PS/GO COMM #1 July 18,2013 MEMORANDUM. Update: Public Safety System Modernization. (1) Fire Station Alerting System (FSA) July 16,2013

Transcription

1 PS/GO COMM #1 July 18,213 MEMORANDUM July 16,213 TO: Public Sfety Committee Government Opertions nd Fiscl Policy Committee, FROM: SUBJECT: Updte: Public Sfety System Moderniztion Expectedfor this session: Steve Lohr, Acting Chief, MC Fire nd Rescue Service Luther Reynolds, Assistnt Chief, MC Police Deprtment Antonio DeVul, Chief, M-NCPPC Prk Police Drren Popkin, MC Sheriff Dvid Dise, Chief, Deprtment of Generl Services Michel Ferrr, Office ofthe Chief Administrtive Officer Mike Knuppel, Deprtment of Technology Services At this session, the joint Committee will receive n updte on the min components ofthe Public Sfety System Moderniztion project: (1) Fire Sttion Alerting; (2) Computer Aided Disptch; (3) Rdio Infrstructure; (4) Mobile Dt Computers; (5) Records Mngement System. The pproved PDF is ttched t 2-3. (1) Fire Sttion Alerting System (FSA) The County issued n RFP for Fire Sttion Alerting System on December 19,213 nd the dedline for submissions to the solicittion ws Mrch 14,213. The estimted cost ofthis component ofpssm is $5.965 million s ofmrch 212 (before receiving quotes from vendors). The contrct wrd is now nticipted to occur in the 4th qurter ofclendr yer 213. The system build-out is projected to tke 24 to 48 months. The RFP sys tht the County currently opertes FSA system tht is nering end-of-life for the hrdwre. The existing FSA is

2 interconnected with the Computer Aided Disptch System (CAD) nd opertes lights, udio system components, visul displys, nd printers t Fire nd Rescue Service (FRS) worksites. The following re selected requirements in the RFP: The County is seeking stte-of-the-rt; turnkey FSA system tht brodcsts lerts nd disptches originting from the CAD to worksites. The FSA system must hve multiple mens ofctivtion nd t lest one bckup communiction pth from the CAD to the FSA system. The new FSA will be instlled t 43 FRS worksites including 38 County sttions nd 5 Federl sttions. The County is looking for system tht will support 75 worksites to llow for future expnsion. The existing FSA system must be preserved while the new system is being instlled. The FSA system must hve the cpcity to hndle 25, clls for service per yer; 5 simultneous events; nd simultneous lerting t 75 worksites. New worksites must be ble to be dded without impcting existing functionlity t other worksites. The Offeror must include pricing broken down to reflect level ofdetil tht llows the County to choose n -l-crte solution nd compre proposls for fir nd resonble pncmg. An updted timeline is ttched t 1. Council stff recommends tht the joint Committee request written updte once the contrct hs been executed. The updte should provide summry of system being purchsed nd the estimted cost. In ddition to procuring the right technology, the stndrd operting procedures (SOPs) ofthe deprtment ply n importnt role in visible performnce metrics, such s time from receipt of cll to disptch. Executive stff grees tht the SOPs ofthe disptcher do in-fct ply lrge role in response time metrics. MCFRS hs modified mny SOPs to reduce the impct of legcy technology, nd stremline processes within the disptch nd response ren. Those modifictions hve resulted in reduced response times nd overll improved service delivery. MCFRS expects tht with the improved technology in the CAD, Rdio, nd Fire Sttion Alerting PSSM Projects tht we will see further reductions in service delivery times. (2) Computer Aided Disptch (CAD) The County issued solicittion for new CAD system on April 18, 213. Responses to the solicittion re due on July 17,213. Council stff notes the following items from the RFP: The County's public sfety opertions receive bout 85,+ clls per yer with emergency clls totling 55,+. Cell phones ccount for 7% ofclls nd tht mount continues to rise. 2

