HomeMy WebLinkAboutIR 8347 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. -8347
To the Mayor and Members of the City Council August 14, 2001
Subject: COMPUTER AIDED DISPATCH PROJECT COSTS
The purpose of this informal report is to inform the City Council of
additional costs for the Computer Aided Dispatch (CAD) System
project and to recommend a solution to finance these additional costs.
Background
The CAD Project was originally financed in March and June of 1999
through several M&Cs (C-17364 and G-12561). The budget set by
these M&Cs covered the contract with Motorola, CAD workstations, the
first-year lease of mobile data computers (MDC), and renovation of
several City facilities to accommodate the new system, including the
Primary (Bolt Street) and Alternate (Tunnel) Public .Safety Answering
Points (PSAP). These items, indicated below, are currently projected
to remain within budgeted limits.
Motorola contract $12,858,717
CAD workstation leases for first year 150,000
MDC leases for first year 1,778,828
Facility renovation (Alternate and Primary PSAP) 320,000
Municipal Annex renovation 380,000
TOTAL. $15,487,545
Unbudgeted Items
Since the original budget was set a number of needs have been
identified that are critical to the implementation of the CAD Project.
There are two general reasons why these needs were not included in
the original CAD project budget, as follows.
Reduction of the CAD project budget: before the budget was set,
the estimated cost of the CAD project was $20-22 million. The City
Council directed that the cost be brought down, The IT Solutions
director complied with that Council direction and revised the project
budget downward. Some of those budget revisions have proven to be
sustainable cost reductions; others have not. As the details of the
CAD project implementation have become clearer through experience,
it is apparent that the consequences of some reductions were not
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ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8344
To the Mayor and Members of the City Council August 14, 2001
Page 2 of 8
Subject:
COMPUTER AIDED DISPATCH PROJECT COSTS
understood. It has become necessary to fund these needs in the CAD
project in order to complete it.
Evolution since CAD project inception: this project was first
initiated in 1994; implementation has been underway since 1999.
Technology and regulatory requirements have changed during this
time, and taking advantage of new technology or complying with
regulatory requirements has produced some of the needs outlined in
this report.
The additional cost for these unbudgeted items is estimated to be
$2,778,558, summarized as follows.
Alternate PSAP Implementation
Radio consoles $1,430,000
Console equipment is required for a single dispatcher to monitor
er multiple radio channels, which is common for Fire dispatching
operations and is used in emergency situations by Police dispatchers.
This was one of the items removed from the original CAD project
budget. As the project has evolved, it has become evident that the
Alternate PSAP should mirror the capabilities of the Primary PSAP to
accommodate the several months that dispatchers will be using the
Alternate PSAP while the Primary 'is being renovated. In the future, a
mirrored Alternate site will ensure that the City can effectively dispatch
public safety units if Bolt Street becomes non-operational or
supplement dispatching capacity in the event of a disaster.
Emergency power generator 200,000
With the design of the Alternate PSAP complete, it has been
determined that the existing backup power generator is insufficient to
power all of the equipment in the Alternate PSAP and the Emergency
Operations Center. An additional generator is required to make the
Alternate PSAP operational in the event of normal power loss.
Call check recorders 108,000
Call check devices provide dispatchers with instant recall of any
portion of an ongoing telephone or radio communication. These
devices were not "present in the old Backup PSAP, but they are
ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
INFORMAL-REPORT TO CITY COUNCIL MEMBERS No. iq�4-7
To the Mayor and Members of the City Council August 14, 2001
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Subject:
COMPUTER AIDED DISPATCH PROJECT COSTS
necessary for the new Alternate PSAP to mirror the capabilities of the
Primary site.
Uninterruptible power supplies 72,000
When power fails, there is a brief period during which there is no
power while the backup generators are started. The uninterruptible
power supply provides power to electrical equipment during this critical
period and allows operations to continue. This equipment should have
been included in the original CAD project budget. It was likely left out
to reduce the project's budget.
