Title
Support the recommendation to authorize the Auditor-Controller to increase revenue and appropriations in the Department of Emergency Communications Fiscal Year 2014/15 adopted budget (Fund 001 Appropriation Unit EME001) by $476,502.82 for the purchase of E9-1-1 Customer Premise Equipment using State Emergency Telephone Number Account (SETNA) funds.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors' Budget Committee:
a. Support the recommendation to authorize the Auditor-Controller to increase revenue and appropriations in the Department of Emergency Communications Fiscal Year 2014/15 adopted budget (Fund 001 Appropriation Unit EME001) by $476,502.82 for the purchase of E9-1-1 Customer Premise Equipment 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. Approximately every 5 years, a 911 center is authorized to replace their CPE using SETNA funds, as provided by CA9-1-1 policy. 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).
Airbus DS Communications, formerly Cassidian Communications, 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 Airbus DS Communications. The County has issued several purchase orders for the telephone system under the CMAS contract and the system has been fully paid for.
The last time that the Monterey County CPE was replaced was in 2004 during the construction of the consolidated dispatch center in Salinas. The current project to replace the telephone system was initiated in 2011 and $293,263.08 was expended in FY2011/12. Due to technical issues and system upgrades, the project was delayed and final system acceptance was completed on September 12, 2014. The telephone system and upgraded software platform have been fully paid for with an additional $610,687.26 paid in FY2014/15. The CA9-1-1 has approved the ECD's claim for a reimbursement of $476,502.82. The reimbursement of funds has been received by the ECD (Attachment 2). Training positions and mobile terminals are not reimbursable, nor are expenditures from prior fiscal years. The reimbursement gap of $134,184.44 is for these non-reimbursable items.
OTHER AGENCY INVOLVEMENT:
ITD participated in the vendor selection process, provides technical expertise on the telephone system replacement project, and will provide maintenance and support of the new system. The Contracts/Purchasing Officer has approved the use of the CMAS; therefore, separate approval for contractual activity is not required.
FINANCING:
Of the $610,687.26 expended in FY2014/15, $476,502.82 has been reimbursed by CA9-1-1. The non-reimbursable portion of $134,184.44 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 phone system and any revenues from the State will be shared with agencies that participated in the 9-1-1 Service Agreement.
Due to an unknown implementation schedule, CA9-1-1 reimbursement amounts, software release dates, and payment dates, the ECD was unable to include this project in the Fiscal Year 2014/15 requested budget. The ECD requests that the Board authorize the Auditor-Controller to increase revenue and appropriations in the ECD FY2014-15 Budget (Fund 001 Appropriation Unit EME001) by $476,502.82. The non-reimbursable amount of $134,184.44 will be paid from the ECD's adopted budget using salary savings from unfilled positions. This request will not impact the adopted general fund contribution for the ECD. The ECD will return to the Board of Supervisors for future projects requiring any additional increases to revenue and appropriations with amounts authorized by the State to use the remainder of the accrued CPE total.
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: Proof of Payment & Reimbursement Claim