HomeMy WebLinkAboutResolution 2014-165 N.C.S. 10/20/2014Resolution No. 2014-165 N.C.S.
of the City of Petaluma, California
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 5255,000 AND AUTHORIZING
THE 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 #5-12-58-01; 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 atnount 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
Resolution No. 2014-165 N.C.S. Pa,e I
REFERENCE:
AYES:
NOES:
ABSENT:
ABS'rA1N:
AT'rES'r:
the initial replacement and upgrade of the 9-1-1 telephone system, and related to
firture 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.
Under [he power and authority conferred upon [Itis Council by the Charter ofsaid City.
I hereby certity the foregoing Resolution was introduced and adopted by the
Council of the City of Petaluma ata Regular meeting on the 20a' day of -October,
2014, by the following vote:
Albertson, Barrett, Harris, Healy, Miller
None
Vice Mayor Kearney
Mayor Glass
O'Lw
Citv Clerk
Vice Mayor Pra'1'em
as to
Resolution No. 2014-165 N.C.S. Page 2
(ii)
CITY OF PETALUMA / PROCUREMENT REQUEST
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I HEREBY CERTIFY THAT THE ARTICLES OR SERVICES REggI7TE, j HEREON ARE NECESSARY FOR USE IN THIS DEPARTMENT
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DEPARTMENTAUTHORIZED SIGNATURE: ,!
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WHITE, CANARY and PINK TO FINANCE DEPT
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RETAIN GOLDENROD FOR DEPARTMENTAL FILES
Resolution No. 2014-165 N.C.S.
of the City of Petaluma, California
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
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 #5-12-58-01; 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 ol'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 amount 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
Resolution No. 2014-165 N.C.S. Pace I
REFERENCE:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
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.
Under the power and authority conferred upon this Council by die Charter ofsaid Cit,.
I hereby cerflf_V the roregoing Resolution Was Introduced and adopted by the
Council of the City ul'Petal uma at u Regular meeting on the 20a' day or October,
2014, by the rullmring vote:
Albertson, Barrett, Harris. Healy, Miller
None
Vice Mayor Kearney
Mayor Glass
City Clerk ��__S U
vIc
as to
Resolution No. 2014-165 N.C.S. Page,2
0
AL
M M
w
Petaluma Police Department
M
for
Vesta 4.0
Project
Petaluma PD Date: 30CT2014
Version 2.0 This Scope of Work and associated Cost Table is valid until (above date + 120 days)
Table of Contents
1.0
OVERVIEW...................................................................................................................................1
1.1
PURPOSE & OBJECTIVES............................................................................................................. 1
1.2
AT&T WILL PROVIDE THE FOLLOWING NEW PRODUCTS................................................................ 1
1.3
REUTILIZATION OF EXISTING EQUIPMENT...................................................................................... 1
1.4
EQUIPMENT PROVIDED BY THE AGENCY....................................................................................... 1
1.5
COMPONENTS NOT INCLUDED...................................................................................................... 2
1.6
EQUIPMENT REMOVAL & DISPOSAL.............................................................................................. 2
2.0
DESIGN SOLUTION..................................................................................................................... 2
2.1
CALL PROCESSING...................................................................................................................... 2
2.3
SYSTEM PROGRAMMING.............................................................................................................. 5
2.4
INTEGRATION REQUIREMENTS...................................................................................................... 5
2.5
BUILDING MODIFICATIONS........................................................................................................... 6
3.0
CHANGE REQUESTS.................................................................................................................. 6
4.0 ACCEPTANCE TESTING ................................
WE
5.1
5.2
5.3
5.4
m
7.0
7.1
7.2
7.3
8.0
8.1
8.2
8.3
9.0
RESPONSIBILITIES .................
AT&T PROJECT TEAM .............
PROJECT MANAGER ................
AT&T RESPONSIBILITIES .........
AGENCY RESPONSIBILITIES......
INSTALLATION SCHEDULE....
.............................................................. 6
.................................................................................................. 6
.................................................................................................. 6
.................................................................................................. 7
.................................................................................................. 7
.................................................................................................. 7
.................................................................................................. 8
MAINTENANCE PLAN ......................................................
MAINTENANCE AND RAS CAPABILITIES .................
POST -INSTALLATION SUPPORT LIMITATIONS..........
REPAIR OF UNSUPPORTED FAILURES ....................
TRAINING..............................................................
SUPERVISOR/DISPATCHER TRAINING .....................
TRAINING DOCUMENTATION ..................................
SERVICE MANUAL DOCUMENTATION ......................
11f1C1 IMPNT A(`(:FPTANCF
......................................................... 9
......................................................... 9
....................................................... 10
....................................................... 10
....................................................... 10
..................................................................10
.................................................................. 11
.................................................................. 11
.................................................................. 12
APPENDIX A: AGENCY COMPLIANCE -SITE CERTIFICATION DOCUMENT ................................... 13
APPENDIX B: LAN/WAN POLICY........................................................................................................ 14
APPENDIX C: FLOOR PLANS.............................................................................................................. 15
APPENDIX D: PRICING & TERMS....................................................................................................... 17
APPENDIX E: CHANGE ORDER REQUEST FORM............................................................................. 18
APPENDIX F: MAINTENANCE PROCEDURES.................................................................................... 19
Petaluma PD Date: 30CT2014
Version 2.0 This Scope of Work and associated Cost Table is valid until (above date + 120 days)
1.0 OVERVIEW
1.1 Purpose & Objectives
The purpose of this document is to describe the work to be performed by AT&T
California (herein referred to as Contractor) in satisfying the E911 system requirements
for Petaluma PD (herein referred to as Agency). In order to achieve the proposed system
design the following system work operations are required: install five (5) positions of
Vesta "4.0". The above equipment will be used to terminate various trunks, lines and
data circuits required to process E911, and administration calls by the Agency.
