HomeMy WebLinkAbout2023-108I,. TRUE COPY
"E_RTiFICATION ON LAST PAGE
J.R. SMITH, CLERK
911 Grant Programs
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
1. Purpose........................................................................................................................... 3
2. Eligibility...........................................................................................................................3
3. Definitions........................................................................................................................3
4. 911 Grant Programs Calendar......................................................................................... 5
5. General Conditions.......................................................................................................... 6
6. Guidelines for 911 Grant Expenses................................................................................. 9
7. Approval and Award........................................................................................................10
8. Financial and Administrative Requirements....................................................................11
9. Grant Reporting Procedures...........................................................................................12
10. Change Requests...........................................................................................................13
Application................................................................................................................................15
Appendix II: Florida 911 Regional Map.....................................................................................23
Addendum I: Funding Priorities.................................................................................................24
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
2
A TRUE COPY
; 71FICATION ON LAST PAGE
:.QSMITH, CL=RK
1. Purpose
Each county, group of counties or region applying for E911 State Grant, to be further
known as 911 State Grant, to assist counties with the replacement or upgrade of 911
Systems; for counties to develop and maintain statewide 911 routing using Emergency
Services Internet Protocol (IP) networks (ESlnet), Geographic Information Systems
(GIS) and services, and Management Information Systems (MIS); and develop and
maintain Next Generation 911 (NG -911) systems and services.
The State 911 Grant Programs distributes funds collected pursuant to section
365.172-173, Florida Statutes. Federal Grant funding uses the 911 Grant Programs
for approval and disbursement of federal funds to assist counties in implementing and
improving NG -911 system and services.
2. Eligibility
Any county, group of counties, or region in the State of Florida is eligible to apply for
these grant programs. Only a region, as defined below, may qualify for a grant award
for a 5 -year Regional Next Generation 911 Routing Project.
3. Definitions
3.1. Enhanced 911 (E911): An enhanced 911 system or enhanced 911 service that
is an emergency telephone system or service that provides a subscriber with 911
service and also directs 911 calls to appropriate public safety answering points by
selective routing based on the geographical location from which the call
originated, or as otherwise provided in the state plan under section 365.171,
Florida Statutes, and that provides for automatic number identification and
automatic location -identification features.
3.2. NG -911 Equipment: Hardware equipment and peripherals needed to implement
and maintain NG -911 services.
3.3. E911 System: The Public Safety Answering Point equipment, in accordance with
the State E911 Plan, including 911 call routing, processing, mapping, and call
answering communications equipment.
3.4. Alternate Contract Source (ACS) — A competitively procured contract led by a
federal, state, or local government. The ACS contract is cost-effective, contains
language contemplating its use for cooperative purchasing, and the best interest
of the county to use for purchases. Provided that the county's purchase is not
over expansive in size and scope.
3.5. Grantee/Subrecipient: The county, group of counties, or region awarded a grant.
3.6. Grantor: The Florida E911 Board.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
3.7. Government Accounting Standards Board (GASB): The independent
organization that establishes and improves standards of accounting and financial
reporting for U.S. state and local governments.
3.8. Hosted Services: Hosted Services are technology services using the vendor's
servers for a fee.
3.9. Maintenance Contract: A business agreement between a contractor and
customer covering the maintenance of equipment over a specified period.
3.10. Next Generation 911 (NG -911): The designation for an advanced 911
emergency communications system or service that provides a communications
service subscriber with 911 service. NG -911 also directs 911 emergency requests
for assistance to appropriate public safety answering points based on the
geographical location from which the call/signal originated, or as otherwise
provided in the State E911 Plan and that provides for automatic number
identification and automatic location identification features and emergency data
information through managed IP -based networks.
3.11. Next Generation 911 Core Services (NGCS): The base set of services needed
to process a 911 call/signal on an ESlnet. Includes the Emergency Service
Routing Proxy (ESRP), Emergency Call Routing Function (ECRF), Location
Validation Function (LVF), Border Control Function (BCF), Bridge, Policy Store,
Logging Services, and typical IP services such as Doman Name System (DNS)
and Dynamic Host Configuration Protocol (DHCP). The term NG -911 Core
Services encompass the services but does not include the network on which they
operate.
3.12. Next Generation 911 Routing Project: A Next Generation service that
incorporates multiple counties.
3.13. Public Safety Answering Point (PSAP): The public safety agency that receives
incoming 911 requests for assistance and dispatches appropriate public safety
agencies to respond to the requests in accordance with the State E911 plan.
3.14. Region: Refers to the counties grouped by the Florida 911 Regional Map. All
systems within a region must be interoperable.
3.15. Service Contract: A written contract to perform, over a fixed period or for a
specified duration, duties relating to informational and technical services.
3.16. Warranty contract: A written guarantee given to the purchaser of a new item by
the manufacturer or dealer, usually specifying that the manufacturer will make any
repairs or replace defective parts free of charge for a stated period.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
4
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SPJIITH, CLERK
4. 911 Grant Programs Calendar
The E911 Board will accept applications as noticed in the Florida Administrative
Register.
Action
Eligible entity submits
Submission date(s) as
application
published in the Florida
installation period
Administrative Register
E911 Board Members evaluate
Within two months of the
applications
submission date
E911 Board votes on
Maximum implementation
applications to fund at regularly
Within three months of the
scheduled meeting
submission date
E911 Board sends notification
dependent upon board
letter of awards approved for
Within four months of the
funding to the counties.
submission date
Performance Period
County, group of counties or
Two years from receipt of
regional implementation/
award notification
installation period
Next Generation 911 Regional
Maximum of five years
Routing Project
Maximum implementation
Period of five years however
Next Generation Projects
may be shorter time
dependent upon board
approval.
Service and Data Maintenance
An annual grant may be
Projects outside of a NG -911
funded.
Regional Routing Project
Initial Database
Two years from receipt of
synchronization (such as ALI,
award notification
MSAG, and Centerline)
Database maintenance (such
Approved only with Regional
as ALI, MSAG, Centerline....)
Routing Project
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
5
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
5. General Conditions
Applications must be delivered to the following address:
State of Florida E911 Board
ATTN: E911 Board Administrative Staff
4030 Esplanade Way, Suite 135
Tallahassee, FL 32399-0950
Or electronically to E911 BoardElectronicGrantReports(�dms fl qov
Electronic receipt of the grant application and all attachments is preferred.
5.1. The applicant shall provide Application Form items 1 through 14 and the
applicable procurement documents. The grant application package must be
postmarked or delivered on or before the submission date specified in the E911
Board notification of an E911 Grant Programs published in the Florida
Administrative Register. Failure to timely provide these documents will result in a
rejection of the grant application.
5.2. Pursuant to sections 365.172(6), 365.172(10), 365.173(2) Florida Statutes, grant
funds must only be used for the following items/services: to upgrade or replace
911 systems; to develop and maintain statewide or regional 911 routing;
geographic information and management information systems (GIS and MIS); to
develop and maintain Next -Generation 911 (NG -911) services and equipment;
and remotely provided hosted 911 answering point call -taking equipment and
network services directly attributable to establishing and provisioning E911 or NG -
911 services. Warranty costs shall be calculated to account for only the first-year
warranty.
5.3. To be considered for a grant award, all Next Generation projects must meet the
NENA i3 technical standards.
5.4. GIS grants may be limited to funding to achieve the 98% accuracy rate as
identified in the NENA GIS Data Model.
5.5. Although a Next Generation 911 Regional Routing Project may be awarded for up
to five years, the cost shall be accounted for on a yearly basis. The application
must also include a detailed breakdown of costs by year one through year five
and if applicable a monthly breakdown. This would include an expected
reimbursement schedule.
5.6. All Next Generation 911 project vendors must certify in writing that their systems
will be interoperable with bordering counties, regions, and adjacent state lines.
5.7. Only the percentage of service and equipment directly attributable to provisioning
of 911 services is eligible.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
5.8. All maintenance requests, within a single priority, for eligible services and
equipment shall be combined into a single application, including the breakdown
of line -item costs.
5.9. All grant applications shall be accompanied by at least one complete quote for
equipment or services.
5.9.1. Grant applications totaling $35,000.00 or more must be accompanied
by at least three written substantiated quotes from different vendors.
Complete quote submittals shall include a detailed scope of work, all
pages included in the vendor proposal, breakdown of all costs, including
equipment, service tasks, and deliverables. Any county, group of
counties, or region that has made a good faith effort to obtain at least
three quotes in accordance with the competitive procurement process
in 287.057(1), Florida Statutes and has not been able to obtain the
quotes can request E911 Board review based on substantiated proof of
posting of the request with documentation of the limited responses.
Subject to the following exceptions:
a) When purchasing from a DMS State Term Contract or DMS
authorized Alternate Contract Source, the county shall follow the
DMS State Purchasing ordering instructions and their county
procurement rules and policies. Should the DMS State Purchasing
ordering instructions and their county procurement rules and policies
conflict, the county procurement rules and policies shall prevail, with
provision of a letter from the county's purchasing department.
b) When purchasing from an Alternate Contract Source that has not
been approved by DMS State Purchasing, the county shall follow
their county procurement rules and policies, with provision of a letter
from the county's purchasing department.
c) Services or commodities provided by governmental entities do not
require more than one quote.
d) The county, group of counties, or region can initiate a request for
approval to procure from a single source vendor. These will be
considered on a case-by-case basis. Justification for single source
procurement shall be provided with the application, which shall
include a costs analysis that reviews the allowability, necessity and
reasonableness of all cost elements. The single source procurement
will be considered if provided in accordance with Chapter 287 Florida
Statutes. A letter from the applicable county's purchasing
department(s) that the project is a single source procurement based
on Section 287.057(3)(c), Florida Statutes, shall be provided with this
grant application.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
7
^A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SM!TH, CLERK
5.10. Applicants requesting items from different funding priorities should complete a
separate Budget Report (Rule 60FF1-5.0035(1), F.A.C) for each priority. See
Addendum I -Funding Priorities for the 911 Grant Programs for a listing of funding
priorities. Items from the same funding priorities should be combined in the same
Budget Report and shall comply with General Conditions items 5.9 and 5.10.
5.11. An individual county application must include:
5.11.1. A detailed description of line item and cost. This would include the
item, model, or version. Additional requests may be made for more
clarification as needed.
