R-2015-231 2015-12-14RESOLUTION NO. R2015-231
A Resolution of the City Council of the City of Pearland, Texas, renewing a
Fire/EMS dispatch services agreement with Harris County Emergency Corps, in
the amount of $180,000 for the period of January 1, 2016 through December 31,
2017.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That certain dispatch services agreement by and between the City of Pearland
and the Harris County Emergency Corps, a copy of which is attached hereto as Exhibit "A" and made
a part hereof for all purposes, is hereby renewed.
Section 2. That the City Manager or his designee is hereby authorized to execute and the
City Secretary to attest a dispatch services agreement with the Harris County Emergency Corps.
PASSED, APPROVED and ADOPTED this the 14th day of December, A.D.. 2015.
ATTEST:
APPROVED AS TO FORM:
DARRIN M. COKER
CITY ATTORNEY
TOM REID
MAYOR
•
1111111\.... ``
(Resolution No. R2015-231
Exhibit "A"
EMERGENCY COMMUNICATION CENTER
DISPATCH SERVICE AGREEMENT
This agreement is made on this 16th day of January 2013, between I Tarris County
Emergency Corps, hereinafter referred to as "HCFC', and City of Pearland, hereinafter
referred to as a "Dispatch Client."
RECITALS:
A. WHEREAS, HCEC provides emergency dispatch and communication services;
and
B. WHEREAS Dispatch Client is an emergency medical services provider for a
geographic area of the State of Texas the boundaries of which Dispatch Client
has provided to HCEC; and
C. WHEREAS Dispatch Client desires to obtain emergency dispatch and
communications services for its operations; and
D. WHEREAS HCEC desires to provide such services and has the necessary
equipment, training, and expertise to do so,
NOW, THEREFORE, in consideration of mutual covenants and promises and other
good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, the parties agree as follows:
1. Responsibilities of HCEC. During the term of this Agreement, HCEC agrees to
provide the following services to the Dispatch Client:
(a) Receive and dispatch all calls for emergency medical service within
Dispatch Client's geographic boundaries as provided to HCEC;
(b) Maintain a computer dispatch record of all calls received and pertinent
time records of those calls;
(c) Maintain a tape library of all radio/telephone traffic of calls to Dispatch
Client for review by the designated Dispatch Client representative;
(d) Coordinate communications needs of Dispatch Client based upon the
capabilities of I-ICEC's communications system;
(e) Provide Dispatch Client with certain periodic reports as more specifically
identified in Exhibit A; and
(f) Provide Dispatch Client an invoice monthly for billing and auditing
purposes.
(g) Provide dispatch services and capabilities as described in HCECs
response to City's Request for Proposals, attached hereto as Exhibit B.
Dispatch Services Contract - HCE5D5
1
2. Responsibilities of the Dispatch Client. In consideration of the services to be
provided to the Dispatch Client by HCEC, it is mutually agreed and consented to that
the Dispatch Client shall provide HCEC with the following:
(a) A detailed description of Dispatch Client's response area, which may
include metes and bounds, physical descriptions, or maps of the area;
(b) The installation and operations readiness of one radio with tone remote
control capability and external roof mounted antenna with a back up unit.
The charges for the use of the lines shall be billed to the Dispatch Client
including 911 incoming emergency lines;
(c) As Dispatch Client does not operate under its own independent FCC
license, Dispatch Client will supply to HCEC a copy of the FCC license
used by Dispatch Client;
(d) Record of Dispatch Client's adoption all current and future operating
procedures and policies that are being used by HCEC within 60 days of
Dispatch Client's receipt of said procedures and policies from HCEC; and
(e) A signed copy of HCEC's Standard Operating Procedures for emergency
medical dispatch within 60 days of Dispatch Client's receipt of said
procedures from HCEC.
3. Consideration for Services Provided by HCEC. The Dispatch Client shall pay to
HCEC the sum of $13,500 per month (based on approximately 9000 calls annually) prior
to services being rendered due and payable on the first day of each month. This fee is
based on Dispatch Client's call volume. After January 1, 2015, HCEC may change this
amount with 30 days notice to Dispatch Client.
4. Assignment. The interest, obligations and duties of the parties and the rights
under this Agreement may be transferred only with prior written consent of the parties
hereto. Any assignment or attempted assignment not in accordance with this provision
shall be void.
