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HomeMy Public PortalAbout911 Feasibility Study.tifPooert Knba11 & As cc r h€IP Isard Eig neers FEAS B LI V S UDC FOR I L COMI UM ( A [IONS AND I r I1N01 ocv CONSUI T NC SERVKTS StIBMI FTFD TO V 1LAC , OF KEY MSC , FLOR . A TABLE OF CONTENTS 1 INTRODL CI 1 2 HISTORY 1 3 BACKGROUND 2 3 1 STAFF (POLICE) 2 3 2 STAFF (FIRE/EMS) 2 3 3 STAND-BY POWER 2 3 4 STAND-BY POWER(FIRE/EMS) 3 3 RECORDATION SYSTEM 3 3 6 MAPPING SYSTEM 3 3 7 COMPUTER AIDED DISPATCH (CAD) 3 3 8 PUBLIC SAFETY RADIO SYSTEM 3 4 CURRENT INFRASTRL C rURE 5 4 1 FIRE/EMS CALL 7 4 2 KEY BISCAYNE CALL VOLUME MATRIX 9 4 3 9-1-1 CAL L VOLUME FOR KEY BISCAYNE 9 5 THREE PHASES OF ' VIRELESS 9-1-1 10 5 2 OPTION I 5 2 OPTION 2 5 3 OPTION 3 11 16 16 6 RECOMMENDATIONS 18 £ !ohart K rrba1s & Aso ie !rc August 2063 © r7 L Robert Kribt 11 Aosocole- Archttects € En nE,cr 4 FASH ft ITV STUDY FOR CO M€UNICA1 IONS AND t ECH!\OLOGY CONK )i. TING S ,Rules SUBMITTED 10 VII LA(F / KEY BIS( AVM, Fi °MBA I INTRODUCTION L Robert Kimball & Associates, Inc (Kimball) was tasked to investigate the feasibility of creating a new Public Safety Answering Point (PSAP) for the Village of Key Biscayne, Florida The scope of work initially presented to us requested that Kimball investigate the following items 1) Cost of routing 9-1-1 telephone call directly to the Key Biscayne center Currently 9-1-1 calls are routed to the County 2) Provide Budget cost of dual Police and Fire console 3) Estimate staffing requirements and annual cost 4) Estimate radio requirements and cost Consideration should be given to having a common Computer Aided Dispatch (CAD) system and records management system installed at all three communications centers providing the opportunity to improve the overall level of services currently provided to the citizens of Key Biscayne Through a site visit on June 9th and various personal interviews and telephone conversations with key players of the Village of Key Biscayne, City of Miami and Miami -Dade County, Kimball is pleased to present this report detailing our findings and recommendations for the feasibility of creating a PSAP for the Village of Key Biscayne The economic, technical and operational areas were evaluated and this report consists of the findings for each of the areas and details a summary of issues and recommendations to be considered by the Village 2 HISTORY The goal of enhanced 9-1-1 (E-9-141) is to reduce response time for an emergency call Basic 9-1-1 the predecessor to E-9-1-1, simplified the call process by only requiring the caller to dial three digits G59-1-1' The system recognized this as an emergency call and routed the call to the public safety answering point (PSAP) responsible for dispatching the call When a basic 9-1-1 call is received no name number and address information is provided It is the responsibility of the call - taker to determine from the caller the location of the call and who to dispatch E-9-1-1 automates all phases of the emergency call response process by incorporating simplified emergency call dialing, automatic routing of the call to the proper PSAP and automatic location identification (ALI) Dispatch of the responding agency is accelerated because these processes are performed in a matter of seconds Wire line E-9-1-1 service is distinguished from wireless E-9-1-1 in that a call is routed based upon the address assigned to the telephone number Since a wireless telephone is mobile and not assigned any specific address, location determination must be determined by other means Because of the special challenges associated with implementing wireless E-9.1-1, most localities will implement wire line E-9-1-1 prior to implementation of wireless E-9-1-1 L Robert fn oait & Assoc a,es Inc A gust 2CO3 0 Page ; L Ray. rt . rntiaE & rows i.la¢os A (" teas and EnO n ; r,- 3 BACKGROUND EASMPLUTY S €` J€ v / OR TELEcoM UNICA noNs AND t rcurotocv CONSULT NC Sum/ R,ES SUBMIT1 ED TO Vu I At E or KEY . iC AYNE, FLORIDA The Village of Key Biscayne covers approximately 1 25 square miles and has a population of approximately 10,507 with an anticipated growth of 12% over the next decade Key Biscayne, Florida, a tropical island paradise just six miles off the coast of Miami, Florida, is a world -class resort community and premier vacation destination At the point where 195 turns into US 1 and continues all the way south to Key West, is the last exit that will take the traveler across the Rickenbacker Causeway, over Virginia Key, past the Miami Seaquanum (the home of the original 'Flipper"), all the way to the idyllic island of Key Biscayne With assessed property values of well over $2 billion, the Village of Key Biscayne ranks #134 in Worth Magazine's "250 Richest U S Towns - 2001", with a median home price of S644,975 This unique barrier