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Home My WebLink About2017-10-10 Meeting Agendawww.augustaga.gov Public Safety Committee Meeting Commission Chamber- 10/10/2017- 1:20 PM PUBLIC SAFETY 1.Approve request for 911 system upgrade. Attachments 2.Initial discussion of 401 Walton Way. Request Public Safety Committee to tour the Juvenile Court in Chatham County. Attachments 3.Motion to approve the minutes of the Public Safety Committee held on September 26, 2017. Attachments 4.Motion to approve the transfer of $58,340 from 101022110- 5224111 (Building Rental) to 101022110-5111110 (Perf. Full- Time S&W-Reg) and other necessary Object Codes for the creation of a new Law Clerk position. Attachments Public Safety Committee Meeting 10/10/2017 1:20 PM 911 System Upgrade Department:911 Presenter:Daniel R. Dunlap Caption:Approve request for 911 system upgrade. Background:The current 911 software platform was installed in 2013. Many features and functionalities within the 911 software have been enhanced by the vendor since the 2013 installation. The new upgraded platform includes, but is not limited to, an updated user interface, updated integrated call playback functionality, customer record error reporting and automatic abandoned callback capability. Analysis:We currently are under a software support and maintenance contract with AT&T for 911 services until the renewal in mid-year 2018. The software support contract coverage includes the licenses for the 911 call handling software and records management system. The majority of the costs for the upgrade are installation and training fees. Additional costs within the upgrade involve a gateway and associated equipment. Financial Impact:The cost for the upgrade is $56,090.00. This purchase meets the allowable expenditure qualifications in O.C.G.A 46-5-134. Without a software support contract in place with the current vendor, this upgrade would cost over $200,000, thus the request for sole source is budget conscious for the best use of available funding. Alternatives:N/A Recommendation:Approve the software upgrade. Funds are Available in the Following Accounts: Funds are available in FY17 budget. Fund 215037210/5223112.Cover Memo Item # 1 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1 The terms and conditions available at west.com/legal-privacy/terms/call-handling will apply to this Quote, unless the parties have entered into a separate mutually executed agreement, or Customer is purchasing under a cooperative purchasing agreement. The terms of this Quote will govern any conflict with the above-mentioned terms, and Customer’s issuance of a purchase order for any or all of the items described in this Quote will constitute acknowledgement and acceptance of such terms. No additional terms in Customer’s purchase order will apply. This document contains confidential and proprietary information owned by West Safety Solutions Corp. or its affiliates, and such information may not be used or disclosed by any person without prior written consent. Software Upgrade for Augusta 911, GA (AT&T Southeast) Quote Number: 21034 Version: 2 Attachment number 1 \nPage 1 of 9 Item # 1 Page 2 of 9 August 31, 2017 The information contained in this document is proprietary to West Safety Solutions Corp and is offered solely for the purpose of evaluation. Copyright 2017 West Safety Solutions Corp CONFIDENTIAL 21034 v2- Augusta 911, GA Summary - City of Augusta Item Cost VIPER $13,427.00 Power 911 $0.00 Power MIS $0.00 ePrinter $0.00 MapFlex $3,068.00 Professional Services $39,595.00 Total: $56,090.00 Attachment number 1 \nPage 2 of 9 Item # 1 Page 3 of 9 August 31, 2017 The information contained in this document is proprietary to West Safety Solutions Corp and is offered solely for the purpose of evaluation. Copyright 2017 West Safety Solutions Corp CONFIDENTIAL 21034 v2- Augusta 911, GA Configuration Parameters - City of Augusta Answering Positions Total Number of Positions 20 Model# Description Qty Selling Price Total VIPER 912871/BB Mediant 1000B Prebuilt Building Block 1 $2,554.00 $2,554.00 912890/BB Media Kit Prebuilt Building Block 1 $0.00 $0.00 912870/1T1 Mediant 1000 Spare Part Digital Voice Module Single Span 1 $3,123.00 $3,123.00 912870/LIC Mediant 1000 Access License (per