HomeMy WebLinkAboutResolutions - 1999.11.18 - 25849November 18, 1999
MISCELLANEOUS RESOLUTION #99309
BY: COMMISSIONERS SUE ANN DOUGLAS AND JOHN P. MCCULLOCH, WILLIAM
PATTERSON, JOHN GARFIELD. LAWRENCE OBRECHT, RUEL MCPHERSON,
DAN DEVINE. JR, RON COLASANTI, CHARLES PALMER
IN RE: ACQUISITION OF FIRE RECORDS MANAGEMENT SYSTEM
To the Oakland County Board of Commissioners:
Chairman, Ladies and Gentlemen:
WHEREAS Oakland County has provided significant investments in technology for
County departments and when a business case can be made, its cities, villages and townships
(CVTs); and
WHEREAS Oakland County has obtained technology, often with grant funds covering a
portion of the costs, for County departments in the areas of:
* Geographic information systems (approximate cost to launch - $7.0 million funded by the
County's General Fund):
* Courts and Law Enforcement Management Information Systems, or CLEMIS
(approximate cost of $23.3 million. with $6.4 million funded by the County and the
remaining portion covered by the State and federal governments);
* E9-1-1 call-taking equipment for 27 public safety answering points (approximately $3.0
million funded by the County's General Fund);
* Improved connectivity between the County and CVTs entitled OakNET (approximately
$8.0 million in capital cost. with $7.3 million funded by the County's General Fund);
* Improvements in land records systems; and
WHEREAS the acquisition of the CLEMIS system and computer aided dispatch (CAD)
through the COPS MORE grant and OakNET system is now allowing the County to consider
new technology initiatives to assist in the CVTs in providing cost-effective and improved
technology services to their administrations and to the public; and
WHEREAS the CLEMIS computer aided dispatch is almost exclusively operated by the
Sheriff's department or local law enforcement agencies and does not interface with any common
fire records management and related s stems; and
WHEREAS the County has repeatedly demonstrated that many computer services can be
provided in a more cost-effective manner centrally through the County and establishes consistent
standards of service: and
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John Sue Ann Douglas, District #8
Garfield, District A9
Mr. Chairman, we move the adoption of the foregoing resolutio
cCulloch, D,istrict #22
Ruel E. McPhers
./-4A
Ron Colasanti. District 410
, District #25
Willi Patterson, D?: rict #1/
Le_
ralzvrence A, Obrecht. District #3
Dan Devine, Jr., District #I4
WHEREAS several lire departments have expressed interest in acquiring a standard
software package to assist in tire records management, hydrant management, equipment
management. incident reporting. and other functions; and
WHEREAS the County can provide these technology services to the tire departments.
consistent with prior computer technology initiatives, through a cooperative consortium similar
to CLEMIS targeted at tire and emergency management services; and
WHEREAS the County needs to obtain twelve fire departments in a common fire records
management system necessary to enable the launch of the proposal; and
WHEREAS the following fire departments have expressed interest through a written
letter of intent (based on the attached proposal to serve) to participate in a consortium similar to
CLEMIS targeted at fire and emergency management services: Rochester, Rochester Hills, Troy,
Madison Heights. Brandon Township, Oakland Township, Franklin - Bingham Farms, and
Milford Fire Departments.
NOW THEREFORE BE IT RESOLVED that the Board of Commissioners approves the
launch of the fire records management system (as outlined in the attached proposal to serve)
providing that a minimum of twelve (12) fire departments sign letters of intent to participate in a
fire records management system.
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PROPOSAL TO SERVE
FIRE RECORDS MANAGEMENT SYSTEM
OAKLAND COUNTY, MICHIGAN
November 15, 1999
The following details the County's proposal to operate a fire records management system for
some or all of the fire departments located within the County borders. As previously discussed,
twelve fire departments (see NOTE A to the attached schedule) expressed interest in Printrak's
Sunpro solution after the summer 1999 demonstrations of the SunPro and Firehouse systems.
