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Contract No. 2014-06 .
AGREEMENT
THIS AGREEMENT (the Agreement) is made effective the _J� day of
7d,mher 2013 by and between Orange County the Grantee, a unit of local government of
Orange County North Carolina, and the North Carolina 911 Board (hereinafter referred to as
911 Board), an agency of the State of North Carolina. Grantee and the Board (together "the
Parties")hereby agree as follows:
WITNESSETH:
WHEREAS, the 911 Board was created by SL 2007-383 (N.C. Gen. Stat. §62A-40 et seq.) to
collect and administer the 911 Fund; and
WHEREAS, Grantee is Orange County North Carolina, represented by Orange County
Emergency Communications; and
WHEREAS, the 911 Board solicited grant applications pursuant to N.C. Gen. Stat. §62A-47 and
procedures for Grants adopted by the Board; and
WHEREAS, Grantee desires funding to upgrade current equipment and increase the number of
telecommunicator positions in the Orange County Communications Center; and
WHEREAS, the Parties desire to contract;
NOW, THEREFORE, the Parties enter into this Agreement, and in consideration of the
mutual promises and such other valuable consideration as shall be set out herein, the Parties
hereto do mutually agree to the following terms and conditions:
1. Definitions:
a. Project: Orange County Emergency Communications Enhancement.
b. Executive Director: the Executive Director of the 911 Board.
C. Grant Funds: the amount authorized for award by the 911 Board, $625,828.
d. Grant: Financial assistance provided by the 911 Board, or a subgrantee, to carry
out activities whereby the 911 Board anticipates no programmatic involvement with the
grantee or subgrantee during the performance of the Grant.
e. Grantee: Orange County, notwithstanding N.C. Gen. Stat §143C-6-23(a)(2).
f. State Funds: Any funds appropriated by the N.C. General Assembly or collected
by the State of North Carolina. The Grant Funds are State Funds. Grantee recognizes
that the expenditure of money deposited in the State treasury, including the 911 Fund, is
subject to acts of appropriation by the General Assembly and actions of the Budget
Director.
g. Subgrantee: As defined in N.C. Gen. Stat. §143C-6-23(a)(3), a non-State entity
that receives a grant of State funds from a Grantee of a State Agency, here the 911 Board,
or a Subgrantee of a Grantee, but does not include any non-State entity subject to the
audit and other reporting requirements of the Local Government Commission.
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h. Unit of Local Government: As defined in N.C. Gen. Stat. §160A-460, means a
county, city, consolidated city-county, local board of education, sanitary district, facility
authority created under Article 20 of Chapter 160A of the General Statutes, special
district created under Article 43 of Chapter 105 of the General Statutes, or other local
political subdivision, authority, or agency of local government.
2. Scope of Project: The Project comprises upgrading currently used telephone system
equipment, radio system equipment and adding four new positions in the County's primary
PSAP, and ensuring that such improvements meet the State's radio P25 standard and proposed
standards for 911 centers.
a. Grantee shall be responsible for management of the Project and completing the
objectives and goals presented in the Grant Application. To the extent that the Project
includes expenses that are not eligible for reimbursement, Grantee shall be responsible
for all expenses for the non-eligible items.
b. Goals and objectives include:
1. Orange County will add four additional dispatch positions to meet
increases in the Orange County population allowing telecommunicators to
handle the rise in calls. The Orange County Board of County
Commissioners has approved the increase in staffing from seven (7) to
eleven(11)positions in the 911 Communications Center.
2. Orange County 9-1-1 currently utilizes the Priority Dispatch EMD
(Emergency Medical Dispatch) system and will expand this by purchasing
the Priority Dispatch EFD (Emergency Fire Dispatch) and EPD
(Emergency Police Dispatch) systems. Orange County will purchase the
interface software to allow for full usage of these systems, and the EFD
and EPD quality assurance packages, card sets, and materials for training
purposes.
C. Grantee shall submit a revised budget and work plan within thirty (30) days of
signing this Agreement. These revised documents must reflect any changes and special
conditions of the Grant award. The budget must include any matching funds or funds
from other sources and the anticipated time when such funds will be spent. The work
plan should include a time line and specific milestones and/or deliverables that will be
used to measure interim progress and accomplishments of the project during the term of
this Agreement. Grant Funds will not be released until these revised documents are
approved by the 911 Board Executive Director.
d. Grantee will draft one or more Requests for Proposal to be utilized by Grantee in
development, procurement and/or operations of the Project.
e. Grantee will collect and compile documents as directed by the 911 Board for the
purpose of Grantee's verifying the requirements of Article 3 of Chapter 62A.
f. Grantee shall assist the 911 Board in any audits of Grant Funds by supplying
required document(s)to satisfy the requests of an auditor.
3. Changes in the Project.
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a. If changes or extra work are requested with respect to the Project, such changes
must be authorized in writing by the Parties. The 911 Board will not approve any
changes that exceed its authority under N.C. Gen. Stat. §62A-40 et seq, or subsequent
modification thereof
b. Any work referred to in Paragraph 3(a) above shall be the subject of a separate
written agreement between Grantee stating the costs and schedule for completing any
such extra work.
C. Each Party shall immediately notify the other of any change in conditions or
applicable law, or any other event, which may significantly affect its ability to perform
the Project.
d. The Parties agree that the 911 Board may assign this Agreement to its successor,
if any; or continue the Agreement by amending the term if legislation is enacted that
does, or may, affect the term of this agreement.
e. A request for change in the project period requires advance written approval by
the 911 Board Executive Director. The request must be submitted in writing, stating the
basis for the request, to the 911 Board Executive Director at least 30 calendar days prior
to the expiration of the Grant. The Grantee shall submit a revised budget and any other
documentation or information requested by the 911 Board Executive Director indicating
the planned use of all unexpended funds during the extension period.
4. Regional/Consortium.(Reserved)
5. Term of Agreement. The Parties intend that the term of this Agreement shall begin upon
the Effective Date and extend through 31 December 2014 (End Date). The effective period of
this Agreement shall commence upon completion by the Parties' authorized signatories (the
Effective Date), and terminate upon the End Date unless sooner terminated under Paragraph 14;
or amended by written agreement to extend said date by the Parties or their successors in interest.
6. Project Schedule. Grantee shall prepare and deliver a project schedule consistent with
this Agreement that substantially conforms to the following:
a. The Project is anticipated to be completed in prior to 31 December 2014. In
accordance with the Grant Application, the Project Schedule begins with the Effective
Date of this Agreement as follows:
1. The new Motorola Radio consoles will have the order placed in queue
around the end of April 2013 with actual order and install completed once
the State determines the cutover date for P25 which should be around the
end of 2013 or early 2014.
2. Prior to 1 December 2014, live implementation of the enhancements.
b. Grantee shall prepare and release one or more solicitation documents comprising
RFPs or other similar documents within sixty (60) days of the Effective Date.
C. Any contracts shall be awarded within thirty (30) days of receipt.
d. Equipment and installation funded by this Grant Agreement shall be delivered,
installed and tested not later than 5 months from the Effective Date.
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7. Delivery of Grant Funds. The total Grant Funds equals Six Hundred Twenty Five
Thousand Eight Hundred Twenty Eight ($625,828) Dollars. The total Project cost anticipated is
One Million Three Hundred Ninety Five Thousand Nine Hundred Sixteen ($1,395,916) Dollars.
Grant Funds shall be held by the 911 Board and delivered as follows:
a. Funds shall be released to Grantee after receiving copies of Grantee's contracts,
purchase orders and invoices therefor, and Grantee's satisfactory completion of its
obligations under this Agreement. Grant Funds shall not be used for updating data
gathered during the Project. The 911 Board may release Grant Funds directly to
subgrantees upon receipt of evidence satisfactory to the 911 Board Executive Director
that all conditions necessary to release such Funds have been satisfied. Such evidence
may comprise demonstrated compliance with work and payment schedules of this
Agreement and any agreement with a Subgrantee, relevant contracts, purchase orders and
invoices therefor, satisfactory completion of testing and acceptance criteria of Grantee's
contracts with its vendors, approval of the Grantee, and such other evidence as the
Executive Director deems reasonably necessary or proper. Payment schedules may
include pre-determined progress payments, payments based upon time and materials that
are not to exceed a maximum amount, retainage, and such other terms that are consistent
with this Agreement.
b. Grant Funds shall not be released, or paid, in advance of performance of actual
services or reimbursable purchases. Funds shall be released only for expenses that are
eligible under N.C. Gen. Stat. §62A-40 et seq. and the policies of the 911 Board.
C. Indirect costs and administrative costs will not be allowable charges against Grant
Funds unless such costs are specifically included in the approved Project budget as
incorporated into the award.
d. Grantee will maintain full, accurate, and verifiable accounting records to support
the preparation of financial statements in conformity with accounting practices applicable
to N.C. local governments as approved by, or consistent with, standards of the Local
Government Commission. Expenditures must be consistent with the Project Budget and
N.C. Gen. Stat. §62A-40 et seq.
e. In the event Grantee breaches any of the covenants or agreements contained in
this Paragraph, or any of the representations and warranties of Paragraphs 9, 19, and 24
are untrue as to a material fact as of the date of this Agreement, Grantee agrees to return
any unearned Grant Funds held by Grantee and refund sums equal to any non-qualified
expenditures paid with Grant Funds. Grantee's obligations that are created by this
subsection (e), to return Grant Funds and to refund sums, apply only to Grant Funds held
by Grantee. Grant Funds are "held" by Grantee only to the extent they are in the actual,
not constructive,possession of Grantee.
f. Grantee must attend workshops or other instructional sessions relating to
administration of the Grant or use of 911 Funds provided by the 911 Board during the
term of this Agreement.
8. Travel Expenses. The approved budget does not include travel costs. Such costs, if any,
are limited to reimbursement rates set forth in N.C. Gen. Stat. §138-6; as interpreted by the
Office of State Budget and Management, and as amended from time to time. Further
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expenditures for travel, conferences, software or equipment that are not within the deliverables
and payment schedule annexed hereto and as presented in the approved budget may be
reimbursed at the rates set forth in N.C. Gen. Stat. §138-6; as interpreted by the Office of State
Budget and Management, and as amended from time to time. The State of North Carolina's
Travel Policy is contained in the State Budget Manual located on the Internet at
http://www.osbm.state.nc.us. Original receipts for such expenses shall be retained by Grantee.
