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Home My WebLink About2007-09-24-Meeting Agendawww.augustaga.gov PublicSafetyCommitteeMeeting CommitteeRoom -9/24/2007 -2:30PM PUBLICSAFETY 1.Motiontoapprovethepurchaseofaconveyorsystem for jail. (Approved by Public Safety Committee Septembe r 10, 2007) (Referred from September 18 Commission meeting) Attachments 2.Discuss EMA Director's position. (Requested by Commissioner Cheek) (Referred fromSeptember 10PublicSafety) Attachments 3.Motion to approve the installation of fiber optic infrastructure for the Fire Department Administrati ve OfficesandTrainingCenterFacility. Attachments 4.Motiontorequestauthorizationfortransferoffun dsfrom the 9-1-1 Fund Balance and the Wireless Phase Fund BalanceUnreserved. Attachments 5.Approve updated Public Safety Answering Point AgreementwithFt.Gordon. Attachments PublicSafetyCommitteeMeeting 9/24/20072:30PM Approvenewconveyorsystemforthejail Department:Sheriff'sOffice caption2:Motiontoapprovethepurchaseofaconveyorsystem forjail. (ApprovedbyPublicSafetyCommitteeSeptember10, 2007)(ReferredfromSeptember18Commissionmeeti ng) Background:Theconveyorsystemcurrentlybeingusedhasbeeni nplace since1997andisusedtohouseallofourinnmate property thatincludesclothes,shoes,etc.Itisbecomingi ncreasingly difficultandverycostlytokeepitrepairedandc annot supportthecurrentinmatepopulation.Duetothe constant useofinmatesbeingbookedinanddischarged,the conveyor isusedconstantlyandisoverloaded. Analysis:FundsareavailableintheSheriff'sOperatingbudg et. FinancialImpact:None Alternatives:Approvethepurchaseoftheconveyorsystemfor $122,019.20toWhiteConveyors.Whichisthelowest bidder meetingspecifications. Recommendation:Fundsareavailablein278-03-2110. Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : Cover Memo Item # 1 ClerkofCommission Cover Memo Item # 1 PublicSafetyCommitteeMeeting 9/24/20072:30PM DiscussEMADirector'sposition Department:ClerkofCommission caption2:DiscussEMADirector'sposition.(Requestedby CommissionerCheek)(ReferredfromSeptember10Pu blic Safety) Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 2 PublicSafetyCommitteeMeeting 9/24/20072:30PM InstallationofFiberOpticInfrastructure Department:FireDepartment,ChiefHowardWillis caption2:Motiontoapprovetheinstallationoffiberoptic infrastructurefortheFireDepartmentAdministrati veOffices andTrainingCenterFacility. Background:TheAugustaFireDepartmenthaspurchasedproperty on Dean’sBridgeRd.fortheconstructionofthefire department trainingcenterandthefireadministrationoffices .Thereisa needtoprovidefiberopticinfrastructureatthisl ocationto supportourcomputerandcommunicationequipment. Analysis:TheAugustaFireDepartmentcurrentlyleasesoffice space forourfireadministrationatanannualcostof$6 7,500.00. Withtheavailabilityofastructurethatexistson ourtraining centerproperty,weproposetorenovatethisstruct ureto houseourfireadministrationoffices.Oneofthem ain infrastructureneedsforthisstructureandthepro posed trainingfacilityistheinstallationoffiberopti cinfrastructure tosupportthecomputerandcommunicationneedsfor these facilities.Thereisnoexistingfiberopticservic eavailableat thislocation.WehaverequestedthattheInformati on TechnologyDepartmentseekquotesfortheinstallat ionof theneededfiberopticinfrastructure. FinancialImpact:TheInformationTechnologyDepartmenthasreceived a quoteof$352,840.00fortheinstallationofthene ededfiber opticinfrastructure.Theyhaveadvisedusthatthi sisan acceptablecostfortheinstallation.Thiswillpro videthe neededinfrastructuretosupportourcomputerand communicationneedsforourdepartmentatthistime andfor theforeseeablefuture.Itwillalsoresultinasa vingsof $67,500.00annuallyinleasecostforthefireadmi nistration offices.Fundingforthisprojectisallocatedinou rSPLOST PhaseVallocationforrenovationoftrainingcente r Cover Memo Item # 3 Alternatives:Noneatthistime Recommendation:ApproverequesttoallowtheInformationTechnology Departmenttomoveforwardwiththeinstallationof fiber opticinfrastructureforthefiredepartmentadmini strative officesandtrainingcenterfacility. Fundsare Availableinthe Following Accounts: 324-03-4510207324003 REVIEWEDANDAPPROVEDBY : Finance. Administrator. ClerkofCommission Cover Memo Item # 3 ! ∀ # !