Village Manager s Office

Village Manager s Office SUBJECT: Presentation on the Progress of Consolidating Dispatch Operations and Consideration of Expenditures for Consolidation and Public Safety Technology Enhancements AGENDA ITEM: Village Manager s Report MEETING DATE: February 20, 2007 VILLAGE BOARD REPORT TO: Village President and Board of Trustees FROM: William Fitzpatrick, Police Chief, 847/901-6101 Wayne Globerger, Fire Chief, 847/904-4130 Chris Clark, Deputy Village Manager, 847/904-4375 Victor Stich, Police/Fire Telecommunications Director, 847/901-6072 THROUGH: Todd Hileman, Village Manager PUPROSE AND ACTION REQUESTED Staff will make a brief presentation to the Village Board on the progress of the dispatch consolidation and public safety technology and efficiency upgrade project. Staff is requesting Village Board concurrence on the overall direction and plan for the project. Staff is requesting authority to prepare a budget amendment that will provide the authority to expend funds necessary for a basic consolidation and suggested technology and service enhancements for the dispatch center. Suggested enhancements include upgrades for Fire/EMS computer-aided dispatch (CAD), mobile CAD and reporting, audio vehicle locating (AVL), records management, and call-taking consoles to provide additional locations for management of peak load events and employee training. BACKGROUND Since Village Board authority was given on October 3, 2006 to move forward with the consolidation of the police and fire dispatch operations of the Village of Glenview, a staff team has been meeting weekly to establish and meet project goals. The team, chaired by Deputy Manager Clark, includes the following staff: Bill Fitzpatrick, Police Chief Wayne Globerger, Fire Chief Mike Redmond, Deputy Police Chief Mike Sawicki, Deputy Fire Chief Kirk Filipowski, Deputy Police Chief Paul Hutchison, Deputy Fire Chief Phil Perlini, Police Commander Dave Harwood, Dispatch Supervisor Bob Sullivan, Dispatch Supervisor Al Zochowski, Budget Manager Michael Solvig, Assistant Finance Director Vic Stich, Police/Fire Telecommunications Director

The team has made significant progress in laying the groundwork for consolidation. Specifically, the following major tasks have been completed: 1. Dispatch Consolidation consultant Richard Tucker was hired to advise the team on consolidation planning, information technology and computer aided dispatch assessment, and to develop a cut-over plan and cost estimate to streamline Glenview s dispatch operations. Mr. Tucker has been involved in consolidation projects throughout the Chicago region and nationally. The basic cut-over plan is substantially complete. 2. A streamlined staffing plan was developed. Thirteen of the original Village dispatchers and two supervisory employees have been retained. Two employees have voluntarily resigned to pursue other personal or professional goals. One has agreed to remain on staff until consolidation occurs and then will voluntarily resign. Three vacant positions have been eliminated. 3. An aggressive cross-training program began in October and continues. All dispatch staff members are being given the opportunity to learn combined police and fire dispatching operations. 4. Standard operating procedures have been written and consolidated for training and quality control purposes. 5. A business plan was developed for the new Dispatch Division. 6. The Police and Fire Staff Team came to mutual consensus that the New World Systems is the software recommendation for Police and Fire Computer-assisted Dispatch (CAD), Records Management Systems (RMS), and mobile computing. The research and decision process included a visit to see and test the joint police/fire New World Systems software that services the City of Sioux Falls, South Dakota. 7. During the fourth quarter of 2006, a recruitment process for a professional Police/Fire Telecommunications Director was completed. Victor Stich, who served formerly as Deputy Director of the City of Chicago Office of Emergency Communications, was selected to lead the Village s new consolidated center. 8. A formal offer was made to the Village of Wheeling to provide the community with police dispatching services by contract. 9. Both Wheeling and Wilmette fire departments are part of and included in the basic Glenview consolidation process. 10. Back-up dispatch center options are being investigated. Options include using an existing Village facility or developing a cooperative arrangement with a dispatch center within a neighboring community. 11. A grant application was made for $178,000 in outside funds for investment for the Fire CAD and RMS software procurement. This application for Infrastructure Maintenance Fee (IMF) funding is expected to be reviewed in April, 2007. DISCUSSION The consolidation plan that has been developed includes the identification of specific project expenses and costs necessary to merge the Village s two dispatch centers. The Basic Costs are what has been determined to be the required expenditures for equipment, software or services needed to bring the current equipment, phones and radios to the site of the consolidated center at 2500 East Lake Avenue. The basic costs are provided and detailed on the following chart: 2

