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HomeMy WebLinkAboutResolution - 2007-R0475 - Agreement - Geocomm - Feasibility Study, Public Safety Communications - 10/11/2007Resolution No. 2007-80475 November 8, 2007 Item No. 5.27 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, an Agreement to provide professional services relating to the feasibility study for public safety communications, by and between the City of Lubbock and GeoComm, and related documents. Said Agreement is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 11th day of October , 2007. DAVID A. MILLER, MAYOR ATTEST: Rebecba Garza, City Secretary L) APPROVED AS TO CONTENT: Kevin W. Overstreet Emergency Management Coordinator APPROVED AS TO FORM: Amy L. t ttorney gslccdocs/Agrmnt. Geocornm. res October 5, 2007 Agreement STATE OF TEXAS § COUNTY OF LUBBOCK § Resolution No. 2007-RO475 This `Consulting Project Agreement' ("the Agreement") is made by and between the City of Lubbock and Lubbock County ("the Customer"), both local governments organized under the laws of the State of Texas, and GeoComm, Incorporated ("GeoComm") a Minnesota corporation with its principal offices at 601 West Saint Germain Street, Saint Cloud, MN, 56301. In this agreement the party who is contracting to receive the professional services shall be referred to as "the Customer", and the party who will be providing the services shall be referred to as "GeoComm". The Customer is created by this agreement pursuant to the Texas Interlocal Cooperation Act, Chapter 791, Government Code. WHEREAS, the Customer desires to contract for professional services, pursuant to Local Government Code Chapter 252, which may consist of services, advice, education or training for public entities or the employees thereof, to study the feasibility of the performance of a governmental function or service by an Interlocal contract as provided by Sec. 791.011(c)(1), Government Code; and WHEREAS, GeoComm has an established background in communications engineering, geographic information systems development, cartography, software development and professional project management and is willing to provide those services to the Customer based on this background; and WHEREAS, GeoComm is specially trained, experienced, expert and competent to perform such services in connection with a Feasibility Study for a Consolidated Public Service Answering Point (PSAP)/Dispatch Center; and WHEREAS, the parties desire to set forth herein the terms and conditions under which said services shall be furnished. NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, the parties hereby agree as follows: SECTION 1 - DESCRIPTION OF SERVICE & LIMITATIONS OF EXHIBITS GeoComm shall provide such services in a good and professional manner in accordance with the terms and conditions stated herein, and any specifically referenced attachments hereto. The following exhibits are specifically incorporated by reference, attached hereto, and made a part hereof, except when in conflict with this Agreement or modified herein: Exhibit A - Project Pricing Exhibit B - Scope of Work Exhibit C - Request for Qualifications (RFQ 407 -013 -MA) Exhibit D - GeoComm's Responding Proposal SECTION 2 — TERMS OF PAYMENT: The Customer agrees to pay GeoComm a fixed sum not to exceed fifty-four thousand six hundred ten dollars ($54,610) for all services required herein as set forth under Exhibit B, "Scope of Work", which shall include reimbursement for all expenses incurred. No other expenses shall be paid to GeoComm without formal approval of the Customer or its authorized agent. This fee includes, but is not limited to, the GeoComm's time on-site, preparation time associated with this agreement, and all out-of-pocket expenses to include any costs associated with travel. Payment for full and complete satisfactory performance of such services set forth in Exhibit B, "Scope of Work", of this Agreement shall be made as detailed in the paragraphs which follow. GeoComm shall submit invoices for services performed and the amount owed under this Agreement. Each invoice shall be associated with one of the benchmarks indicated in the table below and the Customer agrees to pay GeoComm based on the following completion schedule: 15% $8,191.50 Working Site Visit One - Project Kickoff Meeting October 24, 2007 presenting specific approach to the project and the project schedule 30% 16,383.00 Working Site Visit Two — In Depth Operations December 4-6,2007 Observations to conduct direct assessments of the current operating environment 30% 16,383.00 Delivery of Executive Summary illustrating January 8, 2008 preliminary data collection findings 15% 8,191.50 Working Site Visit Three — Review of Executive January 28, 2008 Summary with the Consolidation Committee 10% 5,461.00 Working Site Visit Four — Final Presentation of April 30, 2008 consolidation report complete