1.2AT&T Will Provide the Following New Products
Cassidian Call Processing Equipment
Qty
Vesta 4.0
1
Vesta 2 -post rack 19"W x TH x 3"D; Footprint: 20.3"W x 15"D
1
Vesta Backroom System servers, switches
2
Mediant 1000 Redundant Chassis (for gateway modules)
2
4 Port FXS Gateway Modules (9-1-1 CAMA trunks)
4
4 Port FXO Gateway Modules (analog lines)
1
1 Port Digital T1 Gateway
5
Vesta Workstations (includes CPU, backroom interface components, audio
interface equipment, ke board, mouse, and VESTA 4.0 license/software
5
22" Flat Panel LCD Monitor
5
Genovation Keypad Model 682 35 buttons
5
KVM Switch (4 -port) for Vesta workstation aka keyboard arbitrators
5
Telephony and Radio IRR Software
5
Position UPS
2
Backroom UPS with external battery
Data Management Equipment
Qty
NetClock System
1
GPS NetClock System (includes Master clock, GPS antenna and one Ethernet
ort
1.3Reutilization of Existing Equipment
The following equipment has been certified to be compatible with current technology and
in good condition. This equipment will be reutilized:
Qty
Item Description
Nothing to be re -used
1.4 Equipment Provided By the Agency
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Agency will supply following system components:
Item Description
Conduit pathways from dispatch location to existing backroom equipment room.
DSL Line for remote system access
1.5Components Not Included
Item Description
Voice Recorder
Orion/Vela Ma Star
System or CDR Printer
Aurora/Aurora LITE MISS stem
**Please refer to Line Item price list for all parts in Appendix D.**
The equipment provided by ATT will comply with State of California Contract 5-5-
12-58-01 AT&T CALIFORNIA and any FCC requirements for E9-1-1. It will also meet
the NEMA requirements for displaying ANI/ALI Phase II wireless calls.
1.6 Equipment Removal & Disposal
Cassidian Communications Equipment
The following equipment will be removed and left at the Agency site by AT&T:
o Existing Vesta Workstations, server, and ancillary devices
o MAARS, ComCentrex, other ancillary devices
o Existing Backroom UPS's.
o Existing Position UPS's.
AT&T technicians will work with the Agency's personnel to remove the old Equipment as
identified by the bulleted equipment list above. AT&T technicians will place old IWS
equipment in an area designated by the Agency. AT&T technicians will not remove any
existing equipment from the Agency's building.
2.0 DESIGN SOLUTION
2.1 Call Processing
System Overview
AT&T will provide a complete E911 system solution from a high-level perspective by
deploying Call -Processing, and Data -Management related system equipment. The
functionality of these system components when coupled together enables the Agency
with the capability to process E911 and administrative type calls and other various PSAP
emergency and non -emergency functions and retrieve long-term recordings.
AT&T will implement Cassidian Communications' Call -Processing suite of
hardware/software application: Vesta. AT&T will achieve these system objectives by
implementing the following managed work operations:
Petaluma PD 30CT2014
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Call-Taker/Dispatch Positions in Dispatch
Install four (5) positions (positions 1-5) of Vesta 4.0 in the dispatching area. These
positions are AT&T provided HP workstations and includes: (1) Genovation keypad, (1)
LCD monitor, (1) Sound Arbitration Module (SAM), (1) Vesta "4.0" software/license, (1)
Dual Telephony and Radio IRR software/license, and UPS.
Each position will have four CAT5 cables run to each position from the backroom. The
CAT5 cable will be provisioned as follows: (1) Vesta Primary NIC, (1) Vesta Secondary
NIC (if applicable), (1) for LTR position -based recording (if desired) and (1) for
future/spare. The secondary NIC is not applicable to CommandPost position.
Audio Interface
In order to ensure proper audio functionality at each IWS position and facilitate audio
connectivity with third party audio devices at the Agency location. The system design
includes a Sound Arbitration Module (SAM) that hands off telephony audio to a
demarcation point for the radio console. This enables the radio console to provide
headset sharing between phone and radio. The SAM is installed in every Vesta
workstation. AT&T technicians will work with agency's radio vendor to wire this and
balance audio (telephony and radio) levels. The SAM also has the ability to arbitrate the
telephony and radio audio in lieu of the radio console.
Backroom System Overview
911 CAMA trunks originating from the Agency's serving central office tandem will be
terminated on the FXS Gateways equipment located in the backroom. 10 digit
emergency, administrative, and ring -down lines (analog) will be terminated on the FXO
gateways, also located in the backroom. All lines will be diversified among the respective
gateways to minimize the amount of lines down in event of a gateway failure.
Cisco Call Manager Interface
There will be a new T1/PRI interface to the Agency's existing Cisco Call Manager CCM
PBX and the new Vesta system. This interface will allow the caller id (CID) on inbound
lines from the CCM. The Agency will need to have their CCM service provider provide the
necessary hardware/software/licensing for the CCM PBX and support to AT&T for
installation, configuration, and testing of this interface.
