Lincoln County Board of Commissioner s Agenda Item Cover Sheet

Transcription

1 Lincoln County Board of Commissioner s Agenda Item Cover Sheet Board Meeting Date: Agenda Item Type: Consent Agenda: Public Hearing: Regular Agenda: Presentation Time (est): Submitting Person: Phone Number/Ext: Presenter at Meeting: Phone Number/Ext: Submitting Department: Department Head Approval: Description of Agenda Item: Background & Basis of Recommendations: Action/Recommendations: Time Sensitivity (none or explain): Budget Impact (if applicable): List of Attachments (if any):

2 Project Description Required for all grant types, this should be a thorough, concise and complete description of the proposed project 5. Please outline project goals and objectives. Lincoln County Communications, the sole PSAP for Lincoln County residents, currently resides within a public access building at the Lincoln County Sheriff s Office and Jail facility. The approximately 1100 sq. ft. PSAP houses all of the consoles(6), offices(2), hardware and equipment(server/radio Room w/ office Telephone Room) to fulfill the various functions required by our PSAP s mission and staff. Lincoln County currently dispatches 13 fire departments, 2 law enforcement agencies, 1 EMS department, Emergency Management, the Fire Marshal s Office and N.C. Forestry. Lincoln County also takes calls for service for all county agencies after hours to dispatch on call rotations. Within the jurisdiction of the PSAP are interstates U.S. 321, and NC HWY 16. Lincoln County has a total or 307 square miles, 298 are land and 9.1 are water. When Lincoln County 911 moved to its current facility in December 1999 annual calls for service were approximately 30,000 per fiscal year with 2 off peak 3 on peak Emergency Telecommunicators on staff per shift. Fiscal year 2015 calls for service were 144,780 with a 6 console facility, average of 4 ETCs per shift with a schedule built for 6 on peak. Our PSAP has outgrown the current facility s capabilities for expansion. Our primary goal is to build a 5805 sq ft facility with capacity to exceed current needs and allow for growth as the county also grows on existing county owned property. We plan a structure that will meet the requirements as set forth in 09 NCAC 06C Public Safety Answering Point (PSAP) Facilities, with perimeter fencing for the 1 st line of security giving access for Public Records Request, vendor access. Interior fencing will be around the section of the ETC Room and Generators for secure parking and emergency exiting for all Emergency Telecommunicators (ETCs). Our objective is to build a stand-alone facility with all equipment and personnel securely housed. 6. Please provide an implementation strategy and work plan, including a time line. Lincoln County under the direction of the County Manager will implement the schedule to begin PSAP construction immediately upon approval of the Grant. The Site Selection is complete and the PSAP will be part of the New Government Complex at 200 Gamble Drive, Lincolnton. The Complex is on 25 acres and offers a separate area for the PSAP with two controlled access roads. The project would be managed similar to the new Government Center with Public Works, Engineering, Procurement and Department staff expediting the design and construction under the direction of the County Manager. The group will meet weekly to coordinate the project. The anticipated Schedule would be 5 months for architect selection, design of site work and building. The bidding and approvals will follow with an additional 2 months. Construction will proceed with a 9 month timeframe. The County anticipates transferring PSAP services to the new facility within 16 months of award of the grant. 7. Please identify the interface or compatibility between existing equipment and/or software and that which you intend to purchase.

3 There are no foreseen compatibility issues. This project expands upon current and maintained compatibility with existing technology in use within the current PSAP. The stand alone facility and Backup PSAP projects will build upon the investment already made by Lincoln County and 911 funds in upgrades and maintenance of the radio, network and NG911 capable infrastructure. We will be keeping the current CAD software vendor, Protocol vendor and radio software vendor. Our Radio infrastructure, with all current equipment and hardware will be integrated with the new center via fiber connection. All other equipment will be purchased for the new facility. The equipment in the current PSAP will remain behind due to being end of life, or equipment which still has viable repair or upgrade capabilities will be used for the Back-Up PSAP project. All equipment purchased will be compatible with the software systems and out of center radio equipment /hardware. Statement of Need Required for all grant types, this statement should reference the relationship of the grant project to NCGS 143b-1407(b) and current funding priorities established by the Grant Policy and Procedures and include evidence of any financial need. Lincoln County has been planning to relocate the primary PSAP since the agency was placed under the direct authority of the County Manager. The recession postponed all plans for county offices upgrades for several years. Lincoln County acquired the former Lincoln County Hospital (LCH) building for county offices expansion and planned to integrate the new PSAP construction within this facility. However, upon study, this facility would not meet the requirements as set by NFPA 1221 nor the requirements of 09 NCAC 06C Public Safety Answering Point Facilities. The county administration began to look at other sites and facilities already standing which may meet the requirements. None were found. It was settled to construct a new hardened facility specifically for the PSAP on property already owned by the county which could be built to meet the requirements as set forth for draft proposal by the Advisory Board. At this time, Lincoln County has the vital renovation of the standing LCH facility to house other county offices and departments which have already exceeded the needs of their current, various buildings and sites. This project, the Lincoln County Services Center, which will create a hub for the county departments, is expected to cost in the range of $15,000, and will be ongoing as the new PSAP facility is also being constructed. 8. Please indicated how your PSAP or group of PSAPS meets the statuary criterion of serving a rural or high cost area. Lincoln County meets the requirement, G.S. 53A-37 (5) rural areas; which states: Any county in North Carolina which does not include within its boundaries a city, as defined by G.S. 160A-1(2), with a population greater than one percent (1%) of the population of North Carolina.