Basic Costs Table System Category Description Projected Costs Alarm Install Keltron FireComm Display Equipment $4,500 Relocate Alarm Display System $1,800 Relocate Zetron Model 26 Panels (2-incremental) $3,600 Audio Bridge for Zetron 6/26 $3,600 CAD Install new Server, rack & mgmt equipment $72,300 Install CAD Software & Training $55,900 Add Mapping Clients (2) $9,300 CAD Mobile Message Switch $12,900 Message Switch Software $99,700 Mobile Management Server & Software $5,100 Glenview Fire Client Software $26,200 Glenview Police Client Software $55,100 Glenview Police Mesh Conversion $63,800 Data File Conversion (New World Estimate) $12,900 Console Add CES Shelf to MCS $21,000 Fire Channel Voting Comparator $12,500 Connect Fire Channels $2,250 Network Upgrade network wiring infrastructure $1,750 Miscellaneous Relocate Agile Radio $1,500 Telephone Upgrade Plant 9-1-1 System (6 Trunks) $7,500 Install 9-1-1 Circuits $2,500 Install RTNC Circuits $4,500 TOTAL: $480,200 SERVICE/EFFICIENCY IMPROVEMENT OPPORTUNITIES DURING CONSOLIDATION The dispatch consolidation project has provided the Village staff with the opportunity to revisit the schedule for a number of long-term projects in other areas of public safety. By having both the Police Department and the Fire Department at the table together, a significant amount of progress and coordination has taken place on telecommunications initiatives. The streamlining of duties and cross-training of staff has provided an opportunity to propose moving forward in schedule a number of the Village s long-term goals while staff retraining is occurring. Also, the implementation of these initiatives simultaneously has created economy of scale opportunities. 3

As an example, in 2004, the Police Department presented a plan to the Village Board to purchase and implement a Computer Aided Dispatch (CAD), Record Management System, (RMS) and Mobile Computing Module from New World Systems. The plan specified an incremental implementation of the system, beginning with the CAD, followed by the RMS and ending in full implementation with the Mobile Computing Module. The police department has already acquired the CAD and RMS portions of the system. The police CAD software must be upgraded to provide multi-jurisdiction Fire/EMS dispatching applications. The upgrade provides the basic dispatching capabilities needed for the consolidation. In addition, the software must include fire mobile dispatch capability to support functions present in the Fire Department s current CAD software. Currently, the Police Department uses the ALERTS Mobile Data System to access law enforcement data and send messages between response units. Because of design limitations, the ALERTS system will not support transmission of available CAD data from the New World Systems software. This data includes: direct, real time access to CAD information, unit status including event location and unit history, officer safety information, medical alerts and other confirmed hazard information; mapping of locations and, with Automated Vehicle Location (AVL), positions of other units; unit field reporting, eliminating the paper process which now culminates in records personnel keypunching data into a state/regional computer system; field viewing of graphic and pictorial information, positively identifying objects and persons; Used in concert with access by fire mobile computers, the system provides a needed forum for Police/ Fire interoperability as mandated by the Office of Homeland Security. The following items further explain the enhanced requirements and benefits. 1. AVL (automated vehicle location) hardware and software costs: Message switch 44 units ($10,000 police related) $15,000 Mobile upload software 44 units ($16,000 police related) $24,000 AVL CAD interface 44 units ($10,000 police related) $15,000 Training, project management, installation $28,000 Justification: The automated vehicle location software allows dispatch operations to identify the geographic location of all field units. AVL facilitates the dispatch of the closest field unit to a service call and enhances officer safety by pin-pointing the vehicle location at all times. 2. Mobile Field Reporting: Law Enforcement Field Reports: $1,000/unit x 29 units $29,000 Field Reporting Software License $200/unit x 29 units $ 5,800 Mobile Upload of Field Reports $ 600/unit x 29 units $17,400 Training, project management, installation $27,144 4