5.11.2. If possible, software service/maintenance dates.
5.11.3. Budget Report
5.11.4. Most current 6A. (Rule 60FF1-5.006(2), F.A.C)
5.11.5. If applicable, detailed legacy 911 service information.
5.12. Should a region or two or more counties apply for a grant, the following
additional information needs to be provided:
5.12.1. A summary of the costs for entire region or two or more counties
detailing the following:
a) Total amount of funds being requested.
b) The scope of work (SOW) that clearly establishes the tasks and
deliverables being performed for successful completion of the
project. All deliverables must be directly related to the SOW.
c) Quote(s) must include quantifiable and measurable deliverables with
detailed descriptions of each line item. Services dates must be
included as well, if applicable.
d) Single source documentation if applicable.
e) Any letters required from the county purchasing department.
fl All individual county application(s).
5.13. A memorandum of understanding (MOU) or an inter -local agreement from all
counties involved must be completed within 3 months of E911 Board award. The
MOU shall contain the financial procurement processes, the disbursement
process, and all termination language.
5.14. Procurement shall be based on the county's procurement processes and the
applicable State purchasing requirements, including but not limited to sections
112.061, 287.057, 287.017, and 287.058. Florida Statutes.
5.15. Funding application requests must include a scope of work that establishes the
tasks and deliverables to be performed. The applications shall include all tasks
that are required for the successful completion of the project. The project shall be
divided into quantifiable units of deliverables that shall be received and accepted
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
8
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
in writing by the county, group of counties, or region before payment. Each
deliverable must be directly related to the scope of work and must specify the
required minimum level of service to be performed and the criteria for evaluating
the successful completion of each deliverable.
5.16. Funding requests must include all necessary costs required for full implementation
of the proposed solution including that of any third party. Should the county, group
of counties or region grant application request or grant award be less than the
projected cost of the equipment or service, the county, group of counties or region
should provide verification of the ability to fund the difference. Pricing submitted
cannot be contingent upon "yet to be" determined fees for products and services
by the proposer or any other third party required for implementation.
5.17. The county shall provide information on the county's preceding year E911 fee
revenue amount and the preceding year's carryforward amount.
5.18. A State grant award may be limited by the carry forward balance in compliance
with sub -paragraph 365.172(6)(a) 3.c., Florida Statutes.
5.19. Detailed information is required for any grant application requesting funding for
systems that require immediate system replacement for provisioning of enhanced
911 in the county, group of counties, or region. Include detailed justification and
explanation for any 911 system with an expected remaining life of less than one
year.
5.20. Funding requests contingent upon "beta testing" or products and services not in
general production and installation will not be funded.
6. Guidelines for 911 Grant Expenses
6.1. The following expenses will not be funded through grant award:
6.1.1. Salaries and associated expenses for 911 coordinators, call takers, or
other 911 personnel.
6.1.2. Wireline database costs
6.1.3. Vehicle expenses
6.2. Funding limitations are specified on the following items:
6.2.1. Hosted 911 answering point call -taking equipment and network
services, recurring network and circuit costs, equipment maintenance
and warranty costs will not be funded for more than the first-year
implementation period.
6.2.2. Service contracts for Next Generation 911 Regional Routing Projects
may be approved for up to 5 years on a case by case basis.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
11
TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
6.2.3. GIS data support services to maintain NENA's 98% synchronization
standard will be limited to one year of service unless combined with a
Next Generation 911 Regional Routing Project.
6.2.4. Grant funding shall be limited (per grant cycle) to eligible expenditures
for one PSAP per county, either one primary or one secondary PSAP.
Counties with only one PSAP with no other primary or secondary
PSAPs, may be eligible for grant funding for one backup PSAP. Geo -
diverse systems may be considered one PSAP for the purpose of grant
funding.
6.2.5. Except for NGCS, selective router equipment costs are limited to the
primary PSAP system and are limited to one per county.
6.2.6. Training cost funding is limited to new system & equipment training.
6.2.7. The allowable grant funding for travel expenses is limited to the
authorized amounts established in Section 112.061, Florida Statutes,
and the Department of Financial Services Guidelines for State
Expenditures.
6.2.8. Reimbursement requests for services that extend beyond a year will be
reimbursed on an annual basis. Reimbursement will not be provided
prior to services being rendered.
6.2.9. A federally funded project must comply with reimbursement in
accordance with the federal project timetable.
7. Approval and Award
7.1. The E911 Board will review each application for compliance with the
requirements of terms and conditions.
7.2. Award agreements shall be signed by the Board of County Commissioner Chair
or the County Manager.
7.3. Grant awards will be withheld for any county, group of counties, or region that has
a grant with a past -due quarterly report or past -due final documentation and
closeout of previous E911 Board grant awards. Grant awards may also be
withheld if the county, group of counties, or region is not in compliance with Board
reporting requirements.
7.4. Applications will be awarded based upon the priorities set by the E911 Board as
listed in Addendum I - Funding Priorities for the 911 Grant Programs.
7.5. The E911 Board will adjust the amount awarded to a county, group of counties,
or region based upon the availability of funds, the reasonableness of the cost of
requested items, published quotes, increased effectiveness of grant funds,
minimum system requirements for performing the needed E911 function as
specified in section 365.173(2)(h)1.,2., and 3., Florida Statutes, E911 State Plan,
or documented factors provided in the grant application submission. NG -911
network systems should include a comparative presentation of network
alternatives, including applicable LEC, CLEC, County, group of counties or region,
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
10
8
7.6.
and State alternatives. All stepped pricing should
including the corresponding benefits for the county,
and the E911 Board.
