BOARD OF DIRECTORS REGULAR MEETING AGENDA · BOARD OF DIRECTORS REGULAR MEETING AGENDA July 28, 2016 SCR911 Conference Room Thursday 495 Upper Park Road ... 4.2 Accept and File Claims

BOARD OF DIRECTORS REGULAR MEETING AGENDA

July 28, 2016 SCR911 Conference Room Thursday 495 Upper Park Road 1:30 p.m. Santa Cruz, CA

1.0 ROLL CALL

2.0 CONSIDERATION OF LATE ADDITIONS OR CORRECTIONS TO THE AGENDA

3.0 ORAL COMMUNICATIONS Any person may address the Board during its Oral Communications period. Presentations must not exceed three (3) minutes in length, and individuals may speak only once during Oral Communications. All Oral Communications must be directed to an item not listed on today’s Consent or Regular Agenda, and must be within the jurisdiction of the Board. Board members will not take action or respond immediately to any Oral Communications presented, but may choose to follow up at a later time, either individually, or on a subsequent Board of Director’s Agenda.

4.0 CONSENT AGENDA

4.1 Approve Action Summary Minutes of May 26, 2016 Regular Meeting. 4.2 Accept and File Claims Report for May 1 through June 30, 2016. 4.3 Accept and File Reimbursement Claims from the General Manager for the

period ending June 30, 2016. 4.4 Accept and File a Listing of Current SCR9-1-1 Dispatchers. 4.5 Approve Revisions to the Authority’s Safety Plan as Recommended by

Safety Coordinator, Anita Miller. 4.6 Approve a Two-year Annual Maintenance Service Agreement with

Motorola for Computer Aided Dispatch (CAD) Maintenance for $201,932. 4.7 Authorize General Manager to Execute a Purchase Agreement with Vision

Communications in the amount of $52,242.05 to Supply and Install a Raven M4 FlexGate Enterprise Radio Console System for the Watsonville Alternate Dispatch Site.

4.8 Authorize the General Manager to Execute a Purchase Agreement with QPCS in the amount of $36,194.98 to Supply the Final 32 Cradlepoint IBR-1100 Mobile Routers for SCRMS agencies.

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Santa Cruz Regional 9-1-1 Board of Directors Agenda

July 28, 2016 – Page 2

5.0 REGULAR AGENDA

5.1 Presentation Proclaiming Jenn Maggio Dispatcher of the Year for Fiscal Year 2015/2016.

6.0 REPORT FROM GENERAL MANAGER

7.0 REPORT OF CONTROLLER FOR AUTHORITY

7.1 Accept and File Revenue and Expense Reports from the Controller

as of June 30, 2016 as printed in the meeting packet.

8.0 REPORT BY USERS COMMITTEE

9.0 CORRESPONDENCE

10.0 ADJOURN

Information regarding agenda items: Copies of the staff reports or other written documentation relating to each item of business referred to on the agenda are on file in the business office of Santa Cruz Regional 9-1-1 and are available for public information. Any person who has a question concerning any of the agenda items may call the Clerk for the Board at 831-471-1000 Monday through Friday, 9:00 a.m. to 4:00 p.m. In compliance with the Americans with Disability Act, if you need special assistance to participate in this meeting, please contact the Clerk for the Board at 831-471-1000. Notification 48 hours prior to the meeting will enable SCR9-1-1 to make reasonable arrangements to ensure accessibility to this meeting.

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BOARD OF DIRECTORS REGULAR MEETING May 26, 2016

Action Summary Minutes

VOTING KEY: G = Goldstein, M = McDougall, BA = Barreto, B = Bernal First initial indicates “maker” of motion, second initial indicates the “second”, uppercase letter = “yes” vote by director, lowercase letter = “no” vote by director, ( ) = abstain, / / = absent.

1.0 ROLL CALL

The meeting was called to order at 1:35 p.m. by Chair Jamie Goldstein. DIRECTORS PRESENT: Jamie Goldstein, representing the City of Capitola Martín Bernal, representing the City of Santa Cruz ALTERNATES PRESENT: Mike McDougall, representing the County of Santa Cruz Pablo Barreto, representing the City of Watsonville ALSO PRESENT: SCR911: General Manager Dennis Kidd; Systems Manager Amethyst Uchida; Operations Division Manager Stephanie Zube; Operations Supervisor Melody MacDonald; Systems Supervisor Wolff Bloss; and Beth Wann (Clerk) OTHERS: Attorney for the Authority Dana McRae and Robert Smiley of Armanino LLP

2.0 CONSIDERATION OF LATE ADDITIONS OR CORRECTIONS TO THE AGENDA Chair Goldstein agreed to move up Item 7.1 in the agenda to immediately follow Item 4.0.

3.0 ORAL COMMUNICATIONS

None.

4.0 CONSENT AGENDA 4.1 APPROVED Action Summary Minutes of the March 17, 2016 Special Meeting. 4.2 ACCEPTED AND FILED Claims Report for March 1 through April 30, 2016.

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SANTA CRUZ REGIONAL 9-1-1 BOARD OF DIRECTORS REGULAR MEETING

May 26, 2016 MINUTES Page 2 of 3

4.3 ACCEPTED AND FILED Reimbursement Claims from the General Manager for

period ending April 30, 2016. 4.4 ACCEPTED AND FILED a Listing of Current SCR9-1-1 Dispatchers. 4.5 APPROVED Revisions to Policy 1160 – Salary Schedules Removing the General

Manager Position from this Policy. 4.6 APPROVED an Employment Agreement between the Authority and the General

Manager as recommended and tentatively approved by the Board Chairperson and the General Manager.

4.7 APPROVED an agreement between the Authority and American Medical Response

– West (AMR) to renew communications services for a period of three (3) years and authorize the Board Chairperson to execute the agreement.

4.8 AUTHORIZED the General Manager to Execute a Purchase Agreement with Dell

Computer Corporation in the amount of $24,097.88 to supply 15 Dell T3620 Precision Workstations with 19 inch monitors and a three year warranty.

4.9 AUTHORIZED the General Manager to Execute a Purchase Agreement with

Computer Discount Warehouse (CDW-G) in the amount of $24,699.56 to supply a two factor authentication solution manufactured by 2FA.

4.10 AUTHORIZED the General Manager to Execute a Contract with Higher Ground,

Inc. in the amount of $50,000.

Vote: BA, M, B, G

5.0 REGULAR AGENDA

5.1 ADOPTED Operating, Capital, Debt Service, and SCMRS Operating Budgets for Fiscal Year 2016/17.

Vote: BA, M, B, G

6.0 REPORT FROM GENERAL MANAGER

• Kidd reported job offers have been made to four new hires that will begin June 20. Two are bilingual.

• Kidd reported there is a CAD Replacement Executive Committee that is looking at

standards that should be incorporated into a CAD RFP. Motorola has contacted the Authority to remind them that, within the current contract, there is the ability to do an upgrade to Motorola’s newer product without going out to bid. The Motorola team

BOD 07-28-16 Page 2

SANTA CRUZ REGIONAL 9-1-1 BOARD OF DIRECTORS REGULAR MEETING

May 26, 2016 MINUTES Page 3 of 3

met with Kidd and he reported that he and his staff have decided to take the opportunity to have a Motorola CAD demo in conjunction with the last Users meeting. Attendance from the Users was good at this demo. He noted a Motorola upgrade would be easier for dispatch staff as they are already familiar with it. Motorola will be providing a quote for a CAD upgrade, including the mobile product. Users will then discuss and make a decision on whether to upgrade or go out to bid for a new CAD system.

7.0 REPORT OF CONTROLLER FOR AUTHORITY

7.1 ACCEPTED AND FILED Report of Audit for Fiscal Year Ending June 30, 2015 as Prepared by the Independent Auditor and Presented by the Controller for the Authority.

Vote: M, B, BA, G 7.2 ACCEPTED AND FILED Revenue and Expense Reports from the Controller as of

April 30, 2016 as printed in the meeting packet. Vote: B, BA, M, G

8.0 REPORT BY USERS COMMITTEE

• Barreto reported that the Emergency Reporting System is nearing completion. The prognosis is good regarding data collection.

9.0 CORRESPONDENCE

9.1 RECEIVED Correspondence regarding PARS OPEB Trust Statement.

10.0 ADJOURNMENT

The meeting adjourned at 2:10 p.m. The next regular Board meeting is scheduled for:

Thursday, July 28, 2016 Santa Cruz Regional 9-1-1 1:30 p.m. Conference Room

Date: ______________ Approved: ___________________________

Mike McDougall, Secretary

Action Summary Minutes by: Beth Wann, SCR9-1-1 Senior Administrative Assistant and Clerk of the Board

BOD 07-28-16 Page 3

DATE: July 6, 2016

TO: Board of Directors, Santa Cruz Regional 9-1-1

FROM: Dennis Kidd, General Manager

SUBJECT: Item 4.2 May 1, 2016 through June 30, 2016 Claims Report

The following SCR911 claims under $20,000 have been approved by the General Manager without prior Board of

Directors action, and submitted to the County Auditor/Controller for payment from the Operating Budget for the period of

May 1, 2016 through June 30, 2016

DATE PAYEE DESCRIPTION AMOUNT

1-May Hiplink Annual renewal 4/24/16-4/23/17 4,181.10

1-May Pagoda April 2016 pulsepoint maint 100.00

1-May Amazon/US Bank Radio Med8 replacement- to be reimb by AMR 166.10

1-May Caltronics Copier charges 3/25-4/24/16 23.02

3-May Pagoda May 2016 pulsepoint maint 100.00

3-May Jan Pro Janitorial service-May 2016 741.00

3-May Coastal Evergreen Landscaping service-April 2016 600.00

3-May Jan Pro Janitorial supplies for April 2016 394.71

3-May Taylors Office City Office and Kitchen supplies 272.15

4-May T Spath Mileage to San Jose Airport for Navigator conference 36.61

5-May AT and T April 2016 phone charges 4,547.25

5-May Mission Linen Service Mats/Towels April 2016 46.84

5-May County Counsel 2nd qtr FY 15/16 services 1,375.00

5-May County Counsel 3rd qtr FY 15/16 services 1,750.00

5-May T Spath Per diem-Navigator 4/26-4/29 175.50

5-May T Spath Baggage fees,parking, shuttle for Navigator conference 143.50

9-May Chair Pros Dispatch chairs 2,233.739-May Madison seating/US Bank Chairs for dispatch 794.439-May POD/US Bank Storage POD for alt site consoles 313.719-May Shred-It Shredding service-April 2016 87.29

9-May Vistaprint/US Bank Banner 71.48

9-May Amazon/US Bank Apple cable for iPhone 13.98

9-May Safeway/US Bank Supplies for NDW lunches 165.56

9-May Amazon/US Bank Rechargeable batteries for headsets 55.92

9-May Amazon/US Bank Badge holder 8.97

9-May Amazon/US Bank Headphones for front office 13.46

9-May Amazon/US Bank Rechargeable batteries for headsets 29.99

9-May Amazon/US Bank Automatic pencil refills 8.69

9-May Amazon/US Bank Erase cleaning wipes for whiteboard 11.95

9-May Amazon/US Bank LED replacement light for lobby 120.99

9-May Amazon/US Bank Speakers for console 34.11

9-May Amazon/US Bank Misc office supplies 217.43

9-May Santa Cruz Live Scan Rios background check 30.00

9-May IAED/US Bank NAED recertification test-Vigil,Birkett 60.00

9-May NENA/US Bank Online webinar-MacDonald,Uchida 50.00

9-May Holiday Inn/US Bank Lodging for Anna Kiff 136.80

11-May AT and T April/May 2016 phone charges 4,275.77

11-May Verizon/Frontier California Emergency listing-4/25-5/24/16 7.46

11-May Physio-Control Annual pulsepoint maint 4,999.92

11-May Triad Electric Change ballasts 237.96

11-May Jobs Available Annual renewal 45.00

11-May B Wann Postage tabs 21.20

11-May Taylors Office City Office supplies 182.03

11-May Taylors Office City Kitchen supplies 84.13

11-May First Choice Coffee and Filters-April 2016 72.75

11-May State of California Dept. of Justice Background check-Rios 30.00

11-May Mohawk Signs Signs for EOC 115.00

5/11/16 Santa Cruz Sentinel RFP-install authentication system 77.01

12-May S Zube Perdiem for Navigator conference 188.75

17-May Mission Linen Service Mats/Towels May 2016 48.54

17-May A Miller Standing mats for dispatch floor 41.30

17-May A Uchida Meeting supplies for staff-5/11/16 13.00

17-May G Loftin Bathroom supplies to clear drain 15.88

5/17/16 Santa Cruz Sentinel RFP-install voice recorder 83.05

17-May A Miller Mileage to San Jose Airport for Navigator conference 36.61

17-May W Bloss Mileage to Motorola conference-5/10/16 72.36

17-May A Miller Perdiem-Navigator 2016 188.75

17-May M MacDonald Perdiem-Navigator 2016 188.75

19-May Verizon Cell May 2016 cell phone charges 576.16

BOD 07-28-16 Page 4

Item 4.2 Claims Report

Page 2


19-May American Messaging 5/15-6/15 pager services 95.43

19-May Santa Cruz Plumbing Repair toilet 125.00

19-May County of Santa Cruz Open Query-April 2016 4,146.86

19-May PGE Elec 4/6-5/5,Gas 4/1-5/1/16 6,246.45

20-May County of Santa Cruz Open Query-May 2016 4,146.86

21-May County of Santa Cruz Open Query-June 2016 4,146.86

24-May County of Santa Cruz Payroll/Warrants/Auto Deposit charges 9,136.41

24-May County of Santa Cruz Vendor claims charges 3,694.37

26-May Comcast Cable/Internet 5/17-6/16 244.88

31-May Contes Generator Emergency generator service 1,637.99

31-May Shred-It Shredding service-4/28/17 87.29

1-Jun AT and T Sept-Mar 2016 phone charges for 271-4365 9,224.31

1-Jun Jan Pro June 2016 janitorial service 741.00

1-Jun Coastal Evergreen May 2016 landscape maint 600.00

1-Jun Cardiff Pest Control. Quarterly pest control 210.00

1-Jun Bogner Sheet Metal Repair air conditioners 636.00

1-Jun Jan Pro Bathroom and facility supplies 344.93

1-Jun State of California Dept. of Justice Remainder of Rios background check 2.00