3 County public sfety opertions hve combintion of lndline, cell nd Voice-over Internet 911 trunks; lrm lines; non-emergency lines; nd dministrtive lines. Plin old telephone system (POTS) lines re used for bck-up emergency. The intent ofthe RFP is to replce the County's existing CAD nd cquire new high vilbility (99.999%) tht hs the flexibility nd sclbility to meet current nd future disptching needs. The new system should meet the County's opertionl nd technicl needs strictly through softwre configurtion, without requiring ny product customiztion. The County is seeking vendor tht cn demonstrte its cpbilities in t lest three jurisdictions exceeding 75, residents nd sks tht the vendors identify the jurisdictions. The RFP lso requires potentil vendors to describe how their system will respond to certin events, hndle ppliction system dministrtion, nd hndle certin ppliction fetures. Potentil vendors must describe how gency system dministrtors would crete or chnge response plns or resource ssignments nd response order. Vendors must describe how the system hndles blnce recommendtions for disptchers tht list units ssign to the event nd compre to the response level nd the response pln. Responses must sy how the County will dd n gency(s) to the system fter it is fully opertionl Response must lso describe the types of reporting tools tht re vilble. There re specific scenrios included in the RFP tht require mngement of multiple units. In the pst, there hve been some concerns rised bout the current CAD, prticulrly from Fire nd Rescue Services, bout recommended response scenrios nd the time needed to fully complete disptch. Executive stff shres the following regrding the process for selecting the current CAD nd the process for crfting the RFP for new CAD in order to be responsive to these stted concerns: During PS2 the County hired contrctor to come in to define our requirements. The contrctor lso ultimtely becme the integrtor who oversw the project, so by the time we went to testing there ws mjor gp between the user expecttions nd wht ws ctully being delivered. We ddressed those issues this time by hevily engging the user community in the requirements nd RFP development processes. The user community will continue to remin hevily involved throughout the entire project; including the evlution nd selection ofthe new system nd the configurtion nd the testing ofthe new system. One ofthe resons Council stff noticed lot of opertionl scenrios outline in the RFP is the user community ws very hevily involved in the crfting of the RFP. Mny ofthose scenrios provide opertionl chllenges ifnot hndled efficiently by CAD. By clling these specific scenrios out in the RFP, it requires the vendors to explicitly detil how their systems hndle such scenrios, which in tum provides the County more thorough understnding nd evlution of the vendor's product. Vendors will lso be required to demonstrte such cpbilities during the evlution phse; 3

4 therefore the County will hve good thorough understnding of the vendor's cpbilities before we begin our contrct phse. The close ofthe CAD RFP ws recently extended from July 1 i h to July 31 st to give vendors dditionl time in drfting their proposl responses. (3) Rdio Infrstructure The lrgest component ofpssm is replcement of the Public Sfety Rdio System (excluding rdios, but including ntenns nd support systems). The RFP is currently under development. The previous schedule provided to the joint Committee expected tht the RFP would be redy by the end of the first qurter of clendr yer 213. An updte time line is ttched t 1. Executive stff shres the following bout the continuing work on the Rdio Infrstructure RFP: As more detiled informtion hs been included in the Rdio Infrstructure RFP, the completed document hs been delyed. Enhnced informtion on the RF coverge mp specifictions, refining the subscriber specifictions (for future contrct vehicle purchses), the configurtion nd specifictions for the Disptch Center (ECC/ AECC) were fctors leding to the need to expend dditionl time to crete more detiled specifictions for the RFP. The review necessry to relese the RFP to the Office of Procurement hs been impcted by couple weeks due to the necessity to respond to numerous questions from the other PSSM projects, which require timely responses nd mendments to their respective RFPs. Currently the pln is to turn the Rdio RFP OVer to Procurement by the end ofjuly 213 brring ny other unforeseen interruptions. It should be noted tht once procured, it will tke bout 24 to 3 months to build out the system. The current rdio system begn ctivtion in 21 nd ws completed in 23; nd so the old system will be bout 15 yers old upon ctivtion of the new system. The PSSM Steering Committee hs greed to the scope nd objectives for the rdio system. The following re some of the issues nd requirements included in the Project Chrter. The County's gol is to implement stndrds-bsed P-25 complint rdio system. The Chrter notes tht the County's neighboring jurisdictions re in process of implementing stndrds-bsed P-25 complint systems. The gol is to hve interoperbility to the gretest extent possible with the Stte ofmrylnd, Ntionl Cpitl Region jurisdictions, nd gency prtners. The Chrter notes tht since 23, there hve been significnt chnges to the County's lndscpe, including development in Bethesd nd Silver Spring which hve impcted the coverge ofthe current system. The system must be robust nd hve public sfety grde vilbility. It should hve coverge in WMATA tunnels nd long the Potomc River. 4