4 The only legally incorporated city, as defined by G.S. 160A-1(2), in Lincoln County is the county seat, Lincolnton. The current population within the city limits is 10,732 by the 2014 census statistics. The population of North Carolina in the 2015 census data is 10,042,802. Lincolnton s population equals out to 0.106% of North Carolina s total population. Per the 2014 census, the per capita income for Lincoln County was $25,693 and about 16.0% of the population was below the poverty line. 9. Please identify funding priorities, their impact on operational services and consequences of not receiving funding. Our agency is expecting to use approximately $200, out of $272, of our FY funding allocation to complete our PSAP Back-up Plan in the same year we will be starting construction on the new hardened, stand-alone facility. Lincoln County s primary PSAPs need is both functional and financial. Functional issues with the current PSAP facility include, work space, parking, inability to comply with Americans with Disabilities Act (ADA) requirements, and lack of redundancy and capacity from the current space, building, generator and HVAC system. The current facility shares space within the Lincoln County Sheriff s Office and Detention Center building. There is no room for expansion beyond the current space allotted for the PSAP. At this time, there is no designated break area and ETCs eat at their consoles. A counter with a sink and mini refrigerator occupies one wall of the center with a microwave to accommodate all on duty. The coffee maker sits on the corner of one console. All employees on shift share 1 bathroom with 1 toilet and 1 sink. One wall of the single occupancy, gender neutral restroom is taken up by square foot lockers for each employee. If the bathroom facility is in use, employees must leave the center and use the restroom in the Sheriff s Office. There is no file storage or office supply storage available in the PSAP. Floor space around the consoles is occupied by file cabinets, Duke Power siren equipment, shelves and boxes. This leaves narrow access to the facility should an employee with a disability require it. The Director shares an office with the Operations Supervisor. The Coordinator s office was created within the server/radio hardware closet. All supplies and spare parts are boxed and stacked in the telephone equipment room or restroom. The PSAP has one HVAC unit on the roof of the building and has been offline in the past for as long as a month, leaving the center to bring in fans and breach the security of the center door to allow for ventilation. The HVAC unit was installed when the building was constructed. The current generator only has capacity to run the consoles, phones and radios. If the power is out, there is no cooling for the rooms, no lighting and no power to the scant kitchen equipment to function. There is also no power to the offices to use their laptops or back up equipment for overflow. During peak hours when all available consoles are in use, there is no redundancy for the ETC to move to should a piece of equipment at one console fail. To address financial need, based on N.C.G.S. 62A-46(c), funds received through the NC 911 Board may not be used to purchase, build or renovate a dispatch center. None of the County s current buildings or offices can meet the needs required to house a PSAP as drafted under 09 NCAC 06C The local government does not have the complete funding capability to construct a facility to house a center. Lack of funding for a facility to meet the requirements as drafted in 09 NCAC 06C is the reason a new facility has not yet been built. Without funding in the form of a grant, the entirety of this project may not be possible.

