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HomeMy WebLinkAboutORD-2012-043 - Approval of the Purchase of SunGard-OSSI E911 Comuter Aided Dispatch Sstem and Budget Amendment #2-B 1 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#2-13 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 The technology is outdated, unable to meet current demands and should be replaced in order to accommodate system needs.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 incidentlevent data and various time stamps for the units involved to the Zoll 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 mobi.le 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 I I - j 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#2-13 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 1 385,478_L 485,478 Transfer from General Fund 104,397 1 104,397 Total Project Revenues $292,000 $489,875 1 $781,875 ppropriated 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 1 $489,8751 $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 ORANGE COUNTY BOARD OF COMMISSIONERS COPY ACTION AOENQl4=5, 2012 CT Meeting Date: Action Agenda Item No. SUBJECT: Recommendations from the Emergency Services Workgroup for VIPER Radio —_--_-- System Improvements and Communication System Improvements DEPARTMENT: Emergency Services PUBLIC HEARING: (YIN) iVo ATTACHMENT(S): INFORMATION CONTACT: 1. County Capital Investment Plan for F. R. Montes de Oca, 245-6100 Emergency Services Michael Talbert, 245-2153 2. Revised Capital Investment Plan for Communication System Improvements 3. VIPER Tower Sites Worksheet 4. VIPER Tower VHF Antenna Sites Map PURPOSE: To receive recommendations from the Emergency Services Workgroup for VIPER (Voice Interoperability 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. BACKGROUND, At the May 15, 2012 regular meeting, the Manager presented the Board with the Recommended Fiscal Year 2012-13 Annual Operating Budget and 2012-17 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 eliminate busy signals Is by placing an optimum number of channels on each existing communications, tower. Equipment and hardware on the existing towers in grange 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 moet current information from the state: • Chatham Site: 3 channels/1 combiner • Hillsborough Site: 2 channels/1 combiner/1 antenna package. The tower is currently full and may require additional work to allow channels to be added, • Laws Site: 3 channels e UNC Site: 2 channels. Site Is maintained by UNC and may require additionar work to add channels. • Altamahaw Site: I 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. $00 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 PatroWIPER 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. responsiveness of UHC. He asked if UHC could come for an employee town hall meeting so that it is not so controlled and employees can ask unscripted questions. Nicole Clark said that she would take this to UHC and ask them. Commissioner Yuhasz asked if the Board went with Option 1 if there would be an opportunity at the next renewal to look at obesity coverage and Mark Browder said yes. Frank Clifton said that the employees he met with as part of the Employee Relations Committee were concerned about the cost of the obesity benefit. The employees would like the County to take steps to encourage these people to change their health habits and/or provide a wellness program before this benefit is implemented. Commissioner Foushee asked if the personnel ordinance reflects what the law requires in terms of eligibility for County Commissioners for retiree health insurance. The employees have to have 20 years of service to be eligible and the County Commissioners only have to serve for eight years. This is not equitable in her opinion. The law requires a minimum of ten years of service before the County Commissioners are eligible. The ordinance should reflect this. John Roberts said that there have been no modifications to the ordinance, but they are forthcoming. The statute states that it applies to any class of former officers and employees of the County. Commissioner Yuhasz said that the Board should discuss the time requirement for Board of County Commissioners for eligibility. He thinks that the requirement should also be 20 years for the County Commissioners,just like it is for employees. A motion was made by Commissioner Foushee, seconded by Commissioner Hemminger to approve a 20-year requirement for County Commissioners to be eligible for retiree health coverage. VOTE: UNANIMOUS A motion was made by Commissioner Hemminger, seconded by Commissioner Foushee to approve the renewal of the fully-insured health insurance plans with United Healthcare, choosing Option 1, with an overall premium increase of 8.51%. VOTE: UNANIMOUS b. Approval of the Purchase of SunGard-OSSI E911 Computer Aided Dispatch System and Budget Amendment#2-B The Board considered approval of 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 and authorizing the Chair to sign. Michael Talbert said that the current CAD system is now 20 years old and this equipment has been reviewed by the Emergency Services work group and the Emergency Services consultant. The CAD system that has been ordered will take about 12 months to implement. The initial budget was $640,000, but more money has been moved into the 911 fund, and the appropriation would will $485,478 from the E911 Fund for this equipment. PUBLIC COMMENT: Peter Hallenbeck read a prepared statement. I'm wearing three hats tonight: Citizen Pete, 20 years with Efland Fire, Deputy Chief Pete, and PageTrack Pete. What is PageTrack? A little over a year ago, I started a software company that has developed a real time tracking system for fire, EMS, and rescue responders. It's web based and runs on smart phones, Pads, and desktops. It is