HomeMy WebLinkAbout03/07/2006, C5 - REQUEST FOR PROPOSALS: 9-1-1 EQUIPMENT AND SERVICES A] councit M � ele
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CITY OF SAN LU IS OBISPO
FROM: Deborah Linden, Chief of Police
Kern Rosenblum, Communications &Records Manager
SUBJECT: REQUEST FOR PROPOSALS; 9-1-1 EQUIPMENT AND SERVICES
CAO RECOMMENDATION
1. Approve issuing a request for proposals for a 9-1-1 system (equipment and services) with a
five year maintenance contract.
2. Authorize the CAO to award the contract to the best overall proposal that is within the State
allotment of$181,487 for this project.
DISCUSSION
The City of San Luis Obispo Emergency Communication Center, currently located at the Police
Department, is a State certified Public Safety Answering Point (PSAP) responsible for receiving
9-1-1 calls in the City and for dispatching City police and fire services in response to these calls.
Funding for the 9-1-1 equipment is provided by the State of California every five years and our
last upgrade was in 1999. Council has approved two projects related to the 9-1-1 system: the
construction of a new Emergency Communications Center adjacent to Fire Station 1, and an
upgrade to the City's radio system. Staff had hoped to delay the state-funded upgrade to our 9-1-
1 system until the new communications center was built, however due to the age of the current
system and new state and federal initiatives, an upgrade is necessary this year.
One such initiative is a relatively new state law that requires cellular service providers to change
their systems so that local agencies (PSAPs) can receive cellular 9-1-1 calls made in their
jurisdictions (Assembly Bill 1263, effective January 1, 2001). These calls are currently being
automatically routed to a limited number of California Highway Patrol (CHP) communication
centers and then transferred to local police departments, causing delays in service and
communication difficulties. This new law enables our Emergency Communications Center to
directly receive wireless 9-1-1 calls made in our City, which allows faster and more efficient
emergency response. In order to implement this important change, the City must upgrade to a 9-
1-1 system that can support this technology.
The upgraded 9-1-1 system will be installed at the Police Department and moved to the new
Communications Center in 2008. The logistics and potential costs of this move are addressed in
the RFP for this project.
Source of Project Funding. The State 9-1-1 Program, as managed by the California 9-1-1
Emergency Communications Office (State 9-1-1 Office), reimburses agencies for equipment and
services necessary to answer 9-1-1 calls. There are two funding methods available:
C��
Request for Proposals: 9-1-1 Equipment and Services Page 2.
1. Direct Funding — Public Safety Answering Points (PSAPs) may use the direct funding
method for approved items that are mandatory for 9-1-1 call delivery. With prior approval
from the State 9-1-1 Office, the direct funding method allows the PSAP to order equipment
and services and have all invoices sent directly to the State 9-1-1 Office.
2. Reimbursement — The reimbursement funding method provides the PSAP a vehicle to be
compensated for 9-1-1 related expenses that have been approved by the State 9-1-1 Office.
Invoices will be sent to and paid by the PSAP. The PSAP may then submit a reimbursement
claim to the State 9-1-1 Office.
Staff has determined that the direct funding method best meets the needs of the City at this time.
The RFP has been structured accordingly.
Fiscal Overview. The project budget for the purchase and implementation of an upgraded 9-1-1
system, necessary training for communications personnel, and a five (5) year maintenance
contract is $181,487. Funding for this project is available from the State. The City (PSAP) has
been allocated $145,000 for the routine five year upgrade of the 9-1-1 system and associated
maintenance. This allocation is based on a statistical analysis of the City's 9-1-1 call volume. In
addition to the $145,000 new allocation, the City has additional State funds available from a
savings in our current maintenance contract that resulted from a switch to month-to-month
service in May 2004. Since this switch, we have been receiving from the State an annual
allotment of $29,000 for maintenance fees, however the month-to-month maintenance contract
with Verizon, although not intended as a long-term maintenance solution, has been costing less
than this. The State allows us to apply any balance from this annual maintenance allotment
towards the purchase of a upgraded 9-1-1 system.
