R-1752 - 09/25/2018 - EMERGENCY TELEPHONE SYSTEM - Resolutions Exhibits EXHIBIT A
[Memorandum of Understanding]
Memorandum of Understanding
Fire Station Alerting System
Between the Emergency Telephone System Board of DuPage County (ETSB)
and
The Village of Oak Brook
This is a Memorandum of Understanding between the Emergency Telephone System Board of DuPage
County(ETSB)and the Village of Oak Brook and it's Fire Department, the participating Agency governing the use
of a Fire Station Alerting System (FSA System). It shall cover all fire station buildings that are the responsibility of
the Agency as attached to this MOU.
I. Purpose and Scope
The purpose of this Memorandum of Understanding (Agreement) between the parties is to formalize a usage
agreement for participating in the FSA System licensed to the ETSB and used by fire service members within the
ETSB 9-1-1 System service area. This Agreement shall cover the core system as defined in the attached Core
Equipment Station Design Acceptance Form (Attachment A).
Further, this Agreement between the parties is to formalize a usage agreement for participating in the FSA
System licensed to the ETSB and used by fire service members within the ETSB 9-1-1 System service area,
including any optional equipment as defined in the Optional Equipment Station Design Acceptance Form, yet to be
developed, but similar in format as Attachment A.
II. Background
With consolidation, the ETSB has identified a need to create one standardized, interoperable FSA System for
the three remaining Public Safety Answering Points (PSAPs) within its 9-1-1 System. The ETSB purchased a FSA
System through the county procurement process that includes a core system of delivery of the 9-1-1 call to
participating fire agencies.
III. Responsibilities of the ETSB
The ETSB agrees to purchase, support, maintain, and make available access to the Core FSA System for its
users, including the Agency, until or unless by mutual agreement of the users and ETSB, all parties opt to
discontinue the system.
The ETSB will provide the Agency with an annual invoice for the cost of the Agency's portion of maintenance
for any optional equipment purchased by the Agency through a change order to the ETSB contract through the
operation of the system. The annual invoice will be based on the Agency's portion of the total amount of
maintenance as determined by the vendor.
The ETSB will provide the Agency with one invoice for the cost of optional equipment upon the installation and
reasonable use of said equipment on the core FSA system. Said invoice will not be issued before May 1, 2019,
unless requested in writing prior to this date by a participating agency with an executed Memorandum of
Understanding.
IV. Responsibly of the Agency
The Agency agrees to provide the appropriate space and power within its fire station for the core equipment
and any optional equipment it elects to purchase. The Agency agrees to the following installation assumptions
provided by the vendor and incorporated herein on the Station Design Acceptance Form Core Equipment
Document(Attachment A).
1
The Agency agrees to the placement of the Core Equipment as detailed in the Core floor plan document
(Attachment B) provided with Attachment A.
If purchasing optional equipment, the Agency agrees to the following installation assumptions provided by the
vendor and incorporated herein on the Optional Equipment Station Design Acceptance Form, yet to be developed,
but similar in format as Attachment A, which will become Attachment C.
The Agency agrees to the placement of the Optional Equipment as detailed in the Optional floor plan
document (Attachment D) provided with Attachment C. The Agency agrees to promptly remit payment to the
ETSB upon invoice according to the Illinois Prompt Payment Act(50 ILCS 505/1 et.seq).
The Agency agrees to either purchase the recommended UPS for Core equipment or to provide adequate
UPS coverage to the equipment through its building UPS source. The Agency understands that if it fails to provide
an adequate UPS for Core equipment, it will be responsible to pay for any core equipment damaged due to such a
failure.
The Agency agrees to indemnify and hold harmless the County of DuPage and the DuPage County ETSB, and
all of its present, former and future officers, including board members, commissioners, employees, attorneys,
agents and assigns from and against any and all losses, liabilities, damages, claims, demands, fines, penalties,
causes of action, costs and expenses whatsoever, including, but not limited to, attorneys' fees and court costs,
present or future, known or unknown, sounding in law or equity that arise out of or from or otherwise relate, directly
or indirectly, to this Memorandum or its use of FSA System to the extent authorized by law.
The Agency agrees that it shall not sue, institute, cause to be instituted or permit to be instituted on its behalf,
or by or on behalf of its past, present or future officials, officers, employees, attorneys, agents or assigns, any
proceeding or other action with or before any local, state and/or federal agency, court or other tribunal, against the
County of DuPage or the DuPage County ETSB, their board members, officers, commissioners, employees,
attorneys, agents or assigns, arising out of, or from, or otherwise relating, directly or indirectly, to this
Memorandum or its use of FSA System to the extent authorized by law.