External antenna array 50,000
Since the CAD project budget was initiated in 1999, FCC rules (FCC
OET-65) have changed that prohibit installation of radio antennas
above the ceiling, which is the current arrangement in the Alternate
PSAP. It is necessary to relocate the radio antennas to the roof of the
Public Safety and Courts building.
Fixed Mobile Radios 49,500
Fixed mobile radios are used as backup equipment in case the radio
consoles fail. The number of positions in the new Alternate PSAP is
greater than in the old Backup site, so an additional 11 radios are
needed.
Additional equipment enclosures 40,000
With the additional equipment being installed to give the Alternate
PSAP the same capabilities as the Primary PSAP, modifications to the
furniture are needed to install the additional equipment.
Headset jacks 13,000
The design of the Alternate PSAP assumes that call takers and
dispatchers will use headsets for both radio and telephone
communication. The small physical size of the Alternate site further
underscores the need for headset operation since it will be noisy.
It was assumed in budgetary planning that the headset jacks would be
included in the cost of the console furniture. This was not the case,
and so separate funding is sought for this item.
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. R347
To the Mayor and Members of the City Council August 14, 2001
Page 4 of 8
Subject:
COMPUTER AIDED DISPATCH PROJECT COSTS
Cellular coverage 10,000
Cellular telephones will not work in the tunnel without a system to
boost the cellular signal. This has been installed in the Emergency
Operations Center and needs to be extended to the Alternate PSAP.
This need was known when the original CAD project budget was
established but was not included.
Various communication equipment 20,445
This includes TV monitors, wall clocks, wireless headset jacks,
relocation of a call logger unit from the Primary PSAP to the Alternate
PSAP, accommodation of a visually impaired call taker, and
connections in the Alternate PSAP to receive security alarm
notifications from systems in City facilities, Most of these items are
improvements to enhance the Alternate PSAP that were. not known
when the original budget was established.
Sub-total $1,992,945
Primary PSAP Renovation
Structured cabling $68,350
The new CAD system runs on the City network, which requires the
Primary PSAP building on Bolt Street to be wired for connection to the
City network. This was a known requirement when the original CAD
budget was established. The omission of this item from the original
budget is part of a larger trend of omitting all IT Solutions charges.
Floor cable trays 20,000
The sheer volume of cabling in the Primary PSAP requires a system to
organize it so it can be effectively maintained in case of a problem.
This is also a known, IT-related item that was omitted from the
original budget.
Sub-total $88,350
CAD System Implementation
Gartner Group consulting contract $175,000
The Warner Group, since acquired by Gartner Group, has been a
consultant to the City on the CAD project since 1995. The firm
provided very valuable assistance in conducting the original needs
assessment and assisting staff with creating the request for proposals,
ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8347
�.pTEq�
To the Mayor and Members of the City Council August 14, 2001
� Page 5 of 8
Subject:
COMPUTER AIDED DISPATCH PROJECT COSTS
subsequent review of vendor proposals and supporting the contract
negotiations with Motorola. Retaining the Gartner Group to assist with
the CAD implementation will provide staff with more valuable advice as
the project continues to progress. This item was not part of the
original CAD budget.
Motorola contract change order- Fire MDC units 17,280
After the original budget was established, the Fire Department
determined that a different mobile data computer than was originally
specified in the contract would better satisfy their requirements. The
Fire Department reduced its complement of mobile data computers to
cover the increased purchase price of the units, but the cost of
installing the units has also increased. These funds cover the
additional installation casts.
Motorola contract change order- consoles 15,000
After the original budget was established, it was determined that the
console furniture would need to be changed because the specified
furniture was not of sufficient size to accommodate the equipment to
be installed. These funds should cover the additional costs to change
to another type of console furniture that can handle the size
requirements.
Motorola contract change order- Medstar interface unknown
When the CAD project budget was established, it was anticipated that
Medstar would use the City's CAD system as it had in the past. Since
Medstar has recently implemented a separate system, it must
interface with the City's new CAD system. Staff is currently working
with Motorola to set requirements for this task and determine a price.
