HomeMy WebLinkAbout10102016 City Council Work Session Notes - Consolidating Dispatch to Soldotna WORK SESSION NOTES ON e01 A5PTCiI 72 i 2 o? /4
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DISPATCH CENTE
CONSOLIDATION OVERVIE `'
FORwCITY HCOUNC •
WONA SLCS S .
1.KPB Motivations and Background
2.Potential Benefits
3.Top Concerns and Responses
4.Next Steps
Background and Motivations I Potential Benefits I Concerns I Next Steps 2
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MOTIVATIONS FOR CONSOLIDATION
KPB has received both
The borough is exploring this formal and informal
because we believe it will requests from
result in improved municipalities to review
effectiveness of the 911 consolidation options
system for all borough 2. Timely now because of
residents and significant likely significant capital
savings for all borough expenditure needs at all
communities; however, the centers
majority of those cost savings 3. The state fiscal
will be realized at the
environment is motivating
city level. all local governments to
pursue efficiencies
Background and Motivations Potential Benefits I Concerns I Next Steps 3 •
REVIEW THUS FAR
41)
4110
4111
Background and Motivations Potential Benefits I Concerns I Next Steps °
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10/7/2016
SPSCC HISTORY
1986
The SPSCC purpose -2006
has always been to
serve the needs of
the public across the
borough as well as 2006
fire, police, EMS and
other governmental
services.
2006
-2016
Background and Motivations Potential Benefits I Concerns I Next Steps 5
SPSCC
Dispatch 1. Dispatches for City of Soldotna.
Area State Troopers, State Parks,
Borough fire service areas*,
multiple volunteer Fire/EMS,
departments as well as other
state and federal agencies.
2. Answers all cell phone 911
calls in the borough,
determines jurisdiction, and
transfers accordingly.
3. Serves as the default dispatch
center when municipal
Green-SPSCC Dispatch Areas Red-City Dispatch Areae dispatch centers are at call
volume capacity.
•City of Seward also dispatches EMS south of the V, including
Bear Creek Fire Service Area
Background and Motivations Potential Benefits I Concerns I Next Steps 6
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Current first destination of .--,3Th
1
140rr0 iantnt
fSPSCC DISPATCHER SPSCC HARDWARE l • All 911 C3lis in tie
borough. including
-• !� ► � ��� both cellular and
11-mrj landline - regardless
r of their origination
0.1,11,t„_, point - are first
routed to the SPSCC*
• Cell phone calls are
answered at the
SPSCC and then
• routed to City
dispatch centers if
appropriate.
`, Landline calls
originating within
�+ city limits are
• received and routed
automatically by KPB
hardware
.d
•Elther the Emergency Response Center In
Soldotna or the Beaton Building In Kenai
Background and Motivations Potential Benefits I Concerns i Next Steps T
Current Life of a Cell Phone Call Proposed Life of a Cell Phone Call
I3.SPSCC answers and - ..:.
• � i identifies location of (" ? • or, 3.SPSCC answers and
`• caller;sends call to city if `'' dispatches response
100n L_ within city ts
Hrrn
. otos _ • ♦ .rna. -. .
COM 41.P.1•
J t
r 4.City - 2.Cell phone tower `1♦
answers _ So xar ♦ Hiroo 3 (w) receives signal;routes•
I.
call and �l )� 2.Cell phone tower _to SPSCC
dispatches A receives signal routes Tr'?
'♦y 1
'response to SPSCC _J
tf 1.911 call placed ,eldey;,„ �t 1.911 call placed
..•Ido.,..♦
Background and Motivations Potential Benefits Concerns I Next Steps 8
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Current Life of a Landline Call Proposed Life of a Landline Call
• \ . gr, • [ Z.Borough SPSCC answers
„tee. ! and dispatches response
..I 1,,,,44117 resources j
i* 2.Borough
I--- _ computers identify a
a..i• ,•" I, origin,automatically r - tloina
-- -- transfer to city .