ALI
Geographic diverse 56K Data circuits (DSO) that carry the Automatic Location
Identification (ALI) data will terminate in the AT&T provided router, which is connected
via RS -232c cables to the Vesta Servers.
CAD
The Vesta E9-1-1 system provides a CAD Interface on a BlackBox serial data unit that
allows other system devices to interface with emergency call information. It will provide
the retrieved ANI/ALI for an emergency call, as well as the answering position
identification on an ASCII RS -232C port. The demarcation point for the Agency CAD is
the designated com port of the BlackBox unit in the equipment room.
Firewall
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The VESTA system includes a firewall to give remote access to AT&T for support and
maintenance. A broadband (DSL or higher) connection to the firewall is required and to
be provided by the Agency as per the terms of the State contract. Specifications for
these options are provided on separate documents.
NetClock
AT&T will install a new Spectracom GPS NetClock system (9000 series). This system will
become the time source for the Vesta E911 equipment. A GPS antenna will need to be
installed on the roof. A minimum of one inch (1") in diameter conduit from the backroom
to the roof is needed for antenna cabling. A clearance of approximately 10 feet (10') in
diameter is needed for the GPS antenna.
AT&T will provide the installation configuration services related to the NetClock system.
The MasterClock (9483) has (1) integrated NTP Time Server (Ethernet port). This port
will be connected to the AT&T E911 system equipment (Vesta local area network (LAN))
and configured with an IP address that corresponds to the Vesta IP schema. One display
clock is included with the NetClock and may be installed in dispatch or other area. This
display will require a standard NEMA 5-15/20R for local power and a cable path to the
backroom). No additional network ports or display clock(s) are included in this solution;
however can be provided for additional cost.
System Growth Capabilities
AT&T warrants that the hardware, software and operating systems sold are current at the
time of shipment. Software and hardware manufacturers constantly upgrade their
products. This may require the Agency to upgrade hardware, software or operating
systems in the future in order to expand this system. The maintenance package included
in this sale does not include software/hardware upgrades required for expansion or
integration.
Vesta's design allows maximum growth flexibility. Vesta answers small to medium sized
call -center's need for E9-1-1 functionality. The design of Vesta allows the system to be
configured to accommodate a PSAP, from two -trunk two -position to 250 user end points
(IP Phones, IWS positions, etc.) with 300+ circuits. The number of positions and lines in
a system depends on the population of the area served.
This system is designed to accommodate up to (8) 911 and (16) analog lines. Petaluma
PD's system will be configured for (6) 911 trunks and (15) analog lines, and (1) T1/PRI,
leaving a future growth of (2) 911 trunks and (1) analog line. Additional lines can be
increased by adding additional FXS/FXO gateways (requires available port in Ethernet
switch, can be added if necessary).
2.2 Connectivity
Trunks & Lines
Qty Trunk Line Definition
6 E9-1-1 Trunks
10 Non -Emergency Lines as inventoried below
• 762-2727 0 778-4457
Petaluma PD 30CT2014
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0
762-2728 a
778-4338
®
762-2729 a
Ford Phone
•
778-4326 •
762-4545
•
778-4332 6
762-4546
5
Ringdown Lines as inventoried below
a
Fire HQ1 ®
SO Law
®
Fire — 2 •
Pet Vly
®
Fire - 3
2.3 System Programming
The system will be programmed with a log in ID for each Administrator/Supervisor. The
administrators/ Supervisors will have all the capabilities that the dispatchers have as well
as additional capabilities requested by the Agency. The "master" speed dial list will be
the same for each position and the site supervisor/administrator will have the capability to
change, add, and delete speed dials on the "master" list.
The system will be programmed with a log in ID for each dispatcher. There will be a
single Agent Profile for all dispatchers that will have the same configuration, colors and
icons. Agent profiles can be locked down or unlocked to allow agents to modify individual
logins.
The system will be programmed to "ring all" positions in the event of an incoming call for
all lines. Although ACD (Automatic Call Distribution) programming is a feature of this
system, ACD functionality is not being provisioned.
The system programming requirements may be changed at the request of the Agency
during the Installation process. The AT&T Project Manager/ECM will work with the
Agency to meet their specific needs.
All system -level programming on Vesta will be handled by AT&T personnel. All initial
system -level programming will be to replicate the current operation of Petaluma PD's as
closely as possible. If it is determined during design sessions that changes need to be
made, they can be made at that time. Once the system is cutover and accepted, any
further adds, moves and changes will be performed on a Time and Materials basis at the
prevailing contract rates (An example of add, move and change is: adding 7 digit
emergency lines to the system). The current contract labor rate is $185.00 per 911 -
technician per hour.
User -level programming on Vesta will be handled by designated Petaluma PD's
personnel. User -level programming includes, but not limited to, users, speed dials, TTY
messages, etc.
2.4 Integration Requirements
AT&T will be the integrator for all telephony -related issues. AT&T will be responsible for
installation and maintenance of all network facilities terminating into the connector block
installed at each position.
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2.5 Building Modifications
All building modifications are the responsibility of the Agency. The AT&T Project
Manager/ECM will work closely with the Agency to determine proper timeline
coordination for a smooth system implementation. Please refer to Appendix A for the
specific modifications to be performed by the Agency.
