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13-R-92 FY 2013 Homeland Security Grant ProgramRESOLUTION NO. 13-R-92 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING GRANT ACCEPTANCE, AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City staff of the City of Schertz (the "City"} has recommended that the City accept FY 2013 Homeland Security Grant Program funds totaling $75,000.00; and WHEREAS, the City Council has determined that it is in the best interest of the City to accept the $75,000.00 from the FY 2013 Homeland Secw'ity Grant Program. THAT: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS Section 1. The City Council hereby authorizes the acceptance of $75,000.00 from the FY 2013 Homeland Security Grant Program, which is to be utilized for technological improvements of the Computer Aided Dispatch and Report Management Systems. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. Ali resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain conholling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provisian of this Resolution or the applicatian thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provisian to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Gave~alment Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 29t~` day of October, 2013. CITY TEXAS Mayor, Michael R. Carpenter ATTEST: ., 5~.,-mot--~ rty Secretary, Brenda Dennis (CITY SEAL) -2- FYI3 State Homeland Security Program -Cali for Projects Application Form Instructions: You will not be able to save your project in the middle of entering the information. Once you have submitted the form, it is saved and you will not be able to go back and make changes to the project. Please follow the detailed instructions (and see the example(s)) provided by the Texas Homeland Security State Administrative Agency [THSSAA) with the 2013 Call for Projects. One suggestion is to use the Word document. You can fill in the information you need to at your own pace and come back to the website at a later time and copy/paste the information you entered in your Word document into the online form. CONTACT INFORMATION Region: Select region from dropdown menu Name: John C. Correa Email :Jcorreu@schertz.com Phone: 210-860-6429 The project coordinator is the person that you would like us to contact in regard to this project. Project Coordinator Name: John C. Correa Project Coordinator Email: Jcorreu@Schertz.com Project Coordinator Phone Number: 210-619-1246 Please select the most relevant investment category: Interoperable Communications Priority of Project: Project Title: City of Schertz Spillman InteroperabilityCompater Aided Communications (CAD) and Records Management System (RMS) Check if this project is for law enforcement terrorism prevention. [checkbox] yes Check if this project supports a fusion center. (checkbox] yes Check if this project supports a NIMS Typed Resource (i.e. Team, Training, or Equipment). [checkbox] yes Please check to indicate if the project would have been funded under one of these programs in previous years: Buffer Zone Protection Program {BZPP) Intero erable Emer enc Communications Grant Pro ram IECGP Citizen Corps Program {CCP) Metropolitan Medical Response System {MMRS) Choose the Goal, Objective, and Priority Action associated with this proposal. The goal of the City of Schertz in this project is to work with Spillman Technologies to deploy a new Computer Aided Dispatch {CAD) system, including a mobile component connected to the units in the field, and a total Report Management System {RMS). The City of Schertz' objective is to develop long term data sharing with other communities and public safety agencies in the area to track minor and major criminal incidents and trends with the intention to prevent any potential Human-Caused hazards which could lead to large scale incidents. Stated goals: • Empower officers with greater access to knowledge • Maximize system functionality and interoperability between Iota! and regional fire, EMS and law enforcement agencies • Improve response times • Defend the public interest • Improve operational efficiencies between local and regional fire, EMS and law enforcement agencies bescribe the project and the activities that will be implemented; include information about building ar sustaining N1M5 Typed Resources {i.e. Team, Training, ar Equipment) as applicaf~le. Not to exceed 1254 characters, including spaces This project is dedicated to improving the current law enforcement records management system infrastructure to provide efficiency, effectiveness and to be multi-dimensional. The entire system will include a continual information system with specific technical training, maintenance and the resulting retention and creation of CAD capabilities, mobile developments and the enhancements of real-time information sharing amongst law enforcement entities. The local region will come together to combat crime related instances, give first responders access to quick and efficient information, and aid the criminal justice agencies' communications during disasters. Data sharing will help fight regional crime and disasters by connecting records through the entire intelligence system. Records