9. Independent Status of Grantee.
a. It is agreed between the Parties that neither this Agreement nor any provisions
hereof shall be deemed to create a partnership or joint venture between Grantee and any
third party; nor with the 911 Board. It is further agreed that except for the rights
expressly granted to Grantee or the 911 Board in this Agreement, neither of them shall
have any proprietary rights in the Project.
b. The Parties acknowledge that Grantee is an independent entity. Grantee shall not
represent itself as an agent of the 911 Board; nor shall the Agreement be construed so as
to make Grantee an agent of the 911 Board. Grantee shall not have the ability to bind the
911 Board to any agreement for payment of goods or services, nor shall it represent to
any person or entity that it has such ability. Grantee shall be responsible for payment of
all its expenses, including rent, office expenses and all forms of compensation to
employees. Grantee shall provide workers compensation insurance to the extent required
for its operations and shall accept full responsibility for payments of unemployment
compensation, social security, income taxes and any other charges, taxes or payroll
deductions required by law in connection with its operations, for itself and its employees
who are performing work pursuant to this Agreement. All expenses incurred by Grantee
are its sole responsibility. The 911 Board shall not be liable for the payment of any
obligations incurred in the performance of the Project.
10. Conflicts of Interest. Grantee acknowledges and represents that it has adopted policies
governing conflicts of interest and ethics in the exercise of its authority, and its actions under this
Agreement. Grantee will review, disclose and employ its best efforts to resolve any anticipated
or reported conflict of interest or issue involving its ethics policies during the performance of this
Agreement. Grantee shall, upon request, submit a copy of its conflict to interest policy, and shall
ensure that such policy conforms to the requirements of N.C. Gen. Stat. §143C-6-23 and other
applicable laws.
11. Obligation of Funds. Grant Funds provided by the 911 Board may not be utilized for
expenses incurred by Grantee prior to the Effective Date or subsequent to the Termination Date.
All unpaid obligations incurred prior to the Termination Date shall be paid and satisfied by
Grantee within thirty (30) days thereafter. Prior approval shall not be required for changes that
affect the approved budget unless the Grant Application Budget Narrative is exceeded by ten
(10%) percent or $500.00, whichever is greater. Any changes in the approved budget that would
result in the addition or deletion of a budget category shall require prior approval from the 911
Board.
12. Project Records.
a. Grantee shall maintain full, accurate and verifiable financial records, supporting
documents, and all other pertinent data for this Project in such a manner so as to identify
and document clearly the expenditure of Grant funds provided under this Agreement,
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separate from accounts for other awards, monetary contributions, or other revenue
sources for this Project.
b. Grantee shall retain all financial records, supporting documents, and all other
pertinent records related to the Project for five (5) years from the Termination Date. In
the event such records are audited, all Project records shall be retained beyond such
three-year period until any and all audit findings have been resolved.
C. Pursuant to N.C. Gen. Stat. §143C-6-23, and §147-64.7, Grantee agrees to make
available to the State Auditor, Grantee, or designated representatives of the foregoing, all
of its records which relate to the Project, and agrees to allow the 911 Board or its
representative to audit, examine and copy any and all data, documents, proceedings,
records and notes of activity relating in any way to the Project. Access to these records
shall be allowed upon request at any time during normal business hours and as often as
the 911 Board or its representative may deem necessary.
d. Grantee acknowledges and agrees that it will be subject to the audit and reporting
requirements prescribed by N.C. Gen. Stat. § 143C-6-23 et seq., Non-State Entities
Receiving State Funds or N.C.G.S §159-34, The Local Government and Fiscal Control
Act - Annual Independent Audit, Rules, N.C. Gen. Stat. §62A-40 et seq. and the policies
of the 911 Board, and Regulations; as applicable. Such audit and reporting requirements
may vary depending upon the amount and source of funding received by Grantee, and are
subject to change from time to time. Grantee shall constantly monitor all performance
under Grant-supported activities, including activities performed by Sub-grantees, to
ensure that time schedules are being met, projected work units by time periods are being
accomplished, and other performance goals are being achieved. Such obligations to
comply with the Board's or other agency's monitoring activities shall survive grant
closeout and the termination of this Agreement.
13. Publications.
a. Any published or distributed reports, data, or other information shall contain a
disclaimer statement to the following effect: Any opinions, findings, conclusions, or
recommendations expressed in this publication are those of the author(s) and do not
necessarily reflect the view and policies of the 911 Board.
b. 911 Board may publish or arrange for the publication of information resulting
from work carried out under this Agreement, and copyright any books, publications,
films, or other copyrightable materials developed in the course of or resulting from work
under this Agreement.
C. Upon publication of materials resulting from the work of the Project, Grantee
shall furnish a minimum of two copies of reprints to the 911 Board.
14. Termination; Availability of Funds.
a. If Grantee fails for any reason to fulfill in a timely and proper manner its
obligations under this Agreement, the 911 Board shall thereupon have the right to
terminate this Agreement by giving written notice to Grantee of such termination and by
specifying the effective date of termination. In such event, the 911 Board shall have no
responsibility to make additional payments under this Agreement after the Termination
Date. No further expenditures shall be made under this Agreement except for such work
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as shall have already been performed prior to the Termination Date and Grantee shall
return all unearned funds upon the demand of the 911 Board. The Grantee shall not be
relieved of liability to the 911 Board for damages sustained by the 911 Board by virtue of
any breach of this agreement, and the 911 Board may withhold payment to the Grantee
for the purpose of set off until such time as the exact amount of damages due the 911
Board from such breach can be determined.
b. The Parties may terminate this Agreement by mutual consent upon sixty (60) days
notice. Notice may be given by either party to the other at the addresses and to the
attention of the Party's representative specified in Paragraph 28 below.
C. Termination of the contract by the Grantee shall not prohibit the 911 Board from
seeking remedy for additional costs consequential to the termination, which are incurred
by the 911 Board. The Grantee shall repay to the 911 Board any Grant Funds received in
excess of the payment due under this Agreement.
d. Grantee recognizes that the expenditure of money deposited in the State treasury,
including the 911 Fund, is subject to acts of appropriation by the General Assembly and
actions of the Budget Director.
15. Liabilities and Loss. The 911 Board assumes no liability, nor shall it have any liability
under this Agreement, with respect to accidents, bodily injury, illness, breach of contract or any
other damages, claims, or losses arising out of any activities undertaken by Grantee or its
contractors under this Agreement, whether with respect to persons or property of Grantee, or
third parties. Grantee agrees to obtain insurance to protect it and others as it may deem
desirable, or, if it elects not to obtain such insurance, it represents that it has adequate resources
available to it for this purpose. Further, Grantee agrees to indemnify, defend and save harmless
the 911 Board, and their respective officers, agents and employees against any liability, including
costs and expenses and attorneys fees, for the violation of any proprietary right or right of
privacy arising out of the publication, translation, reproduction, delivery, performance, use or
disposition of any information published resulting from the work of the Project or based on any
libelous or other unlawful matter contained in such information. Grantee also further agrees to
indemnify, defend and save harmless the 911 Board, and their respective officers, agents and
employees from any and all claims and losses accruing or resulting to any and all subgrantees,
laborers and any other person, firm or -corporation furnishing or supplying work, services,
materials or supplies in connection with the Project and the performance of this Agreement, and
from any and all claims and losses accruing or resulting to any person, firm, or corporation who
may be injured or damaged by Grantee or its agents in the performance of the Project.
16. Bankruptcy of Third Parties. In the event that any Sub-grantee (or other entity other than
Grantee) receiving Grant funds files bankruptcy owing Grantee, the Board or other entities any
money, it shall be the sole responsibility of Grantee to (i) immediately notify the Board and (ii)
pursue all reasonable claims against the debtor in bankruptcy to obtain the maximum payment
allowed by law. To the extent that Grantee fails to pursue the debtor in bankruptcy and obtain
the maximum payment allowed by law, Grantee shall be responsible for all amounts paid to such
Third Party that are not returned to Grantee; and no Grant Funds may be expended to replace
such monies or payments represented by claims against the Third Party.
17. Remedies. In the event of Grantee's non-compliance with any provision in this
Agreement, Grantee agrees that the Board may take any actions authorized by law or by this
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Agreement, including but not limited to those described in 9 N.C.A.C. 3M.0401. These
remedies include, but are not limited to, reducing or suspending Grant funds or terminating the
Grant, including the withdrawal of all funds described in this Agreement except for funds
already expended on otherwise eligible activities which may not be recaptured or deducted from
future grants. The Board may also require Grantee to reimburse Grantee's Program account, or
improperly expended funds by Grantee or any Subgrantee or other Third Party. Additionally,the
Grant and the Program may be terminated by either party for convenience.
a. Upon non-compliance with the applicable provisions of 9 N.C.A.C. 3M, the
Board shall take measures under .0801 of that Subchapter to ensure that the requirements
are met, including: communicating the requirements to the non-State entity; requiring a
response from the non-State entity upon a determination of noncompliance; and
suspending payments to the non-State entity until the non-State entity is in compliance.
b. Pursuant to 9 N.C.A.C. 3M.0703(11), the Parties may terminate this Agreement
with 60 day's notice by mutual consent, or as otherwise provided by law. Pursuant to 9
N.C.A.C. 3M.0703(13), unexpended grant funds shall revert back to the Board upon
termination of the Agreement, unless otherwise provided by applicable laws, rules,
regulations or orders.
C. However, no termination of this Agreement or the Grant (i) removes Grantee's
liability regarding any Grant funds improperly expended (including the Board's
enforcement abilities to recover such funds) or (ii) removes Grantee's existing and
continued obligations and liabilities with respect to Grant funds already properly
expended(including the Board's enforcement abilities).
18. Entire Agreement. This Agreement supersedes all prior agreements between the 911
Board and Grantee, and expresses the entire understanding of the Parties with respect to the
transactions contemplated herein, and shall not be amended, modified or altered except pursuant
to a writing signed by both Parties.
19. Grantee Representation and Warranties. Grantee hereby represents and warrants that:
a. Grantee is duly organized and validly existing as a unit of local government under
the laws of the State of North Carolina.
b. This Agreement constitutes a binding obligation of Grantee, enforceable against it
in accordance with its terms. The execution and delivery of this Agreement have been
duly authorized by all necessary action on the part of Grantee, and does not violate any
applicable organizational documents of Grantee, or any agreement or undertaking to
which it is a party or by which it is bound.