island lies just across Biscayne Bay from Coral Gables and only 18 miles (or a brief 30 minute drive) from Miami International Airport Within close proximity to the Village of Key Biscayne (a brief 15 minute drive) are Miami International Airport, the busy Port of Miami, and the action -packed nightlife of Miami Beach The island itself is seven miles long and two miles wide Incorporated as a Village in 1991, the Village of Key Biscayne covers 1 25 square miles bordered by Bill Baggs Cape Florida State Park to the south and Crandon Park to the north 3 1 SI AEI (POLICE) The Village of Key Biscayne is staffed with 29 sworn police officers A fully staffed shift would consist of having 6 available units The police department patrol units work on 8 hour shifts, rotating at 7AAM, 3 PM and 11PM 3 2 STA.F F (FIRE/EMS) The Village of Key Biscayne is staffed with 35 authorized personnel Of these there are 24 Firefighters/Paramedics, 3 Captains, 5 Lieutenants, 1 Deputy Fire Chief, 1 Fire Chief and 1 Administrative Assistant The Fire Department works on 24 hour shifts having, at minimum, 7 fire fighter/paramedics, 1 Captain and 1 Lieutenant The Village has a single Fire Rescue Station with 2 ambulances and 2 fire apparatus 3 3 STAND-BY POWER The V illage of Key Biscayne has ordered and will be installing a generator in the very near future The installation of the generator is pending other construction activities The Police Department has installed an Uninterruptible Power Supply (UPS) which is capable of supplying backup power for 8 hours L ?a.54.rt K_n aY'i & As3cc a °s s"c Augucl 2003 0 Pe ert K 3411 e A s elates Architects ard dig n:e ?FAS.€HH i Y STUDY FOR r,LECOMMUNK A VIO s AND iCi Noi OCY CONSU€ 1 MG Si RwACEs SIJBW ET” TO VH,LkGE or KFY BISCAYM, FLO i A 3 4 STAND-BY POWER (FIRE/EMS) The Fire Department has a backup generator capable of supplying up to 48 hours of backup power on a full tank of fuel The Fire department also has a portable generator that is mostly used to supply back up power to the pumping stations 3 5 RF CORDA TION SYSTEM The Village currently records all incoming calls to an analog Dictaphone type recording device This device is a new model and appears adequate 3 6 MAPPING SYSTEM The Emergency Communication Center in the Village currently has no GIS Mapping system in use 3 7 COMPU I ER AIDED DISPA I CH (CAD) The Communication Center does not have a dedicated 9-1-1 CAD system Two records are created when a 9-14 call requires Police dispatching The Miami -Dade communications center creates a CAD record and the Communications Center at the Village of Key Biscayne creates a record into their Crimes Reporting Information System This is essentially a database and not a CAD The City of Miami creates a CAD record for all calls requiring Fire/EMS services 3 S PUBLIC SAFETY RADIO SYSTEM The Village of Key Biscayne operates a single site UHF radio system for Police and the fire department is part of the 800 Motorola trunked radio system of the City of Miami The repeater sites for the 800 trunked system are located in the City of Miami The radio system provides for adequate coverage in the Key Biscayne area, however radio interoperability between fire and police needs improvement The Public Safety services located within Key Biscayne should operate on the same radio or have seamless mnteroperable radio communications system to provide for better coordination of communications The radio system should also provide for interoperability between Key Biscayne and the City of Miami and Miami -Dade County This system is used for dispatch and communications with law enforcement fire and rescue (The diagram below gives two options with the advantages and disadvantages listed) Robert 5, s & A-s,ca' A gas' © ge 3 C:3 L Robrrt /4SsOnici Arvidt € s ani En ji eArs Modem i F ASHHILfl Y Si UM./ FOR TEA LCOMMUNICATIONS AND I f€€-UNOLOGY CONSSULTINC S 'RV Cf S SUO I irTED CO VILL ACF Of M. y IS( AYNF3 FLORIDA Option 1 Direct line to County / City System Cost Approximately $60 000 Remote Sher? Leasedreico 0 cots Advantage Direct connect to City/County System Emergenry Sutton functionality Unit ID Functionality L coal/State interoperability >1717 Remote £>hei€ Modem Moifem Radio Console Position Disadvantage Higher Cost Radio Console Position Option 2 Control Station Interface c Key Biscayne Cost Approximately $30,000 Comm Rack — Redfu Unke to Mutt pie Systems Key t#sceyne PD Key 8 sceyoe F re County PD Ra 4lo Coos° a Posltlon Radio Console Position AdvAn#age Lower Price Key Biscayne Own Disadvantage Not Directly Connected to City/County System No Emergency Button No Unit ID R t ef" K bJ/ Asvocia e.3 ire AagJas4 2003 © }image 4 9 R uort K1nb UU & 3seA-irtes 2\r,heer is and Er neer EASSH ILI1 ' STUDY ¥ OR TELECOMMUNICATIONS AND TECHNOLOGY CONSUL I INC SFRVICFS