Justification: Mobile Field Reporting module allows field units to connect to the CAD and RMS systems. The benefits of Mobile Field Reporting include: in-car report writing that automatically populates RMS data fields, reducing redundant clerical entry time. supervisor access, review and report approval while in the field, rather than in the station. officers direct, real time access to stored RMS information including arrest warrants, extra watch information, officer safety information, medical alerts and other confirmed hazard information. transfer of local data to officers in the field without dispatcher involvement. 3. Traffic Crash Reporting Module: Accident Reporting Software: $1,000/unit x 20 units $20,000 Reporting Compliance License: $300/unit x 20 units $ 6,000 Training, project management, installation $13,500 Justification: Facilitates electronic transfer of traffic crash information and LARS (Local Accident Reference System) Coding to the Illinois Department of Transportation, saving approximately twenty-four hours of staff time per month. 4. Mug Shot Image Download Module: Download Software: $ 200/unit x 25 units $5,000 Training, project management, installation $2,600 Justification: Allows for electronic transfer of stored mug shots to field units. 5. Fire Records Management Module: Activity Reporting and Scheduling $145,000 Investigations Business Registration Hazardous Material Geo-file verification Hydrant Inventory Incident Tracking Inspections Tracking Personnel/Education Pre-Plans Station Activity Log BLS/ALS Federal and State Compliance Reporting for Fire records State / NIFIRS 5.0 Electronic Reporting Equipment Tracking and Maintenance Justification: The Fire RMS software module completes the integration of the Police/Fire/EMS data and records system. The module will replace the Department s stand-alone records management product that does not integrate with CAD software. The New World Fire RMS component is fully integrated and comprehensive, including modules for reporting to the 5

National Fire Incident System, fire inspection, scheduling, training records, building and hazard pre-plans, inventory, and maintenance records. 6. Two (2) Call-taker Positions Furniture and Relocation $25,000 CAD Workstations $ 9,000 Telephony and PC s $39,600 Justification: With the consolidation of personnel, equipment, and the job related functionality the four console positions limits the effectiveness of dispatch operations. The current console configuration of a circular four (4) positions alignment is adequate to support current police functions. Reviewing police/fire/ems work process, downsizing from the seven (7) console positions available today to four (4) introduces task related interference issues (i.e. radio, alarm monitoring, and telephony). Additionally, the intent is to position supervisors on the operations floor to ensure efficient and effective services are provided. To provide for supervisory support, unanticipated contingencies, special event surge, unusual nature or man made disaster situations, training, system support and regular maintenance requires the upgrade to a six position console configuration. The floor space on the dispatch operations floor will require relocation of the current console configuration to support the inclusion of two additional console positions. The following table summarizes the enhanced cost components of the project. It should be noted as with the Basic Cost Table dollar amounts reflect estimates which are based upon current similar procurements and vendor s proposals. The costs detailed include software license, installation and training costs where appropriate. Enhancement Initiatives Cost Table System Category CAD/Call-Taker CAD Mobile Description Projected Costs Add Workstations (2) $9,000 Message Switch AVL Software $82,100* Mobile Management AVL Software $19,000* Glenview Fire Client AVL $6,100* Glenview Police Client AVL $6,600* Records Fire Records Software & Training $145,000 Police Mobile Field Reporting Software $151,130* Police Field Reporting Access Clients $21,900* Console New Furniture (2 Call-Taker Positions) $17,000 Relocate Existing Furniture $8,000 Miscellaneous Trays for Cables $2,750 Electrical Circuit Upgrade $3,500 Telephone Add PC workstations (2) $39,600 TOTAL: $511,680 6

All items with an asterisk (*) in the chart have been programmed expenditures within the multiyear Capital Equipment Replacement Fund (CERF). The total for these planned expenditures is $286,830. Schedule Coordinating concurrent project targets, objectives and timely delivery of products relies upon timely execution of concurrent contracts and services and requires support personnel from all the Village work groups involved in the project: the Village Manager s Office, Police, Fire, GIS, IT, Planning, Facilities, HR, Legal, and Communications. The project implementation strategy of design, build and deploy is detailed in quarterly phases. Summary of FY07 First Quarter Targets Computer Aided Dispatch (CAD) products and services Contract to include combined multi-jurisdictional Law Enforcement, Fire/EMS, CAD, RMS, and Mobile applications, required hardware, and connectivity. Contract telephony, voice radio, alarm receipt services, hardware and software to provide required emergency service connectivity Cross-train dispatch personnel including Emergency Medical Dispatch for police dispatchers and LEADS certification for fire dispatchers FY07 Second Quarter Dispatch site preparation and wiring Data collection and entry in preparation to transition to new CAD system Workstation configuration, installation of hardware/software Install telephony products Dispatcher CAD training System user training FY07 Third Quarter Validate system compliance and data integrity Transition cut over Deploy 911 and CAD call processing, dispatch and mobile messaging at New Center CAD RMS data collection and entry RMS system user training FY07 Fourth Quarter Validate RMS system compliance and data integrity Deploy Police/fire/EMS RMS BUDGET Expenditures: In order to fund the basic consolidation costs and enhancements/improvements, a one-time expenditure of approximately $1 million would be required. If Board direction is provided to proceed with the plan outlined in the report, the funding would be formally requested by a future 2007 Budget Amendment. The enhancements, that include Records Management Systems 7