C. There is no action, suit, proceeding, or investigation at law or in equity or before
any court, public board or body pending, or to Grantee's knowledge, threatened against
or affecting it, that could or might adversely affect the Project or any of the transactions
contemplated by this Agreement or the validity or enforceability of this Agreement or
Grantee's ability to discharge its obligations under this Agreement.
d. All consents or approvals necessary from any governmental authority as a
condition to the execution and delivery of this Agreement have been obtained by Grantee.
Grantee shall provide the 911 Board with evidence of the existence of all such contracts
at the time of the execution of this Agreement.
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e. The Grantee will notify the 911 Board Executive Director of any significant
problems relating to the administrative or financial aspects of the award, such as
misappropriation of funds; use of 911 Funds for non-eligible expenses; placement or
retaining 911 funds in any account other than the Emergency System Telephone Fund.
20. Performance Measures. Grantee shall ensure that its contracts with third parties include
performance measures that provide remedies ensuring protection of the Grant Funds, any
matching funds or funds from other sources, and that secure completion of this Agreement
consistent with the time and budget for the Project. Specific measures are within the discretion
of Grantee, and shall consider including measures including one or more of the following:
a. Requiring terminated vendors to provide costs of cover for replacement goods or
services.
b. Termination of vendor contracts for cause and vendor's forfeiture of rights to
payment.
C. Grantee's ownership, or free use, of all planning materials, estimates, drafts,
plans, drawings and similar items or information produced by Grantee's vendors in the
event of termination for any reason.
d. Grantee's requirement that its vendors provide contract security for their
performance, including but not limited to, bonds, letters of credit, escrows of funds or
other assets, or like security.
e. Terms and conditions of agreements allocating damages and setting forth
limitations of liability as may be necessary or proper to ensure that any breaches or
failures to perform by Grantee's vendors, as a minimum measure,
f. Acceptance testing and warranties for any and all equipment, goods and services
provided by Grantee's vendors of sufficient duration and measurement to ensure
performance consistent with 911 center operations.
21. Subcontracting. Grantee shall not subcontract any of the work contemplated under this
contract without obtaining prior written approval from the 911 Board. Any approved subcontract
shall be subject to all conditions of this Agreement. Only the subgrantees specified in the
Application are to be considered approved upon award of the contract. Grantee shall be
responsible for the performance of any subgrantee; and shall require all subgrantees to comply
with the provisions of the grant award, including this Agreement. Grantee shall be responsible
for the performance of any subgrantee.
a. Grantee shall ensure that any subgrantee provides all information necessary or
proper to ensure compliance with this Agreement and the timely completion of the
Proj ect.
b. The Grantee shall provide all necessary personnel, equipment, and facilities
required to implement the work as stated in the Grantee's grant application and
subsequently approved project schedules, budgets and project scope identified herein, in
accordance with the stated objectives, goals, results, standards, and deliverables.
22. Excusable Delay (Force Majeure). Neither party shall be liable for any failure or delay in
performing any of its obligations under this Agreement that is due to causes beyond its
reasonable control, such as, but not limited to, acts of God, earthquakes and other natural
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catastrophes, governmental acts, shortages of supplies, riots, war, fire, epidemics, delays in
common carriers, labor strikes or other difficulties or circumstances beyond its reasonable
control. Grantee shall notify the 911 Board promptly of any factor, occurrence or event that
comes to its attention that may affect or delay Grantee's ability to perform any of its other
obligations hereunder. The obligations and rights of the excused party shall be extended on a
day to day basis for the time period equal to the period of the excusable delay.
23. Dispute Resolution. The Parties agree that it is in their mutual interest to resolve disputes
informally. A claim by Grantee shall be submitted in writing to the 911 Board for decision. A
claim by the 911 Board shall be submitted in writing to Grantee for decision. The Parties shall
negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time
the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their
respective duties and responsibilities under this Agreement. If a dispute cannot be resolved
between the Parties within thirty (30) days after delivery of notice, either Party may elect to
exercise any other remedies available under this Agreement, or at law; or invite the other party to
submit the matter to mediation. If both Parties agree to submit the matter to mediation, the
following actions shall be taken:
a. Each Party shall recommend a mediator certified by the N.C. Courts after first
determining that the recommended mediator, and said mediator's firm, if any, have no
conflict or prior knowledge of the matter to be resolved, and no prior work for or against
either Party; and,
b. The recommended mediators must have knowledge of the general subject matter
of the FCC 911 laws,regulations and 911 practices; and,
C. The recommended mediators must be able to execute and deliver a satisfactory
confidentiality and non-disclosure agreement if information exempt from disclosure
under N.C. Gen. Stat. §132-1, et seq. is relevant or material to the matter to be resolved;
and,
d. Recommended mediators and their respective contact and qualification
information shall be exchanged within five (5) days to each party as provided in
Paragraph 28 below following the agreement to mediate; and
e. Unless the Parties mutually agree to select a particular mediator, the selection of a
mediator shall be determined by the Mediator's earliest available date to initiate
mediation. Any agreement to mediate shall require the Parties to appear and mediate the
matter in good faith in accordance with the schedule and calendar established by the
Mediator; and,
f. Provided, however, that this term shall not constitute an agreement by either Party
to mediate or arbitrate any dispute; and that any agreement to mediate may be revoked or
terminated without penalty therefore if so advised by the N.C. Attorney General.
24. Special Provisions and Conditions.
a. The 911 Board may request from Grantee certain information that will assist 911
Board with evaluation of the short and long-range impact of its programs. Grantee
recognizes that such requests may occur after termination of this Agreement and agrees,
to the extent possible,to provide such information as requested.
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b. If the 911 Board finds that Grantee has used grant funds for an unauthorized
purpose, or in a manner not agreed and approved as provided in this Agreement, the
Board shall report such findings to the Attorney General, The Office of State Budget and
Management, the Office of the State Auditor, and the Office of the State Controller, as
may be required by applicable law and regulations. Funds shall not be disbursed to
Grantee if the Grantee fails to comply with the reporting requirements of this Agreement.
C. Nondiscrimination. Grantee agrees not to discriminate by reason of age, race,
religion, color, sex, national origin, or handicap related to the activities of this
Agreement.
d. Conflict of Interest. Grantee certifies that to the best of its knowledge no
employee or officer of Grantee has any pecuniary interest in the business of the 911
Board or of the Project, and that no person associated with Grantee has any interest that
would conflict in any manner with the performance of the Agreement.
e. Order of Precedence. To the extent of any conflict between this Agreement,
including the Exhibits comprising Grantee's Grant Application and supporting
documents and Reporting Schedule, such conflicts shall be resolved by first referring to
this Agreement, followed serially by the Reporting Schedule, grant application, and lastly
by other subordinate documents in reverse order to their adoption.
f. Compliance with Laws. Grantee shall at all times observe and comply with all
laws, ordinances, and regulation of the state, federal and local governments which may in
any manner affect the performance of the Agreement.
g. Non-Assi nability. Grantee shall not assign any interest in the Agreement and
shall not transfer any interest in the same without prior written consent of the 911 Board;
provided, however, that claims for money due to Grantee from the 911 Board under this
Agreement may be assigned to any commercial bank or other financial institution without
such approval.
h. Personnel. Grantee represents that is has, or will secure at its own expense, all
personnel required to carry out and perform the scope of services required under this
Agreement. Such personnel shall be fully qualified and shall be authorized under state
and local law to perform such services.
i. Future Coo eration. The Board and Grantee agree to cooperate fully with one
another, to execute any and all supplementary documents and/or agreements that may be
necessary or helpful to give full force and effect to the terms of this Agreement and to the
Parties' intentions in entering this Agreement.
j. Illegal Aliens. No costs incurred as a result of work performed by illegal aliens
shall be eligible for reimbursement by Grant funds. As such, in submitting a
reimbursement request to the Board for payment, Grantee shall be required to certify to
the Board that the expenses for which reimbursement is sought were not incurred as a
result of work performed by illegal aliens.
25. Intellectual Property Rights. All documents, data, databases, maps, compilations and
other works produced by Grantee or any subgrantee under this Agreement shall be considered
either Works for Hire under applicable copyright law, or as public records, and neither Grantee
nor any subgrantee shall have any property rights of ownership in such works.
Page 11 of 17
26. Confidential Information. The Parties acknowledge and agree that each is subject to the
N.C. Public Records Act, which is set forth in N.C. General Statutes 132-1, et seq. The Parties
further acknowledge and agree that other standards of confidentiality may apply to information
made or received during the performance of this Agreement. Such information may include
proprietary information of a third party. Prior to accepting any proprietary information, the
receiving Party shall ensure that an appropriate and acceptable non-disclosure agreement (NDA)
is prepared. Any NDA shall ensure:
a. That the Proprietary Information is protected as permitted by applicable law,
b. That the Proprietary Information is available and accessible to all persons as may
be necessary to complete the purposes of this Agreement, and
C. That the Proprietary Information is clearly marked as such.
27. Proprietary Information: Proprietary information shall be subject to the N.C. Public
Records Act, which is set forth in N.C. Gen. Stat. 132-1, et seq. Grantee shall ensure that any
third party is encouraged to review the applicable Statutes prior to submitting any information or
documentation believed to be proprietary.
a. 911 Board may maintain the confidentiality of certain types of information
described in N.C. Gen. Stat. §132-1, et seq. Such information may include trade
secrets defined by N.C. Gen. Stat. §66-152 and other information exempted from
the Public Records Act pursuant to N.C. Gen. Stat. §132-1.2.
b. Grantee may permit third parties to designate appropriate portions of reports, data,
and other deliverables as confidential, consistent with and to the extent permitted
under the statutes set forth above, by marking the top and bottom of pages
containing confidential information with a legend in boldface type
"CONFIDENTIAL." By so marking any page, any disclosing party warrants
that it has formed a good faith opinion, having received such necessary or proper
review by counsel and other knowledgeable advisors that the portions marked
confidential meet the requirements of the Statutes set forth above.
c. The 911 Board may serve as custodian of confidential information and not as an
arbiter of claims against any party's assertion of confidentiality. If an action is
brought pursuant to N.C. Gen. Stat. §132-9 to compel disclosure information
marked confidential, the disclosing party agrees that it will intervene in the action
through its counsel and participate in defending the 911 Board, including any
public official(s) or public employee(s). The 911 Board agrees to promptly notify
Grantee in writing of any action seeking to compel the disclosure of a third
party's confidential information. The 911 Board shall have the right, at its option
and expense, to participate in the defense of the action through its counsel. The
911 Board shall have no liability to Grantee or any third party with respect to the
disclosure of confidential information ordered by a court of competent jurisdiction
pursuant to N.C. Gen. Stat. §132-9 or other applicable law; nor by disclosure of
unmarked information or information that is publicly known.