5. Term & Termination. This Agreement is for an initial term of one (1) year,
commencing as of January 1, 2013. The Agreement shall automatically renew for
additional one-year periods unless otherwise terminated as provided herein. In
addition, either party may terminate this Agreement without cause at any time by
giving the other party one hundred eighty (180) days' advance written notice of
termination and either party may terminate this Agreement for cause for a breach of
any term of this Agreement upon providing fifteen (15) days advance written notice to
the breaching party, setting forth the nature of the breach, if the party receiving such
notice does not cure the breach within the fifteen (15) day period. Dispatch Client shall
pay any amounts due to HCEC within thirty (30) days after termination of this
Agreement.
Dispatch Services Contract - HCESD5 2
6. Notices. All notices or requests provided for or permitted to be given pursuant to
this Agreement must be in writing and may be given or served by depositing the same
in the United States mail, addressed to the party to be notified, post-paid, and
registered, or certified with return receipt requested, or by delivering such notice in
person to such party. Notices given or served pursuant hereto shall be effective upon
receipt by the party to be notified. All notices shall be addressed to HCEC or the
Dispatch Client at the following respective address:
In the case of HCFC:
Harris County Emergency Corps
ATTN: Mark Smith
2800 Aldine Bender Rd.
Houston, Texas 77032
In the case of the Dispatch Client:
Pearland EMS
2703 Veterans Drive
Pearland, Texas 77584
13y giving HCEC and/or the Dispatch Client at least 10 days' written notice
thereof, HCEC and/or the Dispatch Client and their respective successors and assigns
shall have the right from time to time and at any time during the term of this
Agreement to change their respective addresses and each shall have the right to specify
as its address any other address within the United States of America.
7. Mediation of Disputes. The parties agree any and all disputes, controversies,
claims, causes of action or demands arising out of or relating to this Agreement or any
of its provisions, whether in contract, tort, or otherwise, at law or in equity, including
but not limited to any action for breach of contract, for damages or any other relief, first
shall be submitted to mediation prior to filing any claims with the appropriate legal
authority, either judicial or administrative. Mediation shall be conducted by a mutually
agreeable mediator. In the event the parties cannot agree on a mediator, the American
Arbitration Association shall choose a mediator for the dispute. The parties agree to
share the costs of mediation evenly.
8. Exclusive Terms. This written agreement contains the sole and entire agreement
between the parties, and supersedes any and all other agreements between them.. The
parties acknowledge and agree that neither of them has made any representation with
respect to the subject matter of this agreement or any representations inducing the
Dispatch Services Contract - HCESD5
3
execution and delivery hereof except such representations as are specifically set forth
herein, and each party acknowledges that he or it has relied on his or its own judgment
in entering into the agreement. The parties further acknowledge that any statements or
representations that may have heretofore been made by either of them to the other are
void and of no effect and that neither of them has relied thereon in connection with his
or its dealings with the other.
9. Contract Governed by Texas Law. This agreement and performance hereunder
shall be construed in accordance with the laws of the State of Texas.
10. Contract Binding. This agreement shall be binding on and inure to the benefit of
the respective parties and their respective heirs, legal representatives, successors, and
assigns.
11. Entire Agreement. This Agreement contains the entire Agreement between HCEC
and the Dispatch Client relative to the operation of the communication center. No
waiver or modification of this agreement or of any covenant, condition, or limitation
herein contained shall be valid unless in writing and duly executed by the party to be
charged therewith. Furthermore, no evidence of any waiver or modification shall be
offered or received in evidence in any proceeding, arbitration, or litigation between the
parties arising out of or affecting this agreement, or the rights or obligations of any
party hereunder, unless such waiver or modification is in writing, duly executed as
aforesaid. The provisions of this paragraph may not be waived except as herein set
forth.
12. Severability. If any provision of the Agreement or the application thereof to any
person or circumstance shall be invalid or unenforceable to any extent, the remainder of
this Agreement and the application of such provisions to other persons or
circumstances shall not be affected thereby and shall be enforced to the greatest extent
permitted by law.
13. Independent Contractor. Each party is an independent contractor and nothing in
this Agreement shall be construed as creating an employment relationship, agency,
partnership, or joint venture between the parties. Each party shall control and direct the
methods by which it performs its responsibilities hereunder. Except as provided herein,
neither party is authorized to act on behalf of the other in any other matter whatsoever.