2 GWnG.
3.City answers ca ii
and dispatches
response . 1
1
Nom—._- • xc ak
nm a 1.911 call placed I
a 1.911 call placed %
:ckioa-se iclriovia• /
. / 4.,,,• •
Background and Motivations Potential Benefits Concerns I Next Steps
SERVICE IMPROVEMENTS FROM 7. - ,
�;U� ILIZING AREA WIDE CAD v : ;
1. Elimination of delays due to transfers from SPSCC to Cities
2. Consistent standardized dispatching across the Borough
3. The elimination of multi-center call handling of single incident
(Ex: motor vehicle accident with injuries with City EMS/Fire and
AST response)
• Better information sharing - during and after a call- with all players and
a centralized view of the incident
• Elimination of potential failure points due to miscommunications
between multiple centers
4. Better law enforcement unit awareness and response for day-
to-day interoperability as well as disaster response
5. Standardized use of Computer Aided Dispatch as information
repository
Background and Motivations Potential Benefits Concerns I Next Steps 10
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• Opportunities to purchase new technology can be more
economically pursued when cities and KPB can pool their
financial resources
• Significant cost savings from avoided duplication of
equipment cost, training cost, operating cost
• Cost avoidance of new radio consoles
• Cost avoidance of upgrading to CAD
• Significant savings in personnel, services, supplies,
maintenance, and capital costs
Background and Motivations Potential Benefits , Concerns I Next Steps 12
• Quality Assurance:
• Consolidated training and quality assurance provides a standard of
training across the borough
• Major Disaster Preparedness:
• Larger personnel base at the SPSCC - a larger dispatch center is more
easily scaled up in the event of a major emergency and more employees
are available to fill in during unexpected absences
• Efficient use of resources:
• Allow resource tracking and unit status management to maximize closest
resource dispatch and enhancing response times
• Keep track of the status of emergency units responding to calls, and a
full accounting of public safety resources as they arrive on the scenes for
fire, emergency medical, or police calls
• Enhance quality of response and responder safety by alerting responders
of potentially dangerous/hazardous situations based on prior incidents,
warrants, previous medical responses, etc.
Background and Motivations Potential Benefits Concerns I Next Steps 12
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3. TOP CONCERNS AND RESPONSES
/ There are a number of workable concerns to consider, this
section will discuss
1. Redundancy
2. PERS Termination study
3. Local knowledge
4. Additional services
5. Agency input structure
Background and Motivations I Potential Benefits Concerns Next Steps 13
r��•
■ Consolidating dispatch centers does not reduce the reliability
of this system because all 911 calls in the borough -
including the cities - already go through KPB hardware first.
■ Cell phone calls ring in to the SPSCC - regardless of origin -
and are then transferred to city dispatch centers
■ Landline calls are automatically transferred to the cities, but
still first ring in to KPB hardware
■ Removing the city dispatch centers removes multiple (8-10)
potential failure points from this system
■ Consolidation would not change the current landscape of
Police/Fire radio communications. Any radio redundancy that
the municipalities employ would be maintained
Background and Motivations I Potential Benefits Concerns Next Steps 14
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PERS T iMI TION STUDY
■ PERS acknowledged a transfer of PERS positions between
PERS enrolled organizations CAN occur, but they need all
details before putting anything in writing.
■ The KPB feels that a PERS termination study may be
avoidable.
■ The most effective approach to receiving an accurate and
positive response from PERS would be the result of a
collaborative effort between the KPB and the cities.
Background and Motivations I Potential Benefits Concerns Next Steps is
■ SPSCC currently dispatches to all geographic areas in the KPB
surrounding city limits, resulting in foundational knowledge of
all areas within the borough.
■ The CAD system has the ability to use "Common Names" (that
we manually enter) to identify businesses, etc. It is a common
feature of CAD providers to encapsulate local knowledge for
this reason.
Background and Motivations I Potential Benefits Concerns ; Next Steps 16
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DDfTIONAL SERVICES
• See KPB Response to City Comments for specific services
• The SPSCC should be able to offer the majority of the services
the cities require
• Other services may be best suited shifted to clerical or other
non-emergency support
• Cities will need to work closely with the borough to determine
the most efficient way to provide needed services
Background and Motivations I Potential Benefits ! Concerns Next Steps 17
AGENCY INPUT STRUCTURE (
\�..i
Moving forward, we will need a joint management structure
establishing a partnership between the cities and the borough
that:
• Contains costs and maintains stability
• Fairly distributes cost amongst users
• Guides operational decisions that impact services or costs
• Handles conflict resolution through a defined process
• Conserves the efficiency gained through consolidation
Background and Motivations I Potential Benefits Concerns Next Steps is
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10/7/2016
NEXT STEPS
1. Yes or No responses from cities on moving forward
2. Work with Borough HR Dept. on PERS determination
3. Participate in creation of agency input structure
4. Develop service agreements with each city detailing
specific services provided
Background and Motivations I Potential Benefits I Concerns ! Next Steps 19
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Kenai Peninsula Borough Consolidated Dispatch Center
Fee Methodology Proposal
DRAFT
1. SUMMARY
The Soldotna Public Safety Communications Center (SPSCC) provides dispatch services to a number of borough
service areas and the city of Soldotna. The borough is examining the possibility of offering these services to the
cities in the borough that currently operate independent dispatch centers (Kenai, Homer, and Seward). This
document proposes a fee structure for all agencies that a consolidated SPSCC would dispatch for. This fee
structure is calculated based on the actual cost to run dispatch with the addition of Seward, Kenai and Homer
dispatch centers. This structure may be changed slightly — based on the number of additional dispatchers
needed — if all three cities do not decide to consolidate. The maximum borough-wide savings will be achieved
with consolidation of all centers. This document is a DRAFT PROPOSAL only and is intended to outline a potential
structure and important points of consideration moving forward.
