI-CAD System in the Annual Budget for Fiscal Year 2012-2013. If the purchase is approved, Emergency Services will work with all stakeholders to insure that the installation and setup of the system will meet the needs of all 3 stakeholders. The OSSI-CAD System will be ordered when the contract is signed, and the System will be fully operational in 12 months. The County Attorney has reviewed the SunGard Contract. FINANCIAL IMPACT: Total projected project cost was estimated to be $640,000, to be financed over five years, with only $128,000 (the first year's payment) included in the Capital Investment Plan (CIP). The actual cost of the OSSI-CAD System is $589,875. The North Carolina 911 Board has approved in writing the use of$485,478 of E911 Emergency Telephone System Funds for this project. The Fund Balance in the account now exceeds $900,000. With the availability of E911 Emergency Telephone System Funds, financing the project of five years is no longer necessary. Budget Amendment #2-B appropriates $485,478 from the E911 Emergency Telephone System Fund Balance and $104,397 from the General Fund's Fund Balance to complete the purchase. Budget Amendment#2-B Communications System Improvements Project: Project#30061 Revenues for this project: FY2012-13 October 2, FY 2012-13 Original 2012 Revised Budget Amendment Alternative Financing $192,000 $192,000 Transfer from E911 Funds 100,000 385,478 485,478 Transfer from General Fund 104,397 104,397 Total Project Revenues $292,000 $489,875 $781,875 Appropriated for this project: FY2012-13 October 2, FY 2012-13 Original 2012 Revised Budget Amendment Equipment $292,000 $ 489,875 $781,875 Total Project Appropriation $292,000 $489,875 $781,875 RECOMMENDATION(S): The Manager recommends that the Board approve the purchase of the SunGard-OSSI E911 Computer Aided Dispatch system, authorize the Chair to sign the contract, and approve Budget Amendment#2-B. 4 ORANG: COUNTY BOARD OF COMMISSIONERS 1111 ,1,11 ACTION AGENDA I CT 111 111111„„ 1.11,101,1111i Meeting Dat une 5, 2012 Action Agenda Item No. -7- SUBJECT: Recommendations fro the Emergency Services1A/ca*grcup for VIPER"' Radio S stem Im•rovements and Communication S ste lmorovements DEPARTMENT: Emergency Services PU::,ILIC HEARING: (YIN) No ATTACHMENT(S): INFORMATION CONTACT: 1. County Capital Investment Plan for F. R. Mentes de Oca, 245-6100 Emergency Services Michael Talbert, 245-2153 2. Revised Capital Investment Plan for Communication System Improve, ents 3. VIPER Tower Sites Worksheet VIPER Tower VHF Antenna Sites Map 11111111•1111111111111.11111111111111111111111111111M. PURPOSE: To receive recommendations from the Emergency Services Workgroup for VIPER (Voice interoperabiiity Plan for Emergency Responders) Radio System Improvements and Communication System Improvements included in the Capital Investment Plan for Fiscal Year 2012-13 and incorporate the recommendations as appropriate into the approval of the Fiscal Year 2012-13 Annual Budget ACKGI-OUND: At the May 15, 2012 regular meeting, the Manager presented the Board with the Recommended Fiscal Year 2012-13 Annual Operating Budget and 2012-11 Capital Investment Plan, VIPER Radio System On April 10, 2012, Mike Hodgson, Manager of the VIPER system for the North Carolina State Highway Patrol, met with the Emergency Services Workgroup, The best option for Orange County to eliminat- busy signals is by placing an optimum number of channels on each existing com:ilunications tower, Equipment and hardware on the existing towers in Orange County as well as the surrounding areas would need to be upgraded to allow for increased system capacity to reduce busy signals received by field units during times of high demand. Channels and additional equipment would need to be added to the following locations based on the most current inform:.tion from the state: • Chatham Site: 3 channels/1 combiner • Hillsborough Site: 2 channels/1 combinerfl antenna package. The tower is currently full and may require additional work to allow channels to be added. • Laws Site: 3 channels • UNC Site: 2 channels. Site is maintained by UNC and may require additional work to add channels, 5 • Altamahaw Site: 1 channel • Mebane Site: 2 channels. OSSI — CAD Replacement Since 1992 Orange County has utilized a Computer Aided Dispatch system from Logysis, the current vendor. The system is outdated, unable to meet current demands and should be replaced in order to accommodate system needs. OSSI has a complete package that will provide a more robust and efficient system with needed modules already interfaced. The system supports data sharing between agencies and across jurisdictions; improves employee productivity by simplifying repetitive tasks; and delivers real-time information across the entire Emergency Services spectrum including law enforcement, fire and EMS. OSSI is offering a five-year payment plan which includes equal payments over the five years with 0% interest. The proposal includes a turnkey hardware, software and services solution and can be funded by 9-1-1 funds contingent upon the approval of the NC 9-1-1 Board. 800 MHz Radios Portable and mobile radios within the Emergency Services Department have or will be reaching seven-years of age. The projected useful life of these radios is seven years. Replacement is necessary to ensure reliability for emergency responders. The Manager's Recommended Capital Investment Plan (CIP) included the purchase of all radios and the Emergency Services Workgroup is recommending that the replacement of radios be phased over the next five years. The County started purchasing new 800 MHz radios in 2004, and the Fiscal Year 2012-13 Recommended Budget includes funding to replace these original radios plus sufficient radios for new staff and to begin to replenish the disaster radio cache. The addition of 4.5 Emergency Medical Services (EMS) units and 15 positions has diminished the disaster radio cache. Every field employee must have a portable radio to ensure safe field operations. It is important to establish standard features and specifications for 800 MHz radios (portables and mobiles) to ensure system reliability, and optimal integration with new platforms (P25) which will be placed in service by the North Carolina State Highway PatroINIPER starting in 2013. It is critical that units purchased be standardized to ensure integration, reliability and reduce potential for field failure. The Emergency Services Workgroup has reviewed the Capital Investment Plan and makes the following recommendations to the Board of County Commissioners: 2012-13 Manager's Recommendation Workgroup Recommendation CIP Viper Radio System Additional Channels on Existing Towers $543,750 $543,750 Communications OSSI-CAD Replacement $128,000 $128,000 800 MHz Radios $620,000 $164,000 FINANCIAL IMPACT: The Workgroup's recommendation for the VIPER Radio System and OSSI-CAD Replacement does not necessitate any change from the Manager's Recommended 6 CIP. The Workgroup's recommended budget for the replacement of 800 MHz radios would reduce the Manager's Recommended CIP by $456,000 for Fiscal Year 2012-13. RECOMMENDATION(S): The Manager recommends that the Board receive the recommendations from the Emergency Services Workgroup for VIPER Radio System, OSSI - CAD Replacement, and 800 MHz Radios included in the Capital Investment Plan for Fiscal Year 2012-1313 and incorporate the recommendations as appropriate into the approval of the Fiscal Year 2012-13 Annual Budget.