Chassis) 1 $6,750.00 $6,750.00 912811/U Application Server Position Access License Upgrade 22 $0.00 $0.00 912812/U PBX Access License Upgrade 20 $0.00 $0.00 Subtotal $13,427.00 Power 911 913100/BAK/U Power 911 Backup License Upgrade 4 $0.00 $0.00 913100/U Power 911 Client Access License Upgrade 16 $0.00 $0.00 913202/U Power 911 Server Access License Upgrade 20 $0.00 $0.00 Subtotal $0.00 Power MIS 920100/CD Power MIS 1 $0.00 $0.00 920100/U Power MIS Software, Server Software License (SSL) Upgrade 1 $0.00 $0.00 920101/U Power MIS Concurrent Client Access License (CCAL) Upgrade 1 $0.00 $0.00 920102/U Power MIS Data Access License Upgrade 20 $0.00 $0.00 Subtotal $0.00 Attachment number 1 \nPage 3 of 9 Item # 1 Page 4 of 9 August 31, 2017 The information contained in this document is proprietary to West Safety Solutions Corp and is offered solely for the purpose of evaluation. Copyright 2017 West Safety Solutions Corp CONFIDENTIAL 21034 v2- Augusta 911, GA ePrinter 917310/U ePrinter Software Upgrade 1 $0.00 $0.00 Subtotal $0.00 MapFlex MF-DMS/U MapFlex 9-1-1 Client Upgrade 16 $0.00 $0.00 MF-SRV/U MapFlex Server Upgrade 1 $0.00 $0.00 MF-DMSBU/U MapFlex 9-1-1 Client License Upgrade (Backup) 4 $317.00 $1,268.00 MF-DP-UPG MapFlex GIS Data Prep - Minor Version Upgrade 1 $1,800.00 $1,800.00 Subtotal $3,068.00 Project Survey 950100 Project Survey (per Site) 1 $1,800.00 $1,800.00 960575 Living Expense per Day per Person 3 $240.00 $720.00 960580 Travel Fee per Person 1 $1,500.00 $1,500.00 Subtotal $4,020.00 Installation 950104 Professional Services (per Day) 10 $1,800.00 $18,000.00 960575 Living Expense per Day per Person 12 $240.00 $2,880.00 960580 Travel Fee per Person 1 $1,500.00 $1,500.00 Subtotal $22,380.00 Refresher Training 960575 Living Expense per Day per Person 5 $240.00 $1,200.00 960580 Travel Fee per Person 1 $1,500.00 $1,500.00 960780 Power 911 Administrator Training 1 $1,800.00 $1,800.00 960801 Power 911 User Training 2 $1,800.00 $3,600.00 Subtotal $8,100.00 Attachment number 1 \nPage 4 of 9 Item # 1 Page 5 of 9 August 31, 2017 The information contained in this document is proprietary to West Safety Solutions Corp and is offered solely for the purpose of evaluation. Copyright 2017 West Safety Solutions Corp CONFIDENTIAL 21034 v2- Augusta 911, GA CCS Training P10087 CCS Training 1 $1,800.00 $1,800.00 960575 Living Expense per Day per Person 3 $240.00 $720.00 960580 Travel Fee per Person 1 $1,500.00 $1,250.00 Subtotal $4,020.00 Project Management Services 950510 Project Management Services 1 $1,075.00 $1,075.00 Subtotal $1,075.00 Total $56,090.00 Attachment number 1 \nPage 5 of 9 Item # 1 Page 6 of 9 August 31, 2017 The information contained in this document is proprietary to West Safety Solutions Corp and is offered solely for the purpose of evaluation. Copyright 2017 West Safety Solutions Corp CONFIDENTIAL 21034 v2- Augusta 911, GA Notes 1 This quote provides software updates to the latest version of Viper/Power911/MapFlex. Quote assumes that all hardware is current and does need to be replaced. Quote assumes that the site is covered under an active Software Subscription service and all software upgrades are not charged. Please note that Power MIS is a Manufacture Discontinued product, and that no further development or upgrades will be available for this product moving forward. West strongly recommends that the Customer consider upgrading their reporting system to our Power Metrics offering as soon as possible. Please contact your local Account Executive for pricing and information. 2 MapFlex is a viewing software. Customers must supply and maintain GIS data unless West Safety Solutions Corp. has been contracted to fulfill this role. GIS Services included with MapFlex Server Staging:  Re-creation of GIS package (Data schema, Map configuration, and/or MF version changes) leading up to FA.  