01-18-2005 - Upgrade of Communications Center 9-1-1 Equipment & Work Stations• City of West Covina
Memorandum
AGENDA
ITEM NO. C-3c
DATE January 18, 2005
TO: Andrew G. Pasmant, City Manager and
City Council
FROM: Clay E. Durbin, Communications Director
SUBJECT: UPGRADE OF COMMUNICATIONS CENTER
9-1-1 EQUIPMENT AND WORK STATIONS
RECOMMENDATION:
It is recommended that the City Council approve the award of a contract to Verizon Communications
to upgrade the City's 9-1-1 Emergency Telephone System and replace the existing work stations
(furniture) as follows:
1) Upgrade existing Vesta/ComCentrex System with new servers, PC's,
monitors, and associated peripherals $ 96,701.57
2) Five (5) Basik 2DP 120 Power Lift Work Stations and supporting files $ 44,842.55
DISCUSSION:
The current 9-1-1 Emergency Telephone System is over eight (8) years old and is becoming unreliable.
Call taking PC's are slow and out-of-date. The system server and peripheral equipment are in need of
retrofitting and recertification. Current work stations (desks) are modular and are not ergonomically
designed for a PC environment. In order to upgrade the emergency telephone system, the radio control
system, and the new mapping system, these must be replaced to fit a modern PC based operating
system.
The State of California collects a tax on most telephone services to fund 9-1-1 equipment and services
for local Public Safety Answering Points (PSAPS). In order to ensure funds are available for each
PSAP to purchase and upgrade required equipment and services the State has established a funding
eligibility level. This eligibility level increases each year as additional tax is received and goes down
as funds are expended. Currently during calendar year 2005, the City of West Covina is eligible for
approximately $384,000. Purchases made by the City's PSAP will be reimbursed from this fund, with
prior approval of Purchase Orders by the State Telecommunications Division (see attached letter from
DGS Telecommunications Division).
The State of California has established a Master Purchase Agreement (MPA) with providers of 9-1-1
equipment and services. The MPA provides Public Safety answering points (PSAPS) an easy method
to select and purchase 9-1-1 equipment and services. In order to receive the best price for upgrading
the City's PSAP equipment, quotes under the MPA Contract (DGS0026) were requested from Verizon
Communications and SBC Communications. The prices quoted are as follows:
1) Verizon Communications:.
a. Upgrade Vesta/ComCentrex System and Recertification $ 96,701.57
b. Five (5) Basik 2 DP 120 Power Lift Work Stations $ 44,842.55
Total $ 141,544.12
UPGRADE OF COMMUNICATIONS CENTER
9-1-1 EQUIPMENT AND WORK STATIONS
Page 2
2) SBC Communications:
a. Upgrade Vesta/ComCentrex System and Recertification
b. Five (5) 120 Dual Lift Work Stations
FISCAL IMPACT:
$97,154.39
$ 47,422.80
Total $144,577.19
There will be no long term fiscal cost to the City. Funds were appropriated in the FY 04-05 CIP
budget to cover this. project. Funds expended will be reimbursed by the State of California, General
Services Telecommunications Division within 90 days of completion of the project.
a4l
Clay E urbin
Communications Director
CED/cas
' Sfatekalifornia • Department of General Services *�ray Davis, Governor
S
TELECOMMUNICATIONS DIVISION
801 Sequoia Pacific Boulevard • Sacramento, CA 95814-0282 • (916) 657-9903 IV
October 29, 2002
Clay Durbin, Communications Manager
West Covina Police Department
1444 West Garvey Avenue South
West Covina, CA 91793
Dear Clay:
Tracking Number: 2035
This is in response to your letter of October 3, 2002 requesting funding to upgrade your 9-1-1
customer premise equipment (CPE) system. The analysis of the emergency call traffic for the
West Covina Police Department indicates a funding eligibility level not to exceed $240,000
based on an installation date of September 1997 and an annual accrual rate of $48,000. Each
January, beginning in 2003, you will accumulate an additional year of accrual. If the date of
installation of your upgrade is in the first half of the 04/05 fiscal year you will have accumulated
$336,000. If the installation is in 2005 your funding allotment will be increased :to $384,000.
As a reminder, beginning July 1, 2003, maintenance of your current system will be subtracted
from your annual allotment. In future correspondence and communication related to this
request, please refer to the assigned funding request tracking number 2035.
The State of California has a Master Purchase Agreement (MPA) with providers of 9-1-1
equipment and services. The MPA provides public safety answering points (PSAPs) an easy
means to select and purchase 9-1-1 equipment and services. The prices listed on the MPA for
equipment and services are the maximum allowable, and system pricing varies from contractor
to contractor. The PSAP may be able to obtain price discounts or additional equipment by
soliciting price quotes from different providers on the MPA contract, thus increasing the. buying
power of the annual allotment. Use of the MPA is not mandatory; however, the PSAP will need
to use their local procurement process should it choose not to use the MPA.
The funding allotment for each PSAP is designed to permit the PSAP to accrue funding, on an
annual basis, toward the purchase of a complete 9-1-1 telephone system. If the PSAP has
funds remaining after purchasing the 9-1-1 system, these funds must be used by the end of the
calendar year in which the system was replaced. The remaining funds may be used to
purchase other equipment and services eligible for State 9-1-1 program funding. In addition,
PSAPs that extend the useful life of their 9-1-1 system and negotiate system pricing discounts
from MPA contractors may greatly increase their remaining accrued funds.
w
Clay Durbin -2- October 29, 2002
To obtain final funding approval, you will need to prepare and submit a purchase order package
to the 9-1-1 Office detailing the terms of the proposed contract. For step-by-step instructions,
please refer to the State of California, 9-1-1 Operations Manual, Chapter III, Funding Processes
(111.12 through 111.15). The entire manual can be found on the State website at
htto://www.td.dgs.ca.gov/. Click on "Publications" and "California 9-1-1 Emergency
Communications" to navigate to the State 9-1-1 Operations Manual link.
If you have any questions or need guidance through this process, please do not hesitate to
contact me at (916) 657-9183 or email carolyn.brown@dgs.ca.gov.
Sin
` Cerely,
1
Vi
CAROL N BROWN, 9-1-1 Consultant
California 9-1-1 Emergency Communications Office
cc: Frank Wills, Chief of Police, West Covina Police Department