5 Without grant funding, Lincoln County cannot build an appropriately sized facility to house the PSAP as drafted by the state 911 Advisory Board. While some of the listed priorities include 911 Fund allowable expenses, Lincoln County has limited funds to cover these costs over the grant period to still maintain its current system and provide funds for the Backup PSAP as required. Most of the priorities of the Lincoln County PSAP project are not 911 Fund allowable expenses. The distribution of 911 funds to Lincoln County for FY17 is $272,662. This annual distribution must be expended on legislated eligible costs as mandated general statute: 62A-46. Fund distribution to PSAPs. (c) Use of Funds. - A PSAP that receives a distribution from the 911 Fund may not use the amount received to pay for the lease or purchase of real estate, cosmetic remodeling of emergency dispatch centers, hiring or compensating telecommunicators, or the purchase of mobile communications vehicles, ambulances, fire engines, or other emergency vehicles. 10. Please provide a copy of your PSAP s long-term or strategic technology plan and identify how the project fits with it. Lincoln County Communications is currently NG911 compatible, but lacks space and security to fully implement some of the PSAP Facilities requirements. 09NCAC 06C (b) Circuits and Trunks (1) PSAPs shall have at least two call delivery paths with diverse routes arranged so that no single incident interrupts both routes. At this time, we do not have this implemented in county. Our overflow for interruption of trunks is a mutual aid agreement with Gaston County 9-1-1, and while it functions quite well, our plan to have redundancy by separating the racks we have for our delivery software in our long-term strategic plan, Lincoln County Communications will install and monitor a separate sight for call delivery paths in our Back up PSAP plan. 09 NCAC 06C.0213 (b): PSAPs shall maintain a secondary CAD method for use in the event of a failure of the CAD system. At this time, we have a SOG to use paper and pen when and if the CAD system ever fails; we do not have a full redundancy in a separate server implemented. In our long-term strategic plan, Lincoln County Communications will install and monitor a separate sight for a duplicate CAD server in our Back up PSAP plan. Lincoln County Communications will have redundant fiber connections in the new PSAP to the trunks we now operate. A fiber disconnection in April of this year showed us the need for this additional redundancy when a construction backhoe cut through the fiber connections for all trunks and NG911 capabilities at the PSAP. 11. Please Identify the likelihood of completing the project utilizing your 911 fund balance and the percentage of grant funding being requested in relation to total project costs. Due to the planning and funding of a backup PSAP along with the need to build a new stand alone PSAP, the project cannot be completed by using the 911 fund balance alone. And since N.C.G.S. 62A-46(c), states; funds received through the NC 911 Board may not be used to purchase, build or renovate a dispatch center, the probability an adequate facility can be completed in the projected timeline with other county renovation and construction projects occurring concurrently and within budget without undo cost overruns or funding shortfalls is unlikely.

6 Financial Data 23. Current 911 Fund Balance $ 641, Amount Requested $6,237, Total Project Cost $6,237, Budget and Budget Narrative A budget and budget narrative must be supplied for all types of projects, as well as a copy of the applicant agency s approved FY16 PSAP Budget.

7 26. List planned expenditures. (See Attached Cost Spreadsheet) 27. Provide a budget narrative that briefly explains the reason for each requested budget item. State how you will follow applicable procurement law, rules and policies. Any products or services for the consolidation project will be procured by Lincoln County in the name of the new PSAP, Lincoln County Communications. All items will be the property and responsibility of Lincoln County for the benefit of the PSAP. Lincoln County follows both the N.C. Purchase and Contract Administrative Code (Title 1 Department of Administration Chapter 5-Purchase and Contract) in all phases of procurement including solicitation, selection, competitive processes, and contracting and has a purchasing manual that exceeds state requirements. N.C.G.S governs the procurement of professional services performed by architects, engineers, surveyors and construction managers. That process focuses on the qualifications of potential firms instead of their fees or the price of the contract. The architect, engineer, surveyor or construction manager that the local government wishes to contract with is selected based on competence and qualification for the type of professional services needed. After evaluating responses submitted by interested parties, Lincoln County can negotiate a price for the contract with the firm the county has determined to be best qualified based on the evaluation criteria used to evaluate responses. Price can be considered if the government unit exempts itself from the requirements of the statute. In the current Lincoln County 911 operations, upgrading the existing systems and networks will allow continued relationships with existing contracted vendors. The current CAD system will be upgraded by procuring additional licenses for the added positions. The current logging recorder will be upgraded and will have enough space to accommodate recording of additional consoles and radios. In all planned technology purchases, the ability to continue with current contracted vendors will allow Lincoln County to reduce the procurement timeline and continue with familiar systems.

8 29. If the project will have ongoing expenses, such as monthly recurring charges, describe plans and specific sources for future/long-term funding and demonstrate how the project will be sustained in the future without additional 911 Grant Program funding. Recurring charges will be funded the 911 fund balance along with county fiscal budgeting. Evaluation All applications must include evaluations information. The final report shall include an evaluation demonstrating that the equipment or services funded by the grant have been purchased, installed/implemented and are performing as expected. 30. Explain how your evaluation will measure the achievement of the goals and objectives identified in the Project description with the timeline for meeting short, intermediate and long term goals. The County staff, administration and Commissioners are very supportive of this project. The County Commissioners recently approved consolidation of County services at the 200 Gamble Drive location. The PSAP at this location will meet County goals to locate the PSAP in close proximity to the New Emergency Operation Center, County Administration, Board of Commissioners and Support Departments. The new facility will immediately provide ample space for existing operations and improve services. 31. Describe how evaluations will be conducted, including performance parameters which must be met in order to meet acceptance criteria. The project will be under the direction of County Manager and Commission with review on the budget, cost, schedule and safety provided monthly during the project by staff. The project will be managed against the initial schedule and budget in the monthly status updates. Staff will implement value engineering techniques at all steps in the development and construction of the project using in house staff, consultants and vendors. The same group will be involved in the design to assure a quality and functional building is completed. The long term goal will be to provide Lincoln County a new facility to meet the growth and future needs of the County. We also hope to provide a prime example of a functional independent PSAP that could be a model for other Counties.