All GIS data staging activities Post-Deployment GIS Services included with Maintenance:  Creation of data package in support of a MapFlex version upgrade tied to a “break fix”. GIS effort (potentially) involved in upgrading a bug fix related to software. Post-Deployment GIS Services not included with Maintenance (chargeable):  GIS Data Validation  Re-creation of data package (e.g. schema, symbology, search settings, cache, dynamic layer, or other map changes) MapFlex 5.X Data Update (one-time or recurring) 3 Professional Services: This quote represents an estimate of labor costs to perform the work described in this quote. If the amount of labor needed to correct the issue can’t be accomplished time allotted in this quote, West will contact the customer representative before performing additional labor. If the actual labor to perform the work is significantly less than the amount quoted, the final charge may be adjusted. 4 The Project Survey is intended to identify any additional miscellaneous equipment or services required to ensure smooth installation and operation of the quoted system. Additional costs may be incurred upon completion of the Project Survey. Attachment number 1 \nPage 6 of 9 Item # 1 Page 7 of 9 August 31, 2017 The information contained in this document is proprietary to West Safety Solutions Corp and is offered solely for the purpose of evaluation. Copyright 2017 West Safety Solutions Corp CONFIDENTIAL 21034 v2- Augusta 911, GA 5 Basic Project Management This is a limited service designed for partners that have a Project Manager assigned to the project, where West Safety Solutions Corp. Project Management supports the activities of the partner Project Manager. Basic Project Management is provided at 2% of Hardware and Software price to channel partner. This level of service includes the following: • Serving as West Safety Solutions Corp. single point of contact during project implementation. • Validating the order against the price quote that was provided by our quotations group. • Conducting a Line by Line order review with sales and technical staff to ensure solution correctness and follow up change order process as required. • Develop a project plan and schedule jointly with the partner Project manager. • Complete a basic Scope of Work (SOW) for inclusion in the partner’s comprehensive SOW. o Assess project risk jointly with partner Project Manager. o Support the effort to gather customer information required for staging (if ordered) the system. • Ensuring that equipment is shipped per a mutually agreed upon schedule (normal processing is 8 weeks from receipt of order). • Develop and communicate Communication and Escalation plans. • Ensuring that Services are provided per a mutually agreed upon schedule. o Schedule and coordinate site survey, installation and training resources as purchased. • Participate in customer kickoff meeting by phone. • Participate in weekly or bi-weekly customer status meetings by phone. • Coordinate all West Safety Solutions Corp. on site resource activities including customer communication, checklists, resource release, etc. • Maintain West Safety Solutions Corp. issue list during implementation and provide follow up resolution. • Maintain West Safety Solutions Corp. post-cut punch list and provide follow up on resolution. • Complete project acceptance documentation and handover to service. This level of service assumes that a partner Project Manager or equivalent personnel will be responsible for scheduling and managing all other activity related to the project. Attachment number 1 \nPage 7 of 9 Item # 1 Page 8 of 9 August 31, 2017 The information contained in this document is proprietary to West Safety Solutions Corp and is offered solely for the purpose of evaluation. Copyright 2017 West Safety Solutions Corp CONFIDENTIAL 21034 v2- Augusta 911, GA Terms VENDOR NAME West Safety Solutions Corp 1601 Dry Creek Drive Longmont, CO 80503 Include quote number and customer EIN/Tax Identification Number on P.O. SUBMIT P.O. ordermanagement.safetyservices@west.com PRICING All prices are in USD Taxes, if applicable, are extra. Shipping charges are extra unless specified on the quote. SHIPPING TERMS FCA (Montreal), INCOTERMS 2010 PAYMENT Per Contract DELIVERY TBD VALIDITY Quote is valid for 120 Days. However, part numbers beginning with Q, such as QXXXXX, constitute unique third-party components. These components, including model and price, (i) may be subject to change at any time; and (ii) are non-cancellable, non-refundable, and non- exchangeable at any time. Attachment number 1 \nPage 8 of 9 Item # 1 Page 9 of 9 August 31, 2017 The information contained in this document is proprietary to West