10CHANGE REQUESTS
The Agency may at any time, by written order, and without notice to the Contractor's
sureties, submit a change order to the Contractor. Within ten (10) working days of
receiving a proposed change order, the Contractor will submit a written cost estimate,
which will include adjustments to the Project Price, Project Schedule, Statement of Work,
Acceptance Criteria, or any other obligations of the Contractor, as applicable. The
Contractor or the Agency may also decline the change order, depending on the nature of
the requested changes.
The Contractor may also propose a change order involving additions, deletions, or
revisions to the work, or any obligations imposed upon the Parties under this agreement.
AT&T's changes to the system design or individual component changes will be submitted
to the Agency for approval using the Change Request Form shown in Appendix E.
The Agency will appoint a single individual as a Project Manager. Change Orders will be
approved in writing, by the Agency's Project Manager. The Contractor will not proceed
with any work contemplated in any proposed Change Order until it receives written
notification to commence such work from the Agency's Project Manager.
4.0 ACCEPTANCE TESTING
Final system acceptance for this Scope of Work will occur when the standards of
performance of the State contract which can be reviewed at:
http://www.calema.ca.gov/PSC/Pages/Services/911/91 1 -SVstems-and-Services-Master-
Purchase-Agreements.aspx.
These will have been met after 240 consecutive hours of operation following the cutover
date. During these 240 hours, the system will function without interruption, as defined by
contract and according to the project specifications. If the 9-1-1 system fails to meet the
standards of performance, then the 240 hour system acceptance period will re -start
following correction of the problem.
Once the system is accepted, any further adds, moves and changes will be performed on
a Time and Materials basis at the prevailing contract rates. The current contract labor
rate is $185 per 911 -technician per hour.
F��L'7 �y�Z�7►69[3f �lill_�y
5.1 AT&T Project Team
Petaluma PD 3OCT2014
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Provisioning
Manage
9-1-1 Service
Executive
Ga e Kinn
Anne Abdallah
Phone: 3
Cell: 916)2213-4619
Cell: (925) 336-1657
9k561m
3707 Kings Way33
Sacramento, CA 95821
aa4345@att.com
3707 Kings Way
Sacramento, CA 95821
Application Sales
Executive
� --1
Kent Ames
Phone: ( 400-1987
ka31gs ay.com
3707 Kings Wa Rm C33
Sacramento, CA 95821
sg1768@att.com
9-1-1 Systems
Steve Lessner
Phone: (707) 294-7437
3260 Sebastopol Rd
Technician
Floor 1
Santa Rosa, CA 95407
Phone: ( 951 369-2282
rr1713 att.com
@
Technical Sales
Robert Russo
Fax: (951) 321-1379
3580 Orange Street #8005
�
Consultant ll
Cell: 951 500-2130
Riverside, CA 92501
Sergeant
State 911
Marlin Christensen
Phone: (707) 778-4368
mchristensen@ci.petalume.ca.us
969 Petaluma Blvd. N.
Petaluma, CA 94952
Barbara
Consultant
B
Phone: 916 657-9680
( )
quoin Pacific Blv7MS-911
601 Se uoia Pacific BlvSacramento, CA
5.2 Project Manager
An AT&T Project Manager will be assigned for this system implementation. The Project
Manager is responsible to plan, organize, control, direct and coordinate people and
material resources throughout the life of the project.
5.3AT&T Responsibilities
AT&T is responsible for the following:
— Delivery of equipment
— Security of equipment, until equipment is delivered to customer premise.
— Disposal of packaging materials and debris.
— Any damage caused by Contractor (or Contractor's agent) to equipment, building, or
other property.
— Installation of common control (server) equipment in racks.
— Dressing of all cables.
— Identification and labeling of all cables.
— Installation of appropriate cabling from equipment room to all Vesta 911 positions.
— NENA standard ANI/ALI interface supplied to the Agency owned CAD system.
— Installation of demarcation punch block for audio source and logging recorder.
— Installation of interface jacks for radio headsets.
— Coordination of Cassidian Communications professional services
5AAgency Responsibilities
Equipment Room
— Provide locked limited access to the equipment room.
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— Provide 2 dedicated 20 -amp circuits (NEMA 5-20R) for the Vesta racks; one
dedicated 20 amp circuit (NEMA 5-20R) per additional equipment rack (if applicable).
— Furnish HVAC equipment that will keep the backroom temperature and humidity
levels of 72 degrees F+/- 5 and less than 50% relative humidity.
— DSL Line for remote system maintenance.
Dispatch Room
— Furniture selected by Agency is compatible with, or will be modified by the Agency to
be compatible with, the selected system equipment.
— Furnish/verify that each AT&T dispatch position has one 15/20 amp breakered circuit
(NEMA 5-15/20R) dedicated to emergency call taking position with a quad outlet.
Ancillary electrical components such as heaters, lights and furniture should not be on
this circuit.
General
— Access to building for AT&T and subcontractors.
— Conduit and coring of walls.
— Adequate power and power outlets and circuit breakers.
— All radio, CAD and recorder equipment.
— Adequate security to prevent theft of computer equipment.
— On-going upkeep for room requirements listed.
— Technical expertise from Agency's other vendor's during planning, installation and
cut -over.