management systems are vital to communications. Without correct information populated on forms, it is difficult to know the characteristics of a suspect. In additional to record population, imaging is a vital tool in the fight against crime. Hardware and licensing is necessary to ensure that ail software components are installed and maintained according to contracts. Licensing will ensure that Schertz is in compliance with usage properties. The response to the next three (3J sections should be consistent with the region's (1) Threat and Hazard Identification and Risk Assessment (THIRAj; (2) State Preparedness Report; and (3) Texas Homeland Security Strategic Implementation Plan. Describe the threats and hazards that create the need far the project. Not to exceed 1250 Characters, including spaces. The San Antonio UA51 and AACOG 2012 THIRA identified several threats and hazards faced by this area in all three named categories. According to 2010 statistics, the San Antonio region which includes Schertz, is one of the deadliest places to live iin the United States. Natural disasters include threats from tornadoes, flooding, wildfires and earthquakes. Located only 140 miles from. the Gulf of Mexico the San Antonia area rates as the fourth hottest city in the nation which brings heat related disasters and deaths. Technological and accidental hazards include hazardous materials incidents, pipeline explosions, and fixed and transported chemical spills that provide little or no warnings to the population. These potential disasters are escalating due to the increased number of transportation issues, plant and pipeline construction and industrial proliferation. The opportunities for human error are escalating with the need for efficient safety dispatching and first responder events remaining static. The dynamics of the region includes the very high possibility of vehicle-borne improvised explosive devices, cyber-attacks plus human and drug trafficking that increases on a yearly basis. Descrlbe the capability gap(s) which will be addressed by the project: Not to exceed 1250 characters, including spaces The areas of AACOG that are outside of the City of San Antonio are at greater risk from natural, technology and terrorist/human threats due to the large number of political subdivisions in the area. In the event of a large scale disaster it is imperative that all small communities in the area work together, collectively, with combined assets, staff and resources to maintain societal order and basic services. The lack of interoperability currently is the greatest capability gap in.the area. There is some interoperability in the area of radio communications; but there is no real time data sharing or common database for transferring information on older or even recent past events, trends or incidents. The necessity of a total records management area wide system plus CAD and mobile capabilities is crucial to promote the safety of the communities. Information must include data on staff and resources availability to the entire area at any given time. The ability for incident commanders and field supervisors to know what staff and resources are available in an instant will be invaluable in the event of a large scale incident. It is this interoperability and access to information that needs to be addressed. How will the project reduce the capability gap(s): Not to exceed 3.250 characters, including spaces The goal of the City of Schertz in this project is to work with Spillman Technologies to deploy a new Computer Aided Dispatch ~CADj system, including a mobile component connected to the units in the field, and a total Report Management System (RMS). Proposed components would be able to communicate to the mainframe system with the acquired equipment and licensing, thus providing accurate real-time and up-to-date information to the officers and first responders working throughout the region. Furthermore, this system will ensure that in the event of a large scale incident, involving multiple jurisdictions, that the incident commanders and field supervisors can coordinate staff and resources across jurisdictional lines to ensure public order is restored and maintained. Additionally, the City of Schertz plans to develop long term data sharing with other communities and public safety agencies in the area to track minor and major criminal incidents and trends with the intention to prevent any potential Human-Caused hazards which could lead to large scale incidents. Measuring project impact: List 2-5 specific performance outcomes/outputs that can be used to measure the success of the project (At least one outcome and one output are required per project) Outcome #1: Records management including evidence management or chain of custody, evidence and audit interfaces records will provide accurate records for trials and inventory, suspect apprehension, and ultimately public and officer safety. A decrease in dismissed or compromised cases due to poor evidence management will be the result of this component. Outcome #2: Fleet and inventory management records give supervisors immediate knowledge of equipment on hand in the event of disasters or criminal activities