5 The new system must be modulr nd sclble to provide dditionl fetures, expnsion nd cpcity for future gro\\l1h. Current VHF chnnels will be integrted with the new system nd the system will hve the bility to expnd VHF chnnels s needed. There must be trining ofll key support, ppliction, nd opertions stff on the system prior to the rollout nd production opertions. The Acceptnce Test Progrm will include in-building Rdio Frequency (RF) coverge performnce, opertion fetures nd functions, nd filover opertions nd continuity of opertions pln. There will be resource shring with the Stte ofmrylnd to provide both cost svings nd opertionl improvements where pplicble. Council stff hs sked tht Executive stff discuss with the joint Committee how the new system will be tested to mke sure, for exmple, tht it is providing the coverge tht is required. Will there be requirement tht the system must be testing in the summer when the tree cnopy is filled (even if the system is vilble erlier)? How does the requirement regrding upgrdebility ddress development tht is expected to occur in White Flint nd the Gret Senec Corridor tht will lso chnge the current lndscpe? Wht re the requirements for coverge inside school buildings? How will interoperbility with neighboring jurisdictions be tested? Executive stff hs provided the following in response to the Council stff questions: The RFP design nd cceptnce testing requires the new system to provide Delivered Audio Qulity (DAQ) level of 3.4 out of mximum of4, t minimum RF coverge relibility of ninety-five percent (95%). The County lnd re is divided into "in-building coverge zones" so tht both the design nd testing must meet minimum "inbuilding" losses tht re ssigned to ech zone. Beyond the generl in-building coverge requirement, there is requirement for thirty (3) buildings including schools, offices nd fcilities tht re owned nd operted by the County, will be tested s representtive smple of the system performnce in ech zone. The RFP lso specifies tht 2 dditionl buildings must be tested s n informtion-only gthering. These numbers re initil recommendtions which cn be incresed if so desired. Ech floor of tested building will require no less thn 2 tests nd there will be no less thn 1 tests per building. The RF coverge nd DAQ testing will be performed during the summer nd be defined in the project deployment schedule. The design increses the coverge requirements in the zones to ccommodte inbuilding service. The design nd performnce requirements will increse the current number of rdio sites compred to the existing system nd be cpble ofdoubling the 5

6 existing site count. Thus, if n re is built up lter, new rdio site cn be deployed to ccommodte the new construction. Additionlly, the County hs encted n ordinnce requiring certin new construction to provide coverge enhncement systems s prt of the building design. The RFP hs emphsis on mintining not only interoperbility, but operbility of County gencies themselves during the trnsition nd finl cut-over. The RFP requires current levels of interoperbility be mintined nd requires P25 stndrd Inter-RF Sub System Interfce (ISSI), which would be interconnected with the Stte of Mrylnd. The Project Chrter lso discusses the need to mximize the use ofthe current ntenn sites nd equipment shelters but lso notes tht new system my expnd the number of trnsmitter/receiver sites. This my include dditionl ntenns nd bi-directionl mplifiers. Council stff hs sked Executive stff to discuss the pproch to nlyzing responses in terms of ntenn sites. While coverge is the most criticl fctor, new sites cn dd costs nd if they cnnot be co-locted with n existing structure such s wter tower or public building, cn crete visul impct on neighboring communities. Executive stff hs provided the following in response to the Council stff questions: The proposl requests vendors to recommend potentil ntenn needs in the County. Additionlly, new construction over 25, squre feet requires the instlltion ofbdas s prt ofthe building per Montgomery County permitting codes. Working with DGS, numerous cndidte ntenn sites (pproximtely 4 sites) were identified, which re owned predomintely by the Stte of Mrylnd, Montgomery County or Mrylnd Ntionl Cpitl Prks. Building on Stte ofmrylnd sites ffords n opportunity to cooperte with the Stte for communiction infrstructure needs benefiting both entities. As prt of vendor's proposl, there is review of vendor recommended site loctions to utilize sites with miniml impct to the neighboring communities. Some informtionl elements: Montgomery County's current system hs 11 sites/5 sq miles (45 sq-mile/site) nd owns 4+ BDAs instlled in County buildings nd tunnels, long with the ordinnce there re 6+ BDAs in privte buildings. Bltimore City, 9 squre miles, 9 sites (1 sq-mile/site), own 4 BDAs to cover 3 buildings nd one tunnel tht is outside ofthe City limits. Bltimore County, 6 squre miles, 18 sites (33 sq-mile/site). (4) Mobile Dt Computers (MDCs) The PSSM project includes funding for scheduled replcement ofmdcs. The County is in the second yer of three yer phsed rollout. During previous discussions, the joint Committee sked tht replcement ofmdcs for M-NCPPC Prk Police be integrted into 6