28. Notice. All notices required or permitted to be delivered hereunder and all
communications in respect hereof shall be in writing and shall be deemed given when personally
Page 12 of 17
delivered by one or more of the following: when deposited in the United States mails, first class,
postage prepaid and properly addressed, by facsimile, or by e-mail, as follows:
If to the 911 Board: Attn: Richard Taylor, Executive Director
N.C. 911 Board
P.O. Box 17209
Raleigh,NC 27609
Fax: 919-981-2548
E-Mail: Richard.Taylor @nc.gov
If to Grantee: Attn: Craig Blackwood
Data Manager
510 Meadowlands Drive
Hillsborough,NC 27278
Fax: 919-732-8130
E-Mail : cblackwood @Orangecountync.gov
or addressed to such other address or to the attention of such other individual as the 911 Board or
Grantee shall have specified in a notice delivered pursuant to this Subsection.
29. Construction. This Agreement shall be construed and governed by the laws of the State
of North Carolina. The place of this Agreement, its situs and forum, shall be Wake County,
North Carolina, where all matters, whether sounding in contract or in tort, relating to its validity,
construction, interpretation and enforcement shall be determined. The Parties agree and submit,
solely for matters relating to this Contract, to the jurisdiction of the courts of the State of North
Carolina, and stipulate that Wake County shall be the proper venue for all matters.
30. This Agreement will expire if not signed and returned to the 911 Board for
countersignature no later than ninety (90) days from the date it was sent to Grantee.
Page 13 of 17
IN WITNESSETH WHEREOF, the Parties hereto have executed this Agreement as of the date
first above written.
Orange County
By:
Title:
ATT ST: Date:
2Thi�stru ent has been ap ved as to technical content.
Jam roves,Department Director
This instrument has been preaudited in the Manner required by
the Local G//v��ernment Budget nd Fisc Control Act.
By. a.,t"sr
Office ot the Finance Direct or
This ins trument has been approved as to form and legal
suffici c .
Office f the Cou Attorney
N.C. 911 Board
By:
Title:
Date: \`O
Page 14 of 17
Exhibit A
Reporting Schedule
Grantee shall report the following to the Board, by providing information to the Executive
Director:
1. Grantee's contracts shall include performance measures and acceptance testing criteria to
ensure that the equipment and services meet the operational and technical requirements of
the 911 center. Grantee shall provide copies of contracts, purchase orders and invoices for
any equipment or services for which Grant Funds will be expended, including direct
disbursements to subgrantees, if any. Such items shall be reported to the Executive
Director in a timely manner to ensure prompt payment for any authorized invoices.
2. Progress Reports or assessments that demonstrate the success, or lack thereof, of the
Project. The progress reports shall include activities and actions within the Scope of
Project (Section 2), Project Schedule (Section 6), and the following information: a
comparison of actual accomplishments to the goals and objectives described in the Grant
Application as such are established for the period and any significant findings; reasons why
established goals were not met, if applicable; and other pertinent information including,
where appropriate, analysis and explanation of cost overruns or projected changes in time
or funding needed for completion of project objectives.
3. Reports: The Grantee shall provide monthly reporting of contracts, purchase orders and
other financial matters identified in Paragraph 1 above. These monthly reports shall be
delivered to the Executive Director beginning on 1 October 2013 and continue thereafter on
the first of each month for the term of the Agreement.
a. The Grantee shall submit one copy of the each report via email in Microsoft Word
and PDF format to the Project Officer and one copy of the transmittal letter to the
Grant Administrator.
b. The Grantee shall appear and provide presentations to the 911 Board during the
term of this Agreement upon request of the 911 Board.
4. Interim Reports: Between the required reporting dates, events may occur which have
significant impact upon the project or program. In such cases, the Grantee shall inform the
911 Board as soon as the following types of conditions become known:
a. Problems, delays, or adverse conditions which will materially affect the ability to
attain program objectives, prevent the meeting of time schedules and goals, or
preclude the attainment of project work. This disclosure shall be accompanied by a
statement of the action taken or contemplated, and any Federal assistance needed to
resolve the situation.
b. Favorable developments or events which enable meeting time schedules and goals
sooner than anticipated or producing more work units than originally projected.
5. Final Technical Report
a. An interim report and final report documenting activities and outcomes is required.
In addition, an ROI case study describing the-project, completed ROI spreadsheets,
Page 15 of 17
financial analyses summary, and multi-agency financial business case for the
project should be attached to the final report.
b. The Grantee shall submit one copy of the final technical report via email in
Microsoft Word and PDF format to the Project Officer and one copy of the
transmittal letter to the Grant within 90 days of the end of the project period.
c. The final technical report shall document and summarize the results of the work.
Such reports shall contain a comprehensive review of accomplishments, a
chronological bibliography of any publications as well as significant scientific
papers resulting from the work performed. The final report shall be submitted
within 90 days of the end of the project period.
6. Budgets and/or budget projections for subsequent years, as may be developed during the
term of this Agreement, illustrating financial support to update and maintain the Project
equipment.
Page 16 of 17
Exhibit B
Grant Application
Grantee's grant application is incorporated by reference.
Page 17 of 17
Grant Application
General Information
Grant Project Title Orange County Systems Replacement and Upgrades
Grant Fiscal Year 2014
Project Director DATA MANAGER
Project Contact CRAIG BLACKWOOD
Title DATA MANAGER
Address 510 MEADOWLANDS DR,HILLSBOROU,NC 27278
Phone 919-245-6130
Fax 919-732-8130
Email CBLACKWOOD @ORANGECOUNTYNC.GOV
Grant Program E-911 Enhancement/Replacement
Grant Type Individual PSAP Enhancement/Replacement
PSAP Applicant,Based upon Grant Type Orange County Emergency Communications
Project Description
Required for all grant types, this should be a thorough, concise, and complete description of the proposed project.
Please outline project goals and objectives.
Orange County Emergency Services(OCES)is applying for funding to upgrade the department's 9-1-1 dispatch capabilities:
•Upgrade from the current Gold Elite radio system to the Motorola MCC 7500 Console System.
•Upgrade from the Cassidian ECS1000 telephone switch to the Sentinel Patriot phone system.
•Expand the Priority Dispatch System by implementing the ProQA Paramount version of EFD(Emergency Fire Dispatch),EPD(Emergency Police
Dispatch)and EMD(Emergency Medical Dispatch).
•Add two new furniture positions.
Orange County 9-1-1 currently uses the Gold Elite radio system for seven console positions and connects directly into the NC State VIPER radio
system. According to the Motorola website,the Gold Elite radio system currently in use has been discontinued and they are phasing out
equipment and technical support. North Carolina is moving to P25 VIPER sometime in late 2013/2014.Additionally,by acquiring newer
technology with additional features,it will allow telecommunicators to obtain more information more quickly. This will improve response efforts and
increase the potential of saving lives.
In order for Orange County to continue direct connection to the State VIPER radio network it must replace current consoles with the Motorola
MCC7500 Console.The transition to P25 by the State requires Orange County to upgrade the 9-1-1 Communications radio system to maintain
connection with the P25 VIPER radio network.The MCC 7500 is the most advanced radio dispatching product from Motorola that supports and
fully integrates into the P25 network.This product uses easy to understand icons,has the same user interface as the current system(allowing for
easy transition),and provides telecommunicators with potentially lifesaving identifying information about radio users.
With the transition to the MCC 7500 Console,Orange County will add four additional dispatch positions. With a steady increase in the Orange
County population the additional positions will allow telecommunicators to handle the rise in calls.The Orange County Board of County
Commissioners has approved the increase in staffing from seven(7)to eleven positions in the 9-1-1 Communications Center.
Orange County 9-1-1 currently uses the Cassidian ECS1000 telephone switch with seven positions. The current phone system is not capable of
using the IP based Next Generation(NG9-1-1)features of P25.These features include processing non-voice messages(texting/video),
supporting data and communication needs for responders,as well as delivering the calls/messages and data to the appropriate PSAPs and other
emergency entities.9-1-1 Communications will replace the ECS1000 telephone switch with the Sentinel Patriot phone switch.The Sentinel Patriot
is the leader in NG9-1-1 call processing platforms. This switch allows for better processing of high volume calls,improved transfer processes,
enhanced priority queues,and additional capabilities with the release of new NG9-1-1 functions.The upgrade to this switch will improve managing
calls and will allow OCES to make the most of additional NG9-1-1 capabilities.
Orange County 9-1-1 currently utilizes the Priority Dispatch EMD(Emergency Medical Dispatch)system and is looking to expand this by
purchasing the Priority Dispatch EFD(Emergency Fire Dispatch)and EPD(Emergency Police Dispatch)systems to streamline the dispatch
process and be in line with the State 9-1-1 strategy.When implementing these two systems OCES will purchase the interface software to allow for
full usage of these systems. The EPD and EFD will enable telecommunicators to gather and better manage information while asking standardized
questions to develop situational awareness and share a common operating picture among all response agencies. This addition will better prepare
telecommunicators to gather consistent and actionable information.
To promote sustainability in the 9-1-1 program,Orange County will purchase the EFD and EPD quality assurance packages,card sets,and
materials for training purposes.The quality assurance packages are necessary to maintain the dispatch systems and maintenance schedules.The
addition of the corresponding card sets will increase the preparedness of telecommunicators,as well improve resiliency in case of system failures.
The purchase of this additional material will not only allow for supervisors to more effectively and efficiently train current and future staff by having
extra materials for teaching purposes,but it will also prepare telecommunicators in case of system failure. If the computer systems fail,the card
sets will continue to allow telecommunicators to acquire the necessary information from callers and provide that to responders. The redundancy in
this equipment is critical to ensure 9-1-1 operations are continued and maintained during system failure.
To enable OCES to capitalize on the added positions through upgrading the console and telephone switch,OCES will purchase two new furniture
positions. The addition of these two positions will allow for increased productivity and processing of calls. OCES is interested in two full furniture
positions offered by Motorola.
Through purchasing this equipment and software,OCES will not only be operating on more up-to-date equipment but will also be able to continue
operations as North Carolina transitions to P25.OCES will be able to improve telecommunications operations by better equipping
telecommunicators with the ability to more quickly and efficiently process calls. This will decrease response times of responders and better inform
them regarding the incident situation.