including complete list of available vehicles, arsenal and personnel. Rapid deployment of inventories and personnel provide rapid response times. Outcome #3: Law records are the essential information on suspects. Names, addresses, arrest and priors are important during traffic stops, interrogations, and interviews. Sex offending records and tracking provides officers with real information to provide public safety. Outcome #4: CAD and CAD mapping provides efficiency quickly routing calls, reporting accurate call incident locations, and determining best route, scenarios. Effectively fighting crime requires geographic, spatial, or local focus of mapping techniques into management, analysis and enforcement practices. Outcome #5: HipLink is valuable in interoperable applications including wirelessly transmitting CAD information to agency laptops, mobile devices, and electronic communication devices using TCP/IP and advanced text to speech technology. Verification of call details once a CAD call has been assigned. Outcome #6: Driver License Scanning images a drivers' license, populates laptop search screens, and queries local, State and National Crime Information Center databases. Driver License Scanning gathers information from bar-coded or magnetic stripes on the license. immediate driver information is provided. Outcome #7: Mobile communication modules empower officers to access field narratives and image availability, manage records, provide assignments, search criminal records, verify license plates, enter incident reports, traffic citations and communicate with other officers. Efficiency and safety is provided. Outcome #8: Mobile components ensure safety by alerting officers if the suspect is wanted or dangerous. Visual and audible records are wanted or missing persons, stolen vehicles, property alerts or other warnings. Mobile uses customizable hot keys, audible search returns and night mode screen settings. Please select applicable Core Capabilities and amount of funding for each. See funding by category below identify if this project focuses on building New Capabilities or sustaining Existing Capabilities. [Drop down list] New Capabilities, Existing Capabilities Describe existing capability levels and prior homeland security funded projects that address the identified goals/objectives and what will be in place to support the Investment prior to the use of FY 2013 funds. Not to exceed 1250 characters, including spaces Currently the city of Schertz' CAD and RMS systems are separate products which do not allow for interoperability between the programs. Additionally, the city of Schertz is on a different system than the majority of surrounding agencies. This difference in products and capabilities greatly reduces interoperability. The proposed components would be able to communicate to the mainframe system with the acquired equipment and licensing, thus providing accurate real-time and up-to-date information to the officers and first responders working throughout the region, which currently is lacking .Furthermore, the current systems do not allow interoperability and communications for various incident commanders and field supervisors. This reduces the ability to coordinate staff and resources across jurisdictional lines to ensure public order is restored and maintained in the event of a large scale incident (either locally or regionally}, involving multiple jurisdictions. Prior to the investment, Spillman technologies will provide sight visits and a study of current operational processes and products to ensure a fluid transition to the new product. This sight visit would also include finding reports that will assist with identifying potential issues if they exists and to provide a seamless implementation and transition. Explain the long-term approach to sustaining the capabilities developed by this project. Not to exceed 1250 characters, including spaces Once this initial purchase of this system has been made and the system goes fully operational, sustainment ofi the program will be maintained through the City of Schertz' budget appropriations. The only reoccurring casts associated with this program would be the annual maintenance costs which will be included in our City's annual budget. The annual costs of maintenance is estimated at $ $89,769. Enhancements and upgrades may be required in the future which would be either funded through budget appropriations or through additional grants. If this is amulti-jurisdictional project, please check all participating jurisdictions and enter the amount each will receive. N/A Provide an explanation on the regional impact of this project. Not to exceed 1250 characters, including spaces Interoperabilitywlth other agencies will be enhanced by data sharing, movement of inventories and enhanced statistical reporting. A total package will ensure Schertz and surrounding communities are dynamically prepared for all emergencies. Records management software includes equipment maintenance, evidence bar code and audit, evidence management, fleet and inventory management, law records and licenses and permits. Personnel management records, pin mapping for the CAD system plus premise information, traffic