with a final Executive Summary including verbal presentation to officials and to the community Upon approval by the Customer, the sum due hereunder shall be paid to GeoComm within thirty (30) days following receipt of a proper invoice. The Customer shall make all payments from current revenues available to the paying party. SECTION 3 - TERM: The term of this Agreement shall commence on the 24th day of October, 2007, and continue until the 30th day of April, 2008, unless sooner terminated in accordance with Sections, "TERMINATION FOR CAUSE" and/or "TERMINATION FOR CONVENIENCE" as specified elsewhere in this Agreement. Notwithstanding the foregoing, the obligations of GeoComm to the Customer under Section, "INDEMNIFICATION", shall continue for a period of four years in 2 full force and effect after said expiration or earlier termination as to the liability for acts and omissions occurring during the term of this Agreement. SECTION 4 - RELATIONSHIP OF PARTIES: Services shall include all activities of GeoComm necessary to perform such services as set forth herein and shall perform all services as an independent contractor; not as an agent or employee of the Customer. It is mutually understood and agreed that GeoComm is an independent contractor in the performance of the work duties and obligations devolving upon GeoComm under this Agreement. The Customer shall neither have, nor exercise any control or direction over the methods by which GeoComm personnel shall perform professional work and functions. The sole interest and responsibility of the Customer is to assure that the services covered by this Agreement shall be performed and rendered in a competent, efficient and satisfactory manner. It is mutually understood and agreed that no employer-employee relationship is created and GeoComm shall hold Customer harmless and be solely responsible for withholding, reporting and payment of any federal, state or local taxes, contributions or premiums imposed or required by workers' compensation, unemployment insurance, social security, income tax, other statutes or codes applying to GeoComm, or its sub -contractors and employees, if any. It is mutually agreed and understood that GeoComm, its sub -contractors and employees, if any, shall have no claim under this Agreement or otherwise against the Customer for vacation pay, sick leave, retirement or social security benefits, occupational or non -occupational injury, disability or illness, or loss of life or income, by whatever cause. SECTION 5 - DISCLOSURE: GeoComm is required to disclose any outside activities or interests, including ownership or participation in the development of prior inventions, that conflict or may conflict with the best interests of the Customer. Prompt disclosure is required under this paragraph if the activity or interest is related, directly or indirectly, to any activity that GeoComm may be involved with, or on behalf of, the Customer. SECTION 6 - EMPLOYEES: GeoComm's employees and agents, if any, who perform services for the Customer under this Agreement, shall also be bound by the provisions of this agreement. SECTION 7 - INJURIES: GeoComm acknowledges its obligation to obtain appropriate insurance coverage for the benefit of GeoComm and its employees. GeoComm waives any rights to recover damages from the Customer for any injuries that GeoComm and/or its employees may sustain while performing services under this agreement and that are a result of the negligence of GeoComm or its employees or agents. 3 SECTION 8 - INDEMNIFICATION: GeoComm shall indemnify, defend and hold harmless City of Lubbock and Lubbock County, its officers, employees, agents and assigns from and against any and all claims, demands liability, judgments, awards, interest, attorney's fees, costs and expenses of whatsoever kind or nature, at any time arising out of or in any way connected with the performance of this Agreement. GeoComm's liability for indemnity under this Agreement shall apply to any acts or omissions, willful misconduct or negligent conduct, whether active or passive, on the part of GeoComm, its officers, employees, agents or assigns, or by any Act of God, unless the claim, demand liability, judgment, award, interest, attorney's fee, cost or expense is caused solely by the negligent or willful misconduct of City of Lubbock and Lubbock County, its officers, employees, agents or assigns. GeoComm will on request and at its expense defend any action suit or proceeding arising hereunder and shall reimburse and pay City of Lubbock and Lubbock County for any loss, cost, damage or expense (including the cost of it attorneys) suffered by it hereunder. SECTION 9 - INSURANCE: A. GeoComm shall purchase and maintain the following type of insurance for minimum limits indicated during the term of this Agreement and provide Certificates of Insurance evidencing such coverage to City of Lubbock, Attn: Risk Management, 1625 131h Street, Lubbock, Texas 79401. 