— The Agency's Project Manager will facilitate the installation or resolution of any
problem determined with these interfaces pertaining to the radio, CAD, recorders,
NetClock or other Agency owned interfaces.
Note: The 911 Network and Agency Networks may not share the same LAN Segments.
911 IP packets must be segregated from CLETS, NCIC, DMV, CWS, and all other
Agency network traffic.
EILIX 4 oil] 11
The following dates are based on the "Final Funding Date" listed below and are offered
as a general planning reference. These dates are best estimates at this time. Changes
to the "Final Funding Date" will affect all the dates below.
Final Funding Approval Date: 11/30/2014
Equipment Order Date: 12/5/2014
Equipment Delivery Date: 1/23/2015
Programming Change Freeze Date: 1/30/2015
Begin Equipment Installation Date: 2/13/2015
System In -Service Date: 2/27/2015
Final Installation schedule will be established by mutual consent of the Contractor and
the Ordering Agency; however, prior to the installation date, the Ordering Agency may
defer the installation, and a new installation date will be established by mutual
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agreement. Such unilateral deferment will not exceed 60 days, except by mutual
agreement.
Pricing is based on installation being performed during AT&T's normal business hours
(M -F, 8:00am-5:00pm, excluding AT&T holidays). Installation activities outside of AT&T's
normal business hours are available at prevailing after hour tariff. There will be no
additional cost to the Agency for an after-hours cutover, if it becomes necessary.
7.0 MAINTENANCE PLAN
7.1 Maintenance and RAS Capabilities
The 911 system is provisioned to allow AT&T to remotely access the 911 system in order
to identify software and hardware problems and make repairs. In the event that the
equipment cannot be repaired remotely, two trained technicians are stationed within two
hours of the Agency PSAP to facilitate onsite repairs.
Items excluded from maintenance include any Software which is at a revision level not
supported by the Software licensor. AT&T makes no guarantee as to parts availability on
Equipment that has been discontinued by its manufacturer. In the even a manufacturer
discontinues producing any Equipment or in the event the Equipment has outlived the
manufacturer's suggested product life cycle, AT&T will continue to provide Service under
the Maintenance Plan for as long as parts are available on a commercially reasonable
basis. In the event repair parts are not readily available, AT&T will advise customer and
customer will have the option to replace the Equipment with a similar product AT&T
offers at the prevailing rates. In the event the customer declines to authorize such
replacement, AT&T will cease providing Service for such Equipment.
AT&T includes a one-year warranty and years two through five on a maintenance
contract through the State of California Contract.
Items excluded from maintenance include any software which is at a revision level not
supported by the software licensor. AT&T makes no guarantee as to parts availability on
equipment that has been discontinued by its manufacturer. In the even a manufacturer
discontinues producing any equipment or in the event the equipment has outlived the
manufacturer's suggested product life cycle, AT&T will continue to provide Service under
the Maintenance Plan for as long as parts are available on a commercially reasonable
basis. In the event repair parts are not readily available, AT&T will advise customer and
customer will have the option to replace the Equipment with a similar product AT&T's
then prevailing rates. In the event the customer declines to authorize such replacement,
AT&T will cease providing Service for such Equipment.
Vesta
• AT&T will provide a "Maintenance Kit" to be kept at a location readily accessible to
AT&T Technicians or, in some special cases, due to an Agency's location or system
size, kept on site in a secured location. The contents of the Maintenance Kit will be
based upon the requirements of the Agency's 9-1-1 system. AT&T absorbs the cost
of the Maintenance Kit and the equipment provided within the kit will remain the
property of AT&T.
Petaluma PD 30CT2014
Version 2.0 Page 9 Prepared By: Robert Russo
• AT&T includes five-year parts and labor on the 9-1-1 system. The five-year period
begins at date of customer acceptance. After the five-year period, the Agency may
choose to replace the system, maintain it, or a maintenance contract will be created
with agreed terms, conditions and costs. Software Service Packs and hot fixes will be
kept current and upgraded at no charge (additional features and hardware may not
be included). Operating System upgrades are not included.
7.2Post-Installation Support Limitations
AT&T's support obligations hereunder will not apply to any AT&T supported product if
adjustment, repair, or parts replacement is required because of:
• Printer ink/toner and paper are not included under maintenance.
• Accident, neglect, tampering, misuse, improper / insufficient grounding, failure of
electric power; failure of the PSAP and/or others to provide appropriate environmental
conditions, relocation of hardware or software, or causes other than ordinary use.
• Repair or alteration, or attempted repair or alteration of any AT&T supported product
(hardware and/or software) by the PSAP or others.
• Connection of another machine, device, application or interface to AT&T supported
equipment (hardware and/or software) by, Agency, the PSAP or others, which has
caused damage to AT&T supported equipment.
• Degradation of performance to AT&T systems due to non-compliance with the
Customer Site Preparation Requirements (excessive heat, humidity, moisture,
condensation, dust, EMI, etc.) as identified in AT&T document TP76911, Section C,
Part 2, is not covered under Maintenance or Warranty.
• Damage or destruction caused by natural or man-made acts or disasters
• Degradation of performance to AT&T systems due to the installation of third party
software applications or Operating System patches, service packs, hotfixes, or
Windows services and not specifically certified, approved, and registered by AT&T for
use at the site(s) identified herein.
