HomeMy WebLinkAboutAgenda - 02-04-2003-9dORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 4, 2003
Action Age da
Item No.
SUBJECT: Purchase of Replacement Workstations in 9-1-1
DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Hardware/Software/Services Cost List
INFORMATION CONTACT:
Nick Waters, 968-2050
Pam Jones, 245-2650
TELEPHONE NUMBERS:
Hillsborough
Chapel Hill
Durham
Mebane
732-8181
968-4501
688-7331
336-227-2031
PURPOSE: To confirm staff plans to replace nine workstations and to upgrade the Computer
Aided Dispatch (CAD) system used in the 9-1-1 Center and the Sheriff's Office.
BACKGROUND: In recent months, staff from Purchasing, Emergency Management, Sheriff,
Land Records, Information Systems and Budget have been reviewing the options for
specifications, configuration, and implementation of needed upgrades to existing 9-1-1
workstations at Emergency Management and the Sheriff's Office. Staff proposes to purchase
through State Contract hardware, software, and related training and technical services at an
estimated cost of about $84,000. This compares very favorably against the purchase of a new
CAD system, which could cost in excess of $400,000. Funds for this acquisition are already
available in reserves accumulated in the Emergency Telephone System Fund, which is
supported by the County's fifty-cent monthly charge per subscriber telephone line.
The Computer Aided Dispatch System was first purchased in March of 1992 at a cost of
$380,727, which included all hardware and software for eight (8) workstations. The system had
five (5) workstations in the 9-1-1 center, one (1) in the Data Technician Office, one (1) at the
Sheriff's Office, and a spare. The network between the Sheriff's Office and the
Communications Center allows displaying the calls on the monitor screens and entering calls for
service from both locations. This is still a very important component of the system. The machine
in the Technician's Office allows the daily maintenance and input of data to occur. The
Technician also downloads report data to the Sheriff's Office and works with the vendor through
this machine.
The operating systems need to be replaced with the latest version that will allow compatibility
and CAD upgrades to occur, and the hardware needs to be of the type to support the systems
correctly. The existing CAD system hardware is rapidly becoming antiquated. The 9-1-1
Center had to move the Division of Criminal Information (DCI) function to a standalone PC in
February 2001 because the CAD hardware was not compatible with the most recent software
2
changes. The monitors have begun to fail, with three (3) being offline to date. There are
temporary ones being used that were taken from machines in the Emergency Operating Center.
The monitors cannot be repaired, as IBM no longer sells, supports or repairs them. The current
Unix software operating platform is not compatible with Division of Criminal Information, GIS, or
the new CAD Upgrades, but the Windows 2000 operating system proposed in this acquisition
will correct that problem. The proposed system would be compatible with remote units, which
is beneficial as the County moves towards employment of mobile data terminals as a
technological direction.
The CAD system has been regularly upgraded as the vendor refined the software to reflect the
latest changes. No new software or program changes have been purchased. The monitors are
the ones originally purchased in 1992, and are now a discontinued item. IBM stopped making
that model in the late 1990s. Consequently, replacement parts are hard to find and repairs are
difficult to perform. The Central Processing Units (CPUs) were replaced in May of 1997
because the original ones were not compatible with the GIS Software, therefore causing
operating problems. The CPUs were upgraded in 2000 by adding additional memory and
internal storage space.
The County's Information Systems Department and IT Committee have reviewed requirements
for workstation and server hardware in light of vendor recommendations. The IT Committee
discussed the planned acquisition at its meeting on January 28, 2003, determined that the
equipment and software is consistent with County hardware and software standards, and
recommended proceeding with staff plans.
FINANCIAL IMPACT: The machines needed are listed on State Contract by Dell Computers
at $ 3,324 each per workstation, and at $7,097 each for two Windows 2000 servers (one
primary and one backup). The total cost for nine (9) workstations, (2) Servers, software,
installation, etc. is $83,685. Staff recommends the cost be met through an appropriation of
fund balance from the Emergency Telephone System Fund.
RECOMMENDATION(S): The Manager recommends that the Board authorize the Purchasing
Director to accomplish all administrative steps and execute all paperwork associated with the
purchase of these workstation upgrades for the 9-1-1 Center and the Sheriff's Office, using an
appropriation of fund balance from the Emergency Telephone System Fund.
9-1-1 Workstation Hardware/Software/Serv ices Costs
Dell Precision Workstation 350 Minitower Workstations
9
$3,324.00
, $29,916.00
CAD Application Software and Interfaces
Workstation Third-Party System Software 9 $430.00 $3,870.00
CAD Implementation Services
CAD Data Conversion Analysis an
CAD System Installation
d Support _
$7,600.00
$5,600.00
!
CAD Refresher Training
CAD System Admin Training $3,200.00
$2,4
00.00
Site Live Transition _ _
_
$1,440.00
On-Site testing of interfaces $960.00
On-Site Assistance _ _
$1,920.00
- -- __----- - --- -- ? $23,120.00
Travel Estimates
Trip 1 (1 day on-site, 2 travel days) _
$2,615.00
Trip 2 (6 days on-site, 2 travel days) $1,795.00
Admin Training (5 days training,2 travel, 1 ext
ra day)
1
$1,392.00 _
2 $1,913.00 --- -
$7,715.00
_T td $64,621.00
Add 2 Servers
Dell PowerEdge 4600 (CAD Server) -- 1 $7,097.00 $7,097.00
Dell PowerEdge 4600 (Backup CAD/Report Writer Serve r) 1 $7,097.00 $7,097.00
Server Third-Party System Software 2 $430.00 $860.00
PCAnywhere 2 $180.00 $360.00
Server Peripherals (DIGI) 2 $345.00 $690.00
American Power Conversion UPS 2 $730.00 $1,460.00
Data File Review and Load $1,500.00 $1,500.00
Sub-Total $19,064.00
i
Grand Total ------ $83,685.00