1. Comprehensive General Broad Form or Commercial General Liability: $100,000 combined single limits per occurrence and $100,000 annual aggregate covering bodily injury, personal injury and property damage. 2. Automobile Liability: Contractor's insurance shall contain a combined single limit of at least $100,000 per occurrence, and include coverage for but not limited to the following: • Bodily injury and property damage • Any and all vehicles owned, used or hired The City of Lubbock and Lubbock County and its officers, employees and agents shall be endorsed to above policies as Primary Additional Insured for such liability as may be incurred in the performance of this Agreement. 3. Workers Compensation: GeoComm shall elect to obtain workers' compensation coverage pursuant to Section 406.002 of the Texas Labor Code. Further, GeoComm shall maintain said coverage throughout the term of this Agreement and shall comply with all provision of Title 5 of the Texas Labor Code to ensure that GeoComm maintains said coverage. Any termination of workers' compensation insurance coverage by GeoComm or any cancellation or non- renewal of workers' compensation insurance coverage for GeoComm shall be a material breach of this contract. GeoComm may maintain Occupational Accident and Disability Insurance in lieu of Workers' Compensation. In either event, the 4 policy must be endorsed to include a waiver of subrogation in favor of the City of Lubbock and Lubbock. County. 4. Professional Liability: $300,000 limit per occurrence and $300,000 annual aggregate limit covering GeoComm's wrongful acts, errors and omissions. B. Insurance Conditions 1. Insurance is to be placed with admitted insurers rated by A.M. Best Co. as A:VII or higher. Lower rated, or approved but not admitted insurers, may be accepted if prior approval is given by the City of Lubbock Risk Manager. 2. Each of the above required policies shall be endorsed to provide the City of Lubbock and Lubbock County with 30 days prior written notice of cancellation. The Customer is not liable for the payment of premiums or assessments on the policy. No cancellation provisions in the insurance policy shall be construed in derogation of the continuing duty of GeoComm to furnish insurance during the term of this Agreement. PROOF OF COVERAGE SHALL BE FURNISHED TO THE CUSTOMER IN THE FORM OF A CERTIFICATE OF INSURANCE. THE INSURANCE CERTIFICATES FURNISHED SHALL NAME THE CITY OF LUBBOCK AND LUBBOCK COUNTY AS PRIMARY ADDITIONAL INSUREDS AND PROVIDE A WAIVER OF SUBROGATION IN FAVOR OF THE CITY OF LUBBOCK AND LUBBOCK COUNTY. IT SHALL BE THE GEOCOMM'S RESPONSIBILITY TO PROVIDE TO THE CUSTOMER ALL PROOF OF COVERAGE INSURANCE DOCUMENTS INCLUDING WORKERS COMPENSATION COVERAGE FOR EACH SUBCONTRACTOR. SECTION 10 - DATA CONFIDENTIALITY: GeoComm agrees to review, examine, inspect or obtain Customer data only for the purposes described in this agreement, and to at all times hold such information confidential. No private, public or confidential data developed, maintained or reviewed by GeoComm under this Agreement may be released to the public by GeoComm or GeoComm's employees or representatives without express written permission of the Customer. All data, whether digital or hard -copy, provided to GeoComm by the Customer shall remain the legal property of the Customer, and shall not be distributed, sold or utilized by GeoComm for any purposes other than those defined in this contract, without the express written permission of the local government entity that provided the data. SECTION I I - RECORDS RETENTION AND AVAILABILITY: GeoComm shall maintain full and accurate records with respect to all matters covered under this Agreement. GeoComm agrees that the Customer, or any of their duly authorized representatives at any time during normal business hours and as often as they may reasonable deem necessary, shall have free access at all proper times or until the expiration of six (6) years after the furnishing of services to such records, and the right to examine and audit the same and to make E transcripts therefrom, and to inspect all data, documents, proceedings, and activities pertaining to this Agreement. SECTION 12 - NONDISCRIMINATION: During the performance of this Agreement, GeoComm agrees that no person shall, on the grounds of any status protected by law, be excluded from full employment rights in, participation in, be denied the benefits of, or be otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination. SECTION 13 - ASSIGNMENT: GeoComm shall not subcontract or consign this Agreement, or any part thereof, or interest therein, directly or indirectly, voluntarily or involuntarily, to any person without obtaining the prior written consent by Customer. SECTION 14 - NOTICES: Any notices herein provided to be given by either