SUI3MI rTED 10 ! AGL 01 KEY BISCAYNE f ORIDA 4$ CURRENT INFRASTRUC F RE Prior to beginning our investigation, the assumption was the \Tillage of Key Biscayne did not have a facility or infrastructure in place to create its own PSAP The site visit conducted on June 9th revealed that the Village had already constructed a new two (2) story facility that houses the non -emergency call processing and Police dispatching operations for the Village of Key Biscayne Additionally, the communications center has in place the facilities infrastructure, personnel infrastructure and limited technology to facilitate the dispatching process The current Communication Center was built with the capability of housing three (3) combination call takers / dispatcher position L Boned K nib! & Assor ar e . Augus 2003 © 5 Z. A bebe r Knitial AsL t kites rt hin 6 d J En € er-, F Asieii MY STUDY a EC MMU CATIONS AND fit HNO[ O( V CONSUL' 1 S. SERViCCS SUIVUTTFD U) Vii LAGF OF KLV MSCAYNE, F LO iDA There is a room that functions as the Emergency Operation Center (EOC), however this room is not outfitted with any equipment Adjacent to the Communication Center is the telephone equipment room as well as the local area network equipment room This equipment room is serviced through both copper and fiber optic Other uses of this facility include the police department for prisoner intake, two (2) holding cells an investigative service room, and an interview room (Telephone Equipment Room) This facility is networked with up-to-date CAT SE cabling, which was recently installed by a third party vendor No centralized email server exists for the Village of Key Biscayne Internet access is permitted to a limited list of users with implemented firewalls in place Connection to Florida Department Law Enforcement (FILE) is done over a Frame Relay connection The building is equipped with a UPS and an emergency power generator to provide for backup power to the Communications Center The second floor of the building is home to the Village Administration, Village Manager, Village Clerk, Village Personnel Office, Building and Zoning and Public Works The building also has a single elevator that is located at the back of the building The Communication Center offers 24x7 services and is staffed by 4 individuals working 8 hours shifts The Village of Key Biscayne has 29 sworn police officers that work three separate shifts The communication center does not answer any direct dialed 9-1-1 calls, however it does answer 7 digit Rohei 1 K rabaq & A ,soc atec The Augu, 2003 © ,gage 6 Robert K r€ bd : d Assc€,at�s AR,Mects and Erq n.,ess F`; ,A,sD LiTY STUDY iOR ECOM IJl° Yc ,' i£ Ns AND TEC HNOLOGY CONSULTIM S vc s StiIMiTTFD TO VILLAGE OF KEY BM i F ,Dn o& non -emergency calls If a call on a non --emergency line turns out to be actual emergency calls the dispatcher will document all information and dispatch accordingly If special assistance is needed, the dispatcher will conference in the required agency and document the entire call These findings altered Kimball's overall aspect of the investigation for the creation of a 9-1-1 Communications Center The issues that Key Biscayne now faces are planning, staffing, framing, system integration and implementation issues This report will outline the current call handling procedures and will list in summary the options available to integrate the Village of Key Biscayne Communications Center with either or both Miami Dade or the City of Miami Communication Center The current call handling procedures are not the most efficient and there is much room for improvement Current call handling procedures provide for different call flows for Police and Fire/EMS services for the residents of Key Biscayne When 9-1-1 is dialed, all calls are routed to and answered by the Miami Dade PSAP The call taker at Miami -Dade inquires about the nature of the Lan (does the caller need Police or Fire/EMS) If the caller requires Police to be dispatched, the Miami Dade call taker will gather all the necessary information and forward the call to a dispatcher who will then make a radio call to the Key Biscayne requesting what units are available for dispatch Key Biscayne informs Miami -Dade, who will dispatch the available units Since the entire transaction, between Key Biscayne and Miami Dade, is done over the radio, the unit(s) being dispatched are already en route to the call as they overhear the communications between the two PSAPs Two separate calls for service records are created for one call, one Miami Dade and one Key Biscayne record is entered into each respective CAD and KB database 4 1 FIRE/EMS CALL If the call for service requires Fire/EMS dispatching, the Miami Dade call taker transfers the call to the City of Miami The Miami -Dade call taker relays the information taken from the