HomeMy WebLinkAboutStaff Report 5.B 10/20/2014Agenda Item #5.2
DATE: October 20, 2014
I'
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Patrick Williams, Chief of Police
SUBJECT: Resolution Accepting the Customer Premise Equipment Fixed Allotment Funding
from the Governor's Office of Emergency Services to Replace the 9-1-1
Telephone System in the Amount of $255,000 and Authorizing the City Manager
to Execute all Related Agreements.
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting the Customer
Premise Equipment Fixed Allotment Funding from the Governor's Office of Emergency
Services to Replace the 9-1-1 Telephone System in the Amount of $255,000 and Authorizing
the City Manager to Execute all Related Agreements.
The California 9-1-1 Division of the Governor's Office of Emergency Services (OES) tracks 9-
1-1 emergency call volume statewide. From this data, OES determines the number of 9-1-1
answering positions needed per agency and makes funding available for equipment replacement
on a five year replacement cycle. The equipment for the Petaluma Police Department is due to be
replaced this year and OES has designated a fixed allotment in the amount of $255,000 for
equipment replacement and upgrades. The finding will expire June 30, 2015, if our approval
process has not been initiated.
DISCUSSION
The Petaluna Police Department is seeking approval to accept the fixed allotment of $255,000
from OES for system replacement and upgrades. The new system will be "Next Generation 911"
compatible. Next Generation 911, when fully implemented, will allow call centers to keep pace
with the communication technology used by the public. Put simply, this is an Internet Protocol
based system that will allow digital information (e.g., voice, photos, videos, text messages) to
flow seamlessly from the public, through the 9-1-1 network, to emergency responders.
The City of Petaluma currently contracts with AT&T to provide 9-1-1 system services. The
system hardware is manufactured by Cassidian Communications and the software is
manufactured by Vesta. The new AT&T Cassidian Vesta system package is among several
package configurations approved by State of California Contract #5-12-58-01 and complies with
i
Federal Comnmuiications Conunission requirements. Members of the Police and Information
Technology Departments have participated in various vendor presentations and site visits, and
have determined this configuration will best meet the needs of the communications center.
It is anticipated the Office of Emergency Services will approve the purchase of the AT&T
Cassidian Vesta product for the City of Petaluma. The system is on the State's approved
equipment list and qualifies for direct funding from the State. After the State's approval, the
AT&T Cassidian Vesta invoice will go directly to the State for payment. The City of Petaluma
will not be required to advance the payment so there will be no impact to the General Fruid. The
Petaluma Police Department is a designated Public Safety Answering Point for 9-1-1 calls.
Receipt of these finds will require the Petaluma Police Department to continue answering 9-1-1
calls on a 24/7 basis for the five year contract period.
The system upgrade will include five Vesta work stations. It will also include a five-year
maintenance contract. AT&T has agreed to extend the current maintenance contract rmtil the
new system is in place. The contract will include formal training by Cassidian Communications
for the dispatch staff.
FINANCIAL IMPACTS
The total cost of this system configuration is $201,349.30. The Customer Premise Equipment
Allotment funding of $255,000.00 will cover 100% of cost for this project. The remaining fluids
in the amount of $53,650.70 may be used for the purchase of additional qualified equipment,
training and services for the 9-1-1 system as needed over the five year contract period.
FA YI Iffe7Hall WiLK
1. Resolution
2. Notice of Funding
3. AT&T Quote Summary
ATTACHMENT 1
RESOLUTION ACCEPTING THE CUSTOMER PREMISE EQUIPMENT FLYED
ALLOTMENT FUNDING FROM THE GOVERNOR'S OFFICE OF EMERGENCY
SERVICES TO REPLACE THE 9-1-1 TELEPHONE SYSTEM IN THE AMOUNT OF
$255,000 AND AUTHORIZING TIE CITY MANAGER TO EXECUTE ALL RELATED
AGREEMENTS
WHEREAS, the City of Petaluma Police Department desires to replace and upgrade
components of the 9-1-1 telephone system; and
WHEREAS, the vendor and equipment selected by the City of Petaluma has been
approved by the State of California in Contract 45-12-58-01; and
WHEREAS, the State of California, Governor's Office of Emergency Services, has
allocated funding for the City of Petaluma in the amount of $255,000; and
WHEREAS, this is a cooperative purchase with the State of California and therefore
exempt from the purchasing requirements of Section 4.04 of the Petaluma Municipal Code; and
WHEREAS, the initial system selected by the City of Petaluma will cost $201,349.30
under a contract with AT&T, an amount less than the available funding with no impact to the
General Fund; and
WHEREAS, excess funding in the amoimt of $53,650.70 will be available to the City of
Petaluma for qualified purchases relating to the 9-1-1 telephone system for the next five years.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Petaluma, as follows:
1. The City Manager of the City of Petaluma is authorized to execute all agreements
related to the acceptance of funds in the amount of $255,000 from the Governor's
Office of Emergency Services, and related to any necessary contracts with AT&T for
the initial replacement and upgrade of the 9-1-1 telephone system, and related to
future qualified purchases for the 9-1-1 telephone system provided the total of all
expenditures does not exceed the fixed allotment of $255,000 over the next five
years.
3
4\i \.4C�1\\Ol''�-
EDMUND'G. BROWN 7R. MARKS. GIIILARDUCCI
GOVERNOR DIRECTOR
Cal OES
�`r:.:�.',s g OOVERNOR'S OFFICE
=. -Y OF E14ERGENCY SERVICES
August 6, 2014 Tracking Number: 17211
Tina Thomsen, Public Safety Dispatch Supervisor
Petaluma Police Department
969 Petaluma Blvd. North
Petaluma, CA 94952
Subject: Customer Premise Equipment (CPE) Fixed Allotment Funding
Dear Ms. Thomsen:
The California 9-1-1 Emergency Communications Branch (CA 9-1-1 Branch) has received your May 8,
2014 letter of Intent to replace the 9-1-1 telephone system at your Public Safety Answering Point (PSAP).
Acceptance of CPE Allotment funds from the CA 9-1-1 Branch commits your agency to PSAP operations
24 hours a day, seven days a week, for a minimum of five years. If PSAP operations are not maintained
at that level, the Petaluma Police Department may become financially responsible for all subsequent CPE
maintenance and 9-1-1 network service charges. Our evaluation of recent 9-1-1 emergency call volume
qualifies the Petaluma Police Department for a Fixed Allotment in the amount of $255,000.00. The Fixed
Allotment funding will expire June 30, 2015 if your CPE approval process has not been initiated. The CA 9-
1-1 Branch will fund the Petaluma Police Department extended maintenance for up to the next 2 years,
regardless of which year of extended maintenance the Petaluma Police Department is in.
The CA 9-1-1 Branch has implemented a non -mandatory Master Purchase Agreement (MPA) that enables
participating vendors to.invoice the CA 9-1-1 Branch directly for the purchase of 9-1-1 systems and
services. User instructions for the MPA are available at:
www,calema.ca.aov/PSC/Paoes/Services/911 /911-Svstems-and-Seniices-Master-Purchase-
AQreementS.asOx.
Please contact me directly with any questions at barba ra.shackelford(@caloes.ca.aov or (916) 657-9680.
Sincerely,
W'ma -
BARBARA SHACKELFORD, 9-1-1 Consultant
California 9-1-1 Emergency Communications Branch
cc: Patrick Williams, Chief of Police, Petaluma Police Department
Bill Mushallo, Finance Officer, Petaluma Police Department
601 SEQUOIA PACIFIC BLVD, SACRAMENTO, CA 95811
PUBLIC SAFETY COMMUNICATIONS
(916) 657-9369 TELEPHONE (916) 657-9882 FAX
y
et&t DATE 9/4/2014
Account Manager ItentAmes
Phone (530)621-6986
Email KentAmes@att.com
5 Positions VESTAO
Quote Summary
Petaluma PD
VESTAtt Call Handling
Cassidian_Patriot
5 Position Cassidian Patriot
Tax Rate 8.250%
Equipment
Taxable Equipment
Tax
Installation
Subtotal
$1,008.50 x 48 Months Maintenance Years 2-5
Year I incladed with system
$137,232,13
$100,715.66
$8,309.04
$7,400.00
$152,941.17
$48,408.13
SYSTEM TOTAL $201,349.30
This Quote Valid until 112/2015
a
Considerations:
I
Solution
Vesta 4.0
2
Numberof IWS positions
S
3
Number of Admin Phones
u
Up tan x911
4
Lines
Up to 16 z Admin
1 PRI to Cisco PBX (In/out)
6
MIS Package Included?
NO
7
Mapping Included?
No
B
Voice Recorder Included?
No
Standalone Client
No; If Aurora is purchased, can use
9
Workstations?
one ar more of the IV,15 positions for
client access
10
Provider of Monitors
ATF T; n_" LCD
11
Provider of UPS
AT&T
12
Arbitrators?
Yes; 4 fort
13
Genovation Keypads?
Yes; 35 Button
14
NetClock Included
yes as recommended option. one
Ethernet port for 911 system
15
Vendor Services
gamote/onsite rE
Training (onsite)
Revision History
17 -act -12 original
7-May,44
Removed Phone, changed to train
the trainer, discounted malntenace
4 -Sep -14 Added Sth positilon