9 32. Identify how data will be collected and presented. The County staff will provided monthly status reports on the project. Staff typically meets weekly on projects of this importance from concept to completion. Completion reports will be presented publically to the Board of Commissioners with limited information on the inside due to the sensitive nature of the facility.

10 Cost Phase Construction Estimate Hardened Facility 5805 Sq ft General Requirements $ $ 145, Existing Conditions $ $ 69, Concrete $ $ 203, Masonry $ $ 69, Metals $ $ 156, Wood, Plastics, and Composites $ $ 121, Thermal and Moisture Protection $ $ 81, Openings $ $ 110, Finishes $ $ 203, Specialities $ $ 319, Equipment $ $ 58, Furnishings $ $ 58, Special Construction $ $ 383, Fire Suppression $ 8.00 $ 46, Plumbing $ $ 203, Heating, Ventilating, and Air Conditioning $ $ 243, Integrated Automation $ 3.00 $ 17, Electrical $ $ 203, Communications $ 2.00 $ 11, Electronic Safety and Security $ $ 69, Earthwork $ $ 127, Exterior Improvements $ $ 75, Utilities $ $ 110,295 Sub Total $ 3,088,260 8% $ 247,061 Design 15% $ 463,239 Subtotal $ 3,798,560 Cost Phase Design A/E Design Fee (9% Construction Cost) $ 277,943 Project Management Fees $ 20,000 Needs assessment for technology implementation $ 35,000

11 Design and consulting for networks and systems $ 25,000 Total Design Services $ 357,943 Cost Phase Permits Building Permit Geotechnical Survey $ 9,000 Water Service/Sanitary Service $ 30,000 Erosion and Sedimant Control (? Acres) $ 8,000 Total Permitting $ 47,000 Cost Phase Communications Systems Radio Console System (12 position) $ 129,314 CAD System $ 371,305 Protocol Software Additional Lisences 3 Live 2 Training $ 52,500 Telephony (Admin) $ 60,000 Telephony (911) $ 561,100 Logging Recorder $ 68, Console furniture (12 Work stations) $ 180,000 Microwave Equipment $ 172,500 Fiber to Communications Tower Technology Contingency 10% Total Communications Systems $ 1,595,698 Cost Phase Other Costs Furniture (Not Console Furniture) $ 63,250 Audio Visual $ 4,600 IP Networking Gear $ 207,000 Server and Storage systems $ 21,060 Multiplex for Connectivity $ 103,500 Telecomm Utility Connection $ 5,750 Monitors Console $ 13,464 PC workstations 12 $ 19,536 Total Other Costs $ 438,160

12 Total Project Budget $ 6,237,362

13

14 PROPOSED SITE 900 Public Safety Access Point End of Vehicular Access $ "! Employee Parking ' 100 x1 00' $ "! 0 84 ai n b Tri ry uta hi Lit ch ran B n End of Vehicular Access LINCOLN COUNTY - Location Map Legend $ "! Points Polyline PSAP 90' Building Buffer 90' Pavement Buffer Stream or River Contours 2' 4' 20' 100' 500' Feet 1 in. = 100 ft. Source: Lincoln County Planning - Lincoln Coutny GIS

15 911 Board INFORMATION TECHNOLOGY Chris Estes Chairman Jason Barbour Vice Chairman August 30, 2016 Don Chamblee Public Works Director Lincoln County 115 W Main St Lincolnton, NC Dear Don, The North Carolina 911 Board reviewed your grant application for the project entitled Lincoln County E911 PSAP Construction Project at the August 26, 2016 meeting. The application requested $6,237,362. The Board s Grant Committee recommended awarding the grant but reducing the funding to the amount of $ 2,000,000. The Board approved the Committee recommendation. The grant award is conditioned on several questions that need to be answered before the final award process can proceed. First, is Lincoln County willing to accept the reduced amount? If the grant is funded at this reduced amount, will the project be accomplished as described in the grant application? Please explain what changes either in funds or scope will be taken. I will need your reply no later than September 26, 2016 if these terms are acceptable. An reply is acceptable. Thanks Don and if you have any questions, please let me know. Sincerely, Richard Taylor Executive Director State of North Carolina Department of Information Technology P.O. Box Raleigh, North Carolina it.nc.gov/911board