14. Force Majeure. Either party shall be excused for failures and delays in
performance of its respective obligations under this Agreement due to any cause
beyond its control and without fault, including without limitation, any act of God, war,
riot or insurrection, law or regulation, strike, flood, fire, terrorism, explosion or inability
due to any of the aforementioned causes to obtain labor, materials, roadways or
facilities. In addition to the above, Provider shall be excused for failures and delays in
Dispatch Services Contract - HCESD3
4
performance of its obligations under this Agreement due to adverse weather conditions,
natural physical barriers, such as mountains, hills or washes, traffic conditions, natural
disasters and/or other limitations of access to the person requiring Services. Such
conditions may impede or effect or block Provider's efforts to provide Services and/or
ability to utilize some or all of its Services' equipment. Nevertheless, each party shall
use its best efforts to avoid or remove such causes and to continue performance
whenever such causes are removed, and shall notify the other party of the problem.
AGREED and entered into this 16th day of January, 2013:
Harris County Emergency Corps
By: Jemy Hyde
President/EMS Director
Dispatch Services Contract - HCESD5
City of Pearland
By: Bill Eisen
City Manager
5
EXHIBIT A
HCEC shall provide Dispatch Client with the following reports:
Weekly Reports
Monthly Reports
Annual Reports
These reports shall be provided at no additional charge to Dispatch Client. If Dispatch
Client requests additional reports, HCEC may charge additional fees for such reports.
Dispatch Services Contract - HCESD5
6
Response to RFP #1 1013.414 - City of Penrlund, "Texas November 8, 2012
Procedures
1. Describe the process of handling calls from time of 911 call to dispatch of Fine/LMS units.
When a 911 call is taken the call taker answers the phone, "Fire and ambulance." The call taker then
asks the address of the emergency and the caller's phone number. This information is verified with the
ANI/ALI information. The call taker then asks the caller's name and says, "Okay, tell me exactly what
happened." After the call taker enters the EMD/EFD determinate code, the call then goes into pending
to be pre -alert dispatched by the dispatcher. At this point, two things are happening simultaneously.
The dispatcher then uses the Recommend feature of the CAD to add unit(s) to the the pre-detennined
run card call based on closest unit to the call for tate call type in reference. The dispatcher sends the
station alert for the units recommended and voice dispatches the units. The call taker is still on the
line gathering information from the caller using the EMD/EFD protocols asking pre-set interrogation
questions. Once the infomtation through interrogation is gathered, the final determinate is sent
automatically to the dispatcher and the call is reconfigured based on that determinate to sec if any
additional resources are needed. tf any additional units are needed, they arc placed on the call from the
run card and dispatched.
2. Describe the process of transitioning from current dispatch center to new dispatch center.
HCEC will require approximately 45 days before the transition date for CAD configuration to input
the City of Pearland Fire/EMS units, stations, personnel, and run cards. GTIC91I requests 30 days for
switching the Emergency Service Numbers (ESN), During this time a meeting will be required with
the City of Pearland Fire/EMS Administration to discuss the CAD configuration and training for field
responders and Pearland dispatch on MDT, browser, and radio procedures.
3. Describe communication and coordination with Pearland Comrmntications Center when handling
incident that needs law enforcement response as well as Fire/EMS.
HCEC dispatchers will call the City of Pearland dispatch center via an emergency landline or utilize the
GHC911 system if law enforcement is needed for call. These calls for assistance arc made as soon as the
need is determined. If units are needed to stage for scene safety issues, HCEC Communications checks
the status of calls with law enforcement for updates and relays the information to the Fire/EMS units.
4. Describe backup procedures in the event of communications and or system failure.
Power Failure - HCEC Communications systems are backed up by an Eaton battery backup capable
of powering the communications center for a minimum of 30 minutes. Within one minute, a backup
Harris County Emergency Corps - Tab B, Page 1
Response to RFP ti 1013-04 - City of Pearland, Texas November 8, 2012
natural gas generator will start to power up the center. In the event of a failure, there are two redundant
generators at the facility.
Greater Harris County 911 onsite failure - Calls are routed to our 10 digit lines for call taking.
