HomeMy WebLinkAboutStaff Report 6307
City of Palo Alto (ID # 6307)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/20/2016
City of Palo Alto Page 1
Summary Title: Replacement of the 9-1-1 System
Title: Approval of Acceptance of State Funding in the Amount of $424,000 for
the Replacement of the City's 9-1-1 System
From: City Manager
Lead Department: Police
RECOMMENDATIONS
Staff recommends that City Council approve and authorize the City Manager or his designee to
authorize the utilization of $424,000 from the California State Emergency Telephone Number
Account (SETNA) fund for the replacement of the 9-1-1 system and associated equipment and
furniture.
DISCUSSION
The 9-1-1 phone system for the City of Palo Alto is a specialized standalone system that enables
the Palo Alto Police Department’s Public Safety Answering Point (PSAP) to receive 9-1-1 calls
from throughout the City and the Stanford Campus. The Center is capable of receiving wire
line, wireless and voice over internet protocol (VoIP) calls directly through its 9-1-1 trunks. The
existing system, installed in 2008, is at the end of its functional lifecycle and is no longer state of
the art technology. The City will replace the system under the process defined by the State of
California’s Office of Emergency Service (OES) 9-1-1 Emergency Communications Branch. OES
provides funding for 9-1-1 equipment based on the 9-1-1 call volume handled by each PSAP.
Palo Alto’s allotment is $424,000.
Palo Alto has partnered with our neighboring cities of Mountain View and Los Altos on Public
Safety technology projects leveraging our resources to purchase better systems and provide
redundancy and enhanced services to our communities. A shared computer aided dispatch
(CAD) system for Police and Fire was implemented in March of 2014. The combined CAD system
allowed the Palo Alto and Mountain View Fire Departments to drop response boundaries
reducing response time to emergencies. The Police and Fire Departments of the three cities
have enhanced regional awareness, can better share resources such as specialized units and
have redundant capabilities in the event of a technical failure at any of the three
Communications centers.
City of Palo Alto Page 2
The three cities intend to deploy the new 9-1-1 system as a hosted solution over a shared fiber
network with microwave backup. The host sites will be located in Palo Alto and Los Altos with
Mountain View as the remote site. The three cities will spilt their 9-1-1 trunks and terminate at
the two hosts. This configuration provides redundancy and other capabilities such as load
sharing and failover. Each of the three PSAPs will be capable of handling calls and dispatching
units for any and all of the three cities. In addition, the cities will initiate text-to-9-1-1 as part of
this project.
RESOURCE IMPACT
The State of California Office of Emergency Services (OES) provides funding for 9-1-1 equipment
replacement based on the call volume at each PSAP. Palo Alto’s annual call volume is
approximately 35,000 9-1-1 calls (150,000 total calls). OES has allotted $424,000 for Palo Alto’s
equipment and ancillary items. The total funding for all three cities is approximately
$1,026,000. Palo Alto has 42% of that total and Mountain View and Los Altos have 37% and
21% respectively.
The State has negotiated a Master Purchase Agreement (MPA) with qualified vendors that
established competitive pricing for the core 9-1-1 equipment and associated equipment. The
agreement allows PSAPs to select from the vendors that are party to the MPA. The three cities
chose to use a Request for Information (RFI) to receive detailed technical information and
pricing from multiple vendors. As a result of this process Carousel Industries was selected to
design, install and maintain the new system that is manufactured by Airbus. The City will issue
a purchase order in the amount of zero dollars or one cent and the State will pay the vendors
directly.
The network cost for operating the system will be funded by the respective departments from
their operating budgets. The network implementation cost will be approximately $16,000.
Annual network costs for Palo Alto will be approximately $18,000 annually. There may also be
some minor ongoing costs to support text-to-9-1-1.
The cost of the equipment was split into two categories, items that are purchased exclusively
for each PSAP and items that are part of the shared solution. The shared costs were allocated
based on the percentages of the total funding. Palo Alto’s costs total approximately $332,278
leaving residual funds of $91,722.
