Cook County Emergency Telephone System Board

Transcription

1 Cook County Emergency Telephone System Board 69 W. Washington, Chicago, IL Thursday, November 20, :30 a.m. ATTENDANCE Board members in attendance were, Ms. Joellen Bailey, Mr. John Cornier, Mr. Thomas Fleming, Mr. William Little, Mr. Julius Rutili and Ms. Monica Schwarm. Absent were Chairman Michael Masters, Ms. Susie Park and Mr. Jay Reardon. Also present was Ms. Shereen Gamble, Mr. Alfred Orrico, Mr. Victor Siedleski, Ms. Natasha Allen-Victor (staff), Ms. Kathleen McKee, Cook County State s Attorney, Mr. Brian Eagan, Selden Fox, Sgt. Walter Klinger, CCSPD, and Mr. Martin Bennett, Deputy Director Communications Center. CALL TO ORDER Mr. Fleming called the meeting to order at 9:43 a.m. Executive Director Fleming reported that Chairman Masters was called to attend an emergency meeting and was unable to attend. Executive Director Fleming welcomed Ms. Monica Schwarm and Ms. Susie Park as new members to the ETSB. Ms. Park was unable to attend the meeting due to a conflict in her schedule. MOTION TO APPROVE MINUTES Ms. Bailey made a motion to approve the Cook County Emergency Telephone System Board minutes of September 18, 2014 as written, second Mr. Rutili. All in favor. Voice Vote, Approved. Motion carried. UPS ISSUES On October 24, 2014 the UPS, that powers the Communications Center for both ISP and County in the event of a power outage until the generator kicks in, began experiencing problems. After contacting the State of Illinois Central Management Services, ComEd and Precise Power, it was determined that the alarm on the UPS main panel was due to a failed power supply board. Precise Power checked their warehouse and the stock of direct suppliers and was unable to locate a replacement power supply. Precise Power advised that due to the age (approx. 19 years old) and the fact that the Mitsubishi 9100 Series UPS is no longer in production that parts would be hard to come by and that the entire unit should be replaced. Staff contacted vendors in order to locate the part as a short term solution however; the part is no longer manufactured. Mr. Orrico reported that the UPS is still functioning and is capable of transitioning power to the generator; however the technician advised that unit could go into bypass mode at any time and needs to be replaced. If the unit goes into bypass mode the UPS will no longer condition the power feed from ComEd to the Communications Center and in the event of a utility power outage the Communications Center would go dark until the diesel generator comes up to operating speed. This translates as all server and client computer devices including CAD, radio and phone system for both the County and the State shutting down and having to be manually powered up. This scenario would repeat when utility power was back online and during any subsequent outages. November E.T.S.B. MINUTES November 20, Cook County Emergency Telephone System Board 9511 W. Harrison Des Plaines, IL Page 1

2 Mr. Orrico reviewed the quotes that were obtained for a replacement 80 and 100kVA UPS system. The staff recommended that Kramer Data Power, who provided the lowest quote of $57, for a Mitsubishi 100kVA at a cost of $54,366.00, be awarded the contract. The cost does not include the cost of freight, rigging and any electrical work necessary for the removal or installation of the replacement UPS system. Mr. Little made a motion to enter a contract with Kramer Data Power for a 100KVA. The cost complete the project is not to exceed $112,000 which shall include the freight charges, rigging, electrical work and first year of maintenance. All in favor. Voice Vote, Approved ETSB MEETING SCHEDULE Mr. Rutili made a motion and Mr. Cornier made the second to approve the 2015 ETSB meeting schedule as presented. All in favor. Voice Vote, Approved. The 2015 ETSB meeting schedule is attached and made a part of these minutes. COMMUNICATIONS CENTER OPERATIONS REPORT APPROVAL OF MERCURY SYSTEMS CONTRACT FOR 911 TELEPHONE SYSTEM ASA McKee reported that at the September meeting the Board approved the contract with Mercury Systems however she is still negotiating the terms will present the contract to Chairman Masters when she is satisfied with the language. REQUEST TO OBTAIN PROJECT COORDINATOR The staff reported that the scope and coordination of the 911 telephone system installation, the expansion of console furniture from consoles and the electrical wiring required for the reconfiguration of the consoles and future expansion into the conference room requires one point of contact in order to ensure minimal interruption to the operation. Contracting with one vendor who is an expert in this field and can be held accountable full-time to coordinate all the vendors necessary to implement the all projects was recommended by staff as none of the staff has experience in this area. Mr. Howard Gadorus, Mercury Systems, has an intimate knowledge of the layout of the Communications Center and the building construction and was being recommended to the Board as the project coordinator. Mr. Gadorus has submitted a proposal for $28,000 which will be outside his scope of work for the implementation of the 911 telephone system. Deputy Director Bennett added that the old electrical wiring must be relocated and/or removed, new CATE 6 cables for the high speed network have to be installed at each console position and into the conference room and two (2) tower climbs in Des Plaines and Maywood which are necessary to increase the bandwidth for CAD and the high speed network. The floor has to be opened determine what other electrical work will be required. Mr. Rutili stated that the staff is requesting funding for projects without presenting quotes from the electrical contractor. Mr. Rutili stated that this is risky and that the Board cannot have an open check book. The Board directed staff to clarify the unknowns regarding the electrical work. Ms. Schwarm questioned if the Board needs to obtain two (2) additional quotes in order to be in compliance with the procurement policy or does this meet the guidelines of a sole source procurement. Mr. Little questioned if the project coordinator can be incorporated into the 911 telephone system contract. ASA McKee agreed that the Board is within the guidelines of the procurement policy and can move forward. After much discussion the Board agreed that the project coordinator should be incorporated into the 911 telephone system contract with Mercury Systems. Mr. Little made a motion to expand the 911 Telephone System contract with Mercury Systems to include project management for the expansion of the 911 Communications Center at a cost of $28,000 which is based November E.T.S.B. MINUTES November 20, Cook County Emergency Telephone System Board 9511 W. Harrison Des Plaines, IL Page 2

3 on the estimate, second Mr. Rutili. All in favor. Voice Vote, Approved. Motion carried. 911 TELEPHONE SYSTEM AND CONSOLE INSTALLATION STATUS REPORT As previously reported by the staff these projects must be coordinated in order to maintain operations during the transition. The project coordinator will manage all the vendors and schedules to ensure minimal interruption to the operation. CAD STATUS REPORT Executive Director Fleming stated the P1 CAD live-cut was completed on September 14-15, The State will begin to cutover districts to P1 CAD at the end of November and should be complete by the end of January. A go live date for P1 Mobile has yet to be announced. COMMUNICATIONS CALL MANAGEMENT REPORT Mr. Siedleski presented the October 2014 Call Management Reports. There is no significant change at this time. VILLAGE OF DIXMOOR GENERATOR REPAIRS STATUS REPORT Ms. Gamble reported that on October 7, 2014 the repairs to the generator, the electrical work necessary to connect the generator the critical equipment and the equipment that needed to be relocated was all completed. FUNDING REQUEST FROM THE VILLAGE OF ROBBINS No representative from the Village of Robbins was in attendance at the meeting to present their request. MEETING BETWEEN REPRESENTATIVES OF THE ETSB AND THE SHERIFF S OFFICE SENIOR STAFF TO DETERMINE THE FUTURE DIRECTION OF THE COMMUNICATIONS CENTER STATUS REPORT Mr. Rutili reported that the Sheriff s staff is having candid conversations internally regarding the future direction of the Communications Center. JOINT COMMITTEE The Intergovernmental Agreement speaks to a Joint Committee which is responsible to handle issues which affect all agencies within the Consolidated Communications Center. Executive Director Fleming will send a letter to the Sheriff, ISP and ETSB requesting that committee be reactivated and new members be appointed to serve. MOU BETWEEN THE PALOS SCHOOL DISTRICT 118 AND THE COOK COUNTY SHERIFF ASA McKee reported that the Palos School District 118 requested that the Palos Police Department be the primary emergency responder to all incidents at the schools within the district. The Sheriff s Office was able to negotiate and modify dispatching procedures to include notifications to Southwest Central Dispatch Center and Palos Police Department for all incidents at schools within Palos School District 118. ASA McKee added that the ETSB s signature is only an acknowledgement of the agreement made between the Sheriff s Office and the Palos School District 118. Mr. Rutili made a motion to acknowledge the agreement made between the Sheriff s Office and the Palos School District 118 to modify dispatching procedures to notify Southwest Central Dispatch and the Palos Police Department in the event of any incident at any school within the district, second Mr. Cornier. All in favor. Voice Vote, Approved. Motion carried. November E.T.S.B. MINUTES November 20, Cook County Emergency Telephone System Board 9511 W. Harrison Des Plaines, IL Page 3