∃%&∋( )∗ + # , − . ∀! / / )0 )1/ 2223 −4 − 5 2 + &!2 ∋%∋&&6 7%∋89/ 7/7%∋89/ 7%∋89/7/7%∋89/ && 99∋: Item # 3 PublicSafetyCommitteeMeeting 9/24/20072:30PM Transferof9-1-1and9-1-1WirelessReserveFunds Department:Augusta9-1-1CommunicationCenter caption2:Motiontorequestauthorizationfortransferoffun dsfromthe 9-1-1FundBalanceandtheWirelessPhaseFundBala nce Unreserved. Background:During2006theAugustaRichmondCountyCommission approvedfundingtransfersforseveralprojects.O nJune6, 2006,theCommissionauthorizedtransferoffunding to upgradetheFt.GordonPSAPequipmenttobeinline with theCity'sPSAPequipment;thepurchaseofnewcons ole equipmentandcarpetingfortheCenter;andanupg radeto thesecuritycamerasystem.Thisrequesttotaled$445,000. OnNovember21,2006,theCommissionauthorizedtra nsfer offundingtoreplacethecomputerequipmentateac hofthe consoleswhichwasatotalof$45,000.Supporting documentationoftheoriginalagendaitemsisattac hed. InJanuary2007,arequestwassenttoFinancetor olloverthe 2006fundsfortheseitemsforthe2007Budgetyear asthe equipmenthadnotbeenpurchasedandinstalledatt heendof 2006.Eachprojectcontinuedinto2007,andwitht he exceptionofthenewPSAPequipmentforFortGordon ,all equipmenthasbeeninstalledaswellasPurchaseOr ders enteredandpaymentsmade.However,inJuly2007,the FinanceDepartmentinformedusthatthe"rollover"wasnot possibleduetoalackof2006funding.Thisfundi ng shortagewasattributedtoanincreaseintheIndir ectCost Allocation(IDC)forthe9-1-1Center.TheIDCcov ersthe administrativecosts,publicworkscosts,I.T.Cost s,andother non9-1-1departmentalcostsassociatedwiththeoperationo f 9-1-1. Analysis:Thefundingtocoverthesecostscanbetakeninpa rtfrom the9-1-1FundBalanceandtheWirelessFundUnrese rved Account.Itisfeasibletotake$245,000fromeach accountto Cover Memo Item # 4 coverthesecostsforthe2007Budgetyearwithout depleting eitheraccount.Thiswillensurebothaccountsmain tainan appropriatebalanceasthecurrentbalanceis$800,000in eachindividualaccount. FinancialImpact:Transferof$245,000fromeachaccountasstatedab ove. Alternatives:1.Approve2.Disapprove3.Modify Recommendation:Approveasrequest Fundsare Availableinthe Following Accounts: $245,000fromtheE9-1-1FundBalanceAccount$245,000 fromtheWirelessFundUnreservedAccount. REVIEWEDANDAPPROVEDBY : Finance. Administrator. ClerkofCommission Cover Memo Item # 4 Commission Meeting Agenda 6/6/2006 2:00 PM 215 Fund Transfer Department:Augusta 9-1-1 Communication Center Caption:Motion to authorize transfer of funds from "Wireless Phase Fund Balance Unreserved" to the E9-1-1 Operating Budget for 2006. (Approved by Public Safety Committee May 30, 2006) Background:Several projects have been identified as needed improvements to the overall operation of the 9-1-1 Center, however, their inclusion in the operating budget has been placed on hold due to funding issues. Early this year the Provost Marshall from Fort Gordon requested a project for improving their 9-1-1 Operation and in reviewing the needs and possible funding sources certain funds available to 9-1-1 were identified as a source, specifically the “Wireless Phase Fund Balance Unreserved" Account. As a result of this process it was also determined that, the other needed projects for the Augusta 9-1-1 Center could also be funded using these funds. Analysis:The projects that have been in development include increasing the security capability of the Center, replacing ten year old console furniture, upgrading the Ft. Gordon Public Safety Answering Point (PSAP) to the same level as the Augusta 9-1-1 Center by upgrading the existing Positron Equipment to the Positron Powerphone System. Attached is justification for each project and a cost breakdown. Financial Impact:Transfer of $445,000 from the "Wireless Phase Fund Balance Unreserved" Account to the E9-1-1 Operating Budget. Currently this Fund Balance has approximately $900,000 available. Alternatives:Approve a portion of this request. Attachment number 1 Page 1 of 7 Item # 4 Available in the Following Accounts: Wireless Fund Reserve REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Attachment number 1 Page 2 of 7 Item # 4 AUGUSTA 9-1-1 CENTER Phillip K. Wasson Catherine N. White Director Assistant Director Augusta 9-1-1 Communication Center 911 4th Street - Augusta, GA 30901 (706) 821-1242 – Fax (706) 821-1243 WWW.AUGUSTAGA.GOV Date: May 12, 2006 TO: FRED RUSSELL, ADMINISTRATOR FROM: PHILLIP K. WASSON, DIRECTOR 9-1-1 