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Home My WebLink AboutAgenda - 10-03-2006-5lORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 3, 2006 Action Agenda Item No. ~~_ SUBJECT: Authorization to Purchase WebEOC Utilizing Existing Grant Funds DEPARTMENT: Emergency Management/ PUBLIC HEARING: (Y/N) No Purchasing ATTACHMENT(S): INFORMATION CONTACT: 9/19/06 Emergency Management Jack Ball, 919-968-2050 Director Memorandum Pam Janes, 919-245-2650 Quote;from ESI PURPOSE: To authorize the purchase of an incident management computer software package, called WebEOC, utilizing grant funding and other funds. BACKGROUND: The North Carolina Department of Crime Control and Public Safety, Division of Emergency Management, notified Orange County Emergency Management in late March 2006'of their decision to no longer utilize EM2000 software for disaster management. The State instead switched to a different product called WebEOC. The State provided only one access point to utilize the system, making it ineffective to utilize during local response to emergencies. In other words, Orange County has the capability to interact with the State and with other counties who have this software, but the information cannot currently be transmitted from Orange County to local emergency response agencies such as municipal police and fire, volunteer fire departments and rescue squads, or the University's public safety department. Orange County Emergency Management immediately began to explore funding opportunities to implement WebEOC on a local level to better engage the County's partners. Emergency Management was notified in August 2006 that it may utilize a portion of the previously received 2004 State Homeland Security funding to fund the program. Emergency Management identified $45,000 available to direct to the WebEOC project. The County's Chief Information Officer, in collaboration with Emergency Management, Purchasing, Budget and the Manager's Office is exploring how this software may most effectively be deployed. Options under review include having the software on in-house servers or having the software with a remote provider, called an ASP (application service provider) service. Preliminary cost analysis has indicated that the ASP option may be more prudent in that it can provide the redundancy needed, will ensure sufficient personnel are available to keep the service up to date, be geographically distant from any Orange County local disaster area and in the final analysis will be of comparable cost. An annual maintenance cost from the software vendor will be approximately $18,000 if the software is installed on an ASP server, which would compare favorably with the costs fihat the County would expect to incur if the application were installed on in-house servers. 2 FINANCIAL IMPACT: The County will file for reimbursement from the State pursuant to the terms of the grant, which will provide sufficient funds to cover the cost of initial implementation of the software, regardless of the method of deployment chosen. The County may expect an additional $18,000 per year in maintenance costs going forward. Funding for this maintenance requirement would come from County dollars that would be included in the Manager's Recommended 2007-08 Budget. RECOMMENDATION(S): The Manager recommends that the Board: 1. Authorize the expenditure of the grant funds in the manner specified; and 2. Authorize the Manager to sign the grant documents; and 3. Authorize the Purchasing Director to sign additional paperwork as may be needed in the transaction. e°°°~P °~ 0 ~ ~q MEMORANDUM a~ ~ ~ °p ~ :~ 9 3 o ?o ~ \~ ~z ~ ~z ~~t~ sit ~~,~ To: Rod Visser, Interim County Manager ~`''" ~°`°`~e QRANGE COUNTY From: Jack Bail, Emergency Management Director ORANGE COUNTY Date: September 19, 2006 EMERGENCY MANAGEMENT PO Box 8181 Subject: Exploring the Purchase of WebEOC Hillsborough, NC 27278 Orange County Emergency Management has been presented with a unique opportunity to redirect a portion of an existing grant to purchase a software Emergency Medical Services license for an incident