HomeMy WebLinkAbout3_h_911_Funding_AT&T_ContractCITY OF Agenda Item No: 3.h
Meeting Date: June 3rd, 2013
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: POLICE
Prepared by: David Stare Police Captain City Manager Approval: ')I ou�&
RESOLUTION GRANTING THE CHIEF OF POLICE AUTHORITY TO USE FUNDING IN
THE AMOUNT OF $276,662.12 FROM THE CALIFORNIA STATE E911 EMERGENCY
COMMUNICATIONS OFFICE TO UPGRADE THE POLICE DEPARTMENTS EMERGENCY AND
NON -EMERGENCY TELEPHONE EQUIPMENT IN FISCAL YEAR 2013/2014. (ATTACHMENT A)
RECOMMENDATION:
Staff recommends the City Council adopt a resolution granting the Chief of Police authority execute a
contract with AT&T to use funding in the amount of $276,662.12 from the California State 911
Emergency Communications Office to upgrade the Police Department's emergency and non -
emergency telephone equipment in fiscal year 2013/2014.
BACKGROUND:
The current Police Department telephone communications equipment was purchased and placed into
service in 2006. The equipment is now in need for an upgrade in technology. The California State 911
Emergency Communications Office has determined, based on the San Rafael public safety answering
point (PSAP) call volume for E911 (Emergency 911) and non -emergency calls, the Police Department
is eligible to funding of $276,662.12 in 2013/2014.
ANALYSIS:
The Police Department customer premise equipment shall provide a complete E911 system solution
from a high level perspective by deploying Call -Processing and Data -Management related system
equipment. The functionality of these system components when coupled together enable the Police
Department the capability to process E911 and administrative type calls and other various PSAP
emergency and non -emergency functions and retrieve long term recordings. The equipment also has
the capability for next generation 911 texting. The State has implemented a master purchase
agreement (MPA) that provides PSAP's an effective procurement vehicle for certified upgrade of the
E911 telephone system customer service equipment and services. AT&T is a certified vendor under the
State's MPA and installed the current E911 and non -emergency equipment. The estimate for the
installation of the equipment is $276,662.12 and is based on the quote provided by AT&T. (See
Attachment B). The scope of the work provided by AT&T, including equipment, maintenance plan and
training is attached to the staff report. (See Attachment C).
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
FISCAL IMPACT:
The grant will be included in the non general fund revenue for the Police Department for fiscal year
2013/2014,
The Police Department will have to pay $3,314.00 for electrical upgrade work that is not covered by
California State 911 Emergency Communications Office,
The total projected cost for this project is as follows:
Revenue Source
Amount
Notes
California State 911 Emergency
Communications Office
$276,662.12
Total Budget
$276,662.12
Category -Eden Expense Code
Amount
Notes
Construction - 02
$18,514.03
Furniture and Equipment — 06
Tax
$176,106.76
$15,378.83
Supplies and Services
$66,662.50
Electrical work
$3,314.00
Pay by the PD General Fund Budget
Total Project Cost
$279,976.12
OPTIONS:
N/A
RECOMMENDED ACTION: The City Council adopt the resolution authorizing the use of funding in an
amount of $276,662.12 from the California State 911 Emergency Communications Office and authorize
the Chief of Police of the City of San Rafael to execute a contract with AT&T to upgrade Police
Department customer premise equipment in Fiscal Year 2013/2014.
ATTACHMENTS:
A. Resolution
B. Install Quote Summary
C. Scope of work provided by AT&T project
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING
THE USE OF FUNDING IN THE AMOUNT OF $276,662.12 FROM THE CALIFORNIA STATE
911 EMERGENCY COMMUNICATIONS OFFICE AND AUTHORIZING THE CHIEF OF
POLICE OF THE CITY OF SAN RAFAEL TO EXECUTE A CONTRACT WITH AT&T TO
UPGRADE POLICE DEPARTMENT CUSTOMER PREMISE EQUIPMENT.
WHEREAS, the State of California 911 Emergency Communications Office has deemed
eligible $276,662.12 to the City of San Rafael for Fiscal Year 2013/2014; and
WHEREAS, the Legislature mandated this money to be spent for replacement or
certified upgrade of emergency telephone equipment and services; and
WHEREAS, State of California 911 Emergency Communications Office has identified
AT&T as being a provider of emergency telephone system equipment and services under the
Master Purchase Agreement; and
WHEREAS, AT&T installed the original emergency telephone system equipment and
services for the City of San Rafael Police Department and has provided an estimate cost quote
below the funding amount available:
NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby approves the use
of funding in the amount of $276,662.12 from the California State 911 Emergency
Communications Office and authorizes the Chief of Police of the City of San Rafael to execute a
contract with AT&T to upgrade Police Department customer premise equipment in Fiscal Year
2013/2014, in a form to be approved by the City Attorney.
I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of the City of San Rafael, held on Monday, the 3`d day of June, 2013, by the following
vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
Esther C. Beirne, City Clerk
at&t DATE
4/812013
Account Manager
Kent Ames
Phone
(530) 621-6986
Email
KentAmes@att.com
Quote Summary
5 Position Cassidian Patriot
This Quote Valid until
San Rafael PD
Cassidian—Patriot
5 Position Cassidian Patriot
Tax Rate 9.000%
Equipment
Taxable Equipment
Tax
$1,388.80 x 48 Months Maintenance Years 2-5
Year 1 included with system
8/6/2013
Installation
Subtotal
SYSTEM TOT.