caller, or stays on the call until the caller repeats the information to the City of Miami Call Taker At this point, the City of Miami will dispatch for Key Biscayne 'I he Key Biscayne PSAP is not a part of the call flow A logical diagram of the call flow is shown on the next page P,ber mba3! & As4 ae fl( A ag, s 2903 C Page I L Pt ert Kff€�Il t� r, lct Ar€.hitects ana Eng€nectss Key Biscayne caller places a 9 1 1 call Defaults - answered by Miami Dade PSAP EASIBil Y Si UDY FOR FLLCOMMUNIC4.TIONs AND TE,CH'°iO# ocv UMW HNC SERvICEs &AVM Ii ED TO V ILLACF or K3 BIS AvN , FLORiDk Police Current Call Flow Call is transferred FireI EMS > City of Miami City of Miami will dispatch Key Biscayne Fire\EMS City of Miami viii daspatch then inform iVliami Dade who wiii then inform Key Biscayne Call is made by radio to Kt,y Biscayne for Available Units Key Biscayne Wi€I At this point the Key Biscayne police is on reform Miaby iDade route to the call as they ate listening to the call available units between Miami Dade and Key Biscayne ami Dade dispatches Key Biscayne unit Key Biscayne Miami Dade creates a CAD creates a CAD entry entry The Village of Key Biscayne currently enters calls for service into their CRIS (Crimes Report Information System) database application This application should not be considered a Computer Aided Dispatch (CAD) application, but a stand-alone database application that retains and reports on the data entered , Ro5wt Ksmto1i 1ssee,ates FIT Augu.z 20d3© Page 8 Robe(t K rnodil A5 ate Aril itects and Fn) € c E,r) 14,4SIB1LITY STUDY rca IACOMMUNICA1 IONS AND TECHN I ccv CONSULTINC Sa RV ft rs SiJMMTED i0 VIL ACE Of KLY BISC.AYNE, Fi 0RIDA The call volume matrix below is not a true representation all of the call types that are received from the residents of Key Biscayne, but is intended to show what the majority of types of calls received 4 2 KEY BISCAYNE CALL VOLUME MA I RIX Call Type Sex Offenses Assault/Battery Theft from Motor Vehicle Other Larceny Bicycle Theft Traffic Citations Parking Citations Traffic Accidents 23 Resident Alarms 36 Business Alarms 17 Open Doors/Windows f 21 15 56 Medical Assists Fire Assists Res/3us Checks Suspicious Persons/Veh Feb 03 1 16 114 Mar 03 0 April 03 May 03 2003 2002 Totals Totals 3 1 0 4 0 7 15 11 7 59 84 9 4 1 6 137 127 1 58 105 49 31 20 23 38 14 38 52 9 732 682 14 22 Miscellaneous Calls l 256 312 41 33 16 22 58 54 64 700 3241 332 601 117 235 201 621 93 234 149 258 61 40 47 260 504 19 11 16 73 154 65b 742 649 3461 7778 275 248 222 105 268 1313 3326 The Matrix below indicates the number of 9-1-1 calls answered by Miami -Dade originating from the Village of Key Biscayne 4 3 944 CALL VOLUME FOR KEY BISCAYNE January # of Calls 530 February 625 March April May 848 635 603 Miami Dade does not recoup any funds from the Village of Key Biscayne for the answering and dispatching of emergency 9-1-1 calls The Village does however pay for the maintenance and repair of there communication center equipment There are key elements, sited in the Florida State Plan, which will need to be accomplished by the Key Biscayne Communication Center prior to becoming a Primary PSAP to answer the Wire line or Wireless 9-1-1 calls from the residents of the island It is Kimball's recommendation the minimum level of service that should be implemented in the Village of Key Biscayne is Enhanced 9.1-1 Enhanced 9-1-1 means that when the three -digit number is dialed from either a home or workplace, a call taker/dispatcher in the local public safety answering point (PSAP), or 9-1-1 center in Key Biscayne answers the call Having the proper equipment and database information that will allow the call taker to see the caller's phone number and address on a display while the citizen describes the type of emergency they have This will allow the call taker to quickly dispatch emergency help, even if the caller is unable to communicate their location or the nature of the emergency ber. K n au& As oc ayes ins: August 2003 © Pag ibert Knbal & /ssm it( Ar hituA r € FCASII$HLi5 fY S ri An FOR t ELLCO MUNIc riors AND I ECHNOi OGY Consul fiNG SERVWES SLA3Mf 'ITER TO LA.GE 01 KEY BUS( ANNE, I LOiIDA 5 THREE PHASES OF WIRELESS 944 There are 3 phases that are referred to in implementing Wireless 9-1-1 The most basic of these, sometimes called Wireless Phase 0, simply means that when you dial 9-1-1 from your cell phone a call taker at a public safety answering point (PSAP) answers The call taker may be at a state highway patrol PSAP, at a city or county PSAP up to hundreds of miles away, or at a local PSAP, depending on how the wireless 9-1-1 call is routed Wireless Pi-ase I was the first step in providing better emergency response service to wireless 9-1-1 callers With Phase I now implemented, wireless 9-1-1 calls arrive to the PSAP with the wifeless phone's