SUBJECT: REQUEST TO AUTHORIZE TRANSFER OF FUNDS FROM "WIRELESS PHASE FUND BALANCE UNRESERVED" The following is the justification for the 2006 Special Projects List for the Augusta 9-1-1 Center: Upgrade of Ft. Gordon E9-1-1 Telephone System: The upgrade of the Positron Telephone equipment is needed to bring their equipment in line with current equipment at the Augusta 9-1-1 Center, as well as to provide compliance with FCC mandated wireless ANI/ALI capabilities. All 9-1-1 Fees paid on telephones that have a Ft. Gordon address are paid to the Augusta 9-1-1 Account and Ft. Gordon receives no monies to support their Communication Center. In 1996, it was agreed between Ft. Gordon and Augusta-Richmond County that the fees would be paid to Augusta-Richmond County and Ft. Gordon would be a secondary PSAP (Public Safety Answering Point) for the City of Augusta. In order to maintain the integrity of the secondary PSAP it is necessary to upgrade their existing equipment. New Console Equipment for Augusta 9-1-1: Current consoles are ten (10) years old and are in use 24 hours per day 7 days per week. The fair wear and tear on this furniture is greater than that of normal business furniture and as such does not fit the normal fair wear and tear criteria of office furniture. The furniture required to withstand the rigors of a communication center must be durable and properly designed for the operation. The current furniture was built with ten (10) year old technology and design and the newer furniture will allow better management of the various computer equipment, monitors, radios and telephones for the proper operation of a 9-1-1 Communication Center. A bid specification has been developed to establish the standards and requirements of this furniture. Additionally, the carpet in the arena portion of the Communication Center is ten years old and is beginning to wear, and due to cleaning efforts it is beginning to mold. This can result in health risks for employees working in this environment. Upgrade Camera Security for Augusta 9-1-1 Center: Currently there is only one security camera in the Center providing observation of the exterior of the building and it is pointed at the front gate. This leaves the rest of the building without proper security observation especially in the area of the electrical generator. This lack of ability to observe activity on the exterior of the building makes the 9-1-1 Center vulnerable to breaches of security that could disable its function. The key to any public safety coverage is the communication link between the citizens and the various responders and a loss of that link would seriously jeopardize the City of Augusta. It should also be noted that the Emergency Management - Emergency Operations Center is located within this building and is a critical link to public safety. Attachment number 1 Page 3 of 7 Item # 4 Item Account 216-7110 Object Code Project Costs Furniture 54.23110 Wire Relocation (Telephone, I.T., Radio, Power)52.23111 Carpet 54.13120 Equipment Cost 54.26110 Annual Maintenance costs 52.32110 Equipment Cost 54.26120 Fund Transfer $445,000.00 Augusta 9-1-1 Cente 2006 Special Project Worksh ($150,000.00) ($100,000.00) ($17,000.00) ($140,000.00) ($20,000.00) ($18,000.00) Replace Old Console Furniture Install Power 9-1-1 System at Ft. Gordon PMO Install Security Camera System Replace carpet in Arena area Attachment number 1 Page 4 of 7 Item # 4 Description Purchase new console furniture through a Written Bid Bell South cost for moving and rewiring Power 9-1-1 Telephone Replace Carpeting in Arena area through Written Bid Replace current 9-1-1 Equipment at Ft. Gordon PMO with 4 Power 9-1-1 Phone positions One time transfer of funding for 2006 maintenance, future years will be incorporated in annual 9-1-1 Budget. Purchase and installation of Security Camera System Transfer funding for projects from Wireless Reserve Account to the 9-1-1 2006 Regular Budget Center ct Worksheet Attachment number 1 Page 5 of 7 Item # 4 Commission Meeting Agenda 11/21/2006 2:00 PM Transfer of funds from 215 to 216 Department:Augusta 9-1-1 Communication Center Caption:Motion to approve transfer of funds from Wireless Fund Reserve to E911 Regular Fund. (Approved by Public Safety Committee November 13, 2006) Background:The Augusta 9-1-1 center requests approval for the transfer of $45,000.00 from the Wireless Fund Reserve to the regular operating E911 Fund. This funding will be used to purchase replacement computers for the console workstations. These console workstation computers access the computer-aided dispatch system, the radio interface system, and other related software applications that provide essential functions for the delivery of 911 services. The current computers have been in operation 24 hours a day, seven days a week since the early part of 2005 and we are currently experiencing computer malfunctions associated with this extreme level of use. Information Technology agrees that the environment these systems are subject to mandates replacement on an alternative schedule to normal office type computers. Analysis:The Augusta 9-1-1 Center has requested pricing through the Information Technology Department for replacement of computers, which were not budgeted in the regular budget. There are sufficient funds in the Wireless Fund Reserve account to allow for this transfer to cover this cost. Financial Impact:Transfer of $45,000.00 from Wireless Fund Reserve Account Alternatives:1. Approve this request 2. Do not approve this request Recommendation:Approve this transfer as requested Funds are Attachment number 1 Page 6 of 7 Item # 4 Recommendation:Approve the transfer as requested. Funds are Available in the Following Accounts: "Wireless Phase Fund Balance Unreserved" REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Attachment number 1 Page 7 of 7 Item # 4 PublicSafetyCommitteeMeeting 9/24/20072:30PM UpdatePSAPAgreementwithFt.Gordon Department:Augusta9-1-1Center caption2:ApproveupdatedPublicSafetyAnsweringPointAgree ment withFt.Gordon. Background:In1996,theAugustaRichmondCountyCommissionand the CommandingGeneralofFortGordon,Georgia,entered into anagreementwhereinasecondaryPublicSafetyAnsw ering PointwasestablishedwiththeProvostMarshal'sOf fice. ThisagreementprovidedthatAugustaRichmondCount y wouldretainsoleauthoritytoimposeandcollectm onthly9- 1-1chargeswithintheboundariesofFt.Gordon.T he agreementfurtherstatestheCountyshallhavefull authority overtheexpenditureofthosefunds.Thecountydi dagreeto payfortheequipmentandmaintenanceoftheequipm entas wellasotherexpendituresincompliancewithO.C.G .A.§46- 5-134. Analysis:Thesechargeshavebeencollectedsince1996based onthis agreementandwithvariouschangesinStateLawreg arding whatfeescanbecollected(WirelessandVoIP)iti s appropriatetorenewthisagreementwiththecurren t CommissionandAdministrationofAugustaRichmond CountyandwiththecurrentCommandStaffofFortG ordon, Georgia. FinancialImpact:Nocostsassociatedwithexecutionofthisagreemen t. Operationalcostsareandhavebeenincludedwithe ach year'sbudgetoftheAugusta9-1-1Center,excludin gthe recentrequestforupgradetotheequipmentatFort Gordon. Alternatives:1.Approve2.Allow1996Agreementtoremainineff ect. Recommendation:Approvetheattachedagreement. Cover Memo Item # 5 Fundsare Availableinthe Following Accounts: N/A REVIEWEDANDAPPROVEDBY : Finance. Administrator. ClerkofCommission Cover Memo Item # 5 AGREEMENT This AGREEMENT, made and entered into this ___ day of _________ 2007, by and between Augusta Richmond County, Georgia, a political subdivision of the State of Georgia acting through the Augusta Richmond County Commission, (hereinafter referred to as the “County”) and DEPARTMENT OF THE ARMY, acting by and through the Installation Commander, (hereinafter referred to as “Fort Gordon, Georgia”) WITNESSETH WHEREAS, Augusta Richmond County, Georgia entered into a contract with AT&T, formerly BellSouth, (hereinafter referred to as “AT&T”) on or about May 15, 1984 to implement the Enhanced 911 Emergency Service System (hereinafter referred to as “E-911”) for Augusta Richmond County, Georgia; and WHEREAS, Augusta Richmond County has operated said E-911 system since 1984 throughout Augusta Richmond County, including Fort Gordon, Georgia; and WHEREAS, under its contract with AT&T, Augusta Richmond County is authorized to establish more than one Public Safety Answering point (PSAP); and WHEREAS, Fort Gordon, Georgia has requested the County to establish a PSAP at Fort Gordon, Georgia, which PSAP will be staffed solely by dispatchers and other personnel from Fort Gordon, Georgia; and WHEREAS, the parties have determined that it is in their mutual best interests to establish a PSAP at Fort Gordon, Georgia and to agree upon the manner in which the operation and costs of said PSAP will be coordinated in the future. Attachment number 1 Page 1 of 5 Item # 5 NOW, THEREFORE, in consideration of the foregoing and the mutual covenants hereinafter set forth, the benefits and detriments flowing to and from each of the parties hereto, it is agreed as follows: (1) The County and Fort Gordon, Georgia shall jointly work with AT&T to establish a PSAP facility to be located at Fort Gordon, Georgia. The selection of the precise location at Fort Gordon, Georgia and the appropriate equipment for the operation of said PSAP will be undertaken and agreed to by both parties with the concurrence of AT&T. (2) The County will amend its present E-911 contract with AT&T if necessary so as to provide for the location of an additional PSAP at Fort Gordon, Georgia. (3) All equipment costs (to include maintenance, repair and replacement parts as well as transportation of the equipment to the new PSAP SITE) and monthly recurring charges and training of Fort Gordon, Georgia personnel incurred as a result of the establishment and operation of the new PSAP location at Fort Gordon, Georgia shall be paid by the County from its Emergency Telephone System Fund under the provisions of O.C.G.A. §46-5- 134. (4) The County shall retain sole authority to impose and collect a monthly 911 charge upon each exchange access facility subscribed to by telephone, wireless, and VoIP (Voice over Internet Protocol) Attachment number 1 Page 2 of 5 Item # 5 subscribers in Augusta Richmond County, including Fort Gordon, Georgia. The County shall further retain the sole authority for expenditures from said fund in accordance with O.C.G.A. §46-5- 134 (e). Without limiting the generality of the foregoing, it is expressly understood and agreed that the County has the sole authority and discretion to reaffirm the necessity of the E-911 charge and to establish the amount of the monthly E-911 charges for telephone, wireless and Voice over Internet Protocol,(hereinafter referred to as VoIP) subscribers in Augusta Richmond County, including those located at Fort Gordon, Georgia. (5) Excluding the E-911 support provided by the County pursuant to paragraph (3) above, Fort Gordon, Georgia, with AT&T’s technical assistance, if necessary, shall provide all personnel, supplies and equipment (e.g. wiring, electricity, paper, printer) for installing and operating the new E-911 equipment. (6) The County and Ft, Gordon shall develop a standard operating procedure for the continued safe operation and coordination of the E-911 System in Augusta Richmond County, including the necessary coordination and communications between the two PSAP locations. (7) The parties expressly agree that in the event that there is some damage to or failure of the primary PSAP located on Taylor Street Attachment number 1 Page 3 of 5 Item # 5 in Augusta Richmond County, The County shall have the right to enter and use the PSAP Communications System located at Fort Gordon, Georgia until the primary PSAP is repaired or otherwise placed back in service. (8) This agreement shall contain the entire agreement between the parties and shall supersede any other agreements, written or verbal, relating to E-911 service. This agreement, which may be amended in the future, shall be for a term concurrent with the contract between Augusta Richmond County and AT&T, as amended. IN WITNESS WHEREOF, the undersigned have caused same to be executed by its duly authorized officials. AUGUSTA-RICHMOND COUNTY COMMISSION-COUNCIL ______________________ By ___________________________ (Unofficial Witness) Mayor Attest ________________________ DEPARTMENT OF THE ARMY ______________________ (Unofficial Witness) By ___________________________ John Holwick Colonel, U.S. Army Garrison Commander Attachment number 1 Page 4 of 5 Item # 5 AT&T agrees to abide by the terms of this agreement to the extent it affects or amends the present contract between AT&T and Augusta Richmond County for the provision of E-911 Service. AT&T By __________________ As Its Attachment number 1 Page 5 of 5 Item # 5