It is anticipated that additional funding will be needed to build the
interface.
Sub-total $207,280
IT Solutions Charges
IT Solutions has been involved in the CAD project from the beginning.
Since October 1998, the department has charged for its services. The
CAD project has utilized IT services to support the mobile data
computer system installation, an interface from the new CAD system
ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
INFORMAL REPORT TO CITY-COUNCIL MEMBERS No. 8347
To the Mayor and Members of the City Council August 14, 2001
Subject:
Page 6 of 8
COMPUTER AIDED DISPATCH PROJECT COSTS
to the City's geographic information system, and the replacement of
the current CAD system. The charges below include both the current
fiscal year to date and a projection for the remainder of the CAD
project. The projection does not include any charges for Phase III of
the project, which is the automated field reporting system for the
Police Department.
IT Solutions charges were known when the original budget was
established. That they were not included in the original budget was a
decision on the part of the IT Solutions Director at that time. Either
they were not included to reduce the overall budget for the project, or
they were omitted by mistake. Given the operational model of the IT
Solutions Department as an internal service fund, these charges
should have been included in the original CAD budget.
Technical and consultant charges-Police $299,011
Technical and consultant charges-Fire 190,972
Sub-total $489,983
Reprogramming existing funds already associated with the CAD project
can largely fund the $2,778,558 total cost of these needs.
Funding the Additional Costs
Several sources of funding are available to fund the additional costs of
the CAD project. They are detailed as follows.
CAD Project Interest Revenue: the cash balance of the CAD
project has been earning interest since the project budget was
established in 1999. The total amount accumulated through the end
of June 2001 is $1,152,896. It is projected that this interest revenue
accumulation will increase to approximately $1,230,396 by the time all
payment milestones are made for this portion of the project. This
revenue is available to fund a significant portion of the unfunded
needs.
Tiburon CAD Software Budget: the current year Crime Control and
pftj, Prevention District (CCPD) budget has $800,000 appropriated during
V'r
FY2001 and $800,000 planned for FY2002 for the purpose of paying
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
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INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8347
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COMPUTER AIDED DISPATCH PROJECT COSTS
maintenance for the CAD system software. Following continued
dialogue with the vendor regarding project timelines and available
warranties, these funds will not be necessary for this purpose until
2003. Of this $1.6 million, $218,154 is expected to be reprogrammed
to fund an early recruit officer training class, leaving up to $1,381,846
for allocation to this project. These funds combined with the available
interest from the project will fund all but $88,816 of the identified
need. CCPD Board and Council approval is necessary to reprogram the
Tiburon software maintenance funds.
Recommendation
It is recommended that the interest revenue and reprogrammed
Tiburon maintenance funds be used to fund $2,612,242 of the
$2,778,558 in unfunded needs for the CAD project. The remaining
$166,316 will be absorbed in the Fire Department's General Fund
budget during FY 2002.
The CCPD budget adjustment process will be followed to obtain Board
and Council approval to reprogram the CCPD Tiburon software funds.
Outlook for Completion of CAD Project
Currently, the CAD project specifies customizing an existing version of
the Tiburon CAD software (version 6.33) to meet the requirements of
the Police and Fire Departments. Assuming this scenario continues
and the unfunded needs specified in this report are funded, completion
of Phase II of the CAD project is expected to occur between January
and March 2002.
However, the latest version of the Tiburon CAD software (version 7.0)
has been reviewed and discussions are underway about installing it
instead of Version 6.33 with customizations. Adopting version 7.0 will
allow for the use of industry standard data management software and
significantly reduce the future support cost of ownership of the CAD
system. The implementation of Version 7.0 is not expected to have an
impact on the first quarter 2002 completion date. Staff is currently
reviewing this scenario and will recommend a course of action by the
end of August 2001.
ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8347
To the Mayor and Members of the City Council August 14, 2001
Page 8 of 8
x Subject:
COMPUTER AIDED DISPATCH PROJECT COSTS
Further information will be provided upon request.
Gary W. Jackson
City Manager
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ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS