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HomeMy WebLinkAboutMinutes 05-29-2008 , -, 911 BOARD OF GOVERNORS EMERGENCY OPERATION CENTER May 29, 2008 3:00 pm - 5:00 pm Meeting called to order by Jack Southard at 3:05 pm. Board Members Present: Chief Baldwin, Ft. Pierce Police Department; Chief Ron Parrish, St. Lucie County Fire District; Chief John Skinner, pt. St. Lucie Police Dept.; Jack Southard, Public Safety Director Board Members Absent: Sheriff Mascara, St. Lucie County Sheriff's Dept; Doug Anderson, Chairman, St. Lucie County Others Present: Garry Wilson, Chief Deputy, SLC Sheriff's Dept.; Carolyn Dill-Collier, SLC Public Safety; Tiffany Bennett, SLC Public Safety; Sheila Bloomfield, SLC Public Safety; Terri Peterman, SLC Public Safety; Pete Cotter, SLC IT Dept.; Captain Ken Mayr, SLC Fire District, Guest Steve DeVries, Tri-Tech. Minutes: Motion made by Chief Skinner to approve minutes from March 20, 2007. Seconded by Chief Deputy Garry Wilson. Unanimous approval to accept. NEW BUSINESS: Jack S. gave a brief description regarding WAV files. Tiffany B further explained certain calls would be made available using WAV files. A written request to either Tiffany B or Carolyn 0 would still required. Tiffany also stated the form would be made available through a PDF file. She would set up a meeting with each agency to go over how it would work. Chief Baldwin gave an update on the Alarm Ordinance. He stated they were three (3) companies available for proposals and would set something up with the companies to come in and give a presentation to the Board. Jack S. gave an update on the BOA ordinance and the COPS grant. 1 ~ Tiffany B asked the Board for their vote on the 911 Accreditation. Chief Baldwin made motion to support the CALEA accreditation. Chief Skinner seconded the motion. Chief Parrish requested information regarding accreditation for EMS. It was determined to table the official vote until Chief Parrish had a chance to see the information regarding the accreditation for EMS. Chief Baldwin requested to have Tri-Tech come to the next Board of Governors Meeting for a demonstration. It was decided to have Tri-Tech visit each agencies site and then do a presentation all together at the Central Fire Station. Chief Baldwin asked for an update on the replacement of the 800 MHz radios. The School Board would be receiving new radios and everyone else will be reprogrammed. Jack S stated there is no cost to the agencies. Everything was being paid by Nextel/Sprint through the County. Chief Baldwin requested an update on the new Emergency Operations Center. Jack S stated the building should be completed by the end of December. Also, Dolph's mapping will be discussed at the next meeting. Next meeting July 24, 2008 @ 3:00 pm. Meeting adjourned at 3:55 pm. 2 " Public Safety Dispatch and Records System Introduction The purpose of this document is to outline a comprehensive plan that identifies and addresses issues within our current systems, as well as considerations that must be addressed as we approach the acquisition of a new county wide solution. The scope of this document will include items that need to be ironed out prior to pricing negotiation, the implementation process, and day to day operations following implementation. It should be noted that this document is not intended to answer all the questions, but simply to provide a frame-work for the logical steps in a continual process. We have approached this with a view to best suit the needs of each agency that make up the Board of Governors, as well as the EOC that supports these agencies. There are many questions that must be carefully considered by all parties involved prior to the purchase and migration to a new system. We have attempted to address the major issues, as well as provide our recommendations to each issue in order to achieve the maximum benefit to the agencies and the publiC we serve. We invite any additional issues and/or recommendations that you may have. Please remember that this is a living document and will be continuously evolving as we proceed from this point forward. Creation of Technical Oversight Committee . Committee to be created by the Board of Governors o Each Agency will designate a single representative to serve on this committee. o 2 Co-Chairpersons will be tasked with leading the efforts of this committee; leadership will be rotated to other members of the committee in a predefined manner and time. It is recommended that only one of the Chairpersons be replaced at a time to ensure continuity. . Committee Responsibilities to include, but not limited to: o Decision making body to set policy and make technical operational decisions to support the systems and the agencies served by it. o Determination of the quantity of resources and deployment of said necessary to support the system. o Oversight of selection and management of all technical resources that will work on the system from the Implementation Phase forward. · Technical resources that will support all the Agencies that will use the system at the EOC as well as the client locations. o Creation and implementation of a change management process, as well as the day-to-day process and procedures within the realm of technical support of the system. Preparation of a Scope of Work or Request for Proposal Prior to any contract negotiations the following items must be addressed and included within the proposal. · Data Conversion - each agency maintains a complete records system and all critical data (as agreed upon by each participating agency) must be converted. This should include, but is not limited to: CAD dispatch history, Crimes Records and FClC/NCIC transactions for the last two years, from the 3 law enforcement agencies and the various existing vendors. The Fire District will have critical historical records that will need to be considered for conversion as well. Other information that may be stored within the existing systems including, intelligence, offender registrations, Evidence, Crime Analysis, Fire structure, hazardous materials, etc. must also be addressed. · What is the orooosed architecture? Is it centralized, distributed etc...? o What are the hardware needs? o Are there additional network considerations? . Connections/bandwidth between EOC and participating agencies. · Wireless considerations for AVL. o Are there Environmental considerations, power, wiring, cooling etc...? o What contingencies are in place for disasters, either hardware or environmental (Hurricanes)? o Is there a need for redundancy of networks, hardware, software, off- site storage of backups etc..? " AVL- What are the complete or total costs for AVL (Hardware, software, installation and maintenance.)