Attached is a detailed financial analysis and related notes covering the proposal. Below is the
discussion of the project's history and proposal.
BACKGROUND
Oakland County obtained a large law enforcement grant enabling the implementation of the
Printrak computer aided dispatch (CAD) system and related records management system (among
other functions). This project's funding is summarized as follows: federal government ($17.1
million); County ($6.4 million) and State ($.5 million). In addition, the County has funded the
implementation of $3.0 million for the installation of call-taking equipment in 27 public safety
answering points (out of 31 PSAPs) in the County. Finally, the County's General Fund is
covering the capital outlay and subsequent operating of the OakNET project, at a cost of $8.0
million and $2.0 million, respectively.
OakNET will provide either fiber optic or T1 connections between the County's central
computers located in Pontiac and roughly 140 remote sites around the County. Local law
enforcement agencies, administrative offices, District Courts, County offices, and other facilities
deemed necessary will be wired. OakNET enables the County to maintain large volume records
centrally while permitting access from a remote site - such as cities, villages and townships
(CVTs) fire, law enforcement and administrative functions.
The County is installing the CAD and law enforcement records management system of Printrak,
Inc. In addition, the County is also installing Ameritech's Positron system for call-taking. The
call-taking system and CAD have been linked and should pass data obtained from one system to
another as it is captured during the emergency call. As such, this is a focal point of the creation
of a law enforcement record. Left unaddressed is the capture and creation of fire / EMS records
from its inception (i.e. E9-1-1 call) to the CAD and then, onto a standard fire records
management system.
Several years ago, the County initiated the geographic information system (cost to date - $7.0
million borne by the County's General Fund). This system, which uses ESRI, Inc. software
(ArcView, ArcInfo, etc.), is being used by most, if not all. CVTs within the County. The County
intends on maintaining the underlying parcel fabric and related information into the future. As
such, this data has been shared with the County departments and CVTs in an enterprise-wide
solution. This geographic information will be key to the mapping of information usable through
the Printrak SunPro software package.
The above technology projects are a clear demonstration of the County's commitment to assist
not only County departments, but the CVTs as well. The above projects enable the fire records
management system without which this proposal could not be provided as it would be too costly
to consider.
It is the County's understanding that the federal government has recently mandated standard fire
emergency reporting effective January 1, 2000. The federal government has not provided any
funding to accomplish this mandate; such costs must be borne by the local governmental units.
Detailed reports covering the Courts and Law Enforcement Management Information System
(CLEMIS) and OakNET projects are available upon request.
PROPOSAL
The uniformity of technology systems maintained centrally by the County enables the County to
offer cost-effective technology solutions beneficial to CVTs. The Printrak SunPro solution is
just one of those offers. In doing so, those who would use the SunPro system should enjoy the
benefits of a single system, common standards and costs shared through a cooperative
relationship with the County.
Several CVTs have acquired law enforcement systems other than those being obtained through
the federal grant. These systems pose particularly difficult interface issues and future
maintenance concerns. Non-standard fire records management system solutions would pose
similar concerns in its implementation and subsequent maintenance. As such, this fire records
management system proposal is applicable only to the Printrak CAD solution.
The County is funding the CVTs' share of the federal law enforcement grant by an appropriation
from the County's General Fund in the amount of approximately $6.0 million (roughly 25% of
the total costs of the project). The remaining portion is being funded by the federal government.
In the case of CLEMIS, approximately 15% of the annual costs are borne by CVTs, with the
remaining costs having been borne by the County's General Fund (roughly 85%). The County
has committed to the launch of the fire records management system by covering 75% of the
capital and future operating costs. The local 25% share of the fire records management system
portion will be funded by the local fire departments on a formula to be determined by the fire
records management governance committee (yet to be formalized).
