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HomeMy WebLinkAbout01102011 City Council Work Session Notes - KPB Dispatch Project E - lo � E � WORK SESSION NOTES ON PB 5 Copei Aidfd (1)(Gpcd-Go Poirt!- Purpose: KU) tOLl fel blf'l t) rti Fdi _.,1, r► es &) ter k7a4 i i2 V `"� Present: ouncil Members Present: OJ(1Q.Ic a 3 vets firm KPS G vr�GkSo�. .S haJ�uh 11aL,1 Cd by: f�Q-�-e� me (p'.O Date I- 1© - 01 *****alle **************************Ti ********************** - a Rao p rctwl Ov bye , 4 Cie (. - edit5 Coc'A ArparkcipAt -114e1w(.u1t- a ( bB Q, Z. via yei vet - -to 19t a foal fi asi cam, e . -- KP wolAid P ' ' kouta tat. - ✓p are Abu ci it a One, co° . - O h5oi n,s v a i v1-fanem&C. - -Rs/4LR .J C.4c P 3 ;6 p icinL• (io tuiII cQvvr mainfi. ttia3ratt atm . 1 Sa4.� pro, 57 ( pad t.yt Arpmxtf) Wttioak, c t, Lthcooy,A 1013 rK¢gib (' X00) 'uk) Apt eaR0t, C 61 61445 (?) , 1 M '' (Of Y ► 1 ) (0 Jean Lewis From: Phillip Oates Sent: Monday, November29, 2010 5:31 PM To: 'Carey, Dave' Cc: Jean Lewis; Johanna Kinney Subject: RE: Request for Work Sessions with Mayor/City Managers regarding CAD Project Mayor Carey, We tentatively have you penciled in for a 6 PM Council Work Session on the Computer Aided Dispatch Project on Monday, January 10, 2011. This is an hour before the start of our Council Meeting that evening. Please let me know if the date and time works for you. And let me know if you need a computer and projector set up. Hope you had a good Thanksgiving. Phillip From: Carey, Dave [mailto:dcarey@borough.kenai.ak.us] Sent: Wednesday, November 24, 2010 3:01 PM To: Rick Koch; mayorl0@gci.net; Phillip Oates; Walt Wrede Cc: Jones, Bob; Mohrmann, Eric; Goggia,Tammy; Mlynarik, Peter 3 (DPS); Wilcox, Susan; Bohn, Jessica Subject: Request for Work Sessions with Mayor/City Managers regarding CAD Project November 24, 2010 Good afternoon Mayors and City Managers of the City of Kenai, City of Homer and City of Seward: The Kenai Peninsula Borough has completed the final documentation regarding the Computer Aided Dispatch Project and is in the early implementation stage. This contract was negotiated in such a way that it covers the entire Kenai Peninsula Borough, and could include your respective cities, should you wish to participate. I know my staff has communicated with your respective City and I am hopeful that the Kenai Peninsula Borough could make a proposal to you,your staff, and your Council regarding this Project and your possible participation. Our Purchasing Director has awarded an agreement to New World for the Computer Aided Dispatch System. There are some aspects of this project that would be of great benefit to your City's Dispatch System. I feel it would be more appropriate to provide this information to you in a detailed presentation, along with a question and answer session, so that the technical questions could be addressed by you and your staff, along with providing the information to your Council. I am respectfully requesting a work session with you,your staff, and your respective Council's should you wish to obtain more information to make an informed decision. This work session would need to be held as soon as practical,to allow for the integration into the New World contract, and a decision to participate from your respective City will need to be made as soon as practical and with a final decision before the end of January 2011. I am prepared to provide the information for implementation of this project to your respective cities and the intent of a five year maintenance agreement that the Kenai Peninsula Borough would be willing to place into our annual budget, so your city could be a participant with this project. I am hopeful that you are interested and will be able to have this work session before a regular council meeting,for consideration of a resolution that may be needed for your city's participation with this project. 11/30/2010 Thank you for your time and considerations with this matter. I look forward to hearing from you regarding a possible work session with you and possibly your Council. Happy Thanksgiving to you and yours, Dave Carey David R. Carey, Mayor Kenai Peninsula Borough 144 N. Binkley Street Soldotna,AK 99669 CONFIDENTIALITY NOTICE:This email,including any attachments,is for the sole use of the intended recipient(s)and may contain confidential and privileged.information.Any unauthorized review, use,disclosure,or distribution is prohibited. If you received this email and are not the intended recipient, please inform the sender by email reply and destroy all copies of the original message. • 11/30/2010 -Roy 1 - 10- 11 WOY 5 )6 KENAI PENINSULA BOROUGH Computer Aided Dispatch and Municipal Based PSAP Particpàtion A Policy Whitepaper for the.Kenai Peninsula Borough 11/10/2010 This is an attempt to provide a framework that municipal based public service answering points can use to determine their participation in the Kenai Peninsula Borough's computer aided dispatch (CAD) project. Page 1 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal 1. The Issue 2 2. Background 2 3. Considerations in Making the Decision 3 3.1. Evaluating need 3 3.2. Resolving cost responsibilities 4 3.2.1. Hardware Costs: 4 3.2.2. Initial software licensing 5 3.2.3. RMS Interfacing 5 3.2.4. Ongoing maintenance costs 6 3.2.5. Network cost and support 7 3.2.5.Server support 7 3.2.6.Training costs 7 3.3. Understanding and accepting hidden costs 8 3.3.1. Physical premise constraints. 8 3.3.2.Administrative overhead and staff commitment. 