The following table depicts the State funds available for this project, less the projected
maintenance expenses until the upgrade is complete and a new 5-year maintenance contract is
executed:
Description Cost
Allocated State Funding 145,000
2005 and 2006 Annual Maintenance Fees 58,000
Paid Veiizon Monthly Rate (5/04.4/05 @ $720.68/month and 5/05
to 12/05 @ $756.71/month) (14,703
Subtotal 188 297
Projected Verizon Rate 1/06-9/06 @ $756.71/month) 6,810
TOTAL 181,487
The State requires the City to provide appropriate facilities to physically accommodate the
upgraded or replacement 9-1-1 equipment. Once a vendor has been selected, staff from the
Police, Public Works and Finance/IT Departments will work with the vendor to determine how
best to accommodate the new equipment in the police department building until such time the
equipment is moved to the new communications center in 2008. The electrical, heating, and air
conditioning systems in the police building are aged and challenged to meet current needs.
Transitioning from the old to the new 9-1-1 system, while still accommodating the storage needs
es-z
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Request for Proposals: 9-1-1 Equipment and Services Page 3
of other critical technology systems, may drive the need to upgrade portions of the building's
electrical and air conditioning systems. These needs cannot be determined until a 9-1-1 vendor is
selected and additional analysis is done. Should staff determine that additional City funds are
needed to upgrade these systems,we will return to Council with such a request.
Project Workscope
Our current PSAP phone system is a VESTA system through Plant Equipment with a M1 switch.
We plan to upgrade the following equipment:
■ Eight (8) 9-1-1 Trunks
® Three (3) Seven Digit Emergency Lines
■ One (1)Fire emergency one button connect line
■ One (1) Sheriff's Office tie line
■ One (1)9-1-1 switch line to receive Cal Poly's 9-1-1 lines in the event of failure
■ One (1)9-1-1 switch line to receive and transfer 9-1-1 system to Sheriff's office
■ Three (3) Alarm lines
■ Ten (10) Administration/Non-emergency dispatch lines
Proposal Review and Award Schedule. The following is the anticipated schedule for proposal
review and contract award:
a. Issue RFP 3/8/06
b. Conduct pre-proposal conference 3/16/06
C. Receive proposals 4/6/06
d. Complete proposal evaluation 4/13/06
e. Conduct finalist interviews 4/20/06
f. Finalize staff recommendation 5/11/06
g. Award contract 5/18/06
h. Execute contract 6/1/06
i. Start work 6/2/06
Prospective Proposers
The State of California has a Master Purchase Agreement (MPA) with providers of 9-1-1
equipment and services. The prices listed on the MPA for equipment and services are the
maximum allowable, and the price of systems varies from contractor to contractor. By issuing an
RFP we are establishing competitive quotes from vendors on the list, and increasing the buying
power of our annual allotment.
CONCURRENCE
The Finance &Information Technology Department concurs with this request..
Cs-3
Request for Proposals: 9-1-1 Equipment and Services Page 4
FISCAL FAPACT
There are no planned fiscal impacts to the City for the upgrading of the 9-1-1 equipment since
State funds are available for the project. We will be selecting a vendor from the State Master
Purchase Agreement list. The vendors have a working knowledge of the State's 9-1-1 Operations
Manual Chapter III — Funding— and understand the PSAPs allotment caps. There may be some
fiscal impact to improve the cooling and electrical services to the Police Department in order to
accomodate the new 9-1-1 equipment; however staff is unable to estimate these costs at this time.
The State 9-1-1 funds may not be used for these facilities costs.
ALTERNATIVES
1. Defer the project. The existing 9-1-1 system is almost two years past the regular five year
replacement schedule. The equipment is outdated and becoming unstable. We are also
required to upgrade in order to comply with state law and accept wireless 9-1-1 calls initiated
in our jurisdiction. Deferring the project is no longer a viable choice and staff does not
recommend this alternative.
2. Deny the project. A reliable 9-1-1 system that complies with State law is critical to
providing emergency services to our community. Not upgrading the.system using State funds
would jeopardize the reliability and effectiveness of the system and would not allow the City
to comply with the new wireless 9-1-1 requirement. Therefore, staff does not recommend
this alternative.
ATTACHMENTS
1.. Workscope excerpt from the request for proposals for 9-1-1 equipment and services.
2. Proposer's list.
ON FILE IN THE COUNCIL OFFICE
Request for Proposals for 9-1-1 Equipment and Services
ASLOMSWUSERSWROSENB L
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ATTACHMENT 1
Attachment 1: Request for Proposal Workscope Page 5
OVERVIEW
The City of San Luis Obispo consists of approximately 11 square miles, located in a valley
surrounded by the Coastal Range. State Highways 1 and 101, a creek, Southern Pacific Railroad
lines, and mountains split the community. The City has a residential population of 44,600, but as
the County Seat, tourist destination and economic center of the County, the daytime population
increases to well over 75,000. Additionally, the City and the nearby university (17,000 students)
have an agreement for both automatic- and mutual-aid emergency services.
