HomeMy WebLinkAboutResolutions - 1997.11.20 - 25155November 20, 1997
MISCELLANEOUS RESOLUTION #97256
BY: PUBLIC SERVICES COMMITTEE, SHELLEY TAUB, CHAIRPERSON
RE: E911 AND RADIO COMMUNICATIONS NETWORK - SUPPORT FOR AN OUTSIDE NEEDS
ASSESSMENT STUDY AND RELATED RECOMMENDATION
TO: The Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the law enforcement (including local police departments and
Sheriff's Department), fire, emergency medical / management services, and
others (herein referred to collectively as 'public safety officials') have
expressed concerns over the existing E911 and related radio communications
network's ability to support coordinated communications in the face of
emergencies, disasters, and related life-threatening events; and
WHEREAS several recent public safety events have highlighted the
deficiencies of the County's E911 and radio communication network's ability to
serve the County's residents, including: a shooting / hostage situation in
southeast Oakland County, a tornado, a plane crash and a man-hunt in
connection with a robbery in progress; and
WHEREAS public safety officials throughout the county have expressed a
need to review the existing E911 and related communication network to identify
the status of the equipment located at 32 public service answering points
(including the Sheriff's Dispatch Center); to examine the strengths and
weaknesses of the current system and to recommend improvements where needed
and proposed funding for any communication upgrade and / or replacement of
equipment at the 32 public service answering points; and
WHEREAS the County has undertaken other computer system initiatives,
namely the replacement of the Courts and Law Enforcement Management
Information System (CLEMIS) and implementation of a County geographic
information system (data for which will be used through the new CLEMIS system
by dispatchers, call takers and public safety officials in the field); and
WHEREAS the firm of Plante & Moran, LLP, assisted the County in the
assessment of the needs of CLEMIS, its evaluation of vendors submitting
proposals, and is actively participating in the negotiations with the
successful CLEMIS vendor and has a working knowledge of the County's
geographic information system; and
WHEREAS the E911 Ad Hoc Committee, which was duly constituted via Board
rules by the Chairperson of the Board of Commissioners, has recommended the
issuance of the attached request for proposal to Plante & Moran, LLP to
perform a study to include (among other deliverable products): a review of
the existing equipment and operations of the E911 and related radio
communications network (including the County's 800 MHZ radio system), evaluate
the equipment's ability to provide County-wide, coordinated communications,
provide recommendations to achieve the stated goals in the attached request
for proposal, and provide alternatives to funding the required replacement or
upgrade of equipment.
NOW THEREFORE BE IT RESOLVED that the County accept the Plante & Moran,
LLP, proposal to serve for this project and that that firm be precluded from
proposing on providing the E911 and radio communications network equipment (if
the County chooses to move forward with the acquisition of this equipment).
Chairperson, we move the adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
SU_D_ agiA
- . STATEMENT OF WORK - EVALUATION OF THE E911 COMMUNICATIONS SYSTEMS
WITHIN OAKLAND COUNTY
OAKLAND COUNTY, MICHIGAN
November 3, 1997
BACKGROUND OF PROJECT
In the spring of 1997, various law enforcement officials contacted the County's Board of
Commissioners in response to concerns involving the adequacy of the existing E911
communications systems throughout the County. Over the past year, several public safety
disasters and events (Wixom event, tornado in northern County, downed plane, jewelry robbery)
have clearly indicated that the County's public safety communication network is inadequate to
ensure proper communications during critical events. During these events, law enforcement
(including local police departments and the Sheriff's Department), fire, emergency medical /
management services, and others (herein referred to as 'public safety' collectively) from various
jurisdictions could not communicate concerning key logistical and operational matters.
Potentially poor inter-agency communications could have contributed to an uncoordinated
response to the public safety event, potentially exacerbating or delaying critical public safety
measures.
Shortly after the meeting between the law enforcement officials and several County
Commissioners, a Miscellaneous Resolution was proposed (but was not passed by the Board of
Commissioners - presently is pending) with the following stated goals:
"NOW THEREFORE BE IT RESOLVED the Oakland County Board of Commissioners
will study the need for unified public safety agency communications in Oakland County.