8 3.3.3. Basic local information technology support costs. 9 3.3.4.Ongoing training costs. 10 3.3.5. Future Enhancements and Interfaces 10 3.4. Coming to terms with the project timeframe 11 4. Action Blueprint for Municipal PSAPs 11 5. The Proposed Policy 13 6. Action. Items for the Borough 15 7. Impact on the Memorandum of Understanding 16 Page 2 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal The Kenai Peninsula Borough has embarked on a Computer Aided Dispatch implementation.The scope of a CAD implementation (at this writing) has not been established.This is to say that the municipality based public service answering points (PSAPS) have not decided as to whether or not they will participate in the CAD implementation. 1. The Issue: The uncertainty of CAD's implementation scope needs to be addressed to the point that the project can carry forward. It is ineverybody's best interest to clarify a framework that would allow for municipal- based,public service answering points(PSAPS)to decide if they would like to utilize the services of the CAD solution. It isn't practical for the Borough to demand an immediate decision,especially with the lack of information provided to the municipal based PSAPS.The Borough's responsibility is to provide a framework in which the municipal based PSAPs can reach a decision that serves their best interests. It is the intention of this document to present a rational decision making framework for these PSAPS. 2. Background,: Over the course of the last several years the E911 public safety operations has been undergoing a substantial upgrade in their service platform.This started with the Soldotna PSAP moving into their new location in Soldotna.That was followed by replacing a failing, proprietary,911 phone system with a Voice-over-IP,network centric call taking system. At this juncture the Kenai Peninsula Borough found itself in the position to utilize several grants to implement a Computer Aided Dispatch system(CAD). Last spring the Borough issued a request for proposal and received four responses from the market place. The Borough formed a selection committee to review the RFPs.The selection committee elevated two finalists.The two finalists were asked to provide a live"proof-of-concept"demonstration of their product.This took place during the June timeframe. PSAP administrators, public safety responders,and interested parties were invited to attend these sessions that took place in Soldotna. From these sessions a final selection was made and intent-to-award letter was issued to New World Systems. At this writing the Borough has finalized contract negotiation with New World. Page 3 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal 3. Considerations in Making the Decision All the PSAPS,regardless of their call volume,utilize some form of a dispatch system.At this point though, no PSAP on the Peninsula has a "computerized"dispatch operation.This is to say that all Peninsula based PSAPs currently employ some form of a"pencil and paper"system. As stated earlier this document's purpose is to provide a decision framework for the municipal based PSAPs.To build this framework we need to discuss and consider a set of issues.These issues form the foundation for this decision framework. For some of these issues it is the Borough's responsibility to provide clear resolution (i.e.; resolving upfront cost responsibilities). For other issues the responsibility falls on the municipal based PSAPs to recognize and resolve them (i.e.; an honest evaluation of need). The basic considerations: 1. Evaluating need. 2. Resolving cost responsibilities. 3. Understanding and accepting hidden costs. 4. Coming to terms with the project timeframe. 3.1. Evaluating need: Do the municipality based PSAPs want CAD? Do they need CAD?One thing is apparent. CAD,as a formal computer-based tool,carries with it varying degrees of necessity. For a PSAP,with the call volume of Soldotna's,the tool is long overdue. No other PSAP in the State,that operates at the call volumes that Soldotna does, operates without a "formal"computer aided dispatch system. Soldotna's need for CAD is only amplified by the numbers and variety of agencies they dispatch. Yet,while Soldotna's needs are certain,that assumption cannot be applied to the other PSAPS. During the process of evaluating potential CAD vendors it became clear that a computer-based CAD system will likely alter a PSAPs business practices(in some cases subtly, in some cases not so subtly).The procedure for handling an E911 call will definitely change with the addition of CAD.CAD will present capabilities that will in turn demand additional practices and procedures to augment those capabilities.CAD may even force the PSAP administrator to examine segregation of duties at some point in the future. The question the municipal-based PSAPs need to ask themselves is"Is it worth it?".Some PSAPs may find that,at their staffing levels,CAD induced changes bring negative impact to their business practices.On the other hand they may find that computer-based CAD will bring cost Page 4 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal effective efficiencies that,may make them wonder how they did without it.This type of operational analysis can only be done at the root level. While the municipalities are evaluating need they should also consider the impact beyond the immediate.They may need to expand their analysis to include their responder base. CAD brings with it an element of information sharing for the responders.This can take the form of secured web-based access of incident information as well as vehicle based CAD units(commonly referred to as MDTs—mobile data terminals).This later feature is predicated on wireless network availability(which may be more prevalent in markets where the tighter confine make it more feasible,such as a city).While mobile responder based CAD is outside the scope of this immediate project a municipal based PSAP may want to consider its potential value at this decision point. Summary:The need for a CAD system cannot be assumed. Its value must be qualified and this can only be done by the municipality itself. 