(RMS) and Mobile Communications, are accelerated projects that had been planned for future budget years. These projects are within the FY2008 through FY2010 business plans of the Police and Fire Departments. Revenue Sources: The resources available to fund the $1 million come from three sources. Funding sources are: 1. Grants ($178,000) 2. Carry-over funds from the Police Headquarters Capital Project ($250,000 or remaining funds after Police Department Headquarter project is completed) 3. Capital Equipment Replacement Fund (CERF) and Facility Replacement Fund (FRF) (up to $750,000) Grants: The Village has already applied for an Infrastructure Maintenance Fee (IMF) Grant in the amount of $178,000. The anticipated date to hear whether this grant has been approved is in the April, 2007 time frame. Police Headquarters Capital Project: During the 2007 budget process, the Village Board approved a carry-over transfer from the Corporate Fund to the Police Headquarters Capital Project Fund to provide resources for any costs associated with punch list work to finish the Headquarters Project. At this time it appears that of the $575,000 carried forward there will be $250,000 remaining that can be used to fund the costs associated with making the Joint Dispatch Center operational. CERF/FRF Funds: During June, 2006, the Village Board was briefed about the excess funds within the CERF Fund through the results of the fleet operations analysis performed by Mercury and Associates. During the report it was noted that the beginning fund balance of CERF for the 2007 year should be in the $3.5 million dollar range. With that fund balance and the use of CARCAP, an analysis tool, it was determined that the Village could fund all future replacement costs with a safety net of $1 Million over the analysis period which covers 40 years. The remaining fund balance was transferred to the FRF to be earmarked for future facility capital improvements and replacements. Staff is proposing that up to $750,000 of these funds be used to complete the proposed enhancement projects for the CAD, RMS and Mobile Communications ($286,300 was already programmed for these projects) and provide resources to aid in the costs of combining the dispatch centers. Only the amount of funds needed to successfully accomplish these projects would be transferred. The funds remaining in the FRF, as of this analysis, will be sufficient to continue with the plans developed for FRF. Future Actions: Several actions will need to be taken over the next several Board meetings. The primary action would be to approve a Budget Amendment that would provide the resources and appropriation to fund the overall project. It is anticipated that a Budget Amendment would be placed on the Village Board agenda in March, 2007. RECOMMENDATION Staff is requesting Village Board concurrence on the overall direction and plan for the project. Staff is also requesting authority to prepare a budget amendment that will provide the authority to expend $480,000 for basic consolidation and $512,000 for suggested technology and service enhancements for the dispatch center and Police and Fire Departments. ATTACHMENT Copy of the Draft Powerpoint for the February 20, 2007 Staff Presentation 8

Glenview Police and Fire 9-1-1 Dispatch Consolidation Project and Technology Update Status Update 2-20-2007

Project Overview Board Approved Initiative 10/03/2006 Consultant Retained 11/15/2007 Tasks and Systems Upgrades Identified Director Started 1/29/2007 Procurement Process Ready Business Model

Business Model Police Business Plan Fire Business Plan New World Systems Software Platform Sharing Records Efficiency (RMS) Patrol Efficiency (Mobile) Records Efficiency (RMS) Enhanced Professional Service Level

Consolidation Process Procedures Defined Personnel Training Dispatch Systems Upgrade CAD Standardization Communications Circuits Re-Routed Operational Cutover Decommission Old Systems

Financial Background Technology, Services, Software, Training Joint Dispatch + Enhanced Service Resources: Grants & Contract Partners

Drivers Partnership Opportunities Business Model NorthWest Central Cost Sharing Other Community Models 10-Year Modeling Other Local Needs Cost Efficiency