call back number This is important in the event the cell phone call is dropped, allowing a way to call back the phone and in some cases allows telecommunicators to work with the wireless company to identify the wireless subscriber However, Phase I still doesn't help call takers locate emergency victims or callers With Wireless Phase I now in place with all local carriers both Miami -Dade and the City of Miami are actively pursing Phase H implementation To locate wireless 9-1-1 callers, Phase H must have been implemented in the area by local 9-1-1 systems and wireless earners Phase II allows call takers to receive both the caller's wireless phone number and their location information in the form of geographical coordinates (longitude & latitude) Kimball understands both Miami Dade and the City of Miami will be purchasing the Motorola Printrak CAD The implementation of the Pr ntrak CAD for the City of Miami is scheduled for June 1, 2004 The implementation of the Prnntrak CAD for Miami Dade is scheduled for January 1, 2005 Should the purchase and implementation of the CAD actually take place by these two PS AP's, a variety of options become available for the Village of Key Biscayne With the proper agreements in place (coordination of databases formats geofiles and network interfaces) between Key Biscayne and either Miami Dade or City of Miami, Key Biscavne could exercise one or more of the options listed below 1) Become a remote user connecting to the Miami Dade CAD sharing dispatching information of Police between the two entities 2) Become a remote user connecting to the City of Miami CAD sharing dispatching information of Fire/EMS between the two entities 3) Should both Miami Dade and the City of Miami integrate their systems, Key Biscayne could become a remote user accessing both Police and Fire/EMS from Miami Dade and City of Miami respectively Roter I Utitr Inc A,iguC 2001 U P,ge (77 L Robert '< mbiHH & onz es A s € es,ts and Eno, i m€yi rc `E SinbLITY Si u v o TFLEC0 ' UN CA.i IONS AND TE ciiMo f,X9Y CoNsuL. riNG S vcs SUBMITTED 10 VILLAGE or MY. Bite(' kYNt. 1 ORLDA Conceptual 9-1-1 CAD Diagram Remote Spelt Miami Dade Coun CAD Server City of Mvam€ CAD Server re Records) Local Sarver at Kay lace as CAD €orkstatlon 1 Any of the above solutions would require inter -local agreement between the Village of Key Biscayne and the partnering PSAPs This inter -local agreement will detail the responsibilities and actions between the parties involved They are reviewed, negotiated and agreed -upon by the key stakeholders of each party Listed below are the general steps that are needed for the implementation of the 9A I - I system A Identify a suitable facility to house the Key Biscayne Public Safety Answering Point (PSAP) B Establish 9-1-1 telephone network that directs calls to the Village C Establish access to the County (Master Street Address Guide) MSAG Database D Procure necessary telephone and dispatch console equipment for processing 9-1-4 calls E Establish Automatic Location Information (ALI) Database F Provide for county/city-wide mapping and re -addressing G Procure Computer Aided Dispatch (CAD) equipment I Review and implement radio systems improvements I Develop and establish an alternate PSAP or procedures for City / County to take over 5 2 OPTION I If the Village decides to pursue the option of creating a fully functional PSAP, it is Kimball's recommendation that the Village of Key Biscayne become a remote user connected to the systems from the Miami -Dade Communication Center This will allow the Village to answer 9-1-1 calls made within the Village and dispatch available units accordingly This will also allow the telecomniunicator to enter all pertinent information from the call into a CAD system By becommg a remote user of the Miami -Dade system, Miami -Dade would then become the alternate PSAP for the Village of Key L Rope, " K mba °l & Associates Int- A agar % 20 Page Rob 4t € Assoc€ateo Architects and n yincrs F4 MIMI !TY S UDY iO TFLEC MM UN WAriONs AN t`i CHNOLOCY CoNgtJt INC Si. ViCFS SUBMIT rww i 0 LAGL .1 Y BBCAYNE Fl ORIDA Biscayne, to answer all overflow calls Supplementing the integration of these systems would be the sharing of information through CAD rather than how it is currently being done, via telephone Considering the current 9-1-1 call volume, it is not feasible to have three dedicated personnel per shift (two call takers / police dispatchers (minimum) and one Fire/EMS dispatcher) Two call takers / police dispatchers is the minimum amount of personnel needed to answer 90% of the calls with in 10 seconds, which is stated in section 3 4 Technical and Operational Standards of the Florida State Plan It is Kimball's recommendation that Key Biscayne cross -tram their teleco .munmcators in all disciplines (Call Taking, Police