3.2. Resolving cost responsibilities: Cost is no doubt pivotal in a municipality-based PSAP's assessment. Fortunately these numbers are easy to quantify.Typically the upfront, "obvious"costs in a project like this are: a. Hardware costs. b. Initial software licensing. c. RMS Interfacing. d. Ongoing maintenance costs. e. Network support. f. Server support g. Training costs. 3.2.1. Hardware Costs: As we analyze hardware cost we see that the vast majority of these costs are concentrated centrally.Allow me to explain.The system we've selected, New World, is designed around a central service distribution concept. This is to say that most of the processing(heavy lifting) is done on servers at a Borough, network central, location.One centralized set of server based architecture,along with another centrally located set of redundant servers,handles the vast majority of CAD processing for Page 5 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal the entire system. In a project of this scope the number of participating PSAPS does not have a big hardware impact.The cost for this centralized build-out makes up the overwhelming majority of the hardware costs.This leaves the cost of workstations as being the only hardware relevant consideration for the inclusion of municipality-based PSAPS.At current projected hardware costs a two (2)seat municipality-based PSAP's workstations would represents less than 2%of the total overall hardware costs. Summary:The Borough will cover the cost of two workstations for the municipality and all hardware based CAD service delivery elements needed for application functionality.CAD service delivery elements would include any element of the network infrastructure or server component needed to bring core functionality to the municipality. 3.2.2. Initial software licensing:The framework for the initial software licensing follows closely to the hardware proportions. New World licenses their product with the major emphasis on functionality components and minimalizes seat count licensing.This is to say that very little of the overall licensing costs are relevant to the inclusion of a municipality-based PSAP. The licensing costs to include a two station PSAP would amount to 5.3%of the total licensing costs.The Borough has purchased enough licenses to cover two seats at each municipal based PSAP. If at some point in the decision framework the city chooses to decline participation then those relevant licensing monies will be applied to other areas of product functionality(i.e.;.future mobile costs). Summary:The Borough will provide the licensing needed for the PSAP's two workstation participation in the CAD system. In addition the Borough will provide the licensing for the core functionality of the system(in essence everything the PSAP needs from a licensing perspective). 3.2.3. RMS Interfacing:As stated,CAD systems are designed to collect 911 call based information,enhance the service to the caller,and manage the response effort.They are not designed to comply with mandated reporting requirements and general analysis needs.That is the responsibility of a Records Management System (RMS). The RMS typically draws upon (imports) information that is initially collected by the CAD system.Once that information is resident within the records management system the agency is free to add and embellish it to meet their required needs (i.e.;follow up investigative work,specifics regarding incident resolution,etc.).This relationship implies that it is beneficial to have a one-way,automated,interface between the CAD system and the RMS of choice,if for no other reason than to eliminate redundant data entry. Page 6of20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal There are many RMS systems on the market and furthermore there is an extensive variety utilized within the Peninsula.The range extends from pencil and paper, Excel spreadsheets, to formalized systems. Furthermore it appears to be prevalent that each individual responder has the latitude to select the RMS of their choice. There has been an effort after September 11, 2001 to standardize emergency response information sharing amongst agencies. Unfortunately that effort does not appear to have has fully evolved.As a result,effort(expended resource)is required of both the RMS provider and the CAD provider to consummate this desired automatic interface. The CAD vendor that the Borough selected optionally offers a formatted file interface(XML) that the RMS vendors can import.This file contains comprehensive information pertaining to the emergency incident and offers a substantial"bootstrap" in entering incident information into a RMS. Furthermore the CAD provider will offer standard transport mechanics(secured FTP,or secured Web Services).Additionally they will collaborate with