Total direct cost for borough'operated consolidated center: $3,001,057
The cost of running this consolidated center will be split amongst all agencies that the SPSCC dispatches for,
after the deduction of the E911 surcharge, State Park Service contributions, individual city specialized services,
and borough general fund contribution. The borough general fund will cover small agencies that are not within
cities or service areas (Moose Pass, Hope, Cooper Landing, and Ninilchik), 911 addressing, and the purchase of 6
new radio consoles.
This cost breakdown is based on the cost of running a center(FY2017 budget) with 6 additional dispatchers and
.5 additional administrative assistants (Totaling 13 public safety dispatchers, 3 shift supervisors, 1
communications center manager, 1 IT specialist, 1 administrative assistant) There are also 8 state dispatchers
and 1 state office assistant in the SPSCC.
This number also includes the estimated cost of annual training for airport response ($8,000 annually),
maintaining radio/IP linkage with Seward and Homer ($232/month), and door buzz-in circuit charges
($100/month for Homer and Seward, $300/month for Kenai). However, city specific costs are billed separately
and deducted from the overall budget before calculating cost/call. These fees are discussed in the specialized
services below.
2. GENERAL COST BREAKDOWN
Event call volume, rather than 911 call volume, is the best way to measure cost allocation. The current borough
CAD system will be able to track these numbers, and these numbers represent the proportional workload for
each agency at the center. To account for year-to-year fluctuation, fees for call volume ranges have been
established.
Police calls are generally more frequent and have a shorter duration, and are thus weighted at half of the cost
per call ($24/call). Fire and EMS calls tend to be longer duration and are thus weighted at $48/call. This reflects
1 The state pays for a portion of personnel and equipment,these costs are not included in this discussion
Page 1 of 6
Kenai Peninsula Borough Consolidated Dispatch Center
Fee Methodology Proposal
DRAFT
the average workload for each call, and is similar to the structure used by Fairbanks Emergency Communications
Center.This ratio should be reassessed and adjusted at a future date to reflect relative average workload of the
two types of calls. However, as there is not data collected at a standardized center at this time, a 2:1 ratio will be
used.
Fire and EMS calls: $48/call
Police calls: $24/call
Minimum fees for fire agencies will be based on 200 calls/year and police agencies will be based on 1000
calls/year. Fire agency rates will increase every 200 calls until reaching 1000 calls.At this point the rate will
increase every 1000 calls. Rates for police agencies will increase every 1000 calls.This system is used by
Fairbanks Emergency Communications Center.
This fee system is structured simply so that agencies participating in the SPSCC have a realistic idea of what they
will be charged.These ranges should be reassessed when this structure is reviewed. If agencies in the borough
frequently fluctuate between two blocks-for instance if the call volume of Anchor Point fluctuates regularly
between 190 and 210-this structure should be adjusted to maximize year-to-year stability and ease of agency
budgeting.
Fire Agency Police Agency
0 200 $9,600 0 1000 $24,000
201 400 $19,200 1001 2000 $48,000
401 600 $28,800 2001 3000 $72,000
601 800 $38,400 3001 4000 $96,000
801 1000 $48,000 4001 5000 $120,000
1001 1200 $57,600 5001 6000 $144,000
1201 1400 $67,200 6001 7000 $168,000
1401 1600 $76,800 7001 8000 $192,000
1601 1800 $86,400 8001 9000 $216,000
1801 2000 $96,000 9001 10000 $240,000
2001 3000 $144,000 10001 11000 $264,000
3001 4000 $192,000 11001 12000 $288,000
4001 5000 $240,000 12001 13000 $312,000
5001 6000 $288,000 13001 14000 $336,000
These rates are calculated by dividing operating budget (after deduction of E911 surcharge, State Park
contributions, borough general fund contributions, and specialized services) by total weighted call volume to
calculate a cost/call value. This will be recalculated after the first year of operating a consolidated center, and
every three years beyond that. There will be a 2%annual increase in these rates to account for inflation.
All call volume charges after year one will be based on borough tracked call volumes for the previous calendar
year,this will be standardized across all agencies.The borough will submit a notice by March 1st of each year,
Page 2 of 6
Kenai Peninsula Borough Consolidated Dispatch Center
Fee Methodology Proposal
DRAFT
and an invoice by July 15`, which will be paid in full by September 30th each year. If this becomes effective in the
middle of a fiscal year,the agency will pay a prorated amount for the first year. Rates for FY2017 will be based
on CY2015 call volumes.