Total Systems Failure (Fire, etc) - Calls arc transferred to Cypress Creek EMS and our dispatchers
respond there to assist in call taking. Our CAD system is backed up offsite and is setup to be accessed
from a remote location.
5. Describe the ability to accommodate the current call volume of Pearland Fire/EMS and capability of
handling future growth.
HCEC Communications recently created three more fulltime call taker/dispatcher positions in
anticipation of future growth. The current Communications Center, based on active call volume, needs
four full-time manned consoles, with a fifth manned console during peak hours determined through
evaluation of monthly reporting. The center has eight fully functioning consoles for immediate use
whenever additional communications resources are needed. Located next to the main communications
center is an additional 1,500 square foot arca with raised flooring, backup power receptacles, and public
safety network access. This area can be configured for public safety communications very quickly
if the additional space is needed, without the loss of any functionality found in the current primary
communications center. Current and anticipated future call volumes (up to an additional 50,000 annual
calls) can be managed with the infrastructure and resources we currently have in place. Some of HCEC
administrative staff, field medics, and EMS supervisors are EMD/EFD certified and are available if
needed at high call volume times.
6. Describe how you will meet each of the requirements outlined in the scope of work.
1. The Contractor will be responsible for providing dispatching services for the City's Fire
and Emergency Medical Services (EMS) Departments.
Harris County Etnergency Corps (HCEC) currently provides dispatching services for 14 agencies
as a secondary PSAP.
2. The Contractor shall utilize National Acadctnies of Emergency Dispatch certified EFD
and EMD dispatchers.
HCEC currently utilizes the National Academies of Emergency Dispatch EMD and EFD
protocols with certified EMD and EFD certified dispatchers.
Harris County Emergency Corps - Tab B, Page 2
Response to RF1' f? 1013-01- City of Peurland, Texas November 8, 2012
3. Contractor must have ability to accept 9-1-1 calls as a secondary PSAP.
HCEC receives incoming 911 calls via GHC911 (Greater Harris County 911) Vesta systems and
10 digit emergency lines.
4. Contractor must have interoperability with Greater Harris County 911 and H -GAC 911
and be interoperable with other agencies within those systems.
HCEC utilizes GHC911 systems to receive and transfer 911 calls to other agencies in Harris
County and surrounding counties.
5. Contractor must have the ability to receive ANI and ALI (number and location)
information from callers and Phase 2 wireless cellular callers.
HCEC receives ANI/ALI information through the VESTA system from 911 calls and Phase 2
wireless callers.
6. Contractor must be able to receive ANI and ALI information when a 911 call is
transferred to them.
HCEC receives ANI/ALI information on 911 calls transferred inbound.
7. The Contractor will facilitate the provision of required Mobile Data software.
HCEC will obtain licensing for Mobile Data software and will install or assist the City of
Pearland in the installation. Any software licensing fees incurred will be passed on to the City of
Pearland.
8. The Contractor shall use the City of Pearland GIS mapping system for emergency
incident locations. The Contractor shalt accept updated COP GIS maps as they arc
available.
HCEC uses GIS data containing map data which includes the following counties -Harris,
Fort Bend, Brazoria, Montgomery, and Liberty. Active incidents are viewed on the data set
showing the location. Harris County Emergency Corps uses updates from County and Municipal
jurisdictions, as well as Fire and EMS departments to keep map data updated.
9. The Contractor CAD software must provide real-time mapping showing the locations
of all units at all times with locations automatically updated at approximately 4 second
Harris County Emergency Corps . Tab B, Page 3
Response to RFP # 1013-04 - City of Pearland, Texas November S, 21112
intervals, even when not dispatched to an incident.
HCEC CAD shows units updated every 3 seconds. Units are tracked at all times regardless of
incident status.
10. The Contractor CAD software must be able to record unit locations by time and map
location plus speed, direction and latitude/longitude of individual vehicles at approximately
4 second intervals. This data must be available to the Fire & EMS Chiefs and/or their
designees for incident response review.
HCEC CAD software records units by speed, location, direction, and latitude/longitude. This is
available to the dispatcher at the workstation and on the Mobile Data Terminal.
11. The Contractor will install the CAD and Incident Mapping Software on COP owned
laptop or mobile computers in Fire & EMS vehicles. This software must also be available to
dispatchers in the Pearland PSAP.