the RMS provider to develop the interface framework,design transfer frequencies, and test the interface. It must be clearly understood though that the burden of loading the transferred information into the RMS is that of the RMS vendor. Once again CAD will differentiate the agency's information from other CAD information,format and extract it,and make it available.After that the RMS vendor is the only one who can populate their exclusive file structures. It should also be mentioned that the Borough will also provide secured web based access to incident information via the internet.This information will be filtered relevant to a user's logon credentials so that they can only see information relevant to their agency.This may serve as a form of a RMS to smaller agencies that do not employ a full featured RMS. Summary:The Borough will cover the cost of the CAD vendor's effort in the RMS integration development(filtering and providing the relevant data). Each municipality/responder owns and is responsible for maintenance and support to their individual RMS.This may either be through a contractual arrangement or a time and materials basis.Because these arrangements are numerous and varied and because the business relationships are previously defined it will be the municipalities' responsibility to assume any costs that their RMS charges for the importation into their RMS. It will be the responsibility of the municipalities to oversee and manage the efforts of their respective RMS providers in this effort. Page 7 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal 3.2.4. Ongoing maintenance costs: Maintenance costs reflect an annual charge for product upgrade and technical support. From a practical perspective these costs are not discretionary. New World supplies the first year of maintenance at no charge but this isn't exactly what it appears to be.The free year of maintenance starts with the delivery of the product to the site,not the actual"go-live"date.This can be upwards of a six month overlap.The users of this system will see the invoice for the second year of maintenance come due mid-way through the first year of functional use. Maintenance and support costs proportionally follow the same framework that product licensing does.That is to say that the cost formula for maintenance charges is predicated primarily around the central service component of the product with only a small fraction relevant to the endpoints (i.e.; PSAP workstations). A PSAP relevant percentage of the cost is approximately xx%of the total maintenance charge. It must be stated that maintenance costs are operational costs and thus outside the scope of grant funding.Any proposed long term financing of this cost would need,at the very least,Assembly consideration. Summary:The Borough will seek Assembly approval to cover the maintenance costs for cities for the first five (5)years of system use.At the conclusion of that time the municipalities and Borough will reconsider the issue. 3.2.5. Network cost and support:As stated earlier, New World uses a centralized application service concept.This places a great deal of responsibility on the network element do deliver the processing results to the outlying area (workstations). Typically in projects like this, network build costs represent a huge element of the overall cost.We are fortunate here.Several years ago the Borough and PSAPs implemented a new E911 call taking system.This system uses"voice-over-IP"to deliver E911 calls.This means that these mission critical calls are being delivered over a data network.This network is exclusive to public safety based traffic and was over-built because of its mission critical usage.This network's end-points are the same PSAPs that the CAD traffic would be delivered on.The reoccurring costs for this network are directly absorbed by the Borough within current arrangements. In addition all support and maintenance of the network is the responsibility • of the Borough. Summary: Because of the network need for centralized management,the fact that the network is in-place, and reoccurring costs are an existing Borough responsibility;any network costs relevant to CAD will be absorbed by the Borough.This responsibility will Page 8 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal extend to the switch ports at the local PSAPs. Local wiring issues within the premises will be considered a PSAP responsibility. 3.2.6. Server cost and support: In this centralized service architecture the servers play a crucial role. Regardless of participation scope these servers are integral to system functionality. Summary:The Borough will acquire and maintain all servers needed for application functionality,as outlined in the RFP. 3.2.7. Training costs:The basis for training in this system is the"train the trainer" concept.This is where the vendor extensively trains selected users in system functionality. In turn this individual(s) is responsible to conduct training at the root user levels or wherever applicable.The real consideration for the municipal based.PSAPS is staff overhead issues(see 3.3.2.Considerations: Understanding and accepting hidden costs: The cost of localized administrative overhead and staff commitment). Summary:The Borough will guarantee to the cities at least one seat(more if feasible)to all train-the-trainer classes as well as any other training that takes place within the scope of the formal project. Non "train-the-trainer" instruction will be made available to