party to the other shall be deemed to have been fully given when made in writing and deposited in the United States mail, postage prepaid or by giving such notice by personal service addressed as follows: The Customer Kevin Overstreet Emergency Management Coordinator 1625 13th Street Lubbock, TX 79401 Phone: (806) 775-2002 Fax (806) 775-2051 E-mail: koverstreet@mail.ci.lubbokc.tx.us SECTION 15 — LIAISONS GeoComm Paul Linnee, ENP Project Manager 5800 Park Avenue Minneapolis, MN 55417 Phone (612) 869-6164 Fax (612) 235-6770 Paul9l 1 &aol.com To assist the parties in the day to day performance of this contract and to develop service, ensure compliance and provide ongoing consultation, a liaison shall be shall be designated by both the Customer and GeoComm. The parties shall keep each other continually informed, in writing, of any changes in the designated liaison. At the time of the execution of this contract the following persons are designated liaisons: The same individuals specified in Section 14 to receive notice. SECTION 16 - ENTIRE AGREEMENT: This Agreement and any additional or supplementary document or documents incorporated herein by specific reference contain all the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of the Agreement or any part thereof shall have any validity or bind any of the parties hereto. G SECTION 17 - AMENDMENT: This Agreement may not be modified or amended unless the amendment is made in writing and is signed by both parties. SECTION 18 - OWNERSHIP: All drawings, plans, specifications, calculations, reports, and other documents prepared by GeoComm under this Agreement shall become the property of the Customer. At the Customer's request, such documents shall be delivered to the Customer upon completion of services under the Agreement. With the exception of GeoComm's proprietary software products, all products created and delivered under this agreement may be used, altered and distributed at the Customer's discretion. SECTION 19 - SEVERABILITY: If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provisions of this agreement is invalid or unenforceable, but that by limiting such provision it becomes valid and enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited. SECTION 20 - COMPLIANCE WITH STATE LAWS AND REGULATIONS GeoComm and the Customer agree to comply with all local, state, and federal laws and regulations that pertain to construction, health and safety, labor, fair employment practice, equal opportunity, and all other matters applicable to GeoComm and Customer, their sub -grantees, contractors, or subcontractor, and their work. SECTION 21 - SURVIVOR CLAUSE: Any section of this Agreement that by its terms contemplates or requires continuing effect following termination of this Agreement shall service such termination. Specifically and without limitation Section S, 10, 11, 20, and 22 of the Agreement shall survive termination of this Agreement. SECTION 22 - APPLICABLE LAW: All parties agree that this Agreement and all documents issued or executed pursuant hereto and the rights and obligations of the parties thereunder and hereunder is subject to and governed by the laws of the State of Texas in all respects as to interpretation, construction, operation, effect and performance. Notwithstanding any other provisions of this Agreement, any dispute concerning any question of fact or Iaw arising under this Agreement, which is not disposed of by agreement between the parties shall be decided by a Court of competent jurisdiction of the State of Texas, Lubbock County. Il SECTION 23 - TERMINATION FOR CAUSE If GeoComm shall fail to comply with any of GeoComm's obligations under this Agreement or otherwise breach this Agreement, the Customer may, in addition to any other remedies it may have, terminate for cause, this Agreement by giving ten (10) calendar days written notice to GeoComm in the manner set forth under Section, "NOTICES". In the event of any proceedings by or against GeoComm, Le, bankruptcy, insolvency, appointment of a receiver or trustee, or an assignment for the benefit of creditors, the Customer shall exercise its right of cancellation under this section. SECTION 24 - TERMINATION FOR CONVENIENCE This Agreement, notwithstanding anything to the contrary herein above or hereinafter set forth, may be terminated by either party at any time without cause or legal excuse by providing the other party with thirty (30) calendar days written notice of such termination. The obligation of GeoComm or the Customer arising under Section, "INDEMNIFICATION", shall continue in full force and effect upon termination of the Agreement for convenience hereunder for a period of four years after said termination as to the limited issue of liability for indemnification for acts or omissions of either party arising during the term of this Agreement. Upon effective date of termination, Customer