Please provide an implementation strategy and work plan,including a timeline.
The new Motorola Radio consoles will have the order placed in queue around the end of April 2013 with actual order and install completed once
the State determines the cutover date for P25 which should be around the end of 2013 or early 2014.Once the State determines a cut-over date,
9-1-1 Communications will work with the vendor to receive the equipment,get it set-up,tested and installed.This equipment will be connected
beside the existing equipment and once cut-over is complete the old equipment will be removed.While OCES begins for the State transition to
P25,our 9-1-1 supervisors will begin undergoing the user training for the Motorola Radio consoles to allow for easier transition.
The Sentinel Patriot Telephone Switch will be installed by the vendor in such a way that calls will not be interrupted during the transition from the
old switch to the new switch.If approved and funded it will be installed in FY 2013/2014.
The Priority Dispatch EPD,EFD if approved and funded,will be implemented in FY 2013/2014 and will be installed by the vendor along with the
CAD vendor without interruption to dispatch functions.After installing this software,training will be provided to all personnel.telecommunicators
The two new furniture positions will be installed,wired and ready for equipment if approved and funded to be implemented in FY 201312014. This
will not interfere with ongoing dispatch functions and systems.
Please identify the interface or compatibility between existing equipment and/or software and that which you intend to purchase.
Not only are the current systems in place outdated,but they will be incompatible with the changes being made at the State level. Since the State
will be transitioning to P25,and once that transition is made,the current systems used by OCES will not be connected with the State VIPER radio
network. The request for the phone switch and radio system are necessary to maintain connection with the State and the additional EPD and EFD
software will allow a more streamlined dispatch process. Additionally,the upgrade of the phone switch will enable OCES to take advantage of the
NG9-1-1 features as they become available.
The current equipment being used will be compatible with any of the upgrades requested.The only contingency is the purchasing of EPD and
EFD software which will need to be purchased in conjunction with the interface software.
The new furniture units will not interfere with ongoing operations.
Statement of Need
Required for all grant types, this statement should reference the relationship of the grant project to NCGS§62A-47(b),(c)and the
current funding priorities established by the Grant Policy and Procedures and include evidence of any financial need.
Please indicate how your PSAP or group of PSAPs meets the statutory criterion of serving a rural or high cost area.
The entire PSAP jurisdiction of Orange County fits into one of the three definitions of"rural"contained within the North Carolina statutes.
A"rural area",as defined by NC G.S.§53A-37(5)is"Any county in North Carolina which does not include within its boundaries a city,as defined
by G.S.160A-1(2),with a population greater than one percent(1%)of the population of North Carolina."G.S. 160A-1(2)defines a city as"a
municipal corporation organized under the laws of this State for the better government of the people within its jurisdiction and having the powers,
duties,privileges,and immunities conferred by law on cities,towns,and villages." Chapel Hill,the most populated town in Orange County,falls
under the statute definition of city. The population of Chapel Hill,according to the 2010 census,is 57,233 and to the 2010 census,the population
of North Carolina is 9,535,483;therefore,the population of Chapel Hill is not greater than one percent(1%)of the population of North Carolina.
Orange County is,by definition of NC G.S.§53A-37(5),a rural jurisdiction.
Please identify funding priorities,their impact on operational services,and consequences of not receiving funding.
1)Replacement of the Motorola Consoles is the most critical. When the State VIPER system moves to P25 the current radio consoles will no
longer be able to directly connect with the State's VIPER system. The current consoles are over four years old and near end of life.Without
replacing the consoles,OCES runs the risk of having equipment failures as expected with dated equipment.
2)Replacement of the Cassidian Telephone Switch to allow for IP/NG9-1-1 based services.The current phone switch is currently over four years
old and near end of life.Similar to the consoles,there are various technical issues that arise with old equipment that would cause operational
issues. Additionally,by transitioning to the new switch OCSE will be able to process non-voice reports as well as use other next generation
features,expanding the ability to assist all residents and visitors to Orange County.
3)The addition of Priority Dispatch EFD(Emergency Fire Dispatch)and EPD(Emergency Police Dispatch)software to enhance dispatch. We
currently do not have these two packages. These would interface with the new OSSI CAD.
The following is an excerpt from the NENA Emergency Call Processing Protocol Standard/Model Recommendation NENA 56-006 June 7,2008:
"2.2 Reason to Implement
NENA recognizes the value of a standardized,structured approach to call taking in 9-1-1 and emergency communications centers for day-to-day,
routine operations.Large-scale incidents,including natural and man-made disasters,will have a substantial impact on 9-1-1 center operations and
emergency call handling.In order to manage these events successfully,centers must have both routine call taking protocols and procedures,as
well as contingency call taking protocols and procedures for such large-scale events.Further,recognizing that quality assurance and quality
improvement processes are a required component of PSAP and emergency communication center operations,NENA supports the use of call
taking protocols defined in this standard as a foundational element for measuring emergency communication processing center performance,and
developing targeted continuing education and continuous feedback to the Telecom municator."
It is a recommended standardized call processing protocol for all emergency call types,standardized prioritization of calls,and standardized pre-
planned responses based on the level of prioritization of calls.The research,development,and implementation of call-processing protocols is
endorsed by NENA as the most effective way to ensure the highest standard of care for both the emergency responders as well as the public.
Additionally,purchasing the card sets will improve redundancy in case of unforeseeable equipment failures.
4)The addition of two new furniture positions to hold the equipment outlines in item 1 and 2 and which will also be filled with two new CAD
computer workstations.One of the focuses during the recent budget development process was to increase processing times of calls and
improving morale. By increasing the number of telecommunicators OCES will be able to process more calls and create a less stressful
environment.
Please provide a copy of your PSAPs long-term or strategic technology plan and identify how the project fits within it.
Through the attached Orange County Emergency Services PSAP Long-Term Technology Plan it will be noted that the objectives and goals for
developing 9-1-1 capabilities will be met through the aforementioned projects. The main focus of OCES 9-1-1 is to ensure telecommunicators are
capable of processing incoming calls and providing responders with all applicable information.The PSAP Plan outlines the tasks needed to be
complete in order to maintain this focus.
Please identify the likelihood of completing the project without grant funding,the availability of other funding source(s)for the project,
including 911 fund balance,the percentage of grant funding being requested in relation to total project costs.
OCES does not have the adequate 9-1-1 fund balance to implement this project using local funds without taking it down to a dangerous level.If
we cannot implement this project,we are at grave risk of losing our capability to communicate with the new P25 VIPER system,and a cascading
effect of not being able to dispatch and communicate with our Fire,Law Enforcement,EMS,and Emergency Management personnel.
Consolidation Project Governance Plan
This study is required for all consolidation projects. Consolidation projects involve combining two or more PSAPs into a single
primary PSAP with an integrated management structure that serves the same populations and jurisdictions prieviously served by
such independent PSAPs. In addition to providing this governance plan, the localities that govern the PSAPs involved in the
consolidation must provide interlocal agreements in support of consolidation, copies of which must be attached to the application
submission.
Indicate how a consolidation would take place and improve service.
N/A
Indicate how the consolidated PSAP should be organized and staffed.
N/A
Indicate what services the consolidated PSAP should perform.
N/A
Indicate how consolidated PSAP policies should be made and changed.
N/A
Indicate how the consolidated PSAP should be funded exclusive of grant funding.
N/A
Indicate what changes or improvements should be made to inter-communications among the local governments participating in the
consolidation in order to better support operations.
N/A
Discuss sustainability of the consolidation project during the proposed term of the project and for the foreseeable future.
N/A
Regional Initiative Enhancement/Replacement Project
Required for all Regional Initiative Enhancement/Replacement project types. Regional initiative enhancement/replacement
projects are regional approaches which provide for shared use of the components that support E-911,such as equipment,
resources, and/or co-location of technology. Such projects may involve two or more primary PSAPs.
What is the relationship of participating PSAPs to the initiative?Provide MOUs between PSAPs identifying each participant PSAPs
responsibilities to the project.
N/A
Identify intended collaborative efforts
N/A
Identify how resource sharing will take place.
N/A
Indicate how the initiative impacts the operational or strategic plans of the participating agencies.
N/A
Financial Data
Current 911 Fund Balance $640,209.00
Amount Requested $1,395,916.15
Total Project Cost $1,395,916.15
Budget and Budget Narrative
A budget and budget narrative must be supplied for all types of projects, as well as a copy of the applicant agency's approved FY
2012 PSAP budget.
List planned expenditures.
Attached are the five quotes for the aforementioned items:
•Motorola-Two Furniture Positions
o This quote outlines the equipment that makes up two furniture positions
•Wireless Communications inc-Sentinel Patriot Phone Switch
o This quote identifies the Patriot E9-1-1 Phone System including the backroom equipment and the work stations/equipment for all 11 positions
•Priority Dispatch-EPD and EFD
o This quote includes the software for the EPD and EFD for current users and additional users,prior software for the additional positions,training
for telecommunicators,installation of all software,and annual maintenance agreement
•Sungard Public Sector-EPD and EFD interface software
o The first part of the quote shows software for the fire and law interface
?This software allows for the usage of the EPD and EFD addition
o The second part of this quote shows the costs for installation of the EPD and EFD software.
•Motorola-MCC 7500 Console(11 positions)
•This price includes the 11 position console including engineering,project management,optimization,training and warranty
•The training is for the supervisors and will provide them with an understanding of using the administrator functions as well as teach
telecommunicators about the basic operations.
Provide a budget narrative that briefly explains the reason for each requested budget item.
•Motorola-MCC 7500 Console(11 positions)
o This console fits with the objective of transitioning from the dated Gold Elite radio system to a system that will be compatible with the State
VIPER system and P25. This purchase also includes the training necessary to assist supervisors and telecommunicators in understanding the
new functions.
o Additionally,because the current system is dated there is no way to receive maintenance for broken components so it is necessary to purchase a
new system.
•Wireless Communications Inc-Sentinel Patriot Phone Switch
o This switch will replace the current phone switch which is nearing the end of its equipment life. Additionally,this switch will be compatible with
the changes coming from the State transition to P25.
•Priority Dispatch-EPD and EFD
o This quote includes all of the EPD/EFD/EMD software for expanding current stations as well as adding four new positions. It also includes card
sets,extra materials for training purposes and the quality assurance package.
o This purchase will expand upon the current EMD system adding the EPD and EFD systems and systems for four new positions. The purchase
of the card sets will allow for continued operations during a system failure. The extra materials are necessary for training purposes. The quality
assurance package is necessary for continued assistance during technical difficulties and any issues that may arise with the systems
•Sungard Public Sector-EPD and EFD interface software
o This purchase includes the software and installation for expanding Priority Dispatch to also include EPD and EFD.This is necessary for
employing the EPD and EFD software.
