Title
a. Approve & Authorize the Contracts / Purchasing Officer to sign a Memorandum of Understanding between COUNTY OF MONTEREY and CITY AND COUNTY OF SAN FRANCISCO and associated Grant Assurances Document to receive funds in the amount of $750,000 for the replacement of the Emergency Communications Department's Computer Aided Dispatch System; and
b. Approve & Authorize the Contracts / Purchasing Officer to sign up to three (3) future amendments to the Memorandum of Understanding where the amendments do not exceed ten percent (10%) of the original contract amount and do not significantly change the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve & Authorize the Contracts / Purchasing Officer to sign a Memorandum of Understanding between COUNTY OF MONTEREY and CITY AND COUNTY OF SAN FRANCISCO and associated Grant Assurances Document to receive funds in the amount of $750,000 for the replacement of the Emergency Communications Department's Computer Aided Dispatch System; and
b. Approve & Authorize the Contracts / Purchasing Officer to sign up to three (3) future amendments to the Memorandum of Understanding where the amendments do not exceed ten percent (10%) of the original contract amount and do not significantly change the scope of work.
SUMMARY/DISCUSSION:
The Department of Emergency Communications was awarded a grant from the Federal Emergency Management Agency (FEMA), Urban Areas Security Initiative (UASI) in the amount of $750,000 for the FY2012/13 grant cycle. The funding will be used to purchase a new Computer Aided Dispatch (CAD) system. The CAD system is the backbone of the Emergency Communications center as it is solely responsible for determining the location, jurisdiction, and desired response of law enforcement, fire protection, and emergency medical responders. The CAD system replacement may also include a Records Management System (RMS), Mobile Data Communications System (MDCS), and the capability to link to link to CAD systems in other 911 centers. The MDCS (laptops in police and fire vehicles) provides a critical link to all agencies served by the Department and provides data to the agencies through several data transfers using RMS which is important for agency response, staffing, and providing reports.
Tiburon, Inc. is the provider of the current CAD 911 dispatch system. This current CAD system is over 13 years old and has been in place since 2000 following the County's execution of an Agreement in 1997 to replace the previous system. The current vendor has announced that the end of life for this system is March 31, 2017. At that time, the vendor will provide basic maintenance only and no support for upgrades or enhancements.
It is the intent of the Department of Emergency Communications to submit a full grant application to the FEMA UASI in the FY2013-14 grant cycle requesting additional project funding.
OTHER AGENCY INVOLVEMENT:
The MOU and Grant Assurances document have been approved by County Counsel as to legal form, Risk Management as to indemnification and insurance provisions, and by the Auditor-Controller as to fiscal terms.
County Counsel, Risk Management and the Auditor-Controller will be provided the opportunity to review any grant agreements and amendments before the Department signs and submits the agreement or amendment to the funding agency.
FINANCING:
Planned expenditures impacting the FY2013-14 budget are not expected to exceed $100,000 and sufficient funds are included in the Emergency Communications Department Budget for FY2013-14. FEMA UASI will reimburse the Department of Emergency Communications up to $750,000 for the Project based on actual expenses.
Costs for future budget years will be requested in the appropriate fiscal year budget for the appropriate department. The department will be seeking additional project funding through FEMA, UASI in the FY2013-14 grant cycle. The amount of this potential funding is unknown. If awarded additional grant funding, the Department will return to the Board for Approval and Authorization to enter into an additional MOU.
If additional grant funds are not awarded or if grant funds are exhausted, it is anticipated that additional project costs will be shared by all agencies participating in the consolidated dispatch center based on the 911 Dispatch Services Agreement executed between the County and partner agencies. An RFP will be released for a consulting service that will assist in determining total project costs. While total project costs are unknown at this time, the County's share is typically 30%.
Prepared by:
_______________________________ Date:_____________________
John Vaught - Administrative Services Assistant - Emergency Communications x8887
Approved by:
____________________________ Date: _________________________
William E. Harry - Director - Emergency Communications x8880
Attachments: Agreement Between City and County of San Francisco and County of Monterey