BE IT FURTHER RESOLVED that upon study and development of appropriate
recommendations and policy, that the county facilitate the unification of public safety
agency communication in the county on a 800 MHZ digital trunking system, or similar
single state-of-the-art standard.
BE IT FURTHER RESOLVED that the chairperson of the Oakland County Board of
Commissioners appoint a Task Force similar in nature to the previous Radio Oversight
Committee, to study public service agency communication needs, law enforcement
related technology developments, and the existing state of public safety agency
equipment and standards in the county, and make appropriate recommendations regarding
their enhancement and implementation."
On May 8, 1997, the Board of Commissioners Chairperson appointed a committee of individuals
pursuant to Board rules whose charge was "...to review Oakland County's 911 system to
determine if there is a necessity to increase the Emergency Telephone Technical charges payable
by all service users. The committee shall report its final advisory recommendation to the Public
Services Committee of the Board." There were no objections and the appointments to the 911
Ad Hoc Committee were confirmed.
While the above Miscellaneous Resolution was not passed by the Board, the Chairperson
(through Board rules) established a 911 Ad Hoc Committee comprised of the County's public
safety, Board of Commissioners, and other representatives. Several meetings have been held on
the topic of E911 public safety communications over the past several months. Discussions with
the public safety and other E911 Ad Hoc Committee representatives have indicated the need for
an outside consultant to provide technical support and expertise presently lacking in the County.
Accordingly, this statement of work outlines the issues facing the County's public safety
agencies, project expectations, and deliverable products.
The County owns and operates an 800 MHZ, analog trunked communications system covering
all of the dispatch functions used by the Sheriff's Department, primarily for use in serving those
communities who have contracted for law enforcement services. This same system is also used
by several communities for fire department and emergency medical services (EMS) dispatching
as well. Several other public safety cities, villages and townships (CVTs) and EMS (formerly
OCOM) service providers have also contracted with the County to rent radio communications.
Approximately 1,500 radios are in use. With all 14 channels in use, the system is considered to
be at or near capacity.
The County's trunked communications system is approximately 10 years old. The County has
invested approximately $10.7 million in this 800 MHZ system, a substantial portion of which
remains undepreciated ($7.7 million at December 31, 1996). Over the past several years, the
Radio Communications Fund as incurred nominal losses requiring the occasional General Fund
subsidy (none required in 1996 and 1997). This system is fully functional, is in good working
order, covers the entire County virtually 100% of the time, and is fully supported by the
manufacturer. The County owns the system outright as it retired the original notes payable
several years ago.
In 1997, the County undertook a comprehensive review of the Court and Law Enforcement
Management Information System (CLEMIS) and Mobile Data Terminal (MDT) system needs.
The successful vendor assisting the County in this review, Plante & Moran, LLP, has
recommended that these systems be replaced in favor of vendor supported, state-of-the-art
technology. The CLEMIS and MDT replacements are expected to begin in 1998. ANY AND
ALL RECOMMENDATIONS ARISING FROM THIS STUDY MUST CONSIDER
THESE TWO NEW SYSTEMS AS THE FUTURE PUBLIC SAFETY SYSTEM
ARISING FROM THIS STUDY, IF IMPLEMENTED, MUST BE ABLE TO BE
INTEGRATED INTO A SEAMLESS FINAL CLEMIS AND MDT COMMUNICATIONS
NETWORK.
The County's current public safety communications network is comprised of thirty-two (32)
public safety answering points, or PSAPs. The PSAPs are located throughout the County (one in
the Sheriffs Department serving approximately a dozen CVTs from the County's service
complex; the remaining PSAPs are served from various CVT facilities). In several instances,
local public safety departments will perform the PSAP and dispatching functions for their own
community and surrounding communities (as does the Sheriffs Department). These agreements
are between the local communities. The public safety officials with which this request for
proposal has been discussed have indicated that the condition, age and functionality of the
various 911 and other radio communication equipment are in various states of disrepair. Many
may be difficult, if not impossible, to repair should they become inoperable.
Informal discussions have been held concerning the possibility of further consolidating
independent PSAPs in order to minimize operating costs.
FUNDING
Over the past several years, the State of Michigan passed the following laws involving 911
communications - all are available from the County upon request:
* Public Act 32 of 1986.