The State allows residual funding to be used for qualified equipment and ancillary items directly
related to 9-1-1 services. The Palo Alto Emergency Communications Center is in use 24-hours a
day 365 days a year. As a result, equipment and furniture have a shorter lifecycle than in a
conventional office environment. There are a number of items that could be replaced in the
Center and the most pressing need is for workstation replacement. The dispatchers use
specialized sit-stand workstations that allow them to work seated or standing during their 12-
hour shifts. The current workstations, purchased in 2008 are chronically failing requiring costly
repairs to maintain.
City of Palo Alto Page 3
The Department has solicited bids and designs for the replacement sit-stand furniture and will
select a qualified company from the State Master Purchase Agreement. The cost will be
partially covered by the residual 9-1-1 funding. The remaining cost will be funded from the
Police Department’s Operating Budget.
POLICY IMPLICATIONS
This expenditure of funds is consistent with existing City policy.
ENVIRONMENTAL REVIEW
The equipment being supplied is in conformance with all applicable emissions laws and
regulations.
Attachments:
ATTACHMENT A - 911 Operations Manual (PDF)
ATTACHMENT B - CLIENT QUOTE FOR THREE CITIES (PDF)
ATTACHMENT C - WAN QUOTE FOR THREE CITIES (PDF)
ATTACHMENT D -CPE PROJECT 9-1-1 REPLACEMENT (PDF)
CA 9-1-1 OPERATIONS MANUAL
CHAPTER III -FUNDING
CUSTOMER PREMISE EQUIPMENT (CPE) FUNDING POLICY
It is the policy of the CA 9-1-1 Branch to ensure high quality and best value for agencies in the
procurement and maintenance of 9-1-1 CPE system and services. To accomplish this, the
CA 9-1-1 Branch staff will advise and support PSAPs in their efforts to procure 9-1-1 CPE systems
that maximize the ability of PSAP personnel to efficiently and effectively answer and direct 9-1-1 calls.
To receive CA 9-1-1 Branch funding, the PSAP must follow the funding process for the
reimbursement or direct funding as outlined in this chapter (refer to FUNDING PROCESSES FOR
9-1-1 SERVICES & EQUIPMENT, FUNDING PROCESS -9-1-1 System CPE Replacement or
Certified Upgrade (pgs. 111.18-111.22).
9·1·1 System CPE Defined
Includes all equipment and systems used within the PSAP 9-1-1 call-taker work area (including the
9-1-1 equipment room/closet) to answer 9-1-1 calls. This includes, but is not limited to, 9-1-1
call-taker telephony computers, controllers, servers, cabling, and/or ancillary systems, services, and
products associated with the delivery of a 9-1-1 call.
Master Purchase Agreement (MPA) For 9·1·1 CPE Systems and Services
The State of California (State) offers a MPA that provides PSAPs an effective procurement method
with competitive pricing for CPE system replacement or certified upgrade (where the existing CPE is
certified to function, as new, for an additional five (5) years) 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. PSAPs may be able to obtain price discounts or additional equipment by
soliciting price offers from different MPA contractors, thus increasing the buying power of the CPE
funding fixed allotment. The MPA may be viewed or downloaded from the CA 9-1-1 Branch website
as follows:
http://www.caloes.ca.gov/cal-oes-divisions/public-safety-communications/ca-9-1-1-emergency-
communications-branch/ca-9-1-1-services-contracts
Use of the MPA is not mandatory; however, it offers direct funding by the CA 9-1-1 Branch to the
Contractor. However, PSAPs may choose to use their local procurement processes, pay the
Contractor direct, and request reimbursement from the CA 9-1-1 Branch.
CPE Funding Fixed Allotment
In order to provide funding in an equitable manner throughout the State, the CA 9-1-1 Branch has
established a CPE funding fixed allotment calculation that is based on each PSAP's volume of 9-1-1
calls using the CPE Provisioning Policy provided in this chapter, (pgs. 111.14-111.15) and the median
prices obtained from the established MPA pricing for a standard system. The CPE funding fixed
allotment for each PSAP allows for the replacement of a complete 9-1-1 system or certified upgrade
(where the existing CPE is certified to function, as new, for an additional five (5) years). Upon receipt
of a PSAP's request for CPE funding, the CA 9-1-1 Branch consultant will perform a 9-1-1 call-traffic
analysis and calculate the CPE funding fixed allotment eligibility amount.