Current Communications Center. The City of San Luis Obispo Emergency Communications
Center is located in the lower level of the Police Department located at 1042 Walnut Street. The
communications center serves as the Public Safety Answering Point for the City and provides
emergency call taking and dispatching for City Police and Fire. Communications center
personnel also provide dispatching for other internal City departments and are responsible for
administrative telephone calls after regular business hours. The communications center managed
148,546 incoming telephone calls in 2004.
;Currently, there are four dispatch workstation consoles located in the communications center,
each consisting of radio controls, Automatic Number and Automatic Location Identification
(ANI/ALI) displays for the Verizon Vesta 9-1-1 emergency telephone system, a Genovations
keypad for the phones and a Secureview keyboard device that enables a single keyboard to be
shared between the 9-1-1 and CAD systems. The consoles are antiquated and obsolete.
Future Communications Center. In 2000, the City hired the Gartner firm to review the City's
technology infrastructure. From this, a five-year prioritized recommendation list for each
department in the City was developed and documented in a 2001-05 Information Technology
Strategic Plan. Two critical priorities were identified: 1) Upgrade the City's existing radio
system, and 2) Upgrade the Public Safety Dispatch Center. These findings were based on the age
of the equipment, inability to maintain the existing equipment with replacement parts, and
discontinued manufacturer technical support.
The City is building a new Public Safety Dispatch Center adjacent to Fire Station 1 located at
1260 Santa Barbara Street, San Luis Obispo. This project is tied to the upgrade of the radio
system and is scheduled for completion in early 2008. There will be six dispatch consoles on the
main floor of the new communications center. The communications supervisors' office will have
two workstations that will act as back up and call taker positions during emergencies and large
events. Having handsets with all of the PSAP lines would be ideal. The new phone system will
be installed in the current communications center located at the police department and will need
to be relocated to the new building.
EXISTING 9-1-1 TELEPHONE SYSTEM
Our current PSAP phone system is a VESTA system through Plant Equipment with a M1 switch.
Our Base system currently has the following incoming lines pointing to display keys:
0 Eight(8)9-1-1 Trunks
ATTACHMENT 1
Attachment 1: Request for Proposal Workscope Page 6
■ Three (3) Seven Digit Emergency Lines
® One (1)Fire emergency one button connect line
■ One (1) Sheriff's Office tie line
■ One (1)9-1-1 switch line to receive Cal Poly's 9-1-1 lines in the event of failure
■ One (1)9-1-1 switch line to receive and transfer 9-1-1 system to Sheriff's office
■ Three (3) Alarm lines
i Ten (10) Administration/Non-emergency dispatch lines
PROPOSAL REQUIREMENTS
The State of California recognizes you as a qualified vendor to supply 9-1-1 emergency
communications office equipment and services under DGS 0026. Since five years have elapsed
since the date of your proposal to the State, the City is requesting current proposals to replace
their existing equipment. In Specification No. 90620, the City would like you to review their
existing equipment and propose a new system that will best meet their needs and stay within the
State's funding allotment for the City of $181,487. Submit a proposal to the City based on the
State of California 9-1-1 Emergency Communications Office Master Purchase Agreement DGS
0026 (Reference Exhibits 1, 2 and 3) and other non-DGS related features stated below.
1. DGS-0026. In your proposal, further expand upon the following sections:
a. Section 11 Page 5 of 35 of Addendum 0:9.:Relocation.
As stated in the Overview of Specification No. 90620, the City's communication center
will be moving to a new location during their five year contract term. Please address in
writing how this will be accomplished and specify any associated costs on the proposal
submittal form.
b. Section IV, Page 5 of 20 of Addendum#4: GENERAL SYSTEM REOUIREMENTS 4.
Logging Recorder Interface.
The City currently uses Voice Print's recording system. Please address in writing your
ability to readily integrate the telephone system with the recording system.
c. Section IV, Page 5 of 20 of Addendum#4: USER FEATURES 6. Call Oueuing,
Our current system is ACD. This is not a good system for our communications center. All
calls need to be presented to all call takers at the same time. The new system needs to
provide this type of call flow along with the indication of the longest ringing call as well
as single button answer of that call.
d. Section IV, Page 6 of 20 of Addendum#4: 13. Radio Broadcast & Section IV, Page 7 of
20 of Addendum#4: 16. Telephone Sets.