all dispatchers within the timeframe of the project.Training costs beyond the time frame of the project will be the responsibility of the pertinent municipality 3.3. Considerations: Understanding and accepting hidden costs. It is imperative that the Borough help the municipality-based PSAPs uncover these"not-so- obvious".costs and understand their impact. This type of resource expenditure is uniquely localized to each PSAP.What follows is a list of likely cost considerations that could have localized impact: a. Physical premise constraints. b. Administrative overhead and staff commitment. Page 9 of 20 • Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal c. Basic local information technology support costs. d. Ongoing training costs. e. Future Enhancements and Interfaces 3.3.1. Physical premise constraints. Many of the regional PSAPs are located in buildings where space is at a premium.A CAD implementation will further acerbate this issue. It will introduce two additional desktop computers,each with two displays at each call taker station.These workstations will bring with it wiring needs.The wiring, in and of itself,isn't huge but in the context of an environments where wiring is already an afterthought it certainly warrants local consideration.The PSAPS will need to evaluate their space concerns carefully in that it may be the mitigating factor in their decision. 3.3.2. Administrative overhead and staff commitment. It is common for multiple jurisdictions(PSAPs)to reside within the common framework of a single CAD system. In spite of this consolidated model,today's CAD vendors understand the need for high levels of autonomy for each jurisdiction within this framework.This level of autonomy places a burden on each PSAP administrator to understand the system thoroughly from an administrative perspective. This understanding is critical because each PSAP will design tables, build work flows,and establish presentation layouts that complement their specific business process.This is typically referred as the"administrative build".A PSAP's commitment to the design and development of the administrative build represents a substantial time commitment.Typically this commitment is in the form of a trusted,admin level,employee being dedicated to the project for a substantial number of hours.This level of commitment has been echoed by virtually every jurisdiction we've talked to in the country that have been through a CAD project. The PSAP staff member must be capable of making design decisions relevant to that specific PSAP's business process. Not acknowledging the magnitude of this investment typically leads to unmet expectations and project failure.Today it is more common place that the administrative build commitment is a contractual requirement made to the vendor, prior to the start of project. The Borough anticipates that its PSAP admin will need to back fill their position to meet this obligation. At this writing the Borough cannot offer a specific time requirement needed from the municipal based PSAP admin.This aspect will become more apparent in the planning phase of the project. Page 10 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal 3.3.3. Local information technology support costs.As previously mentioned the Borough will provide support for centralized services and distribution of those services(i.e.; servers and networks). Beyond this level of support there is another element of support to consider.That is the physical support of the workstation.Typically this is referred to as "break/fix"support.When hard drives fail they will need replacement and system rebuilding.When screens become nonfunctional they will need to be replaced. We will propose that the municipalities provide their PSAP's any break/fix support needed. The Borough and the vendor will,never-the-less, need to provide some aspects of workstation support.The vendor will obviously be supported the application on the workstation.The Borough's commitment to workstation support will be to insure workstations are safe from virus and malware threats via network delivered management (as well as protecting the rest of the network from a compromised local segment.These forms of management are best executed in a network setting. As CAD evolves into the future there may even be more relevant implications. If a PSAP chooses to place CAD capabilities in responder vehicles then that would unveil a whole new user segment(responders)and new hardware forms (MDTs)that will require localized support. The municipal based PSAPs will need to provide break/fix IT support at the local level.This will include the labor and cost of replacing individual hardware components.This will extend to replacing total workstation units as they age beyond the point of useful functionality. 3.3.4. Ongoing training costs. Ongoing training refers to training costs after the timeframe of the formal CAD project. Ongoing training isn't a new phenomenon to the PSAPs. It is safe to assume that the benefits that a computerized base CAD system brings will also demand a substantial knowledge spin-up for new employees.Adding a formalized CAD process to the operation would certainly expand the training commitment.The municipal PSAPs would be responsible for training costs beyond the timeframe of the CAD project. Page 11 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal 3.3.5. Future Enhancements and Interfaces. Last of all, if a municipal based PSAP participates in the project they should be aware that there may be future cost considerations within the system itself. For example a change or upgrade in a municipality's Record Management System(RMS)would likely mean out-of-pocket costs to the CAD vendor for interfacing the systems. There is also functionality that the chosen CAD vendor offers that is outside the scope of this project.An example of such is the mobile responder element. If a municipal based PSAP chooses to adopt additional functionality,and it is exclusive to them,then the likelihood is that they would be financially responsible. 