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Home My WebLink AboutResolutions - 2003.08.14 - 27057PUBLIC SERVIN ES COMMITTEE ,) /), MISCELLANEOUS RESOLUTION #03 190 July 31, 2003 BY: Public Services Committee, Hugh D. Crawford, Chairperson IN RE: SHERIFF DEPARTMENT - EMERGENCY DISPATCH EQUIPMENT To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Sheriff's Office functions as the Primary Public Safety Answering Point (PSAP) for many communities under dispatch contracts and is also the PSAP for 9-1-1 wireless calls for North Oakland County; and WHEREAS the Sheriff's dispatch center currently handles over 400,000 calls per year, and the number of 9-1-1 wireless calls continue to increase; and WHEREAS the Sheriff's dispatch center continues to offer and provide services to a number of police and fire departments; and WHEREAS the dispatch center is in need of two call taker stations and two computer aided dispatch stations; and WHEREAS the estimated cost for this equipment is $128,000; and WHEREAS this equipment and software would allow the dispatch center to operate more efficiently, and allow the addition of future communities if the need arises. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the acquisition of two call taker stations and two computer aided dispatch stations and applicable software at a price not to exceed $130,000. Public Services Committee Vote: Motion carried unanimously on a roll call vote. SHERIFF DEPARTMENT DISPATCH EQUIPMENT 2-Call taker stations $57,400 Software for above $8,600 2 CAD stations COPS MORE FUNDING Firmware $42,000 Furniture for stations from Sheriffs budget Recorder chip for RACAL $12,500 Motorala consultant $9,000 Total $129,500 600313/2 600320/B 600322/1 600304/1 600140 8304-LENSES 600124 913100/411 913112 913650/100 913160/2 913820 913608 914130/1 914100/NS 914700 AA0071353 $ 1,636.00 $ 1,300.00 $ 1,232.00 $ 932.00 $ 272.00 $ 1.60 $ 633.60 9,200.00 640.00 1,200.00 1,120.00 40.00 560.00 1,600.00 2,362.50 850.00 433.55 3,272.00 5,200.00 2,464.00 1,864.00 544.00 192.00 633.60 600.00 18,400.00 1,280.00 2,400.00 2,240.00 80.00 1,120.00 3,200.00 4,725.00 1,700.00 867.10 2 4 2 2 2 120 1 2 2 2 2 2 2 2 2 2 2 Annually 50,781.70 5,292.00 600.00 675.00 $ 57,348.70 aiilmoslogw000toffigb $ 4,310.00 EQUIPMENT TOTAL (LESS DISCOUNT & TRADE IN) INSTALLATION SHIPPING PROJECT MANAGEMENT TOTAL Proposal Valid for 60 Days Post Warranty Maintenance - 5 Year Option 7/8/03 OAKLAND COUNTY SHERIFF TWO ADDITIONAL POSITIONS QUOTE wITWO IAP SETS UNIT EXTENDED] DESCRIPTION PART# QTY. RETAIL RETAIL IAP Phones IAP Control Module, Panel Mount (6 Wire jack) Enhanced Concentrator (IAP Plus, Power 911) Serial Module Panel Mount Line Module (30 Button) -Panel Mount IP Daisy Chain Kit (Squared System) Engraved Color Lens Interconnect Panel (4 positions X 60 buttons) 7' Mounting Rack POWER 9-1-1 SOFTWARE Power 911 Workstation Software V4.11 Power 911 Agent Toolkit Software (per wrksta) Power 911 Integrated Call Tele/Radio Recorder SW Power 911 Integrated TDD S/VV for IAP (per wrksta) Power 911/IAP Plus Interface Kit (per workstation) TDD Interface Adaptor (TIA) Power 911 Configuration & Software -Workstation Power 911 Hardware Power 911 Workstation Computer w/o monitor 15 Inch LCD Monitor UPS 1250 VA - Workstation 2 positron Cust quote 7-8-03.xls AMERITECH Confidential Sales Quote #1879 by: Jon Stones Date: 7/08/2003 Oakland County Sheriff's Department Attn: Christina Russell 1200 North Telegraph Road Ship To: Pontiac, MI 48341 United States Pontiac, MI 48341 United States Extended Unit Price Price $395.00 $790.00 $395.00 $39.00 $39.00 $3,100.00 $930.00 $790.00 $78.00 $78.00 $6,200.00 $930.00 Sub-Total: Shipping & Handling: $8,866.00 V $40.00 Priorii Dispatch-7 139 East South Temple, Suite 500 Salt Lake City, UT 84111 (801) 363-9127 * (801) 363-9144 fax (800) 363-9127 toll-free Bill To: Oakland County Sheriffs Department Attn: Christine Russell 1200 North Telegraph Road Phone: 248-858-1645 Fax: 248-452-2102 Qty Description 2 Cardset Medical SR(EMD — Standard — North American English) 11.1 Medical Cardset at special rate 2 Cardset Fire(EFD — Standard — North American English) 2.0 Fire Cardset 2 Annual ESP Cardset Fire Support(EFD — n/a — n/a) 2 Annual ESP Cardset Medical Support(EMD — n/a — n/a) Extended Service Plan for Medical Cards 2 *ProQA Stations - Medical(EMD — Standard — North American English) 1 Annual ESP ProQA(n/a — n/a — North American English) ProQA Annual Software ESP Total: $8,906.00 Above prices are net of any applicable taxes, import duties or other assessments, which are the sole obligation of buyer. Authorized signature acknowledges licensee's agreement to "break-the-seal license agreement" and agreement to pay invoice. Said License is included with all sealed card sets, and you will have opportunity to read it before breaking the seal. If unacceptable, you may promptly return the sealed cards for a refund. Sign here X Date Payment Method: (Check enclosed, or...) [ ] Purchase Order # [ VISA/Mastercard/AMEX # expiration: Page 1 of 1 Printed 7/23/2003 8:56 AM MOTOROLA proposal June 30, 2003 PREPARED FOR Oakland County Radio Services Mr. David Glassford :c-UNIT PRIDE EXTENDED ITEM. '..QT'. :-DESCRIPTION ‘. AMOUNT' . .. „ s .. 