HomeMy WebLinkAboutStaff Report 316-10TO:
FROM:
DATE:
SUBJECT:
HONORABLE CITY COUNCIL
CITY MANAGER
JULY 26, 2010
DEPARTMENT: POLICE
CMR:316:10
COMMUNITY ALERTING AND EMERGENCY NOTIFICATION
SYSTEM — MIGRATION TO THE SANTA CLARA COUNTY
ALERTSCC SYSTEM
This report is an informational report. No Council action is required.
BACKGROUND
In July 2007, the City of Palo Alto purchased an Emergency Alerting and Notification System
(CANS) from the NTI Group (subsequently changed to Blackboard Connect, Inc.). The software -
based hosted solution allows City staff to rapidly notify residents and businesses throughout Palo
Alto in the event of an emergency. It can also provide notification of routine events such as planned
Public Works or Utilities projects, community meetings and other civic events. In addition, the
system allows City departments to create employee groups for callouts and notification. CANS has
been used for a number of emergency and non -emergency events and notifications over the past
three years and has proven to be a reliable, efficient means of communicating with the public and it
has been well received by the community.
The initial contract, in the amount of $275,000, included annual payments for system access and
maintenance. Each annual payment over the last three years has been $50,000, and the cost for the
final two years is $62,500.
In 2009, Santa Clara County contracted with Blackboard Connect to offer the same Emergency
Alerting and Notification System to all the municipalities in the County. The County's system is
known as ALERTSCC. Palo Alto City staff contacted the County Office of Emergency
Management and Blackboard Connect, Inc. to inquire about inclusion in the ALERTSCC system.
Migration to the ALERTSCC system would eliminate the need for the final two years of payment to
Blackboard Connect, saving the City $125,000. Maintenance of the ALERTSCC system is covered
by the County's contract until least November 2012. The technical and legal details of the
transition have been agreed upon and the City Manager has signed an agreement with ALERTSCC
allowing Palo Alto to merge with the County system.
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DISCUSSION
Blackboard Connects' proposed solution to include the Palo Alto CANS system in the larger
ALERTSCC system involves linking the existing Palo Alto database with the County system. This
process is preferable to data migration from Palo Alto's existing system to ALERTSCC. The
transition should be seamless for the residents, businesses and city staff and should minimize any
duplication of effort involving data entry. In order to ensure a seamless transition, the migration will
occur on August 11, 2010, a weekday morning with the City's system administrator on hand to
monitor the activity and validate the data post transition. The administrator will continue to monitor
the system closely during the month following the transition.
Inclusion in the ALERTSCC system will provide the City's users with enhanced capabilities
including access to the 9-1-1 database for emergency calls. Because the 9-1-1 database is
maintained by Santa Clara County, and updated on a monthly basis, residents will no longer be able
to opt out of emergency notifications.
Access to the 9-1-1 database will be provided to a limited number of City staff and can only be used
to notify residents of an eminent threat to life or property. Additional features of the system include
improved administrative capabilities and safeguards requiring gatekeeper authorization for
notifications that reach a significant portion of the City's population. Updated administrative
training for staff department representatives will occur in August.
The ALERTSCC system also includes a "tier II" component that provides password protection for
resident and business subscriber accounts. Privacy protection was a concern in 2007, and although
there have been no problems with security or data integrity with Palo Alto's system, this feature
adds an additional layer of protection.
Santa Clara County has launched a publicity campaign to promote ALERTSCC and encourage
Santa Clara County residents and business to register on-line. The campaign may create confusion
for Palo Alto residents, particularly those who have already registered initially with Palo Alto. City
staff will provide community outreach via the website, a press release and utility bill information to
notify the public of the enhanced privacy protection feature and that existing subscribers do not
need to sign up again for ALERTSCC.
Migration to the ALERTSCC system provides clear advantages for the City of Palo Alto including:
• Access to the 9-1-1 database for emergency notifications.
• Password protection for subscriber accounts.
• Enhanced administrative tools and safeguards.
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• Inclusion in a Countywide system with regional capabilities.
• A cost savings of $125,000 over the next two years.
RESOURCE IMPACT
Migration to the ALERTSCC system would eliminate the need for the final two years of payment to
Blackboard Connect, saving the City $125,000.
POLICY IMPLICATIONS
This agreement is consistent with existing City policy.
ENVIRONMENTAL REVIEW
This contract service is not subject to CEQA pursuant to Title 14 California Code of Regulations
Section 15061(b)(3), and it can be seen with certainty that there is no possibility of a significant
effect on the environment.
CMR:316:10 Page 3 of 4
PREPARED BY:
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
CHARLES CULLEN
Technical Services Director
d„,,„
DENNIS BURNS
Police Chief
(JAMES KEENE
City Manager
CMR:316:1p Page 4 of 4