3.4. Coming to terms with the project timeframe. The last issue regarding the project is one of time. Because of grant constraints the project must be completed within a defined time frame.The last grant expires in late summer/ early fall of 2011. By any definition this is an aggressive timeframe.The project needs to move forward if it is to have any chance of success. Unfortunately this time constraint doesn't lend itself to the municipal based PSAPs making a CAD participation decision. Based on their brief exposure the prudent choice may be to reject participation. What the Borough will do: 1. Move aggressively forward with the implementation. 2. Design into the implementation a means in which an uncommitted PSAP can fully participate as if they were fully vested in the project.This allows the uncommitted PSAP first hand insight into CAD functionality and allows them ascertain benefit and applicability.The PSAP would carry with it the same responsibilities to the project that a fully committed PSAP would.The cost to the municipal based PSAP would be a substantial commitment in staffing time. 3. Design into the project schedule a decision point in which the municipal based PSAP must declare the intention to the project.If they choose to go forward they will have already made a substantial investment in the upfront time needed for successful project implementation.Also if they choose to go forward the Borough will make the necessary commitments to the PSAP as defined in the policy. r ` Page 12 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal 4. Action Blueprint for Municipal PSAPs If the administration of a municipal based PSAP has determined that there is no value in CAD participation then that decision will be honored. If at some point down the road the municipal based PSAP feels CAD would be a tool they need the Borough will welcome their inclusion. If this was to take place there would be ancillary costs, incurred by the municipal based PSAP.An example of these ancillary costs could be purchase of new workstations, vendor costs from the provider to assist in the implementation,and training costs. No doubt these ancillary costs would still represent a substantial bargain if those are the costs to bring tier one,CAD functionality to their operation. If a PSAP isn't sure that CAD is for them then they first need to explore their needs and evaluate the hidden cost elements that were explained earlier. If the municipal based PSAP cannot come to terms with these issues then that would indicate that they are not ready to move forward.Onceagain that doesn't preclude them from PSAP participation in the future. Rather it would mean that their integration would be done outside the scope of this grant driven effort. On the other hand,if the considering PSAP is undecided the Borough would offer them a decision points that would occur within the heart of the project.This is to say the considering PSAP will make all the commitments to the project as if they were planning to adopt the product. These commitments would include staffing time in RMS interface planning, build design participation,etc.This will require substantial commitment from a decision level PSAP staff member and they will be considered a full participant from a team perspective.Their input and contributions will not be diminished because of their undecided state.At some point a commitment will needed to be declared. I would recommend that no later than step 8 of the project(Step 8-Provide Customer Agreement Deliverables)that a PSAP declare their intention. At this writing calendar specifics are not in place but step 8 represents approximately 60% through the process(see Appendix A Sample Project Plan). By step 8 the municipal based PSAP should have an extensive insight of CAD.This insight,coupled with the following proposed policy,that clearly defines cost responsibilities,should give the municipal based PSAP all the tools to make a responsible decision. • Page 13 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal It is understood that an uncommitted municipal based PSAP can decline out of the project at any time up to step 8. If an uncommitted PSAP does not fully participate in the project up through step 8 than that shall be construed as declined participation. Finally it is possible that the scope of participation could impact scheduling.The portion of the project that is most affected would likely be the go-live scheduling.We may find that a graduated go-live is the best solution where the Soldotna PSAP goes first and the subsequent municipal based PSAPs follow.This will be determined in the planning phase. 