1-Jun DeLageLanden Copier lease May 2016 154.43

1-Jun County of Santa Cruz Warehouse billing-Destruction of records 88.50

2-Jun Alberts Plumbing Plumbing work on kitchen 280.30

2-Jun Bartel Associates Completion of OPEB 537.00

2-Jun City of Watsonville June 2016 alternate site rent 1,462.17

2-Jun SCMU Water/Garbage 4/13-5/11 636.43

6-Jun Pagoda June 2016 pulsepoint maint 100.00

6-Jun Triad Electric Repair ballast in copy room 204.40

6-Jun PODS/US Bank Alternate site storage-April 2016 173.99

6-Jun Caltronics Copier charges 4/25-5/24/17 34.16

6-Jun First Choice Coffee and Filters-June 2016 72.75

6-Jun Amazon/US Bank Case of 30 fluorescent bulbs 84.00

6-Jun Amazon/US Bank Whiteboard for GM's office 108.80

6-Jun The Hideout Union breakfast 28.38

6-Jun HomeDepot/US Bank Light switch for lobby 23.47

6-Jun Oriental Trading/US Bank ACE team supplies-pencil set 219.96

6-Jun Amazon/US Bank Fluorescent tubes-returned charge 9.69

6-Jun Amazon/US Bank Ice machine cleaner 13.96

6-Jun Amazon/US Bank Ice maker filter 45.75

6-Jun Gaylord Hotel/US Bank Remainder of hotel-S Zube-Navigator 440.64

6-Jun ExecuCar/US Bank Shuttle car to hotel from airport-Navigator 29.00

6-Jun ExecuCar/US Bank Shuttle to and from hotel from airport 84.00

6-Jun United airlines/US Bank Baggage fees - S Zube - Navigator 25.00

6-Jun Gaylord Hotel/US Bank Lodging for Navigator-Miller, MacDonald 663.66

6-Jun ABM parking/US Bank Navigator parking-4/26-4/29 90.00

8-Jun AT&T May 2016 phone charges 3,315.60

10-Jun B Surran Mileage to alternate site for phone upgrade 61.56

16-Jun Verizon/Frontier California Emergency listing-5/25-6/14 7.46

16-Jun T Spath Labels for stars 27.02

16-Jun Autonomics Final payment for consultation 380.00

18-Jun PGE Elec 5/6-6/6,Gas 5/3-6/1 8,204.56

20-Jun Alberts Plumbing Toilet repair 327.57

20-Jun Alberts Plumbing Bathroom repair 413.55

21-Jun L Sotelo Mileage to alternate site for phone upgrade 102.60

22-Jun Armanino Final payment 14/15 audit 5,000.00

23-Jun AT&T May/June 2016 phone charges 2,694.67

23-Jun Verizon Cell June 2016 phone charges 576.16

23-Jun Coastal Evergreen June 2016 landscape maint 600.00

23-Jun Mission Linen Service June 2016 linen service 46.84

23-Jun Taylors Office City Office supplies 330.09

23-Jun M Wallen Office supplies 146.57

23-Jun Shred-It Shredding service-6/10/16 87.29

23-Jun CDW Toner cartridges 527.54

23-Jun Misc-Simpson Gloria Peer team training 125.00

23-Jun Law Enforcement Psych Svc Psych evaluation for new dispatcher hires 2,625.00

23-Jun DeLageLanden Copier lease-June 2016 162.16

23-Jun Comcast Internet/Cable 6/17-7/18 244.88

28-Jun Epson/US Bank Projector for conference room 761.24

28-Jun Coastal Evergreen Mow pasture 300.00

28-Jun Home Depot/US Bank Extension cord 83.29

28-Jun PODS/US Bank Alt site storage May 2016 173.99

28-Jun Uhaul/US Bank Rental truck 77.36

28-Jun Staples/US Bank Thermal laminating pouches 59.53

28-Jun Amazon/US Bank Office supplies-call taker academy 54.51

28-Jun Santa Cruz Occup.Medical Physicals for new dispatcher hires 1,358.00

28-Jun Amazon/US Bank Rapid rate radio charger 67.91

28-Jun APCO/US Bank Instructor recertification-Spath 95.00

28-Jun T Ginsburg Misc mileage 1/1-6/24/16 155.79

28-Jun SCMU Water/garbage 5/12-6/10/16 688.42

30-Jun M Wallen Wrist rest 7.57

30-Jun W Bloss Security set 9.23

30-Jun N Nelson Misc Mileage 1/1-6/30 70.36

AUDITOR GRAND TOTAL 111,758.05

BOD 07-28-16 Page 5


Page 3


The following SCR911 claims over $20,000 have been approved by the General Manager without prior Board of

Directors action, and submitted to the County Auditor/Controller for payment from the Operating Budget for the period of



26-May Motorola 4th quarter equipment payment 6/1-8/31/16 44,662.74


The following SCR911 claims have been approved by the General Manager, in accordance with the authority granted by the Board of

Directors, and submitted to the County Auditor/Controller for payment from the SCR911 Salaries/Benefits Budget for the period of



1-Mar MHN March 2016 EAP 508.13

17-Mar PERS April 2016 Health insurance 56,938.77

17-Mar Other-retirees Retiree health reimbursement-May 2016 7,931.36

27-Mar MHN April 2016 EAP 508.13

25-Apr PERS May 2016 health insurance 56,936.47

25-Apr Other-retirees Retiree health reimbursement-June 2016 7,931.36



Directors action, and submitted to the County Auditor/Controller for payment from the Capital Budget for the period of



19-May A Miller Mats for dispatch floors 142.14

23-Jun Dell Computers 3 of 15 workstation computers 4,273.40

23-Jun Dell Computers 15 Monitors for workstation computers 2,867.84

28-Jun Dell Computers 12 of 15 workstation computers 17,093.64

28-Jun Madison Seating/US Bank Dispatch chairs for alternate site 2,908.77


The following SCR911 claims over $20,000 have been approved by the General Manager, in accordance with the authority granted

by the Board of Directors, and submitted to the County Auditor/Controller for payment from the Capital Budget for the period of



13-Jun Higher Ground Voice recorder-50% payment 25,000.00


The following SCMRS claims under $20,000 have been approved by the General Manager without prior Board of

Directors action, and submitted to the County Auditor/Controller for payment from the SCMRS Budget for the period of



17-May B Wann Card stock paper 12.77

19-May Verizon Wireless May 2016 cell charges 249.32

1-Jun FedEx Return shipping on cradlepoint routers 107.18

1-Jun Taylors Office Supply Misc office supplies 161.10

1-Jun Taylors Office City Copy paper 240.00

1-Jun Global KnowledgeTraining/US Bank G Oros Online training 6/13-6/21 2,062.50

6-Jun M Wallen SCMRS meeting supplies 23.33

13-Jun CDW Dual Factor Authentication 13,743.00

13-Jun CDW Dual Factor Authentication 10,956.56

23-Jun Verizon Wireless June 2016 cell charges 249.32

28-Jun SKS Relegendable key cap 87.95

29-Jun Amazon/US Bank 4gb of ram for laptop 19.47


The following SCMRS claims over $20,000 have been approved by the General Manager, in accordance with the authority granted

by the Board of Directors, and submitted to the County Auditor/Controller for payment from the SCMRS Budget for the period of



None

AUDITOR GRAND TOTAL -

BOD 07-28-16 Page 6


Page 4


The following SCR911 claims have been approved by the General Manager, in accordance with the authority granted by the Board of

Directors, and submitted to the County Auditor/Controller for payment from the SCMRS Salaries/Benefits Budget for the period of



3-May MHN May 2016 EAP 31.11

31-May PERS June 2016 Health insurance 1,891.42

1-Jun MHN June 2016 EAP 31.11



Directors action, and submitted to the County Auditor/Controller for payment from the Debt Service Budget for the period of



19-May BNY-Mellon Lease revenue bond administrative costs 1,955.00

23-Jun Harrell and Co. Disclosure certificate fee 1,250.00


The following SCR911 claims over $20,000 have been approved by the General Manager, in accordance with the authority granted

by the Board of Directors, and submitted to the County Auditor/Controller for payment from the Debt Service Budget for the period of



10-May BNY Mellon Interest on lease revenue bond 75,709.39

11-May BNY Mellon Principal payment on lease revenue bond 135,000.00


The following SCR911 contracts/purchase orders (over $2,500 but under $20,000) have been approved by the General Manager, in

accordance with the authority granted by the Board of Directors for the period of:



27-Jun Madison Seating Chairs for dispatch floor 2,908.77


BOD 07-28-16 Page 7

Date: July 10, 2016

To: Board of Directors, Santa Cruz Regional 9-1-1

From: Dennis Kidd, General Manager

Subject: Item 4.3, Claims from the General Manager

The following is an accounting of the General Manager's reimbursable expensesfor the period of May 1 thru June 30 2016

DATE DESCRIPTION AMOUNT

No Reimburseable Expenses 0

Total -

BOD 07-28-16 Page 8

DATE: July 1, 2016 TO: Board of Directors, SCR 9-1-1

FROM: Dennis Kidd, General Manager SUBJECT: Item 4.4, Current SCR9-1-1 Dispatchers

RECOMMENDATION Accept and file a listing of current SCR 9-1-1 dispatchers. DISCUSSION As of July 1, 2016, there are 39.5 occupied FTE, of this; five are in the training program.

BOD 07-28-16 Page 9

SALARYNAME MO DAY YEAR STEP

CONNER, Valerie 11 5 1984 8 Dispatcher II

KIFF, Anna 5 18 1986 8 Dispatcher II

MINOGUE, Teresa 4 24 1990 8 Sr. Dispatcher III

SUMNER, Dave 1 2 1996 8 Dispatcher II

KRAKOWIAK, Michael 2 23 1998 8 Sr. Dispatcher III

SHERWOOD, Melanie 11 2 1999 8 Dispatcher II

IRVING, Jo 10 3 2000 8 Dispatcher II

EBERSOLE, Kristine 10 30 2000 8 Dispatcher II

MARIZETTE, Abigail 8 12 2002 8 Sr. Dispatcher III X

BRENNER, David 7 7 2003 8 Dispatcher II

OBERDORFER, Lisa 7 5 2005 8 Dispatcher II

BALDWIN, Ashley 7 3 2006 8 Sr. Dispatcher III

SOTELO, Lyndsay 7 3 2006 8 Sr. Dispatcher III

MELLO, Eric 2 9 2008 8 Dispatcher II

LOFTIN, Gina 7 14 2008 8 Dispatcher II

SCHOROVSKY, Sean 7 14 2008 8 Sr. Dispatcher III

FAIRBANKS, Michael 9 27 2008 8 Dispatcher II (JS=0.5 FTE)

STEVISON, Michele 5 22 2009 8 Dispatcher II

GUERRERO, Joe 10 4 2010 6 Dispatcher II X

DAVIDSON, Andrew 10 1 2011 8 Dispatcher II

HIGGINS, Kristal 10 1 2011 8 Dispatcher II

SURRAN, Billie 2 29 2012 8 Dispatcher II

VIGIL, Felicia 4 9 2012 5 Dispatcher II

ALVAREZ, Julissa 5 21 2012 4 Dispatcher II X

FLORES, German 5 21 2012 5 Dispatcher II X

TROIA, Christina 2 11 2013 3 Dispatcher II

CASTRO, Annie 2 11 2013 3 Dispatcher II

SANCHEZ, Areli 9 2 2013 6 Dispatcher II X

MAGGIO, Jennifer 12 9 2013 7 Dispatcher II

PARKER, Andrew 12 9 2013 4 Dispatcher II

THOMPSON, Jason 12 9 2013 4 Dispatcher II

BARRETT, Billy 7 5 2014 8 Dispatcher II

SPHAR, Stephanie 9 8 2014 5 Dispatcher II

1

0.5

SALARY

NAME MO DAY YEAR STEP

BIRKETT, Michael 8 6 2013 8 Dispatcher Assistant II

MAC MULLAN, Abigail 1 4 2016 4 Dispatcher Assistant II

ROESSLER, Laure 6 20 2016 1 Dispatcher Assistant I

ESCOBAR, Anne 6 20 2016 8 Dispatcher Assistant I

CATTERA, Tim 6 20 2016 1 Dispatcher Assistant I

SALAZAR, Eva 6 20 2016 5 Dispatcher Assistant I X

RIOS, Ariana 6 20 2016 1 Dispatcher Assistant I X

40 Total Number of Dispatchers/Dispatcher Assistants39.5 FTE Occupied

CURRENT SCR9-1-1 DISPATCHERS

CURRENT SCR9-1-1 DISPATCHER ASSISTANTS

SENIORITY DATE COMMNETS

(X = BILINGUAL)

SENORITY DATE COMMENTS(X = BILINGUAL)

Page 1 As of 7/21/2016

BOD 07-28-16 Page 10

DATE: July 7, 2016 TO: Board of Directors, Santa Cruz Regional 9-1-1

FROM: Dennis Kidd, General Manager SUBJECT: Item 4.5, Annual Review of Authority Safety Plan RECOMMENDATION:

Conduct an annual review of the Authority’s Safety Plan, direct modifications, accept and file the plan.