Revised JULY 2014 111.10
CA 9-1-1 OPERATIONS MANUAL
CHAPTER III -FUNDING
CUSTOMER PREMISE EQUIPMENT (CPE) FUNDING POLICY
Advance Notification for CPE Funding
For CA 9-1-1 Branch annual budgeting purposes and to allow the PSAP adequate time to evaluate
various CPE contractors, PSAPs must submit an ADVANCE NOTIFICATION FOR CUSTOMER
PREMISE EQUIPMENT FUNDING form (Form is currently being finalized) by July 1 of the prior state
fiscal year 1 that CPE funding is required for:
• CPE system replacement or certified upgrade (where the existing CPE is certified to function,
as new, for an additional five years) and related equipment, and/or,
• CPE extended maintenance for year(s) six (6) or seven (7).
For the state fiscal years that PSAPs do not plan on using any SETNA funds, PSAPs do not need to
submit an ADVANCE NOTIFICATION FOR CUSTOMER PREMISE EQUIPMENT FUNDING form.
Residual Funds
If the final cost for a complete 9-1-1 system CPE replacement or certified upgrade is less than the
PSAP's CPE funding fixed allotment eligibility amount, the remaining amount is referred to as residual
funds. These residual funds may be used for the purchase of additional CA 9-1-1 Branch approved
equipment and services as detailed in the Incremental Service/Equipment Approval List provided in
this chapter (pg.1I1.13). Planning and subsequent request for use of these residual funds must take
place when the PSAP prepares and submits their Purchase Order (PO) package in accordance with
the Funding Process for 9-1-1 System Replacement or Certified Upgrade as outlined in this chapter
(pgs.1I1.18-1I1.20). All quotes and/or POs for use of residual funds must be submitted to the CA 9-1-1
Branch within 90 days of CPE acceptance, and purchase completed within nine (9) months of
approval. (For further clarification of this requirement, please contact your assigned CA 9-1-1 Branch
consultant.)
CPE System Maintenance Beyond the Five-Year Cycle
Five years after system acceptance of a 9-1-1 CPE system replacement (which included one year of
system warranty and four years of system maintenance), a PSAP may choose to enter into a
maintenance agreement with a CPE contractor for years six (6) and/or seven (7) of additional
maintenance until the PSAP's 9-1-1 CPE system has been upgraded or replaced. Maintenance costs
for years six (6) and seven (7) will not be deducted from the PSAP's CPE funding fixed allotment.
Maintenance costs in year eight (8) and beyond are the responsibility of the PSAP. Maintenance
agreements are not automatic and the
CA 9-1-1 Branch funding requires pre-approval at least two (2) months prior to the expiration of the
"existing" agreement. Contact your CA 9-1-1 Branch Consultant to determine the appropriate steps
required for pre-approval and subsequent CPE system maintenance funding by the CA 9-1-1 Branch.
CPE Replacement Parts and Equipment Repairs
PSAPs shall provide a facility with adequate heating, cooling, ventilation, light, electrical supply and
overload protection to protect the equipment so that it may operate as intended by the manufacturer.
Costs to repair damage to equipment, caused by PSAP negligence or the lack of adequate facilities to
house and protect the equipment, shall be the responsibility of the PSAP. If an act of nature or other
circumstance causes damage to the equipment, and the PSAP has made a reasonable effort to
protect such equipment, the CA 9-1-1 Branch will review and may approve funding requests for CPE
replacement parts and equipment repairs. All requests for funding CPE replacement parts and
equipment repairs will be evaluated on a case-by-case basis.
1 Definition: "prior state fiscal year" is the year prior to the state fiscal year monies will become available for
purchase of CPE and related equipment.
Revised JULY 2014 111.11
CA 9-1-1 OPERATIONS MANUAL
CHAPTER 111-FUNDING
CUSTOMER PREMISE EQUIPMENT (CPE) FUNDING POLICY
Standard 9-1-1 System
A standard 9-1-1 system includes all 9-1-1 CPE and systems used within the communication center's
9-1-1 call-taker work area (including the 9-1-1 equipment room/closet) in direct support of the delivery
of 9-1-1 calls to the 9-1-1 call-taker. The elements of a standard 9-1-1 system, as competitively bid
and available on the current MPA offered by contractors, are detailed below.