* Public Act 36 of 1989.
* Public Act 196 of 1991.
* Public Act 29 of 1994.
* Public Act 247 of 1995.
In general, the above 'Michigan 911 Laws' provide the necessary public safety communication
protocols, procedures, statutes, operations, and potential funding sources. As one of the potential
funding sources available to the CVTs and County, the Board of Commissioners may approve a
service fee of up to 4.0% of telephone lines costs (estimated at approximately $7.00 annually per
line) without a vote of the County residents. With a supporting vote of the residents, the County
may assess a service fee of up to an additional 16.0% of the highest monthly flat rated charged
by a service supplier for a one-party access line. In the event that the report supports the
programmatic need and the public service communications network is to be replaced and / or
upgraded, this report is expected to assist the Board of Commissioners in their deliberations on
funding alternatives, including but not limited to the ones noted below:
* CVT / County-funded equipment and / or operations of the PSAPs and dispatching, in
whole or part.
* Service fees of up to 4.0%, in whole or part.
* Service fees of up to 16.0%, in whole or part.
The federal government has passed two pieces of legislation, FCC Docket 94-102 and Telecom
Act of 1996, that sets specific requirements on local PSAPs relating to wireless communications.
Presently, the County receives a large part of its 911 telephone calls (maybe 10% to 20%, or so)
using cellular equipment. Location of these telephone calls is mandatory beginning in the year
2001. The new CLEMIS and GIS systems being installed throughout the County should assist in
complying with this legislative mandate. However, the successful vendor MUST provide a
strategy to enable these three projects - CLEMIS, GIS and 911 improvements - to work
seamlessly with one another relating to the legislative mandate.
DELIVERABLE PRODUCTS
Because the County does not have detailed information concerning the condition of the public
safety communications equipment and operating costs, nor operating structure, this information
is critical in understanding the depth of the County's and CVTs' communications problem. At a
minimum, the proposing vendor is expected to perform the following:
* An on-site survey, which is to be conducted with local public safety officials and
Sheriffs Department representatives, is to be conducted of the thirty-two PSAPs,
secondary PSAPs, and dispatching functions in an effort to assemble the following
minimum information:
Condition of the existing equipment (including the County's 800 MHZ system),
including all requisite information concerning the equipments' ability to support
the County-wide public safety communications' network as outlined in the
Miscellaneous Resolution.
Existing operating concerns and costs associated with the above equipment's use,
including personnel and other costs deemed directly related to the PSAPs and
dispatching functions operation and maintenance. Operating costs must be
consistently assembled to provide a meaningful, consolidated analysis of the
County-wide public safety communication network.
Ascertain the existing communications network and related cost / billing
structures for reimbursements where entities operate a PSAP / dispatching
function on behalf of another public safety agency.
Assess the condition of the PSAPs' equipment to address the requisites under
FCC Docket 94-102 and the Telecom Act of 1996.
All other equipment and operating information necessary to assist in evaluating
the capital and operating alternatives facing the County's Board of
Commissioners and local governmental agencies.
* Evaluate the County's 800 MHZ communication system's ability to support County-wide
(or regional) communications as noted in the Miscellaneous Resolution, the Telecom Act
of 1996, and FCC Docket 94-102..
* Evaluate the above gathered information concerning the PSAPs and dispatching functions
and assess the equipment and / or operating needs (including potential consolidations and
/ or cost-saving initiatives), including wireless communications under FCC Docket
94-102 and Telecom Act of 1996.. The final report should recommend one or more
approaches to support improvements in the existing public safety communications
network, including capital (acquisition) and operating costs over the next 3 to 5 years.
The recommendation should include a high-level projection of the cost of the equipment
replacements and / or upgrades and operating costs, as appropriate. The
recommendations must consider the County's approach to CLEMIS and GIS under
construction.
* Provide alternative funding suggestions considering the above proposed solutions and
existing local and / or County sources, and / or new telephone service fees as noted in the
above Michigan 911 Laws. The funding suggestions should also include a proposed
allocation formula for distribution to public safety agencies of amounts collected by the
County.