BACKGROUND AND DISCUSSION: Under the terms and conditions of your membership (JPA) agreement with the Special District Risk Management Authority (SDRMA), the Authority is eligible for discounted insurance premiums for periodically reviewing and updating a Safety Plan. The last Board review was conducted July, 2015. Attached is an updated copy of the Authority Safety Plan for your review. No changes were made.

BOD 07-28-16 Page 11

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SANTA CRUZ REGIONAL 9-1-1

LOSS CONTROL, INJURY AND ILLNESS PREVENTION

SAFETY PLAN

Revised: July 7, 2016

Prepared by: Dennis Kidd, General Manager

BOD 07-28-16 Page 12

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BOD 07-28-16 Page 13

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SANTA CRUZ REGIONAL 9-1-1 LOSS CONTROL, INJURY AND ILLNESS PRVENTION

SAFETY PLAN

Table of Contents

1.0 INTENT .............................................................................................................................. 5

2.0 RESPONSIBILITIES .......................................................................................................... 5

2.1 General Manager ..................................................................................................... 5

2.2 Safety Coordinator .................................................................................................. 5

2.3 Operations Supervisors ........................................................................................... 6

2.4 Employees ............................................................................................................... 6

3.0 COMPLIANCE ................................................................................................................... 6

3.1 Management ............................................................................................................ 6

3.2 Supervisors .............................................................................................................. 6

3.3 Employees ............................................................................................................... 6

4.0 COMMUNICATION .......................................................................................................... 7

4.1 System of Communications .................................................................................... 7

4.2 Safety Committee .................................................................................................... 7

4.3 Safety Suggestions and Hazard Reporting .............................................................. 8

5.0 HAZARD IDENTIFICATION AND EVALUATION ....................................................... 9

5.1 Safety Inspections ................................................................................................... 9

5.2 Inspection Schedule ................................................................................................ 9

5.3 Hazard Commnication Program Element ............................................................... 9

5.4 Training and Instruction ........................................................................................ 10

5.5 Outside Contractors .............................................................................................. 11

6.0 INJURY/ILLNESS INVESTIGATION ............................................................................ 11

6.1 Investigation .......................................................................................................... 11

6.2 Tracking of Hazards and Correction ..................................................................... 11

6.3 Reporting to Cal-OSHA ........................................................................................ 12

BOD 07-28-16 Page 14

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7.0 CORRECTION OF HAZARDS ....................................................................................... 12

7.1 Imminent Danger .................................................................................................. 12

7.2 Correction Process ................................................................................................ 12

8.0 TRAINING ....................................................................................................................... 13

8.1 Receipt of Training ............................................................................................... 13

8.2 Training Responsibility ......................................................................................... 13

9.0 RECORD KEEPING ........................................................................................................ 14

10.0 SAFETY RULES AND PROCEDURES ......................................................................... 15

10.1 General .................................................................................................................. 15

11.0 OFFICE SAFETY ............................................................................................................. 17

12.0 TOOLS AND SHOP ......................................................................................................... 17

13.0 LADDER SAFETY .......................................................................................................... 18

13.1 Portable Ladder Use .............................................................................................. 18

13.2 Step Ladders .......................................................................................................... 18

14.0 FIRE SAFETY .................................................................................................................. 18

15.0 VEHICLES ....................................................................................................................... 19

15.1 Private Vehicles .................................................................................................... 19

16.0 EMERGENCY MEDICAL PROCEDURES .................................................................... 19

16.1 Work Related Injuries ........................................................................................... 19

16.2 First Aid ................................................................................................................ 20

16.3 Emergency Medical Response .............................................................................. 20

16.4 Non-Emergency Work Related Injuries ................................................................ 20

16.5 Work Related Illness ............................................................................................. 20

16.6 Work Related Injury/Illness Reporting ................................................................. 21

17.0 SPECIFIC INCIDENT RESPONSE SAFETY PLANS ................................................... 21

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SANTA CRUZ REGIONAL 9-1-1

LOSS CONTROL, INJURY AND ILLNESS PREVENTION SAFETY PLAN

1.0 INTENT

Establishing a loss control, injury and illness prevention safety plan (hereto referred to as the Safety Plan) is intended to provide guidelines to ensure a safe working environment, identify responsibilities, provide direction for specific incidents, and maintain a safe workplace.

2.0 RESPONSIBILITIES

2.1 General Manager

2.1.1 The General Manager is responsible for long term risk financing and risk management strategies. The General Manager works closely with the Governing Board on all insurance funding, loss control and related risk management issues. The General Manager is SCR911’s authorized contact with California Special District Association (CSDA) and Special District Risk Management Authority (SDRMA).

2.1.2 The General Manager is responsible for managing the training of all employees including, but not limited to, determining what training is necessary for new and existing employees and coordinating the retraining of employees on safety issues.

2.1.2.1 The General Manager will utilize the Training Unit for this process.

2.2 Safety Coordinator

2.2.1 The Safety Coordinator is responsible for implementing and maintaining the Injury and Illness Prevention Program. Employees can notify the Safety Coordinator of any occupational safety, health issue or worksite hazard verbally, in writing, voice mail or email.

2.2.2 The Safety Coordinator serves as the Chair of the Safety Committee. Authority to act in this capacity is delegated by the General Manager.

2.2.3 The Safety Coordinator is responsible for follow-up of all claims as directed in Policy No. 2010, Processing Workers Compensation/Injured Worker’s Claims, including, but not limited to, the accident investigation report, hazard mitigation and distribution of completed forms.

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2.3 Operations Supervisors

2.3.1 Operations Supervisors are responsible for following the procedures established in Policy No. 2010, Processing Workers Compensation/Injured Worker’s Claims.

2.4 Employees

2.4.1 Employees accept responsibility for active participation in all aspects of the safety and health program including:

• Abiding by all SCR9-1-1 safety rules and regulations;

• Continuous practice of safe work habits; and

• Assisting in keeping work areas clean and hazard free; and

• Participate in safety related training.

3.0 COMPLIANCE

3.1 Management

3.1.1 Management accepts responsibility for leadership of the safety and health program, for its effectiveness and improvement, and for providing safeguards required to ensure safe conditions.

3.2 Supervisors

3.2.1 Supervisors accept responsibility for developing proper attitudes toward safety and health in themselves and in those they supervise, and for ensuring that all operations are performed with the utmost regard for the safety and health of all personnel involved, including themselves.

3.2.2 Supervisors will evaluate employee’s compliance with safe work practices as part of the employee’s regular performance review.

3.2.3 Supervisors will acknowledge, in writing, employees who make a significant contribution toward the maintenance of a safe workplace. The written acknowledgment will be maintained in the employees personnel file.

3.3 Employees

3.3.1 It is the responsibility and obligation of each employee to comply with the Safety Plan, obey all occupational safety and health standards, rules, regulations and orders issued according to law, and to attend scheduled job training and instruction.

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3.3.2 Employees who are unaware of correct safety and health procedures are trained or retrained.

3.3.3 Employees who fail to follow safe work practices and/or procedures, or who violate organizational rules or directives are subject to disciplinary action, up to and including termination.

4.0 COMMUNICATION

4.1 System of Communications

4.1.1 Management recognizes that open, two-way communication between management and staff on health and safety issues is essential to an injury free, productive workplace.

4.1.2 The following system of communication is designed to facilitate a continuous flow of safety and health information between management and staff.

4.1.2.1 An orientation is given to all new employees which includes training on the Safety Plan, Employee Wellness Program, and all safety and health related policies and procedures.

4.2 Safety Committee

4.2.1 There will be a SCR9-1-1 Safety Committee consisting of the General Manager, the Safety Coordinator, at least one (1) dispatch representative from each team, and one (1) Systems Division representative.

4.2.2 The Safety Committee will meet at least once every three months.

4.2.2.1 At least three working days prior to each meeting, the Safety Coordinator will prepare and distribute a written agenda similar to the form attached as Form 1 (see Appendix A).

4.2.2.2 After each meeting, the Safety Coordinator will prepare and distribute to the Committee members written minutes of the meeting briefly describing the safety and health issues discussed at the meeting similar to the form attached as Form 2 (see Appendix A).

4.2.3 The Safety Committee will perform the following functions:

• Review the results of periodic workplace inspections.

• Review any investigations of occupational accidents and causes of incidents resulting in occupational injury, occupational illness or exposure to hazardous substances, and where appropriate, submit suggestions to the General Manager for the prevention of future

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occurrences. • Review any alleged workplace hazard, unsafe condition or unsafe work

practice brought to the attention of any committee member, and when determined necessary by the committee, conduct its own inspection and investigation to assist in remedial solutions.

• Review any employee hazard reports, and submit recommendations to the General Manager to assist in the evaluation of employee safety suggestions.

• Upon the request of the State Division of Occupational Safety and Health, verify abatement actions taken by SCR9-1-1 to abate citations issued by the Division.

• Discuss and make recommendations concerning any other matters related to the health and safety of SCR9-1-1 employees.

• Periodically review and evaluate past employee safety, injury, and illness records and other available documentation concerning employee safety, injuries and illnesses to identify recurring problems and initiate appropriate corrective or remedial actions to avoid such problems in the future.

• On all workers compensation losses or claims, compare the date and time of injury with the date and time the employee gave notice of the accident to their supervisor. Compare the date of notice with the date and time employee first received medical attention. Did the employee go to the medical provider selected and approved by SCR9-1-1? If not, why not?

4.3 Safety Suggestions and Hazard Reporting

4.3.1 Employees are encouraged to immediately report to the Safety Coordinator, their Supervisor, Senior Dispatcher (Lead), or any Safety Committee member any actual or suspected workplace hazard, unsafe condition or unsafe work practice.

4.3.1.1 Such a report should be made via an SCR9-1-1 Intranet Concern/Inquiry Form – “Safety,” or utilizing the employee hazard report form attached as Form 4 (see Appendix A).

4.3.1.2 As an alternative, the employee may report orally. If an oral report is made to the Safety Coordinator, a Supervisor, Senior Dispatcher (Lead), or a member of the Safety Committee, the recipient will prepare the Employee Hazard Report. All Employee Hazard Reports will be immediately submitted to the Safety Coordinator. The Safety Coordinator will investigate the report and forward it to the General Manager along with recommendations, if applicable.

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Upon approval by the General Manager, the Safety Coordinator will implement any appropriate corrective or remedial measures in a timely manner. A copy of the original report will be returned to the reporting party with sections completed denoting actions taken, if any.

5.0 HAZARD IDENTIFICATION AND EVALUATION

5.1 Safety Inspections

5.1.1 The Safety Coordinator will be responsible for making periodic workplace inspections in order to identify and evaluate workplace hazards, unsafe conditions and unsafe work practices.

5.1.1.1 The General Manager may, at his/her discretion, arrange for such inspections to be conducted by outside sources, e.g. the State Division of Occupational Safety and Health Consultation Service, or private risk management consultant. In conducting such inspections, the inspector will utilize the Workplace Safety Inspection Report Form 3 (see Appendix A), taken from the “Self-Inspections” checklist recommended by CAL/OSHA.

5.2 Inspection Schedule

5.2.1 Every four months and/or;

5.2.2 Whenever new processes, procedures, or equipment are introduced to the workplace that represent a new occupational safety or health hazard; and

5.2.3 Whenever the Safety Coordinator is made aware of a new or previously unrecognized hazard.

Note: For any inspections triggered under 5.2.2 or 5.2.3, the inspection may be limited to the work areas and systems that may be affected by the new information.

5.2.4 There will be no reprisal or discipline against an employee as a result of the employee’s report of a workplace hazard, unsafe condition, or unsafe practice. The Safety Committee will review all reports at the subsequent Safety Committee meeting.

5.3 Hazard Communication Program Element

5.3.1 This hazard communication program element of SCR9-1-1’s Safety Plan is intended to minimize the risk of hazardous substances found in the workplace.

5.3.2 Copies of all Material Safety Data sheets (MSDS) for all hazardous substances to which employees of SCR9-1-1 may be exposed are kept in

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the front office.

5.3.2.1 The Safety Coordinator is responsible for obtaining and maintaining MSDS for SCR9-1-1. MSDS will be reviewed for completeness by the Safety Coordinator by checking each of the eight (8) sections for completeness. If a MSDS is missing or obviously incomplete, a new MSDS will be requested from the manufacturer. The State Division of Occupational Health will be notified if a complete MSDS is not received.

