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t 11A PURCHASE OF SPECTRACOM NETCLOCK MASTER CLOCK TO SYNCHRONIZE 9-1-1 COMMUNICATIONS CENTER DISPATCH/CALL TIME BETWEEN THE COMPUTER AIDED DISPATCH (,CAD) SYSTEM AND CONSOLES - COMMUNICATIONS INTERNATIONAL The Board reviewed a Memorandum of September 8, 1998: TO: Honorable Board of County Commissioners THROUGH: James E. Chandler, County dministrator FROM: Doug Wright, Director l Emergency Services DATE: September 8, 1998 SUBJECT: Authorization To Purchase A Spectracom Netclock Master Clock To Synchronize 9-1-1 Communications Center Dispatch/Call Time Between The Computer Aided Dispatch (CAD) System and Consoles On July 15, 1998, the Board of County Commissioners approved a Contract for a 9-1-1 Computer Aided Dispatch (CAD) System with Logistics Systems, Inc., in the amount of $358,950 and a contingency fund of $15,000 for a total of $373,950. The contract included an interface with the consoles at the 9-1-1 Center, but did not include the master clock to synchronize the dispatch center time. The price at which the vendor offered the master clock included a mark up percentage so staff took the position that the County would purchase the clock directly at a lesser price at the appropriate time. Logistics, Inc., has informed staff that they plan to install the CAD system within the next 90 days. Therefore, staff is recommending that the master clock to synchronize the dispatch center time be approved so it can be ordered and received within the time frame alluded to above. Coordinated system -wide split-second timing is essential in emergency response centers. In the past, the Central Communications Center has been plagued by inconsistent time records between voice recorders, dispatch consoles, call taker consoles, 800 MHz Maestro consoles, computer aided dispatch systems, ANVALI information, and display clocks. The Spectracom Netclock Master Clock recommended receives its time from the U.S. National Institute of Standards and Technology Radio Station WWVB and synchronizes to the U.S. Department of Defense Global Positioning System. Both provide legally traceable time to each element of equipment in a dispatch center. Having synchronized time distributed throughout the communications center allows all clocks to automatically maintain legal time and provides accurate hands-free time stamping. Communications International provided a price quote of $3,595 for the NetClock, $430 for two Time Taps @ $215 each, and $815 for labor and installation supplies (polyphaser, RG 213 cable, RS 232 cable, etc.) for a total of $4,840. The NetClock Master Clock is a specialized instrument that must be properly interfaced and programmed into the existing equipment and the planned CAD system at the 9-1-1 Communications Center. Since Communications International. Inc., installed the 800 MHz backbone electronics system, staff is recommending that company be awarded the work project. This will preclude finger pointing and controversy if a problem should develop between the clock instrument and other facets of the existing equipment at the Communications Center. The NetClock Master Clock is the only National Emergency Number Association (VENA) approved 9-1-1 clock. Since no other dealer was known in Florida and in order to ensure that this quote was competitive, staff contacted Spectracom, the clock manufacturer, via their Internet address, and determined that their base pricing for the NetClock Master Clock would be $4,390, not including installation costs. Given this information, it appears Communications International base pricing of 53,595 is competitive and reasonable with the quote provided. September 15, 1998 -27-OO' 0 7 PAu 34 J