CITY COUNCIL REPORT

Transcription

1 CITY COUNCIL REPORT D DATE: May 19, 2015 TO: FROM: BELINDA B. ESPINOSA, CITY MANAGER TERRI KRIEGER, SUPPORT SERVICE MANAGER SUBJECT: ADOPT A RESOLUTION APPROVING USE OF STATE CUSTOMER PREMISE EQUIPMENT FUNDS TO PURCHASE AIRBUS DS COMM VESTA 4.X SOLUTION TO UPGRADE THE CITY S TELEPHONE SYSTEM RECOMMENDATION It is recommended that the City Council approve Resolution No. 36 authorizing the City Manager to approve the use of State Customer Premise Equipment (CPE) Funds to upgrade the Police Department s telephone equipment. It is anticipated that this upgrade will be implemented during Fiscal Year BACKGROUND In October 2008, the Pinole Police Department underwent the replacement of the City s phone system. Upgrading the system to Vesta Pallas was paid entirely by funds provided by the State Department of General Services (DGS). We were also able to use these funds to purchase an extension to the standard first year warranty, extending warranty coverage through October On August 9, 2013, AT&T notified the Police Department that effective October 2013, maintenance for the system would have to be obtained in one of two ways: (1) a new maintenance contract or (2) billed for time and materials on an as needed basis. AT&T suggested that the Pinole Police Department consider upgrading the phone system as some components in the existing system had become obsolete. They offered to waive the maintenance fees if the City of Pinole decided to upgrade the telephone system and committed to using AT&T as its Network Provider. At the June 3, 2014 Council meeting, the Pinole City Council approved the use of AT&T.

2 City Council Report May 19, REVIEW AND ANALYSIS In October 2013, AT&T provided the Police Department with a quote for maintenance. The price quoted was $16, per year. The quotation also came with the following disclaimer: The Vesta 2.6 System has reached the manufacturer s End-of- Life status. AT&T will continue to provide Service under the Maintenance Plan for as long as parts are available on a commercially reasonable basis. In the event repair parts are not readily available, AT&T will advise customer and customer will have the option to replace the Equipment with a similar product. In the event the customer declines to authorize such replacement, AT&T will cease providing Service for such Equipment. AT&T suggested that the City check with the State to see if there were sufficient funds to purchase an upgraded system. AT&T was then asked to provide a quotation for upgrading our current four-position dispatch center. AT&T in their initial proposal stated that the upgrade could be done for $219, In November 2013, the California Emergency Communications Branch of the California Governor s Office of Emergency Services (formerly DGS) was contacted and confirmed the Pinole Police Department had reached the end of its 5-year CPE cycle and was in fact eligible for an upgrade. Available funds for the Pinole Police Department at that time were $110,000, with an additional $22,000 being added in January In addition, should the City move forward with taking wireless calls, an additional $30,000 would be available for mapping/gis. In February 2014, the Police Department was notified that the State was in the process of revising how they funded allotments for Public Safety Answering Points (PSAP). Effective July 1, 2014, our PSAP would be eligible for $218,000 plus the additional $30,000 for mapping/gis. A new quote from AT&T was requested including a cost for the upgrade for only the three dispatch stations contained within the Dispatch Center. The State will only fund three dispatch positions. AT&T s starting quotation was $181, (not including mapping/gis). On March 18, 2014, AT&T indicated that the $181, quoted would be the maximum that the standard upgrade would cost. AT&T stated that the Cassidian (Airbus DS Comm) product is capable of handling wireless calls, but that there would be a cost for obtaining a mapping/gis solution either from AT&T or an outside vendor. The vendor in most cases would require the City to provide the map information to them.

3 City Council Report May 19, Between April 30, 2014 and August 27, 2014, three software vendors who work with AT&T presented their solutions. The three firms were: Cassidian (previously PlantCML, now Airbus DS Comm); TCS TeleCommunication Systems (previously Microdata);and Intrado All three solutions are capable of handling wireless calls and were designed to move forward with the evolution of NG technology. After reviewing the presentations, Cassidian (Airbus DS Comm) appeared to be the best fit for the Pinole Police Department. Cassidian Vesta 4.x is the closest to our existing system parameters and would require the least amount of training and adapting for the dispatching staff. It is also considerably less expensive than the Intrado product. FISCAL IMPACT Airbus Vesta 4.x with Vela Mapping would cost $203, for three dispatch stations. Intrado, including mapping provided a quote of $338, TCS Telecommunication Systems has been experiencing problems at several of its deployment sites and was put on hold by AT&T until the bugs could be worked out; thus it was not considered. As mentioned previously, the Police Department s current allotment from the State is $218,000 with an additional $30,000 available for the transition to wireless call taking. The total allotment available is $248,000. Any residual funds can be used to purchase equipment directly related to the Dispatch Center. Mapping System The fiscal impact to the City would be limited to the cost of providing map data for input into Vela Mapping. There are three options for obtaining the mapping portion of the system: No Mapping Capability-Not recommended. Contract with an outside source at an estimated cost of $50,000. The outside source would provide maps that include additional information needed to more accurately pinpoint calls. Utilize basic map data provided by Contra Costa County GIS, at no cost. According to GIS Engineer at Airbus-DS Comm, these maps would be sufficient, but not optimal.-recommended.

