Glynn County Fire Department 121 Public Safety Blvd. BRUNSWICK, GEORGIA PHONE (912) FAX (912)

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1 S. C. Gardner Interim Chief F.S. Wallace T.G. Dixon H.W. Herndon Deputy Chiefs Glynn County Fire Department 121 Public Safety Blvd. BRUNSWICK, GEORGIA PHONE (912) FAX (912) August 29, 2014 To: Glynn County Board of Commissioners VIA: Finance Committee From: Chipper Gardner, Interim Fire Chief Subject: Request to Purchase APCO Institute Adviser Software to replace Outdated EMD Software R.L Marat Admin. Deputy Chief Captain of Training A.L. Robinson W.C. Knighten Fire Inspectors J.E. Johnson Captain / Fire Marshal W.N. Mann Captain of Rescue PROBLEM: Glynn / Brunswick 911 Center currently uses an EMD (Emergency Medical Dispatch) protocols program to assist in dispatching EMS (Emergency Medical Services) on medical emergencies while talking the caller through acts such as CPR, Controlling Bleeding, Impaled Objects, etc.. The version they are currently using, a version that is out dated and given to us by the state of Georgia, is no longer supported with updates and not current with today s protocols, and scope of practice the state has recently adopted. In order to provide the best emergency medical service dispatching and to stay current with up to date protocols we are requesting to replace the current out dated EMD software with the APCO Institute adviser Software program at a cost of 53, This cost includes training and one year tech support. Pros of Purchasing APCO EMD Software: 1) APCO International is the words largest organization dedicated to public safety communications. They have been around since APCO is the premier organization addressing education and certification needs of public safety communications agencies. 2) Brings the Glynn / Brunswick 911 center into compliance with current EMS dispatching protocols. 3) APCO EMD is completely customizable to Glynn County s EMS Protocols and Standards. 4) Glynn / Brunswick 911 will be able to certify an in house instructor to certify, maintain all of centers staff certifications and training records on this program. 5) APCO software is 63, lower than the next vendor, Priority Dispatch Pro QA. Cons of Purchasing APCO EMD Software: 1) It will take up to six months to set up and implement the software along with training a trainer and teach the software to the centers personnel. Smoke Detectors Save Lives

2 ALTERNATIVES: 1) Approve the purchase of APCO Adviser software for the Glynn / Brunswick 911 center at the cost of 53, ) Do nothing and replace software at a later date. RECOMMENDATION: It is the staff s recommendation that the software known as APCO Adviser software be purchased for the Glynn / Brunswick 911 center at this time. FUNDING SOURCE: General Fund fund balance. RECOMMENDED MOTION FOR FINANCE COMMITTEE: I move to recommend that the Board of Commissioners approve the purchase of APCO Adviser software for the Glynn / Brunswick 911 Center in the amount of $53, with funding to be provided by the General Fund fund balance, and that the Chairman be authorized to sign the agreement upon approval of the County Attorney s office. RECOMMENDED MOTION FOR BOARD OF COMMISSIONERS: I move to approve the purchase of APCO Adviser software for the Glynn / Brunswick 911 Center in the amount of $53, with funding to be provided by the General Fund fund balance, and that the Chairman be authorized to sign the agreement upon approval of the County Attorney s office. Smoke Detectors Save Lives

3 QUOTE: TT DATE: AUGUST 25, 2014 EXPIRATION DATE: 90 DAYS TO Jerome E Johnson Captain / Fire Marshal Glynn County Fire Department Brunswick, Georgia PREPARER JOB SHIPPING METHOD SHIPPING TERMS DELIVERY DATE PAYMENT TERMS D Hines EMD Program FOB *7% Upon request Due on receipt QTY ITEM # DESCRIPTION UNIT PRICE LINE TOTAL Train the Trainer 1 EMD EMD Class Online 6 weeks (Dispatch) $ $ EMD EMD Class Online 6 weeks Paramedic (Medical) $ $ EMD Instr EMD Instructor Online 6 weeks (Dispatch) $ $ Restr. Instr. Restricted EMD Instructor Application approval based (Medical) if applicable $ $ EMD Manuals EMD 5.2 Manuals in house 32 hr. class $ $ 3,204.00* 1 Membership APCO Membership for Instructor receive $10.00 savings on manuals $ $ EMD G/Card EMD Guide Cards with Racks $ $ * 1 Edit Customization of Guide Cards $ $ Pre-Req s for EMD on the following page Each Dispatcher has 40 hour basic and current CPR SUBTOTAL S & H * TOTAL $ 8, $ $ 8, Quotation prepared by: Darlene Hines, Sales Coordinator This is a quotation on the goods named, subject to the conditions listed in the APCO EMD Implementation Guide. To accept this quotation, sign here and return:

4 Emergency Medical Dispatcher Pre-Req s Requires basic telecommunicator training (can be PST1 or other commercial or formal basic training class, can be letter from agency head on agency letterhead stating completion of in-house basic telecommunicator training) Requires CPR EMD Instructor Requires APCO EMD Requires CPR Requires EMT- with ALS Certification (if they want to teach the class alone) Available for upgrade (with EMD certification and one year experience as certified EMD) Minimum of one year experience as a trainer, supervisor or lead supervisor or lead worker in a public safety communications center or a telematics or call center Available to complete the Instructor application (if approved by APCO) may be used in lieu of taking an APCO online instructor course EMD Instructors cannot teach outside their agency because they are under their agency s medical direction. Our adjunct instructors teach under the APCO Institutes Medical Director. Restricted Medical EMD Instructor To better serve smaller agencies with more restrictive budgets, APCO Institute offers the Restricted Medical EMD Instructor Certification. This certification allows agencies to certify a medically trained individual to instruct the medical portion of the APCO Institute EMD course without attending an EMD Instructor course first. Restricted Medical EMD Instructor Candidate Requirements Requires EMD (Nationally recognized EMD Program) Requires CPR The Individual must be at least an EMT- Advanced with a current formal instructor certification from a state or federal agency. (Examples: Fire Instructor, Post Instructor) An individual must submit the following documentation: Resume/Curriculum Vitae Proof of EMD training Certificate of Medical Training Certificate of Instructor Qualifications Restricted Medical EMD Instructor Certification application Application Fee Emergency Medical Dispatch (EMD) Recertification Expiration date and up to 30 days grace period 1. Recertification application 2. CDE for 2 yrs (minimum of 12 hrs per certification year) 3. Current CPR card 4. $30 recertification fee Emergency Medical Dispatch Instructor (EMD-I) Recertification and PST, FSC, CTO, CCS same procedures Expiration date and up to 30 days grace period 1. Recertification application 2. Agency Instructor agreement 3. CDE for 2 yrs (minimum of 24 hrs per certification year; 12 hrs instructing /12 hrs CDE) 4. Copy of current CPR certification 5. Copy of current EMT certification, if applicable 6. All instructor certifications will be recertified and dates will be concurrent 7. $95 fee

5 QUOTE: QA DATE: AUGUST 25, 2014 EXPIRATION DATE: 90 DAYS TO Jerome E Johnson Captain / Fire Marshal Glynn County Fire Department Brunswick, Georgia PREPARER JOB SHIPPING METHOD SHIPPING TERMS DELIVERY DATE PAYMENT TERMS D Hines Comprehensive Quality FOB *7% Upon request Due on receipt QTY ITEM # DESCRIPTION UNIT PRICE LINE TOTAL Comprehensive Quality 1 Comp. Quality Comprehensive Quality Class Online 4 weeks $ $ SUBTOTAL $ Outline of Class Below S & H * TOTAL $ Quotation prepared by: Darlene Hines, Sales Coordinator This is a quotation on the goods named, subject to the conditions listed in the APCO EMD Implementation Guide. To accept this quotation, sign here and return:

6 A Comprehensive Quality Program cannot be created overnight. A program must be thought out and prior planning efforts put into the system utilizing the methods of measurement and the analysis of results achieved. A successful Quality Program will require a systematic approach. This course will provide the necessary insight so that the proper tools and methodologies can be employed to make the Quality Program a vital and useful part of your organization. Topics include: Quality Quality Planning and Methodologies Standards and Liability in Quality Programs Building a Performance Evaluation Program Feedback and Coaching Surveys and Analysis Class lecture is supplemented by practical exercises that help students apply the lessons to their own agency. Students not only learn about a Quality Program, but also learn how to implement the program within their agency. Prerequisites: Students should be experienced in communications center operations, have a working knowledge of communications policies and procedures, and be involved in the Quality Assurance/Quality Improvement within their agency. Online (web): 4 weeks