• Support described herein does not include cosmetic repairs, refurbishment, furnishing
consumables, supplies or accessories, making accessory changes or adding
additional devices or software applications.
7.3 Repair of Unsupported Failures
The Agency may request Field engineering to rectify unsupported failures, as defined
above, on a Time & Materials basis. Labor rate charged will be the current AT&T labor
rate (plus expenses) at the time service is requested.
AT&T is NOT responsible for the performance of third party applications/systems.
8.0 TRAINING
8.1 Supervisor/Dispatcher Training
Formal training for the Vesta will be provided by Cassidian Communications. Training
dates and times will be coordinated by AT&T's Project Manager/ECM with Petaluma PD.
Petaluma PD has chosen to use Train the Trainer services
Petaluma PD 30CT2014
Version 2.0 Page 10 Prepared By: Robert Russo
1. VESTA/Sentinel 4/X TTT bundle includes (1) 1 day class of TTT training for up to
8 students.
2. VESTA/Sentinel 4/X Admin bundle includes (1) 1 1/2 day class of Admin training
for up to 8 students.
Training support will be available through the day of cutover and as needed within the
first week after cutover. Post -cutover training requirements must be negotiated with the
AT&T Project Manager/ECM and may result in additional expense to the Agency.
8.2Training Documentation
Vesta
Training documentation will include copies of the User Guide, and one soft -copy will be
installed on each workstation. Documentation will be given to the Agency's designated
training coordinator.
8.3Service Manual Documentation
IWS Technical Installation and Maintenance Manuals will be provided with the delivery of
the systems. These technical manuals should be kept in the equipment room near the
equipment racks for the AT&T technicians to utilize as necessary.
Petaluma PD 3OCT2014
Version 2.0 Page 11 Prepared By: Robert Russo
9.0 DOCUMENT ACCEPTANCE
Petaluma PD
Vesta "4.0" Upgrade
I have read the preceding document version 2.0. 1 understand and approve of the scope of work
described therein. In addition, I understand that subsequent modifications to the scope of work will be
requested on the attached Change Request Form and approved by both Petaluma PD and AT&T.
,J, -p k Date
October 3, 2014
Application Sales Executive, AT&T California Date
Petaluma PD 3OCT2014
version 2.0 Page 12 Prepared By: Robert Russo
Appendix A: Agency Compliance - Site Certification Document
Petaluma PD Compliance - Site Certification Document
This Section meets the State contract requirement for AT&T to provide a Site Readiness Checklist to the Agency.
A site survey has been made and site modifications will be needed to meet the following requirements for
equipment installation. The following site modifications must be completed by the Agency prior to AT&T beginning
the installation of the new or upgraded system. The completion of all building modifications is the responsibility of
the Agency. In the event that AT&T attempts to begin installation and subsequently discovers that these
modifications have not been met as specified, AT&T may postpone implementation. A quote will be provided to the
Agency for any additional costs incurred by AT&T because of the postponement. Any additional costs that are
incurred for site modifications because of the postponement will be the responsibility of the Agency. Work will be
rescheduled upon completion of the required modifications.
Hazardous Materials
Customer will maintain Customer's location where AT&T is to perform work in a suitable and safe working
environment, free of Hazardous Materials. AT&T does not handle, remove or dispose of, nor does AT&T accept any
liability for, any Hazardous Materials at Customer's location. If AT&T encounters any such Hazardous Materials,
AT&T may terminate this Statement of Work or suspend performance until Customer removes and cleans up at its
expense Hazardous Materials in accordance with this Statement of Work and applicable law. For purposes hereof,
"Hazardous Materials" means any substance whose use, transport, storage, handling, disposal, or release is
regulated to any law related to pollution, protection of air, water, or soil, or health and safety.
1) Agency to verify (install if necessary) that AT&T backroom equipment has two 20 amp
breakered circuits dedicated the 911 rack with a 20 amp duplex NEMA 5-20R outlet.
2) Room for 19" 2 -post relay rack as noted in below drawing
3) Verify (install if necessary) a dedicated 120VAC electrical circuit (NEMA 5-15R) at each
Vesta position.
4) Equip backroom with air conditioning to keep ambient temperature and relative humidity
in the E911 equipment area maintained in a range of 55 to 85 degrees Fahrenheit with
relative humidity in the range of 20 to 55 percent.
5) Provide DSL or other high-speed link for remote maintenance and support.
6) Conduit from NetClock location to where GPS antenna will be installed (roof).
7) Conduit/cable path from NetClock location to where the Display Clock will be located
(and NEMA 5-15/20R outlet for display).
Authorized Agency Representative understands that the modifications listed above must be complete prior
to
eT commencing installation.
Authorized Agency Representative accepts modification list. D afe
Authorized Agency Representative certifies modifications complete. Date
Petaluma PD 3OCT2014
Version 2.0 Page 13 Prepared By: Robert Russo
Appendix B: LAN/WAN Policy
AT&T will terminate the 9-1-1 LAN (AT&T provided) to a firewall (AT&T provided)
for use by AT&T or sub -contractor for installation/remote support and
maintenance via an AT&T/Agency provided connection (DSL, etc.). If the solution
requires inter -LAN connectivity, AT&T will work with the Agency to formulate a
mutually agreed network design.