The above information should be codified in a final report for use by the Board of
Commissioners in seeking a satisfactory solution to the public safety communications needs for
Oakland County. The vendor is expected to present this report to the E911 Ad Hoc Committee
and to various Board of Commissioner's committees as necessary for Board members to
understand the findings and recommendations. The recommended solution must consider the
impact on the new CLEMIS and MDT systems being installed in most (if not all) law
enforcement agencies. The new CLEMIS may also be installed for use by several fire
dispatching functions from throughout the County.
OTHER INFORMATION
A clear and concise proposal to serve addressing the understanding of the statement of work and
deliverable products is expected from the proposing vendor. A detail project plan is not expected
at this time - only the assertion that the proposing vendor understands the background of the
project, issues, expectations of the deliverable products, and is in agreement with this request for
proposal. In the event that the proposing vendor believes that additional efforts should be
performed or that tasks cited above are unnecessary, so state in the proposal to serve. This
statement of work is expected to be incorporated in the final contract, as amended, if necessary.
In addition, the proposing vendor is expected to provide a time-phased project plan complete
with projected hours to be incurred. Billing rates, which are to include out-of-pocket expenses,
are to be provided, along with a not-to-exceed total project price. The proposing vendor is
expected to provide information concerning expectations of County representatives in the
satisfactory completion of this project. To the extent that the County can mitigate costs
otherwise incurred by the vendor, please provide that information so that the County can evaluate
whether or not to contract or provide this effort.
A brief description of projects performed by the vendor similar to the one requested by Oakland
County is expected as part of the proposal to serve. Cite the qualifications of the proposed staff
to perform this project.
The proposing vendor is expected to provide this proposal on or about November 7, 1997. Four
copies of the proposal to serve are to be presented to Robert Daddow, Director, Department of
Management and Budget, 1200 North Telegraph Rd., Pontiac, Michigan, 48341. Should there be
questions or concerns involving the expected statement of work prior to the submission of the
proposal to serve, please contact Mr. Daddow at 248 / 858-0490. Seven copies of the proposal to
serve should be produced.
The successful vendor will be expected to prepare a work plan as part of the proposal to serve.
This work plan will be reviewed with the E911 Ad Hoc Committee on December 1, 1997, 1:30
pm at the Board of Commissioners offices, Committee Room A.
FISCAL NOTE (Misc. #97256) November 20, 1997
BY: FINANCE AND PERSONNEL COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: E911 AND RADIO COMMUNICATIONS NETWORK - SUPPORT FOR AN OUTSIDE NEEDS
ASSESSMENT STUDY AND RELATED RECOMMENDATIONS
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-F of this Board, the Finance and Personnel Committee
has reviewed the above referenced resolution and finds:
1. The resolution confirms the actions of the E911 Ad Hoc Committee and
authorizes Plante & Moran, LLP to conduct a study which will review
the existing E911 equipment and radio communications network,
evaluate the equipment's ability to provide County-wide, coordinated
communications, and provide recommendations and funding alternatives
related to the replacement and/or upgrade of existing equipment.
2. The cost of the study will be booked as a prepaid expense. Should
the results of the study support the establishment of service fees,
and the Board of Commissioners proceeds with such fees, a portion of
the revenue generated will be used to cover the cost of the study.
3. Should the Board of Commissioners not proceed with establishment of
service fees, the cost of the study will be charged to the Radio
Communications Fund, the actual amendment (if required) will be
recommended during a Quarterly Financial Forecast.
FINANCE AND PERSONNEL COMMITTEE
Resolution #97256 November 20, 1997
Moved by Taub supported by Garfield the resolution be adopted.
AYES: Law, McCulloch, McPherson, Millard, Moffitt, Obrecht, Palmer,
Schmid, Taub, Wolf, Amos, Coleman, Dingeldey, Douglas, Garfield, Holbert,
Huntoon, Jacobs, Jensen, Johnson, Kingzett. (21)
NAYS: Powers. (1)
A sufficient majority having voted therefor, the resolution was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the
foregoing resolution is a true and accurate copy of a resolution adopted by the
Oakland County Board of Commissioners on November 20, 1997 with the original
record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the
County of Oakland at Pontiac, Michigan this 20th day of November 1997.
t-y-fifiriD2 Allen, County Clerk