and Fire/EMS dispatching) Alternatively, the option of dispatching only Police and transferring Fire/EMS to the City of Miami should also be considered This would alleviate the cost of having three communicators (See conceptual CAD Diagram below) Given the current handling procedures, it is conceivable that Key Biscayne could answer all 9-1-1 calls, dispatch Police and transfer Fire/EMS to the City of Miami The Fire/EMS system could be linked together via the same telephone system and computer -aided dispatch system for coordination of emergency dispatching (See conceptual Call Flow diagram below ) Outlined below are estimated costs Key Biscayne should anticipate if the decision to implement a 9-1-1 system for the Village is chosen L-9--1-1 Equipment Telco Interface / PSAP Equipment (AN JALI Retrieval/Controller) Estimated Cost (Could be paid by County through 9-1-1 Surcharge) Customer Premise Equipment Includes E9-1-1 Compatible Telephone Set with Extensions Estimated Cost (Could be paid by County through 9-1-1 Surcharge) Geographic. Information System $125,000 S15 000 One (1) GIS Workstation to include hardware software, training and installation Estimated Cost $5,000 CAD Stations Two Remote workstations with CAD application Estimated Cost $50,000 Mapping Software One (1) mapping station to include hardware, software, training and installation Estimated Cost $35,000 L Ro it ova ' 4 ec fns Augur. 200 © Page 'i t R oe rt K mt all & Assocales A o l :3 mot' di d E fit';x 9 LA:SIMLA SiUDYio T EcommuNgcAiIONS AND frxHr l ooh' CoNsu l uir c S RVICFS V ILLAci 01 KEY BlS5rAVNi, FI O€R 3 A. Telco Premises Warang/Cablang/Iascellaneous Estimated Cost Facility. Upgrades Furniture/Security/Recording Estimated Cost Radio Consoles Radio Consoles for dispatching (remote user of City or County) Estimated Cost Personnel Training and Certification Training and Certification of the different disciplines per person Estimated Cost ($10,000 per person) $5,000 $15,000 $19,000 $40,000 00 I he personnel training and certification estimates take into consideration that the current non - emergency call takers are not trained in 9 1-1 call taking procedures police dispatching or fire dispatching for teletype These training classes average 6 to 8 weeks per discipline, plus additional time for CAD and computer training It is roughly estimated that the startup cost using Option implement a fully functional PS.AP is $309,000 00 0 the Village of Key Biscayne to The personnel cost recommended takes into consideration 2 telecommunicators per eight hour shift and 2 additional telecommunicators to cover for shift rotations, holidays, sick leave, vacation and any unexpected shift relief On average, the cost of benefits are approximately 35% of the base salary Benefits include, but not limited to compensation for vacation, holiday, sick medical and other fringe benefits It is also recommended that there be a 3% to 5% incentive pay increase yearly based on performance over a span of 3 to 5 years Personnel Cost Salary for 8 fully cross trained telecommunicators Estimated Cost ($30,000 per person/year) Benefits for 8 fully cross trained telecomrnunu.ators Estimated Cost ($10 500 per person/year) Total recurring personnel cost $240,000 00 $84 000 00 $324,000 00 per annum L Rooef r K bah & Rssoifa fe3 Inc iugus'' .7003 © Page' 3 L R b€,€t t o ba# 3 N Ass c a e Archite',1 ind Enginurs FF I FY S ruov / O TEL ECOM UNiCATI0NS AND TErui of ocv Corso ,TNc. SERvicEs SVi3 8T1ED10 LAGF or Kry BISCAYNE, Fi O iDA These costs are defined as expenditures for Capitalized Assets that will require maintenance until the designed life of the Asset is completed or realized A CPE/E-9-1- 1 Equipment (5 Years Life Expectancy) Maintenance for 5 Years B Generator/UPS Equipment (25 Years Life Expectancy) w Maintenance for 25 Years @ C MSAG Database for Structures & Roads (indeterminate) Maintained Total Life Cycle Cost E-9-1.4 Equipment $7 500 00 per year S3,600 00 per year $8 000 00 per year S19,100 00 per annum A system controller is necessary to process EW9-l-1 calls The system will display automatic number identification (AEI) and automatic location information (ALI) to the call -taker The system will allow the call taker to process the call for dispatch or transfer the call to another jurisdiction Master Street Addi ess Guide A master street guide (MSAG) database is required for the operation of E-9-1-1 The MSAG is a list of street address that is used by the Telephone Company to verify customer addresses The address provides the path for the call Anytime there is a change in customer information, the database must be updated Therefore, maintenance of the database should be performed on a daily basis An MSAG has not been implemented for the Village of Key Biscayne In order to be implemented, street names and