$176,106.76
$170,875.91
$15,378.83
$18,514.03
$209,999.62
$66,662.50
$276,662.12
Attachment B
Considerations:
Revision History
1
Solution
Vesta 4.0 Original
2
Number of IWS positions
s
7 x 911
3
Lines'
22 x Admin
4
MIS Package Included?
Separate Aurora Quote
-
5
Mapping Included?'
No
6
Voice Recorder Included?
No
7
Provider of Monitors;
AT&T
8
Provider of UPS,
AT&T
9
Arbitrators?
2 Port
10
Genovation Keypads?
Yes; 24 Button
11
NetClock Included:
Yes NetClock GPS Package
12
Command Post Laptop
Included at no charge
13
Admin Phones
6 Included at no charge
1
City of San Rafael
1400 51h Ave
San Rafael, Ca. 94901
Attn: Gus Bush
r,Network
Audio Visual o Traffic Signal
90 Hill Road Novato, cA.94945
Phone: (415) 898.1400 Fax; (415) 898-5991
License N0 390741 & 779053
Thank you for inviting WBE to bid on the referenced project. Our proposal is based on the following:
5/17/13
Re: SRPD Dispatch
1. Furnish and install (1) duplex outlet under window behind Charly Taylor's desk. Outlet will be on different circuit
than existing outlet.
2. Removal and replacement of sheetrock under window is not included.
Price for above work = $891.00
I. Survey PD Storage, Swat Storage, IT workshop, Server Room, etc.. in dispatch for existing electrical outlets.
2. Draw up floor plan locating outlets with panel designations and circuit numbers.
Price for above work = $840.00
I. Relocate UPS outlets 7 and 9 to new switch location.
2. Relocate normal circuit C-19 to UPS 7 and 9's old location.
Price for above work = $1,583.00
Prolect Notes:
1. All work is quoted for regular time.
2. Electrical permit by others.
hank you for the opportunity to bid on this project.
Sincerely,
Chance Thorpe
In Partnership with:
Eel ffel�-
1 M
VTA 4.x
Project
San Rafael PD SOW Date: 8APR2013
Version 2.0 This Scope of Work and associated Cost Table is valid until (above date + 90 days)
Attachment C
Table of Contents
1.0 OVERVIEW........................................................................................................................1
1.1
PURPOSE & OBJECTIVES...................................................................................................1
1.2
AT&T SHALL PROVIDE THE FOLLOWING NEW PRODUCTS.......................................................1
1.3
REUTILIZATION OF EXISTING EQUIPMENT..............................................................................1
1.4
EQUIPMENT PROVIDED BY THE AGENCY...............................................................................2
1.5
COMPONENTS NOT INCLUDED.............................................................................................2
1.6
EQUIPMENT REMOVAL & DISPOSAL.....................................................................................2
2.0
DESIGN SOLUTION...........................................................................................................3
2.1
CALL PROCESSING.............................................................................................................3
2.2
SYSTEM GROWTH CAPABILITIES.........................................................................................5
2.4
SYSTEM PROGRAMMING.....................................................................................................6
2.5
INTEGRATION REQUIREMENTS.............................................................................................7
2.6
BUILDING MODIFICATIONS..................................................................................................7
3.0 CHANGE REQUESTS........................................................................................................8
4.0 ACCEPTANCE TESTING...................................................................................................8
5.0 RESPONSIBILITIES..........................................................................................................9
5.1 AT&T PROJECT TEAM.......................................................................................................9
5.2 PROJECT MANAGER...........................................................................................................9
5.3 AT&T RESPONSIBILITIES.................................................................................................10
5.4 AGENCY RESPONSIBILITIES..............................................................................................10
6.0 INSTALLATION SCHEDULE...........................................................................................11
7.0
MAINTENANCE PLAN.....................................................................................................11
7.1
MAINTENANCE AND RAS CAPABILITIES.............................................................................11
7.2
POST -INSTALLATION SUPPORT LIMITATIONS......................................................................12
7.3
REPAIR OF UNSUPPORTED FAILURES................................................................................13
8.0
TRAINING.........................................................................................................................13
8.1
SUPERvisoR/DISPATCHER TRAINING.................................................................................13
8.2
TRAINING DOCUMENTATION..............................................................................................13
8.3
SERVICE MANUAL DOCUMENTATION..................................................................................13
9.0
DOCUMENT ACCEPTANCE............................................................................................14
APPENDIX A: AGENCY COMPLIANCE - SITE CERTIFICATION DOCUMENT ......................15
APPENDIX B: LANMAN POLICY.............................................................................................16
APPENDIXC: FLOOR PLANS..................................................................................................17
APPENDIXD: PRICING & TERMS............................................................................................19
APPENDIX E: CHANGE ORDER REQUEST FORM.................................................................20
San Rafael PD SOW Date: 8APR2013
Version 2.0 This Scope of Work and associated Cost Table is valid until (above date + 90 days)
APPENDIX F: MAINTENANCE PROCEDURES........................................................................21
San Rafael PD SOW Date: 8APR2013
Version 2.0 This Scope of Work and associated Cost Table is valid until (above date + 90 days)
1.0 OVERVIEW
1.1 Purpose & Objectives
The purpose of this document is to describe the work to be performed by AT&T
California (herein referred to as Contractor) in satisfying the E911 system requirements
San Rafael PD (herein referred to as Agency). In order to achieve the proposed system
design the following system work operations are required: install four (4) positions of
VESTA 4.x, one (1) Position Laptop in supervisor's office, six (6) IP Phones in admin
area for use as administrative/911 phones. The above equipment shall be used to
terminate various trunks, lines and data circuits required to process E911, and
administration calls by the Agency.