1 1 2 CentraCom Gold Series Software Upgrades Windows Operating System Upgrades COIM Firmware, TIMI firmware and DPI firmware upgrades $35,000.00 $7,000.00 Implementation of the above upgrades to be Performed by Motorola direct factory technicians. This is a service estimate and will be billed after all actual costs are incurred. All work to be performed on-site. Included are Upgrade operations project management, design engineering, software pre-configuration, and data base conversion, 3 days of on-site technical support Total Budgetary Cost for Upgrade $42,000.00 Upgrade operations currently scheduling into August and September 2003. Submitted by: Karen A. Mora TERMS: NET 30 • FOB DESTINATION • PRICE VALIDITY 90 DAYS • DELIVERY TO BE SCHEDULED ADDRESS REPLY TO: MOTOROLA • KAREN MORA . 1286 KINGS POINTE RD.. GRAND BLANC, MI 48439 Telephone (810) 694-1811 • FAX (810)694-9307 Dale Cunningham From: Christina Russell [russellc@co.oakland.mi.us ] Sent: Wednesday, July 09, 2003 4:40 PM To: Bob Daddow Cc: PAT COATES; Doug Eader Subject: Recorder russellc.vcf Yes....I need another card. This will give an an additional 16 channels. I was quoted a price today of $12,500. Thank you for all your help!! -C. Oakland County Michigan Date 07/14/2003 $9,000.00 Quote # 07142003CS001 Field Services Quote Total Scope of Work - See SOW details below This quote and statement of work is prepared to provide services requested by Oakland Co. Michigan. The actions required are: A. Interview the Oakland Co. technical staff to determine the exact issues as defined by Oakland Co. B. Document the listed issues and work with the Oakland Co. technical staff to set the priority of which each issue is to be worked. C. Work with the Oakland Co. technical staff to as best possible determine the root casue of the listed issues. D. Provide recommendations for the resolutions required for each issue. E. Be the interface between SSC and Oakland Co. during the issue investigation. F. Develop and provide a written report to the Oakland Co. Michigan technical staff listing each defined issue above, recommended resolutions, and what action should occur in what order. See the detail below. Since the actual issues are unknown an exact time to resolution is very difficult to set. With this in mind this quote specifies an approximate time. The time required to perform these actions is listed in the detail below. If additional time is required then this will be negociated with the Cusotmer once the depth of the issues are understood. Customer Requirements 1. Provide a single point of contact for the Systems Technologist to work with including name, telephone number, pager number, email address, and etc. 2. Provide a place of work that the ST can work with the Cusotmer's personnel. 3. Ready access to all equipment and sites as determined by the ST that will be needed to characterize and provide reslutions to the list of issues provided by the Cusotmer. 4. Provide a list of issues, related to the Centra-com II Gold console system and related infrastructure. 5. Provide a Purchase Order number prior to commencement of work specifying the ciost not to exceed the value of this quote. Motorola Sales Requirements 1. Obtain the Purchase Order from the Cusotmer and send copies to those listed below. 2. Write and process an Installation Agreement(IA) subbing the work to the Cleveland FS0 facility, SCR# 1012826296. 3. Notify the assigned ST, the ST Manager, and the FSO Manager list below when the IA is entered into Motorola's billing system. Systems Technologist(ST) ST Manager FS0 Manager Ronald Townsend Clyde Spencer Dorothy Gall Cost Days rou tviriayr uoluirly van Oakland County Michigan SOW Detail Task Description/SOW Interview and discuss the issues of concern with Oakland Co. Michigan technical staff. Develop a list of issues and their 1 priority so each issue can be investigated in order. 1.00 $1,500.00 Work with the Oakland Co. Michigan technical staff to isolate 2 the root cause of each of the listed issues in step 1. 3.00 $4,500.00 Developand deliver a report to Oakland Co. michigan technical staff detailing each issue, it's recommended resolution, and in 3 what order the resolutions should take. 1.00 $1,500.00 Cost to have SSC provide support during the problem 4 investigation. 