5.. The Proposed Policy: Because of the timelines the Borough needs to move aggressively forward.Yet at the same time we need to be sensitive to thebusiness decision we're asking the municipalities to make.We need to clarify their decision making by being definitive in expectations and requirements.What follows is a basis for a proposed policy: It will be the responsibility of the municipalities to determine their need for CAD and the impact of CAD on their business operations.The Borough will make every effort to assist or provide needed information.The municipality shall be solely responsible for their findings. The municipality will also be solely responsible for all costs CAD may incur that are not specifically defined as Borough responsibility in this document(or MOU).Those costs may be, but not pertain exclusively to,premise issues,system administration,staffing,basic IT costs, ongoing training,and future system enhancements exclusive to their use. The Borough will aggressively move forward with the project yet still make every effort to extend the decision making time frame for undecided PSAPs. Contingent on a municipality fully participating in the project, up to the point they declare their intention(participation specifics to be defined in the project planning phase)the Borough will extend that municipality the opportunity to defer their decision to participate to no later than step eight of the fourteen step project(specific date of step 8 will be determined in the project's planning phase). If the municipality declares their intent to participate by step 8 the Borough will: 1. Cover the cost of two workstations for the municipality and all hardware based CAD service delivery elements needed for application functionality.CAD service delivery Page 14 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal elements would include any element of the network infrastructure or server component needed to bring base functionality to the municipality. 2. Cover all initial licensing costs for basic CAD functionality as billed by New World Systems. 3. Provide support for the network functionality that the CAD system runs on.This would include the cost of switches and routers as well as troubleshooting and support. 4. Provide at least one seat(at a minimum)for all training that New World will provide to the Borough.This will be"train the trainer"based training so the assumption is that the individual will be the municipality's CAD trainer.The option to participate in training will be left open to the municipality based PSAP,even if they do not declare their intent to participate by step 10 of the project. 5. Assume the cost of providing incident based data to the agency's RMS for their integration into said system. It will be the municipality's responsibilities to work with their RMS providers to assume integration costs from that point forward. 6. Pay for maintenance and support costs through year five of system use.This only applies to maintenance costs relating to system functionality as stated in the original RFP.The Borough reserves the right to reconsider this option at the end of year five of the product's use. The option to participate will be extended to the municipalities beyond step eight of the grant based project. If the municipality chooses to declare their participation after step eight of the project the above offerings cannot be guaranteed. If the municipality chooses to participate they will be responsible for all other costs,including, but not limited to,those referenced in this document as hidden costs(building space,system administration,break/fix IT support,and ongoing training costs). If a PSAP chooses to participate the Borough will work with the entity to determine a go-live date.This date may be after the Borough sponsored PSAP goes live.Go-live expenses that may incur after the grant based project may be the responsibility of the municipality. Page 15 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal 6. Impact on the Memorandum of Understanding Initially a memorandum of understanding(MOU)was developed to serve as the basis to negotiate a working CAD agreement between the municipalities and the Borough. I would argue that the MOU still serve as the basis of agreement. The question is,if this proposed policy is accepted,how would it impact the MOU? The answer is that this proposed policy is very consistent with the language in the MOU.While the MOU can serve as a formal declaration of agreement the policy actually serves as a detailed white paper,whose role is to delineate and clarify. One area that may need minor review is section 8.Section 8 of the MOU speaks to equipment ownership. It says that all equipment"purchased by the Borough shall remain property of the Borough".This is well and good but if a workstation breaks we're requiring the city to provide the parts and labor to fix it. It may be best if we leave section 8 out altogether. Page 16 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal Appendix A. A Sample Project Plan (no detail) Note:The dates in no manner reflect actual dates.Those will be ascertained in the plan phase.Appendix A serves to give the reader a proportional sense of the overall project.In addition the actual project plan will detail each step extensively. Kenai Peninsula Borough, AK CAD Project Project Start 12/1/2010 Initiation Phase 1-Conduct Kick Off Activities 12/10/2010 Approval to Proceed To Planning Phase 12/10/2010 Planning Phase 2-On-Site Discovery/Planning Meeting 12/20/2010 3-Perform Software and System Analysis 12/27/2010 4-Complete and Approve Project Plan 1/10/2010 Approval to Proceed to Construction Phase 1/10/2010 Construction Phase . • 5-Technical System Setup 1/20/2010 6-Aegis Build 4/21/2010 7-Data Conversion (not required) 4/21/2010 8-Provide Customer Agreement Deliverables 5/11/2010 9-Perform Functional Design Review 5/19/2010 10-Verify and Validate Readiness . 