3. ANNUAL SPECIALIZED SERVICES
Fees will also include a cost for any specialized service outside of normal dispatch responsibilities.The below list
includes fees for services that dispatch currently offers. Additionally services may be offered per agreement
between the agency and the SPSCC, the fees for these services should be actual additional cost of providing
these services at the center. Specialized costs are deducted from the operating budget prior to the calculation
of the general cost/call discussed above.
Service Rate Measurement
Police Administrative Call Taking* Upon request $1.50 Per call
Airport Preparedness Staff Training Kenai required $8,000 Estimated annual training cost at 8
hours/dispatcher
TLS Circuit Charge Homer $232/month Per month, if cities move to ALMR
Seward this charge will be eliminated
Buzz-in circuit charge Homer $100/month Per month
Seward
Airport circuit charges Kenai $300/month Estimated—will be based on actual
cost
Camera Accesst Upon request TBD Charge will include TLS circuit charge
plus an additional$143/month to
increase TLS circuit speed, other
charges will be agreed upon based on
specific needs
*For administrative calls,each city is responsible for coordinating with DPS to add a circuit to utilize the current administrative phone
system,for configuring scheduled forwarding of administrative calls to the DPS line,for the cost of circuit tying their phone system to the
DPS administrative system,and for any long distance charges incurred. Any call that does not result in a CAD Call for Service(CFS)will be
billed at the administrative call rate.Any administrative call requiring CFS and associated records management data entry will be billed at
standard rates.
tCamera systems must integrate with the current borough system and charges will be determined on an individual basis.Agencies are
responsible for any set up cost.Passive access only,active monitoring not available.
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Kenai Peninsula Borough Consolidated Dispatch Center
Fee Methodology Proposal
DRAFT
4. ONE TIME CITY INTEGRATION FEES
These costs reflect one time fees associated with the transition and integration of the dispatch centers. There
will be a one-time integration fee of$10,000 per city to cover general transition costs. Other costs are estimated
in the table below, but will be charged to the cities at actual cost.
Service Estimate Measurement
One time integration fee All cities $10,000 Flat fee
Radio/IP linkage* Homer/Seward $6,000 Actual cost
Buzz-in capabilities Homer/Seward $5,000 Actual cost
Airport transition Kenai $15,000 Actual cost
*Homer and Seward will be responsible for maintaining their own legacy radio system,and will be required to maintain the remote
end of the radio-IP bridge.
5. ESTIMATED FEES PER AGENCY
General Cost Agency Fire and EMS Police Contribution
City of Soldotna 0 11,322 $288,000
City of Kenai 1,378 7,840 $259,200
City of Homer 637 8,819 $254,400
City of Seward* 694 3,728 $134,400
KESA 174 - $9,600
Central Emergency Services 2,802 - $144,000
BCFSA 130 - $9,600
Nikiski Fire Service Area 884 - $48,000
Anchor Point 213 - $19,200
State Park Service Pays for 1 dispatcher $105,000
Total $1,271,400
*Seward call-volume CY2015:SVAC 523,SVFD EMS 205,SVFD Fire/Other 144. To avoid charging
Seward twice for EMS calls,SVFD EMS calls are not included in total Fire/EMS call volume
Specialized Cost Will be determined based on additional services selected by agencies and actual cost.
Agency Type Fee
City of Kenai Airport training, airport circuits $11,600
City of Homer TLS Circuit, buzz-in circuit $3,984
City of Seward TLS Circuit, buzz-in circuit $3,984
Total $19,568
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Kenai Peninsula Borough Consolidated Dispatch Center
Fee Methodology Proposal
DRAFT
Integration Cost Estimated one time cost of integrating new centers. This is not included in overall
operating budget overview below, as these fees are specifically to cover transition costs,
not annual operating budget.
Agency Type Fee
City of Kenai Integration, airport $25,000
City of Kenai Integration, radio/IP, buzz-in $21,000
City of Homer Integration, radio/IP, buzz-in $21,000
Total Charges Estimated total cost of consolidated center per agency.