HCEC will facilitate the install of MDT software on COP computer in the units as well as a
install at COP PSAP showing incident information.
12. The Contractor must be responsible for installing, maintaining and updating the CAD
and Incident Mapping Software in all current and future vehicles and must provide a
response time of 2 hours for repairs during normal business hours and 3 hours for repairs
at other times.
HCEC Communications employs in-house GIS personnel allowing for immediate and on-going
mapping updates, corrections, and improvements. We have an online portal for our clients to
submit requests, and/or discovered mapping issues, that automatically notify the GIS personnel,
who then take the information and update the dataset, in most cases, the same day, depending on
the time the request is submitted.
13. The Contractor must provide software for the Fire Chief & EMS Chief that provides
the ability to prepare administrative reports and similar.
HCEC prepares custom reports for clients that arc available daily, weekly, or monthly at the
client's request. Clients may also prepare reports through our browser based system and the
MDT.
14. The Contractor must be able to seamlessly provide data for FireHouse Software for the
Harris County Emergency Corps - Tib R, P, ge 4
Response to RFP # 1013-04 - City of Pearland. Texas November S, 2012
preparation of emergency incident reports (T'XFIRS).
We currently have the Firehouse/CAD interface. Our IT Department will configure the interface
to send the information at specified intervals needed by the Pcarland Fire & EMS Department.
15. The Contractor must be able to integrate with lmageTrend ePCR software.
HCEC CAD has the ability to interface with Image Trend ePCR.
16. The Contractor must be able to dispatch emergency incidents using any and/or all of
the following: COP UHF Repeater System COP ComTech Communications Fire Station
Alerting System, Cellular telephone text, Cellular telephone voice. The Contractor must
able to dispatch emergency' incidents using the COP UHF Repeater system simultaneously
with the ComTech Communications Fire Station Alerting System.
HCEC has full capabilities to access and use the City of Pcarland UI -IF repeater system
for the dispatch of emergency incidents. Additionally, HCEC has verified with ComTech
Communications Fire Station Alerting System that we have full compatibility with their
hardware and software. Our CAD system, TriTech VisiCAD, has multiple information
transmission capabilities including interfacing with station alerting equipment for both voice
and data transmission, all phone carriers for SMS data transmission, SMTP protocols for email
notifications, as well as other popular protocols for paging including SNPP, WCTP, and IP based
"rip and run" protocols for station side printers. Any of the above mentioned protocols and/or
services can be used independently or all of them used simultaneously as required by the end
user.
17. The Contractor will charge a per -call fee for dispatch services. Any separate fees for
start-up costs or necessary software will he detailed separately.
See fee schedule.
18. The Contractor must have the capability to page on the City's UHF frequencies using
the existing paging alert tone schematics as well as have the ability to add additional paging
alert tones in the future.
HCEC Communications utilizes the Telex Nexus IP Radio Dispatch Console System. This
system has no maximum limit for encoding. and has several paging protocols available including
2 tone sequential, 5 tone, Knox, and DTMF, as well as other data protocols including MDC -
Harris County emergency Corps - Tab 8, Page 5
Response to RFP tt 1013-04 - City of Pearland. Texas November 8, 2012
1200, Flcetsync, Nexedge, and Mototrbo. We currently have the capability to match Pearland
Fire Department's encoding format, as well as future additions needed for continued operations
and expanded operations.
19. The Contractor must have the capability to dispatch and communicate on both the
Harris County 800 MHz system and the City of Houston 700 MHz system.
HCEC Communications is a current user of the Harris County Regional Radio System, with both
analog, and digital control stations in daily public safety use. We have the infrastructure in place
to also use the City of Houston 700 MHz system including control station antennas, transmission
cables, and radio system expansion room to accommodate the use of additional control station
radios.
In addition, HCEC Communications also has one of only three non Harris County Information
Technologies, Radio Services employed programmers in-house, cutting down on wait time to
add or modify programming on field radios when needed,
20. The Contractor must have 24/7 operations.
Our Communications Center operates 24/7.
21. The Contractor must be able to demonstrate full compliance with NFPA 1221 Standard
for the Installation, Maintenance, and Use of Emergency Services Communications
Systems, 2013 edition.