Standard 9-1-1 Call-taker Position -Intelligent Workstation (IWS), including:
1. Full Telephony Computer
2. 19"-24" Liquid Crystal Display (LCD) Monitor
3. Mouse
4. Standard Keyboard
5. Keypad Dialer (if no phone set)
6. Phone Set (only if necessary for computer telephony integration)
7. Keyboard Arbitrator
8. Instant Recall Recorder
9. Uninterruptible Power Supply (UPS) For Call-taker Positions -fifteen (15) minutes
10. Automatic Telecommunications Device for the Deaf (TDD)/TeleTypewriter (TTY) Capability
Turn-key call processing system, including:
11. Two (2) UPS (one is redundant) serving all backroom equipment -fifteen (15) minutes (each)
12. Printer for ANI/ALI printing
13. Training for 9-1-1 call-taker(s) and 9-1-1 call-taker supervisor(s)
14. Enhanced Centralized Automatic Message Accounting (CAMA) trunks
15. Capability for third party contractor to remotely collect real time ANI/ALI/Call Detail Record Data
via a frame relay connection
16. Cabling
17. Dynamic ANI/ALI output interface to PSAP provided for Computer Aided Dispatch (CAD),
Geographical Information Systems (GIS), Management Information System (MIS), etc.
18. External Time Synchronization
Revised JULY 2014 111.12
CA 9-1-1 OPERATIONS MANUAL
CHAPTER III -FUNDING
CUSTOMER PREMISE EQUIPMENT (CPE) FUNDING POLICY
Incremental Service/Equipment Approval List
A PSAP may request pre-approval from the CA 9-1-1 Branch to use residual funds from their CPE
funding fixed allotment (in accordance with requirements outlined in the CPE FUNDING POLICY,
CPE Funding Fixed Allotment of this chapter, (pg. 111.10» to purchase additional 9-1-1 services and/or
equipment from the list below where the services and/or equipment will be used within the
communication center's 9-1-1 call-taker work area (including the 9-1-1 equipment room/closet) and in
direct support of the delivery of 9-1-1 calls to the 9-1-1 call-taker. Documentation must be provided to
describe how the service/equipment will meet this requirement. Electrical modifications required to
install 9-1-1 IWS/CPE, UPS, and GIS related equipment must include justification, project plan, floor
plans and a detailed itemization of costs.
Funding for the items below must be requested at the time of CPE system replacement or certified
upgrade in a concise plan for use of all CPE funding fixed allotment funds and in accordance with the
funding processes outlined in this chapter. A CA 9-1-1 Branch CPE ALLOTMENT SPENDING PLAN
(TDe-285) form must be completed and submitted to the CA 9-1-1 Branch before a TDe-288 form can
be prepared. The TDe-285 form may be viewed or downloaded from the CA 9-1-1 Branch website as
follows:
http://www.caloes.ca.gov/cal-oes-divisions/public-safety-communications/ca-9-1-1-emergency-
communications-branch/ca-9-1-1-forms
1. Additional items from "Standard 9-1-1 System" as defined on page 111.12
2. Enhanced Automatic call distribution
3. Electrical modifications required to install 9-1-1 Intelligent Work Station (IWS) /CPEand
Uninterruptible Power Supply (UPS)
4. Furniture -9-1-1 call-taker workstation2 and chair only
5. GIS services, software, and equipment
6. Headsets
7. Logging recorder for 9-1-1 calls
8. MIS software and computer solely for 9-1-1 call management information collection and reports
9. Temporary relocation or removal of 9-1-1 IWS/CPE coinciding with 9-1-1 IWS/CPE upgrade or
replacement
10. Pre-Arrival Instruction System
2 A 9-1-1 Workstation is the furniture used by the Telecommunicator in the direct processing of 9-1-1
calls, which would include the work surface for the keyboard, mice, and ancillary entry devices,
storage areas immediate to the work surface for computer hardware, and platforms for display
monitors. Integrated solutions that include space for other functions would be considered a part of the
9-1-1 Workstation.
