HomeMy WebLinkAboutResolutions - 2000.06.15 - 26091June 15, 2000
REPORT (Misc. #99309)
BY: PERSONNEL COMMITTEE — Thomas A. Law, Chairperson
RE: MR #99309 ACQUISITION OF FIRE RECORDS MANAGEMENT SYSTEM
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Personnel Committee having reviewed the above-mentioned resolution on June 7, 2000, recommends to
the Oakland County Board of Commissioners the resolution be amended as per the General Government and Public
Service Committees' reports attached and adopted with an additional amendment as follows:
Add an additional paragraph, "BE IT FURTHER RESOLVED that two (2) PR User Support Specialist II positions be
created in the Product Support unit of Information Technology/CLEMIS & Public Safety."
Chairperson, on behalf of the Personnel Committee, I move the acceptance of the foregoing report.
PERSONNEL COMMITTEE
Personnel Committee Vote:
Motion carried on a unanimous roll call vote with Law and Galloway absent.
Chairperson, on behalf of the Public Services Committee, I mov,
acceptance of the foregoing report.
/
/1,6-LA
REPORT (Misc. #99309)
BY: Public Services Committee, Frank H. Millard, Chairperson
IN RE: MR #99309 — ACQUISITION OF FIRE RECORDS MANAGEMENT SYSTEM
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
The Public Services Committee, having reviewed the above referenced
resolution on June 6, 2000, reports with the recommendation that the
resolution be adopted with those amendments as recommended by the General
Government and recommends that the NOW THEREFORE BE IT RESOLVED paragraph be
further amended as follows.
NOW THEREFORE BE IT RESOLVED that the Board of Commissioners approves the
launch of the fire records management system, FOR OAKLAND COUNTY FIRE DEPARTMENTS
ONLY, as outlined in the attached proposal to serve dated April 14, 2000."
PUBZIC SERVICES COMMITTEE
PUBLIC SERVICES COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Coleman voting no and
Patterson absent.
May 18, 2000
REPORT (Misc. #99309)
BY: GENERAL GOVERNMENT COMMITTEE -Shelley G. Taub, Chairperson
RE: MR #99309 Acquisition of Fire Records Management System
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The General Government Committee having reviewed the above mentioned resolution on May 8, 2000,
recommends to the Oakland County Board of Commissioners the resolution be amended as follows and adopted:
Change title to read: "Department of Information Technology- Acquisition of Fire Records Management
System"
Change the 7th WHEREAS paragraph as follows: WHEREAS the County can provide these technology
services to the fire departments, consistent with prior computer technology initiatives, through a cooperative consortium
similar to CLEMIS targeted at a fire aacl-emer.geacy records management 6612.4464 system; and
Change the 8th WHEREAS paragraph as follows: WHEREAS the County needs--te-obtaia needed the
participation of at least twelve fire departments in a common fire records management system necessary to enable
the launch of the proposal; and
Change the 9th WHEREAS paragraph to read: "WHEREAS the following twenty-one fire departments have
expressed interest through a written letter of intent to participate in a consortium similar to CLEM targeted at
fire records management system: Auburn Hills, Beverly Hills, Birmingham, Bloomfield Hills, Bloomfield
Township, Brandon Township, Clawson, Farmington Hills, Franklin-Bingham Farms, Hazel Park, Madison
Heights, Milford, Novi, Oak Park, Oakland Township, Pontiac, Rochester, Rochester Hills, Royal Oak, Troy, and
Waterford."
Change the NOW THEREFORE BE IT RESOLVED paragraph to read: "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 dated April 14, 2000."
Chairperson, on behalf of the General Government Committee, I move the acceptance of the foregoing report.
GENERAL GOVERNMENT COMMITTEE
General Government Committee Vote:
Motion carried on unanimous roll call vote with Law and Patterson absent.