5.3.2.2 MSDS’s are available to all employees for review during regular work hours. If an employee learns that an MSDS is not available, or a new hazardous substance(s) is used in the workplace without an MSDS, the employee must contact the Safety Coordinator or Supervisor immediately.

5.3.3 All hazardous substances must be pre-approved prior to usage. Hazardous substances will only be used in strict accordance with the label instructions and warnings, and the data, precautions and procedures for handling, storage disposal and use are contained on the MSDS. Hazardous substances will not be used by SCR9-1-1 employees unless the container is properly labeled with the following:

• The contents

• Name of the manufacturer

• Hazard warnings

• Exposure Information

5.3.4 For any employee(s) who may be exposed to hazardous substances in the SCR9-1-1 workplace, the Safety Coordinator will provide such employees with a copy of this hazard communication program and instruct the employees about the hazardous substances as reflected on the MSDS. Such training will be given at the time of an employee’s initial assignment to a work area where the employee may be exposed to hazardous substances, and whenever a new hazard is introduced into the work area.

5.4 Training and Instruction

5.4.1 The training and instruction must consist of at least the following topics:

5.4.1.1 Information on where hazardous substances are stored and used.

5.4.1.2 The location of and how to review or obtain a copy of MSDSs.

5.4.1.3 The details of the hazardous communication program, including an explanation of how to read, understand and use container labels

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and MSDSs.

5.5 Outside Contractors

5.5.1 In order to protect outside contractors and their employees who may work in the SCR9-1-1 workplace and be exposed to hazardous substances, prior to commencing any work where there may be such exposure, the Safety Coordinator will provide the contractor with information concerning the hazardous substance(s) and appropriate precautions and protective measures that the contractor and its employees can take to prevent the possibility of exposure.

6.0 INJURY/ILLNESS INVESTIGATION

6.1 Initial Report

6.1.1 As soon as possible after a workplace accident or report of occupation injury or illness, the Supervisor, or their designee, will complete the applicable sections of the Supervisor’s Report of Employee Injury (Form 5 in Appendix A) and forward it to the Business Division (front office) as soon as possible. The front office will provide a copy of the completed form to the Safety Coordinator.

6.2 Investigation

6.2.1 After receiving the Supervisor’s Report of Employee Injury (Form 5 in Appendix A), the Safety Coordinator will conduct an appropriate accident/injury/illness investigation.

6.2.2 Any necessary authorized corrective or remedial measures will be taken in a timely manner and documented on the report.

6.2.3 In all cases, the reports along with an explanation of action(s) taken, or not taken, will be returned to the original reporting party, as well as the General Manager.

6.3 Tracking of Hazards and Correction

6.3.1 The Safety Coordinator and the Safety Committee will track all reported, known, and suspected workplace hazards, unsafe conditions or unsafe work practices identified through hazard reports.

6.3.2 The Safety Coordinator and the Safety Committee will utilize the procedures set forth in 5.1 and 6.2.1 to ensure that all appropriate remedial or corrective measures are taken. The Safety Coordinator or the Safety Committee will indicate on the appropriate form and in the Committee minutes the date and nature of any corrective measure, or why a corrective or remedial measure was not necessary or was not taken, and any other appropriate comments.

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6.3.3 In all cases the reports, along with an explanation of actions taken, or not

taken, will be returned to the original reporting party, as well as the General Manager.

6.4 Reporting to Cal-OSHA

6.4.1 The Safety Coordinator, or designee, will report the following incidents orally, in person or by telephone, to the closest area office of CAL-OSHA within eight (8) hours of occurrence:

6.4.1.1 Fatalities

6.4.1.2 In-patient hospitalization of three (3) or more employees

6.4.2 The following information must be given:

6.4.2.1 Establishment name

6.4.2.2 Location of incident

6.4.2.3 Time of incident

6.4.2.4 Number of fatalities or hospitalized employees

6.4.2.5 Contact person

6.4.2.6 Phone number

6.4.2.7 Brief description of the incident

7.0 CORRECTION OF HAZARDS

When a hazard exists, it is corrected in a timely basis based on the severity of the hazard.

7.1 Imminent Danger

7.1.1 If imminent danger exists to any employees, management and/or supervisors will immediately act to remove or mitigate the danger (refer to specific incident response safety plans –Section 2100: Safety Program Procedures of the SCR9-1-1 Policy and Procedure Manual.

7.2 Correction Process

7.2.1 Personnel who are provided with the necessary safeguards and training will correct the hazard. The correction process is based upon information obtained from employees, inspections and investigation.

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8.0 TRAINING

8.1 Receipt of Training

8.1.1 Training will be provided to appropriate Authority employees as soon as practical after the establishment of this plan to the following groups of employees:

• All new employees upon hire;

• All employees given a new job assignment for which training has not been previously received;

• To all affected employees whenever substances, processes, procedures or equipment are introduced to the workplace and represent a new hazard;

• To all affected employees whenever the Safety Coordinator, member of the Safety Committee, or any supervisor is made aware of a new, previously unrecognized hazard;

• To all supervisors to familiarize themselves with the safety and health hazards to which employees under their immediate direction and control may be exposed.

8.2 Training Responsibility

8.2.1 The Safety Coordinator will work closely with the Training Unit to ensure:

• That all employees know how to safely perform their job duties;

• Are knowledgeable about the materials and equipment they work with;

• Are made aware of known hazards and how they are controlled;

• Are made familiar with this illness and prevention plan, safety rules, proper use of tools and equipment, proper protective equipment as needed, and proper methods of sitting, typing, and lifting;

• Know how, when and where to report injuries and suspected workplace hazards, unsafe conditions or unsafe work practices;

• Know the importance of safe and neat housekeeping, special hazards of the job, and safe operation of all equipment used in their work assignment; and

• Receive regular and ongoing training in First Aid, CPR, and in the use of the Automated External Defibrillator (AED) along with the bag-valve mask.

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• Are knowledgeable of the Medical Provider Network and Company Nurse program.

8.2.2 The Training Unit will prepare appropriate written documentation to document all training and instruction provided to employees. The training and instruction documentation will include:

• The name of all employees who attended;

• Training dates;

• Subject of training;

• Types of training;

• Training provider(s).

9.0 RECORD KEEPING

9.1 SCR9-1-1 will maintain the following records for a minimum of three years:

9.1.1 Schedule of inspections to identify unsafe conditions or work practices with the name(s) of person(s) conducting the inspections.

9.1.2 Any action taken to correct unsafe conditions or practices.

9.1.3 Schedule of safety and health training conducted by the organization to include employee name, training dates and type of training.

9.1.4 Dates and minutes of Safety Committee meetings.

9.2 The Safety Coordinator or the designee of the General Manager will keep and maintain written records of all:

9.2.1 Safety Committee Meetings agendas and minutes;

9.2.2 Workplace safety inspection reports;

9.2.3 Employee hazard reports;

9.2.4 Accident investigation reports;

9.2.5 Obtain a report on every injury or illness requiring medical treatment or any incident which might give rise to a worker’s compensation claim;

9.2.5.1 Employee’s Claim for Worker’s Compensation Benefits (Division of Worker’s Compensation Form 1)

9.2.5.2 Employer’s Report Form 5020 online at York Insurance Services.

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9.2.6 Record each injury or illness on the CAL/OSHA Log and Summary of Occupational Injuries and Illnesses (CAL/OSHA Form 300);

9.2.7 Prepare a Supplementary Record of the Occupational Injuries and Illnesses on CAL/OSHA Form 101.

9.2.8 Annually prepare the Summary CAL/OSHA Form 300, post it no later than February 1, and keep it posted where employees can see it until March 1.

9.2.9 These documents will be maintained for at least five (5) years. The above documents will be made available upon request to any member of the Safety Committee and to the State Division of Occupational Safety and Health.

10.0 SAFETY RULES AND PROCEDURES

10.1 General

10.1.1 All work related accidents and injuries, suspected work related injuries or illnesses, and known workplace hazards, unsafe conditions or unsafe work practices must be immediately reported to the employee’s supervisor. Supervisor will report the incident to the Safety Coordinator as soon as practicable.

10.1.2 An employee will not operate any machinery or equipment until he or she has received instruction and training.

10.1.3 Horseplay, scuffling and other acts which tend to have an adverse effect on the safety or well-being of employees is prohibited.

10.1.4 All spilled oil, grease, water and other liquids must be cleaned up immediately by the person responsible for the spill.

10.1.5 Fire extinguishers must be kept accessible at all times. Fire hydrants and areas around sprinkler heads must be kept free and clear of obstructions.

10.1.6 All exits must be kept clear and useable at all times.

10.1.7 All work areas must be kept clean and orderly.

10.1.8 Restrooms must be maintained in a clean and sanitary manner.

10.1.9 Electrical outlets are not to be overloaded, and the use of extension cords should be minimized.

10.1.10 All equipment and machines will be operated only in their intended manner and in accordance with safe operating procedures.

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10.1.11 First aid kits must be kept well stocked and easily accessible.

10.1.12 Proper lifting techniques will be utilized when moving boxes, equipment, files etc.

10.1.13 Materials will not be stored against doors or exits, fire ladders, or fire extinguishers.

10.1.14 Garbage and trash will be disposed of in proper waste containers.

10.1.15 Spitting on the floor is prohibited.

10.1.16 Hand trucks will be loaded in such a manner as to avoid the possibility of spilling and will be pulled when in transit except when going down an incline or placing the load in position.

10.1.17 Protruding nails in boxes, skids or other containers will be removed or made flush.

10.1.18 Sunglasses will not be worn indoors.

10.1.19 Inappropriate footwear or shoes with thin or badly worn soles will not be worn.

10.1.20 Footwear will be worn at all times.

10.1.21 No employee will remove, damage, destroy, or tamper with any safety or protective device, safeguard notice or warning.

10.1.22 No unauthorized personnel will climb onto or be on the roof of the Communications Center or the tower structure.

10.1.23 Personnel should not walk onto golf course property, and always be mindful of golf carts and golfing activity.

10.1.24 Chemicals classified as “Hazardous materials” or “hazardous substances” as defined by the State Division of Occupational Safety and Health will not be purchased, brought into the workplace, or used without the appropriate Material Safety Data Sheets (MSDS) and container label.

10.1.25 Any hazardous material or hazardous substance will be used only in strict accordance with the label instructions and the data, precautions and procedures for handling, storage, disposal and use contained on the MSDS.

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11.0 OFFICE SAFETY

11.1 Files, equipment or other items will not be left on the floor so as to present a tripping hazard.

11.2 Only one file cabinet drawer will be opened for use at a time and file cabinet drawers will be closed when not in use.

11.3 There will be no beverages in the immediate vicinity of any electrical equipment, including computer keyboards and monitors, processing units, typewriters, copiers and fax machines, unless the beverage has been placed in an approved safety cup.

11.4 Employees will advise their supervisor or the Safety Coordinator if background lighting causes glare or a reduced clarity of vision on a video display terminal (VDT) screen. Where necessary, appropriate glare screens will be placed on VDTs to avoid injury or eyestrain.

11.5 Correct posture will be maintained to prevent injury to the back, neck, hands, wrists or other body parts.

11.6 All office equipment will be maintained according to manufacturer’s specifications or industry ergonomic standards and repairs will be performed only by trained personnel.

11.7 No employee should put their feet or legs on the radio consoles or chairs, or sit on or lean up against the radio consoles.

11.8 Chairs should never be stood upon.

12.0 TOOLS AND SHOP

12.1 All tools and equipment will be maintained in good condition and in accordance with the manufacturer’s specifications.

12.2 Only appropriate tools will be used for a job.

12.3 Safety glasses will be worn where eye protection is required.

12.4 When there is a danger of hair entangling in moving machinery or equipment, a cap or hat (not a hair net) must be worn.

12.5 No employee will use any machinery or piece of equipment until he or she is trained, qualified and authorized to operate it.

12.6 Power machinery will be kept free of unnecessary tools, rags and scrap while in operation.

12.7 Rings, jewelry, watches, gloves, neckties, long sleeves, or loose clothing will not be worn near or while operating machinery or other sources of entanglement.

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12.8 Compressed air will not be used to clean floors or to clean clothes, hands or other body parts.

12.9 Any defective tool or equipment must be immediately reported to the employee’s supervisor. Supervisor will notify the Safety Coordinator.

12.10 Tools will be stored in a dry, secure location and will be returned after use.

13.0 LADDER SAFETY

13.1 Portable Ladder Use

13.1.1 Employees authorized to use a ladder will complete “Ladder Safety” training.

13.1.2 Before using a ladder, its condition will be checked.

13.1.2.1 Ladders will be maintained in good condition.

13.1.2.2 Ladder rungs and steps will be kept free of grease and oil.

13.1.3 Ladders will be used with the utmost safety in mind at all times.

13.1.3.1 A ladder will not be used in front of doors that open towards the ladder unless the door is locked or guarded.

13.1.3.2 The user must always face the ladder when ascending or descending.

13.1.3.3 When used to gain access to roofs or platforms, rung ladders must exceed at least three feet above the elevated surface.

13.1.3.4 The proper size and strength of a ladder or step stool will be used as appropriate. Employees will not use chairs, boxes, etc., in place of a proper ladder or step-stool.

13.2 Step Ladders

13.2.1 Make sure the spreaders are locked open before climbing.

13.2.2 Place ladder only where it is safe to do so.

13.2.3 Keep at or below the second rung from the top.

14.0 FIRE SAFETY

14.1 Ensure good housekeeping is maintained, keeping work areas clean and free of debris.

14.2 Make sure all electrical equipment is protected.

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14.3 Store flammable materials in approved safety cans and/or cabinets.