currently being used by many departments in the county. Those departments can use the system for free forever. I am submitting a document with my detailed questions and concerns about the OSSI path that the county is on. There is no easy way to summarize all the points. The agenda for this meeting says that after the OSSI demonstration, "The system was well- received by the stakeholders." The problem is that an email was sent out on a Wednesday that gave Fire just two days to voice any concerns about the system. Many concerns that I had voice anywhere from 1 to 5 months ago had not been address by Emergency Services. There's been talk of the strained relationship between ES and the fire departments, and the CC said that we all need to communicate better. Well, fire should have voiced any concerns they had, and ES should not have taken silence to be the same as approval. So we are on a path where this is a good chance there will be friction once again between the groups. If the fire departments can't use PageTrack with OSSI, and have to switch to the OSSI A.V.L. system, they will lose capabilities they have now while spending as much as nine times as much money. So this lack of communications could cost the fire departments .5 million dollars at start up and $50,000 per year ongoing costs. The scheduling of this vote is sad, since the CC will meet with the fire departments in just two days. A communications opportunity lost. There's a lot of talk about all the stakeholders having a voice in the development of the system. It seems to me that after the purchase, those options go down substantially. So please read my concerns. I want to avoid a situation where a year down the road everyone is yelling at each other because the system is not what they want or cost too much to implement. And even if you approve the purchase tonight, please work with Fire so that you can insure their concerns are met. Historically, Fire has not had much success convincing ES to change how they do things. Deploying this new CAD system is an opportunity to fix that problem and have better emergency service to people that are in trouble. Commissioner McKee said that there was an opportunity for a demonstration of this at the Emergency Services work group. He said that he felt that the intention is to keep an open dialogue with the fire departments. He does not want to close the door to further dialogue. Commissioner Jacobs asked if the contract could be signed after the meeting with the fire departments and rescue squad on Thursday. Michael Talbert said that the County was offered a special deal to sign the contract before October 5th. He is not sure there is another clear alternative because this system is also used by the adjoining counties. It is the preferred system across the State. Commissioner Jacobs said that he would like to sign this contract after the meeting because there may be further information regarding suggestions or modifications from the fire departments. A motion was made by Commissioner McKee, seconded by Commissioner Jacobs to approve the purchase of the SunGard-OSSI E911 Computer Aided Dispatch system, authorize the Chair to sign the contract(after the meeting on October e), and approve Budget Amendment#2-B. VOTE: UNANIMOUS c. Draft Town of Hillsborough Future Land Use Plan The Board considered authorizing the Chair to submit a letter submitting preliminary comments to the Town of Hillsborough regarding its draft Future Land Use Plan and receive an update on the joint planning process that is to occur between the Town and County. Comprehensive Planning Supervisor Tom Altieri made a PowerPoint presentation. He said that the Town of Hillsborough and Orange County have been coordinating planning efforts for several years. Current efforts towards joint planning originated in 2005 with a joint task force completing a report identifying principles of agreement as a guide to future planning efforts. In 2006, a Strategic Growth Plan report was completed calling for the preparation of an interlocal agreement, which was also adopted in 2009. The interlocal agreement provides for the adoption of the joint land use plan, adjustments to the Town's extraterritorial jurisdiction, and adoption of zoning and subdivision regulations for areas to be covered by the Joint Land Use Plan. The Town of Hillsborough is now taking the first step towards the Joint Land Use Plan and has prepared a draft for public review. The Town held the first of two outreach meetings on September 13th. The 2rd outreach meeting will occur tomorrow morning from 10:00 a.m. to 12:00 p.m., working towards a target public hearing date of October 18th, followed by a Planning Board recommendation in November and subsequent Board consideration in December. The County's role is to offer preliminary comments to the Town on the draft Future Lane Use Plan as it moves into the public hearing process. The County will not be discussing specifics at this stage, so citizens are encouraged to attend the outreach session and the public hearing to hear the presentation. Planning staff has prepared a draft letter for the Board's consideration as preliminary input to the Town. This letter is in Attachment 4 in the packet on page 5. Item 7.c. October 2, 2012 BOCC Meeting Hillsborough-Orange Joint Planning Background: Hillsborough-Orange Urban Transition Area Task Force (2005) Hillsborough-Orange Strategic Growth Plan, Phase I Report (2006) Hillsborough-Orange Strategic Growth Plan, Phase 11 Agreement (2009) Summary of Town of Hillsborough Next Steps: ro Second Outreach Session — October 3 , 10:00 AM— 12:00 PM at Town Barn th Public Hearing — October 18 , 7:00 P.M. at Town Barn Planning Board—November Town Board Consideration— December 2012 Town of Hillsborough Draft Future Land Use Plan The Manager Recommends the Board: 1. Receive the update; and