A TRUE COPY
CERTIFICATION ON LAST PAGE
J. R. Sr^!TH, C! ERK
be thoroughly explained,
group of counties or region,
Additional documentation must be signed by the local Board of County
Commissioner Chair or County Manager. Resulting in third party contracts and
sub -contracts, please see DMS agreement.
7.7. A signed vendor contract with the county, group of counties, or region contract
must be provided.
Financial and Administrative Requirements
8.1. Grant funds are provided on a cost -reimbursement basis
8.2. Each grantee may submit reimbursement claims to the E911 Board as needed;
however, each county is limited to only a single claim request per grant, per
month. Receipt of reimbursement funds from the E911 Board is contingent on the
timely and accurate submittal of funding requests. Requests for reimbursement of
expenditures must be submitted on the approved Financial Reimbursement of
Expenditures Form (Rule 60FF1-5.0035(4), F.A.C). Incomplete claim forms or
claims not submitted on the correct form cannot be processed and will be returned
for corrections. Submit only for the amounts in each budget categories in which
you have incurred expenditures.
8.3. Upon written request and with documentation justifying the need, a progress
disbursement may be considered with a completed Financial Reimbursement of
Expenditures Form, signed vendor contract, itemized purchase order and vendor
itemized invoice. All items must comply with the Florida Department of Financial
Services (DFS) Reference Guide for State Expenditures. Within 45 days of receipt
of funding, the grantee shall submit verification of vendor payment.
8.4. Reimbursement claims shall include only expenditures related to the specific grant
and include copies of signed contracts, purchase orders, itemized invoices, and
proof of successful payment to the vendor. The reimbursement request must
match the scope of work and budget proposed in the grant applications to include
the quote provided with the application. Grants that include cost defined by a set
number of work hours dedicated to a project must include additional documents
as requested by DMS staff. All items must comply with the DFS Reference Guide
for State Expenditures.
8.5. To assure prompt processing, complete reimbursement claims should be e-
mailed to: E911 Board EIectronicGrantReportsCaD-dms fl gov
8.6. Grant funds can only be used between the beginning and end dates of the grant
term unless the E911 Board authorizes an extension.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
11
9.
A TRUE COPY
CERTIFICATION ON LAST PAGE
.1.R. SM!TH, CL=Rr
8.7. It is the county, group of counties, or region's responsibility to maintain the
property, equipment, or services in accordance with the scope of work. If a sale
or transfer of such property or equipment occurs within five years after a grant
ends, funds must be returned to the E911 Board on a pro -rata basis. If the
equipment cost over $5,000 and the grant is federal, funded a county, group of
counties, or region must maintain an inventory of 5 years. This applies to state
grants unless the item becomes obsolete.
8.8. If a grantee terminates a contract for prepaid services, the unused portion must
be returned to the E911 Board on a pro -rata basis.
8.9. The grantee agrees that any improvement, expansion, or other effect brought
about in whole or part by grant funds will be maintained until the system or
equipment becomes obsolete (On average five years).
8.10. If a grantee materially fails to comply with any term of an award, the Board shall
take one or more of the following actions, as appropriate in the circumstances:
• Withhold grant payments pending grantee correction of the deficiency.
• Disapprove all or part of the cost of the activity or action not in compliance.
• Suspend or terminate the current award for the grantee's project.
• Suspend or deny future grant awards.
8.11. The Board will provide the grantee an opportunity for a hearing, appeal, or other
administrative proceeding to which the grantee is entitled under Florida Statutes.
8.12. Grant awards or portion thereof may be terminated by the grantee upon written
notification to the E911 Board, detailing the reasons for such termination, the
effective date, and the release of allocated funds.
8.13. 911 Staff may require additional documentation to confirm proof of payment and
deliverables met in accordance with DFS Reference Guide for State
Expenditures.
Grant Reporting Procedures
9.1. Grantees will be required to submit:
9.1.1. Quarterly Status Report. (Rule 60FF1-5.0035(2), F.A.C)
9.1.2. Reporting will begin at the conclusion of the first full quarter after the
award. The report periods will end on March 31, June 30, September
30, and December 31 of each year. Reports are due within 30 days of
the ending report period.
9.1.3. The Quarterly Status Report shall inform the E911 Board of significant
impacts on grant -supported activities. Significant impacts include
project status developments affecting time schedules and objectives,
anticipated lower costs, or producing beneficial results in addition to
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
12
TRUE COPY
;ERTIFICATION ON LAST PAGE
R. SM! T N, C! _RK
those originally planned. Additionally, problems, delays, or adverse
conditions that will materially impair the ability to meet the timely
completion of the award must be reported. The disclosure must include
a statement of the action taken or contemplated and any assistance
needed to resolve the situation.
9.1.4. Federal documentation as requested.
9.2. Final Reporting Documentation includes:
9.2.1. Upon receipt of final reimbursement from DFS, a final Quarterly Status
Report, shall be submitted based on the same reporting requirements
described in grant reporting item 9.1.
9.2.2. Final documentation, including copies of all expenditures and
corresponding invoices, shall be submitted within 90 days of the final
report. The "Final Report" box on the Quarterly Status Report, shall be
marked and include your project completion date.