1.2AT&T shall provide the following new products
VESTA 4.x
Quantity Description
Four (4) VESTA 4.x IWS with keyboard, mouse
One (1) Laptop Position with docking station to be installed in Supervisor's Office
(Included at No Charge)
Five (5) 19" LCD monitors w/integrated speakers
Five (5) Genovation keypad model 683 (24 keys)
Five (5) Telephony and Radio IRR
Five (5) KVM 2 Port Switches (arbitrators) for two workstations
One (1) VESTA 4.x Backroom System (2 MDS, 2 DDS servers, KVM Switch and
one 17" monitor) in 19" x 7' rack
Two (2) 4 Port FXS CAMA Gateway
Three (3) 8 Port FXO Analog Line Gateway
Two (2) Ethernet Switches
Six (6) AASTRA Model 6757i IP Phone Set with 20 line expansion module -
(Included at No Charge)
One (1) Alarm Panel
1.3Reutilization of existing equipment
The following equipment has been certified to be compatible with current technology and
in good condition. This equipment shall be reutilized:
Qty Item Description
No equipment to be re -used
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1.4Equipment Provided by the Agency
Agency shall supply following system components:
Item Description
Conduit pathways from dispatch location to backroom equipment.
1.5Components not Included
Item Description
Redundant NIC Network Interface Card at VESTA 4.x Positions/servers
Orion/Vela Ma Star
Aurora
SIP Interface/PRI Interface to Third Party PBX
**Please refer to Line Item price list for all parts upon request in Appendix D.**
The equipment provided by ATT shall comply with State of California Contract 5-
12-58-1 AT&T CALIFORNIA (PLANT) and any FCC requirements for E9-1-1. It shall
also meet the NENA requirements for displaying ANI/ALI Phase II wireless calls.
1.6Equipment Removal & Disposal
PlantCML Equipment
As San Rafael PD will be moving to a new building, no equipment will be removed. The
following equipment will be left at the Agency's old building by AT&T:
♦ Existing VESTA Workstations, server, and ancillary devices
♦ Existing Backroom UPS's.
♦ Existing Position UPS's.
In the event the old equipment must be removed, AT&T technicians shall work together
with the San Rafael Police Department personnel to remove the above equipment. AT&T
technicians shall place old equipment in an area designated by the Agency. AT&T
technicians shall not remove any existing equipment from San Rafael Police
Department's building.
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2.0DESIGN SOLUTION
2.1 Call processing
System Overview
AT&T shall provide a complete E911 system solution from a high-level perspective by
deploying Call -Processing, and Data -Management related system equipment. The
functionality of these system components when coupled together enables the Agency
with the capability to process E911 and administrative type calls and other various PSAP
emergency and non -emergency functions and retrieve long-term recordings.
VESTA 4.x is the backend call processing equipment that is based on a distributed IP
(Internet Protocol) architecture; it features a fully integrated PBX with redundant servers,
and no single point of failure. VESTA 4.x client is the front-end (user) of the system.
The VESTA 4.x solution offers a full suite of computer telephony features, including
automatic call distribution (ACD) and automatic number identification/automatic location
identification (ANI/ALI) capabilities.
AT&T shall implement PlantCML's Call -Processing suite of hardware/software
applications: VESTA 4.x. AT&T shall achieve these system objectives by implementing
the following managed work operations:
AT&T will install four (4) positions of VESTA 4.x,
Call-Taker/Dispatch Positions in Dispatch Area
Install four (4) positions (positions 1, 2, 3, 4) of VESTA 4.x in the dispatching area. These
positions are AT&T provided HP workstations and includes: (1) Genovation keypad, (1)
19" LCD monitor, (1) Sound Arbitration Module (SAM), (1) VESTA 4.x software/license,
(1) Dual Telephony and Radio IRR software/license. The data collection licenses are
product specific and allow the VESTA 4.x server to collect data from the VESTA 4.x
workstation for Call Statistics.
Each position will have four CAT6A cables ran to each position from the backroom by the
AT&T technician. The CAT6A cabling will be provisioned as follows: (1) VESTA 4.x
workstation NIC, (1) VESTA 4.x workstation for possible future redundant NIC, (1) for
LTR position -based recording, and (1) for future use/spare.
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Supervisor/Laptop (Command Post) Position in Supervisor Area
Install one (1) Laptop with docking station (Command post) position (positions 5) of
VESTA 4.x in the supervisor area. This position is an AT&T provided HP Laptop with
docking station and includes: (1) Genovation keypad, (1) 19" LCD monitor, (1) Sound
Arbitration Module (SAM), (1) VESTA 4.x software/license (1) Dual Telephony and Radio
IRR software/license. The data collection licenses are product specific and allow the
VESTA 4.x server to collect data from the VESTA 4.x workstation for Call Statistics.