4 REPORT FROM LEGAL COUNSEL Mr. Kelly provided the following written legislative report; LEGISLATIVE REPORT The legislature is not currently in session. There is a veto session set for the first two weeks of December. However, I do not believe there will be any issues acted upon during the veto session. The Advisory Commission continues to meet in Springfield. Their last meeting was October 21 st. The issues they are dealing with include analyzing the audit reports submitted by the systems, discussion of a statewide NG9-1-1 system and consolidations. I am not aware of their next scheduled meeting date, but I believe it will be this month. Please let me know if you or the ETSB need any additional information on any of these topics. FINANCIAL REPORT AND BILL PAYMENT RESOLUTION BILL PAYMENT RESOLUTION Mr. Little made a motion and Mr. Cornier made the second to approve the November 20, 2014 Bill Payment Resolution as presented. All in favor. Voice Vote, Approved. Motion carried. Mr. Rutili made a motion and Mr. Little made the second to approve the second November 20, 2014 Bill Payment Resolution which provides payments for Mercury Systems and Watson furniture in accordance with the contracts previously approved by the Board. All in favor. Voice Vote, Approved. Motion carried. Both November 20, 2014 Bill Payment Resolutions are attached and made a part of these minutes. COMPILIATION REPORT The Compilation Reports for the period ending October 2014 are attached and made a part of these minutes. Mr. Eagan, Selden Fox, reported that there have been no significant changes during the period. At the time of this report the ETSB is currently over budget on revenues and under budget on expenditures. The ETSB is currently on course to expect an approximately $700,000 surplus. The October 2014 Compilation reports were received and filed. DRAFT FY 2015 BUDGET Mr. Eagan presented a draft of the FY2015 capital budget. Mr. Little questioned if any of the expenses listed have been paid. Mr. Eagan responded that although a few of the items have been discussed and approved for purchase none of the items have been paid. The 2015 capital budget is attached and made a part of these minutes. Mr. Rutili made a motion and Ms. Bailey made the second to accept the FY2015 capital budget as presented. All in favor. Voice Vote, Approved. Motion carried. At the last meeting the Board discussed a reclassification of the Assistant CAD Administrator position from a grade 19 to 21. At the direction of the Board Executive Director Fleming contacted the Sheriff s Human Resource Department, the Sheriff s Compliance Officer, The County Compliance Officer, the County Budget Office, the County Compliance Office, ASA McKee and the Sheriff s Personnel Office to ensure that the reclassification was within the guidelines set forth by the County and does not violate Shakman guidelines. November E.T.S.B. MINUTES November 20, Cook County Emergency Telephone System Board 9511 W. Harrison Des Plaines, IL Page 4

5 Executive Director Fleming reported that all parties related that the grade change was with guidelines. Executive Director Fleming also noted that the reclassification will not have an effect on the operational budget that was approved for 2015 due to the vacant Executive Director position. ASA McKee and the Sheriff s Personnel Office to ensure that the reclassification was within the guidelines set forth by the County. Executive Director Fleming also noted that the reclassification will not have an effect on the operational budget that was approved for 2015 due to the vacant Executive Director position. Ms. Bailey made a motion to approve the reclassification of the Assistant CAD Administrator position from a grade 19 to a grade 21, second Mr. Rutili. All in favor. Voice Vote, Approved. Motion carried. CLOSED SESSION None. FOR THE GOOD OF THE ORDER None. MOTION TO ADJOURN Mr. Little made a motion to adjourn the meeting of November 20, 2014 and Ms. Bailey made the second. Motion carried. The November 20, 2014 Cook County Emergency Telephone System Board meeting was adjourned at 10:52 a.m. Next Meeting Cook County Administration Building 69 W. Washington Chicago, IL January 22, :30 a.m. Shereen Gamble, Administrative Assistant Date November E.T.S.B. MINUTES November 20, Cook County Emergency Telephone System Board 9511 W. Harrison Des Plaines, IL Page 5