7 the PSSM schedule. Executive stff reports tht they re working closely with M-NCPPC to determine how to incorporte their MDC needs into PSSM. (5) Lw Enforcement Records Mngement System The timeline indictes tht the schedule for the Records Mngement System hs yet to be determined. Council stff understnds tht respondents to the CAD RFP re being sked bout options for Records Mngement tht my be considered s this component ofthe project is developed. F:\MCMILLAN\PS+GO\PSSM-JuJy PS+GO MEMO.doc 7

8 Fire Sttion Alerting CAD 3Q Q months Rdio Infrstructure 3Q213 I 1Q Q months LE-RMS TBD months e Qurters re clendr qurters, not Fiscl Qurters

9 Public Sfety System Moderniztion (P3491) Ctegory Generl Government Dte Lst Modified 4/6/13 Sub Ctegory County Offices nd Other Improvements Required Adequte PubliC Fcility No Administering Agency County Executive (AAGE3) Reloction Impct None Plnning Are Countywide Sttus Ongoing Other 5, Totl j;9 5 5 Current Revenue: Generl 1,866 1,321 2 Federl Aid G.O. Bonds Short-Term Finncin Totl 18, , ,9 OPERATING BUDGET IMPACT ($OOOs) : Mintennce I Proo rm-stff Prorm-Other Net ImDct ,2 2,2 2,911 APPROPRIATION AND EXPENDITURE DATA {OODs} Aooroorition Reuest FY Suoolementl Aooroorition Reuest C Trnsfer Cumultive Aooroprition 92,696 Exoenditure 1Encumbrnces Unencumbered Blnce 68,361 Dte First Approprition FY9 First Cost Estimte Current Scope FY 13 18,83 Lst FY's Cost Estimte 18,83 Description This progrm will provide for phsed upgrdes nd moderniztion of computer ided disptch (CAD), lw enforcement records mngement system (LE RMS), nd voice rdio systems used primrily by the County's public sfety first responder gencies including Police, Fire nd Rescue, Sheriff, Corrections nd Rehbilittion, nd Emergency Mngement nd Homelnd Security. The moderniztion will include replcement of the current CAD/LE RMS system, replcement of public sfety mobile nd portble rdios, upgrde of nonpublic sfety mobile nd portble rdios, nd replcement of core voice rdio communictions infrstructure. The previously pproved Fire Sttion Alerting System Upgrdes Project #451 ws trnsferred to this project in order to coordinte the upgrdes with the new CAD system. The lerting system upgrdes will modernize the fire sttion lerting systems t 43 existing work sites, mintining the bility to notify fire nd rescue sttions of emergencies. The lerting system, including udible nd dt Signls, is essentil for the notifiction of n emergency nd the disptch of pproprite response units from the County. As voice, dt, nd video re beginning to converge to single pltform, this project will provide pthwy to modern public sfety support infrstructure tht will enble the County to leverge technology dvnces nd provide efficient nd relible systems for first responders. This project will follow the methodologies nd strtegies presented in the Public Sfety Systems Moderniztion (PSSM) pln completed in July 29. Cost Chnge Cost increses re minly due to the plnned ddition of the core rdio infrstructure replcement project. Justifiction