7 Proposal for APCO Adviser Software Submitted to: Glynn-Brunswick 911 Center Agency Contact: Jerome Johnson Date: 8/25/2014 Proposal for: APCO Institute Adviser Implementation Introduction It is our understanding that Glynn-Brunswick 911 Center hereinafter referred to as the Agency desires a quote to implement the APCO Institute Adviser software on the following number of positions: Adviser software installed on 11 computer terminals: $38, Tech Support for 1 year: $5, Total: $44, CAD Vendor: Spillman APCO Institute submits this proposal for the Agency s review and consideration. Professional Qualifications APCO International APCO International is the world's largest organization dedicated to public safety communications. We have been around since far longer than any other public safety communications association. More than 15,000 members rely on APCO for their professional needs - from examining standards and issues to providing education, products and services. APCO Institute APCO Institute, is the premier organization addressing educational and certification needs of public safety communications agencies. The Institute offers a selection of affordable training, educational resources, and consulting services for public safety communicators throughout the United States and in the international arena. Instructional offerings range from front-line basic training to supervisory, and communication center management courses, technical testing, agency and agent certification, and web seminars addressing current public safety communications issues. Page 1

8 Proposal for APCO Adviser Software Submitted to: Glynn-Brunswick 911 Center Agency Contact: Jerome Johnson Date: 8/25/2014 APCO Institute Adviser APCO Institute's Adviser is a Windows software application designed to guide calltakers and dispatchers through emergency calls for assistance by using a structured format of questioning and response configurations customized by the Agency. Proposed Procedures/Products & Services The proposed services to be provided by APCO Institute under this proposal are setout below as a progression of actions & activities. This proposal only includes services rendered by APCO Institute and Advanced Systems Technology (AST) towards the development of the interface between the APCO Institute Adviser software and the Agency s CAD system, conversion of the Agency s customized APCO Institute Guidecards into electronic format, and the Adviser User Guide. The Agency and the Agency s CAD Vendor will be responsible for development of the interface allowing the Agency s CAD to communicate with the Adviser software and any and all further expenses associated with it. The cost of the technical support is based on the number of licensed terminals and is provided through Advanced Systems Technology. Tech support provides a 24-hour point of contact in case of technical problems. Tech support is not mandatory, but it is highly recommended. Terms and conditions of tech support will need to be formalized through AST. Implementation Process Product Using the All Callers Interrogation Questions, Vital Points Questions, Response Configurations, Pre-Arrival Instructions and Short Report, customized by the Agency, APCO Institute will create a Adviser software package customized to meet the needs and reflect the resources and procedures of the Agency. On the basis of the above, APCO Institute will develop and provide to the Agency, a Adviser software package that includes the Agency s ADVISER Software and the Agency s Adviser Database. Page 2

9 Proposal for APCO Adviser Software Submitted to: Glynn-Brunswick 911 Center Agency Contact: Jerome Johnson Date: 8/25/2014 Estimated Time Frame for Completion Based on current procedural guidelines and relying on a presumed rapid turn-around of draft documents by Agency personnel, APCO Institute estimates a start to finish time for this project of approximately 3 to 6 months. This time estimate is based on our present staff requirements and scheduling and is subject to change. Implementation Cost For providing the services and products defined in this proposal, APCO Institute will charge the Agency for the price of the Adviser software plus a fee for the first 12 months of technical support, invoiced as follows: $22, (50%) upon acceptance of this proposal $22, (Remainder) upon delivery of the final product This fee is subject to change should acceptance of this proposal occur more than 90 days subsequent to the date of submittal listed below. *Note: An 8-hour training session that covers the use of Adviser is available, at an additional cost. If the Agency wishes to pursue this option, an additional quotation for this training, will be issued. Respectfully submitted, Darlene Hines Sales Coordinator APCO Institute Proposal Acceptance Agency Name: Glynn-Brunswick 911 Center By: Title: Date: APCO Institute will begin the proposed project upon the receipt of a signed copy of this proposal agreement and an authorized Purchase Order or other form of payment from the Agency. Page 3