Call to Order by Secretary Schiliro at 10:00 Am

911 Board Meeting Minutes December 20, 2012

Call to order by Secretary Schiliro at 10:00 am Members Present: Secretary Schiliro, Secretary Sills, Lewis Briggs, Jamie Turner, Michael Vincent

Staff Members present: Terry Whitham, James Cole, and Matt Laick.

Secretary Schiliro noted that he may have to step out early, but wanted to take the time to offer Holiday wishes to everyone and to extend his appreciation for all the work that was accomplished this year.

Motion to approve minutes as corrected from the September 20, 2012 meeting by Mr. Vincent and seconded by Mr. Briggs. Motion carried with no objections. Corrections to Minutes: adjournment time 4:15 pm.

Terry Whitham reviewed the monthly status reports. He will create comparison reports after the end of the year. The budgetary report is up to date as of the end of November and we have $5,138,856.05 in the fund. We are missing one September deposit and all of the October and November deposits. Those deposits should make the total deposits for each month between $650,000 and $7000, 000. It was also noted that approximately $3.2 million is still owed on the New Castle County Phone System. Mr. Briggs asked if the monies for the New World Server refresh had been paid. Terry reported that those funds have been expended.

Jim Cole provided an overview of the monthly phone bills and trouble reports. He noted the New Castle System has not been accepted and that bill is outstanding. There are some nagging issues with echo and other minor issues. We have had 572 trouble reports to date, but no nagging/trend issues. They are looking at an issue at Rehoboth with a trunk was out of service for several days with no trouble report being generated. He presented four quotes for maintenance contracts and some ACD licenses for New Castle County to be brought up under proper order of business. Secretary Schiliro asked if there were any issues during Hurricane Sandy. There were technicians staffed at the PSAP’s during the vent and no major issues were reported.

Terry Whitham reported on requests for Cost Recovery for the 3rd quarter. Invoices in the amount of $21,744.15 from AT&T and $22,485.00 from Sprint for a total of $44,259.15. These charges do meet the requirements for payment under Title 16. Motion to pay the invoices by Mr. Turner. Second by Mr. Vincent. Motion carried with no exceptions.

Terry Whitham reported on a contract to add 5 additional ACD licenses for New Castle County. This is a onetime expenditure; these licenses were missed when ordering the system. The cost is $27.274.90. Question from Mr. Turner is this software covered by the State Contract System. Mr. Cole noted this is an upgrade to existing software contract. The AG has reviewed this contract and is satisfied that it meets requirements. Motion to approve the expenditure by Secretary Sills. Second by Mr. Briggs. Motion carried without exception.