14.4 Maintain electrical circuits so they do not become overloaded.

14.5 Use only space heaters that have:

• An automatic “tip-over” device that shuts the unit off if the device should topple over.

• Sufficient electrical power on the circuit to handle the space heaters electrical needs.

14.6 Keep fire exits and escape routes clear and well marked.

14.7 Know how to use fire extinguishers.

14.7.1 All employees will complete “Fire Extinguisher” training.

14.8 Know where alarm boxes are located.

15.0 VEHICLES

15.1 Private Vehicles

15.1.1 Private vehicles will not be used for SCR9-1-1 work unless authorized to do so by the General Manager.

15.1.2 Employees authorized by the General Manager to use their private vehicle will be in compliance with Policy No. 350, Travel.

16.0 EMERGENCY MEDICAL PROCEDURES

16.1 Work Related Injuries

16.1.1 The Supervisor will be notified immediately by the Lead dispatcher.

16.1.2 The Supervisor will notify the Safety Coordinator as soon as possible.

16.1.3 The Supervisor will facilitate the report of the workplace injury to the Medical Provider Network.

16.1.4 The Supervisor will verify that the injured employee has been transported to an appropriate medical facility and is being treated, if necessary.

16.1.4.1 The Supervisor, or their designee, will complete the Supervisor’s Report of Employee Injury (Form 5) and forward it to the front office in accordance with Policy No. 2010, section 2.2.4.

16.1.5 The Safety Coordinator will make a full report of the incident as soon as possible to the General Manger as well as the status of the employee.

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16.2 First Aid

16.2.1 Approved first aid kits will be maintained in the Conference Room, locker rooms, and in the kitchen.

16.2.1.1 The Safety Coordinator will cause first aid kits to be inspected regularly and restocked as necessary.

16.3 Emergency Medical Response

16.3.1 The Supervisor or Lead Dispatcher (in the absence of the Supervisor) will verify that the employee is assessed for any sign of Priority Symptoms as described in the Medical Priority Dispatch System (EMD) by a certified Medical Priority Dispatcher.

16.3.2 Fire and ambulance personnel will be dispatched to the Center immediately, and Post-dispatch or Pre-arrival aid will be rendered as per the Medical Priority Dispatch System (EMD). Priority Symptoms are described as:

• Difficulty breathing

• Altered level of consciousness

• Chest pain

• Uncontrolled bleeding

16.4 Non-Emergency Work Related Injuries

16.4.1 In the absence of priority symptoms, the injured employee will contact his/her Supervisor to relate the nature of the injury.

16.4.2 The injuries will be assessed through the Medical Priority Dispatch System (EMD) and a medical response, if necessary, will be dispatched at the priority level advised. Post-Dispatch aid will be rendered as per MPDS (EMD).

16.4.3 If an ambulance is not required by the injured employee, the employee will be transported to the nearest appropriate medical facility.

16.5 Work Related Illness

16.5.1 If an employee suspects a work related illness, s/he will immediately contact their Supervisor. In the absence of the Supervisor, the Lead Dispatcher will immediately contact the duty Supervisor. After discussing the matter with the employee, the Supervisor will pursue the appropriate medical examination and/or consultation.

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16.6 Work Related Injury/Illness Reporting

16.6.1 As soon as practical following any report of a work related injury or illness, the Supervisor or his or her designee will comply with the record keeping requirements set forth above.

16.6.1.1 The Employee’s Claim for Worker’s Compensation Benefits, Form 1, must be provided to the employee, or in the event the employee is not available, to employee’s dependent as soon as possible. In any event the Employee’s Claim for Worker’s Compensation Benefits, Form 1 must be delivered to the employee or their representative within 24 hours of learning of a work related injury or illness.

17.0 SPECIFIC INCIDENT RESPONSE SAFETY PLANS

17.1 The Specific Incident Response Safety Plans are pre-planned response actions and responsibilities in the event of the following types of emergency situations:

• Violent Intruder

• Bomb Threat

• Natural Gas Leak

• Earthquake

• Fire/Explosion

• Medical Emergency

17.2 The Specific Incident Response Safety Plans are located in Section 2100: Safety Program Procedures – SCR9-1-1 Policy & Procedure manual.

17.3 The Workplace Violence Policy 2105 is located in section 2100: Safety Program Procedures – SCR9-1-1 Policy & Procedure manual.

17.4 The Employee Wellness Program 1350 is located in section 1000: Personnel Policies – SCR9-1-1 Policy & Procedure manual.

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Date: July 18, 2016 To: Board of Directors, Santa Cruz Regional 9-1-1

From: Amethyst K. Uchida, Systems Division Manager Subject: Item 4.6, Renewal of CAD Maintenance Agreement RECOMMENDATION:

Approve a two-year annual maintenance service agreement for our Computer-Aided Dispatch system (CAD) and authorize the General Manager to execute the FY 2016/17 renewal in the amount of $201,932.

DISCUSSION: The maintenance and support agreement with Motorola Solutions provides hardware warranty, monthly maintenance, support services, software problem resolution and within-product free software updates. The CAD software is one of the three essential systems dispatchers rely on to provide high-quality and reliable service to the SCR9-1-1 Users and the citizens of San Benito and Santa Cruz counties. Maintenance on this system is not considered optional since it is a critical element of the Authority’s core functions. Unfortunately, the cost of this maintenance is increasing substantially mostly because the cost for warranty on 6 to 7 year old hardware is much higher than for newer equipment. The CAD replacement project is not projected to complete until just before the end of this agreement so the cost negotiated with Motorola does include a multi-year discount as well as a credit from HP (the hardware manufacturer). FISCAL IMPACT: The cost for FY 2016-17 CAD maintenance is $201,932 which represents a 13 percent increase from FY 2015-2016. The agreement also covers support for FY 2017-18 at a cost of $238,696 which is an 18% increase. With approval of the RECOMMENDED renewal, the Authority will receive another year of CAD/AVL/Mapping software maintenance and support plus hardware from Motorola Solutions. Funds are appropriated and available within the current Fiscal Year Operating Budget, Account No. 61730 (Systems Maintenance) to support the RECOMMENDATION .

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Motorola Solutions, Inc. PSA M&SA Extension Letter Version 9-11-15 Motorola Solutions, Inc. Applications and Data Solutions Public Safety Applications 7237 Church Ranch Blvd, Suite 406, Westminster, CO 80021

March 8, 2016

Dennis Kidd Santa Cruz Regional 911 495 Upper Park Road Santa Cruz, CA 95065

RE: Extension to Maintenance and Support Agreement: SA 560

Product: PremierCADTM

Dear Mr. Kidd:

By means of this letter, Motorola Solutions, Inc. hereby extends Santa Cruz Regional 911 maintenance and support agreement as referenced above. Enclosed is one (1) copy of the updated Exhibit A Covered Products, Support Options and Pricing, Exhibit B Customer Support Plan, and Exhibit C Labor Rates for the period 9/1/16 through 8/31/18. Pursuant to Section 3.2 of the original agreement as referenced above, all terms and conditions shall remain in full force and effect.

Please indicate acceptance of this extension by signing the acceptance block below and returning one copy to my attention by e-mailing it to [email protected] on or before 9/1/16. Failure to return this fully executed letter on or before 9/1/16 will result in a lapse in maintenance, which will be subject to a 10% recertification and reimplementation fee. If you have any questions or need further clarification, please contact me directly at 515-758-3021 or e-mail [email protected].

Sincerely,

Cindy Marnin-Borcherding Cindy Marnin-Borcherding

Customer Service Manager Motorola Solutions, Inc.

Accepted by:

MOTOROLA SOLUTIONS, INC. SANTA CRUZ REGIONAL 911

By: ___________________________________ By: ______________________________________

Name: John Thompson Name: ___________________________________

Title: MSSSI Vice President Title: _____________________________________

Date: March 8, 2016 Date: _____________________________________

BOD 07-28-16 Page 34

Motorola Solutions, Inc. PSA MSA, Exhibits Version 9-11-15

Exhibit A COVERED PRODUCTS, SUPPORT OPTIONS AND PRICING

MAINTENANCE AND SUPPORT AGREEMENT 560 TERM: 9/1/16 – 8/31/18

CUSTOMER AGENCY Santa Cruz Regional 911 BILLING AGENCY Santa Cruz Regional 911 Address 495 Upper Park Rd Address 495 Upper Park Rd City, State, Zip Santa Cruz, CA 95065 City, State, Zip Santa Cruz, CA 95065 Contact Name Dennis Kidd Contact Name Accounts Payable

Contact Title General Manager Contact Title

Telephone Number 831-471-1033 Telephone Number

Email Address [email protected] Email Address

For support and updates on products below, please contact Motorola’s Public Safety Application’s Customer Support: (800) 323-9949 Option 2, Option 6, then select the corresponding prompt by product

Site Identification Numbers

Product Group Site Identification Number Phone Prompt PremierCAD

TM PSA812400_(CAD) 2,6,1

Standard Services Include: Customer Support Plan Virtual Private Network VPN Tool, if applicable

Case Management 24X7 Defective Media Retention, if applicable

Technical Support 9x5 Software Releases, as defined

Third-party Vendor Coordination Access to Users Group Site

On-site Support (when applicable)

BOD 07-28-16 Page 35


Exhibit A Continued COVERED PRODUCTS, SUPPORT OPTIONS AND PRICING

MOTOROLA SUPPORTED PRODUCTS

Product Description

Technical Service Level Qty

Term Fees 16-17

Term Fees 17-18

PremierCADTM

Premier CAD 6.6.8.17 Server License

24x7

1

$123,359.00 $129,527.00

Premier CAD 1.6.8.19 Client License

49

GGM License 3.0.2 1

UDT 4.1.1.11 1

AWW 3.3.3.1 License 49

Open Query 2.8.1.14 Client License

14

Open Query 2.8.1.14 Server License

1

ATM 5.4.2 (Sales Contract#8502) License

10

Interfaces

TDD Interface Zetron 3030 13

E9-1-1 Interface 1

WWVB Interface 1

Paging/Toning Interface 1

Interact (formerly Cerulean) previously deployed but not charged maintenance

1 $2,188.00 $2,297.00

PremierCADTM

ADD ON

Administrative Position - CAD Only (Hollister PD-Qty 3, Hollister FD-Qty 2)

5 $110.00 $116.00

CAD workstation without Mapping, CAD and AWW (San Benito SO-Qty 2, SB Co EMS-Qty 1, Hollister PD-Qty 5, Hollister FD- Qty 1)

9 $1,182.00 $1,241.00

CAD workstation with Mapping, CAD, AWW & ATM (SCR911 Dispatch-Qty 2)

2 $986.00 $1,035.00

MOTOROLA SOFTWARE MAINTENANCE SUBTOTAL $127,825.00 $134,216.00

BOD 07-28-16 Page 36


Exhibit A Continued

COVERED PRODUCTS, SUPPORT OPTIONS AND PRICING

THIRD-PARTY VENDOR SUPPORTED PRODUCTS

Vendor Description / Exhibit Reference

Vendor Service Level

Qty

Term Fees 16-17

Term Fees 17-18

HPE

HP NS1200 Hardware and Software Support System # 76786

24x7

1 $62,267.00 $66,626.00

HPE NS1200 Software License Fee System #76786 Effective 3/1/17 (pro-rated 6 months Term 16-17)

1 $19,897.00 $41,784.00

TOTAL $82,164.00 $107,164.00

HP System# 76786 NS1200 Hardware

Product Description Qty Hardware

3880 SERVERNET WIDE AREA NET CONCENTRATOR 1 M1204M8 HP NS1200 4P/8GB MEM HW BASE BUNDLE 1 M8210-24 HP NONSTOP 24 PORT MTNT LAN SWITCH 1 M8305SP 42U MODULAR CAB SIDE PANELS (PAIR) 8 M8400-30 300GB FIBRE CHANNEL DISK DRIVE. 1 M8609A NONSTOP LTO G4 TAPE DRIVE FC TT 1 NSCR110 NONSTOP CONSOLE RACK MOUNT 1

HP System# 76786 NS1200 Software

Product Description Qty Software

H9190 NETBATCH 4 H9640 VIEWPOINT 4 HSA32 PERFORMANCE MGMT BUNDLE - HOST 4 HSA34V1 PERFORMANCE MGT BUNDLE - WORKSTATION 1 HSA57 EXPAND 4 HSB02 COBOL RUNTIME FOR TNS/E 4 HSB81 COBOL85 RUNTIME FOR TNS 4 HSM58V1 RSC/MP HOST 4 HSM67V1 RSC/MP WINDOWS 32 CLIENT V1.0 UPD 7 1 HSN01 NONSTOP OS, MISSION CRITICAL EDITION 4 HSN51 NS OS SECURITY ENHANCEMENT - H SER 4 HSR76 PATHWAY WITH TS/MP 4

BOD 07-28-16 Page 37


Exhibit A Continued COVERED PRODUCTS, SUPPORT OPTIONS AND PRICING

MAINTENANCE AND SUPPORT AGREEMENT: 560 TERM: 9/1/16 – 8/31/18

Optional Services Available: 24x7 Technical Support Users Conference Advance Purchase** Professional Services Upgrades* On-site Support Dedicated Resource

Hardware Refresh* GeoFile Services

Professional Services Consultation Time and Materials

Professional Services Training Lifecycle Services* *Require Multi-year Agreement

**USERS CONFERENCE ATTENDANCE ADVANCE PURCHASE DETAILS

Users Conference Attendance ($2,650 per Attendee) Includes: Year 16-18 Quantity 0

· Registration fee

· Roundtrip travel for event (booked by Motorola) · Hotel accommodations (booked by Customer Agency per Motorola website instructions)

· Ground Transportation (booked by Motorola) · Daily meal allowance 1

1 Daily meal allowance is determined by Motorola based on published guidelines. In no event will the amount provided exceed attendee’s applicable Agency rules regarding meal expenses, provided the attendee or his/her agency notifies Motorola in advance of the conference of any restrictions, prohibitions or limitations that apply.