November 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 n.. 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
1
Mr. Chairman, we move the adoption of the foregoing resolutio
Sue Ann Douglas, District #8
awrence A, Obrecht, District #3
Garfield, Districtp
Ruel E. McPherso,n, District #25
SAN2A tst-kAkA
lj
s
Ron Colasanti, District #10 Dan Devine, Jr., District #14
WHEREAS several fire departments have expressed interest in acquiring a standard
software package to assist in fire records management, hydrant management, equipment
management, incident reporting, and other functions; and
WHEREAS the County can provide these technology services to the fire departments,
consistent with prior computer technology initiatives, through a cooperative consortium similar
to CLEMIS targeted at fire 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.
2
Resolution #99309 November 18, 1999
The Chairperson referred the resolution to the General Government,
Public Services and Finance Committees. There were no objections.
PROPOSAL TO SERVE
FIRE RECORDS MANAGEMENT SYSTEM
OAKLAND COUNTY, MICHIGAN
April 14, 2000
The following details the County's proposal to operate a fire records management system (FRMS)
for fire departments located within the County's borders. As of this date twenty-one fire
departments (see NOTE A to the attached schedule) have provided written letters of interest in
Sunpro's fire system solution following demonstrations during the summer of 1999. Below are:
background of the project, a detailed financial analysis and related notes covering the proposal.
BACKGROUND OF PROJECT
Oakland County obtained a large law enforcement grant enabling the implementation of the
Printrak computer aided dispatch (CAD) system and related law enforcement records
management system (among other functions). This project's funding is summarized as follows:
• Federal government - $17.1 million.
• County - $6.4 million.
• State - $.5 million.
In addition, the County funded the implementation the call-taking equipment in 27 public safety
answering points (out of 31 PSAPs) for an approximate cost of $3.0 million. Finally, the
County's General Fund is covering the capital outlay and subsequent operating of the OAICNet
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 to cities, villages and townships
(CVTs) fire, law enforcement and administrative functions.
The County is installing Printrak's computer aided dispatch (CAD), records management system
for use by law enforcement agencies, and other software modules. In addition, the County is also
installing Ameritech's Power Positron system for call taking at the public safety answering points.
The call-taking system and CAD have been linked and should pass data obtained from one system
to another as it is captured during an 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 records from its
inception (i.e. E9 -1 -1 call) to the CAD and then, onto a standard fire records management system.
1
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, road centerline file, 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. These related systems' projects enable the
FRMS, without which this proposal 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 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 SunPro solution is just one of
those offers. In doing so, those who 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 FRMS solutions would pose similar concerns in its implementation and
subsequent maintenance. As such, this FRMS proposal is applicable only to the Printrak CAD
solution. FRMS solutions other than SunPro remain the CVTs' responsibility should data sharing
between the County's SunPro and other FRMS solutions be considered necessary.
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 federal government if funding 75% of this project. 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 FRMS by covering 75% of the capital and future operating costs. The local
25% share of the FRMS portion will be funded by the local fire departments on a formula to be
determined by the FRMS governance committee (yet to be formalized).
2
The following assumptions have been made:
* The fire 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 CLEM1S, a federal
grant and OAKNet systems.
* The fire departments are located within Oakland County. At a future date, the FRMS may
involve the expansion beyond the County's borders.
* The attached costs represent the launch of 21 fire departments on the fire records
management system in 53 fire halls.
* 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 central fire facility and fire halls 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. FRMS 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. Finally, since future
admissions of fire departments and current member costs differ, the FRMS governance
board should address an equitable 'membership' fee for new members beyond the present
21 fire departments included herein.
* As with the CLEMIS Operating Fund, a separate FRMS operating 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 prepared and shared
with the FRMS governance board. Budgets would be reviewed and approved by the
FRMS governance board 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 twenty agencies in NOTE A to the schedule would be $674,000, with
$505,500 being borne by the County and $168,500 being borne by local fire departments. While
the County would prefer to obtain the full amount from the fire departments immediately,
financing by the County could be provided. In accordance with Board of Commissioners
policies, the County can advance the FRMS operating fund an amount from an internal service
3
fund. In turn, the local CVT would be expected to cover the interest costs at a rate of
approximately 5.0% to 5.5% (actually the twelve month average T-bill rate). A five-year
repayment term (or less) would be expected. 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 $220,000 in the first year and in the fifth year
approximately $240,000. 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 fire department's share of the project between fire
departments.