In the event the Agency has previously connected or subsequently connects their
9-1-1 LAN to any other computer network or has caused or causes such a
connection, contrary to this Security Policy herein (which Agency acknowledges it
has received and read), and the 9-1-1 equipment and/or 9-1-1 LAN is infected or
damaged as a result of such connection, then all 9-1-1 equipment and/or 9-1-1
LAN warranties, maintenance, and service provisions of this amendment or
statement of work will be immediately null and void.
Under such circumstances, AT&T will provide repair services for the 9-1-1
equipment and/or 9-1-1 LAN at the Agency's request and time and materials
charges will apply for all parts and labor required as a result of damage caused by
the infection. After all related damage has been repaired, maintenance and
service provisions of this agreement will resume.
The Agency agrees to indemnify and hold AT&T harmless for any damages to or
claims by any third party against AT&T that arise in whole or in part from Agency's
existing or subsequent connection of the 911 equipment and/or 9-1-1 LAN
provided hereunder to any computer network outside of AT&T's control.
Petaluma PD 3OCT2014
Version 2.0 Page 14 Prepared By: Robert Russo
Appendix C: Floor Plans
FOOTPRINT OF DISPATCH RC
Position 2 Position 3 Position 4
Position 5 Position 3
Petaluma PD 3OCT2014
Version 2.0 Page 15 Prepared By: Robert Russo
FOOTPRINT OF EQUIPMENT ROOM
Petaluma PD 30CT2014
Version 2.0 Page 16 Prepared By: Robert Russo
Quote Summary
Petaluma PD
VESTA a Call Handling
Cassidian_Patriot
5 Position Cassidian Patriot
Tax Rate 8.250%
5 Positions VESTA@ Equipment) I $137,232.13
Taxable Equipment $100,715.66
$8,309.04
$7,400.00
$152,941.17
$1,008.50 x 48 Months Maintenance Years 2-5I $48,408.13
Year 1 included with s-wein
SYSTEM TOTALI I $201,349.30
This Quote Valid until 1/2/2015
at&f DATE
9/4/2014
Account Manager
Kent Ames
Phone
(530)621-6986
Email
KentAmes@att.com
Quote Summary
Petaluma PD
VESTA a Call Handling
Cassidian_Patriot
5 Position Cassidian Patriot
Tax Rate 8.250%
5 Positions VESTA@ Equipment) I $137,232.13
Taxable Equipment $100,715.66
$8,309.04
$7,400.00
$152,941.17
$1,008.50 x 48 Months Maintenance Years 2-5I $48,408.13
Year 1 included with s-wein
SYSTEM TOTALI I $201,349.30
This Quote Valid until 1/2/2015
Considerations: Revision History
1 Solution Vesta 4.0 17 -Oct -12 Original
2 Number of IWS positions 5 7 -May -14
Removed Phone, changed to train
the trainer, discounted maintenace
3 Number of Admin Phones 0 4 -Sep -14 Added Sth posltiion
Up to x911
4
Lines
Up to 16 x Admin
1 PRI to Cisco PBX (In/Out)
6
MIS Package Included?
NO
7
Mapping Included?
No
8
Voice Recorder Included?
No
Standalone Client
No; if Aurora is purchased, can use
9
one or more of the IWS positions for
Workstations?
client access
10
Provider of Monitors
AT&T; 22" LCD
11
Provider of UPS
AT&T
12
Arbitrators?
Yes; 4 Port
13
Genovatlon Keypads?
Yes; 35 Button
14
NetCloek Included
Yes as recommended option. One
Ethernet port for 911 system
Remote/Onsite FE
15
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Appendix D: Pricing & Terms
Please refer to separate document.
Petaluma PD 3OCT2014
Version 2.0 Page 17 Prepared By: Robert Russo
Appendix E: Change Order Request Form
Change Request Form: Petaluma PD
Change Orders cannot be billed directly to the State without State approval.
1 ne Agency will oe mma ano must sunmit a relmoursement request to me btate.
Originator:
Change Request Definition:
101.1
Impact to System Schedule:
Impact to Overall Project Schedule:
Development Price:
Change Request #: Date:
System Affected:
Accepted Rejected:
Final AT&T Signoff: Final Agency Signoff: Date:
Petaluma PO 30CT2014
Version 2.0 Page 18 Prepared By: Robert Russo
Appendix F: Maintenance Procedures
LL T99
PROVIDING PRODUCT & SERVICE EXCELLENCE
TROUBLE REPORTING PROCEDURES
The Customer Assistance Bureau (CAB) is the trouble reporting center for our priority Public
Safety Agencies. The center is responsible for receiving Agency reports and electronically
relaying the reports to the responsible work groups for resolution, 24 hours a day, 365 days a
year. The CSB can escalate trouble reports and put you in contact with management personnel
responsible for resolving the trouble you have reported.
The Priority Repair Service number is:
Due to the complexity of the services we provide and your own equipment it is essential that
you isolate trouble before reporting to AT&T. A few extra minutes to properly identify, isolate
and report a trouble can save hours in resolution time. Reporting the wrong trouble or circuit
number may cause extended delays in our ability to deploy the appropriate work crew to repair
the problem.