•Motorola-Two Furniture Positions
o These furniture items fit into the grant project of expanding the number of telecommunicators and purchasing the equipment to add two new
positions.
State how you will follow applicable procurement law,rules,and policies.
To procure the aforementioned products and services OCES will work with Orange County Finance and Administrative Services to follow NC G.S.
§143-129:Procedure for letting of public contracts. This statute describes the steps to be taken in procuring contracts.
hftp://www.ncleg.net/gascripts/statutes/statutelookup.pl?statute=143-129
If the project will have ongoing expenses,such as monthly recurring charges,describe plans and specific sources for future/long-term
funding and demonstrate how the project will be sustained in the future without additional 911 Grant Program funding.
The software OCES is requesting grant money to purchase requires annual maintenance.The annual maintenance costs are listed on the quotes
received for the software. To fund these long-term expenses OCES has identified a process for acquiring the funds.
OCES is also completing a request for increased monthly 9-1-1 funding from the State. If this funding is approved,OCES will be able to cover the
maintenance costs.If neither of these requests are approved,OCES will request assistance from Orange County Debt Service to cover ongoing
expenses.
Evaluation
All applications must include evaluation information. The final report shall include an evaluation demonstrating that the equipment
or services funded by the grant have been purchased, insta/ledrmplemented, and are performing as expected.
Explain how your evaluation will measure the achievement of the goals and objectives identified in the Project Description with a
timeline for meeting short,intermediate,and long term goals.
The main objective of this project is to improve the capabilities of Orange County 9-1-1. This will be accomplished by replacing outdated and
near end of life equipment and expanding current abilities.
OCES has identified three goals:
Short term goal(Late 2013/early 2014):
•Acquire new equipment approved by the State and compatible with upcoming changes.
Long term goals(Late 2014):
•Equip telecommunicators with the knowledge and equipment to expand operations and ensure continuity during possible system failures.
•Expand current operations of seven(7)telecommunicators to a total of eleven(11)telecommunicators.
To accomplish the short term goal,OCES will need to replace the outdated equipment being used. This will allow OCES to operate using up to
date systems,follow State guidelines,and use the NG9-1-1 capabilities as they become available. To measure the short term goal,OCES will
simply acquire new technology and equipment to replace near end of life equipment currently being used and ensure proper training of staff on the
new changes.
The first long term goal of better equipping and preparing telecommunicators is based upon expanding current capabilities through purchasing
additional software and equipment but also provide the necessary training. To achieve this goal OCES will need to expand current EMD
capabilities to include EPD and EFD as well as provide the training for these systems.The additional card sets being purchased will be used for
training purposes,in addition to the training provided by Priority Dispatch,listed on the quote.Accomplishing this goal is based upon not only
acquiring the new software and equipment but also ensure proper training for telecommunicators and supervisors.
The second long term goal of increasing the number of telecommunicators is based upon the first to goals. This requires not only new equipment
but also training equipment for new telecommunicators. To determine whether or not this goal can be met relies on the purchasing of new
equipment,additional stations,and training equipment. While the systems and equipment are required for improving current operations,
purchasing additional equipment as well as new furniture stations and training equipment allows for expanding the number of telecommunicators.
To evaluate if the goal has been met,the evaluator will determine whether or not OCES has begun searching for additional telecommunicators or
if they have restructured assignments to incorporate additional telecommunicators.
Describe how evaluations will be conducted,including performance parameters which must be met in order to meet acceptance criteria.
Evaluations will be conducted in-house by the Data Manger who is overseeing this grant project.The Data Manager has the necessary
background for identifying the needs of 9-1-1 services and is able to coordinate equipment purchases and installations.
Evaluations will be conducted as purchases are made,or quarterly if there is no purchasing activity.The initial goal of purchasing equipment will
be evaluated based upon the acquisition process and timeline. The goals of improving dispatcher capabilities will be evaluated on purchasing
equipment,installing new systems,training of employees and steps taken towards expanding the number of telecommunicators working.
Additionally,the improved technology should allow for telecommunicators to more quickly process information. The increase processing time will
be reflected in the annual evaluation of operations and calculating the average time for processing calls.There is a ripple effect with this process
in that responders will be able to arrive on scene more quickly and more informed because of the process of gathering information more quickly
and efficiently.
Identify how data will be collected and presented.
Data will be collected quarterly,after which the Data Manager will produce a report describing progress being made,any setbacks,and remaining
actions. Data will be collected through evaluations on purchasing order progress,installation timelines,training schedules,and expansion in
telecommunicators each shift.
The objectives of this grant project are to acquire up to date equipment,improve resiliency,and expand current capabilities. Therefore,evaluation
of progress is largely based upon acquisition and installation of new systems and additional training of current and new telecommunicators.
Additionally,by acquiring this new technology it should allow for increased processing times of calls and notification of responders. As completed
annually for budgeting purposes,the following metrics will be evaluated:
•Time taken to answer calls
•Processing time from receipt to dispatch
These two metrics are key components to ensuring responders are dispatched in a timely manner. OCES currently evaluates these metrics and
by incorporating this new equipment,process times should decrease.
Orange County Emergency Services
2012-13
Commissioner
Emergency Telephone Fund Account: 7551 Approved
Overhead $19,556
Personnel Services $138,706
Operations $272,410
Capital Outlay $60,000
Total Expenditures $490,672
Offsetting Revenues ($490,672)
County Costs(net) $0
Information from Page 105
http://www.orangecountync.gov/finance/`documents/op budget/2012-13/1213ApprovedBudget.Of
reles ` o urn ations inc.
I r t,*Expwience o Innovation
November 12, 2012
Customer: Orange County
Budgetary Quote: Patriot MIA Phone System
2 1 Geo-Diverse Sentinel Patriot Backroom Equipment $ 261,111.86
11 Sentinel 9-1-1 Workstations
11 19" Touchscreen Monitors
11 24 Key keypads
1 Recommended Spare Parts $ 4,723.75
1 Shipping $ 2,750.00
1 Turn Key Installation $ 49,000.00
1 Field Engineering Support $ 4,000.00
4 Call Taker and Administrator Training $ 2,896.00
1 24x7 Remote Monitoring and Diagnostics $ 25,091.25
1 Aurora MIS Package $ 33,638.75
1 Command Post Mobile Workstation $ 17,835.20
Patriot re uires an NTP com liant Netclock
(This is a turnkey quote for the E9-1-1 system including installation,training, warranty and
software support for 1 year)
• ,�(,i(�L D w�'1 Sc�S
SECTION 7
PRICING
Motorola is pleased to provide the following equipment and services to Orange County,
North Carolina:
9 Position MCC 7500 Console with Engineering,Project Management,Optimization,
Training and Warranty $671,231 Sales Tax not included
11 position MCC 7500 Console with Engineering,Project Management,Optimization,
Training and Warranty $770,088 Sales Tax not included
Orange County,North Carolina
MCC 7500 Console System Use or disclosure of this proposal is subject
to the restrictions on the cover page,
Motorola Solutions Confidential Restricted Pricing 7-1
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SunGard Public Sector Inc.
4400 OSSI Ct-HighPoint,NC 27265-
Phone:336-885-0911-Fax:336-885-5329-Email:mmartin @ossiusa.com
SUNGARD® Add-on Quote
PUBLIC SECTOR Date Quote# Acct Mgr
11/30/12 MFGMQ2544 Mike Martin
Quote Prepared For:
Orange County Emergency Services
Captain Craig Blackwood
PO Box 8181
Hillsborough,NC 27278-8181
Phone:(919)245-6100
Priority Dispatch-Law and Fire Add-On Interfaces for CAD
Ft Part Number Product Description Unit Price Extended Annum
Price Maintenance
Computer Aided Dispatch-Application Software
1 CAD-PQA-FIR-T4 FIRE PROQA INTERFACE $6,250.00 $6,250.00 $1,000.00
SunGard has developed an interface to ProQA's windows version of Fire Dispatch.
SunGard OSSI does not include the license fees for the ProQA software because the
Customer normally acquires ProQA application software direct from Priority Dispatch.
Priority Dispatch also requires that all communicators be trained and certified on their
ProQA product by a certified instructor.
The Customer must acquire the training from Priority Dispatch. If the Customer already has
ProQA,the Customer should verify that the ProQA release is compliant with SunGard's
supported release.
ProQA software must be installed,tested and operational at all applicable workstations prior
to SunGard installing the CAD interface.
1 CAD-PQA-LAW-T4 LAW PROQA INTERFACE $6,250.00 $6,250.00 $1,000.00
SunGard has developed an interface to ProQA's windows version of Fire Dispatch.
SunGard does not include the license fees for the ProQA software because the Customer
normally acquires ProQA application software direct from Priority Dispatch. Priority
Dispatch also requires that all communicators be trained and certified on their ProQA
product by a certified instructor.
The Customer must acquire the training from Priority Dispatch. If the Customer already has
ProQA,the Customer should verify that the ProQA release is compliant with SunGard's
supported release.
ProQA software must be installed,tested and operational at all applicable workstations prior
to SunGard installing the CAD interface.
SubTotal: $12,500.00
Computer'.Aided Dispatch-Application Software
Part Number Product Description Unit Price E Annum l
Fty Maintenance
1 CAD-PROJ-MGNT CAD PROJECT MANAGEMENT $1,280.00 $1,280.00 $0.00
CAD project management includes professional services from SunGard for project
coordination and project management. The project management fee also includes
coordinating with the Customer's project manager all SunGard related deliveries such as
application software,implementation services,and scheduling of SunGard's resources with
the Customer.
1 CAD-INST BASE CAD SOFTWARE INSTALLATION $2,800.00 $2,800.00 $0.00
The CAD installation includes the installation of SunGard's standard CAD application
software on the Customer's server(s). This price includes the configuration of up to three(3)
CAD workstations on the Customer's LAN for SunGard's application software. SunGard
prefers the CAD server(s)to be shipped to SunGard's office in High Point,NC to provide
these services.
Unless otherwise stated within the quote,the Customer will install and configure the
operating system software(Windows 2000 or higher),install all 3rd party software(i.e.
Veritas Open File Manager,PC Anywhere and FoxPro)on the respective file servers and
workstations using SunGard's setup configuration. Customer is responsible for installation
and configuration of the Local Area Network.