HCEC Communications has confirmed full compatibility with the ComTech Communications
Fire Station Alerting System. The fully functioning system meets all applicable standards for
alarm circuit monitoring. Our use ofTYiTech CAD system makes all time based standards
achievable on percentages higher than the NFPA minimum standards. Daily, weekly, and/or
monthly reporting on these benchmarks will be made available to Pearland Fire Department at
whatever frequency requested.
HCEC Communications utilizes backup and redundant systems for all critical communication
areas of the operation, and meets, and/or exceeds NFPA and ISO standards in all areas, from
testing, maintenance, grounding, and administrative alerting for failures. All maintenance
functions carried by our in-house maintenance department are logged and are available for
review whenever needed.
Harris County Emergency Corps - Tab 13, Page 6
Response to RFP# 1013-04 - City of Pearland, Texas November 8, 2012
22. The Contractor must be able to demonstrate full compliance with applicable sections
of NFPA 1710 Standard for the Organization and Deployment of Fire Supprc cion
Operations, Emergency Medical Operations, and Special Operations to the Public by
Career Fire Departments, 2010 Edition. In particular, the performance objectives for
Alarm Answering Time, Alarm Handling Time, Alarm Processing Time and Alarm
Transfer Time.
See Response to Item 21.
23. The Contractor must be able to demonstrate compliance with the requirements of the
Insurance Services Office Rating Schedule for Communications with no loss of points.
Sec Response to Item 21.
24. The Contractor must provide monthly or quarterly, and annually, or have available on-
line reports that demonstrate compliance with the above mentioned standards.
HCEC will provide reports as requested by COP or representative.
25. The Contractor must be able to demonstrate current emergency incident
communications loads and the capacity to add the City of Pearland, and its future growth,
without slowing or being unable to meet the standards mentioned above.
The Communications center was designed in 2009 with additional expansion room available,
if needed. The current Communications Center, based on active call volume, needs 4 full-time
manned consoles, with a 5 manned console during peak hours determined through evaluation
of monthly reporting. The center has 8 fully functioning consoles for immediate use whenever
additional communications resources arc needed. Located next to the main communications
center is an additional 1,500 square fool area already fitted with raised flooring, backup
power receptacles, and public safety network access. This area can be configured for public
safety communications very quickly if the additional space is needed, without the loss of any
functionality found in the current primary communications center.
Current and anticipated future call volumes (up to an additional 50,000 annual calls) can be
managed with the infrastructure and resources we currently have in place. Some of HCFC
administrative staff, field medics, and EMS supervisors are EMD/EFD certified and are available
if needed at high call volume times.
Harris County Emergency Corps - Tab B, Page 7
Response to RFP # 1013-0.1- City of Pearland, Texas November 8, 2012
26. The Contractor must allow the Fire Department and EMS Departments to retain their
current single unit resources nomenclature and numbering systems. (For example, Engine
1, Ladder 1, Medic 5, etc.)
Our CAD system is a hierarchy and map based CAD system. It allows all clients to work
completely independently, without reliance of any other agency setup or CAD configuration. In
short, our CAD system will allow Pearland Fire Department to use any apparatus, emergency
vehicle, and/or emergency personnel numbering system, and also utilize any response
configuration, including unique response packages for each EMD, or EFD determinate nature.
In addition, Pearland would have access to the use of alternative responses in the event a unit
is unavailable for a normal response (ie. a Chief Officer, secondary apparatus, or an automatic
mutual aid response). These options may or tnay not be used or configured at the request of the
City of Pearland Fire & EMS Department and be added, modified, or removed at any time.
27. The Contractor must be able to transfer Pearland operations to the Pearland PSAP in
case of Communications Center or system failures.
Greater Harris County 9-1-1 will setup an automatic and tnanually activated fail -over phone
routing configuration in the 9-1-1 trunked system. This systems will either automatically re-route
callers to Pearland PSAP or can be manually transferred at any time by HCEC.
28. The Contractor must have an on -duty supervisor at all times.
HCEC Communications has a Communications Supervisor on shift at all times (24/7).
29. The Contractor shall automatically record all radio traffic on dedicated City
frequencies and be able to immediately play back any radio traffic for review.
CICEC records all radio traffic on all radio frequencies, inbound and outbound. The recordings
are available for immediate playback.
