DATE: March 1, 2016
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner
SUBJECT: 9-1-1 Communications Equipment Upgrade
RECOMMENDED ACTION(S):
TITLE
1. Receive report on replacement plan for the Sheriff-Coroner’s 9-1-1 emergency communications system hardware and software;
2. Approve the Sheriff-Coroner’s Office’s utilization of allocated funding from the State Public Safety Communications Office in the amount of $538,485 for the equipment upgrade to the 9-1-1 system utilizing Intrado from a State-approved (based on a Request for Proposal) contractor list;
3. Approve the Sheriff-Coroner’s Office’s purchase of replacement seating and computer equipment to be reimbursed by the State of California and adopt resolution increasing FY 2015-16 appropriations and estimated revenues for Sheriff-Coroner Org 3111 in the amount of $52,994 (4/5 vote); and
4. Authorize the Sheriff-Coroner, or her authorized representative, to sign claims for reimbursement and approval documents for the 9-1-1 system replacement project.
REPORT
The State of California 9-1-1 Emergency Communications Office (9-1-1 Office) has issued a commitment to fund the Fresno County Sheriff-Coroner’s Office for the replacement of 9-1-1 system equipment that is currently over ten years old. Fresno County has been allocated $538,485 to upgrade the 9-1-1 system; however, the vendor will be paid directly by the 9-1-1 Office. The Sheriff-Coroner’s Office is also eligible to be reimbursed by the 9-1-1 Office for the purchase of Dispatch Center seating and computer equipment in the amount of $52,994.
ALTERNATIVE ACTION(S):
There is no viable alternative action. If your Board does not approve the recommended actions, the department’s ten year plus communication system will not be upgraded and the funding will be returned to the State.
FISCAL IMPACT:
There is no net County cost for the purchase and installation of the upgraded telephone system. The vendor will bill the State Office of 9-1-1 Emergency Communications directly for its services a maximum of $538,485 to upgrade the 9-1-1 system; the State will then pay its vendor directly out of its 9-1-1 allotment fund. Approval of the third recommended action will increase the FY 2015-16 appropriations and estimated revenues in the amount of $52,994 in the Sheriff-Coroner Org 3111 for seating replacement and computer equipment for its Dispatch Center. The County will purchase the seating and computer equipment then subsequently be reimbursed by the 9-1-1 Office.
If the final cost of the system upgrade is less than the allotment total, the balance of the funds may be used toward the purchase of additional equipment and services. In this case the department would return to your Board to increase appropriations and estimated revenues to allow these residual funds to be used for the purchase of additional upgraded seating for Dispatch staff. The Sheriff-Coroner’s Office has secured quotes for both the replacement seating, computer equipment, and the 9-1-1 equipment replacement and all are within the amount allocated by the 9-1-1 Office. The 9-1-1 Office has accepted and approved funding based on these quotes.
DISCUSSION:
The Sheriff-Coroner’s Office is the 9-1-1 primary point of contact for all unincorporated areas of the County of Fresno, as well as the communities of Fowler, Kerman, Orange Cove, Parlier, and Sanger. In calendar year 2015, the Dispatch Center handled 406,856 non-emergency line calls and 123,025 9-1-1 calls, and processed 339,508 total calls for dispatch service. The Sheriff-Coroner’s Office is in need of upgrading and bringing current its 9-1-1 telephone system which was last upgraded in 2005 at a cost of $262,958.46. An upgraded system would enhance the communication efforts of the Department, increase effectiveness, and allow for future expandability as interoperability increases with other agencies and technology advances into text messaging, video and media that can be sent by the public. It will also allow the Sheriff-Coroner’s Office to add options (mentioned previously), as they become available, that will further improve interoperability with local allied agencies. This equipment will become the property of the County of Fresno.
The State of California provides funding to each Public Safety Answering Point (PSAP) through the State of California 9-1-1 Emergency Communications Office. The Office of California 9-1-1 Emergency Communications issued a Request for Proposal and based on that process developed a list of approved vendors from which the PSAPs can select for any necessary upgraded services, software and equipment.
The County of Fresno Purchasing Manual stipulates that services which have been competitively bid by another agency may be procured via purchasing cooperatives. With concurrence of the County of Fresno Purchasing Division, the Sheriff-Coroner is requesting to procure 9-1-1 system equipment replacement, which was competitively bid and awarded by the California 9-1-1 Emergency Communications Division, Master Purchase Agreement, enabling the County to leverage the pricing, terms and conditions from their contract to the County’s advantage.
The Sheriff-Coroner’s Office has selected Intrado as the contractor for this project. Their VIPER system has the best functionality with the best solutions for future expandability. It also increases the department’s interoperability with both the Fresno Police Department and the Clovis Police Department, which are both currently utilizing Intrado’s system.
The Sheriff-Coroner’s Office has followed the funding process for direct funding as prescribed in the State 9-1-1 Emergency Communications Office’s operations manual for the equipment, software, and installation.
OTHER REVIEWING AGENCIES:
The Sheriff-Coroner’s Office has worked with County Purchasing and the State 9-1-1 Office in this process to date.
ATTACHMENTS INCLUDED AND/OR ON FILE
On file with Clerk - 9-1-1 Office Commitments to Fund
On file with Clerk - Resolution (Org 3111)
CAO ANALYST:
Jeannie Z. Figueroa