numbers must be assigned and posted for each address included in the database Geographic Information System A geographic information system (GIS) includes the computer hardware, application software and spatial data to allow the display of geographical information Typically, vector data is stored at each workstation This provides complete functionality in the event the network is unavailable Imagery, digital orthophotos, site pictures, scanned floor plans, and other large raster databases are typically stored on a server to minimize disk storage space requirements Mapping Software A display is a software application designed to assist a call -taker in establishing the location of an emergency call A well -designed mapping system includes a properly developed and maintained GIS, a method for synchronizing the GIS data with ALI data, and a method for resolving discrepancies in the data when they arise Computer Aided Dispatch System A computer aided dispatch (CAD) system is not required in order to implement E-9-1-.1 CAD however will improve the efficiency and accuracy of dispatch functions by automating many of the processes t Pobert Kwba7 4scor F lee »lc August 2003 rJ Paga 4 L curt K nha1 & Assoc€a Mr( ti cts € i ng n ,rs FEASIBILITY SiLIT' f OR TELECOMMUNICA1 IONS AND Ti'ci of ocv Corsui 11NC C SE, Vff_ LS S1BMI EE, [0 \iL LAC'L iKEY MsckYN ', FLORIDA Telephone Company The current switch at the Village of Key Biscayne Central Office (provided by Bell South) is capable of providing name recognition for incoming calls and will not require an upgrade Based upon current and estimated future call volume additional thinking between the Village of Key Biscayne CO and the PSAP may be necessary Personnel Training and Certification Provide the appropriate training and certification classes needed under the laws of Florida to be considered a PSAP Applicable education for new employees includes 94 _ I call taking procedures police dispatching, fire dispatching and teletype training Additional classes include but are not limited to NCIC/FCIC certification and EMD certification 911 L. O 0 Local Exchange Carrier (End Office) Conceptual 9-1-1 Call Flow Diagram E91 Tandem Selective Routing Table Change call Route to Key Biscayne Hunt Group County ACO if Key Biscayne Qua Is Busy Go to the County Key Biscayne Quo post If Firs call get transferred (Option 1— Call Taking and Police Dispatching) oberE 10r/thud e Asso e?. 'Pc August 2003 © Position 2 lf Fire call get trrnsferred Pogo [ Pcboart K mall & € it is ano E.n€i fee€s 52 OPTION 2 F ASm ILI I i S /-1113Y OR LICONIVIUNiCAcIONS AND FF,OINOt (WY CONSULTING SI RVICrS St, DWI T 'o TO VILI AGE OF KE V BISCAYN. , FLORIDA Another option to be considered is the funding of a single position at the Miami -Dade PSAP Emergency 9-1-1 and non -emergency calls from the Village of Key Biscayne would be routed to a dedicated trunk that is answered by a dedicated position at the Miami -Dade PSAP Should the trunk be busy, the call will be answered by the alternate PSAP, Miami -Dade This position will have all of the same features / functaonahties of the CAD/Radio that is installed at the Miami -Dade location This would reduce the call processing procedures and time that is currently in place Pursuing this option would alleviate most of the costs associated with Option 1 while providing for the residents of Key Biscayne improved dispatching of emergency services The cost of funding a dedicated position at Miami Dade PSAP would entail the salary and benefits plus the cost of equipment (i e desktop computer, telephone, CAD license, radio console, voice recording device furniture and other miscellaneous equipment) Also included is the cost of a dedicated trunk Since these costs are presently being incurred by the Miami Dade PSAP it would be necessary to extrapolate the monthly recurring cost for a single position Using the Miami Dade salary scale, the cost for a single position is estimated at $30,000 00 (Starting at a step 2 salary level) Personnel Cost Salary for 4 fully cross trained telecommunicators Estimated Cost ($30 000 per person/year) Benefits for 4 fully cross trained telecommunicators Estimated Cost ($10,500 per person/year) $120,000 00 $42,000 00 Total recurring personnel cost $162,000 00 per annum The personnel cost recommended takes into consideration one (1) telecommunicators per eight hour shift and one (1) additional telecommunicators to cover for shift rotations, holidays, sick leave, vacation and any unexpected shift relief On average the cost of benefits are approximately 35% of the base salary Benefits include, but not limited to compensation for vacation, holiday, sick, medical and other fringe benefits offered 53 OPFIQN3 It is reasonable to assume that the costs are substantially higher for implementing a fully functional PSAP versus funding a portion of an existing PSAP's operational expenses Should the Village of Key Biscayne decide to forego the option of creating a fully functional PSAP, it is Kimball's recommendation that the Village contract with either the City of Miami or Miami -Dade to answer and dispatch all 9-1-1 calls from the residents of Key Biscayne Both the City of Miami and the Miami Dade PSAPs are capable of dispatching both Police and Fire/EMS The cost of outsourcing the call taking and dispatching of emergency services to either Miami Dade or the City of Miami will need to be negotiated between the two parties The negotiated monthly recurring cost should be based on current call volume and be less than the total personnel cost of answering the calls at the Village Royer" m5 t & ,,3soc'a''s I"c A.g t 200© Page i6 r L Robert A,3s ate- Archik t ar i Erij r tiers FEAMBH, ITV S fUDY FOR TELECOMMUNICATIONS AND ITCHNOLOGY CONSULTING SERViC`LS SUBMIT fir 010 VII LACE CH KEY MSCAYNF, FLORIDA Based on the current starting salary structure for a telecommumcator at the Miami Dade Police Department, the recurring cost are Personnel Cost Salary for 4 fully cross trained telecommunicators Estimated Cost ($31,046 08 per person/year) Benefits for 4 fully cross trained telecommunicators Estimated Cost ($10,866 per person/year $124,184 32 $43,464 51 Total recurring personnel costs $167,648 83 per annum Based on the current starting salary structure for a telecommun€cator at the City of Miami, the recurring cost are Personnel Cost Salary for 4 fully cross trained telecommunicators Estimated Cost ($32,160 00 per person/year) $128,640 00 Benefits for 4 fully cross trained telecommunicators Estimated Cost ($7,075 per person/year) $28,300 00 Total recurring personnel costs $156,940 00 The personnel cost recommended takes into consideration one (1) telecommunicators per eight hour shift and one (1) additional telecommunicators to cover for shift rotations, holidays, sick leave, vacation and any unexpected shift relief On average, the cost of benefits are approximately 22% of the base salary Benefits include, but not limited to compensation for vacation, holiday, sick, medical and other fringe benefits offered Using the personnel figures above, the total negotiated cost for outsourcing the call taking and dispatching of emergency service for the Village of Key Biscayne should be less or equivalent to total recurring personnel costs It is not recommended that the existing call handling procedures be continued A single entity can easily answer and dispatch both Police and Fire/EMS thus reducing the time it currently takes to dispatch available units L oLer Kimbe & Assoc a es Inc Aug,A p 2003 © Page '7 FA L P,bcrt rnb U & Assoc atec Ar h€flect, and -r q neers 'ASi IL TY STUDY i OR ELECOM VHJ MICAIIONS ANDANI1 TECHNOi OCYCONsULTiNC SURViC,s Sun nn i 0 VILLAGE, Ott BiSC4YNC I ORIDA 6 RECOMMENDATIONS Further analysis for the implementation of a fully functional PSAP is required Eluding details which may not have become evident during our investigation may change the recommendations of this report and warrant the creation of a PSAP Details such as call answer and processing time, calls on - hold time, and re-routed or over -flow calls due to high call volume at the primary PSAP are factors that need further investigation Implementing a fully functional PSAP for the Village of Key Biscayne, is costly and should be decided by a committee Issues for the committee to consider are • Is the Village of Key Biscayne willing to fund the 24x7 operation of a PSAP? • Is the Village willing to train the current staff to handle 9-1-1 calls and multi -function dispatch? • Does the current call volume justify the creation of a PSAP for the Village of Key Biscayne? • Are the costs for maintaining a 24x7 operation versus the cost of outsourcing the entire call taking procedures to an existing PSAP justifiable? • Could the monies associated with implementing and maintaining a PSAP be better spent on public safety programs to assist the citizens of the Village of Key Biscayne? • Would the monies be better spent on purchasing or upgrading existing Police and Fire/EMS equipment9 Regardless of the decision made, it is Kimball's recommendation the following items be pursued by the Village of Key Biscayne • Add Fire Radio communications to the current dispatch center • Complete the installation of the generator for Key Biscayne Communication Center • Provide for interoperable radio system with direct communications to Police and Fire • Resolve current call handing procedure to expedite dispatching of available units • Promote the integration of Miami -Dade and the City of Miami CAD implementation to resolve the transferring of information for Fire calls R3.10 Kunba & c Aaga-st 200 U Page 8