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The following assumptions have been made:
The tire departments availing themselves of this proposal will be those who are using the
Printrak CAD for their law enforcement system. Much of the actual launch costs are
truly being borne by the law enforcement side of public safety through the CLEMIS, a
federal grant and OakNET systems.
* The fire departments are located within Oakland County. At a future date, the fire
records management system may involve the expansion beyond the County's borders.
* The attached costs represent the launch of 12 fire departments on the fire records
management system. A critical mass is required for a central solution maintained by the
County to make financial sense. Should fewer than a dozen CVTs choose to join into a
fire records management system, the financial analysis (and related proposal from
Printrak) would likely have to be revised.
* The County will be providing fiber optic connections (in certain areas only Ti lines are
available - particularly in the northern and western portions of the County) to the CVTs'
administrative offices and to the law enforcement facilities. Other facilities will also be
connected. The County expects that the OakNET connection would be connected to the
principal fire administrative facilities at participating fire departments. Connections from
that local fire facility and fire houses throughout the CVT would be the responsibility of
the CVT and is not contemplated in the attached costs. The costs to connect the County
to the central fire department facility will be borne by the County's General Fund.
* Upon launch of this project, the member fire departments will immediately create a
governing body (i.e. fire records management governance board) to discuss policy issues
that will undoubtedly come to light during implementation. Funding allocations between
fire departments is also a key issue that should be immediately addressed.
* As with the CLEMIS Operating Fund, a separate fund would be created and maintained
at the County for the capital and operating costs associated with the fire records
management system. Quarterly financial reports would be provided by the County.
Budgets would be reviewed and approved by the fire records management governance
committee and then, passed along for the Board of Commissioners to approve as required
by State statutes.
As noted in the attached proposal, the capital costs (hardware and software, including training
and installation) for the twelve agencies in NOTE A to the schedule would be $478,000, with
$358,500 being borne by the County and $119,500 of the local portion being borne by the fire
departments. While the County would prefer to obtain the full amount from the fire departments
immediately, financing at a rate of approximately 5.0% could be provided for up to a five year
term for any CVT who would desire to enter this arrangement, but could not currently afford to
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fund the capital costs up front. Interest costs, which would be owed by individual CVTs should
they avail themselves of this option. are NOT reflected in the attached financial analysis.
Annually, the operating costs are expected to be $141,000 in the first year and in the fifth year
approximately $161,000. As with the capital costs, the County will absorb 75% of the operating
costs.
At the October 1999 fire chiefs meeting, the County requested the following from the fire chiefs:
* A proposal to fund the local CVT share of the project between fire departments. The
County cited a targeted amount to be funded of between $65,000 to $75,000 for the 12
fire departments.
* The fire departments were to discuss the manner in which the fire management
governance committee was to be established.
Letters of commitment from the fire departments citing their interest to proceed were to
be provided to the County.
Should questions or concerns relating to the above matters be identified, please direct them to -
Robert Daddow, Assistant Deputy County Executive at 248 / 858-0490 or Internet E-mail
address of: daddowr@co.oakland.mi.us .
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Proposed Local Share 25% 25% 25% 25% 25%
FIRE RECORDS MANAGEMENT SYSTEM - PROPOSAL
OAKLAND COUNTY, MICHIGAN
November 15, 1999
Capital Year Year Year Year Year
Description Refer. Outlay One Two Three Four Five
Capital outlay - software:
Install. / Implem.
Fire Records Mgt. Sys.
Vol. discount - credit
$ 57,000
291,000
(5,000)
A $ 343,000 $ 68,600 $ 68,600 $ 68,600 $ 68,600 $ 68,600
Capital outlay - hardware:
Server B 54,000 18,000 18,000 18,000 - -
PCs / printers C 81,000 27,000 27,000 27,000 - -
CAPITAL OUTLAY 478,000 113,600 113,600 113,600 68,600 68,600
On-going Operating:
License/maintenance D - 31,000 31,000 31,000 31,000 31,000
Personnel and other E - 75,000 75,000 80,000 80,000 85,000
Contingency P - 35,000 35,000 40.000 40,000 45,000
OPERATING - 141,000 141,000 151,000 151,000 161,000
TOTAL $ 478,000 $ 254,600 $ 254,600 $ 264,600 $ 219,600 $ 229,600
EST. LOCAL SHARE $ 63,650 $ 63,650 $ 66,150 $ 54,900 $ 57,400
See Note to Proposal attached to this schedule.
