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Home My WebLink About09. State funds 911 Equipment AGENDA MEMO DATE: September 28, 2010 TO: Mayor and Members of the City Council FROM: Office of the City Manager By: Jeff Turner, Fire Chief SUBJECTApproval to Accept Funds from the State of California, Department of General Services, Telecommunications Division, California 9-1-1 Emergency Communications Office for the Replacement of Equipment and Services Related to the Delivery and Answering of 9-1-1 Calls. RECOMMENDATION That the City Council give approval for the Downey Fire Department to accept state funds in the amount of $288,000 for the purchase, installation and maintenance of 9-1-1 communications. That the City Council accept and appropriate $35,000 for equipment and services not available through the state master contract and/or California Multiple Award Schedule (CMAS). DISCUSSION The administration of funding for equipment and services related to the answering of 9-1-1 calls is based upon laws passed by the California State Legislature. Most of the pertinent code sections relating to the reimbursement of 9-1-1 equipment and services can be found in the California Revenue and Taxation Code Sections 41001 – 41176. In essence, the laws indicate that the State of California, Department of General Services, Telecommunications Division, California 9-1-1 Emergency Communications Office (9-1-1 Office), shall manage the State Emergency Telephone Number Account and reimburse agencies for equipment and services necessary for the delivery and answering of 9-1-1 calls in the State of California. Section 41138 also provides authority to public agencies to obtain equipment from any vendor; however, reimbursable costs cannot exceed those that have been approved by the 9-1-1 Office. The fire department’s current available allotment is $288,000. $188,781 of this will cover the replacement of the Customer Premise Equipment (Electronic phone system) through Verizon. The remaining $99,218 will cover related equipment such as Logging recorder, Geographical Information Systems (GIS), dispatch furniture modifications and other equipment which has already been approved by the state. The majority of the equipment and services being provided will be acquired through the California Multiple Award Schedule (CMAS) in which the 911 office makes direct payment to the vendor who delivers the equipment and services to us. A portion (approximately $35,000) of the equipment is not available through CMAS and will have to be purchased by the City and reimbursed by the state. FISCAL IMPACT No fiscal impact on the General Fund. CITY OF DOWNEY, CALIFORNIA State of California • Arnold Schwarzenegger, Governor State and Consumer Services Agency DEPARTMENT OF GENERAL SERVICES Telecommunications Division 601 Sequoia Pacific Boulevard, Sacramento. California 95811·0231 • (916) 657·9903' www.dgs.ca.gov March 12, 2009 Tracking Number: 10870 Ms. Tracy Gonzales Communications Supervisor Downey Fire Department 12222 Paramount Boulevard Downey, CA 90242 Dear Ms. Gonzales: This letter will serve as notification of an increase to the allotment for the Downey Fire Department. In a letter dated November 6, 2007, our office indicated that you had a funding level not to exceed $175,000 as of January 1, 2008. Results of an updated analysis of your call volume indicate that the Downey Fire Department is currently eligible for an annual accrual rate of $48,000. Based on the 2003 installation date of your existing system, the amount of accrued funds available in 2009 is $288,000. Please note that all maintenance for your existing 9-1-1 customer premise equipment (CPE) system beyond the five-year agreement that is direct billed, or reimbursed by the California 9- 1-1 Emergency Communications Office (9-1-1 Office), will be deducted from your CPE funding allotment amount. In future correspondence and communication related to this request, please refer to the assigned funding request tracking number 10870. In order to provide funding in an equitable manner throughout the State, the 9-1-1 Office has established multiple CPE funding allotment calculations. These calculations are based on the public safety answering point (PSAP) volume of 9-1-1 calls, using the CPE Provisioning Policy provided in Chapter III of the State of California 9-1-1 Operations Manual (9-1-1 Manual), the median prices obtained from the CPE contract for a standard system, and the PSAP's 9-1-1 call taker staffing commitment. The CPE funding allotment for each PSAP is designed to permit the PSAP to accrue funding, on an annual basis, toward their next replacement of a complete 9-1-1 system or certified upgrade. If the final cost for your complete 9-1-1 system CPE replacement is less than your PSAP's CPE funding allotment eligibility amount, this residual amount is referred to as residual funds. These residual funds may be used for the purchase of additional 9-1-1 Office approved equipment and services as detailed in the Service/Equipment Approval List For Residual Funds provided in Chapter III. Planning and subsequent request for use of these residual funds must take place when the PSAP prepares and submits their purchase order (PO) package in accordance with the Funding Process for9-1-1System Replacement or Certified Upgrade as outlined in Chapter III. The State of California has implemented a master purchase agreement (MPA) that provides PSAPs an effective procurement vehicle for system replacement or certified upgrade of their 9-1-1 telephone system CPE and services. The prices listed on the MPA for equipment and services are the maximum allowable, and the price of systems varies from contractor to contractor. PSAPs may be able to obtain price discounts or additional equipment by soliciting price offers from different providers on the MPA contract, thus increasing the buying power of their annual allotment. Use of the MPA is not mandatory; however, the PSAP will need to use their local procurement process should the PSAP choose riot to use the MPA. To obtain a list Ms. Tracy Gonzales -2- March 12.2009 .of the contractors and their price lists, please refer to the 9-1-1 Office website at http://www.td.dgs.ca.gov/services/911. Click on "Master Purchase Agreement" then on "Contractors and Contract Price Lists". To obtain final funding approval, you will need to prepare a purchase order as outlined in the III, funding processes of the 9-1-1 Manual, Chapter Funding. The entire manual can be found on the 9-1-1 Office website at http://www.td.dgs.ca.gov/services/911.clickon the "Publications Tab" then click on "9-1-1 Operations Manual". Our records indicate that the Emergency Number System Plan/Agreement (TD-280) form for the Downey Fire Department is outdated. When your PO package is received by the 9-1-1 Office, a TD- 280 form will be forwarded to you for signature and must be returned within 30 days. This form is an agreement to be signed by the Fire Chief and Finance Officer which acknowledges that by accepting 9-1-1 Office CPE funding the agency commits to answering 9-1-1 calls 24 hours/day, seven days/week for at least an additional five-year period. In the event that your PSAP ceases to operate at that level, the remaining contracted CPE maintenance charges and monthly 9-1-1 network access expense may become the direct responsibility of the Downey Fire Department. If you have any questions or need guidance through this process, please do not hesitate to email meatandrew.mattson@dgs.ca.gov. or contact me at (916) 657-9459. A W MATTSON, 9-1-1 Consultant California 9-1-1 Emergency Communications Office AM:ja cc: Mark Sauter, Chief, Downey Fire Department John Michicoff, Director of Finance, Downey Fire Department 601 Sequoia Pacific Boulevard • Sacramento, California 95814-0231 • (916) 657-9903