records and sex offender tracking. A complete CAD system for alarm tracking and billing, mapping plus E-911 interface, Hiplink paging interface and ProQA Medical interface will give total interoperability. Response plans software to design regional cooperative strategies. Driver's license scanning interface, mobile AVL mapping, mobile citation forms and mobile incident offense national form is included. Quickest route to an emergency, mapping, mobile records and mobile state & national queries for data sharing and mobile voiceless dispatch for convenience, rapidity and efficiency of call dispatching is necessary. First responder and emergency services EMS fire mobile and firehouse interface services included. Enter the amount of funding for each category. Enter decimal numbers only, na characters (dollar signs, commas}, do not put N/A, only numbers. Spillman • Each Spillman system includes first-year maintenance, a comprehensive warranty, unlimited standard business hour support, and free enhancements. • Professional services include onsite administration training and setup assistance as well as thorough end user (raining (all onsite services include travel and per diem). Estimated Price Software: $730,819 Software Discount: (59,617) Software After Discount: professional Services: 3rd Party/Hardware: Prepaid Services: Taxes: Tota I Integrated Hub -Names, Vehicles, Property, Wanted Persons Sentryx GIS (Geobase) 658,703 142,150 61,841 a 0 $862,694 58;529 0 Equipment Maintenance B,gZg Evidence Bar Code & Audit Intertace 5,355 Evidence Management 10 710 Fleet 5,355 Inventory Management 5,355 Law Records 35,684 Licenses and Permits 8,928 Personnel Management 10,710 Pin Mapping - 2 Seat Licenses} 11,770 Premise Information 10,710 Traffic 10,710 Sex Offender Tracking 10,710 ,.... Records;Totail: $134,925 Alarm Tracking & Billing 10,710 CAD 35, 684 CAD Mapping - 4 Seat License{s) 19,957 E-911 Interface - 4 Seat License(s) 5,355 HipLink Paging Intertace 19,369 ProQA Medical Intertace 13,305 Response Plans 17,847 CAD:;T.otal: $122,237 5,995 Drivers License Scanning Interface - 50 Seat Licenses} 2,543 Mobile AVL Mapping - 50 Seat License(s) 13,613 Mobile Citation Forms -State Specific - 50 Seat 60,434 Licenses} Mobiie Incident Offense National Form - 50 Seat 27,207 License{s) Mobile Quickest Route - 50 Seat License(s) 6,820 Mobile Records - 50 Seat License{s) 27,207 Mobile State & National Queries - 50 Seat Licenses} 27,207 Mobile Voiceless Dispatch - 50 Seat Licenses} 27,207 Spillman Touch $,042 Mobile Total: $206,275 HipLink Paging Intertace 15,554 911 Etherlite -Quantity 1 420 Cisco 1811 -Quantity 1 950 Geobase Server -Quantity 1 8,750 Insight Server -Quantity 1 10 Hardware/3rd Party Total: $25,69.4 • Spillman anticipates your Project Manager will provide up to 428 hours and be on- site approximately 3 time(s). • Spillman anticipates your Installation Technician will provide up to 47b hours and be on-site approximately 2 time(s). • Spillman anticipates your Trainer(s) will provide up to 4$3 hours and be on-site approximately 21 times}. Professional Services Totat: $142,150 Users Conference Attendees 0 0 Prepaid Training Weeks 0 0 Years of Prepaid Maintenance 0 0 Prepaid Services`Total: $U Esri price .IS included in Spillman total. This amount must be paid $18,000 directly to Esri. The following is estimated for your planning parposes and is not included in this purchase. 2nd-year Maintenance Tatal: $89,76 City of Schertz matching/contributing funds: The city of Schertz will provide $172,00 in contributing funds towards the initial purchase of this project along with the acl<nowledgementthot the reoccurring yearly maintenance fee (after the second year} of $89,769 would be a city budget allocation. hoes this Investment require new construction or renovation, retrofitting, or modification of existing structures? jDrop down list) Yes, No Time period for completion of project Choose a time period from the dropdown menu: 1-4 Months 5-S Months 9-12 Months 13-16 Months 17-20 Months Project Management Step involved: Choose only one. [Drop down list] Initiate, Plan, Execute, Control, Close Out List 3-5 milestones of this project, and then list the intended completion date for each milestone. Milestones should occur throughout the project. See attached Milestone Sheet Disclaimer: I certify, by checking this box, that the information provided in this submission is accurate. 13y checking this box, l am indicating that I am authorized to submit this project by my governing body. I understand any jurisdiction must meet eligibility requirements to receive funding. I also understand this project proposal serves as a request for consideration far grant funding. There is no guarantee of award by submitting this request. I understand that if this project is funded I will complete all necessary actions listed in the grant sub-recipient agreement and special terms and conditions. I also understand that any variation to an approved project must be submitted through the formal change request process. Additionally, the change must be authorized by the regional council and should a change request be denied, funds can be reallocated to another project or jurisdiction.