1.00 $1,500.00 5 6 7 8 9 10 11 12 , 13 Item Page 1 of 2 Dale Cunningham From: Bob Daddow [daddowr@co.oakland.mi.us] Sent: Wednesday, July 09, 2003 6:39 PM To: Laurie Van Pelt; Art Holdsworth; Tim Soave; Dale Cunningham; Christina Russell; Pat Coates; Doug Eader; James H. VanLeuven, Jr. Cc: Joseph Sullivan; Jamie Hess; Hugh Crawford; Chuck Moss Subject: Dispatch Equipment Today, Ms. Coates and Russell, Capt. Eader and myself met to discuss the pending needs of the Sheriff's dispatch area for equipment. This has been an issue that has been on the burner for quite some time but is starting to become ever so much more pressing because of a number of agencies that have come and continue to to come to the Sheriff for dispatching, wireless service increases (and, the MSP issue on wireless, which I have assumed that all on the email is thoroughly familiar), the aging equipment (in some areas as herein noted), outdated software and other matters. The County cannot continue to wait on this matter even as we intend on replacing some of this equipment / software when the new radio system is installed. The equipment in the dispatch area can be broken into call-takers (people who directly and intially take calls from the public, screen them, and triage them - then, pass them off to dispatchers) and dispatchers send appropriate help to the scene and / or assist in controlling resources / information needs for the incident. Here is what is needed and why - * 2 call-taker stations - $57,400, The annual maintenance cost on these units would approximate $16,000 a piece after the warranty period is over. * Software for the stations - emergency medical services - $8,600. * 2 computer aided dispatch stations (it is my understanding that Mr. Hess has indicated that this can be drawn from the COPS MORE grant program and no funding is presently required). * Furniture for 2 stations - will be absorbed from existing Sheriff budget (could be roughly $30,000 or so). * Firmware (embedded software on chips) for CentraCom elete and replacement - $42,000. * Recorder chip for Racal - $12,500. * Contingency - $7,500. Pending at this time is the potential need for a detailed engineering assessment of the radio consoles, which are over 12 years old (came in with the existing radio system) and the firmware is no longer available. Hopefully, this review (which would be required to ensure that the $42K fix above) would resolve the present problems as herein cited. * TOTAL - $128,000. The two call-taker positions (not people, equipment) would be required due to volume changes (wireless, potential MSP issues previously discussed), etc. This need has been known for some time and would not be affected by the upcoming replacement of the radio equipment. This equipment and software would work on the new radio system just fine. The EMD software would be required for the call-taker positions as well. The CAD system is being covered by a grant for this equipment and software. The real head scratcher is the firmware from Motorola. This firmware is presently in 5 existing radio consoles that require upgrade for the dispatchers. There is no question that the equipment is aging - in fact, we cannot readily acquire the parts internal to this equipment should they break, be damaged by surges (although we are protected, it certainly did nothing to stop the direct hit in July 2000), or other problems. Simply put, this equipment has a very short life as it stands - and, each time we bring a new entity onto the system - particularly fire - we are risking a problem. The last entry on the system apparently resulted in four failed attempts at this aged system to reboot. Yet, without some engineering assurances as to the existing equipment, we cannot truly determine if the firmware of $42K, including Motorola installation, would solve the problem at all, somewhat or completely - or anything in between. Now, in the face of several matters, there are several alternatives - * Do nothing and simply hope that there is not an issue - however, this is not a particularly attractive alternative in the face of mission critical equipment and a general lack of parts in the market. In fact, Motorola has asserted to us that they no longer stock these parts - don't ya just love it? If it breaks, the individual or collective consoles will be down until we can find parts in the used radio equipment market - can anyone say E-Bay? 07/14/2003 Page 2 of 2 * We use the new radio equipment coming in (called Orbacom) for the new system - a good idea but the lead time is 6 to 8 months on this equipment - if we order it now. Further, Orbacom and CentraCom equipment would be present in the dispatch operations - complicating training, assignments to the equipment, and other connectivity issues. * The County will be required to take the aged equipment down (the same equipment that took four reboots the last time