SunGard can provide an optional quote to provide the above listed services.
1 CAD-TE TRAVEL EXPENSES FOR CAD SERVICES $250.00 $250.00 $0.00
Estimated Travel and Living expenses.
Living expenses are budgeted for one travel day per trip and each day on site.
The listed travel and living expense costs are a budget quote based on an estimate of the
number of trips and the total number of days of on-site professional services that SunGard r
provides.The Customer will be billed only for the actual cost of travel and living expenses
per the terms of the contract.
Changes or modifications to the project would be appropriately reflected in the travel and
living.
SubTotal: $4,330.00
This quote is valid until 09/30/13 Total: $16183 00 $2,000.00
11/30/2012 11:19:55 SUN"RW PUBLIC SECTOR MFGMQ2544 Page 2 of 3
OSSI
This Quote constitutes an Amendment to the Software License&Services Agreement and the Maintenance Agreement(together,the"Contract and Agreement")
by and between the parties hereto.The product and pricing information detailed above comprises the"Exhibit 1"schedule attached to this Amendment. Except
as otherwise provided herein,all terms and conditions of the Contract and Agreement shall remain in full force and effect.
Any interfaces listed above are interfaces only. Customer shall be responsible for obtaining the applicable software,hardware and system software from the
appropriate third party vendor.
Any software applications listed above which are solely owned by SunGard Public Sector are"Component Systems"under the provisions of the Contract and
Agreement. Before signing this Quote,please contact your Account manager if you are not certain which software applications are owned by SunGard Public
Sector.
Any hardware or other third party products and services listed above,including third party software,are"Pay Agency Products"under the provisions of the
Contract and Agreement.
For training and on-site project management sessions which are cancelled at the request of Customer within fourteen(14)days of the scheduled start date,
Customer is responsible for entire price of the training or on-site project management plus incurred expenses.
Payment Terms are as Follows:
License,Project Management,Hardware and Third Party Software Fees are due upon execution of this Quote. Installation is due upon completion. Custom
Modifications,Development,Conversion,Hardware and"Third Party Software Implementation is due 50%on execution of this Quote,and 50%due upon
invoice,upon completion. Unless otherwise provided,other Professional Services are due monthly,as such services are delivered. Additional services,if
requested,will be invoiced at then-current rates. Training and Travel/Living expenses are due as incurred monthly. Any shipping charges shown are estimated
only-actual shipping charges will be due upon delivery.
SunGard Public Sector Application Annual Support-the initial term of Maintenance and Support Services is included in License Fees and begins upon execution
of this Quote and extends for a twelve(12)month period.Subsequent terms of support will be for twelve(12)month periods,commencing at the end of the
initial support period. Support fees shown for the second term of support shall be due prior to the start of that term. Fees for subsequent terms of support will
be due prior to the start of that term at the then prevailing rate. Third Party Application Annual Support Fees-payment terms shall be as provided by the Third
Party to Customer with the exception that any fees listed above for the initial term of support are due upon execution of this Quote.
Accepted:
Orange County Emergency Services
Signature Date Printed Name
11/30/2012 11:19:55 SUNGARD®PUBLIC SECTOR MFGMQ2544 Page 3 of 3
OSSI
MOTIC�ROLA
Motorola,Inc
To: Orange County EM From: Amanda Barringer
315 Kitty Hawk Dr
Morrisville NC 27560
P25 Templates
Phone: Phone: 919-741-8431
Fax: North Carolina Sales Team Fax: 919-882-9905
Qty Model# Description Your Price Extended Price
WATSON 2 POS FULL LIFT FURNITURE
2 Synergy 2 FULL Lift 3048 $20,611.35 $41,222.70
Electronically Adjustable Primary Work Surface
Electronically Adjustable Input Platform
42"High Fabric Panels
22"Deep Cavities with Front and/or Rear Access
Three 8-Outlet Surge Supressed Power Strips
One 8-Outlet Power Strip Under Primary Worksurface
Primary Worksurface Can Hold 4 Monitors up to 21"
Input Platform Can Hold 3 keyboards and mice
1 ea Extensions Dual 42"x 36"
1 ea Extensions Single 42"x 36"Right Hand
1 ca Extensions Single 42"x 36"Left Hand
4 36"Cavity Shelves(CPU's sit on this shelf) $116.10 $464.40
2 Tech Link $531.00 $1,062.00
2 Moto Storage Pedestal Pencil/Box/File with cushion $1,016.10 $2,032.20
2 Synergy Depth Adjustment Array 4 ea up to 21"Monitors $1,926.00 $3,852.00
2 Synergy Monitor Arm,Desk Clamp 1 ea up to 21"Monitors $657.90 $1,315.80
4 LED Light,Black $593.10 $29372.40
2 Heated Foot Rest $180.90 $361.80
1 Delivery $2,387.00 $2,387.00
2 Total Comfort System(Height Adjustable Version) $3,555.00 $7,110.00
Includes:Single Point Interface for all environmental controls
(2)Mobile filtered air delivery fans
Outlets for(2)dimmable task lights(rated for 100w per outlet)
Outlets for(2)task light on/off(rated for 100w per outlet)
Outlet for(1)heater accessory(rated for 200w)
ADA switch
Height adjustable display
Notes: 1.North Carolina sales tax has not been included in this quotation.
2.Prices in accordance with North Carolina State Contract#725G
3.Proposal Valid for 60 Days
Proposal Name: Equipment 62,180.30
Payment Terms: NET 30 Taxes Not Applied
Delivery:
Proposal Date: 2/8/2013 Total 62,180.30
Pr/Or/ �/'z Sales Quote #82423
D_ ch by Ken Winward
139 East South Temple,Suite 500 Date 11/30/2012
Salt Lake City,UT 84111
(801)363-9127"(801)363-9144 fax
(800)363-9127 toll-free
Bill To: Orange County Emerg Svc Ship To: Orange County Emerg Svc
Attn: Dinah Jeffries/Craig Blackwood Attn:Dinah Jeffries/Craig Blackwood
PO Box 8181 PO Box 8181
510 Meadowland Drive 510 Meadowland Drive
Hillsborough, NC 27278 Hillsborough, NC 27278
For: Orange County Emerg Svc
Attn:Dinah Jeffries/Craig Blackwood
PO Box 8181
510 Meadowland Drive
Hillsborough,NC 27278
Phone: 919-968-2050 Fax: 919-967-9026
Qty Description Unit Price Extended Price
1 Xcelerator-Client/Server Software Upgrade to Additional users 1.1 $2,640.00 $2,640.00
Adds more users/licenses and the newest version of Client/Server Software
4 ProQA Paramount Stations-Medical Full(Medical-Standard-North American English) $3,300.00 $13,200.00
1 ProQA Paramount Software Backup Module(Medical-Standard-North American English) $895.00 $895.00
Update existing Backup Medical ProQA to Paramount
7 Paramount ProQA Upgrade(Medical-North American English) $395.00 $2,765.00
Paramount Software Version Upgrade existing Medical ProQA Active Licenses
1 ProQA Paramount Upgrade(North American English) $395.00 $395.00
Paramount Software Version Upgrade
11 ProQA Paramount Stations-Fire Full(Fire-Standard-North American English) $3,100.00 $34,100.00
2 ProQA Paramount Software Backup Module(Fire-Standard-North American English) $895.00 $1,790.00
11 ProQA Paramount Stations-Police Full(Police-Standard-North American English) $4,900.00 $53,900.00
2 ProQA Paramount Software Backup Module(Police-Standard-North American English) $1,295.00 $2,590.00
2 Training ProQA Software(Fire-Standard-North American English)3.4 $1,500.00 $3,000.00
Up to 2 training sessions per day.
2 Training ProQA Software(Police-Standard-North American English)3.4 $1,500.00 $3,000.00
Up to 2 training sessions per day.
2 Software Sys Admin/Install(combo-Standard-North American English) 1. $1,500.00 $4,500.00
On-site days for ProQA and/or AQUA install,configure, IT training,development.$
1,500 Per trip
1 Annual Maintenance Agreement for ProQA ESP'(North American English) $15,971.25 $15,971.25
Annual Original ESP for ProQA Software
1 AQUA Evolution Discipline Modules(Fire-Standard-North American English) $600.00 $600.00
Licensed discipline modules for AQUA
1 AQUA Evolution Discipline Modules(Police-Standard-North American English) $1,000.00 $1,000.00
Licensed discipline modules for AQUA
1 AQUA Evolution Fire/Police Additional Stations(Standard-North American English)5.1 $1,185.00 $1,185.00
Protocol Quality Improvement Review Software
"To lead the creation of meaningful change in public safety and health."
Page 1 of 2 Generated: 12/3/2012 8:04 AM
nd Sales Quote #82423
D,spli by Ken Winward
139 East South Temple,Suite 500 Date 11/30/2012
Salt Lake City,UT 84111
(801)363-9127•(801)363-9144 fax
(800)3639127 toll-free
1 Annual Maintenance Agreement for AQUA ESP (North American English) $417.75 $417.75
Annual Original ESP for AQUA Software
1 Training AQUA Evolution Software(North American English)0.1 $1,500.00 $1,500.00
Training must be combined with ProQA training/trip
2 Cardset Fire(Fire-Standard-North American English)5.0 $395.00 $790.00
Fire Cardset at discount rate
2 Cardset Police(Police-Standard-North American English)3.0 $495.00 $990.00
Police Cardset at discount rate
2 ESP Fire Cardset(Fire-Standard-North American English)5.0 $39.00 $78.00
Annual Maintenance Agreement for Fire Cardsets
2 ESP Police Cardset(Police-Standard-North American English)4.1 $49.00 $98.00
Annual Maintenance Agreement for Police Cardsets
15 Consulting, Implementation/QIU Training (Fire/Police-Standard-North American English) 1. $1,500.00 $24,000.00
$1,500 Total trip fee PLUS quantity number of consulting days
2 Go-Live Support On-Site(Fire/Police-Standard-North American English) 1. $1,500.00 $4,500.00
On-Site Support with Consulting/Implementation Specialist.$1,500 Total trip fee PLUS
quantity number of consulting days
36 Certified Dispatch Training(Host)(Fire-Standard-North American English) $295.00 $10,620.00
36 Certified Dispatch Training(Host)(Police-Standard-North American English) $295.00 $10,620.00
2 Certified Dispatch QA Training(Host)(Fire-Standard-North American English) $500.00 $1,000.00
Dispatch Quality Assurance Certified Course
2 Certified Dispatch QA Training(Host)(Police-Standard-North American English) $500.00 $1,000.00
Dispatch Quality Assurance Certified Course
Sub-Total: $197,145.00
Tax: $0.00
Shipping&Handling: $99.99
Total: $197,244.99
Above prices are net of any applicable taxes, import duties or other assessments,which are the sole obligation of buyer.