Agency First Year Annual
City of Soldotna $288,000 $288,000
City of Kenai $295,800 $270,800
City of Homer $279,384 $258,384
City of Seward $159,384 $138,384
KESA $9,600 $9,600
CES $144,000 $144,000
BCFSA $9,600 $9,600
Nikiski Fire Service Area $48,000 $48,000
Anchor Point $19,200 $19,200
Borough Charges The borough general fund will cover the following costs
Item Measurement Cost
Radio replacement* Annual budget $98,963
911 Addressing Annual budget $122,115
Small agency callst 433 calls (401-600 block) $28,800
Total $249,878
*The equipment replacement fund will be used to cover the cost of 6 new dispatch radio consoles
tHope(19),Ninilchick(229),Cooper Landing(123),Moose Pass(62)
This document provides an estimate of consolidation costs. If additional services and
integration costs specific to each city are identified,these costs will be billed to the
integrating agency. General unexpected transition costs for the SPSCC itself will be
covered by the borough. Estimated costs include:
Item Measurement Cost
ProQA software licensing One time $11,000
New equipment One time $20,000
Total $31,000
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Kenai Peninsula Borough Consolidated Dispatch Center
Fee Methodology Proposal
DRAFT
6. CONSOLIDATED CENTER BUDGET OVERVIEW
Consolidated dispatch budget summary
Revenue from agencies 1,290,968
E911 revenue 1,544,348
Borough general fund 249,878
Total revenue 3,085,194
FY 2017 budget 2,431,295
- E911 Payments (158,400)
+6 dipatchers, .5 admin 708,594
+Airport and radio/IP costs 19,568
Total consolidated annual budget 3,001,057
Fund Balance 84,137
7. AGENCY INPUT
Cities will be charged based on their actual call volume collected by the CAD system at the SPSCC. Actual costs
after year one may vary from estimated costs in this document, as there is not currently a unified way of
collecting call volume data. Fees will be determined based on calendar year call volume and charged to cities on
an annual basis during fiscal year budget preparation.The base rate (fee/call) will be recalculated every three
years based on overall center call volume and operating budget.
In order to account for advances in technology and other changes in dispatch center operations, the entire fee
structure will need to be reassessed periodically.The group for this fee structure reassessment will include
representatives from each of the agencies participating in the call center. In addition, there will need to be an
avenue created for input on fee methodology and other aspects of dispatch operations.
This proposal does not go in to detail on the structure of this group,which will be worked out with the
agreement of all agencies.
8. E911 SURCHARGE
The borough will continue to collect all E911 surcharges and this charge will be deducted from overall operating
cost before rate per call for Fire, EMS, and Police are determined.
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DISPATCH CONSOLIDATION ESTIMATED CITY COST SAVINGS
DRAFT
Cost savings for each city will vary based on the current operating budget and the services the city
intends to retain. The following are rough estimates of cost savings based on the most recent dispatch
operating budget provided to borough staff and on estimated costs and cost avoidances, these numbers
could vary greatly in practice and cities should individually assess budget implications of consolidation.
Kenai
The estimated annual cost for Kenai of a
consolidated center is $323,600:, $259,200 for Kenai Summary
Dispatch borough fee $259,200
dispatch, $11,600 specialized fees, and a $52,800 Specialized fees $11,600
reduction in E911 payments from the borough. Reduction in E911 $52,800
Based on Kenai's $853,715 annual dispatch Consolidated annual cost $323,600
operating budget, Kenai would see a net $530,115 FY 2016 operating budget $853,715
annual difference in cost. Net annual difference $530,115
One time cost avoidances
Consolidating prior to radio purchasing will save Avoidance of new radio consoles' $290,000
Kenai an additional $265,000 in cost avoidance: Borough integration fees -$25,000
$290,0001 for two new radios, minus the $25,000 Total first year cost avoidance $265,000
borough integration fee. This results in an First year difference $795,115
estimated $795,115 difference in the first year.
Homer
•
The estimated annual cost for Homer is $311,184:
$254,400 for dispatch, $3,984 specialized services,
Homer Summary
and a $52,800 reduction in E911 payments from the
Dispatch borough fee $254,400
Specialized fees $3,984
borough. Based on Homer's $631,0452 annual Reduction in E911 $52,800
operating budget, Homer would see a net $319,861 Consolidated annual cost $311,184
annual difference in cost. CY 2016 operating budget2 $631,045
Net annual difference $319,861
Consolidating prior to radio purchase will save
Homer an additional $269,000 in cost avoidance: One time cost avoidances
$290,000 for new radios, minus the $21,000 Avoidance of new radio consoles $290,000
estimated cost of radio/IP linkage and integration Borough integration fees -$21,000
fees with the borough. This results in an estimated Total cost avoidance first year $269,000
First year difference $588,861
$588,861 difference in the first year.
15290,000 based on Motorola quote provided to borough for upgrading 2 radio consoles. Actual cost avoidance
may vary based on number of upgrades and other factors.
PPersonnel costs account for 95%of Homer's 2016 dispatch operating budget. It is likely that there are additional
operational costs to Homer that are captured elsewhere in the city budget.
Estimated City Savings I Page 1 of 2
DISPATCH CONSOLIDATION ESTIMATED CITY COST SAVINGS
DRAFT
Seward Seward Summary
The estimated annual cost for Seward is $191,184: Dispatch borough fee $134,400
$134,400 for dispatch, $3,984 specialized services, Specialized fees $3,984
and a $52,800 reduction in E911 payments from the Reduction in E911 $52,800
borough. Based on an annual cost of $485,0623, Consolidated annual cost $191,184
Seward will see a net$293,878 difference annually. FY 2016 budget3 $485,063
Net annual difference $293,878
Consolidating prior to radio purchasing will avoid an One time cost avoidances
additional $124,000 in cost: $145,000 for a new Avoidance of 1 new radio console $145,000
radio minus $21,000 estimated cost of radio/IP Borough integration fees -$21,000
linkage and integration fee with the borough. This Total cost avoidance first year $124,000
results in an estimated $417,878 difference in the First year difference $417,878
first year.