4 City Council Report May 19, ATTACHMENTS Attachment A Attachment B Resolution Price Quotations

5 RESOLUTION NO RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PINOLE, COUNTY OF CONTRA COSTA, STATE OF CALIFORNIA, ADOPT A RESOLUTION APPROVING USE OF STATE CPE FUNDS TO PURCHASE AIRBUS DS COMM VESTA 4.X SOLUTION TO UPGRADE THE TELEPHONE SYSTEM WHEREAS, the State of California collects fees from telephone subscribers to fund replacement of Public Safety Answering Point (PSAP) equipment on a five year cycle basis; and WHEREAS, the current system for the City of Pinole Dispatch Center was installed in 2008 and is due for replacement; and WHEREAS, the Pinole City Council on June 3, 2014 adopted a recommendation to use AT&T as network provider for the new phone system; and WHEREAS, after review, Airbus DS Comm (previously Cassidian) Vesta 4.x was found to have the best and most cost effective solution; NOW THEREFORE, BE IT RESOLVED that the Pinole City Council does hereby authorize the use of State funds to purchase Airbus DS Comm Vesta 4.x software for the upgrading of the phone system PASSED AND ADOPTED at a regular meeting of the Pinole City Council held on the 19th day of May 2015 by the following vote: AYES: NOES: ABSENT: ABSTAIN: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: Patricia Athenour, MMC City Clerk

6 Pinole PD: Revised Vesta Qiote xlsx Page 1 of2 Quote Summary at&t DATE 11/14/2014 Customer Name Pinole Police Department Account Manager Frank Leaden System: Svstem: VESTA Phone Aurora Lite [email protected] Vela Mapping Number of Positions: 3 Tax Rate 9.000% I System: VESTA Equipment $ 115, Includes: Number of Positions: 3 Taxable Equipment $ 114, Installation Training Tax $ 9, Installation and Training $ 21, I Maintenance: $547.88lx 48 Months Maintenance Years 2-5 Year 1 included with system Subtotal $ 145, $ 26, System Total: $171, Aurora Lite Equipment $ 3, Includes: Number of Positions: 3 Taxable Equipment $ 3, Installation Training Tax $ Installation and Training $ Subtotal $ 4, Maintenance: I $347.68lx 48 Months Maintenance Years 2-5 $ 16, Year 1 included with system System Total: $21, Vela Mapping Equipment $ 5, Includes: Number of Positions: 3 Taxable Equipment $ 5, Installation Training Tax $ Installation and Training $ Maintenance: I $77.90lX 48 Months Maintenance Years 2-5 Year 1 included with system Subtotal $ 6, $ 3, System Total: $10, Grand Total: $203, Customer to supply high speed connection for remote access 11/18/2014

7 Pinole PD.- Revised Vesta Qiote xlsx Page 2 of2 Access to secure customer network or Customer adds DSL or other high speed connectio This Quote Valid until 2/12/ /18/2014

8 Excel Online- Fi=jlcSVA5289URilxBHup7Gtm005zFsmTMeWhFwVGVR9fnVaMJKb%2fBg... Page 1 of 1 "'9 --- I.... Outlookcorfiinole PD- Revised Vesta Qiote TERRI KRIEGER Sign out? FILE fj DOWNLOAD medit IN BROWSER FIND COMMENTS Links Disabled Links to external workbooks are not supported and have been disabled. :x A B c D G H 1 Considerations: Revision Hi$tory I Solution Vesta4.x/Aurora lite/vela/audiolog 10-Jan-14 Original 3 2 Number of IWS positions 4 3 Number of Admin Phones 5 4 Lines 6 6 MIS Package Included? 7 7 Mapping Included? 8 8 Voice Recorder Included? 9 9 ITRR for Positions CTI Link Other Than Cad? Standalone Client Workstations? Provider of Monitors Provider of UPS Arbitrators? Genovation Keypads? NetCiock IncludedI Vendor Services Other! t I < L J 31WS 0 4x911 5 X 7DE 6 xadmin 4 x RingDn Yes Lite Yes No Yes No No AT&T AT&T Yes Yes 35 Key Yes GPS Pkg w/1portnic/ Remote & Onsite Training:1User/1Admin/1 - Aurora/Vela -t i Solution Summary I Price Summary HELP IMPROVE OFFICE 11/18/2014

9 DATE 9/9/2014 Account Manager Phone Frank Leaden EqUipJmellltl $ 123, Number of Positions: Installation 3 Taxable $ 121, , , Subtotal $ Maintenance:..._.;::;$ 91.:.;8;,; 51.:.1lx 48 Months Maintenance Years 2-5 $ Year 1 included with system , , Number of Positions: 3 Installation ining 17, , Subtotal $ Maintenance:...;::;$..;,1,;.71.:.; :.;.4,;,.9lx 48 Months Maintenance Years 2-5 $ 19, , Tax $ Installation $ Subtotal $ 39, , , , ,355.04

10 .. - Quote Summary DATE 9/9/2014 at&t Account Manager Frank Leaden Phone [email protected].. Svstem: Customer n!!j:r'.; :,,;,. Power911 VIPER PowerMIS MapFlex '., Tax Rate Number of Positions % I This Quote Valid until 12/8/2014 II Proprietary Information Not for use or disclosure outside AT&T without written agreement 2 of2

11 J,. - Considerations: 1 Solution VIPER 2 Nmber of IWSpositions 3 3 Number of Admin Phones 0 4 Lin 4x911 Revision Hist 5-Sep-14 Original ] 5 MIS Package Included 6 Mapping Included? 7 Voice Recorder lncluded? 1 Standalone Client 8 Workstations? 9 Provider of Monitors 10 Provider of UPS 11 Arbitrators? 12 Genovation Keypads? 13 NetCiock Included 14 Vendor Se - rvices 15 Other No AT&T;19" AT&T Yes, 4 port Yes;35 Button Yes Onsite Color printer included.