Safety Solutions Corp and is offered solely for the purpose of evaluation. Copyright 2017 West Safety Solutions Corp CONFIDENTIAL 21034 v2- Augusta 911, GA Revision History Revision Level Proposal Writer Notes Date Revised 1 RSOOR Original August 29, 2017 2 RSOOR Added Mediant Gateway for Auto- Abandon CallBack feature August 31, 2017 Attachment number 1 \nPage 9 of 9 Item # 1 Attachment number 2 \nPage 1 of 1 Item # 1 Attachment number 3 \nPage 1 of 1 Item # 1 Public Safety Committee Meeting 10/10/2017 1:20 PM Discussion of Juvenile Court Department:Juvenile Court Presenter:Judge Douglas Flanagan Caption:Initial discussion of 401 Walton Way. Request Public Safety Committee to tour the Juvenile Court in Chatham County. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 2 Public Safety Committee Meeting 10/10/2017 1:20 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Public Safety Committee held on September 26, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3 Public Safety Committee Meeting Commission Chamber - 9lz6l2oL7 ATTENDANCE: Present: Hons. D. williams, chairman; smith, vice chairman; Jefferson and Sias, members. Absent: Hon. Hardie Davis, Jr., Mayor. PUBLIC SAF'ETY 1. Motion to approve a request from the Richmond County Sheriffs Office funding Item in the amount of $39,303.85 to satisff the remaining balance owed to New Action: World (Tyler Technologies). Approved Motions Motion Type Motion Text Made By Aoorove Motion to Commissionerapprove. Andrew Jefferson Motion to approve a grant from Maddie's Fund support public education efforts to advance euthanasia. in the amount of $5000.00 to Item animal lifesaving and reduce Action: Approved Seconded By Commissioner Grady Smith Motion Result Passes ,, Motions Motion rype Approve Motion Text Motion to approve. Made By Commissioner Andrew Jefferson minutes of the Public Seconded By Commissioner Grady Smith Safety Committee Motion Result Passes held on3.Motion to approve the September 12,2017. Motions Motion Item Action: Approved Motion Text Made By Seconded By Motion Attachment number 1 \nPage 1 of 2 Item # 3 Type Approve Motion to Commissioner Commissioner Result Passes Made Seconded MotionBy By Result Passes approve. Andrew Jefferson Grady Smith 4. Report from Chief James regarding a comprehensive AAR update concerning ltem Hurricane Irma efforts. (Requested by Commissioner Sias) Action: Approved Motions Motion Type Approve www.augustasa.sov Motion Text Motion to approve receiving this item as information. Attachment number 1 \nPage 2 of 2 Item # 3 Public Safety Committee Meeting 10/10/2017 1:20 PM Motion to Approve the Transfer of $58,340 from 101022110-5224111 (Building Rental) to 101022110- 5111110 (Perf. Full-Time S&W-Reg) and Other Necessay Object Codes for the Creation of a Law Clerk Position Department:Juvenile Court Presenter:Chief Judge Douglas J. Flanagan Caption:Motion to approve the transfer of $58,340 from 101022110- 5224111 (Building Rental) to 101022110-5111110 (Perf. Full- Time S&W-Reg) and other necessary Object Codes for the creation of a new Law Clerk position. Background:The Richmond County Juvenile Court is in need of a judicial law clerk, who will be assigned to all RC Juvenile Court judges. This new position will be tasked with: 1) Ensuring the Court's compliance with the highly complex and continually evolving juvenile code, as well as the Juvenile Justice reform act of 2013 2) Reviewing of all court orders 3) Reviewing and conducting necessary research for all petitions filed with the Court 4) Legal research and analysis 5) Testing of theories, as presented by attorneys during criminal, deprivation, truancy, traffic cases, etc. This position is crucial to providing the most efficient and effective services to our youth, our families, and the general public. Analysis: Financial Impact:Base salary: $44,121.23 Benefits: $14,209.14 *We are simply asking to move existing budget funds in order to create this position. Alternatives: Recommendation:Approve Funds are Available in the Following 100% of funding source: 101022110-5224111 Cover Memo Item # 4 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 4 Attachment number 1 \nPage 1 of 3 Item # 4 Attachment number 1 \nPage 2 of 3 Item # 4 Attachment number 1 \nPage 3 of 3 Item # 4