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Home My WebLink About2011-116 5 - 11- 11 County Indian River8 ' I:r 4011 - 116 STATE OF FLORIDA E911 BOARD E911 STATE GRANT PROGRAM APPLICATION FORM Total Amount Requested : $ 607 , 709 . 90 Project Title : E -9- 1 - 1 System Upgrade Vero Beach Police Department PSAP Sebastian Police Department PSAP 1 . Board of County Commissioners Chair : Peter D . O ' Bryan Mailing Address : Indian River County 1801 27 ST City : Vero Beach State - FL Zip : 32960 - 3388 Phone : ( 772 ) 226 - 1440 Fax : 772 - 770 - 5334 Email Address .- pobryan & rcgov . com 2 . County 911 Coordinator : John King Mailing Address : Indian River County Emergency Services 422543 rAve City : Vero Beach State : FL Zip : 32967 - 1671 Phone : ( 772 ) 226 - 3854 Fax : 772 - 226 - 3876 Email Address - iking@ircgov . com 3 . Federal Tax ID Number : 59 -6000674 E911 State County Grant Application , effective 3/1/2011 Page 8 W Form 3A, incorporated by reference in Fla . Admin . Code R. 60FF1 - 5. 003 E911 State County Grants County Indian River • . . COUNTY INFORMATION USE 12 POINT FONT OR LEGIBLE HAND PRINTING 4 . County Information A . County Indian River B . Population 1351167 C . Total Number of Incoming Nonwireless Trunks Combined Total 27 D . Total Number of Incoming Wireless Trunks N /A E . Number of PSAP ' s 4 F . Number of Call Taker Positions per PSAP Indian River 7 EOC 8 Vero Beach 3 Sebastian 3 G . Total Volume of 911 Calls 85296 H . What equipment is needed to maintain the Enhanced 911 system ? Replacement Customer Premise Equipment I . What equipment is requested in this grant application ? Replacement Customer Premise Equipment J . Financial Information : 1 . ) What are the current annual costs for your E911 system ( circuits , customer records hardware and software , etc . ) not including maintenance ? $ 124 , 874 . 33 2 . ) What are the current annual costs for maintenance of items included in 1 . ) ? $ 127 , 060 . 53 5 . Describe your county ' s existing E911 system . Indian River County currently uses Zetron 3200 call taking equipment in all four of our PSAP ' s . We are using Interact Public Safety software for call taking , GEO and MIS . Our recorders are various makes and models and will not meet the requirements of next generation . Our goal is to implement a system with the same equipment in all of our PSAP ' s that will both save money but will also make it possible for a call taker to move from one PSAP to another using the same equipment . E911 State County Grant Application , effective 3/ 1 /2011 Page 9 W Form 3A, incorporated by reference in Fla . Admin . Code R. 60FF1 - 5 . 003 E911 State County Grants 6 . Describe the proposed project including any goal ( s ) and objectives . This project will require installation of new CPE equipment for the Vero Beach Police Department and the Sebastian Police Department PSAPs . Upon notification of grant award Indian River County will begin the project to contract with the appropriate vendor after going through the county procurement process . The anticipated schedule is : 0 - 90 Days - The project procurement for replacement of the Vero Beach Police Department PSAP and Sebastian Police Department PSAP CPE equipment . 91 -210 Days - Equipment order placed , awaiting delivery of equipment and preparation of the work area to accommodate the new equipment . 211 - 270 Days — Equipment installed , acceptance testing of E911 and recording equipment . This project will coincide with the replacement of the CPE equipment in the Indian River County Emergency Sheriff' s Department Center PSAP . This is not a sole source request ; Indian River County requested proposals from three CPE vendors including the Local Exchange Carrier . Attached are copies of the responses from the vendors . The proposal used for this grant request is from the Local Exchange Carrier , AT & T using a Positron solution . We will follow Indian River County procurement guidelines and make sure we have all the necessary funding to cover all of the equipment needed for the total project . 7 . Justification of the need for the proposed project . The purpose of this grant request is to replace the current E911 system at the Vero Beach Police Department PSAP and. the Sebastian Police Department' s PSAP with one that will meet the goals set forth by the State of Florida ' s 911 Plan on Enhanced 911 Systems . Our current equipment is aged and experiencing equipment failures on a regular basis . Many times this will cause a workstation to be out of service for twenty four to forty eight hours . The current equipment in all of our PSAPS is under the same maintenance agreement with AT & T . That contract was set for seven years and will expire during 2011 . E911 State County Grant Application , effective 3/ 1/2011 Page 10 W Form 3A, incorporated by reference in Fla . Admin . Code R. 60FF1 -5. 003 E911 State County Grants 8 . Describe why your county will not be able to complete this project without this grant funding . We currently have $ 1 , 355 , 550 in capital funds budgeted that will allow us to replace a portion of the Indian River County Sheriff' s Department PSAP ' s equipment along with the grant funds received for that project . These funds have been budgeted to replace the same equipment in our Vero Beach Police Department PSAP , the Sebastian Police Department PSAP and the Emergency Operations Center PSAP . Award of this grant would allow us to replace all of our PSAP ' s equipment at the same time allowing the project to be more cost efficient and allow less liability . In addition , the recording equipment at our PSAPs is going on seven years old and can not be upgraded to meet the needs of new call -taking equipment . We will be replacing the recording equipment at these PSAP ' s at the same time and funds for the Indian River County Sheriff' s Department PSAP , Vero Beach PSAP and Sebastian PSAP and EOC PSAP will further reduce the amount budgeted for this project . 