The Laptop position will have four CAT6A cables ran to it from the backroom by the
AT&T technician. The CAT6A cabling will be provisioned as follows: (1) VESTA 4.x
workstation NIC, (1) VESTA 4.x workstation for possible future redundant NIC, (1) for
LTR position -based recording, and (1) for future use/spare.
Admin/911 Phone sets
Install six (6) AASTRA IP phone sets to be used in conjunction with admin lines and
E911 trunks terminated on VESTA 4.x system. These phones will be located at desks
located in the Administration area. These phones will be function in the following manner:
during normal business hours users will log into the phone as admin agents and will not
receive 911 calls on the IP phone positions. During the evening these IP phones will be
able to receive both admin/911 calls based upon the agent login. These phones will
utilize a third party audio device (provided by AT&T) for Long-term call recording of each
phone.
Printer
Install one (1) Dell color network printer in supervisor office. The printer will be used to
print from the VESTA 4.x system (i.e. incorrect ALI reports, etc).
The printer will have one CAT6A cable run to it from the backroom by the AT&T.
Audio Interface
In order to ensure proper audio functionality at each IWS position and facilitate audio
connectivity with third party audio devices at the Agency location. The system design
includes a Sound Arbitration Module (SAM) that hands off phone audio to a demarcation
point for the radio console. This enables the radio console to provide headset sharing
between phone and radio. The SAM is connected to every VESTA 4.x workstation via a
Universal Serial Bus (USB) connector. AT&T technicians will work with agency's radio
vendor to wire this and balance audio (telephony and radio) levels.
Backroom System Overview
911 CAMA trunks originating from the Agency's serving central office tandem shall be
terminated on the VESTA 4.x FXS Gateways equipment located in the backroom. 10
digit emergency, administrative, and ring -down lines (analog) shall be terminated on the
VESTA 4.x FXO Gateways also located in the backroom. All lines will be diversified
among the respective gateways to minimize the amount of lines down in event of a
gateways failure. As San Rafael PD will have two (2) FXS and three (3) FXO, a failure of
one FXS gateway would result in loss of up to fifty percent of the 911 Trunks terminated
on that gateway, while a failure of an FXO gateway will result in a loss of 33% of the lines
terminated on that gateway.
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VESTA 4.x workstations will also be diversified among two network switches, odd
positions on one switch, even positions on the other switch. In event of a failure of a
switch, the positions on that switch will be inoperable until they can be rewired to the
other switch and/or the switch is replaced.
ALI
Geographic diverse 56K Data circuits (DSO) that carry the Automatic Location
Identification (ALI) data shall terminate in the AT&T provided router, which is connected
via RS-232c cables to the VESTA 4.x DDS Servers.
CAD
The VESTA 4.x E9-1-1 system provides a CAD Interface on a DDS server that allows
other system devices to interface with emergency call information. It shall provide the
retrieved AN[/ALI for an emergency call, as well as the answering position identification
on an ASCII RS-232C port. The demarcation point for the Agency CAD is the designated
com port of the DDS server in the equipment room.
2.2System Growth Capabilities
AT&T warrants that the hardware, software and operating systems sold are current at the
time of shipment. Software and hardware manufacturers constantly upgrade their
products. This may require the Agency to upgrade hardware, software or operating
systems in the future in order to expand this system. The maintenance package included
in this sale does not include software/hardware upgrades required for expansion or
integration.
VESTA 4.x's design allows maximum growth flexibility. VESTA 4.x answers small to
medium sized call -center's need for E9-1-1 functionality. The design of VESTA 4.x allows
the system to be configured to accommodate a PSAP, from two -trunk two -position to 250
user end points (IP Phones, VESTA 4.x positions, etc) with 600 circuits. The number of
positions and lines in a system depends on the population of the area served.
This system is designed to accommodate up to eight (8) 911 lines, currently using seven
(7), leaving a future growth of one (1) 911 line(s). This system is designed to
accommodate up to twenty-four (24) analog 10-digit/ring-down lines currently using
twenty-two (22) leaving a future growth of two (2) line(s). The available two (2) lines may
be used to accommodate one to two analog extensions from Agency's ShoreTel system.
Additional lines can be increased by adding additional FXS/FXO gateways (requires
available port(s) in Ethernet switch(es) which can be added if necessary).
This system is not designed to interface to T1, PRI, SIP, or other digital lines.
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2.3 Connectivity
Trunks & Lines
Qty
Trunk Line Definition:
7
E911 Trunks
6
7DE as inventoried below
• 485-3393
9 485-3396
• 485-3394
9 485-3098
• 485-3395
9 485-3098
7
Admin as inventoried below
• 485-3030
0 485-3003
• 485-3032
0 485-3179
• 485-3001
0 485-3180
• 485-3002
9
Rin downs as inventoried below
• Front Door
• Red Hill Tow
• Back Door
• Valley Tow
• MCSO
• 2nd Floor Handicap
• American Security
• Corte Madera Tow
• Terra Linda Tow
2ASystem Programming
The system shall be programmed with a log in ID for each Administrator/Supervisor. The
administrators/ Supervisors shall have all the capabilities that the dispatchers have as
well as additional capabilities requested by the Agency. The "master" speed dial list shall
be the same for each position and the site supervisor/administrator shall have the
capability to change, add, and delete speed dials on the "master" list.
The system shall be programmed with a log in ID for each dispatcher. There shall be a
multiple Agent Profile(s) for all dispatchers that shall have the same configuration, colors
and icons. Agent profiles can be locked down or unlocked to allow agents to modify
individual logins.
The system shall be programmed to "ring all" positions in the event of an incoming call
for all lines. Although ACID (Automatic Call Distribution) programming is a feature of this
system, ACD functionality is not being provisioned.
The system programming requirements may be changed at the request of the Agency
during the Installation process. The AT&T Project Manager/ECM shall work with the
Agency to meet their specific needs.
All system -level programming on VESTA 4.x shall be handled by AT&T personnel. All
initial system -level programming shall be to replicate the current operation of San Rafael
PD's as closely as possible. If it is determined during design sessions that changes need
to be made, they can be made at that time. Once the system is cutover and accepted,
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any further adds, moves and changes shall be performed on a Time and Materials basis
at the prevailing contract rates (An example of add, move and change is: Adding 7 digit
emergency lines to the system). The current contract labor rate is $182.25 per 911-
technician per hour.
User -level programming on VESTA 4.x shall be handled by designated San Rafael PD's
personnel. User -level programming includes, but not limited to, users, speed dials, TTY
messages, etc.
2.5integration Requirements
AT&T shall be the integrator for all telephony -related issues. AT&T shall be responsible
for installation and maintenance of all network facilities terminating into the connector
block installed at each position.
CAD Interface
The E9-1-1 system provides a CAD Interface Port that allows other system devices to
interface with emergency call information. It will provide the retrieved ANI/ALI for an
emergency call, as well as the answering position identification on an ASCII RS-232C
port. The demarcation point for the Agency CAD system is the serial port on the DDS
server in the equipment room.
Network Time Interface
AT&T will provide the time source from the NIST Federal Time Clock for use with VESTA
4.x. AT&T shall provide the connectivity (CAT6A) between the time source and the
designated Ethernet switch port on the VESTA 4.x system (demarc). AT&T will not
provide an IP address or NTP compatible output that connects to Agency provided CAD/
and or other Agency computer systems. Agency computer system(s) can be synched via
the AT&T provided NTP time source, by purchasing more NTP ports at the request of the
Agency.
2.6 Building Modifications
All building modifications are the responsibility of the Agency. The AT&T Project
Manager/ECM shall work closely with the Agency to determine proper timeline
coordination for a smooth system implementation. Please refer to Appendix A for the
specific modifications to be performed by the Agency.
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10CHANGE REQUESTS
The Agency may at any time, by written order, and without notice to the Contractor's
sureties, submit a change order to the Contractor. Within ten (10) working days of
receiving a proposed change order, the Contractor shall submit a written cost estimate,
which shall include adjustments to the Project Price, Project Schedule, Statement of
Work, Acceptance Criteria, or any other obligations of the Contractor, as applicable. The
Contractor or the Agency may also decline the change order, depending on the nature of
the requested changes.
The Contractor may also propose a change order involving additions, deletions, or
revisions to the work, or any obligations imposed upon the Parties under this agreement.
AT&T's changes to the system design or individual component changes shall be
submitted to the Agency for approval using the Change Request Form shown in
Appendix E.
The Agency shall appoint a single individual as a Project Manager. Change Orders shall
be approved in writing, by the Agency's Project Manager. The Contractor shall not
proceed with any work contemplated in any proposed Change Order until it receives
written notification to commence such work from the Agency's Project Manager.
4.0 ACCEPTANCE TESTING
Final system acceptance for this Scope of Work shall occur when the prescribed
performance standards have been met by AT&T. As referenced in the State contract
section, that can be reviewed at:
http://www.td.dgs.ca.gov/Services/911/MasterPurchaseAgreement.htm
These will have been met after 240 consecutive hours of operation following the cutover
date. During these 240 hours, the system shall function without interruption, as defined
by contract and according to the project specifications. If the 9-1-1 system fails to meet
the standards of performance, then the 240 hour system acceptance period shall re -start
following correction of the problem.
Once the system is accepted, any further adds, moves and changes will be performed on
a Time and Materials basis at the prevailing contract rates. The current contract labor
rate is $182.25 per 911-technician per hour.
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5.0 RESPONSIBILITIES
An AT&T Project Manager shall be assigned for this system implementation. The Project
Manager is responsible to plan, organize, control, direct and coordinate people and
material resources throughout the life of the project.
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5.3AT&T Responsibilities
AT&T is responsible for the following:
— Delivery of equipment
— Security of equipment, until equipment is delivered to customer premise.
— Disposal of packaging materials and debris.
— Any damage caused by Contractor (or Contractor's agent) to equipment, building, or
other property.
— Installation of common control (server) equipment in racks.
— Dressing of all cables.
— Identification and labeling of all cables.
— Installation of appropriate cabling from equipment room to all VESTA 4.x 911
positions.