shall have no further liability to GeoComm except for payment for actual services incurred during the performance hereunder to the time specified in said notice, not previously reimbursed by Customer to the extent such costs are actual, necessary, reasonable, and verifiable costs and have been incurred by GeoComm prior to, and in connection with, discontinuing the work hereunder.. SECTION 25 - DISPOSITION OF WORK UPON TERMINATION In the event of termination, GeoComm shall provide to the Customer all finished or unfinished documents and other materials, if any, which shall become the Customer's property and GeoComm shall be entitled to receive compensation for any work completed prior to receipt of the notice of termination. Neither party, however, shall be relieved of liability to the other for damages sustained by either party by virtue of any breach of the Agreement, regardless of whether the Agreement was terminated for convenience or cause. The customer may withhold any payments not yet made to GeoComm for purpose of set off until such time as the exact amount of damages due to the Customer from GeoComm is determined. SECTION 26 - MODIFICATION OF AGREEMENT Notwithstanding any of the provisions of the Agreement, the parties hereafter, by mutual consent, may agree to modifications hereof or additions hereto, in writing, which are not forbidden by law. SECTION 27 - REPORTS AND INFORMATION GeoComm shall furnish the Customer such periodic reports as the Customer may request pertaining to the work or services undertaken pursuant to the Agreement, the costs and obligations incurred or to be incurred in connection therewith, and any other matters covered by this Agreement. SECTION 28 - QUALITY OF SERVICE GeoComm shall perform its services with care, skill, and diligence, in accordance with the applicable professional standards currently recognized by such profession, and shall be responsible for the professional quality, technical accuracy, completeness, and coordination of all reports, designs, drawings, plans, information, specifications, and other items and services furnished under the Agreement. GeoComm shall comply with all applicable federal, state, and local laws, ordinances, codes, and regulations in performing its services. GeoComm shall, without additional compensation, correct or revise any errors or deficiencies in its reports, drawing, specifications, designs, and other related items or services. SECTION 29 - PROVISIONS CONCERNING CERTAIN WAIVERS Subject to applicable law, any right or remedy which the Customer may have under this Agreement may be waived in writing by the Customer by a formal waiver, if, in the judgment of the Customer, this Agreement, as so modified, will still conform to the terms and requirements or pertinent Texas laws. SECTION 30 - CUSTOMER NOT OBLIGATED TO THIRD PARTIES The Customer shall not be obligated or liable hereunder to any party other than GeoComm. SECTION 31 - STANDARDS OF PRACTICE Standards of practice of GeoComm shall be determined by the professional standards of GeoComm's trade or field of expertise all applicable provisions of law and other rules and regulations of any and all governmental authorities relating to provision of services as defined in the Agreement. SECTION 32 - NONAPPROPRIATION All funds for payment by the City of Lubbock and Lubbock County under this contract are subject to the availability of an annual appropriation for this purpose by the City of Lubbock and Lubbock County. In the event of non -appropriation of funds by the City Council of the City of Lubbock and by the County Commission of Lubbock County for the goods or services provided under the contract, the Customer will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the GeoComm on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the Customer shall not be obligated under this contract beyond the date of termination. SECTION 33 - DEATH AND DISABILITY OF PROJECT MANAGER It is understood and agreed that because this Agreement is entered into for the unique personal services of Paul Linnee, Project Manager, in the event of his death, the Customer may, at its option, terminate this Agreement forthwith. In the event Paul Linnee is disabled permanently or for an extended period, the Customer may, at its option, terminate this Agreement forthwith. Permanent or extended disability means that Paul Linnee is unable to perform the services of Project Manager under this Agreement for such a period of time that it would cause a detriment to the Customer as determined by the reasonable judgment of the Customer. SECTION 34 - CUSTOMER'S RIGHTS NOT WAIVED BY PAYMENTS In no event shall the making, by the Customer, of any payment to GeoComm constitute, or be construed as, a waiver by the Customer of any breach of covenant, or any default which may then exist, on the part of GeoComm, and the making of