6/10/2010 Approval to Proceed to Transition Phase 6/10/2010 Transition Phase 11-Conduct User Training 6/17/2010 Agreement to Go Live 6/17/2010 12-Conduct Go-Live 6/30/2010 13-Post Go-Live Activities - 7/21/2010 Approval to Proceed to Closing Phase 7/21/2010 Closing Phase 14-Transition to Account Management 7/25/2010 Project Complete 7/25/2010 Page 17 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal Appendix B. SSMA (maintenance) Cost Projections 5 Year SSMA Cost Impacts Regarding Municipal based PSAPs Cost per year for workstation $ 1,200.00 - Cost per year for PSAP(2 workstations) $ 2,400.00 KPB with No Municipal Based PSAPs Total 5 year cost-just KPB(8 workstations) $ 192,366.00 KPB with One Municipal Based PSAPs Total 5 year cost KPB+1 additional PSAP(8+2 workstations) $ 201,966.00 5 Year cost of additional PSAP $ 9,600.00 Percentage of total expended for 1 additional PSASP 4.753% KPB with Two Municipal Based PSAPs Total 5 year cost KPB+2 additional PSAPs(8+4 workstations) • $ 211,566.00 5 Year cost of 2 additional PSAP $ 19,200.00 Percentage of total expended for 2 additional PSASP 9.075% KPB with All Municipal Based PSAPs Total 5 year cost KPB+all PSAPs(8+6 workstations) $ 221,166.00 5 Year cost of 3 additional PSAP $ 28,800.00 Percentage of total expended for 3 additional PSASP 13.022% Page 18 of 20, Computer Aided Dispatch and Municipal Based.PSAP Participation A Policy Proposal Appendix C. A Policy Summary Because of the timelines the Borough needs to move aggressively forward.Yet at the same time we need to be sensitive to thebusiness decision we're asking the municipalities to make.We need to clarify their decision making by being definitive in expectations and requirements.What follows is a policy to a: It will be the responsibility of the municipalities to determine their need for CAD and the impact of CAD on their business operations.The Borough will make every effort to assist or provide needed information.The municipality shall be solely responsible for their findings. • The municipality will also be solely responsible for all costs CAD may incur that are not specifically defined as Borough responsibility in this document(or MOU).Those costs may be, but not pertain exclusively to,premise issues,system administration,staffing,basic IT costs, ongoing training,and future system enhancements exclusive to their use. The Borough will aggressively move forward with the project yet still make every effort to extend the decision making time frame for undecided PSAPs. Contingent on a municipality fully participating in the project, up to the point they declare their intention(participation specifics to be defined in the project planning phase),the Borough will extend that municipality the opportunity to defer their decision to participate to no later than step eight of the fourteen step,project(specific date of step 8 will be determined in the project's planning phase). If the municipality declares their intent to participate by step 8 the Borough will: 1. Cover the cost of two workstations for the municipality and all hardware based CAD service delivery elements needed for application functionality.CAD service delivery elementswould include any element of the network infrastructure or server component needed to bring base functionality to the municipality. 2. Cover all initial licensing costs for basic CAD functionality as billed by New World Systems. 3. Provide support for the network functionality that the CAD system runs on.This would include the cost of switches and routers as well as troubleshooting and support. 4. Provide at least one seat(at a minimum)for all"train-the-trainer"training that New World will provide to the Borough.Training outside the scope of the train-the-trainer concept will be made available to all relevant PSAP personal. The option to participate in training will be left open to the municipality based PSAP,even if they declare their intent to not participate in the project. Page 19 of 20 Computer Aided Dispatch and Municipal Based PSAP Participation A Policy Proposal 5. Assume the cost of providing incident based data to the agency's RMS for their integration into said system.It will be the municipality's responsibilities to work with their RMS providers to assume integration costs from that point forward. 6. Pay for maintenance and support costs through year five of system use.This only applies to maintenance costs relating to system functionality as stated in the original RFP.The Borough reserves the right to reconsider this option at the end of year five of the product's use. The option to participate will be extended to the municipalities beyond step eight of the grant based project. If the municipality chooses to declare their participation after step eight of the project the above offerings cannot be guaranteed. If the municipality chooses to participate they will be responsible for all other costs,including, but not limited to,those referenced in this document as hidden costs(building space,system administration, break/fix IT support,and ongoing training costs). If a PSAP chooses to participate the Borough will work with the entity to determine a go-live date.This date may be after the Borough sponsored PSAP goes live.Go-live expenses that may incur after the grant based project may be the responsibility of the municipality.