V. Further Agreements of the Parties
The parties agree that ETSB shall be the contracting party and authorized agent for maintenance and services
on behalf of the users.
VI.Term,Termination, and Modification of Agreement
This Memorandum shall become effective upon its execution by both parties and shall remain in effect until
terminated, as provided herein. The Agency may terminate its participation in the agreement within thirty(30) days
of its execution if the invoiced costs exceed initial projections.
The Agency may terminate its participation in this Memorandum of Understanding upon sixty (60) days notice
to the ETSB u n paymen of any outstanding costs and fees. All property of the core system shall remain the
property,of and D ge County upon termination.
Emerge elepho ystem Board of
DuPage my On behalf,of the Village of Oak Brook
yB -
C firmanAuthorized Agent
Date: 1f/ Date:
2
09-25-18
Hon. Gary Grasso,Chairman
Emergency Telephone System Board (ETSB)
421 County Farm Rd.
Wheaton, Illinois 60187
Dear Chairman Grasso:
This letter is to confirm the intention of the Village Board of the Village of Oak
Brook to participate in the Fire Station Alerting System project(FSAS). We have
received the following:
• Letter of Intent Template
• Memorandum of Understanding(MOU)Template
• Purvis Station Design Acceptance Form(Core Equipment)for each fire station
• Floor Plan for each fire station
The Village Board of Oak Brook understands and acknowledges that the ETSB will
rely on this commitment in order to keep the project moving forward to be ready
the go-live with the new CAD system.
It is our intent to execute the MOU at the September 25, 2018 Village Board
meeting. We will transmit the executed MOU to Executive Director Zerwin at 421
County Farm Road, Wheaton, IL 60187. We understand that the MOU covers all
of the fire station buildings under our control so long as Core Equipment
Acceptance Form and Floor Plan for each building are attached to the MOU. The
transmittal of this letter will allow the delivery of core equipment to the fire station
locations in lieu of the MOU.
We understand that ETSB will not turn on FSAS equipment at our fire stations
without the MOU and will remove the equipment if an MOU is not received within
45 days of the date of the board meeting indicated in this Letter of Intent and an
extension has not be agreed upon.
Sincerely,
Dr. Gopal Lalmalani,Village President
Village of Oak Brook
Enclosure
CC: Linda Zerwin,Executive Director
'`0 sr!tot�lj�
Emergency Telephone System Board
Of DuPage County :=
Memorandum ��+'r::;;,s�•`��
DuPage ETSB has sufficient funds budgeted in FY2018 to begin this project. Staff has provided the ETS Board
with an FY18 budget which includes a five year projection. The FY18 includes the estimated operating costs for
the FSA system. There are sufficient funds for this system assuming, as with all current contracts, that the
surcharge continues beyond July 1, 2020. To date, there is no evidence that surcharge will be eliminated. This
cost was calculated into the ETSB budget utilizing the .87 surcharge. Beginning January 1, 2018, the surcharge
increased to $1.50.
The total cost for the FSA system is as follows:
Initial Purchase: Three Years of Maintenance (2yr Warranty):
PSAPs $ 190,525.64 $ 68,351.58
Fire Station Costs $2,901,716.87 $ 479,092.68
Training $ 2,790.00
4'" Year System Refresh PSAPs $ 32,131.80
Subtotal $3,095,032.54 $ 547,444.26
Total $3,642,476,80
Training $ 9,315.00 Additional PSAP training — optional, if needed.
Note: 41" Year System Refresh the Fire station equipment, with the exception of the Controllers, is part of
maintenance.
As with any major purchase for the 9-1-1 System, a Letter of Intent will be requested to ensure that the PSAPs,
on behalf of their member agencies, will be responsible for any additional costs for optional equipment. The
proposed letter and resolution are incorporated into the memorandum for your approval. This is the same format
that was utilized with the Law Enforcement Report Writing System (PRMS). The exception here is that the
PSAPs do not participate with PRMS so the Letters of Intent and Intergovernmental Agreements (IGAs) were
with the participating Village or the County for the Sheriff.
DuPage ETSB has executed IGAs when deploying major system equipment. The State's Attorney has
counseled that purchases of equipment for 9-1-1 as it relates to unit status and location and the taking and
dispatching of a 9-1-1 call are allowable costs and surcharge can be used. It is the recommendation of the
States Attorney's Office that such agreements going forward be with the PSAPs on behalf of their member
agencies. Thus, like the DEDIRS IGA with DU-COMM, the IGA for FSA will be with DU-COMM and ACDC. The
Sheriff's Office neither dispatches fire or EMS nor does it back up ACDC or DU-COMM and; therefore, does not
require an IGA for fire station alerting equipment.