When you call in a report, please be ready to provide the following information:
1. Your name and call back telephone number.
2. Address and the location of trouble.
3. Telephone numbers or circuit number in trouble.
4. Nature of the trouble/condition.
5. Application the circuit is used for.
6. Access restrictions we may have to resolve trouble report.
7. Any terminal access problems or arrangements before dispatch.
8. The name of the contact person and their office number is a must!
9. Identification of Major or Minor Failure. (Defined below)
10. For urgent restorations you can ask for an hourly status from the Plant Control Office/PCO.
Major Failure - Definition Of Major Failure: Any hardware, software or circuitry failure that
prevents the 9-1-1 PSAP call taker from making voice or TDD contact or viewing ANI
information or ALI information from a person who has dialed 9-1-1. Upon verbal notification by
the Agency, or electronic notification by the 9-1-1 system itself, of a major failure, AT&T will
meet the required response time detailed below:
ONSITE RESPONSE: A factory -trained technician will respond on-site with spare
parts/software within two (2) hours, or less, to diagnose and commence repair of a major failure.
(The initial replacement of some components may not be identical to the defective part
(monitor, keyboard, mouse, speakers, etc.). This is to provide an expeditious restoration. An
identical replacement part will be provided within 72 hours.) Within two (2) hours, or less, the
Petaluma PD 30CT2014
Version 2.0 Page 19 Prepared By: Robert Russo
responding technician will notify the PSAP of the nature of failure and an estimated time to
effect repairs.
Minor Failure - Definition Of Minor Failure: Any hardware, software or circuitry failure that
prevents the normal operation of any feature of the 9-1-1 system. Upon verbal notification by
the Agency, or electronic notification by the 9-1-1 system itself, of a minor failure AT&T will
meet the required response time detailed below:
ONSITE RESPONSE: During the initial notification by the PSAP Agency of a minor failure, the
Contractor will provide to the PSAP Agency an estimated time for on-site diagnostics/repairs to
begin. A factory trained technician will respond on-site with spare parts/software within twenty
four (24) hours, or less, to diagnose and repair a minor failure. (The initial replacement of some
components may not be identical to the defective part (monitor, keyboard, mouse, speakers,
etc.). This is to provide an expeditious restoration. An identical replacement part will be provided
within 72 hours.) Within twenty four (24) hours, or less, the responding technician will notify the
PSAP of the nature of failure and an estimated time to effect repairs.
Petaluma PD 30CT2014
Version 2.0 Page 20 Prepared By: Robert Russo
Memorandum
Police Department, 969 Petaluma Boulevard North, Petalmna, CA 94952
(70 7) 778-4372 Fax (70 7) 778-4502 E-mail: police@cipetahnuaca.us
DATE: December 10, 2014
TO: John Brown, City Manager IL�
FROM: Patrick Williams, Chief of Police
SUBJECT: Scope of Work for 9-1-1 Upgrade
On October 20, 2014, the City Council authorized the acceptance of State funds for the
replacement of the 9-1-1 system in the police department. The resolution, 42014-165 N.C.S.,
also authorized you to execute any related agreements on behalf of the City.
As you may recall, this relates to a contract between the State of California and AT&T under
State of California Contract 45-12-58-01. The State of California, Office of Emergency
Services, has allocated the funding and will pay the bill directly. We are required to authorize
the Scope of Work with AT&T.
The attached Scope of Work matches the cost amount of $201,349.30 as identified in the staff
report and resolution. Our representative from OES has reviewed the Scope of Work and the
related invoice, and has verified everything is within their contract guidelines with AT&T.
The State requires us to prepare a purchase order to route with the agreement, showing the
contract totals with direct billing to the State. The purchase order has been routed to Finance and
will be routed to you separately.
Please sign the attached Scope of Work on Pages 12 and 13. Please do not sign the second
signature spot on Page 13, which is highlighted in red, relating to facility modifications that need
to be in place prior to the system installation. Tim Williamsen visited the site this week and
there are two modifications he is arranging before this certification may be signed. We can
certify that any time before installation.
Attached for your review are the sample purchase order, Council Resolution, and Scope of Work
agreement.
Sample Only
Sample Only
PURCHASE ORDER
VENDOR:
AT&T
P.O. NUMBER:
PAYMENTTERMS:
GC927
STATE TRACKING NUMBER:
17219
STATE CONTRACT NUMBER:
5-12-56-01
SHIP TO ADDRESS:
Petaluma PD
BILL TO ADDRESS:
CAL-OES
49 Petaluma PD EQ AT
STATE OF CA 9-1-1 BRANCH
601 SEQUOIA PACIFIC BLVD, MS -91 I
SACRAMENTO, CA 95811-0231
QUANTITY
UNIT
DESCRIPTION
UNIT PRICE
EXTENDED TOTAL
1
EACH
AT&T will install and maintain VESTA 4.0 in compliance
with the terms and conditions of State Contract Number:
5-12-58-01 and the associated price quote and Scope of
!Mork.
$137,232.13
$137,232.13
48
EACH
MAINTENANCE
$1,008.50
$45,406.13
1
EACH
INSTALLATION
$7,400.00
$7,400.00
'1
EACH
SALES TAX (8.25%)
$8,309.04
$8,309.04
PURCHASE TOTAL —
$201,349.30
BILL TO THE STATE OF CA 9-1-1 OFFICE:
$201,349.30
BILL TO THE ORDERING AGENCY:
50.00
PRINTED NAME & TITLE OF AUTHORIZING SIGNATURE:
OTHER INSTRUCTIONS:
Vendor Invoices mnet reference State Tracking Number: (172111
AUTHORIZING SIGNATURE:
DATE: