Shelby County 9-1-1 Radio Console Project Announcement

Background Shelby 9-1-1 (9-1-1) and Montevallo Police Department (MPD) have an interest in purchasing a shared VoIP based radio console system. After budget pricing is developed, the Shelby County Sheriff’s Office will be consulted concerning their interest in joining the purchase as well as municipal dispatch centers.

9-1-1 currently has a Dispatch Works console system that was installed in 1999 in conjunction with a move into a new facility. Dispatch Works handles radio, phones, and 9-1-1 at eight positions. A primary purchase decision was the availability of an API that allowed us to write custom applications that integrated radio functions with CAD. This system works well and has provided satisfactory service.

MPD currently has a very old, one position, Motorola console that was donated in 1999 when 9-1-1 moved to our new facility. While it works, it is out of date and repair parts and support are an issue.

SCSO has control stations that are directly controlled without a console.

We do not expect to purchase any new control stations or related equipment at this time.

Contact Information

For follow-up questions please contact:

John R. Ellison Executive Director Shelby County 9-1-1 1004 County Services Dr Pelham, AL 35124 (205)439-6912 [email protected]

Shelby County 9-1-1 Console Project Announcement Page 1 of 5 System Description We envision an IP based system that leverages existing network assets, achieves a high level of redundancy, and simplifies disaster recovery. Improved interoperability will be achieved by using a common user interface that allows access to radios at other locations. The console system selected must offer the ability to migrate to Project 25 standards as we expect a new radio system to be purchased within the service lifetime of this equipment. We also expect cost savings from shared maintenance and group training.

Shelby 9-1-1 Existing 9-1-1 dispatches three (3) law enforcement agencies and twenty-six (26) fire/ems agencies. All these departments use VHF repeaters accessed by control stations at the 9-1-1 center. There are six (6) Motorola control stations for dispatch channels and one (1) radio used occasionally for interoperability with other dispatch centers and agencies.

The Dispatch works system runs on the same PC as Intergraph CAD. The new system should run on a shared PC as well.

9-1-1 Desired It would be to our advantage to use control stations at remote locations to avoid interference. One desired outcome of an IP based system is to allow the primary Montevallo Fire control station to be located at MPD and the primary Sheriff’s control station to be located at the Sheriff’s office. The proposed system must include automatic failover to a secondary transmitter at the 9-1-1 center in the event network connectivity is lost.

Montevallo PD Existing MPD dispatches for the police department and serves as an alternative site for city fire dispatch. They also have a radio for the utility department, one used for interoperability with University PD, and one for the Sheriff for a total of five (5) control stations.

MPD Desired The primary transmitters for police, utilities, college, and sheriff will remain at MPD. 9-1-1 will use the fire department control station at MPD as the primary. MPD would like to add phone capability to a new console.

Sheriff’s Office Existing The SO direct dispatches their administrative units and serves as a backup to 9-1-1 for the patrol division and municipal law enforcement dispatch. Their facility also serves as the emergency backup location for the 9-1-1 center if it must be evacuated or is destroyed. Two (2) control stations are used routinely by the SO staff and two (2) are included for fire/ems dispatch in the event of an evacuation.

SO Desired The transmitter for the Sheriff’s dispatch channel will remain at the SO and will be used by 9-1-1 as the primary control station. The fire/ems radios may be used as backups by 9-1-1 via the IP network. If 9-1-1 has evacuated to the SO, the ability to quickly add more consoles is an important part of this proposal.

Shelby County 9-1-1 Console Project Announcement Page 2 of 5 Network Assets The three agencies currently share CAD using an IP network and the intent is to also use this network to share radio resources. From 9-1-1 to MPD is a 10mbps fiber connection from Charter Cable. From 9-1-1 to the SO is a MetroE connection which is backed up by a T1. There is no backup to MPD at this time. (A Motorola Canopy network may be extended to MPD to serve as a backup.)

Expected Initial Purchase

Shelby 9-1-1 2 console positions with 2 channels 2 console positions with 8 channels (long term will include 4 additional)

Montevallo PD 1 console position with 6 channels

Sheriff’s Office 2 console positions with 4 channels

Include a foot pedal, desk microphone, and two prong 4 wire headset jack per position.

Other Desired Features and Benefits These are not in order of importance and the descriptions are based on our current system and the desired functionality may be achieved through a different means in a new system.

1. Each PC functions independently and requires no common equipment or servers other than an IP to tone converter / gateway for control stations. There may be no single point of failure with the exception of the IP to tone converter / gateway device.

2. Intercom between console positions including a broadcast feature that goes to all or pre-defined groups of consoles.

3. The system detects loss of network connectivity and automatically switches to a designated backup radio and alerts the users to this condition.

4. The system detects failure of a control station, or tone converter / gateway and switches to a designated backup and alerts the users to this condition.

5. The system monitors the transmit frequency from a repeater and signals the user if there is not a transmission from the repeater to match the transmission from a control station.

6. Two of our control stations are used in a multichannel mode and the system must provide a means for instant or “one-button” transmit on each channel. This is presently achieved by a group of buttons with labels for each channel. Clicking one of these buttons changes the control station to the proper channel and puts it in transmit.

Shelby County 9-1-1 Console Project Announcement Page 3 of 5 a. The different channels are used to transmit a different PL code to steer to different repeaters on the same frequency. A system than changed the transmit PL code of the control station and remained on the same channel would achieve the desired functionality.

7. The system licensing must permit installation on backup PCs for quick deployment after a PC failure or if any of the centers must evacuate.

a. Describe what if any security measures or devices are used to enable software to become operational. For example; if a USB key is required will the key operate on another PC easily?

b. It is desired that the system offer short term licensing to accommodate special events. For example, during weather events we could use additional consoles, but usually for just 24-48 hours.

c. It is desired that the system offer training positions that will also be used on an infrequent basis.

8. The system must share a PC with Intergraph CAD. We can load CAD on a PC supplied by the vendor but we prefer to use our existing workstations as they are relatively new.

9. The availability of an API or other means of controlling the system from other applications is desired. Include a listing of the functions, if any, available to external programs.

10. Ease of user access to pre-programmed paging for the twenty six (26) fire/ems agencies. The proper control station and channel as well as the pager tone(s) must be easily activated by a button click, right click, or other intuitive user interface.

a. The system must “stack” pages as we often page multiple departments to one event.

b. The system must provide the ability to send a set of page tones manually for unplanned situations.

11. A VU meter or other visual means of indicating to a Dispatcher that their voice is at the desired transmit level. It is desired that an audible alert be given if the levels are under or over by more than a designated amount.

12. Provide analog audio out per radio channel and per console position to interface with an archive recorder.

13. Instant recall recorder for each radio channel must be included with the system. 10 minutes of storage per channel is a minimum.

14. The system must be compliant with the P25 Console Subsystem Interface (CSSI). As the standards are not finalized, the vendor must include a statement that the system will comply with the standards when available and agree to provide an upgrade at no additional cost.

15. It is desired that the system operate concurrently with the existing Dispatch Works console at 9- 1-1 to avoid duplicate control stations and to provide redundancy during the evaluation period. Shelby County 9-1-1 Console Project Announcement Page 4 of 5 Response Requested

At this point we want identify potential vendors and provide more details so vendors can propose the most appropriate solution. We want to determine how many of our desired features can be met, and what features are available in new systems. Part of this phase of the project is to establish budget pricing for a system.

Assuming the budgetary cost projections are acceptable, we intend to develop a request for bid or purchase from the state bid list no later than the 3rd quarter of 2008.

Shelby County 9-1-1 Console Project Announcement Page 5 of 5