9 . Briefly describe how this grant project would be in concurrence with the State E911 Plan . To insure continued operations of the county' s E911 system , the current CPE equipment needs immediate replacement . Indian River County has through careful planning and a very conservative approach been able to budget $ 1 , 355 , 550 . 00 for this project . If we can schedule and implement a county wide replacement of equipment we will be able to save thousands of dollars in installation fees and training costs . Our goal is to continue to provide the best possible service to the residents of Indian River County with the least amount of funds . Our ambition is to place the same equipment in each of our four PSAPs creating an environment that is both cost efficient and user friendly to all 911 Call Takers in Indian River County . 10 . Describe the required steps and an anticipated schedule or time frame with procurement and payment milestones and completion date . Indian River County will be completing the bid process for replacement CPE equipment for the Indian River County Sheriff' s Office PSAP this month and we are hopeful that once that process is completed we will be able to piggy back the replacement equipment for the remaining PSAPs from this same bid saving the additional time needed for the bid process . In addition to that , we have made arrangements to purchase recording equipment through the HGAC , Houston , Galveston Area Council , purchasing agreement which will also save time . Orders for all four PSAP ' s will be placed as soon as the bidding process is completed . Our goal is to have orders placed for all CPE equipment by August 1 , 2011 with a delivery date sometime in October , 2011 . Ideally , payment for equipment will be scheduled during the bidding process with final payment upon completion . Our objective is to complete the project without having to debt service any of the needed funding . E911 State County Grant Application , effective 3/1/2011 Page 11 W Form 3A, incorporated by reference in Fla . Admin . Code R. 60FF1 - 5 . 003 E911 State County Grants 12 . Budget/ Expenditure Report Prepare an itemized Grant Budget ("Line Item" breakdown should include separated systems , i . e . ; E911 System , logging recorder, centerline mapping, etc . and services items) . The completed form shall be used to complete quarterly report requirements , listing expenditures and revisions { if any } in appropriate columns . If there is insufficient space , please include details in an attachment . Budget costs should match requested vendor quote. County : INDIAN RIVER Grant Number : Report Date . For Grant Period Ending : [:11 March 31 1 ❑ June 30 ❑ Se tember 30 ❑ December 31 Year : FINAL ❑ Proposed Budget USE FOR QUARTERLY REPORTS Line Item Unit Price Quantity Total Cost Revised Total Expenditure for Budget Grant Period A . Systems (Hardware, Software , Equipment & Labor) InterAct NG911VOIP Telephony Platform Vero Beach Police Department PSAP $216 , 954 . 00 1 $216 , 954 . 00 Sebastian Police Department PSAP $ 216 , 954 . 00 1 $216 , 954 . 00 Total System Items $ 433 , 908 . 00 B . Services (Training, Maintenance and Warranty Items ) Installation , Warranty and Maintenance Interact NG911 VOIP Telephony Platform Vero Beach Police Department PSAP $ 86 , 900 . 95 1 $ 86 , 900 . 95 Sebastian Police Department PSAP $ 86 , 900 . 95 1 $ 86 , 900 . 95 Total Service Items $ 17301 . 90 Applied County Carry Forward or other Funding (if applicable) $ Grant Request Total $ 607 , 709 . 90 USE FOR ALL REPORTS Total Amount of Grant Awarded $ Total Interest for Grant Period $ Final Completion Date : Signature , County 911 Coordinator E911 State County Grant Application , effective 3/1/2011 Page 13 W Form 3A, incorporated by reference in Fla. Admin . Code R. 60FF1 -5 . 003 E911 State County Grants 11 . Sole source justification ( if applicable ) . E911 State County Grant Application , effective 3/ 1 /2011 Page 12 W Form 3A , incorporated by reference in Fla . Admin . Code R. 60FF1 - 5 . 003 E911 State County Grants County Indian River 13 . Assurances ACCEPTANCE OF TERMS AND CONDITIONS : The grantee accepts all grant terms and conditions . Grantee understands that grants are contingent upon the availability of funds . DISCLAIMER : The grantee certifies that the facts and information contained in this application and any attached documents are true and correct . A violation of this requirement may result in revocation of the grant , return of all funds and interest accrued ( if any) , to the Board and any other remedy provided by law . NOTIFICATION OF AWARDS : The grantee understands and accepts that the notice of award will be advertised on the Florida E911 website . MAINTENANCE OF IMPROVEMENT AND EXPANSION : The grantee agrees that any improvement , expansion or other effect brought about in whole or part by grant funds , will be maintained . No substantial changes or departures from the original proposal shall be permitted unless the E911 Board gives prior written authorization . Any unauthorized change will necessitate the return of grant funds , and accrued interest ( if any) to the Board . Failure to utilize grant funds as represented may jeopardize eligibility to be considered for future funding . 14 . Authority I hereby affirm my authority and responsibility for the use of funds requested . 0000Obllb py" � �ro"•• May 17 , 2011 SIMATURE - CHAIR , BOARD OF COUNTY CO » I NER '0too DATE e °O goo Bob Solari : ° 0 Printed Name ° e o b o e o b o b a oe n ti bbo ��° ObO . bbp Obbb ATTESTED TO "°°°° DATE APPROVED AS TO CQf� ,9s � b �3 � a� I � � , GC � ��C A1 � aDR ® dIEIID AIS® LIrOIt � �� LRIC BY SON MELISSA p, ASSISTANT COUNTY AERSow TTORNEY Y ' ® e uty Clerk 18e11V N avAoaeostaaaQa� r 1 State County Grant Application , effective 3/ 1 /2011 Page 14 W Form 3A, incorpo ated by reference in Fla . Admin . Code R. 60FF1 - 5 . 003 E911 State County Grants