The Proposer must provide wireless headsets that work with both the proposed telephone
system, the backup telephone sets, and radio system.
e. Section IV, Page 7 of 20 of Addendum#4: 15. Telecommunications Device for the
Deaf(TD Y).
ACHMENT 1
Attachment 1: Request for Proposal Workscope Page 7
The Proposer must fully integrate the proposed telephone system with a TTY/TDD
system. The interface proposed must comply with all existing and known future FCC
and/or legal requirements, including ADA, for handling TTY/TDD calls. The reliability .
should be tested regularly from all workstations and generate printed documentation at
the completion of this testing (Refer to TTY-PASS on the NEMA website at http://tty-
pass.telecomxchange.com/TTY-PASS.php). The system must be able to self test or .
connect to testing software as required through NENA. All TTY/TDD communications
must be printable for documentation of the call. The Proposer will explain in writing how
this will be accomplished.
f. Section IV, Page 9 of 20 of Addendum#4: 9. Computer Aided Dispatch ANUALI
Output.
The City uses Spillman Technologies for their CAD/RMS system. The current phone
system sends the calling address, phone number (ALJ/ANI) information, and the caller's
name into specified tables in the call taker's portion of the Spillman software. The
Proposer will explain in writing how this interface will be accomplished.
The system must accommodate twenty (20) digit, XY (latitude longitude) coordinates and
ANI in compliance with FCC's most recent.regulations. This information must download
to the Spillman CAD system.
g. Section IV,Page 9 of 20 of Addendum#4: 10. Central Processing Unit (CPU).
The system design must eliminate single points of failure by using fault-tolerant
components (e.g. dual power supplies, RAID, mirroring, hot swappable components, etc.)
The Proposer must fully describe in the proposal any reduced levels of service caused by
component failure, including the operational requirements for backup and recovery.
h. Section IV, Page 9 of 20 of Addendum#4: 11. Keyboard.
Selection of input devices must be a user function. Use of multiple applications during an
operating session must be permitted via a single input device. Special attention must be
given to each device regarding ergonomics and operational use. Independent arbitration
of the keyboard and mouse between the telephone, TTY and CAD is required. Switching
between applications must be performed through a single keystroke or mouse click, and
take effect in less than one (1) second.
i. Section IV, Page 9 of 20 of Addendum#4: 13. Monitor.
A full size, 19" LCD color screen is required with touch screen option for each dispatch
position.
j. Section IV, Page 10 of 20 of Addendum#4: 15. Power and Redundancy.
Fault Tolerance and Fallback Modes —The system must provide varying degrees or levels
of fallback operations, depending on the magnitude of the fault or problem. An "all or
nothing" approach is unacceptable. The Proposer must describe in the proposal each level
of fallback in detail.
e-5`7
ATTACHMENT 9
Attachment 1: Request for Proposal Workscope Page 8
Enhanced Alarming — The system must be capable of sending alarms to an external
monitoring service that will notify the user when a system or user module is no longer
functioning properly.
Redundancy Option — There must be an option for a minimum of two processors, each
having its own power supply. The system must provide information to the supervisor and
manager that a failure has occurred via e-mail and on the phone system itself, as well as
inform the service provider through a remote maintenance connection. This response
must contain an accurate description of how the steps required to effectuate a switch over
from one processor to the other will occur. There must also be an accurate assessment of
how much time will be consumed from the time of system failure until system
reactivation of the second process.
k. Section IV, Page 10 of 20 of Addendum#4: 18. Station Message Detail Record (SMDR).
Statistical reporting software. The Proposer must provide a management information
system program to capture and track call statistics. The software must be able to capture
and provide statistical details covering:
• Incoming calls and types of calls i.e. 9-1-1, alarm line, non emergency, and times.
• Outgoing calls, and length of time.
• Hold times.
• Ring times.
• Calls by dispatcher.
• A variety search capabilities.
• Standard reports that the State of California 9-1-1 Emergency Communications
Center uses to determine positions and funding allotments.
The system must be capable of creating call detail records and system event records with
the information gathered from workstations and the switch in the event that a call center's
quality of service comes into question. These records can then be used to audit the events
of the call in order to determine if processing occurred in a reasonable fashion.