Terry reported that the 36 month maintenance contracts for Seaford, Rehoboth, Wilmington, and Newark have or are expiring and these contracts will extend the contracts for Verizon to maintain the systems. The total cost of the contracts is $258,428.00. Seaford’s contract is for two years because it has been lapsed for a year. This will be an annual expense until we replace the systems. We will also add annual contracts for Kent and Dover in 2013. The members have price quotes for review in their package and not the actual contracts. Secretary Schiliro asked if this is an expense paid in the past by the Board, Terry reported it has been historically paid by the Board. Terry and Jim Cole noted that this will not be the same with Sussex and New Castle Systems as they were purchased with five year contracts. Secretary Schiliro asked if there was the possibility of a quote/bid from another vendor. Mr. Cole reported that Verizon is the installer of the equipment and as the “owner” of the leased equipment he doesn’t’ believe it is possible to have another vendor but it is possible we will see other vendors bidding the NextGen network. Mr. Briggs and Mr. Turner asked how long the quotes are valid for – through March 30, 2013. Mr. Arthen noted they are valid through that date but the maintenance has expired at all of the Centers. Seaford expired last March and the other Centers expired in July. He noted that there have been issues between their contract division and GSS. They have been carried since then due to contracting issues. Tom Ellis noted there have been confusing signals coming from the contracting departments at Verizon and the State. There is confusion due to the equipment being “purchased” but being “leased”. There needs to be improved communication issues and how they are being written, authorized, and assignment of procurement tasks with these contracts. Some of these issues are associated with the changes to the State Telecommunications Contracts. Secretary Schiliro noted we need to develop a better process in the New Year to be more effective in processing these procurements. Jim Cole noted that we can purchase the equipment for $1and accept all responsibility and liability. The current system allowed Verizon to maintain the equipment and allow Verizon to remove at end of life cycle. Tom Ellis noted we have obtained and “emergency procurement” order to address this issue, but there will be changes in the near future. Secretary Sills noted that the 9-1-1 equipment is not part of the State Telecommunications Contract. Secretary Sills asked if we can approve a contract expenditure without contracts finalized. Mr. Arthen is looking for amount approval so that Verizon can prepare the contracts. Secretary Schiliro noted that we could look at a motion for an amount not to exceed with contract review by the AG. Mr. Ellis asked how long to prepare the contracts. Mr. Arthen can have them by first of the year. Mr. Briggs asked why we would approve an expenditure until the contracts have been finalized. Mr. Turner asked for a listing back in September for a listing from Mr. Cole of all contracts and equipment that need to be supported by the Board. Mr. Cole will get to the information to the Board; he believed he had already sent it to Terry. Motion by Secretary Sills to approve the rate quote in the amount of $258,428 for four maintenance contracts pending approval of the contracts by Mr. Ellis. Second by Mr. Turner for the purpose of discussion and retaining his right to withdraw the second. It was noted there is a typo of the expiration on the Wilmington quote. Question from Mr. Streets about the dates and when will they expire. Seaford is a two year contract and the others are single year contracts. Motion failed with a single “yea” vote. (Vote of 1 to 4).