9.2.3. Final document submission and closeout of a grant does not affect the
E911 Board's right to disallow costs and recover funds based on an
audit or financial review. The county, group of counties, or region shall
remain obligated to return any funds expended that do not comply with
the terms and conditions of the grant award.
9.2.4. The counties must provide DMS a copy of the Comprehensive Annual
Financial Report (CAFR), consistent with section 218.32 Florida
Statutes, no later than August 1 following the completion of the county.
9.3. All reports and associated information, federally required documentation, and
final reporting documents should be e-mailed to:
E911 BoardElectronicGrantReports@dms.fl.gov
10. Change Requests
10.1. Change requests shall be submitted prior to deviation from any awarded grant
application. No changes or departures from the original request are authorized
unless approved in writing by the E911 Board. Such requests shall be
submitted using the Change Request form.
10.2. Prior to a county, group of counties, or region signing a contract with a different
vendor from the original vendor stated in the grant application, the county,
group of counties, or region must request a grant change on Change Request
(Rule 60FF1-5.0035(3), F.A.C) and include an itemized quote and a copy of
the new contract to be approved by the E911 Board.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
13
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R.
10.3. Time extension requests will not be granted unless the county, group of
counties or region has executed a contract for the grant equipment and
services or demonstrates good cause for failure to execute a contract within
one year of the award. Good cause documentation shall include a new project
timeline schedule.
10.4. Time extensions shall be limited to a maximum of one additional year when
approved by the E911 Board for a total of three years.
10.5. Change requests must be submitted ten (10) business days prior to Board
meeting to be reviewed. Any reports submitted late will be reviewed at the next
month's E911 Board meeting.
10.6. The Change Request form and associated information should be e-mailed to
E911 BoardElectronicGrantReports@dms.fl.gov.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
14
Application
A TRUE COPY
CERTIFICATION ON LAST PAGE
i.R. Snni T H, Cl- ERV,
County, group INDIAN RIVER COUNTY
of counties or
region
Total Amount Requested: $207,472.16
Project Title: REGION GRANT -GIS RESPOSITORY
1. Board of County, group of counties or _Chairman Joseph Earman
region Commissioners Chair:
Mailing Address: Indian River County BOCC
City:
State:
Phone:
Email Address:
1 t5U1 27"' street
Vero Beach
Florida
( 772 ) 226-3900
Jearman@ircgov.com
2. County, group of counties Karen Rackard
or region 911 Coordinator:
Mailing Address: 422543 Id AvAvenue
City:
State:
Phone:
Email Address
Vero beach
riorlaa
( 772 ) 226-3943
Krackard@ircgov.com
3. Federal Tax ID Number: 59-6000674
Zip: 32960 -
Fax:
Zip: 32967 -
Fax:
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
15
A TRUE COPY
"ERTIFICATION ON LAST PAGE
,;.R. SMITH, CLERK
4. County, group of counties or region fact information
Number of PSAP's
4
Number of Call -taking Positions per PS AP
IRSO 7, EOC 8, Vero Beach PD 3, Seb PD
3
PSA :1(s) in which grant funding will apply.
ALL
--• ••......,.... ....v-nNCR uvn
i. What are the current annual costs for your E911 system (circuits, customer
records hardware and software, etc.) not including maintenance?
$450,053.31
ii. What are the current annual costs for maintenance of items included in 1?
$106,320.00
iii. Total amount of E911 fee revenue received in the preceding year.
$855,534.86
iv. Total amount of county, group of counties or region carry -forward funding
retained in the preceding year.
$19,981.11
v. Current total amount of county, group of counties or region carry forward
funding?
$19,981.11
vi. Two-year maximum calculated amount for applied carry forward funding.
$513,320.92
vii. Minimum calculated amount for applied carry forward funding (Calculation
(Subtract the amount in 5 from the amount in 6).
-$493,339.81
viii. Insert in Budget Report as "carry forward funds applied'.
$0.00
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
16
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
5. Describe your county, group of counties or region's existing 911 system.
Include specific information on existing system equipment upgrades and when
the installation of this equipment was completed. Please include the PSAP(s)
that the grant will be implemented at to include the type of PSAP(s), primary
system, and number of position seats.
Today, the seven counties that make up Florida's Region 5 individually update and
maintain all GIS, ALI, and MSAG information on a stand-alone basis. To support the
transition to NG9-1-1, the counties have agreed to work together to establish a
regional 9-1-1 database. The counties that are participating in this project are:
Volusia, Brevard, Indian River, Osceola, Orange, Seminole and Lake. The goal of
this project is for region 5 to have a cloud -based GIS data management service that
enables all jurisdictions to upload their GIS and 9-1-1 data for NG9-1-1 verification
and data merging tasks to support NG9-1-1 initiatives going forward.
Indian River County operates a Type 4 Enhanced 911 System that is Wireless
Phase ii compliant. There are four PSAPs in Indian River County operating Solacom
CPE with GeoComm Dispatch Map. The solacom is a geo-diverse system with Side
A in the EOC and Side B in the Sheriff's Office. The Solacom system was installed
in 2018, and Dispatch Map was installed in 2022.
The Indian River County Sheriff's Office has a Primary PSAP in Vero Beach which
direct dispatches law enforcement calls throughout the unincorporated area. This
PSAP also direct dispatches fire and rescue calls throughout the county including
the Cities of Vero Beach and Sebastian. However, the cities of Sebastian and Vero
Beach each have a primary PSAP for their respective Police Departments. The
Indian River County Emergency Operations Center serves as the County backup.
The system is a Type 4 E911 and is Wireless Phase II compliant.
Describe the scope of work for the proposed project including any goal(s) and
objectives. Include the tasks to be performed as part of the project. Provide
scope of work in quantifiable units of deliverables that shall be received and
accepted. For each deliverable specify the required minimum level of service
to be performed and the criteria for evaluating the successful completion of
each deliverable. For any scope of work that includes milestones, please
describe in detail what deliverables are expected to be provided in each
milestone.
GeoComm proposes GeoComm GIS Data Hub as a repository for hosting primary and
secondary PSAP GIS data. These layers include the NENA NG9-1-1 GIS Data Model required
layers of Road Centerlines, Site/Structure Address Points, Service Boundaries (PSAP, Fire,
EMS, Police), Provisioning Boundary, and Street Name Alias Table Creation. The Quality
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
17
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. StAITH, CLERK
Control processing and resulting error reports will assist the county GIS data providers in
identifying appropriate values with which to attribute the GIS data. Quality Control checks
include synchronization between the GIS, MSAG, and ALI database to assist each agency in
achieving the recommended NENA 98% synchronization level.
GeoComm will support the project with a dedicated GIS professional to meet with local agencies
to review the error reports and results and provide coaching on updates that need to be made.
Meetings will be held remotely; in-state travel may be required, approved, and reimbursed
following the guidelines of the GSA.
Upon submission of the GIS data by a participating county, GeoComm GIS Data Hub will be
configured to run Quality Control Checks based on NENA i3 data standards, GIS data
management best practices, the needs and requirements of the Region, and GeoComm's
experience working on similar projects. This will include checking the geometry and attribution
of the NENA NG9-1-1 required layers listed above; and checking for gaps and overlaps within
the data once it is merged into a regional dataset. Once the GIS data is processed in GeoComm
GIS Data Hub, a report will be provided of anomalies and errors. GeoComm's GIS team along
with the local GIS professional based in Florida will be available to meet with local agencies to
review suggested corrections for the local agency to pursue.
The regional GIS dataset will be available for download by regional participants. The GIS data
may be shared, based on memorandum of understanding or other authorizations with other
regions and the State of Florida. Copies of the GIS datasets will be available for Next
Generation 9-1-1 Core Services providers to access and load into their systems.
GeoComm proposes to complete the following phases for a timely completion of the Region 5
project:
• Onboarding and Implementation Meeting
• Hub Configuration and Data Load
• Hub System and Process Training
• Go Live
• Data Submission, Analysis, and Merged Dataset Creation
• Ongoing Operational Support Services
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
18
ATRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
7. Justification of the need for the proposed project. Provide detailed information
on the existing system's/component's which needs replacement. Document
the condition with details to justify any system with an expected lifespan of less
than 1 year. Each component on the system, (memory, hardware (size of
drives) updates of software and/or replacement versions needed, standalone
equipment and additional upgrades include UPS in the requests.
The justification for this project is based on the NENA i3 NG911 standard requiring the county
911 agencies to support interoperability and share accurate location information as the
transition from legacy 911 to NG911 systems evolves. As incidents do not know borders, it is
important for adjoining jurisdictions to be able to route, locate and track 911 calls accurately and
efficiently. NENA standards call for PSAP agencies to maintain accurate GIS data sets by
meeting a minimum requirement of 98% synchronization rate for GIS/ ALI / MSAG data. With
each county striving to bring their individual data sets to meet this requirement, it becomes
pertinent to have a methodology for storing the data so that it can be shared by the region.
8. Describe why your county, group of counties or region will not be able to
complete this project without this grant funding.
A comparison of legacy 911 costs and NG 911 costs indicates at least a 35% increase in costs.
Additionally, the .40 monthly fee in Florida is one of the lowest in the country. Grant funds are
needed to implement and sustain these NG projects. Multiple NG projects in the region and
state are already earmarked, taking a direct toll on 9-1-1 budgets. The Florida regional grant
rule and application process is crucial for each participating county to complete the transition to
Next Generation 911.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
19
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
9. Describe the required steps with an anticipated time schedule with
procurement and payment milestones and a total project completion date.
It is anticipated the phases will occur in a mostly chronological order as listed, though some will
take place simultaneously. The timeline relies on prompt attention from the counties at all stages
of the project. For participating counties, GeoComm proposes to carry out the following phases
for a timely completion of the project, based on the regional implementation of the system:
• Phase One: Project Initiation - within 36 days of receipt of PO
MILESTONE: Deliver PIM, Kick -Off Workshop, Final Project Plan and QC Plan
• Phase Two: Systems Configuration and Setup - estimated time to completion: 28 days
MILESTONE: Deliver completed GIS Data Configuration; Web -based project status
dashboard
• Phase Three: Systems and Process Training - estimated time to completion: 8 Days to
complete
MILESTONE: Deliver GIS Data Hub system training and present GIS Data Management
workflows, deliver workflows and recording of training
• Phase Four: Data Submission, Analysis, and Merged Dataset Creation - estimated time to
completion: 89 Days
MILESTONE: Deliver GDH credentials to users, provide QC results and review with
jurisdictions, create merged regional dataset, deliver region provisioning boundary layer
• Phase Five: Ongoing Operational Support Services - to begin within 180 days of Project
Initiation
Once all counties have reached Phase 5, Ongoing Operational Support Services, GeoComm will
invoice the customers for payment of one-time services, first year of recurring services, and
personnel travel for project initiation.
The invoice date will determine the start date of the recurring fees and subsequent project years.
Invoices will be sent at the start of each project year for that year's recurring project fees.
10. If applicable, sole source justification must meet the state procurement
guidelines and chapter 287.057 (3)(c), F.S.
This project is priced based on GSA Contract pricing and terms
11. If applicable, please include your previous service dates for any maintenance
or support services.
N/A
12. Please submit the Budget Report
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
20
i RUE COPY
'f:RTIFICATION ON LAST PAGE
I.R. SMITH, CLERK
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 and return of all grant funds and interest
accrued (if any), pursuant to the E911 Board authority 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 E911
Board.
The county, group of counties or region certifies that all applicable county, group of
counties or region procurement rules/procedures has been met.
Failure to utilize grant funds as represented may jeopardize eligibility to be considered for
future funding.
14. Authority .
�pS�1Ml5:
I hereby affirm my authority and responsik it�fo the t{
SIGNATb1t — CHAIR, BOARD OF CO
OR COUNTY MANGER
Joseph H. Earman
Printed Name
Chairman
5�ffjnds requested. .
_ June 6, 2023
ERS DATE
R'�ER couw��•
""" Attest: Jeffrey R. Smith, Clerk of
Circuit Court and Comptroller
N W- '
Q•
Position
APPROVED AS TO FORM
A .FLi LEGAL SUFFICIENCY
Regional Signatures if Applicable (add additional lines if needed)
BY,.
`�i..:•''�.N FIE i1Sto()LID
r`QC ,P�,1T� ATT ()RNEY
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
21
A TRUE COPY
CERTIFICATION ON LAST PAGE
,:,R. SMITH, CLERK
Appendix I: Authorized Expenditures of E911 Fee Chapter 365.172, F.S.
NO requests for funding will be acknowledged for any items not specified in Section
365.172, Florida Statutes, Emergency communication number "E911"; paragraph (10)
(shown below).
Section 365.172 (10), Florida Statutes: AUTHORIZED EXPENDITURES OF E911 FEE
(a) For purposes of this section, E911 service includes the functions of database
management, call taking, location verification, and call transfer._Department of Health certification,
recertification, and training costs for 911 public safety telecommunications, including dispatching,
are functions of 911 services.
(b) All costs directly attributable to the establishment or provision of E911 service and
contracting for E911 services are eligible for expenditure of moneys derived from imposition of
the fee authorized by subsections (8) and (9). These costs include the acquisition,
implementation, and maintenance of Public Safety Answering Point (PSAP) equipment and E911
service features, as defined in the providers' published schedules or the acquisition, installation,
and maintenance of other E911 equipment, including circuits; call answering equipment; call
transfer equipment; ANI or ALI controllers; ANI or ALI displays; station instruments; E911
telecommunications systems; visual call information and storage devices; recording equipment;
telephone devices and other equipment for the hearing impaired used in the E911 system; PSAP
backup power systems; consoles; automatic call distributors, and interfaces, including hardware
and software, for computer-aided dispatch (CAD) systems; integrated CAD systems for that
portion of the systems used for E911 call taking; GIS system and software equipment and
information displays; network clocks; salary and associated expenses for E911 call takers for that
portion of their time spent taking and transferring E911 calls, salary, and associated expenses for
a county, group of counties or region to employ a full-time equivalent E911 coordinator position
and a full-time equivalent mapping or geographical data position, and technical system
maintenance, database, and administration personnel for the portion of their time spent
administrating the E911 system; emergency medical, fire, and law enforcement prearrival
instruction software; charts and training costs;_training costs for PSAP call takers, supervisors,
and managers in the proper methods and techniques used in taking and transferring E911 calls,
costs to train and educate PSAP employees regarding E911 service or E911 equipment, including
fees collected by the Department of Health for the certification and recertification of 911 public
safety Telecom municator's as required under s. 401.465; and expenses required to develop and
maintain all information, including ALI and ANI databases and other information source
repositories, necessary to properly inform call takers as to location address, type of emergency,
and other information directly relevant to the E911 call -taking and transferring function. Moneys
derived from the fee may also be used for next -generation E911 network services, next -
generation E911 database services, next -generation E911 equipment, and wireless E911 routing
systems.