Soldotna
Dispatch for the city of Soldotna is already operated by the SPSCC. Although costs for the city will go up
with this proposal, putting a fee structure in place will be advantageous for the city in the long run. An
established structure will allow for Soldotna to reasonably estimate what their costs for dispatch will be
in the future and eliminate the likelihood of sudden drastic changes due to budget or administration
changes. This will also put in place an avenue for Soldotna, along with the other cities, to provide input
on the pricing structure on a regular basis.
a Based on only total personnel costs provided by City of Seward,dispatch costs are not separated from Police
costs in Seward annual operating budget
Estimated City Savings I Page 2 of 2
Dispatch Consolidation City Feedback and Responses
This document includes responses to concerns about a consolidated center and inquiries about
additional services a consolidated center would provide. Please note that at this point we are
only able to say we likely can or cannot provide certain services, the details of which services are
provided and the related cost will need to be agreed upon as this process continues.
1. Questions regarding additional services provided by dispatch
• Cameras
o The issue of what constitutes "monitoring" is the larger question. If, as assumed,
the cities currently utilize security cameras in a passive manner, primarily for
situational awareness and post-incident research, SPSCC could be given access to
provide the same. SPSCC would not likely be responsible for pro-active monitoring,
as this implies 24/7 awareness rather than simple availability.
o Cost to establish access has not yet been determined, and would be specific to each
agency's needs. Agencies already using IP based camera systems should be capable
of providing access with minimal cost. The $143/month TLS circuit charge would
simply make the system available to the SPSCC.
• Municipal tasks
o After consolidation, municipal tasks that may have been assigned to Dispatch staff to
take advantage of their 24/7 staffing should probably be evaluated to determine if
24/7 emergency support is actually necessary. Given that dispatch is a high cost
service, rather than establishing the service at the SPSCC, cities might find it more
cost effective to handle after hours response similarly to KPB Maintenance. KPB
Maintenance responds to critical off hours needs at 46 schools and several dozen
KPB facilities simply by providing emergency contact info to the
public. Maintenance staff fields these calls directly. If the issue being addressed
truly rises to level of an emergency (structure fire/vandalism/etc.), then 911 services
should be contacted anyway.
Local-alarm ring down
o This is also not a question of technical feasibility but one of appropriate use of
dispatch services, as changing a ring-down destination should be a fairly simple
technical task.
• Please see list at the end of this document for responses to additional services listed by
Kenai
2. Redundancy and back up plans
With digital systems (such as ALMR and SPSCC's MicroData 911), redundancy and fault
tolerance are different but related. While we are not in a position to speak to ALMR system
topology, there is a substantial degree of both redundancy and fault tolerance built into the
1I ,
Dispatch Consolidation City Feedback and Responses
SPSCC's MicroData 911 solution. I believe the concern raised here is strictly related to
transport redundancy between SPSCC and Homer. It is true that most carrier
based(ACS/GCI/AT&T) communications traffic between Soldotna and Homer follows
common pathways, with carriers leasing bandwidth/fiber/copper from each other where
needed. It is also true that those carriers have substantial redundancy built in to their
systems. Our observation is that uptime between SPSCC and HPD approaches 99.995%, but
we always strive to achieve the greatest reasonable redundancy/fault tolerance possible
where 911 service is concerned. It is our understanding that the State has a microwave link
between Soldotna and Homer, and we have discussed the possibility of using this link as a
backup for public safety traffic. This could provide redundant transport between SPSCC and
Homer.
• The next generation of consoles are IP based, so the method for bridging remote radio
frequencies is changing.
Consolidation would provide area-wide CAD. If KPB will be dispatching over legacy
frequencies using existing network connections through dispatch, we could leave SIP
phones in place which would provide a local call end point in the event of a catastrophic
failure.
• Mobile units and portables could provide emergency radio backup, if ALMR or similar is
improved at State level. If cities choose to discuss risks/benefits of transitioning to ALMR, it
should be considered an issue separate from any consolidation discussion.
• It is important to note that ProComm is not an unbiased player in this conversation. They
have a strong vested interest in selling hardware and services. They are certainly aware
that establishing a hard requirement for a new transport path between SPSCC and HPD
could drive business their way. None of this is said to discount ProComm's expertise in the
wireless communications arena (which is significant), it simply must be considered in
evaluating their advice.
