Loading...
HomeMy WebLinkAbout2007-02-12-Meeting Agendawww.augustaga.gov Public Safety Committee Meeting Committee Room- 2/12/2007- 3:30 PM PUBLIC SAFETY 1. Status report regarding the bid process and contract negotiation status of Augusta’s Commission Chamber Audio, Voting and Presentation System. Attachments 2. Motion to approve replacement of the current obsolete fire alerting system. Attachments 3. Approve the interdepartmental transfer of operating funds within the Information Technology Department. Attachments Public Safety Committee Meeting 2/12/2007 3:30 PM Commission Chamber Audio, Voting and Presentation System Update Department:Information Technology Caption:Status report regarding the bid process and contract negotiation status of Augusta’s Commission Chamber Audio, Voting and Presentation System. Background:Information Technology installed an in-house voting system to assist the Clerk of Commission with the process of counting votes. The system was installed in 1998 and is currently nine (9) years old. No repair, troubleshooting or configuration support exists for this system. The existing audio system was installed in 1993 and is fourteen (14) years old. The unreliability and age of this system has necessitated a complete replacement. A presentation system does not currently exist. Often Augusta’s Commission has a need to receive information from the public, businesses, staff or other Commissioners. Without a system to view and manipulate this information, it is difficult to follow presentations and review information presented for accuracy. Information Technology was instructed, by Commission, to locate and install a new Audio, Voting and Presentation system for Augusta’s Commission Chamber. This need was identified due to the unreliability and age of our existing audio and voting systems along with the complete absence of a presentation system. Analysis:At the request of Augusta’s Commission, Information Technology published a Request for Proposals (RFP) to locate the most cost effective solution for an Audio, Voting and Presentation System. After receiving responses from two (2) companies, a committee was formed to complete this selection. The committee selected Corporate Presentation Systems (CPS) as the vendor or choice. Following this selection contract negotiations were initiated. Information Technology and CPS were in contract negotiations for eight (8) months. During this time, CPS became unresponsive and unwilling to clarify their position regarding important contract issues. After further investigation, Information Technology learned the CPS had been acquired by another company and had relocated to Virginia. In December of 2007, CPS informed Information Technology that they did not have a desire to install the previously specified systems or to continue contract negotiations. Information Technology has modified the original RFP to include some requested changes and is currently in the process of soliciting bids on a system to address all issues outlined in the background of this agenda item. Once bids are received, our original committee will be reconvened and a replacement vendor selected. Once selected a new agenda item will be submitted for your approval. If approval is received, contract negotiations will commence. Following contract negotiations, Information Technology will work with the selected vendor to install the systems as designed and complete this process. Financial Impact: Alternatives: Recommendation:Receive as information. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Public Safety Committee Meeting 2/12/2007 3:30 PM Fire Station Alerting System Department:Augusta Fire Department, Howard Willis, Chief Caption:Motion to approve replacement of the current obsolete fire alerting system. Background:The Augusta Fire Department currently uses a Motorola Fire Alerting System. This system alerts the different fire stations throughout the County when they have a call in their area. The 911 center initiates the call to the different fire stations which in turn sends an alert tone. Once the tone is received, a speaker is activated and the station hears the call. In the event the call is at night, the lights are turned on in the sleeping quarters and in the engine bay. Analysis:The current Motorola Fire Alerting System is approximately fifteen (15) years old. Due to the age of this system, Motorola can no longer provide support or maintenance. Repair parts are not available and this system has been deemed obsolete by Motorola. In order for the 911 center to effectively alert the different fire stations a new system needs to be purchased. Motorola has an updated version of the Fire Alerting System which will be similar to the one that is currently in place. Richmond County currently utilizes Motorola for its communication system and equipment. By using Motorola in this configuration we would stay compliant with the current communication system, service provider. Due to the fact that we are using Motorola for our entire communication system, we need to remain with the same vendor in order to maintain system integrity and interoperability. The equipment is on state contract, and will be installed and maintained by Motorola factory approved personnel. Financial Impact:The cost of this project is $425,000.00. Funds are available in the Fire Department approved 2007 capital budget. Alternatives:N/A Recommendation:Approve the agenda item. Funds are Available in the Following Accounts: 274034110 5426110 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Public Safety Committee Meeting 2/12/2007 3:30 PM IT Interdepartmental Transfer for Temp Department:Information Technology Caption:Approve the interdepartmental transfer of operating funds within the Information Technology Department. Background:Currently the Information Technology Department has an employee that has been called to serve active duty in the military. This employee holds the Help Desk I position. By law, we are obligated to have a position for this employee upon their return and this employee's salary has to continue to be budgeted in the Information Technology budget. The funding for this position can be transferred within the budget to allow for a temporary employee to serve in this capacity until the employee returns. Analysis:Currently the Help Desk receives an average of over 7,000 calls per year and there is only 1 other Help Desk position to handle these calls. Approving this agenda item will allow for the Information Technology Department to continue to have two technicians available to assist our users in a more timely manner. Financial Impact:There is no financial impact. The funds currently allocated in the Personnel line item of the budget for this employee will be transferred to the Temporary line item to cover the cost. Alternatives:Do not approve. Recommendation:Approve the interdepartmental transfer of operating funds within the Information Technology Department. Funds are Available in the Following 101015410-5111110 Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission