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Home My WebLink About2011-03-07-Meeting Agendawww.augustaga.gov Public Safety Committee Meeting Commission Chamber- 3/7/2011- 12:45 PM PUBLIC SAFETY 1. Allocate grant funding ($194,000.00) for the Richmond County Sheriff's Office to implement Department Of Homeland Security (DHS), Buffer Zone Protection Program (BZPP). Attachments 2. Allocate funding for the Richmond County Sheriff's Office (RCSO) in the amount of $42,145.00 to implement the Department of Homeland Security (DHS) State Homeland Security Grant Program. Attachments 3. Approve the installation of fiber optic cabling to provide network and telecommunications services to the new Marshal's substation at 3050 Deans Bridge Road. Attachments 4. Approve amendment to existing contract with Twenty-First Century Communications, Inc. (TFCCI) for Emergency Management. Attachments 5. Motion to approve Mutual Aid Memorandum of Understanding between the Department of the Army and the Augusta, GA Fire Department for fire protection services. Attachments Public Safety Committee Meeting 3/7/2011 12:45 PM Allocate funding ($194,000.00) for RCSO to implement Buffer Zone Protection Program Department:Richmond County Sheriff's Office Caption:Allocate grant funding ($194,000.00) for the Richmond County Sheriff's Office to implement Department Of Homeland Security (DHS), Buffer Zone Protection Program (BZPP). Background:In March of 2010 the Richmond County Sheriff's Office was awarded a grant in the amount of $194,000.00, from the Department of Homeland Security (DHS) to implement a Buffer Zone Protection Plan (BZPP) at DSM Chemicals North America Inc. located on Columbia Nitrogen Rd. in Augusta/Richmond County Georgia. The grant is administered through the Georgia Emergency Management Agency. RCSO will use the funding to build and enhance the capabilities to prevent, protect against, respond to, and recover from terrorist attacks, major disasters and other emergencies located at DSM Chemicals. Analysis:This grant allows RCSO to purchase specialized equipment to implement the BZPP plan at DSM Chemicals. Financial Impact:This is a 100% reimbursable grant. Upon purchasing equipment RCSO will submit request for reimbursement to GEMA. Alternatives:None Recommendation:Allocate funding for RCSO in the amount of $194,000.00 to implement the Buffer Zone Protection Program at DSM Chemical North America Inc.. Funds are Available in the Following Accounts: NA 100% reimbursed from grant REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1 Public Safety Committee Meeting 3/7/2011 12:45 PM Allocate funding ($42,145.00) for RCSO to implemnet DHS State Homeland Security Grant Program Department:Richmond County Sheriff's Office Caption:Allocate funding for the Richmond County Sheriff's Office (RCSO) in the amount of $42,145.00 to implement the Department of Homeland Security (DHS) State Homeland Security Grant Program. Background:In December of 2009 the Richmond County Sheriff's Office (RCSO was awarded a grant through Department Of Homeland Security (DHS). in the amount of $42,145.00. This grant is administered by the Georgia Emergency Management Agency. This funding will allow RCSO to purchase specialized equipment for the Explosive Ordnance Disposal (EOD) Unit of RCSO to respond to bomb emergencies. Analysis:RCSO will purchase specialized equipment for the EOD Unit. Financial Impact:This is a 100% reimbursable grant, when expenditures are made, RCSO will submit request for reimbusements to GEMA for payment. Alternatives:none Recommendation:Allocate funding in the amount of $42,145.00 to allow RCSO to implement the DHS State Homeland Security Grant Program. Funds are Available in the Following Accounts: NA 100% reimburseable from grant REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Public Safety Committee Meeting 3/7/2011 12:45 PM Approve Fiber Cabling for Marshal's Substation Department:Information Technology Caption:Approve the installation of fiber optic cabling to provide network and telecommunications services to the new Marshal's substation at 3050 Deans Bridge Road. Background:The Marshal's substation is under construction and the new building will require high-speed connectivity to the City of Augusta network. This connectivity is needed to support telecommunications services and desktop computers. Fiber optic communications is the most