3. Local knowledge, non-numeric addresses, unfamiliarity with spatial layout of area,
familiarity with callers etc
• The SPSCC currently dispatches all areas surrounding the Homer, Kenai, and Seward City
Limits. All calls for service—as well as frequent callers—are documented in Computer Aided
Dispatch (CAD). This information is captured and easily accessed by any public safety,
dispatcher, regardless of their tenure.
• The CAD system has the ability to use "Common Names" (that we manually enter) to
identify businesses, etc. It is a common feature of CAD providers to encapsulate local
knowledge for this reason. As part of implementing a consolidated dispatch arrangement,
we would establish a review/submission process for "Common Names" in each locality.
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Dispatch Consolidation City Feedback and Responses
• The borough GIS mapping system has few peers, and is highly regarded by vendors that
usually provide that service, often dropping GIS development from quotes in favor of using
the boroughs system as more cost effective and efficient. The primary reasons for updating
dispatch when moved to the new facility in 2006 were to provide improved call routing
based on emergency service zone (ESZ = City or vicinity) and to improve responder response
and routing by using the mapping capability of the new system installed at each city 911
center by the borough.
• As for needing a uniform and widely accepted address system, we all agree on that. For
nearly two decades, the Borough and Cities have had agreements in place to provide
accurate addressing for the local Street Addressing Guide (SAG) and area wide Master
Street Addressing Guide (MSAG). Cities have been provided a sum of money annually to
provide that information in compliance with National Emergency Numbering Association
(NENA) Standards, and to perform certain call taking in areas adjacent to their area as
needed. KPB already employees a full-time 9-1-1 Addressing Officer to ensure all addressing
is uniform throughout all municipalities. The Borough's addressing officer maintains the
borough-wide MSAG and addressing on behalf of the borough and relies on the SAG data
from cities for City mapping and addressing.
• If the Borough numerical addressing is lacking, it should be enhanced. If this question is
related to City numerical addressing, the City has a means to improve that, similar to the
borough
4. Need more detail on how a consolidated dispatch would address RMS and ARMS
generation , integration, completion.
• There are two solutions for a smooth, viable transition and continuity of operations. The
first (and preferred model), all agencies would utilize ARMS as their RMS. The second would
require a software integration between SPSCC CAD and responding agency's RMS. (side
note—it was $18,000 for the SPSCC CAD -> ARMS interface)
• RMS has always been the originating agency responsibility.
5. Doesn't provide line of sight VHF Ch. 16 156.8 Mhz coverage, which may need to be
maintained locally, or reduced/eliminated.
The communications resources they use today should not be impacted.
6. (PERS)Termination study potential
• HR posed this question to PERS; PERS acknowledged a transfer of PERS positions
between PERS enrolled organizations CAN occur, but they need all details before
putting anything in writing.
• HR has suggested cities may want to keep one dispatch position on the books (but
unfilled) to ease re-filling if the situation changes in the long term.
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Dispatch Consolidation City Feedback and Responses '
• The KPB feels that a PERS termination study may be avoidable.
The most effective approach to receiving an accurate and positive response from
PERS would likely be the result of a collaborative effort between the KPB and the
cities. A "package" that included specifics from each of the cities and the KPB and
contained the overall plan for what the FTE's and employed positions would look like
after consolidation should provide PERS with the information they need to make a
decision.
7. Capital cost avoidance
Estimated one time cost savings are laid out in the original proposal provided to
cities. Cost savings must be quantified by cities.
• KPB does not believe that cities dispatch would need to purchase new radio
consoles, as operations would be moved entirely to the SPSCC. The KPB is
purchasing 6 new radio consoles this year. This is significant cost avoidance for all
cities.
8. Control and the future administration
• Should the cities agree to move forward with this process, determining the
control and administration structure would be the next step. This structure
will be developed through a collaborative effort with all cities.
Responses to additional services inquired about by the City of Kenai
• Water & Sewer Utility Support- Kenai Dispatch currently monitors the alarms of the
City's Water, Sewer, and Wastewater Treatment Plant. Water and Sewer personnel
are notified upon receiving an alarm.
o We currently monitor a few City of Soldotna and KPB automated alarms (i.e.
Sewer Treatment Plant, lift stations, schools, Nikiski Pool, etc.) These are
automated alarms that ring into our unpublished 10-digit emergency line. We
could accommodate this for other cities. Alternatively, since a dispatcher
cannot diagnose the alarm nor resolve any issue, only place a call (possibly
repetitive calls) it may be more cost effective to rout these calls through an
alarm monitoring company or directly to a smart phone of a public works
person.
• Fire pumps at the City's water reservoir at the request of the Fire Department.
o Can be provided with fees for additional circuits
o This is an essential service during structure fires to boost pumps for proper
flows. This is activation by a single switch upon request by the fire officers.