OPTIONAL SUPPORT SERVICES

Service Description SOW Reference Qty Term Fees 16-18

24x7 Technical Support

24x7 Technical Support N/A 1 Included

TOTAL Included

BOD 07-28-16 Page 38


Exhibit A Continued

COVERED PRODUCTS, SUPPORT OPTIONS AND PRICING


SUPPORT FEES SUMMARY

Product Service Level Term Fees

16-17

Term Fees 17-18

PremierCADTM

and Interfaces 24x7 $127,825.00 $134,216.00

Multi-Year Discount - 2% -$2,557.00 -$2,684.00

SUBTOTAL MOTOROLA SUPPORT $125,268.00 $131,532.00

HPE (HW & SW Support) 24x7

$62,267.00 $65,380.00

HPE SW License Fee $19,897.00 $41,784.00

SUBTOTAL THIRD PARTY SUPPORT $82,164.00 $107,164.00 One Time HP Customer Sat Discount from Term 14-15 -$5,500.00 N/A

SUBTOTAL THIRD PARTY SUPPORT $76,664.00 $107,164.00 24x7 Technical Support 24x7 Included Included

SUBTOTAL OPTIONAL SUPPORT SERVICES Included Included

GRAND TOTAL $201,932.00 $238,696.00

BOD 07-28-16 Page 39


Exhibit B CUSTOMER SUPPORT PLAN


CUSTOMER: Santa Cruz Regional 911

Introduction Welcome to Motorola Customer Support. We appreciate your business and look forward to serving your needs on your Public Safety Applications (PSA) system. The Customer Support Plan is designed to provide Motorola customers the details necessary for understanding Motorola overall support processes and policies as a compliment to the Motorola Maintenance and Support Agreement. The Motorola Maintenance and Support Agreement is the legal and binding contractual terms for which services are provided under. Questions or concerns regarding your support plan can be directed to your Support Manager. Below are the topics outlined in this Customer Support Plan:

I. Service Offerings II. Accessing Customer Support

III. Severity Levels and Case Management IV. Responsibilities V. Customer Call Flow VI. Contacts

I. Service Offerings

Motorola Customer Support organization includes a staff of Support Analysts who are managed by Motorola Customer Support Managers and are chartered with the direct front-line support of Motorola Customers. A Support Analyst is a system technologist responsible for providing direct or escalation support. A Support Analyst is sometimes referred to as a Customer Support Analyst (“CSA”) or Technical Support Analyst (“TSA”) or Technical Support Representative. Motorola Support Organization offers a multi-layered approach to a total service solution. Levels of support are defined as follows:

Service Levels Level 0 Logging, dispatching and tracking service requests

Level 1 Selected 1st call support, triage and resolution

Level 2 Telephone and/or on-site support for normal technical requirements

Level 3 High-level technical support prior to Engineering escalation

Level 4 Engineering software code fixes and changes

BOD 07-28-16 Page 40


Motorola provides to customers on an active Maintenance and Support Agreement defined services and Software Releases. Specific support definitions, offerings and customer responsibilities are detailed in Section 3 of the main body of the Maintenance and Support Agreement.

II. Accessing Customer Support

The Motorola Solutions System Support Center Operations

Motorola Public Safety Applications Technical Support personnel in cooperation with Motorola System Support Center (“SSC”) provide the gateway to technical support for all of Motorola Public Safety Application systems. Accessing support through Motorola toll free 800 number, web ticketing or email ticketing ensures accurate case handling and tracking. The goal of the Support team and SSC is to make certain systems are restored and running at peak levels as quickly as possible. This is accomplished by obtaining accurate customer and problem details and by directing requests to the right support team in a timely manner.

The System Support Center offers total call management including: · Single point of contact for Motorola service requests · Logging, dispatching and tracking of service requests · System capabilities to identify pending cases and automatically escalate to management · Database and customer profile management · Standard reports with on-demand distribution · Case notification

Motorola System Support Center operates 24 hours a day, 7 days a week, 365 days a year. That means you can call us anytime. Support Center personnel enter requests for service, technical assistance, or telephone messages into a database system. Every time you call us, we log information about your request into the tracking system so that the information is available for reference and analysis to better serve your future service needs. Another benefit of logging every service request is that Motorola and customers can track the progress from initial contact to final resolution.

There are three options for accessing Support at Motorola: 1. Motorola System Support Center Toll Free Number 2. eCase Management through Motorola On-Line 3. Email Case Ticketing

Option 1 - Call Motorola Solutions System Support Center

Call Motorola Solutions Toll free 800-323-9949 · Select from the auto attendant as follows:

· Option 2 – Technical Support of Infrastructure Products · Then select Option 6 – Public Safety Applications · Next select the appropriate system type option

1. CAD 2. RMS, Records 3. Mobile Applications 4. Jail Management Systems 5. Law Records (LRMS) 6. Customer Service Request System (CSR) 0. All Other Applications

Upon contact with the SSC personnel, you will provide the name and phone number for Customer contact and your agency and product specific Site Identification Number. Providing a brief problem description will assist in

BOD 07-28-16 Page 41


defining the severity level and determine proper case routing to the appropriate Motorola Technical Support Team Member. A unique tracking number will be provided to your agency for future reference. Generally customers calling the toll-free 800 number will access Public Safety Applications technical support directly. For heavy call times or after hours the caller will be directed to Motorola System Support Call Center Operations. Once the logging process is complete customers are transferred directly to a Technical Support Analyst 24/7/365.

Customer calls 800-323-9949

CustomerCreates an eCase via

MOL or Email

A case is auto logged

in Clarify

An auto notification is sent to the customer with the case number that was created.

Response to these cases is within 2 hours.

Is this within business hours?

After-Hours processNo

Is this a new issue?

Create a tech support case.

Provide customer their case number

Yes

Product support team?

Is this a new issue?

CAD, JAIL, MOBILE, LRMS, CSR

RMS

YesOpen and refer to existing Case

Open and refer to existing Case

No

No

Create a tech support case.

Provide customer their case number

To Technical Support

Use the keyword list to determine customer’s case

severity

Use the keyword list to determine customer’s case

severity

Is the customer entitled to service?

Yes

Yes

Follow process to create a PO

NoeCase

Process

Motorola Call Flow

BOD 07-28-16 Page 42


Is the issueescalated to an SR

in Clearquest?

The SupportAnalyst logs the

SR.

An Engineer worksthe SR and makes

updates to theClarify case.

The Engineerworks the SR to

resolution.

The SupportAnalyst works the

Clarify case toresolution.

Yes

End customerprocess

An auto notification is sent tothe customer with an update



An auto notification is sent tothe customer with resolution

information

The SupportAnalyst works the

issue makingupdates to theClarify case.


No

Support techniciancloses the Clarifycase after FRBand CrashTrack

process.

Support techniciancloses the Clarify

case

TechnicalSupport

Technical Staff Call Flow

BOD 07-28-16 Page 43


Call the On-Call,Technical Support

Analyst

Is thecustomer entitled to

service?

Product supportedteam?

Isthe customerGold Level?

Is thecustomer

calling RMS?And is it completely

inoperable?

After-Hours

Call SupportManager and On-

Call TechnicalSupport Analyst

Yes

CAD, PMDC, JAIL, LRMS, CSR

RMS

No

Yes

Yes

Create a Clarifycase and submit itto the PRODUCT

Clarify Queue

No

End Process

Use the keyword list todetermine customer’s case

severity

Follow process tocreate a PO

No

Call Flow After-Hours

BOD 07-28-16 Page 44


How to Obtain Technical Support for Products

Action / Response

Step 1. Call the Motorola Solutions System Support Center 1-800-323-9949 Step 2. Select option 2 (Technical Support)

Step 3. Select option 6 (Public Safety Applications)

Step 4. Select product specific option

Step 5. Provide Site Identification Number (See Covered Products Exhibit for your agency’s

Site Identification Numbers)

Step 6. Provide Your Information Caller Name Contact Phone Number Description of problem Severity of system problem determined at time of call Time available for call back Email address

Step 7. Case Number Generated Caller will receive a Case number for tracking the service request.

Check Status The caller may check the status of a Case at any time by calling the System Support Center at 1-800-323-9949 and following steps 2-4 above and providing the case number.

Case Assignment The Customer Support Representative will determine a course of action and assign the Case to the appropriate group.

Standard Response Time RESPONSE See Section III for Severity Level definitions Severity 1: 1 hour Severity 2: 3 business hours Severity 3: 6 business hours Severity 4: 2 business days

Step 8. Notification of CASE All Activity

Case Notifications are available for up to 4 persons. Notifications are sent via pager or email when any of the following events occur on a Case: Open, Assigned, Site Arrival, Deferred or Closure. To request case notifications, please contact your Support Manager.

Notification of CASE Open/Close Activity

Case Notifications are available for up to 4 persons. Notifications are sent via pager or email when any of the following events occur on a Case: Open or Closure. To request case notifications, please contact your Support Manager.

BOD 07-28-16 Page 45


Option 2 - Submit a ticket via eCase Management from Motorola On-Line Motorola On-Line eCase Management provides a fast, intuitive, and efficient interface for Technical Case Management that allows customers to open, update, and view the status of their cases on the web.

Setting Up a Motorola Solutions On-Line Account To set up a Motorola Solutions On-Line account, please visit https://businessonline.motorolasolutions.com and follow the directions on the link for “Sign Up Now. “ A User ID and Password are not required for setting up your account. After accessing the link above, indicate in the “Additional Information” field you are a Public Safety customer seeking access to eCase Management. Once you submit your request, you will receive a confirmation email indicating receipt and including additional details about the Motorola Solutions On-Line account set up. In approximately 4-5 business days an additional email will be sent which includes details about your On-Line account.

Accessing the Technical Case Management web site Once you have set up your agency’s Motorola On-Line Account, to access the site simply log onto Motorola at businessonline.motorolasolutions.com with your user ID and password, click on the Contact Us à Open Case, and select System Support Issue from the Issue Type drop-down. Primary Features of On-Line Technical Case Management Motorola customers have three main functions available through Motorola On-Line to manage their cases:

A. Open new cases B. Search for existing cases and view details of the existing case C. Update existing cases by adding notes

A. Open a New Case

1. Log into Motorola Solutions On-Line 2. Click on the “Case Mgmt” à Open Case

3. Select the Reason Code = System Support Issue (and the page will automatically reload)

BOD 07-28-16 Page 46


4. Fill in the Case Title (description of request) and choose the applicable Site (which are listed alphabetically)

5. Choose case type Technical Support, Severity Level and Public Safety Applications System 6. Fill in a detailed description of your issue 7. Click “Create Case”

8. eCase Management will give immediate confirmation of case number (new case numbers are 8 digits long), Note: The confirmation screen includes “expand all” and “collapse all” buttons for case notes.

BOD 07-28-16 Page 47


B. Search for an Existing Case 1. Log into Motorola On-Line 2. Click on the “Case Mgmt” à Search Case 3. Enter the exact case number or enter search criteria to find a range of tickets 4. Click “Got To” or “Search”

BOD 07-28-16 Page 48


C. Update an Existing Case

1. You can also add notes after submitting your case, by clicking on the “Add Notes” button

Motorola Solutions On-Line Support

1. Motorola does not recommend using this tool for opening Severity 1 or 2 cases. For any critical issues, customers should contact the System Support Center by calling 800-323-9949 and following the appropriate prompts.

2. The same guidelines would apply to updating cases with critical information. Any critical updates should be reported directly to Support at 800-323-9949.

3. When updating case notes, please provide contact information, which includes phone number, email, etc.

4. For questions on Motorola On-Line eCase Management or Support, please contact the Motorola Online Helpdesk at 800-814-0601.

BOD 07-28-16 Page 49


Requirements for effective usage: Browser: Internet Explorer 5.0 or greater Valid MOL user ID and Password

eCaseProcess

The case isassigned to the

appropriate queue.

An auto notification is sent tothe owners of the queue.

Is the productsupported by

Boulder or SaltLake City?

Boulder

Salt Lake City

Assign the case tothe “PSA Boulder

Clarify Queue”

Assign the TechSupport case to

the “PSA Salt Lake

City” Clarify Queue

Is thecustomerentitled toservice?

Yes

Follow theprocess to create

a PONo

ToTechnical

Staff

Motorola On-line Flow

BOD 07-28-16 Page 50


Option 3 - Submit a ticket via Email Case Management

An alternative Customer Support tool is available for PSA customers. Along with the toll-free phone number and Motorola Online, customers can request technical support by email. For many customers who use their PDA as a means to open cases, email ticketing provides additional flexibility for initiating cases.