30. The Contractor shall automatically record alt emergency calls and be able to
immediately play back any emergency call to review the conversation.
l-10EC records all emergency and nonemergency calls, inbound and outbound. "l he recordings
arc available for immediate playback.
31. The Contractor shall have the ability to monitor for integrity of the primary dispatch
circuit. The monitoring shall automatically detect for faults and failures in the system and
Harrir. County Emergency Corps - Tab 8, Page 8
Response to RFP # 1013-04 - City of Pearland, Texas November 8, 2912
send visual and audible indications to Communication Center personnel.
Monitoring of dispatch circuits will be managed through the ComTech Communications Station
Alerting System. The required equipment will be installed at Pearland Fire Department, HCEC
Communications, and redundantly installed at Pcarland PSAP. All aspects of the NFPA 1221
standards on monitoring dispatch circuits will be met or exceeded with this system.
32. The Contractor shall have two (2) sources of power. The secondary power source shall
be inspected weekly and exercised under Toad monthly.
Our main power source is the public electrical supply. If needed, our secondary power supply
is generated through the use of a 150 KW generator, powered with natural gas, and monitored
through the manufacturer supplied monitoring system. This generator has 2 additional, identical
generators which can be used in the case of failure on the primary unit. The secondary units
are subjected to the same preventative maintenance, inspection, and testing procedures as the
primary unit.
The three units are inspected each Monday morning by our Maintenance Division and are run
under load on the 1st of each month. Full preventative maintenance is performed by a 3rd pally
vendor, specializing in venerator maintenance, twice annually.
33. inspections and load tests shall be recorded and maintained at the Communications
Center for 5 years.
All records of inspections, Toad testing and preventive maintenance are logged, and retained with
the Maintenance Division. These records are available for five years.
34. The Contractor shall be capable of dispatching the closest resource to an emergency
through a Dynamic Vehicle Locator (DVL) type system.
Our TriTech VisiCAD system uses response recommendations based on closest unit(s) to the
scene, with response time calculated by known variables, such as posted road speed, road
construction, and most logical route. The CAD system determines the recommendation based
on the data gathered by each unit using the Dynamic, or Automatic Vehicle Locator system. If
DVL isn't available on one or more units, CAD will use the last know location of the unit. This
function is only applicable for agencies not using DVL, or if a unit experiences a failure ate
DVL unit.
35. The Contractor shall be capable of transmitting, electronically. alarm notification to
Harris County Emergency Corps - Tab B, Page 9
Response 10 RFP # 1013-04 - City of Pearland, Texas November 8, 2012
appropriate Fire & EMS stations via station alerting systems. The selected contractor must
be able to interface with ConiTech Station Alerting Systems.
HCEC Communications has contacted ComTech Communications and has verified our
system's compatibility between and equipment installed with the City of Pearland Fire & EMS
Department. No functionality Toss will occur after the transition to HCEC Communications.
36. The Contractor shall be able to notify both on duty and off duty personnel via cell
phone and text messaging.
In addition to available notification functions with the station alerting system, our CAD system
has many paging, email, and other information transmissions protocols available for notifying on
and/or off duty personnel, including SMS, SMTP, SNPP, WTCP, and rip and run printers.
37. The Incident Command System will be utilized for all incidents.
All communications personnel arc trained and knowledgeable about the Incident Command
System, and are required to pass all applicable NIMS courses.
38. The Contractor must able to set up "run cards" using boxes and/or grids provided by
the City. Units must able to be dispatched based on those run cards using a variety of unit
types and quantities based upon the type of the incident.
Response areas are drawn out using ESRt software by our GIS personnel according to
specifications submitted by Pearland Fire Department. Response packages are tied to the
individual EMD, or EFD natures, and can be completely customized by Pearland Fire
Department without restrictions or dependence on any configurations already in CAD.
39. The Contractor must provide on-site training, and/or "train the trainer" type training,
for Pentland Fire & EMS personnel in the use of MT)T softwnre. proper radia procedures,
and the ability of command staff to run and view reports.
HCEC shall provide training for COP Fire and EMS personnel regarding the MDT software,
radio procedures, and CAD browser for reports and incident information. This training shall
be available at a City of Pearland site or at Harris County Emergency Corps Administration
building.
Harris County Emergency Corps - Tab B, Page 10