Review of the CAD Procurement Project Status by Michael Weins. He reviewed the work done by RCC to develop and release the RFP. He reviewed the process of the RFP and the evaluation of the proposals and the demonstrations of the system. We had demonstrations by New World and Tiburon. New World was selected as the highest scoring vendor. He reviewed discussions back and forth with New World to answer questions about the system and discussion on the development of a contract. Architecture issues have been discussed with DTI. He noted that there was a support for New World at the CAD Users/PSAP Managers with Sussex indicating they are not interested in participating with New World. We have taken steps to extend procurement deadlines through February 28, 2013 to continue contract negotiations. He reviewed the proposed architecture. Mr. Turner asked about the two servers in New Castle. This is due to the call volume. Secretary Sills noted that single boxes would host multiple “agencies” in “cloud slices”. Mr. Streets asked about affect on interoperability. Mr. Wagner commented that this solution should allow multiple agencies to use the same incident to track their responses with agency selected privacy as needed. Question from Mr. Turner on agency support with specific question to Mr. Thomas on why they are not interested in participating. He noted they had a punch list of 11 items that they did not feel New World could support that are part of their normal operations. He advised there are work around solutions to some of these items, but there are 4 items that they consider critical to their operations that New World does not support. With the support of his administration he doesn’t feel that the burden of a deployment of a new system that does not improve his operations is not to their benefit. Mr. Ellis asked how their system was purchased; it was purchased in 2000 after a full RFP for their needs. Secretary Sills noted that the goal of the team with this process was to create a statewide interoperable system that would resolve the issues we have been struggling with as agencies were on different systems and systems. The goal was to leverage the available technology to have an enterprise wide system that would all us to better handle fold downs and other emergency events. As things stand currently we are going to end up with 8 PSAPs on one system and will have on PSAP standing as an island. There were 1500 requirements in the RFP process. Sussex had 11 requirement issues and proposed additional costs of enhancements to address those needs. The question for the Board is do we want a single system that all the PSAPs would utilize and does the Board want to be in the business of financially supporting CAD. Secretary Sills asked to hear from the other PSAP Managers about the benefits of a single statewide system. Mr. Ellis asked who was on the Team. Secretary Sills reported there were five PSAP Managers on the evaluation panel. He noted that of the 1500 requirements there were four where Sussex didn’t see its needs being met, the other 8 Centers felt that the System met 99% to 100% of their needs. Kevin Sipple thanked everyone who has participated actively in the process. Kent County noted how the system has benefitted them seeing Police and Fire Incidents between agencies. He noted the improvement seen already with the system in interactions with DelDot. He noted that the two separate systems can assist with dispatching closest units, sharing units, and reducing delays in sharing information with other agencies and counties. Joe Thomas believes that this interoperable capability would be possible with the CAD to CAD interface; he would like to see if the interface resolves the sharing of data. He also noted concerns with support for the system from the Board/State level and is concerned about single point of contact and how a “group” would handle managing the system. James Paige noted support of Delaware State Police for the New World Statewide System. Joe Mulford commented on the differences between a single system and an interface with a different system. CAD to CAD is a full sharing of all information while an interface is a one way share of information. Ken Allen noted that configuration being implemented will only interface Sussex Fire and Suscom, not the other PSAP agencies. Ken Allen noted in response to Joe Thomas comments about the implementation of the TriTech New World interface that his group has been working actively with TriTech, County IT, and DTI to resolve firewall and other issues to implement the interface. Secretary Sills noted that he recognized with this being an enterprise wide system a proper support structure/model will need to be implemented to ensure that all agencies receive proper software updates and that hardware is properly maintained. We need to avoid the issues we had with the way the previous version was implemented. Mr. Briggs from his previous experience can see where both sides are coming from. He has concerns about the overall management of such a large system. Secretary Schiliro asked if there is anything the Board can do to change their position. Joe Thomas noted at the end of the day the final decision will belong to his County Administrator, he really wants to see how the interface works and if the full sharing of data will be accomplished that he is hoping for. If the information sharing can’t be achieved to meet the needs he may have to step back and reevaluate his position. Secretary Schiliro noted that this is a large expense and that one agency staying out kind of defeats the intent of this level of expense. Joe Thomas noted that Sussex has participated in the process and made a decision to meet the needs of their operations. Secretary Schiliro noted that the Board has to look at the costs and benefits to the citizens of the State as a whole. Mr. Turner offered several concerns that Secretary Sills noted that 99% of the needs of the other eight agencies, he noted that the Board needs to watch the expenditure of our funds, he noted that the Board needs to be prepared for NG911 costs, he noted that the Board is approaching a point where the Board needs to be careful not to overextend the fund. He commented that the initial proposal in 2003 for funding the CAD system was supposed to be a “one time” deal to fund a CAD System for the State Police and other agencies. He noted concerns about NextGen and future costs of E911 and the Board needing an improved plan for funding. Mr. Weins noted that you would find it hard to find a vendor that every person involved will be 100% happy with how things operate. He noted that there are standards being developed for exchange of information between systems, but there is always going to be some issues when sharing data between vendors. Mr. Vincent commented that we need to look at whether CAD is within the legal requirements of the Board to support and we need costs of the NextGen to look at available funds for the future. Secretary Schiliro noted that if the Board elects to accept the responsibility for CAD, he would not recommend supporting only some of the agencies. If Mr. Thomas after his questions are answered still chooses to recommend standing alone to his administration, the Board may choose to enter into more direct discussions with the County Administration. Mr. Vincent would like to schedule a meeting in January to look at our next steps. Mr. Turner asked that Mr. Ellis prepare for a January meeting information on the Emergency Procuments for the phone maintenance to be looked at during the same meeting. Secretary Sills committed to get a cost range for planning purposes for the January meeting.

Mr. Cole reminded to get to Terry/Mr. Vincent a copy of Capital Costs and ongoing expenses with a copy to all Board Members.

Mr. Briggs asked about the development of an MOU, Terry noted that preliminary discussion have been held but nothing finalized.

Motion by Mr. Turner to adjourn. Second by Mr. Vincent. Motion carried.

Meeting adjourned at 2:15 pm.