cost-effective and secure means to achieve this level of service. Analysis:Under section 1-10-46 of the Procurement Code, Authority to Contract for Special Services. IT submitted a form letter, mailing list, and bid specifications to the Procurement department to send out a bit item. Bid item #11-088 was mailed to the vendors on the mailing list. The low bid was from Southeast Utilities of Georgia, Inc. Financial Impact:The total estimated cost to provide fiber optic cabling to 3050 Deans Bridge Road is $33,095.00. Alternatives:There are no viable alternatives to provide the required speed, security and redundancy. Recommendation:Approve the installation of this fiber project in order to ensure that high speed connectivity is available to the Marshal's substation. Funds are Available in the Following Accounts: GL 323-06-1110 JL 299050100 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Attachment number 1Page 1 of 1 Public Safety Committee Meeting 3/7/2011 12:45 PM Contract Amendment for TFCCi Emergency Notification System Department:Emergency Management Agency Caption:Approve amendment to existing contract with Twenty-First Century Communications, Inc. (TFCCI) for Emergency Management. Background:The Universal Communications System (also known locally as the EMA Notification System) provides EMA with the ability to create standardized and custom calling groups to provide notification of emergency events. The system has been used for various callouts by multiple departments since it was implemented. Augusta has been a customer with TFCCI since 2007, and the EMA is satisfied with the level of services that TFCCI has provided. Analysis:TFCCI has changed its business model and has recommended that Augusta change to a category that will result in an annual maintenance fee of $9,000 instead of our existing cost of over $13,000. The change also includes a one- time fee of $1,000 for the creation of a public sign-up page that will enable citizens to go to the web site and enter their contact information if they wish to receive emergency notifications. This change is small, but it is being forwarded for Commission approval since the change is occuring to a contract that was originally approved by the Commission and signed by the Mayor in 2007. Financial Impact:The new agreement saves $3,000 in Operating Budget funds in FY 2011 and $4,000 per year thereafter. Alternatives:N/A Recommendation:Approve amendment to existing contract with Twenty-First Century Communications, Inc. (TFCCI) Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Cover Memo Administrator. Clerk of Commission Cover Memo Attachment number 1Page 1 of 1 Attachment number 1Page 1 of 1 Attachment number 1Page 1 of 1 Attachment number 1Page 1 of 1 Attachment number 1Page 1 of 1 Attachment number 1Page 1 of 1 Attachment number 1Page 1 of 1 AMENDMENT NUMBER ONE TO UNIVERSAL COMMUNICATIONS SYSTEM AGREEMENT This Amendment made this day of February 1, 2011 by and between Augusta, Georgia (hereinafter referred to as “Client”) and Twenty First Century Communications, Inc. (hereinafter referred to as “Provider”). WHEREAS, Client and Provider entered into that certain Universal Communication System Agreement dated October 31, 2007 (the “Agreement”): WHEREAS, the parties desire to extend the term of the Agreement and replace in its entirety the Universal Communications System Purchase Order Form attached to the Agreement; and WHEREAS, the parties wish to amend certain terms of the Agreement in furtherance of the foregoing: THEREFORE, the parties agree as follows: 1. The term for the Agreement shall be extended from February 1, 2011 through January 31, 2014. 2. To delete the “UNIVERSAL COMMUNICATIONS SYSTEM PURCHASE ORDER FORM” in its entirety and replace with the attached “ALERT SYSTEM PURCHASE ORDER FORM”. This Amendment together with the Agreement constitutes the final, complete, and exclusive statement of agreement between the parties pertaining to the subject matter contained therein, and supersedes all prior and contemporaneous understandings, conversations, or agreements between the parties. This Amendment may be supplemented, amended, or modified only by the mutual agreement of the parties. No supplement, amendment, or modification of this Amendment shall be binding unless it is in writing and signed by both parties. ACCEPTED BY: AUGUSTA GEORGIA _____________________________ Date: __________________ Deke Copenhaver, Mayor ATTEST: ___________________________ Date: _________________ TWENTY FIRST CENTURY COMMUNICATIONS, INC. ____________________________ Date: __________________ Attachment number 2Page 1 of 1 Twenty First Century Crisis Communications, LLC. 1 TFCCC ALERT SYSTEM PURCHASE ORDER FORM Twenty First Century Crisis Communications, LLC ("Provider") 750 Communications Parkway Columbus, OH USA 43214 Augusta, GA ("Client") 530 Greene Street Augusta, GA 30901 SERVICES: 1. A fully hosted emergency notification system. 2. Fixed annual fee which includes $9,000 of system usage applicable to any messaging channel. 3. Messaging via: voice (Inbound/outbound), SMS text, email and true TTY/TTD. 4. GIS mapping annually. 5. 24/7/365 Tech and Help Desk Support and dedicated account management. 6. Training via web cast. 7. Telephone Number Geo-coding provided monthly. 8. System usage in excess of Annual prepaid level will be billed at the contracted rate below. COST. The cost for TFCC's Alert System is $9,000 annually. A one-time fee of $1,000 will be charged for a Public Sign Up Page. Annual fee is comprised of $9,000 of system usage applicable to outbound/inbound phone usage, paging, text messaging and facsimile notification, which shall be deducted at the following rates: Both inbound and outbound minutes shall be deducted at the rate of $0.25 per minute. Paging and/or SMS texting shall be deducted at the rate of $.05 per attempt. E-mails transmitted using the Alert System are free. Facsimiles shall be deducted at the rate of $0.25 per page. ADDITIONAL COSTS: Additional on-site training in excess of initial training shall be billed at the rate of $100 per hour. Custom programming charges are $180 per hour. Out-of-pocket travel expenses, after the initial training, related to the installation and maintenance of the TFCC's Alert System program are billed as incurred and invoiced at actual cost. The Annual Fee shall be billed on the Effective Date set forth under Section 1 of this Agreement and shall be billed on that date each year thereafter for the term of this Agreement. Unused system usage may not be aggregated or carried over to subsequent years. USAGE AND NOTIFICATION CHARGES: Usage and notification charges in excess of the initial system usage purchased shall be billed at the following rates: The basic usage charge for inbound and outbound call will be $0.25 per minute, including carrier long distance charges. Per call minute pricing is billed on a second-by-second basis with a 30-second minimum. Unless specified otherwise, all LEC or carrier advanced network features will be passed through at cost, if applicable. Paging and/or SMS texting shall be billed at the rate of $.05 per attempt. E-mails transmitted using the Alert System are free. Facsimiles shall be billed at the rate of $0.25 per page. Attachment number 3Page 1 of 2 Twenty First Century Crisis Communications, LLC. 2 Payments later than 30 days, will be assessed a penalty of 1.5% per month. Client must notify Provider of any disputed charges within nine (9) months from the date of invoice, otherwise Client will be deemed to agree to such charges, will be precluded from disputing such charges, and Provider will not be subject to making any adjustments to such charges or invoices. POINT OF CONTACT: The following shall be designated as the Point of Contact (POC) for the respective companies: For Twenty First Century Crisis Communications, LLC (614) 442-1215 For Augusta, GA Attachment number 3Page 2 of 2 Public Safety Committee Meeting 3/7/2011 12:45 PM Motion to Mutual Aid Agreement with the Department of the Army for fire protection services Department:Law Caption:Motion to approve Mutual Aid Memorandum of Understanding between the Department of the Army and the Augusta, GA Fire Department for fire protection services. Background:This is an annual agreement entered into with the Department of the Army that states that the parties will work in cooperation with one another for fire protection services. This agreement is consistent with the mutual aid agreements currently in existence with other fire departments. Analysis: Financial Impact: Alternatives:Deny Recommendation:Approve Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Attachment number 1Page 1 of 4 Attachment number 1Page 2 of 4 Attachment number 1Page 3 of 4 Attachment number 1Page 4 of 4