All reports must be capable of printing on a Hewlett Packard (HP) printer (HP is the
City's standard).
1. Section IV, Page 11 of 20 of Addendum#4: 19. Remote Data Collection Service.
The timestamp placed on the call when the call detail data is received from the network
must be synchronized with the date/time stamp in Spillman's CAD/RMS system.
Archiving/Retrieving Data — The City's current configuration does not allow for remote
data collection. Plant Equipment, Inc.'s software product, MagIC, is used to submit
reports to the State. Please explain in writing how the City will connect to the State's
"remote data" collection service via your proposed system. Also explain how the
proposed system will offer on site statistical data for proper management of the
communications center.
ATTACHMENT 1
Attachment 1: Request for Proposal Workscope Page 9
in. Section IV, Page 11 of 20 ofAddendum#4:. 20. Multiple lines/Workstation requirement.
Can your intelligent workstations be blade-based?
n Section-IV,Page 12.of 20 of Addendum#4: 25. Wireless ALI — FCC 947102 — Phase I
and Phase II.
A major emphasis of the wireless project is the redistribution of statewide wireless 9-1-1
call volumes to local PSAPs. Currently a limited number of California Highway Patrol
(CHP) communication centers handle the overwhelming majority of wireless 9-1-1 calls.
To accommodate these routing changes, new legislation was passed in 2000 (Assembly
Bill 1263) and signed into law, effective January 1, 2001. This will allow approximately
500 local PSAPs to assist the 24 CHP communication centers in handling the estimated 8
million wireless 9-1-1 calls made in California each year. The central region is currently
testing and cutting over local PSAPs. We have delayed testing until after this 9-1-1
upgrade. Part of this project will include coordination with our CAD vendor to
accomplish CAD mapping. To view on line comprehensive details regarding the Phase II
project http://www.td.dgs.ca.gov/Services/91.1/we9l.Lhtm.
o. Section IV, Page 12 of 20 of Addendum#4: 26. Geoizrayhical Information System..
Mapping — The Proposer must define in the proposal the method to receive and display
wireless 9-1-1 call locations. The output of this information must comply with current
State regulations.
2. Non-DGS 0026 Performance Specifications.
a. FCC Voice over Internet Protocol (VoIP) Mandate Compliance. Compliance with
FCC VoIP mandate to deliver the traditional 9-1-1 call parameters - ANI, ALI and a call-
back number- for all calls originating from stationary VoIP subscribers.
b. Pre-Recorded Greetings. The system must allow the call taker to program "Pre-
Recorded Greetings" by line type. These greetings must follow the call taker by lob on to
any position. There must be a different greeting allowed for each line type in the system.
c. Secondary Call Taking Site. City 9-1-1 calls are currently rerouted to another PSAP
during times that require alternate 9-1-1 call routing. The City also accepts rerouted calls
from other PSAP locations. The Proposer must describe the way in which this service is
provided.
d. Mounting Equipment. Server must be able to mount on a standard 19" rack.
�s 9
Attachment 2: Proposer's List Page 10
9-1-1 EQUIPMENT AND SERVICES -SPECIFICATION NO.90260
Business Name Moducom Business Name Positron
Contact Name Robert Moesch Contact Name Roger Lasry
Phone No. 818-764-1333 Phone No. 800-361-9698
e-mail: moesch@moducom.com e-mail: Lasry@positron9l Lcom
Business Name Motorola Business Name Siemens
Contact Name Dave Megeath Contact Name Thoma Bylsma
Phone No. 916-536-0305 Phone No. 916-797-0175
e-mail: dave.megeath@motorola.com e-mail: Thomas@bylsma@siemens.com
Business Name Nine One One,Inc. Business Name Verizon
Contact Name Allen Arnis Contact Name Dave Bickford,John Boerne
Phone No. 303-426-1911 Phone No. 916-797.4909
e-mail: allenarins@nineoneone.com e-mail: david.bickford@verizon.com
Business Name South West Bell SBC Business Name Zetron
Contact Name Patti Bell Contact Name Bob Connell
Phone No. 916-972-6850 Phone No. 425-820-6363 X638
e-mail: pbl679@sbc.com e-mail: bconnell@zetron.com
Business Name Plant Equipment Business Name ATT E911
Contact Name Dave Rutan Contact Name Stephen Fryer
Phone No. 951-719-2112 Phone No. 661-267-7506
e-mail: drutan@peinc.com e-mail: sfl843@att.com