• The fire departments were to discuss the membership of the FRMS governance committee
and appointments relating thereto.
• Letters of interest from the fire departments citing their interest to proceed have been
provided to the County (see attached Note A). The County has received 21 letters to date.
• Because the initial fire departments may be carrying a slightly higher burden than those
joining at a later date, the FRMS governance committee, once formed, should address the
membership question to ensure parity between fire departments.
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 .
4
Description
Capital
Ref. Outlay
Operations - Fiscal Years
One Two Three Four Five
$ 92,800 $ 92,800 $ 92,800 $ 92,800 $ 92,800
10,800 10,800 10,800 10,800 10,800
52,000 52,000 52,000
155,600 155,600 155,600 103,600 103,600
25% 25% 25% 25% 25%
FIRE RECORDS MANAGEMENT SYSTEM - PROPOSAL
OAKLAND COUNTY, MICHIGAN
April 14, 2000
CAPITAL
Software:
Install. / Implem.
FRMS
Contingency
Software
Hardware:
Server
PCs / printers
CAPITAL OUTLAY
Proposed Local Share
EST. LOCAL SHARE
*** *****
$ 75,000
364,000
G 25,000
A $ 464,000
54,000
156,000
674,000
25%
$ 168,500 $ 38,900 $ 38,900 $ 38,900 $ 25,900 $ 25,900
OPERATING - ONGOING
License / maintenance
Hardware maintenance
Personnel and other
Contingency
OPERATING
Proposed Local Share
EST. LOCAL SHARE
*******
$ 60,000 $ 60,000 $ 60,000 $ 60,000 $ 60,000
15,000 15,000 15,000 15,000 15,000
110,000 110,000 115,000 115,000 120,000
35,000 35,000 40,000 40,000 45,000
220,000 220,000 230,000 230,000 240,000
25% 25% 25% 25% 25%
$ 55,000 $ 55,000 $ 57,500 $ 57,500 $ 60,000
SUMMARY - Annual
Capital costs
Operating
TOTAL
$ 38,900 $ 38,900 $ 38,900 $ 25,900 $ 25,900
55,000 55,000 57,500 57,500 60,000
$ 93,900 $ 93,900 $ 96,400 $ 83,400 $ 85,900
See Note to Proposal attached to this schedule.
Resolution #99309 May 18, 2000
The Chairperson referred the resolution to the Public Services, Personnel
and Finance Committees. There were no objections.
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 Ti 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
1
(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).
2
The following assumptions have been made:
* The fire 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
3
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 .
4
Description
Capital Year
Refer. Outlay One
Year
Three
Year
Two
Year
Five
Year
Four
$ 478,000 $ 254,600 $ 254,600 $ 264,600 $ 219,600 $ 229,600
25% 25% 25% 25% 25%
$ 63,650 $ 63,650 $ 66,150 $ 54,900 $ 57,400
On-going Operating:
License / maintenance
Personnel and other
Contingency
OPERATING
TOTAL
Proposed Local Share
EST. LOCAL SHARE
31,000
75,000
35,000
141,000
31,000
75,000
35,000
141,000
31,000 31,000 31,000
80,000 80,000 85,000
40,000 40,000 45,000
151,000 151,000 161,000
FIRE RECORDS MANAGEMENT SYSTEM - PROPOSAL
OAKLAND COUNTY, MICHIGAN
November 15, 1999
A
Capital outlay - software:
Install. / Implem.
Fire Records Mgt. Sys.
Vol. discount - credit
Capital outlay - hardware:
Server
PCs / printers
CAPITAL OUTLAY
$ 57,000
291,000
(5,000)
$ 343,000 $ 68,600 $ 68,600 $ 68,600 $ 68,600 $ 68,600
54,000 18,000 18,000
81,000 27,000 27,000
478,000 113,600 113,600 113,600 68,600 68,600
18,000
27,000
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 fire 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 Sheriffs 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
1
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.