— NENA standard ANI/ALI interface supplied to the Agency owned CAD system.
— Installation of demarcation punch block for audio source and logging recorder.
— Installation of interface jacks for radio headsets.
— Back Room UPS with Extended Batteries/Position UPS.
5.4Agency Responsibilities
Equipment Room
— Provide locked limited access to the equipment room.
— Provide 2 dedicated 20-amp circuits for the VESTA 4.x rack; one dedicated 20 amp
circuit per additional equipment rack.
— Fumish HVAC equipment that will keep the backroom temperature and humidity
levels of 72 degrees F+/- 5 and less than 50% relative humidity.
Dispatch Room
— Furniture selected by Agency is compatible with, or shall be modified by the Agency
to be compatible with, the selected system equipment.
— Fumish/verify that each AT&T dispatch position has one 15 amp breakered circuit
dedicated to emergency call taking position with a quad outlet. Ancillary electrical
components such as heaters, lights and furniture should not be on this circuit.
General
— Access to building for AT&T and subcontractors.
— Conduit and coring of walls.
— Adequate power and power outlets and circuit breakers.
— All radio, CAD and recorder equipment.
— Adequate security to prevent theft of computer equipment.
— On -going upkeep for room requirements listed.
— Technical expertise from Agency's other vendor's during planning, installation and
cut -over.
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— The Agency's Project Manager shall facilitate the resolution of any problem
determined with these interfaces pertaining to the radio, CAD, recorders, or other
Agency owned interfaces.
Note: The 911 Network and Agency Networks may not share the same LAN Segments.
911 IP packets must be segregated from CLETS, NCIC, DMV, CWS, and all other
Agency network traffic.
6.0 INSTALLATION SCHEDULE
The following dates are based on the "Final Funding Date" listed below and are offered
as a general planning reference. These dates are best estimates at this time. Changes
to the "Final Funding Date" will affect all the dates below.
Final Funding Approval Date:
4/1/2013
Equipment Order Date:
4/6/2013
Equipment Delivery Date:
5/25/2013
Programming Change Freeze Date:
6/1/2013
Begin Equipment Installation Date:
6/15/2013
System In -Service Date:
6/29/2013
Final , nstallation schedule will be established by .mutual consen of the Contractor and
the Ordering Agency; however, prior to the installation date, the Ordering Agency may
defer the installation, and a new installation date will be established by mutual
agreement. Such unilateral deferment shall not exceed 60 days, except by mutual
agreement.
Pricing is based on installation being performed during AT&T's normal business hours
(M-F, 8:00am-5:00pm, excluding AT&T holidays). Installation activities outside of AT&T's
normal business hours are available at prevailing after hour tariff. There shall be no
additional cost to the Agency for an after-hours cutover, if it becomes necessary.
7.0 MAINTENANCE PLAN
7.1 Maintenance and RAS Capabilities
The 911 system is provisioned to allow the CMAC to RAS into the 911 system in order to
identify software and hardware problems and make repairs. In the event that the
equipment cannot be repaired remotely, two trained technicians are stationed within two
hours of the Agency PSAP to facilitate onsite repairs.
Items excluded from maintenance include any Software which is at a revision level not
supported by the Software licensor. AT&T makes no guarantee as to parts availability on
Equipment that has been discontinued by its manufacturer. In the even a manufacturer
discontinues producing any Equipment or in the event the Equipment has outlived the
manufacturer's suggested product life cycle, AT&T shall continue to provide Service
under the Maintenance Plan for as long as parts are available on a commercially
reasonable basis. In the event repair parts are not readily available, AT&T shall advise
customer and customer shall have the option to replace the Equipment with a similar
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product AT&T offers at the prevailing rates. In the event the customer declines to
authorize such replacement, AT&T shall cease providing Service for such Equipment.
AT&T includes a one-year warranty and years two through five on a maintenance
contract through the State of California Contract
Items excluded from maintenance include any Software which is at a revision level not
supported by the Software licensor. AT&T makes no guarantee as to parts availability on
Equipment that has been discontinued by its manufacturer. In the even a manufacturer
discontinues producing any Equipment or in the event the Equipment has outlived the
manufacturer's suggested product life cycle, AT&T shall continue to provide Service
under the Maintenance Plan for as long as parts are available on a commercially
reasonable basis. In the event repair parts are not readily available, AT&T shall advise
customer and customer shall have the option to replace the Equipment with a similar
product AT&T's then prevailing rates. In the event the customer declines to authorize
such replacement, AT&T shall cease providing Service for such Equipment.
VESTA 4.x
• AT&T shall provide a "Maintenance Kit" to be kept at a location readily accessible to
AT&T Technicians or, in some special cases, due to an Agency's location or system
size, kept on site in a secured location. The contents of the Maintenance Kit shall be
based upon the requirements of the Agency's 9-1-1 system. AT&T absorbs the cost
of the Maintenance Kit and the equipment provided within the kit shall remain the
property of AT&T.
• AT&T includes five-year parts and labor on the 9-1-1 system. The five-year period
begins at date of customer acceptance. After the five-year period, the Agency may
choose to replace the system, maintain it, or a maintenance contract shall be created
with agreed terms, conditions and costs. Software Service Packs and hot fixes shall
be kept current and upgraded at no charge (additional features and hardware may
not be included). Operating System upgrades are not included.
7.2Post-Installation Support Limitations
AT&T's support obligations hereunder shall not apply to any AT&T supported product if
adjustment, repair, or parts replacement is required because of:
• Printer ink/toner and paper are not included under maintenance.
• Accident, neglect, tampering, misuse, improper / insufficient grounding, failure of
electric power; failure of the PSAP and/or others to provide appropriate environmental
conditions, relocation of hardware or software, or causes other than ordinary use.
• Repair or alteration, or attempted repair or alteration of any AT&T supported product
(hardware and/or software) by the PSAP or others.
• Connection of another machine, device, application or interface to AT&T supported
equipment (hardware and/or software) by, Agency, the PSAP or others, which has
caused damage to AT&T supported equipment.
• Degradation of performance to AT&T systems due to non-compliance with the
Customer Site Preparation Requirements (excessive heat, humidity, moisture,
condensation, dust, EMI, etc.) as identified in AT&T document TP76911, Section C,
Part 2, is not covered under Maintenance or Warranty.
• Damage or destruction caused by natural or man-made acts or disasters
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• Degradation of performance to AT&T systems due to the installation of third party
software applications or Operating System patches, service packs, hotfixes, or
Windows services and not specifically certified, approved, and registered by AT&T for
use at the site(s) identified herein.
• Support described herein does not include cosmetic repairs, refurbishment, furnishing
consumables, supplies or accessories, making accessory changes or adding
additional devices or software applications.
7.3Repair of Unsupported Failures
The Agency may request Field engineering to rectify unsupported failures, as defined
above, on a Time & Materials basis. Labor rate charged will be the current AT&T labor
rate (plus expenses) at the time service is requested.
AT&T is NOT responsible for the performance of third party applications/systems.
8.0 TRAINING
8.1 Supervisor/Dispatcher Training
Formal training for the VESTA 4.x shall be provided by PlantCML. Training dates and
times will be coordinated by AT&T's Project Manager/ECM with San Rafael PD.
Training support will be available through the day of cutover and as needed within the
first week after cutover. Post-cutover training requirements must be negotiated with the
AT&T Project Manager/ECM and may result in additional expense to the Agency.
8.2Training Documentation
VESTA 4.x
Training documentation will include one manual hard -copy of the User Guide per
position, and one soft -copy will be installed on each workstation. Documentation will be
given to the Agency's designated training coordinator.
8.3Service Manual Documentation
IWS Technical Installation and Maintenance Manuals will be provided with the delivery of
the systems. These technical manuals should be kept in the equipment room near the
equipment racks for the AT&T technicians to utilize as necessary.
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9.0 DOCUMENT ACCEPTANCE
San Rafael PD
VESTA 4.x Upgrade Project
I have read the preceding document version 2.1. 1 understand and approve of the scope of work
described therein. In addition, I understand that subsequent modifications to the scope of work shall be
requested on the attached Change Request Form and approved by both San Rafael PD's and AT&T.
San Rafael PD
Date
April 8, 2013
Senior Account Manager, AT&T California Date
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Appendix A: Agency Compliance - Site Certification Document
San Rafael PD Compliance - Site Certification Document
This Section meets the State contract requirement for AT&T to provide a Site Readiness Checklist to the Agency.
A site survey has been made and site modifications will be needed to meet the following requirements for
equipment installation. The following site modifications must be completed by the Agency prior to AT&T beginning
the installation of the new or upgraded system. The completion of all building modifications is the responsibility of
the Agency. In the event that AT&T attempts to begin installation and subsequently discovers that these
modifications have not been met as specified, AT&T may postpone implementation. A quote will be provided to the
Agency for any additional costs incurred by AT&T because of the postponement. Any additional costs that are
incurred for site modifications because of the postponement will be the responsibility of the Agency. Work will be
rescheduled upon completion of the required modifications.
Hazardous Materials
Customer shall maintain Customer's location where AT&T is to perform work in a suitable and safe working
environment, free of Hazardous Materials. AT&T does not handle, remove or dispose of, nor does AT&T accept any
liability for, any Hazardous Materials at Customer's location. If AT&T encounters any such Hazardous Materials,
AT&T may terminate this Statement of Work or suspend performance until Customer removes and cleans up at its
expense Hazardous Materials in accordance with this Statement of Work and applicable law. For purposes hereof,
"Hazardous Materials" means any substance whose use, transport, storage, handling, disposal, or release is
regulated to any law related to pollution, protection of air, water, or soil, or health and safety.
1) Agency to verify that AT&T backroom equipment has two, UPS protected, 20 amp
breakered circuits dedicated to the VESTA 4.x rack with a 20 amp duplex outlet and one
dedicated 20 amp breakered circuit for the second rack.
2) Agency to provide dedicated DSL or other high-speed link for remote maintenance and
support.
Authorized Agency Representative understands that the modifications listed above must be complete prior
to AT&T commencing installation.
Authorized Agency Representative accepts modification list. Date
Authorized Agency Representative certifies modifications complete. Date
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Appendix B: LANMIAN Policy
AT&T LANMAN PSAP Security Policy
It is AT&T's policy to install 911 equipment only in a secure PSAP Local Area
Network ("LAN") that is not connected to any other computer network outside of
AT&T's control (with the exception of the national Crime Information Center
network or similar network, but only if such connection is expressly approved in
writing by AT&T, which approval shall be in AT&T's sole discretion).
AT&T will not install or terminate a PSAP LAN to a firewall. AT&T will identify the
demarcation point for the PSAP LAN, beyond which AT&T is not responsible. In
the event the customer has previously connected or subsequently connects their
PSAP LAN to any other computer network or has caused or causes such a
connection, contrary to AT&T's PSAP Network Security Policy (which customer
acknowledges it has received and read), and the 911 equipment and/or PSAP
LAN is infected or damaged as a result of such connection, then all 911
equipment and/or PSAP LAN warranties, maintenance, and service provisions of
this amendment or statement of work shall be immediately null and void. Under
such circumstances, AT&T will provide repair services for the 911 equipment
and/or PSAP LAN at Customer's request and time and materials charges will
apply for all parts and labor required as a result of damage caused by the
infection. After all related damage has been repaired, maintenance and service
provisions of this agreement shall resume.
Customer agrees to indemnify and save AT&T harmless for any damages to or
claims by any third party against AT&T that arise in whole or in part from
Customer's existing or subsequent connection of the 911 equipment and/or PSAP
LAN provided hereunder to any computer network outside of AT&T's control.
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Appendix C: Floor Plans
FOOTPRINT OF DISPATCH ROOM
San Rafael PD
at&t. 3/$/2013 �wg s Lewis
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FOOTPRINT OF EQUIPMENT ROOM
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San Rdael PD.
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Appendix D: Pricing & Terms
Please refer to separate document.
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Appendix E: Change Order Request Form
AT&T Protect Office
Change Request Form: San Rafael PD
Change Orders cannot be billed directly to the State without State approval.
ne Aaencv will be billed ana must submit a reimbursement request to the State.
Originator:
Change Request Definition:
To be completed by Project Manager/ECM
Impact to System Schedule:
Impact to Overall Project Schedule:
Development Price:
Final AT&T Signoff: Final Agency Signoff: Date:
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Appendix F: Maintenance Procedures
M6lm
PROVIDING PRODUCT & SERVICE EXCELLENCE
TROUBLE REPORTING PROCEDURES
The Customer Assistance Bureau (CAB) is the trouble reporting center for our priority Public
Safety Agencies. The center is responsible for receiving Agency reports and electronically
relaying the reports to the responsible work groups for resolution, 24 hours a day, 365 days a
year. The CSB can escalate trouble reports and put you in contact with management personnel
responsible for resolving the trouble you have reported.
The Priority Repair Service number is:
(877) 500-4911
Due to the complexity of the services we provide and your own equipment it is essential that
you isolate trouble before reporting to AT&T. A few extra minutes to properly identify, isolate
and report a trouble can save hours in resolution time. Reporting the wrong trouble or circuit
number may cause extended delays in our ability to deploy the appropriate work crew to repair
the problem.
When you call in a report, please be ready to provide the following information:
1. Your name and call back telephone number.
2. Address and the location of trouble.
3. Telephone numbers or circuit number in trouble.
4. Nature of the trouble/condition.
5. Application the circuit is used for.
6. Access restrictions we may have to resolve trouble report.
7. Any terminal access problems or arrangements before dispatch.
8. The name of the contact person and their office number is a must!
9. Identification of Major or Minor Failure. (Defined below)
10. For urgent restorations you can ask for an hourly status from the Plant Control Office/PCO.
Major Failure - Definition Of Major Failure: Any hardware, software or circuitry failure that
prevents the 9-1-1 PSAP call taker from making voice or TDD contact or viewing ANI
information or ALI information from a person who has dialed 9-1-1. Upon verbal notification by
the Agency, or electronic notification by the 9-1-1 system itself, of a major failure, AT&T will
meet the required response time detailed below:
ONSITE RESPONSE: A factory -trained technician will respond on -site with spare
parts/software within two (2) hours, or less, to diagnose and commence repair of a major failure.
(The initial replacement of some components may not be identical to the defective part
(monitor, keyboard, mouse, speakers, etc.). This is to provide an expeditious restoration. An
identical replacement part will be provided within 72 hours.) Within two (2) hours, or less, the
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responding technician will notify the PSAP of the nature of failure and an estimated time to
effect repairs.
Minor Failure - Definition Of Minor Failure: Any hardware, software or circuitry failure that
prevents the normal operation of any feature of the 9-1-1 system. Upon verbal notification by
the Agency, or electronic notification by the 9-1-1 system itself, of a minor failure AT&T will
meet the required response time detailed below:
ONSITE RESPONSE: During the initial notification by the PSAP Agency of a minor failure, the
Contractor shall provide to the PSAP Agency an estimated time for on -site diagnostics/repairs
to begin. A factory trained technician will respond on -site with spare parts/software within twenty
four (24) hours, or less, to diagnose and repair a minor failure. (The initial replacement of some
components may not be identical to the defective part (monitor, keyboard, mouse, speakers,
etc.). This is to provide an expeditious restoration. An identical replacement part will be provided
within 72 hours.) Within twenty four (24) hours, or less, the responding technician will notify the
PSAP of the nature of failure and an estimated time to effect repairs.
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