10 Public Sfety System Moderniztion (P3491) The public sfety systems require moderniztion. The CAD system is reching the end of useful life nd does not meet the County's current opertionl requirements, impcting the response time of first responders to clls. The CAD Rodmp Study. completed in Mrch 29, recommended replcement of the system to ddress existing shortcomings nd prepre for the next genertion systems. The mnufcturers support for the voice rdio system hs begun to be phsed out s of December Beyond tht dte, the mnufcturer will only continue to provide system support on n s vilble bsis, but will not gurntee the vilbility of prts or technicl resources. The CAD moderniztion hs initited detiled plnning phse tht included the use of industry experts to ssist with business process nlysis nd to develop detiled business nd technicl requirements for the new CAD system. This process will llow the County to incorporte lessons lerned nd best prctices from other jurisdictions. As more of the County's regionl prtners migrte to newer voice technologies, it will ffect interoperble voice communictions. To ensure tht the County mintins relible nd effective public sfety (voice rdio) communictions for the opertions of its first responders nd to sustin communictions interoperbility for semless mutul id mong its regionl prtners, the County needs to implement project to upgrde nd modernize its portble nd mobile rdio units nd subsequently the rdio voice communictions infrstructure. Accelertion of the public sfety rdio purchses ws initited to tke dvntge of Prtil Pyment in Lieu of Re-Bnding offer from Sprint/Nextel towrd the finncing of new, upgrded, P-25 complint public sfety rdios nd to meet the Federl Communictions Commission (FCC) mndted 8 MHZ frequency rebnding requirements for ntionwide public sfety rdio frequency interoperbility. Now, the instlltion of the new core rdio communiction infrstructure is needed. The fire sttion lerting system upgrdes were identified s need under Section 5 of the MCFRS Mster Pln (dopted by the County Council in October 25) nd detiled in the Sttion Alerting nd Public Address (SA/PA) System for Fire/Rescue Sttions, Rev 1, 26. This project llows for the continuous nd semless functioning of the lerting systems within ech fire sttion. A preliminry survey by DTS of existing conditions t ll sttions reveled system-wide concerns, including indequte spre prts inventory nd lck of vilble mintennce support for lerting systems. Other $2.936 million ws pproprited in FY11 to purchse P-25 complint rdios tht llowed the County to complete immedite re-bnding within the 8 MHz frequency s required by the FCC. The rdio replcement progrm includes the M-NCPPC Montgomery County Prk Police. New rdio infrstructure will be plnned to open up the environment. The future purchse of public sfety rdios (other thn to replce broken equipment) must be ble to be supported by P25 Phse-2 complint infrstructure. The use of Stte of Mrylnd infrstructure will be ggressively pursued in order to minimize costs to Montgomery County. The CAD procurement request must reflect the County's interest in mintining the sttion ltering functionlity t the current level or better through the CAD system. The RFP for CAD replcement will include replcement of the following systems: CAD, mpping, nd the existing Lw Enforcement Records Mngement nd Field Reporting systems. Coordintion with prticipting deprtment/gencies nd regionl prtners wlll continue throughout the project. Fiscl Note Funding in FY9 included Urbn Are Security Inititive (UASI) grnt funding of $2.55 million nd Fire Act grnt funding of $988,. Funds shll not be used to purchse or implement new Computer-Aided Disptch (CAD) system or rdio infrstructure until the County Executive provides the County Council with detiled proposl nd ccurte cost estimtes for the totl project scope. Coordintion PSSM Executive Steering Group, Executive Progrm Director, PSSM Progrm Director, Deprtment of Technology Services, Deprtment of Police, Montgomery County Fire nd Rescue Service, Sheriffs Office, Deprtment of Correction nd Rehbilittion, Office of Emergency Mngement nd Homelnd Security, Deprtment of Trnsporttion, Deprtment of Liquor Control, Montgomery County Public Schools (MCPS), Mrylnd-Ntionl Prk nd Plnning Commission (M-NCPPC) Prk Police, Wshington Metropolitn Are Trnsit Authority (WMATA)