we did this) for the August 4th cutover for the North Oakland Fire. Springfield Township fire, Holly PD, Oxford, Clawson and Bingham Farms fire have all had discussions in some form or fashion of recent to come with the Sheriffs Dept. dispatch - and, in the face of the consoldidated PSAP effort, it would be easier to move them to Sheriff Dispatch now, and then simply move them en mass to the centralized PSAP at a later date. Who wants to risk the equipment not coming back up on August 4th? It seems that shifting the internal equipment inside the station at the same time we take the stations down is the right answer. Accordingly, my recommendation on this matter is to secure an engineer (likely will be paid out of the 'contingency' amount) to ensure that the firmware provides a fix that will carry us until such time as the equipment is replaced - in roughly 12 to 15 months - with the new radio consoles (that is, Orbacoms). In addition, the firmware needs to be acquired providing a marginally salable piece of equipment (presently, the CentraComs would be virtually worthless with the firmware in the units), and help guarantee that parts are available (should they need to be) and the units can have some comfort in adding additional dispatch customers known to be coming. Buy the CentraCom upgrades and have Motorola install it - all part of the $42K price. Dale C. / Tim S / Art H - we need to get a resolution to the Board asap and get this one fast tracked if possible. Need a funding source for the resolution on this one as well. By my calculation, the next round of committee meetings is on July 22nd for Public Services (or would this one be General Government) Committe and July 24th for Finance Committee, then to the Board on July 31st. If it cannot be fast tracked, then someone needs to notify North Oakland Fire they need to continue to staff their dispatch a bit longer until this resolution gets through the Board as I do not recommend taking the consoles down (given their age and the prior events that that created a need for re-booting four times to get them up again) under the circumstances. I think that we will need to get the resolution done quickly to ensure it gets out in the next round of committee / Board meetings. I will be out of town from this Sunday until July 19th in the pm - and, will likely not have access to the Internet. RJD 07/14/2003 Resolution #03190 July 31, 2003 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (Misc. #03190) August 14, 2003 BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: SHERIFF'S DEPARTMENT-EMERGENCY DISPATCH EQUIPMENT 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 Oakland County Sheriff's Office functions as the Primary Public Safety Answering Point for many communities under dispatch contracts and is also the PSAP for 9-1-1 calls for North Oakland County. 2. The Sheriff's Dispatch Center currently handles 400,000 calls per year and the number of 9-1-1 wireless calls continues to increase. 3. The Sheriff's Dispatch Center is in need of two (2) call taker stations and two (2) computer aided dispatch stations and associated software to allow the dispatch center to operate more efficiently and allow for the addition of future communities if the need arises. 4. The estimated capital cost of the equipment is $129,500. Yearly operating costs have been budgeted in a PSAP resolution that will be presented at a later date. 5. Funds for the acquisition are available in Designated Fund Balance (Acct #101-90-9407-970000). 6. Annual maintenance cost of $4,310 will be budgeted under a proposed consolidated PSAP plan, to be presented at a later date. 7. A budget amendment is recommended for Fiscal Year 2003 as follows: Fund Dept OCA PCA Object FY 2003 Revenue 101 90 190000 14000 1582 Prior Yr Balance $129,500 Expenditures 101 43 023901 41000 2560 Consultant $9,000 101 43 023901 41000 3597 Software Maint 50,600 101 43 023901 41000 9154 Computer Equip 12,500 101 43 023901 41000 9157 Equipment 57,400 $129,500 $ - 0 - FINANCE COMMITTEE .1g(,fr FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Moffitt and Suarez absent. G. William Caddell, County Clerk Resolution #03190 August 14, 2003 Moved by Moss supported by Coulter the resolutions on the Consent Agenda, be adopted (with accompanying reports being accepted). AYES: Coulter, Crawford, Gregory, Hatchett, Jamian, Knollenberg, Law, Long, McMillin, Middleton, Moffitt, Moss, Palmer, Patterson, Potter, Scott, Webster, Wilson, Zack, Bullard. (20) NAYS: None. (0) A sufficient majority having voted therefore, the resolutions on the Consent Agenda, were adopted (with accompanying reports being accepted). 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 August 14, 2003, 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 14th day of August, 2003.