Revised JULY 2014 111.13
8-Jun-16
Summary - Palo Alto
Qty Product Description Ext. Price
1 VESTA System, Common Equipment 42% of Total $24,148.84
1 VESTA System, Local Equipment (PA)100%$170,134.71
1 Airbus M&R, Virus, Patch, and DR (5 Yr)42% Common, Local (PA)$80,196.28
1 HP Extended Warranties (5 Yr)42% Common, Local (PA)$6,523.60
1 Airbus VESTA Training $23,888.90 42%$10,033.34
1 Carousel Industries - Install & Project Management 111,262.00$ 42%$46,730.04
1 Carousel Security Appliances, Installed 26,428.12$ 42%$11,099.84
1 Carousel VRA Network Assement 2,657.00$ 42%$1,115.94
1 Carousel Essential 5 Year Support w/Telco & FWs 105,000.00$ 42%$44,100.00
1 DISCOUNT (147,088.97)$ 42%-$61,777.37
Total This Site:$332,305.22
Summary - Los Altos
Qty Product Description Ext. Price
1 VESTA System, Common Equipment 21% of Total $12,074.42
1 VESTA System, Local Equipment (LA)100%$91,148.61
1 Airbus M&R, Virus, Patch, and DR (5 Yr)21% Common, Local (LA)$44,595.39
1 HP Extended Warranties (5 Yr)21% Common, Local (LA)$3,575.69
1 Airbus VESTA Training $23,888.90 21%$5,016.67
1 Carousel Industries - Install & Project Management 111,262.00$ 21%$23,365.02
1 Carousel Security Appliances, Installed 26,428.12$ 21%$5,549.92
1 Carousel VRA Network Assement 2,657.00$ 21%$557.97
1 Carousel Essential 5 Year Support w/Telco & FWs 105,000.00$ 21%$22,050.00
1 DISCOUNT (147,088.97)$ 21%-$30,888.68
Total This Site:$177,045.01
Summary - Mtn View
Qty Product Description Ext. Price
1 VESTA System, Common Equipment 37% of Total $21,273.96
1 VESTA System, Local Equipment (MV)100%$144,723.61
1 Airbus M&R, Virus, Patch, and DR (5 Yr)37% Common, Local (MV)$65,368.09
1 HP Extended Warranties (5 Yr)37% Common, Local (MV)$5,642.37
1 Airbus VESTA Training $23,888.90 37%$8,838.89
1 Carousel Industries - Install & Project Management 111,262.00$ 37%$41,166.94
1 Carousel Security Appliances, Installed 26,428.12$ 37%$9,778.36
1 Carousel VRA Network Assessment 2,657.00$ 37%$983.09
1 Carousel Essential 5 Year Support w/Telco & FWs 105,000.00$ 37%$38,850.00
1 DISCOUNT (147,088.97)$ 37%-$54,422.92
Total This Site:$282,202.39
TOTAL PA, LA, MV $791,552.62
PA LA MV WAN Quote 06 08 16
Palo Alto, Los Altos, & Mtn View, CA
3 year 20MB ASE $1,395.00 $0.00
Los Altos to Mountain View 20MB ASE $1,395.00 $0.00
Mountain View to Palo Alto 20MB ASE $1,395.00 $0.00
Totals $4,185.00 $0.00
*Quotes Valid for 30 Days*
Palo Alto to Los Altos
Pending Site Survey's to verify Fiber availability
36 Month Term.
Location Term Proposed ACC Monthly Install
Confidential 6/8/2016 Page 1
ITEM COST FUNDING SOURCE
State Allotment $ 424,000.00
Shared CPE Equipment
Maintenance etc $ 180,622.23 CA SETNA Fund
Local CPE Equipment $ 142,952.67 CA SETNA Fund
Maintenance included CA SETNA Fund
Network Setup $ 8,703.32 CA SETNA Fund
Annual Network $ 16,740.00 Police Budget
Furniture $ 91,721.78 CA SETNA
Furniture $ 20,000.00 Police Budget*
TOTAL STATE Funded
CPE and Network Cost $ 332,278.22
Residual State Funding $ 91,721.78
TOTAL Police Funded $ 36,740.00
*Approximate