2
Resolution #99309 November 18, 1999
The Chairperson referred the resolution to the General Government,
Public Services and Finance Committees. There were no objections.
3
FY 2000
$800,000
$800,000
0
FY 2001
FISCAL NOTE (M.R. #99309) June 15, 2000
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: ACQUISITION OF FIRE RECORDS MANAGEMENT SYSTEM
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above
referenced resolution and finds:
1. 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 the cities, villages and townships
(CVTs), in providing cost-effective and improved technology services to their
administrations and to the public. The new Fire Records Management System is
one such service.
2. Currently the CLEMIS computer aided dispatch is almost exclusively operated by
the Sheriff Department or local law enforcement agencies and does not
interface with any common fire records management and related systems. It is
the County 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.
3. One-time Capital costs (hardware, software, training, and installation) for
the project is $733,100, with $549,825 (75%) borne by the County and $183,275
(25%) borne by the local fire departments.
4. In addition to the capital cost, there are annual on-going costs in the amount
of $220,000, (first year cost is less due to support cost included in the
original price) 75% to be borne by the County, covering licenses, hardware
maintenance and two (2) proprietary funded User Support Specialist II
positions (grade 12).
5. In order to properly track the revenue and expenses associated with this
activity, a new proprietary fund entitled Fire Records Management System
(FRMS) will be created.
6. Funding in the amount of $800,000 is available in the General Designated Fund
Balance for the Fire Records Management System (account 9407-61000). This is
sufficient to cover the County's share of the one-time capital cost and the
County's share of all operating cost through the end of July 2002.
7. The FY 2000 and FY 2001 Budget is amended as follows, transferring the amount
in the Designated Fund Balance to a new fund for Fire Records Management:
General Fund
Revenue
90-190000-14000-1572 Prior Yr. Balance
Expense
90-310000-xxxxx-8002 Equity Trans. - Fire Mgt.
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Coleman and Millard
absent.
Fire Records Management Fund (new)
Revenue
23-xxxxxx-xxxxx-1702
23-xxxxxx-xxxxx-0759
23-xxxxxx-xxxxx-1572
Equity Trans. - General Fund $ 800,000 $ 0
Outside Agencies 193,213 44,783
Use of Prior Years Balance 0 134,550
$ 993,213 $179,333
Expense
23-xxxxxx-xxxxx-2001
23-xxxxxx-xxxxx-2074
23-xxxxxx-xxxxx-2776
23-xxxxxx-xxxxx-3348
23-xxxxxx-xxxxx-3596
23-xxxxxx-xxxxx-9998
Salaries
Fringe Benefits
Equipment Repairs/Maint.
Professional Services
Software
Capital Outlay
$ 21,096 $ 87,757
8,438 35,103
3,750 15,000
90,966 21,140
438,600 20,333
210,000 0
220,363 0
$ 993,213 $179,333
$ 0 $ 0
455-001 Prior Years Balance
FINANCE COMMITTEE
William Caddell, County Clerk
Resolution #99309 June 15, 2000
Moved by Taub supported by McPherson the Personnel Committee, Public
Services Committee and General Government Committee Reports be accepted.
A sufficient majority having voted therefor, the reports were accepted.
Moved by Taub supported by McPherson the resolution be adopted.
Moved by Taub supported by McPherson the resolution be amended to coincide
with the recommendations in the Personnel Committee, Public Services Committee
and General Government Committee Reports.
A sufficient majority having voted therefor, the amendments carried.
Vote on resolution, as amended:
AYES: McPherson, Melton, Millard, Moffitt, Obrecht, Palmer, Schmid, Sever,
Suarez, Taub, Amos, Appel, Buckley, Causey-Mitchell, Colasanti, Coleman,
Dingeldey, Douglas, Galloway, Garfield, Gregory, Jensen, Law, McCulloch. (24)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution, as amended,
was adopted.
I HE E Y ,APPRO HE FOREGOING RE S77
L Brooks Patterson. County Executive
6
Date
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, 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 June 15, 2000 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 15,1p daylibf June, 2000.