To ensure proper case management and contractual response, email ticketing is only available for severity levels three and four. In order to properly process a ticket via email, the message must be formatted exactly as described below:

1. Address your email to [email protected]

2. Type PSA Service Request and a brief description of the system issue in the Subject line of the e-mail message. This will become the case title

3. Type Site ID = followed by the site identification number of the system location

4. Type Product Type= followed by the product family type. Choose from the following list:

· CAD (OR FRIENDS OF CAD, such as AWW, ATM, AVL and UDT) · CSR (CUSTOMER SERVICE REQUEST) · INFOTRAK, LRMS · JAIL MANAGEMENT (OFFENDERTRAK) · MOBILE APPLICATIONS (PMDC, AIRMOBILE, TXMESSENGER) · NETRMS

5. Type Contact First Name = followed by your first name or the name of the person you would like support personnel to contact

6. Type Contact Last Name = followed by your last name or the name of the person you would like support personnel to contact.

7. Type Phone Number = followed by the area code and phone number where the contact person may be reached

8. Type Severity Level = followed by either severity level 3 or 4. All severity level one or two cases must be opened via the toll-free PSA customer support number

9. Type Problem Description = followed by a comprehensive description of the problem

10. Send the message to us. You will receive an email with your case number for future reference.

If an email response is not received, or if you need to open a severity level one or two case, please contact the PSA Customer Support at 1 800-323-9949 for further assistance.

SAMPLE Email Ticket Formatting:

BOD 07-28-16 Page 51


III. Severity Levels and Case Management

Motorola services and response times are based on the severity levels of the error a customer is experiencing as defined below. This method of response allows Motorola to prioritize its resources for availability on our customer’s more severe service needs. Severity level response time defines the actions that will be taken by Motorola Support and Engineering teams. Due to the urgency involved in some service cases, Motorola will make every reasonable effort to provide a temporary or work around solution (On Demand). When a permanent solution is developed and certified through testing, it will be incorporated in to the applicable On Demand, Cumulative Update, Supplemental, or Standard Release.

SEVERITY LEVEL

DEFINITION RESPONSE TIME

1

Total System Failure - occurs when the System is not functioning and there is no workaround; such as a Central Server is down or when the workflow of an entire agency is not functioning. This level is meant to represent a major issue that results in an unusable System, Subsystem, Product, or critical features. No work around or immediate solution is available.

Telephone conference within 1 Hour of initial voice notification

2

Critical Failure - Critical process failure occurs when a crucial element in the System that does not prohibit continuance of basic operations is not functioning and there is usually no suitable work-around. Note that this may not be applicable to intermittent problems. This level is meant to represent a moderate issue that limits a Customer’s normal use of the System, Subsystem, Product or major non-critical features.

Telephone conference within 3 Business Hours of initial voice notification during normal business hours

3

Non-Critical Failure - Non-Critical part or component failure occurs when a System component is not functioning, but the System is still useable for its intended purpose, or there is a reasonable workaround. This level is meant to represent a minor issue that does not preclude use of the System, Subsystem, Product, or critical features.

Telephone conference within 6 Business Hours of initial notification during normal business hours

4

Inconvenience - An inconvenience occurs when System causes a minor disruption in the way tasks are performed but does not stop workflow. This level is meant to represent very minor issues, such as cosmetic issues, documentation errors, general usage questions, and product or System Update requests.

Telephone conference within 2 Standard Business Days of initial notification

Incoming cases are automatically assigned an initial Severity Level of 3, unless otherwise indicated or determined at the time the case is logged. When escalation is required, Motorola adheres to strict policy dictated by the level of problem severity.

BOD 07-28-16 Page 52


Severity Level One Escalation

Once an issue is escalated to Engineering, the following table is used as an Engineering resolution guideline for standard product problems.

Escalation Policy- Severity Level 1 CRITICAL ACTION RESPONSIBILITY

0 Hours Initial service request is placed. Support Analyst begins working on problem and verifies / determines severity level.

Support Analyst

2 Hours

If a resolution is not identified within this timeframe, SA escalates to the Customer Support Manager who assigns additional resources. Email notification to Director of Customer Support and Director of System Integration.

Support Analyst Support Manager

4 Hours

If a resolution is not identified within this timeframe, Customer Support Manager escalates to the Director of Customer Support and Director of System Integration to assign additional resources. Email notification to Vice President of System Integration and Vice President Customer Support.

Support Manager Director of Customer Support Director of Systems Integration

8 Hours If a resolution is not identified within this timeframe, Director of Customer Support escalates to Vice President of System Integration, Vice President of Support, and Account Team.

Support Manager Director of Customer Support Director of Systems Integration VP of System Integration VP of Customer Support

12 Hours

If a resolution is not identified within this timeframe, Director of Customer Support escalates to Vice President of System Integration, Vice President of Support, and Account Team, Senior Vice President’s of Operations, System Integration, Customer Support and Engineering.

Senior Management Support Operations Systems Integration Engineering

All Severity Level 1 problems will be transferred or dispatched immediately to the assigned Motorola technical support representative, to include notification to Motorola management 24x7. All other severity level problems logged after business hours will be dispatched the next business morning.

3.1 Reporting a Problem. Customer will assign an initial Severity Level for each error reported, either verbally or in writing, based upon the definitions listed above. Because of the urgency involved, Severity Level 1 or 2 problems must be reported verbally to the Motorola call incoming center. Motorola will notify the Customer if Motorola makes any changes in Severity Level (up or down) of any Customer-reported problem.

3.2 Motorola will use best efforts to provide Customer with a resolution for Severity 1 and Severity 2 issues within a reasonable time and in accordance with the assigned Severity Level when Customer allows timely access to the System and Motorola diagnostics indicate that a Residual Error is present in the Software. Should Customer report an error that Motorola cannot reproduce, Motorola may enable a detail error capture/logging process to monitor the System. If Motorola is unable to correct the reported Residual Error within a reasonable time, Motorola will escalate its procedure and assign such personnel or designee to correct such Residual Error promptly. Should Motorola, in its sole discretion, determine that such Residual Error is not present in its Release, Motorola will verify: (a) the Software operates in conformity to the System Specifications, (b) the Software is being used in a manner for which it was intended or designed, and (c) the Software is used only with approved hardware or software.

3.3 Error Correction Status Report. Motorola will provide verbal status reports on Severity Level 1 and 2 Residual Errors. Written status reports on outstanding Residual Errors will be provided to System Administrator on a monthly basis.

BOD 07-28-16 Page 53


IV. Key Responsibilities

4.1 Motorola Responsibilities 4.1.1 Support on Motorola Software. Motorola will provide any required software fixes in the form of

either a “patch” or in an On Demand, Cumulative Update, Supplemental or Standard Release.

4.1.2 Motorola Response. Motorola will provide telephone and on-site response to Central Site, defined as the Customer’s primary data processing facility, and Remote Site, defined as any site outside the Central Site, as shown in the Covered Products, Support Options and Pricing Exhibit.

4.1.3 Remote Installation. At Customer’s request, Motorola will provide remote installation advice or assistance for Updates.

4.1.4 Software Release Compatibility. At Customer’s request, Motorola will provide: (a) current list of compatible hardware operating system releases, if applicable; and (b) a list of Motorola Software Cumulative Updates, Supplemental, or Standard Releases.

4.1.5 Customer Notifications. Motorola will provide access to (a) Field Changes; (b) Customer Alert Bulletins; and (c) Hardware and Firmware Updates, as released and if applicable.

4.1.6 On-Site Software Correction. Unless otherwise stated herein, all suspected Residual Errors will be investigated and corrected from Motorola facilities. Motorola will decide whether on-site correction of any Residual Error is required and will take appropriate action.

4.1.7 On-site Product Technical Support Services. Motorola will furnish labor and parts required due to normal wear to restore the Equipment to good operating condition. Customer will provide on-site hardware service or is responsible for purchasing on-going maintenance for Third Party on-site hardware support.

4.1.8 Principle Period of Maintenance. At Customer’s request, Motorola will provide continuous effort to repair a reported problem beyond the PPM per the customer selected service level, provided Customer gives Motorola access to the Equipment before the end of the PPM, Motorola will extend a two (2) hour grace period beyond PPM at no charge. Following this grace period, any additional support will be invoiced on a time and material basis at Motorola then current rates for Professional Services.

4.1.9 Compliance to Local, County, State and/or Federal Mandated Changes. (Applies to Software and interfaces to those Products) Unless otherwise stated herein, compliance to local, county, state and/or federally mandated changes, including NCIC and state interfaces are not part of the covered Services and will be quoted at the time of the request. Federal and State mandated changes for IBR and UCR are included in Motorola's standard maintenance offering.

4.1.10 Anti-virus Software. At Customer’s request, Motorola will make every reasonable effort to test and verify specific anti-virus, anti-worm, or anti-hacker patches against a replication of Customer’s application. Motorola will respond to any reported problem as an escalated support call.

4.1.11 Account Reviews. Upon request, Motorola will provide annual account reviews to include (a) service history of site; (b) downtime analysis; and (c) service trend analysis.

4.1.12 Reports. Service history reports and notifications are available from the Motorola call tracking system. If you are interested in obtaining access to service history reports and ticketing notifications, inquire with your Technical Support Representative.

BOD 07-28-16 Page 54


4.1.13 Maintenance Contract Administration. Motorola’s Maintenance Contracts Business manages the maintenance agreement following the warranty term that may be included in the purchase of a Motorola system.

Approximately four months prior to the expiration of the warranty period, a Motorola Customer Support Manager will contact you to discuss the options available for your specific site. The terms of the agreement can be customized to your agency’s budgetary requirements and cycle. Motorola offers various levels of support to meet an agency’s requirements, for example:

· Telephone, VPN support for software fixes · Varying hours of coverage · Third party vendor services · On-site services · Users Conference · Professional Services

4.2 Customer Responsibilities

4.2.1 Initiate Service Request Cases. Contact Motorola through authorized tools and processes outlined in the Motorola Maintenance and Support Agreement Customer Support Plan Exhibit to initiate technical support request case.

4.2.2 Assess Severity Level. Assist in assessing the correct severity level per the severity level definitions found in the Customer Support Plan Exhibit.

4.2.3 Escalate Appropriately. Contact Motorola to add information or make changes to existing technical support cases, or escalate service requests to Motorola management. Motorola Services management contact information provided in the Customer Support Plan Exhibit .

4.2.4 Support on Hardware. Customer will provide all on-site hardware service or is responsible for purchasing on-going maintenance for 3

rd party on-site hardware support. Third party support

on some system components may be available through Motorola Maintenance and Support Agreement. Customer will contact the appropriate vendor directly for parts and hardware service if not purchased through the Motorola Maintenance and Support Agreement.

4.2.5 VPN connectivity. Provide VPN connectivity and telephone access to Motorola personnel.

4.2.6 Anti-virus software. Run installed anti-virus software.

4.2.7 Operating System (“OS”) Upgrades. Unless otherwise stated herein, Customer is responsible for any OS upgrades to the System. Before installing OS upgrades, Customer will contact Motorola to verify that a given OS upgrade is appropriate.

4.2.8 Trouble Report Form To better assist us in gathering details for analyzing and repairing your system errors, Motorola has created the Trouble Report Form (page 21). Completion of this form by the customer is voluntary.

The Trouble Report form helps Motorola Technical Support reduce errors by increasing the understanding of the problem description definition. It may also improve repair time by understanding the probability of repeat errors. Additionally, should escalation to Motorola Engineering team be required, information gathered on this form will aid by potentially avoiding the wait associated with error reoccurrence.

Information customers provide on the Trouble Report form will assist Motorola Support team in expediting and troubleshooting the issue. Your assistance in providing the information is appreciated. Once you complete the form, please e-mail or fax this form to the Technical Support Representative assigned to work on the issue reported.

BOD 07-28-16 Page 55


Trouble Report Form

Agency Name: Motorola Case Number:

Contact Name: E-mail Address:

Contact Phone: Contact Fax:

Severity Level: CAD Correction#:

Subject:

Product/Version:

Problem Description:

Please ensure that the description provided is as detailed as possible. Including accurate details, helps Motorola to resolve the issue promptly and successfully. Please be sensitive to the use of verbiage that is specific to your agency or area of the country. Full understanding of the facts on a reported issue increases Motorola probability of locating a root cause and achieving a timely resolution.

Steps to Duplicate:

Motorola understands that duplication is not always easy. However, if you are able to duplicate the issue, providing us with the detailed keystrokes will greatly improve our ability to correct the issue in question. When unable to duplicate the issue on demand, providing us with detailed steps that preceded the issue reported will greatly help.