any such payment by the Customer while any such breach or default shall exist be construed as acceptance of substandard or careless work or as relieving GeoComm from its full responsibility under the Agreement. SECTION 35 - PERSONNEL GeoComm represents that it has, or will secure at its own expense, all personnel required in performing the services under this Agreement. All of the services required hereunder will be performed by GeoComm or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. GeoComm's personnel expressly agreed to be the employees of GeoComm and not the employees of the Customer. SECTION 36 - WAIVER OF TERMS No waiver of any term, condition, or covenant of this Agreement, by either party shall be deemed as a waiver of any other term, condition, or covenant herein contained, nor of the strict and prompt performance thereof. SECTION 37 - BREACH OF CONTRACT Upon breach of the Agreement by GeoComm, the Customer shall have all remedies, both in equity and/or at law, necessary to recover and satisfy GeoComm's obligations which it failed to provide as prescribed under the Agreement. SECTION 38 - SUCCESSORS IN INTEREST All the terms, covenant, and conditions of the Agreement shall be binding and in full force and effect and inure to the benefit of the successors in interest and assigns of the parties hereto. This paragraph shall not be deemed as a waiver of any of the conditions against assignment set forth herein. IK SECTION 39 - CONFLICT OF INTEREST GeoComm warrants and covenants that no official or employee of the Customer, nor any business entity in which an official of the Customer has an interest has been employed or retained to solicit or aid in the procuring of the Agreement, nor that any such person will be employed in the performance of such Agreement without immediate divulgence of such fact to the Customer. SECTION 40 - CAPTIONS The captions of each paragraph in the Agreement are inserted as a matter of convenience and reference only, and in no way define, limit, or describe the scope or intent of the Agreement or in any way affect it. 11 GEO COMM, INC. CITY OF LU 'K Janet 6rones, Treasurer David A. iller, Mayor Address Ggiam ATTEST: 601 West Saint Germain Street St Cloud MN 56301-3665 12 Re cca Garza, City Secret Tom Head, County Judge ATTE T: UZtd e y nion, ounty Clerk ZAPPRDAS TO CONTEN Kevin Qyerst eet, Emergency Manag tnent APPROVED ASTM FO S B.J. Cemmeline, Civil Division Chief Resolution No. 2007-RO475 THE EXHIBITS "A —Project Pricing" Notes: The above pricing reflects the Scope of Services contained in this contract. If the client chooses to add or remove services, the contact pricing shall be modified. Hourly Rate: Work performed outside the proposed Scope of Services will be charged at a rate of $125.00/hr. Expenses incurred outside of the Scope of Services will be charged to the client at their actual expense. All work outside of the scope of services will be approved by the Customer prior to execution. 13 Resolution No. 2007-80475 THE EXHIBITS "B — Scope of Work" GeoComm will approach this project with a series of site visits: Working Site Visit One — Initial Kickoff Meeting Working Site Visit Two — Operations Observations Working Site Visit Three — Review of Executive Summary Working Site Visit Four — Final Presentation Working Site Visit One — Initial Kickoff Meeting GeoComm will dedicate a substantial amount of time to the task of site visits. During these visits, GeoComm's staff will conduct job and task analysis at the PSAPs/ Dispatch Centers, interview management and operations personnel, observe operations, and meet with the Consolidation Committee. We will also begin to identify and start the process of collecting hard data related to workloads, equipment, schedules, costs, and related issues. The project will be initiated with a project kickoff meeting where GeoComm staff members present GeoComm's specific approach to the project and the anticipated project schedule. This meeting allows staff and committee members from the Customer to familiarize themselves with the staff members of GeoComm and with GeoComm's specific approach to the project. This will help manage the expectations of all stakeholders as the Customer and GeoComm jointly agree on the outcome for the project. The project kickoff meeting will be characterized as Working Site Visit One. GeoComm will be represented by their Project Manager and a supporting cast of consultants. The agenda for this meeting will include: ► Introductions: Lubbock 9-1-1 community project team and GeoComm ► Review of project objectives and goals ► Review and refine work plan and study methodology ► Establish and accept expectations P. Develop specific project timeline, including periodic progress reporting ► Initial site visits, where indicated 14 Working Site Visit Two — In Depth Operations Observations Following the initial kickoff