Purchasing or signing below acknowledges your agreement to pay the invoice(s)and to the"break the seal"or"click to accept"
license agreement associated with the licensed product(s).
The license agreement is included with the licensed product(s)and you will have the opportunity to read it before opening or
installing.lf unacceptable,you may promptly return the licensed product(s)for a refund.
Sign here X Date
Payment Method:(Check enclosed,or...)
[ ] Purchase Order#
[ ] VISA/MasterCard/AMEX#
Expiration:
To lead the creation of meaningful change in public safety and health."
Page 2 of 2 Generated: 12/3/2012 8:04 AM
40
1.7 52
r, �C at %
ORANGE COUNTY EMERGENCY SERVICES
PUBLIC SAFETY ANSWERING POINT (PSAP)
LONG-TERM TECHNOLOGY PLAN
510 Meadowlands Drive
Hillsborough, North Carolina 27278
(919) 245-6100
http://www.ora ngecou ntync.gov/emergency/Emergencyprepa red ness.asp
Orange County Emergency Services
Five Year
Long-Term Technology Plan
2013-2017
Orange County Emergency Services
9-1-1 Communications
510 Meadowlands Drive
Hillsborough, North Carolina 27278
http://www.orangecou ntync.gov/emergency/Emergencyprepared ness.asg
Long-Term Technology Plan
Orange County Emergency Services
Executive Summary
The Orange County Emergency Services (OCES) Public Safety Answering Point (PSAP) Long-Term
Technology Plan, or Long-Term Plan for short, outlines the OCES 9-1-1 Communications goals
and objectives for expanding and improving upon current operations.
The mission of 9-1-1 Communications is to serve the Orange County community through
providing help and support to citizens and visitors during times of personal and large-scale
emergencies.
The vision of 9-1-1 Communications is to serve as a high quality, well maintained 9-1-1
operations center to ensure accurate, efficient, and expedient response to emergency calls for
help. 9-1-1 Communications is working to become capable of receiving and processing non-
voice reports as well as expanding and improving upon current capabilities.
To guide 9-1-1 Communications, OCES developed this Long-Term Plan as a framework to assign
resources and guide the direction of program development.
The following goals have been identified to further the mission and vision of 9-1-1
Communications:
Goal A: Enhance the quality of the Orange County 9-1-1 answering system to ensure that all
citizens of and visitors to Orange County, North Carolina have access to public safety services
that are reliable, redundant,secure and diverse.
Goal B: Enhance dispatcher capabilities to more effectively process incoming reports.
Ultimately,improving the processes of 9-1-1 Communications will allow for dispatchers to more
efficiently and effectively process incoming calls. This will have a ripple effect by better
preparing responders and decreasing their response times. Improving 9-1-1 Communications
directly impacts all Orange County response efforts and is the base of providing emergency care
to Orange County residents and visitors.
Long-Term Technology Plan Page I
Orange County Emergency Services
Contents
Executive Summary I
Mission............................................................................................................................................ 1
vision............................................................................................................................................... 1
ProgramIntroduction ..................................................................................................................... 2
Goalsand Objectives....................................................................................................................... 3
Appendix A: History of 9-1-1 in North Carolina..............................................................................4
Appendix B: Achieving the Goals and Objectives.......................................................................... 5
Long-Term Technology Plan
Orange County Emergency Services
Orange County Emergency Services 9-1-1 Communication
Mission
The mission of 9-1-1 Communications is to serve the Orange County community through
providing help and support to citizens and visitors during times of personal and large-scale
emergencies.
Vision
The vision of 9-1-1 Communications is to serve as a high quality, well maintained 9-1-1
operations center to ensure accurate, efficient, and expedient response to emergency calls for
help.9-1-1 Communications is working to become capable of receiving and processing non-
voice reports as well as expanding and improving upon current capabilities.
Page 1
Long-Term Technology Plan
Orange County Emergency Services
Program Introduction
Orange County 9-1-1 Communications is the public safety answering point for residents to
access emergency services agencies in Orange County, North Carolina. It originated in the
former Orange County Sheriff's Office in Chapel Hill but has since relocated to Hillsborough. It
is a branch of Orange County Emergency Services and is staffed by dedicated professionals
around the clock.
The following is a history of the achievements within 9-1-1 Communications supported by the
Board of County Commissioners:
• 1977: Orange County accepts responsibility for answering all emergency calls
• 1981: 9-1-1 center moves to residential structure in Hillsborough
• 1990: Center became an enhanced 911 center(E911)
• 1991: Center relocates to basement in Hillsborough
• 1992: Implements computer-aided dispatch (CAD)
• 1996: Adopted Emergency medical Dispatch (EMD)
• 2001: Began discussion to upgrade communications technology
• 2004: Grants received to fund VIPER project
• 2007: Received communications and first responder radio equipment
• 2009: 911 Center moves to current location
0 2009:Transitioned to VIPER
Orange County 9-1-1 interacts with up to 13 fire and rescue departments, seven law
enforcement agencies, emergency medical services agencies, and support agencies within and
surrounding Orange County. To accomplish this daily balancing act,telecommunicators receive
all 911 calls, process them for accuracy and agency appropriateness, dispatch multiple units
often representing different agencies, monitor multiple channels and continue the process until
the call is completed, in addition to continuous monitoring of law enforcement channels due to
frequent events of officers initiating calls.
Long-Term Technology Plan Page 2
Orange County Emergency Services
Goals and Objectives
In order to fulfill its mission, Orange County 9-1-1 has identified two major goals for the years
2013 through 2017. These goals with their accompanying objectives are realistic and
measureable. Completion of the goals will enable the program to build upon prior
achievements by strengthening Orange County 9-1-1.
Goal A: Enhance the quality of the Orange County 9-1-1 answering system to ensure that all
citizens of and visitors to Orange County, North Carolina have access to public safety services
that are reliable, redundant, secure and diverse.
Objective 1- Ensure current radio systems and equipment are approved systems by the State.
Ob
'e ctive 2-Adapt to the State transition to P25.
Obiective 3- Ensure technology used is capable of using Next Generation features.
Objective 4- Maintain a routine maintenance schedule and replace equipment as it nears ends
of life.
Goal B: Enhance dispatcher capabilities to more effectively process incoming reports.
Objective 1- Increase staffing of the 9-1-1 communications center from seven to eleven
positions.
Objective 2-Acquire additional equipment to increase staffing capabilities.
Objective 3- Expand the Priority Dispatch System.
Objective 4- Increase redundancy in dispatch systems through additional options in case of
system failure.
Long-Term Technology Plan Page 3
Orange County Emergency Services
Appendix A: History of 9-1-1 in North Carolina
In 1989 the North Carolina General Assembly passed the Public Safety Telephone Act
recognizing 911 as a toll free number through which an individual in the State can gain rapid,
direct access to public safety aid.The Act became law as North Carolina General Statute
Chapter 62A. Local governments were to set a rate and collect a 911 service fee to pay eligible
costs associated with providing that direct access to Public Safety Answering Points (PSAP).
When wireless phones became popular,they did not fit the wireline model for providing
location information, so in 1998 the Legislature adopted NC Senate Bill 1242 providing for a 911
Wireless Fund and creation of the Wireless 911 Board.This bill defined the composition of the
fund and the requirements for participation. It became law as Article 2 of§62A. During the
2007 legislative session House Bill 1755 was introduced "to modernize and improve the
administration of the State's 911 system through a statewide 911 Board by ensuring that all
voice services contribute to the 911 system and by providing parity in the quality of service and
the level of 911 charges across voice communications service providers."The bill was passed as
Session Law 2007-383, and took effect January 1, 2008. It requires all voice communications
service providers to collect a single rate 911 service fee and remit collections to the State 911
Board rather than to the local governments.The State 911 Board distributes funds to the PSAPs
based upon criteria set forth in the new law.
https://www.nc911.nc.gov/1egislation/index.asp
Long-Term Technology Plan Page 4
Orange County Emergency Services
Appendix B: Achieving the Goals and Objectives
Goal A: Enhance the quality of the Orange County 9-1-1 answering system to ensure that all
citizens of and visitors to Orange County, North Carolina have access to public safety services
that are reliable, redundant,secure and diverse.
Goal A-Objective 1:
Ensure current radio systems and equipment are approved systems by the State.
Action Plan
Replace systems and switches once they are no longer approved equipment by the State.
Ensure proper training of new equipment is completed.
Goal A-Objective 2:
Adapt to the State transition to P25.
Action Plan
As the State begins to transition to P25, make necessary equipment purchases to adapt to
these changes. Ensure proper training of new equipment is completed.
Goal A-Objective 3:
Ensure technology used is capable of using Next Generation features.
Action Plan
With the addition of Next Generation features to 9-1-1 equipment, purchase new equipment to
allow for full usage of these features as they become available. Ensure proper training of new
equipment is completed.
Goal A-Objective 4:
Maintain a routine maintenance schedule and replace equipment as it nears ends of life.
Action Plan
Page 5
Long-Term Technology Plan
Orange County Emergency Services
Replace systems and switches as they near end of life or are no longer on the approved list
provided by the State. Complete all routine maintenance as scheduled. Ensure proper training
of new equipment is completed.
Goal B: Enhance dispatcher capabilities to more effectively process incoming reports.
Goal B-Objective 1:
Increase staffing of the 9-1-1 communications center from seven to eleven positions.
Action Plan
Purchase additional equipment and furniture to expand to eleven dispatcher positions.
Goal B-Objective 2:
Acquire additional equipment to increase staffing capabilities.
Action Plan
Purchase additional equipment to use for training purposes. Train supervisors on new
equipment and how to train new employees.
Goal B-Obiective 3:
Expand the Priority Dispatch System.
Action Plan
Acquire additional Priority Dispatch systems to expand upon the EMD system in place. Provide
proper training for current supervisors and dispatchers.
Goal B-Obiective 4:
Increase redundancy in dispatch systems through additional options in case of system failure.
Action Plan
Purchase card sets for Priority Dispatch systems in case of system failure and provide proper
training of these systems.
Long-Term Technology Plan Page 6