management computer system. Fire Marshal Hazardous Materials Team This software package, called WebEOC, was just recently adopted by the Disaster Response State of North Carolina to manage emergency incidents on a statewide 9-1-1 Communications basis. The software replaces the previous software, EM2000, and is more robust, flexible, and redundant than the legacy software. DuringNorlnal Business Hours: 919-968-2050 WebEOC has offered Orange County a quote of $39,500 for the software license, and an estimated additional $7,100 for training and installation 919-644-3030 expenses. The County was authorized to redirect $45,000 of existing grant funding to purchase the software and pay for training and installation up to 24 Hour Wfzrning Point• the total amount. 919-933-2600 919-732-8161 If purchased, this software will allow the County to share information within and among our municipal, University, Hospital, and non-profit BrrsrnessPErxMachrne. partners before and during emergencies. The software will facilitate sharing 919-968-4066 of resource information, allow for resource request and fulfillment, as well z4-H°rrrF~`ua°h'ne' as tracking of significant information. Since Katrina, and the litigation that 919-967-9026 has arisen from that event, proper documentation efforts during an DIRECTOR emergency are proving critical during the aftermath of disasters. Jack Ball, Colonel jba11@co.orange.nc.us In consultation with Todd Jones, it has been suggested that an offsite hosting method be implemented through the software vendor's hosting DEPUTY DIRECTOR/EMS/ADMINISTRATION facility. The vendor, ESI, operates a secure, multiple redundancy facility in C. Kent McKenzie, Major kmclcenzie@co.orange.nc.us the Atlanta area which will provide 24/7 tech support and up time, as well as offer. state of the art computer server hardware. We support contracting DEPUTY DIRECTOR/FIRE MARSHAL out server support to ESI for this project. It is important to note that our Mi1ce Tapp, Major grant pays for software purchase, but cannot be used to pay the annual mtapp@co.orange.nc.us charges for either offsite hosting or local hosting. DEPUTY DIRECTOR/COMMUNICATIONS Gwen Snowden, Major We feel that utilizing WebEOC in the County will maximize efficiency in gsnowden@co.orange.nc.us utilizing resources, tracking essential information, and interconnecting our. partner agencies, which will have the outcome of protecting the lives and property of our County residents and visitors. The information collected and stored by WebEOC during disasters will allow us to more easily review actions taken and improve our preparedness and response during future incidents. ~ ~''" ESi Acquisition, Inc. Office: (706) 823-0911 699 Broad Street, Suite 1100 Toll Free: (800) 596-0911 Augusta, GA 30901 Fax: (706) 826-9911 Website: www.esi911.com Customer: Orange County Quote Address P.O. Box 8181, Hillsborough, NC 27278 Number: 0914O60RAN-01 Contact: ~ Todd Jones Phone:. (919) 245-2285 Email: tlones(a~co.orange.nc.us Summary: WebEOC Proposal to Orange County, NC Date: September 14, 2006 Quote Expires: December 13, 2006 Disclaimer: Items not manufactured by ESi are subject to change. Substitutes will be provided for customer consideration and approval. Extended Product ID Description QTY Price Price WebEOC Software SW-CIMS-PRS-M WebEOC®Professional -STD 1 $39,500.00 $39,500.00 WebEOC ASP Fees SS-CIMS-PHA ASP - WebEOC®Professional (Normal rate, based on MRC) 1 $18,000.00 $18,000.00 Technical Services TS-INST3-ES WebEOCO 3-Day Onsite Installation and Training 1 $4,500.00 $4,500.00 TS-ASPSU-ES WebEOC® ASP Setup 1 $2,000.00 $2,000.00 Travel Exaenses TE-TVLEX-ES Travel and Per Diem' 1 $2,449.00 $2,449.00 PROJECT TOTAL (Excluding Taxes) $66,449.00 OPTIONS CONTACT ESi BEFORE SELECTING OPTIONAL ITEMS. ESi WILL REVIEW REQUIREMENTS AND ISSUE NEW QUOTE AND SCOPE OF WORK AS NECESSARY. Extended Product ID Description QTY Price Price Software Support - Addl Year (As Quoted Above) SS-CIMS-PHA ASP - WebEOC~Professionai (Normal rate, based on MRC) 1 $18,000.00 $18,000.00 Price List -Issue # 1.39 August 17, 2006 Page 1 of 1