meeting and visit, GeoComm's staff will conduct direct assessments of the Customer's current operating environments. Meetings will be arranged to accommodate the schedules of the individuals comprising the core group of local public safety officials. In addition to these management meetings, GeoComm will also conduct direct, extensive observations of the operating environment. Finally, GeoComm will make arrangements to meet with local radio communications service providers to assess the current and future technology opportunities within the community, as appropriate. Some of the anticipated activities include: ► Meet with PSAP/Dispatch Center staff and management P. Collect relevant documents and general statistics (policies, procedures, staffing levels, population trends, etc.) ► Conduct observations, data collection, informal interviews • How is call taking done? ■ At which point is call transferred to FD/EMS, if at all? ■ At what point is EMD provided/offered? • How is EMD provider shielded from other demands? • How is EMD QC performed? ■ Where are wireless 9-1-1 calls answered? • Are they Phase 0, 1, or 2? s Is there competent GIS mapping? 0 Are wireless calls regularly transferred? • How are multiple agency responses handled? ■ EX: PI accident with PD, FD, and EMS • How is communications interoperability facilitated? ■ Between Sheriff, police, State Highway Patrol, EMS, others? ■ Between/among other agencies? ► Assess employee job satisfaction 15 • What roles do supervisors play in operations? • Who does relief? Breaks? • How are short shifts filled? Hold -overs, call-backs, run short, etc.? Is break time honored? Allowed to leave? How is initial basic training provided? Duration(s)? Curriculum? Refresher training? How much? When? What topics? • Staff development opportunities? • Promotions? • Retention? • Duty rotation? • "Special portfolios"? • Professional involvement? ► Collect data for later analysis r Budget, staffing, and payroll data • Labor agreement copies « Relevant City and County personnel policies Historical data regarding 9-1-1 expenditures Any other state 9-1-1 funding information pertinent to the Customer • Any previous studies or reports dealing with PSAP/ Dispatch Center mergers, consolidations or out/in-sourcing issues. • CAD activity data • E9-1-1 activity data (7 digit too, if available) • State/NC1C dispatch generated inquiry traffic data • Other "trackable" dispatch generated activity data 16 Working Site Visit Three — Review of Executive Summary Once the workload, cost, and operational data is gathered, compiled, reflected back out to the PSAPs/Dispatch Centers for correction and editing and agreement/acceptance and then analyzed by GeoComm, GeoComm will issue an executive summary illustrating GeoComm's preliminary data collection findings. The designated number of the draft copies, as required, will be delivered to Customer officials prior to Working Site Visit Three. Approximately one week later, GeoComm's Project Manager will return to the Customer for the third meeting with the Consolidation Committee. The third meeting will provide an opportunity to ensure all aspects of GeoComm's research and analysis are thoroughly understood and have broad agreement. This is a critical juncture. Much of the development of potential implementation models for one or more merged PSAPs/Dispatch Centers will flow from this foundation of how much work, of what type is done at today's PSAPs/Dispatch Centers, by how many people, using what equipment and processes, and at what direct and indirect costs. This makes widespread acceptance of the current data very important. At this meeting, GeoComm's findings and observations will be discussed extensively and GeoComm will seek general acceptance before moving on. The level of discussions requires that the project manager personally attend these discussions on-site in conjunction with local officials, key staff members, and members of the Consolidation Committee. Some of the anticipated outcomes of this meeting include:. ► Verifying the data in the report and correct it, if necessary ► Identifying Executive Summary report elements ► Establishing a format and structure for the final Consolidation report document Working Site Visit Four — Final Presentation With guidance provided and acceptance achieved during Working Site Visit Three, the GeoComm team will prepare the final consolidation report complete with a final Executive Summary. The required number of hard copies along with a soft copy on CD will be distributed, as requested. GeoComm then makes a fourth visit to the Customer for verbal presentation to officials, and the community, if desired. The Customer may video tape these presentations for broadcast on local access cable TV and may hold "public hearings" with community participation to help establish community collaboration and consensus building. 17