A preliminary Action Plan is also provided for your review. It is based on the time line for deployment. It is
understood that while the milestones are designed to invoice payments upon installation and acceptance by fire
talk group, these actions could be happening at multiple fire stations and locations simultaneously. Since the
CAD go-live date is pushed into 2019, it is conceivable that FSA could be ready at that point. This will depend
upon if/when, the ETS Board approves the contract.
016 too,
Emergency Telephone System Board .,
Of DuPage County :4
Memorandum �''f::i;1.�1�`�
To: Chairman Grasso and ETS Board Members
From: Linda M. Zerwin, Executive Director
Date: April 10, 2018
Re: Fire Station Alerting RFP P-16-167-RC
The purpose of the memorandum is to recommend approval of a contract for Fire Station Alerting for pursuant
to Request for Purchase (RFP) 16-167-RC to Purvis Systems, Incorporated. For your consideration of this
contract, the following support documents have been attached to this memorandum:
1. Letter of Support from the Fire Chief's Association
2. Work Group List (at the end of this memorandum)
3. Evaluation Criteria Summary
4. Proposed Contract reviewed by the States Attorney's Office
5. Proposed Letter of Intent and Resolution
6. Proposed Intergovernmental Agreement
7. Preliminary Action Plan
The development of this RFP was the collaboration of ETSB staff, the standing Tech Team (Support Document
2) and the utilization of the White Paper created by the Fire Chief's Association, a General Selection Fire Team,
and County Procurement. An evaluation criteria was developed (Support Document 3). The RFP was reviewed
by the States Attorney's Office prior to publication. The County Procurement Division of the County Finance
Department handled the publishing of the RFP pursuant to County ordinance and State statute.
The result was an RFP designed to provide a Fire Station Alerting System (FSA) that will enable DuPage ETSB
to update, upgrade and standardize station alerting and equipment across the DuPage ETSB 9-1-1 System. The
new system will integrate with the LiveMUM and Hexagon/Intergraph Computer Aided Dispatch (CAD) system
and provide automated voice for more consistent messaging and notifications of 9-1-1 dispatches. This system
will offer state of the art technology affording superior reliability, security and situational awareness while
decreasing dispatch times. The FSA system will be installed in 2 PSAPs and 66 fire stations throughout the
DuPage ETSB 9-1-1 System.
County Procurement issued the Request for Proposal for a Fire Station Alerting System (P-16-167-RC) on
November 22, 2016. Four(4) vendors attended the pre-bid meeting. Four(4)vendors participated in an on-site
demonstration attended by the general selection team. As part of the pre-bid activity, interested bidders were
invited to provide a demonstration of their system and how it met the Scope of Work Requirements. During this
demonstration, the participating fire agencies were invited to attend and complete an evaluation of the
prospective bidders. This evaluation, one per agency regardless of the number of attendees, was incorporated
into the overall evaluation formula. In order to have the best possible information for this proposal, a site visit
was required for each fire station. This was accomplished over multiple days with the previous buyer.
Of the four bidders who attended the pre-bid meeting and demonstration, three submitted proposals. The
operating and technical portions of the proposals were scored by the Tech Team and General Selection Fire
Team. It should be noted that Member Connolly participated with the General Selection Fire Team. A separate
Financial Team, independent from the General Selection Fire Team, reviewed and scored the pricing and
milestone submissions. The Executive Director and County Procurement Manager, at the request of the
Financial Team members, were asked to perform the reference check. The final evaluation scoring indicated
Purvis Systems to be lowest responsible bidder. The process was reviewed and affirmed by the County
Procurement Manager. Reference checks were performed and were very positive.
sts
, `c!`tl�i►
Emergency Telephone System Board .4 a•
4f DuPage County y;
Memorandum �`f:;;;,..��`'
o erational Work Group _ Tech Team Financial Team
! Jim Connolly Matt Baarman Joe Leone
Mike Sampey Mike DiGiannantonio Patrick Tanner _
Rich Sander Jerry Furmanski Roseann Benson _
Bill Sre'ma Dave Jordan Bill Gabren a
Frannie Kubica Scott Klein Linda Zerwin
Matt Saarman Mike Same _
Matt Theusch Keith Marc
Linda Zerwin* John Syron
Bruce Flowers" Dan Baran _
Kris Cie linski
Matt Theusch
"Participated but did not score