Title
a. Authorize the Auditor-Controller to increase revenue (001-1520-8065-EME001-5870) and appropriations (001-1520-8065-EME001-7531) in the Department of Emergency Communications Fiscal Year 2014/15 adopted budget by $403,960.40 for the purchase of dispatch console furniture using State Emergency Telephone Number Account (SETNA) funds. (4/5ths vote required)
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Auditor-Controller to increase revenue (001-1520-8065-EME001-5870) and appropriations (001-1520-8065-EME001-7531) in the Department of Emergency Communications Fiscal Year 2014/15 adopted budget by $403,960.40 for the purchase of dispatch console furniture using State Emergency Telephone Number Account (SETNA) funds.
SUMMARY/ DISCUSSION:
The California Office of Emergency Services - California 9-1-1 Emergency Communications Branch (CA9-1-1) collects a 9-1-1 surcharge on all telephone bills. These funds are made available through SETNA for the purpose of maintaining the 9-1-1 system delivery infrastructure and Customer Premise Equipment (CPE) located at over 470 Public Safety Answering Points (PSAPs) throughout the state, and for other 9-1-1 activities. As of January 1, 2014 the County's accrual from the State totaled $1,210,000 with an annual accrual of $121,000 (Attachment 1).
Ergoflex Systems, Inc. dba Xybix Systems, Inc. (Xybix) was selected to engineer, furnish, and install new CPE for the Emergency Communications Department (ECD). The Department leveraged the California-approved Multiple Service Award Schedule (CMAS) as a procurement vehicle for the CPE. Significant administrative time was saved by using this existing agreement between the State and Xybix. The County has issued two reimbursable purchase orders for the dispatch consoles under the CMAS contract and the system has been fully paid for.
The last time that the ECD's dispatch furniture was replaced was in 2004 during the construction of the consolidated dispatch center in Salinas. Since that time additional equipment has been added increasing the load on the consoles. In the 24/7 use environment, the old furniture had degraded and many consoles were out of service with others not functioning as designed. These issues have led to increased workers compensation claims resulting in direct costs for payment claims and indirect overtime costs for backfilling when dispatchers cannot work.
OTHER AGENCY INVOLVEMENT:
The Information Technology Department's Telecomm and Radio Shop divisions worked closely with the vendor during the installation process to ensure a seamless transition with no loss of the critical public safety services the ECD provides. The Contracts/Purchasing Officer has approved the use of the CMAS; therefore, separate approval for contractual activity is not required.
FINANCING:
The cost of the Xybix equipment is $429,117.48. The system has been fully paid for and reimbursement has been received from CA9-1-1 in the amount of $403,960.40 (Attachment 2) Unfixed furniture pieces, including replacement of the dispatch center's carpet and rolling cabinets, are not reimbursable and cause the reimbursement gap of $25,157.08. The non-reimbursable portion of $25,157.08 will be paid from the ECD's adopted FY2014/15 budget using a portion of the $30,000 budgeted for replacement of the dispatch center's carpet. Budgeted costs will be shared with agencies that participate in the 9-1-1 Service Agreement. Under the 9-1-1 Services Agreement, costs are shared based on workload, population, and property value; the County's share from the General Fund (001) is approximately 30%. All costs of the console furniture and any revenues from the State will be shared with agencies that participated in the 9-1-1 Service Agreement.
The project to replace the furniture was initiated in 2013 and was not included in the FY2014/15 ECD requested budget because the department did not have a committed source of funding and the timing of the project initiation was unknown. The ECD requests that the Board authorize the Auditor-Controller to increase revenue and appropriations in the ECD FY2014-15 adopted budget (Fund 001 Appropriation Unit EME001) by $403,960.40. This request will not impact the FY2014/15 Adopted Budget's general fund contribution to the ECD.
Upon receipt of this reimbursement the ECD will have a SETNA fund balance of $75,496.90. Unless expended and requested for reimbursement by June 30, 2016 these funds will be forfeited. Sufficient revenue and appropriations have been included in the FY2015/16 requested budget to accommodate this reimbursement.
Prepared by: Approved by:
__________________ _______________________
John Vaught William E. Harry, ENP
Admin Manager - Emergency Communications Director of Emergency Communications
769-8887 Date: _____________ 769-8880 Date: ____________
Attachments:
Attachment #1: CPE Funding Allotment Notice
Attachment #2: Reimbursement Approval
Attachment #3: Board Report