NOTES TO FIRE RECORDS MANAGEMENT SYSTEM - PROPOSAL
OAKLAND COUNTY, MICHIGAN
November 15, 1999
The below notes to Fire Records Management System proposal accompany a financial schedule
dated November 15, 1999. The Notes provide further clarification to the schedule. All future
operations of the tire records management system would be segregated into a separate fund for
the exclusive use of the fire departments. Quarterly accounting of the financial activities will be
provided. Annual budgets will be prepared, reviewed and approved by the fire records
management governance committee (which has yet to be formalized) prior to submission to the
County's Board of Commissioners.
NOTE A - CAPITAL OUTLAY (SOFTWARE)
The following cities, villages and townships (CVTs) have expressed interest in Printrak's SunPro
fire records management software:
* Birmingham.
* Bloomfield Hills.
* Ferndale.
* Franklin.
* Madison Heights (has expressed a high degree of interest due to Y2K issues).
* Oakland Township.
* Oak Park.
* Oxford.
* Rochester Hills.
* Rochester.
* Royal Oak.
* Troy.
In addition, the County Sheriff's Department dispatches for approximately five fire departments
(although none have formally expressed interest in the system).
Printrak's proposal.covers these units as to the acquisition and installation of the software.
Future software packages would be acquired at a cost of $3,000 per fire station, plus equipment.
As noted in the attached letter of transmittal, future systems' acquisitions would be on a 75%
(County) / 25% (CVT) split. The fire records governance committee, which has yet to be
formalized, will determine the allocation of local costs between fire departments.
Finally, the City of Troy uses the Sunpro software package (such determination was noted at a
meeting of the fire chiefs in October, 1999). Discussions have yet to be held concerning how
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Troy's Sunpro license would be folded into the County's proposal and whether such actions
would be beneficial to the City.
NOTE B - CAPITAL OUTLAY (SERVER)
At the fire chiefs meeting in October 1999, the need for a server was unknown. An amount of
$50,000 was noted in the September 30, 1999 proposal. Since that time, discussions have been
held between the County's network infrastructure technical personnel and Printrak. It has been
determined that a central server would be required.
NOTE C - CAPITAL OUTLAY (PCS AND PRINTERS)
The 12 fire departments are depicted by 27 fire stations, each with a computer and printer at a
cost of $3,000 per unit. The computer costs may be able to be reduced as to size and / or CVT
equipment used when the final determination is made. Depreciation is charged over a three year
basis by County policy for computers and related equipment.
NOTE D - LICENSES AND MAINTENANCE
This amount represents the annual proposed licenses and maintenance agreement between the
County and Printrak.
NOTE E - PERSONNEL / OTHER
The potential need for personnel to manage and resolve user problems is presently difficult to
determine. The County has provided, however, for one full time equivalent solely responsible
for the management and operation of the fire records management system and related user needs.
The amounts would represent salary, fringe benefits, and nominal other costs (telephone,
supplies, travel, etc.) are also included relating to personnel needs.
NOTE F - CONTINGENCY
Because of the uncertainty involved, a contingency provision has been proposed.
NOTE G - TRAINING
Printrak proposed training using the 'train the trainer' approach, with the County and CVTs
assuming much of the training efforts. The County has assumed that much of the training can be
borne by the CVTs and the personnel acquired as noted in Note E above.
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Resolution #99309 November 18, 1999
The Chairperson referred the resolution to the General Government,
Public Services and Finance Committees. There were no objections.
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