Title
Resolution to Establish Project Budget Using Existing Funds for the Centralized Dispatching Project in the Amount of $ 89,018.00 to be Expended without Regard to Fiscal Year and Approve Issuance of Purchase Orders for Acquisition of Project Component Equipment, Software and Licenses
Memorandum
The attached resolution is to establish and approve a project budget in the amount of $89,018.00 without regard to fiscal year for the needed technology infrastructure equipment, software and licensing necessary for the Fire Department Centralized Dispatching Project.
Dispatching of fire and emergency services has long been handled by numerous stand alone dispatching centers or public safety answering points (PSAP's) within Washtenaw County. The Safety Services Area (Fire, Emergency Management and Police) of City of Ann Arbor and other County agencies; however, have concluded that continuation of this approach is not to the benefit of the community or the departments providing the services.
The City's Centralized Dispatching Project is the initial step in the development of a regionalized dispatching approach to fire and emergency services. The Project presents an opportunity to eliminate numerous call transfers and confusion and to increase customer service.
The Project, which anticipating the contracting of dispatching services to Huron Valley Ambulance, entails several tasks to update notification infrastructure for Fire Services, including:
purchase and installation of Internet Based Fire Stations alerting modules in all City fire station from Zetron Fire Alerting/State Electronics. (est. $50,000.00)
extension of the city's fiber network to 1200 State Circle, the selected central dispatch site, headquarters for Huron Valley Ambulance. (est. $18,000.00)
purchase of software from ACS/Fire House to integrate the Fire Departments Records Management System with the computer aided dispatch center server. ($9,165.00)
purchase of license for CodeSpear software through HVA to utilize automated personnel call back system. ($3,760.00)
The coordination of dispatching through HVA and the protocals and notification processes the City and HVA intend to implement once activated are intended to provide a model for regional notification response efforts and the use of a single alerting system enhancing mutual aid coordination. This interconnect will further reduce record keeping error rates and allow automated time stamping of department records.
The Project will be implemented using a multi-phased approach. Completion of the Project is anticipated by Fall 2009.
Funding for the Project is available in the approved FY09 Fire Services budget and will be transferred to the Information Technology Fund as a separate project.
Staff
Prepared by: Assistant Chief Ed Dziubinski, AAFD, Mary Joan Fales, Senior Assistant City Attorney
Reviewed by: Chief Sam Hopkins, AAFD
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, Dispatching of fire and emergency services has long been handled by numerous stand alone dispatching centers or public safety answering points (PSAP's) within Washtenaw County;
Whereas, The Safety Services Area (Fire, Emergency Management and Police) of City of Ann Arbor in discussion with other County agencies; however, have concluded that continuation of this approach is not to the benefit of the community or the departments providing the services;
Whereas, The City of Ann Arbor wishes to take a pro-active approach in the development of regionalized dispatching approach to fire and emergency services;
Whereas, Huron Valley Ambulance, Inc., which functions as a dispatching center for several communities, is willing to work with the City of Ann Arbor to implement the needed technological infrastructure changes for the implementation of centralized dispatching;
Whereas, Coordination with and use of Huron Valley Ambulance, Inc. as the City's dispatching center for fire and emergency services will require the purchase and installation of equipment and software and acquisition of related licenses from State Electronics (Zetron Fire Alerting), CodeSpear and ACS (Fire House); and
Whereas, There are sufficient funds in the approved FY09 budget for Fire Services to cover acquisition, licensing and installation of all necessary equipment and software;
RESOLVED, That City Council approve the establishment of a project budget to be funded from the approved FY09 budget for Fire Services and expended in the Information Technology Fund without regard to fiscal year as follows:
Software and Licensing $62,925.00
Infrastructure Improvements 18,000.00
Project Contingency 8,093.00
Total Project Budget $89,018.00
RESOLVED, That City Council approve purchase orders for the acquisition, licensing and installation of fire alerting software from State Electronics ($50,000.00), automated call back software from CodeSpear ($3,760.00) and record management software from ACS ($9,165.00); and
RESOLVED, That the City Administrator is authorized and directed to take all necessary actions to implement this Resolution, including the authorization of change orders within the approved Project contingency amount.