Step One:

Step Two:

Step Three:

Step Four:

Step Five:

Step Six:

Step Seven:

Additional Steps:

Expected Results:

Actual Results:

Configuration Checked:

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V. Customer Call Flow To Be Provided By Customer

VI. Contact Information

Motorola Contacts

CONTACT PHONE NUMBER

Motorola Solutions System Support Center (800) 393-9949

Linda Hudson

Senior Manager, Technical Support

[email protected]

(303) 527-4017 - office

Phillip Askey

Tier 2 - Technical Support Manager

[email protected]

(720) 565-4764 - office

Jeff Dolph

Tier 1 - Technical Support Manager

[email protected]

(303) 527-4038 - office

(303) 319-8935 - mobile

Wayne Parent

Technical Support Lead – Records Applications

[email protected]

(801) 234-9971 - mobile

Shelley Rhoads

Senior Manager, Services Business Operations [email protected]

(951) 934-3285 - office

Cindy Marnin-Borcherding

Customer Service Manager

[email protected]

(515) 758-3021 - office

Customer Contacts (to be provided by Customer)

Customer Agency Name: Address: City, State and Zip:

Billing Contact Name: Phone No: Email:

Backup System Administrator Name: Phone No: Email:

Service Escalations Contact Name: Title: Phone No: Email:

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Exhibit C LABOR RATES


CUSTOMER: Santa Cruz Regional 911

The following are Motorola’s current labor rates, subject to an annual change.

The following rates apply to Customers with a current, active Maintenance and Support Agreement. Billable rates apply to services provided outside of the scope of the Maintenance and Support Agreement and outside the selected Service Level PPM:

SERVICE HOURS LABOR RATES

8 a.m.-5 p.m. M-F (local time) $223 per hour, 2 hours minimum

After 5 p.m., Saturday, Sunday, Motorola Holidays $334 per hour, 2 hours minimum

The following rates apply to Customers without a current, active Maintenance and Support Agreement and apply to services available on a Time and Material basis:

SERVICE HOURS LABOR RATES

8 a.m.-5 p.m. M-F (local time) $446 per hour, 2 hours minimum

After 5 p.m., Saturday, Sunday, Motorola Holidays $668 per hour, 2 hours minimum

Above rates reflect labor rate only. Additional fees for on-site travel expenses, third party expenses and /or materials will be quoted at the time of customer request for services.

BOD 07-28-16 Page 58

Date: July 20, 2016 To: Board of Directors, Santa Cruz Regional 9-1-1 From: Amethyst Uchida, Systems Division Manager Subject: Item 4.7, Radio Consoles for Alternate Site RECOMMENDATION:

Authorize the General Manager to Execute a Purchase Agreement with Vision Communications in the amount of $52,242.05 to supply and install a Raven M4 FlexGate Enterprise radio console system for the Watsonville Alternate Site.

BACKGROUND AND DISCUSSION: The Watsonville Alternate Site is used by SCR9-1-1 on an as-needed emergency basis to provide continuity of dispatch services when the primary location is not available due to facilities or technology issues. The Alternate Site was originally outfitted using radio consoles leftover at the time of the consolidation that formed the Authority. These radio consoles are very old, replacement parts are no longer available and with the retirement of the County’s lead radio tech, we are without the expertise to keep them operational. A modern, computer-based radio system is needed to maintain the backup center that is a key part of the Authority’s plan for operational reliability. The Systems Division issued a request for competitive quotes and the FlexGate solution sold by Vision has the lowest cost. In addition, the FlexGate solution is an IP-based system that will allow the future expansion to provide additional services such as making the connected radios available from a laptop or even a tablet in the field as long as it can connect back to the FlexGate system. FISCAL IMPACT: The funds are available in the 2016/17 Capital budget.

BOD 07-28-16 Page 59

Santa Cruz Regional 9-1-1

Dispatch Radio Console Request For Quote

Specifications for Proposed Solution The proposed system must include 6 dispatcher/operator positions. The system shall connect to 12 local Motorola base radios (mostly MTR3000) and 6 remote radios with 4-wire connectivity (total of 18 radio resources). HQi will provide for up to 10 positions of dispatch.

FlexGate will provide up to 24 radio connections. They will be directly wired into the analog 4 wire ports within FlexGate.

� Display all available resources on a single screen. HQi is compliant. � Ability to transmit and receive from operator positions on all connected radio resources. HQi is compliant. � Ability to control volume including mute on a per channel basis. HQi can control volume but, the mute option has not been implemented. � Ability to mark a channel as selected and use a foot pedal or other push to talk (PTT) source to transmit on the selected channel. HQi is compliant. � Ability to parse select and unselect audio to different output sources (i.e., select to headset or left-side speaker, unselect to right-side speaker). HQi is compliant. � Ability to select multiple channels for simultaneous transmit. HQi is compliant. � Ability to transmit alert tones: beep and warble (desired: also a “triple beep” alert)

HQi is compliant. � Radio channel shall display a friendly name and have visual cues to indicate there is traffic on the channel, if it is selected and if it is muted. HQi is compliant. � Ability to broadcast a channel marker

HQi is compliant � PC-based solutions must run on Windows 7 or higher HQi is compliant. The proposed dispatch radio console system will be deemed highly desirable if it can provide the following features. Please state in your quote if any of these features are included or can be added. If any of these options add cost to the proposed system, please specify the cost associated with each item:

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� Ability to make ad hoc customizations to the operator screens HQi is compliant in a limited capability. You can move the radio resources on the screen. � Ability to send two-tone pages to activate devices such as Monitor pagers and/or two-tone fire station alerting systems. Devices currently in use rely on the Motorola 2175 hz tone keying

HQi upgrade which is due to be released by 8/1 (free upgrade).

�Ability to create and store multi-select channel groups. HQi is compliant � Ability to patch together two or more channels. HQi is compliant. � VU Meter to provide visual indication that operator is transmitting successfully. HQi is compliant. � Instant recall recorder (for playback of the last 100 transmissions) HQi is compliant. User programmable from 1 to 24 hrs of transmissions. � Ability to expand capacity to add 2 to 4 additional radio resources in the future. FlexGate is compliant. Added ability from 1 to 6 more analog 4 wire channels.

Specifications for Quote Equipment: � Backroom hardware and software This will be FlexGate with M4x to serve as the hardware. FlexGate running Windows 7 professional. � Client hardware and software (quantity 6)

This will consist of 10 HQi user licenses which will make the system expandable for additional dispatchers or for the ability for remote monitoring.

o Include foot pedals, headsets and speakers Plantronics USB headsets or equivalent. Dell speakers or equivalent. Heavy duty metal USB footswitch. o Prefer mouse and keyboard with standard monitor (no touchscreen) Dell Mouse Dell Keyboard 17” Dell monitor will have touchscreen capability disabled. � Sales Tax at TBD � Shipping & Handling Will be included with install price. Professional Services: � Installation of solution, connections to radios and initial configuration To be done in tandem By Raven and a radio dealer of choice. � Removal of existing equipment

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To be done by Raven radio dealer of choice. � Train-the-trainer training for operators To be done by Raven during the week of installation. � Maintenance training for SC Radio Shop personnel To be done by Raven during the week of installation.

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SCR9-1-1-RFQ

COMPANY: SANTA CRUZ REGIONAL 911 COMPANY: SAME

ATTENTION: AMETHYST UCHIDA ATTENTION: DEPT:

ADDRESS: 495 UPPER PARK ROAD ADDRESS:

CITY: SANTA CRUZ, CA. 95065 CITY: STATE: CA

PHONE: PHONE: FAX:

email: [email protected]

UNIT EXTENDED

QTY COST COST

1 47800A-FLXG RAVEN M4X FLEXGATE ENTERPRISE SYSTEM $6,412.50 $6,412.50

3 47800-004-DDDD RAVEN M4X TRAY FOR CHASSIS, 8 PORT, 2 OR 4 WIRE $2,493.75 $7,481.25

10 W635 RAVEN HQI - CLIENT SOFTWARE $499.00 $4,990.00

6 DSP-POS-BUNDLE RAVEN DISPATCH POSITION WITH COMPUTER, MONITOR, USB SINGLE $2,499.00 $14,994.00

1 FACTORY STAGING STAGING OF SYSTEMS AT FACTORY, INCLUDES ACCEPTANCE TESTING $3,200.00 see factory below

1 FACTORY INSTALL RAVEN FIELD COST FOR INSTALL, TRAINING AND TRAVEL $11,200.00 see factory below

1 VISION INSTALL VISION LABOR TO ASSIST IN INSTALLATION OF SYSTEM, TUNE, TEST see install below

AND REMOVAL OF OLD SYSTEM HARDWARE.

OPTIONAL: 3 YEAR EXTENDED WARRANTY ( 2 YEARS STANDARD WARRANTY $10,385.00

PLUS 3 YEARS EXTENDED)

SUBTOTAL $33,877.75

TAX 8.75% 2,964.30$

ALL ORDERS ARE SUBJECTED TO 25% RESTOCKING FEE IF CANCELLED OR RETURNED. SHIPPING INCLUDED

FACTORY COSTS 11,200.00$

INSTALLATION $4,200.00

TOTAL DUE 52,242.05$

DATE CONTACT INFORMATION PO #

VISION COMMUNICATIONS CO

1770 Neptune Dr. San Leandro, CA 94577

SIGNATURE

OFFICE: (510) 346-0300 CELL: (408) 461-0445

[email protected]

COMPLETED BY

DESCRIPTION

QUOTE IS VALID FOR 30 DAYS ** NET 10 DAYS

NOTE: This quote is intended only for the use of the person/s to whom it is addressed and may contain information that is privileged, confidential, and protected from disclosure under applicable law. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination , distribution or copying of this communication is strictly prohibited.

EQUIPMENT

PHONE (510) 346-0300 FAX (510) 346-8474

THANK YOU FOR CHOOSING VISION COMMUNICATIONS, CO.

MARK A. CHAMP 7/11/2016

SHIP TO:

SPECIAL INSTRUCTIONS:

PART

NUMBER

BOD 07-28-16 Page 63

Date: July 19, 2016 To: Board of Directors, Santa Cruz Regional 9-1-1 From: Wolff Bloss, Systems Supervisor Subject: Item 4.8, Mobile Router Purchase RECOMMENDATION:

Authorize the General Manager to Execute a Purchase Agreement with QPCS in the amount of $36,194.98 to supply the final 32 Cradlepoint IBR-1100 mobile routers with power cables and antennas as well as three years of warrantee and cloud management.

BACKGROUND AND DISCUSSION: The Santa Cruz Metro Records System Mobile Data Computer Network is based on a legacy 800 megahertz radio link to modems in patrol vehicles. This allows the two way data transfer of CAD data from city law enforcement patrol vehicles to Santa Cruz Regional 9-1-1. While the system has been very reliable in terms of up time, it is old technology that is obsolete. Due to a lack of bandwidth, it cannot support modern computer applications. The Systems Division has determined that adding a cellular carrier network to the patrol vehicles will allow more modern applications to be utilized. In order to add the cellular network there were several prerequisites that had to be put in place such as appropriate MDC client and server software as well as a mobile VPN. Those have been installed and tested. A Cradlepoint router was installed in a Capitola PD patrol vehicle. On February 16th as part of the SCMRS Chief’s meeting, Systems Staff were able to demonstrate CAD, Alliance 7 (running live), county mugshots and jail prebook on the MDC utilizing the mobile router. Of these only CAD was previously available on the old modems. In FY 15/16 32 of the 64 routers needed to outfit the SCMRS patrol vehicles were purchased from QPCS. QPCS has provided another quote for 32 routers with significant discounts. FISCAL IMPACT: The funds have already been set aside from 2016/2017 SCMRS budget to purchase the final 32 routers.

BOD 07-28-16 Page 64

Authorizing Signature ______________________________________

Date ______________________________________

QuoteQuote Number: 2234

Payment Terms:Expiration Date: 08/12/2016

Quote Prepared For Quote Prepared By

Wolff Bloss


495 Upper Park RoadSanta Cruz, CA 95065United StatesPhone:(831) [email protected]

Bob Ange

QPCS

5259 Jerusalem Ct, Ste 1Modesto, CA 95356United States

Phone:209-408-8140

Fax:775-244-6394

[email protected]

Item# Quantity ItemUnit

Price

Unit

Discount

Adjusted

Unit Price

Extended

Price

One-Time Items

1) 32 Cradlepoint IBR1100LP6-NA $674.25 $0.00 $674.25 $21,576.00

2) 32 Mobile Mark - PERM MNT; 2XMIMO LTE, 2XMIMO WIFI WGPS

694-960/1710-2170MHz=15 Feet RF-195 with SMA Plug (x2),

2.4-2.5/4.9-6GHz=15Feet RF-195 with Rev Pol SMA Plug (x2),

GPS=15Feet RG-174 with SMA Plug, BLACK

$199.00 $0.00 $199.00 $6,368.00

3) 32 ECM+PRM+CC 3year

3-yr Enterprise Cloud Manager PRIME + CradleCare Support,

Cat 2 prod

$262.00 $26.20 $235.80 $7,545.60

4) 32 Q3 - QPCS Instant Rebate ($50.00) $0.00 ($50.00) ($1,600.00)

One-Time Total $33,889.60

Shipping Items

5) 1 Free Ground Shipping $0.00 $0.00 $0.00 $0.00

Shipping Total $0.00

Subtotal $33,889.60

Total Taxes $2,305.38

Total $36,194.98

Interest Charges on Past Due Accounts and Collection Costs Overdue amounts shall be subject to a monthly finance charge. Inaddition, customer shall reimburse all costs and expenses for attorney's fees incurred in collecting any amounts past due. Additional

training or Professional Services can be provided at our standard rates.

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Documents

BOARD OF DIRECTORS REGULAR MEETING AGENDA · BOARD OF DIRECTORS REGULAR MEETING AGENDA July 28, 2016 SCR911 Conference Room Thursday 495 Upper Park Road ... 4.2 Accept and File Claims