? The software from any vendor will be dependent on GPS information from the vehicles. This GPS hardware and the installation may have to come from an outside vendor, but the costs and how exactly this information is relayed to Dispatch is a consideration affecting cost. For Example, do you want AVL to be relayed through a laptop (the laptop must be powered and operating) or do you want to know where the vehicle is with AVL fed to Dispatch regardless of the vehicles computer? How will this be accomplished? · How and when will the modules that make uo the system be "turned on" or l!O live? Do dispatch, mobile applications, and record management go online one at a time, or is it a lock step process that all go at once? Do all agencies go live at the same time or are they gradually integrated. Each of these questions has a tremendous impact on the complexity of the project and impact the time-line of each agency. · What is a realistic timeline. as well as the amount of effort reauired for the vendorls and the al!encies to move to deolovment? · What are the local resource reauirements for imolementation and transitioninl! to dailv ooerations? f '. " Negotiations · Once all the questions above are answered to our satisfaction, then the negotiations are ready to begin. · It is highly recommended that all negotiations be handled jointly as the system will potentially encompass all the agencies currently serviced by EOC · Very serious consideration must be given to site Iicensinl!. for additions to staffing or expanded usage throughout the agencies. Although growth has slowed in recent months, all forecasts point towards increasing growth to return to the area in the not too distant future. Implementation Each agency will need to commit to forming a local agency Project team and provide these resources with the time necessary to properly plan and implement the system. · Members of this project team should be a diagonal slice of the organization. · Will need to identify current work flows, problem areas that make their current systems difficult to use. · Make Suggestions as to what and how they would like a "new" system to work. This should be taken as an opportunity to "fix" problems and re-engineer business processes. · Be able to interface with others on the team and within their respective agencies to develop needs and wants. The entire process should be scrutinized, from inception of calls at dispatch, through reports being generated by officers and staff, to the creation of analysis and other statistics that are critical to their agencies, · Two members from each operational group will be responsible with the Technical Oversight Committee to form a county wide Project team that will translate the needs of the individual agencies into a comprehensive solution. o While each agency may have some unique specific needs of the system we believe there is a 90% or better common need. o The remaining 10% or less of unique needs should be handled in such a way as to ease operations and support of all agencies. -., The Vendor will need to get with the agency project teams as well as the county wide project team and help with consolidation of those needs and the personalization of the unique needs. They will then be able to compare the needs with the setup and configuration of their software and offer solutions. It will be incumbent on the vendor to commit resources as part of a continual process. .. / Following the needs analysis, the vendor will work to ensure that they have understood the needs and how the system needs to be set up. They will then configure the software to meet the needs as communicated by the various project teams. Data migration work will begin by the vendor. The vendor will provide training both from an end-user as well as administrative and technical prospective to the project teams. The software will be tested by the various project teams and agencies to determine if further changes are needed. This entire process will continue until acceptance is achieved. Once the software is satisfactorily tested and accepted, the next steps toward implementation can take place. This prototyping / user acceptance /training may be repeated several times prior to implementation of the components or with regards to the agencies depending on how the migration to using the system is implemented. Post ÏJnplementation After all implementation has taken place, the vendor must ensure that they will continue to address issues/modifications that may arise. How they propose to accomplish this should be included in their proposal. This phase will commence following the implementations to all the participating agencies and will govern the day to day operations and maintenance of the systems. If due diligence has been given to the previous steps, only minor adjustments should be expected at this point. The Project Teams of the Agencies will reduce the frequency of meetings. They will reconvene and resume their responsibilities as upgrades and/or major changes that will require a thorough testing/user acceptance of the system. It must be understood by all parties involved that it is our intention to utilize this system in the best possible manner for as long as we can. Having said that, once the system is fully operational it must still be monitored and maintained. It is critical for each agency involved to be fully committed to this project by allocating sufficient resources, time, etc. to the Project Teams and the Technical Oversight Committee throughout the process. If not, then quite simply this project cannot succeed. We would be happy to sit down and discuss this with you. Please keep in mind that it is necessary for each agency to work together in a timely fashion to complete this extremely large and complicated project.