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Dispatch Consolidation City Feedback and Responses
• Kenai Municipal Airport Support
o We understand that much of the Kenai Airport support is non-negotiable for
the city; the services are required and must be provided. What could be
changed is how the services happen (using new technology) etc, but meeting
the requirements with FAA regional office approval and sign off. This
consolidation may even require that approval. We understand that this is a
critical service that will need to be managed with appropriate technology and
be a priority in the consolidated 911 center. Working through the details of
the municipal airport requirements and support will be a significant step in
this process.
o Three-way crash phone: Provided with additional circuits needed + fee for additional
dispatcher training and service (discussed in original proposal)
• Kenai Street department support: Kenai Dispatch notifies Street Department
personnel when police officers determine snow accumulations or ice conditions
require after hour response.
o Possible with a fee for service. KPD could notify comm center who would call
Kenai PW Dept to manage street communication and ground services; little
reason for dispatch to monitor the function after call out, only to be informed
when completed; airport FD or assistant airport manager can manage the
correspondence to FAA.
• Kenai Dispatch provides support for contacting vehicle owners during snow
removal activities of the department.
o This would seem like a high volume task when it happened, and likely
wouldn't be handled by a consolidated center.
• Record management: Anything related to their RMS—Spillman—would be resolved
with an interface with our CAD* including:
• Dispatch creates case number, description of call in our Records
Management System (Spillman)
• Dispatch links all the people and vehicles in Spillman
• Dispatch creates people, vehicles, locations in Spillman
• Dispatch enters stolen property in Spillman
• Officers do link some people in Spillman but Primary work in Spillman
is done by dispatch.*
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Dispatch Consolidation City Feedback and Responses
• Dispatchers do research in Spillman and provide case involvements
and connections to officers to assist in investigations.*
• Dispatchers provide Spillman information during traffic enforcement,
parking issues, and other municipal ordinance issues in order to assist
officers and summer hires in making enforcement decisions.
• Dispatchers commonly research other open sources for information related to
cases. SPSCC currently provides this service to users
Dispatch prints all persons and vehicles in APSIN. SPSCC currently provides this
service to commissioned officers without APSIN access
• Dispatch prepares "six-pack" photo line-up's for officers when requested. SPSCC
currently provides this service to users
• Dispatch maintains daily log of police activity based on calls, with constant update,
for review by officers on shift A daily log can be generated from CAD.
• Dispatch enters arrests in APSIN and in Spillman. SPSCC currently enters all arrests in
APSIN—Spillman would require an interface
Dispatch notarizes documents, including charging documents for felonies. SPSCC
currently provides this service to LEO
Dispatch writes press releases on arrests. All LEO currently complete their own press
releases
• Dispatch completes ATN and Kid CID forms for criminal charges for adults and kids.
All LEO we currently dispatch for complete their own ATN's and CID's
Dispatch modifies and updates criminal complaint forms for the officers. All LEO
currently modify and update their own criminal complaints
Kenai Dispatch provides 24/365 in person response to the public at the Kenai Police
Department. This is a paradigm shift KPD would have to adapt to. SPD is a good example of
a Monday– Friday 0800-1700 police department with a ring down system in place after
hours and on weekends.
• Clerical tasks: The following clerical tasks a clerk for the city may be able to complete, and
the SPSCC would likely not take on:
o Dispatch creates paper case files with all documents in it. Dispatch locates pictures
of suspects (DMV or other source) includes copies in case file.
o Officers complete reports in RMS and Dispatch reviews all reports turned in for
errors primarily spelling and grammar, but also factual like names and dates of
birth. Dispatch prints all reports, organizes case file documents and numbers case
documents in files.
o Dispatch makes copies of case files for distribution to DJJ, AST, DAO,OCS, FBI, etc.
o Dispatch faxes, mails or prepares hard copies of reports to send to other agencies
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Dispatch Consolidation City Feedback and Responses
Miscellaneous Support
• Kenai Dispatch opens and closes apparatus doors for the Kenai Fire Department and
Station 1 and at the Airport Operations Center. Dispatch also controls Police
Department garage doors.
o Possible with additional circuits needed + fee for service
o See comment in Kenai Muni Airport Support; this would be a communication
center priority and could occur using current technology.
• Kenai Dispatch monitors alarms for all City elevators.
o Should be possible with ring down lines, such as KPB elevators
o Additional circuits needed + fee for service
• Kenai Dispatch monitors panic alarms for Kenai City Hall.
o Possible with additional circuits needed + fee for service
• Kenai Dispatch provides support to personal use fishery fee shacks by dispatching
personnel to take money from the shacks based upon emails received by the
cashiering system.
o This is just a notification that goes out when cash hit's a certain level at the
shacks. No reason it couldn't go to any city employee.
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