(c) The moneys should not be used to pay for any item not listed in this subsection, including,
but not limited to, any or operational costs for emergency responses. Even any which occur after
the call transfer to the responding public safety entity and the costs for constructing, leasing,
maintaining, or renovating buildings, except for those building modifications necessary to maintain
the security and environmental integrity of the PSAP and E911 equipment rooms.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
22
Appendix II: Florida 911 Regional Map
-7
`�� ufurr aaau ;uWy ^'�" '-■uwaW� .,. �.�
TArldl I �"" 1
fYlf jiMNRlpi l CLAY {t �`
Florida 911 Regional Map
Counties
Regions
Regan 1 - Pensacola
Region 2 - Tallahassee
Region 3 - Jacksonville
0 Region 4 - Tampa
Region 5 - Orlando
ORegion B - Ft Myers
Region 7 - Miami
Latest Update: August 21, 2019
v TRUE COPY
ERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
1lK Y4 W4 F'►U[MYI
" } WI■qM
.. i VGi.YW
GTIAI■
LAW
ftwo f _
■.w,
oueTo
ai ASI
oases
PALM rAQN
� i116WAlID
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
23
A TRUE COPY
CERTIFICATION ON LAST PAGE
J.R. SMITH, CLERK
Addendum I: Funding Priorities
The criteria for determining acceptability for disbursement of funds from the State of
Florida 911 Grant Programs will be made on a PRIORITY basis. Federal funding will be
applied in accordance with federal grant guidelines. Regional 911 system project requests
related to systems and equipment will be considered the highest priority within each
priority category. If you do not see your specific 911 project listed, you may still apply, as
the E911 Board does have some discretion depending on the funding source, availability
of funds, and spending authority.
1.0 Prepaid and Wireless Funding Priorities
PRIORITY 1: Primary and Secondary PSAP systems that require immediate
system replacement to provision enhanced 911 status or when the expected
remaining life of the system is less than one year.
PRIORITY 2: Development and maintenance of 911 routing statewide,
geographic, and management information systems.
A) Statewide routing system
B) Regional, as an incremental step towards statewide routing
PRIORITY 3: Information System
A) GIS Data support -assisting counties in meeting the 98% NENA GIS Data
minimum standards
B) GIS Maintenance Tools
C) Management Information System
PRIORITY 4: Develop and maintain next generation 911 services and equipment.
A) Next Generation 911 Equipment and Emergency Services IP based
network
B) Next Generation Core Services
PRIORITY 5: Mapping system and services necessary for provisioning
Geographic Information Systems (GIS). This may include the following, listed in
order of funding priority:
A) Map System Equipment - map generation hardware and software
licensing are limited to components for two stations.
B) GIS Centerline point generation and map accuracy systems.
C) Synchronization of GIS, ALI, and MSAG database meets the minimum
standard 98 % for Geospatial call routing -per NENA i3 standard.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
24
A TRUE COPY
! ERTIFICATION ON LAST PAGE
i.R. SMITH, CLERK
PRIORITY 6: Systems that require new or replacement of critical or necessary
hardware or software. This may include the following back-up PSAPs system
equipment, listed in order of funding priority A -H:
A) Hardware and software for communications or terminal equipment
located at a PSAP for 911 call processing, ANI and ALI display, and call
answering.
B) Map Display Equipment
C) Logging Equipment
D) Lightning Protection Equipment
E) Uninterruptible Power Supply system and or Generator Equipment
F) County, group of counties or region Standalone ALI Database Equipment
G) 911 Call Taker Position Equipment
H) Net clock
PRIORITY 7: GIS sub -addressing projects
PRIORITY 8: Aerial Photography / Imaging
1) Overhead (Nadir) images
PRIORITY 9: Infrastructure cabling and building entrance buildout cost.
PRIORITY 10: 911 Call taker workstation console/furniture (the portion related to
911 Telecommunicator Workstation Console/Furniture)
2.0 Federally Funded Awards
2.1 Eligible costs will be consistent with cost principles identified in 2 CFR Part 200,
including Subpart E of regulations. In addition, costs must be reasonable,
necessary, allocable, and allowable for the proposed project, and conform to
generally accepted.
Eligible Costs:
A) Contractual costs associated with carrying out programmatic activities of
the 911 grant, including for the provision of NG -911 services for
consulting services. Recipients are responsible for monitoring the
activities and expenditures of vendors and are responsible for ensuring
that all solicitation documents reflect activities within the scope of the 911
Grant Program.
B) Costs to purchase hardware, software, and hosted services.
C) Costs to purchase hardware, software, and hosted services associated
with enabling NG -911 calls to be received, processed, and dispatched.
Recipients must specify that the purchase of hardware, software, and
services comply with current NG -911 standards, as listed in the
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
25
. a' r
,N RIVER COUNTY
IS IS TO CERTIFY THAT THIS IS A TRUE AND CORRECT
OPY OF THE ORIGINAL ON FILE IN THIS OFFICE.
JEFFREY R 6AITH. CLERK
8Y A.D.C.
DATE btl
Department of Homeland Security's SAFECOM guidance. Each
individual product, however, need not meet every listed standard.
D) Training costs directly related to NG -911- implementation for public
safety personnel. The "Recommended Minimum Training Guidelines" for
Telecommunicators must serve as a base level for the training provided.
Recipients must submit documentation describing the training being
provided, which identifies the included elements from the Minimum
Training Guidelines.
E) Operational Costs to operate the NG -911 system as a dual system to the
current legacy 911 system until the legacy E911 or 911 system is shut
down and the system is fully operational using only NG -911 technology.
2.2 Ineligible Costs
A) Ineligible costs include those costs that are unallowable under the Cost
Principles of the Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards. Please note that costs
ineligible for 911 Grant Program support may not be included as
matching funds.
Application and instructions for 911 Grant Programs, revised July 2021
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
26