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Item C15 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: September 15,2004 Division: Public Safety Bulk Item: Yes L No Department: Emergency Communications AGENDA ITEM WORDING: Approval for the County Administrator to execute a grant application for the 2004 Homeland Security Grant from Dialogic Communication Corporation (DCC) for an emergency notification system. ITEM BACKGROUND: The 2004 Homeland Seeurity Grant recipients will receive the company's new GIS notification system, GeoCast Web, which enables rapid, accurate and secure map-driven notification. The grant will give selected participants 24 months of access to DCC's new GeoCast Web service, a complete community notification system that allows first-responders to target notifications to selected geographic areas via the internet. PREVIOUS RELEVANT BOCC ACTION: None CONTRACT/AGREEMENT CHANGES: None STAFF RECOMMENDATIONS: Approval TOTAL COST: $0.00 BUDGETED: Yes No COST TO COUNTY: SOURCE OF FUNDS: REVENUE PRODUCING: Yes No ~ AMOUNT PER MONTH Year APPROVED BY: County Atty _ OMBlPurchasing _ Risk Management _ DEPARTMENT DIRECTOR APPROVAL: //~~ / / /'l /~~;,. " //.. //. ,/....//-/ .,. / ~;. . /." /' -7'-~..;;::::-~..;-:., /":. // / ~.,______-<=...==~_ //' J am(s R. "Reggie" Paros // /~ ,/ ~--- 7/ ,r' X ' / .#",.r .i >/ DIVISION DIRECTOR APPROVAL: DOCUMENTATION: Included x To Follow_ Not Required_ DISPOSITION: AGENDA ITEM # CIS INTEROFFICE MEMO Date: 8/19/04 To: Jim Roberts, County Administrator From: Margy McMennamy, Sf. Grants Acquisition Administrator Re: Dialogic Communications Corporation Homeland Security Grant Reggie requested that Maggie Cordova be in charge of seeing that the attached grant application was submitted. I have been working on it with her and it is now ready for your signature. THE AWARD: The 2004 Homeland Security Grant recipients will receive the company's new GIS notification system, GeoCast Web, which enables rapid, accurate and secure map-driven notification. Utilizing ESRI's ArcIMS technology, GeoCast on the Web provides geographic selection of targeted notification areas via the intemet, which enables you to inform and alert citizens within a geographical area based on digitized maps. The following items will be provided to each of the awardees: . Communicator!NXT first-responder web-based system allowing sophisticated automation of call-trees and team building for a period of 24 months . GIS web mapping interface, allowing easily activated call-outs to local communities through simple point-and-click for a period of 24 months . Community telephone data from commercial sources . Integration of awardee-supplied locally produced digital maps. DCC can provide commercial-source maps (subject to availability) iflocally produced maps are not available. . Software link to DCe's state-of-the-art Hosting Center. Grant recipients may use existing PCs. I . Allocation of up to 100,000 telephone calls within a 12-month period. (Grant recipients will not be required to provide dedicated telephone lines.) DCC will cover expenses, including toll charges, of up to 100,000 ealls. Any calls in excess of this amount will be charged at a rate of 15 cents per call. At the end of the 24-month period, the service can be extended for a nominal charge, or an on-site system can be obtained at a discounted price. . Web-based or computer based training guides . 24/7 Customer Support for a two-year period MA TCH: None. However, after the 2-year trial, Monroe County would be asked to purchase the notification system from DCe. I asked Maggie to check out the projected cost per year. DCC reports it to be approximately $18,000 per year, based on number of calls made. It is my understanding that this new system would take the place of the one being used now that falls under the Public Safety Division's budget. DEADLINE FOR SUBMISSION: Friday, August 20, 2004 o!!~ ~;!~~E (305) 294-4641 (~""'--- BOARD OF COUNTY COMMISSIONERS Mayor Murray E. Nelson, District 5 Mayor Pro Tern David P. Rice, District 4 Dixie M. Spehar, District 1 George Neugent, District 2 Charles "Sonny" McCoy, District 3 August 18, 2004 Monroe County Board of County Commissioners Office of the County Administrator The Historic Gato Cigar Factory 1100 Simonton Street, Suite 205 Key West, Florida 33040 (305) 292-4441 - Phone (305) 292-4544 - Fax Dialogic Communications Corporation 730 Cool Springs Blvd., Suite 300 Franklin, Tennessee 37067 Dear Sirs: Thank you for allowing the Monroe County Public Safety Division, additional time to apply for the 2004 Dialogic Communications Corporation Homeland Security Grant. Hurricane Charley and other weather-related events are the exact reason why Monroe County is in need of a dependable emergency notification system. Monroe County Government has long been concerned about the welfare and safety of citizens as well as that of the many tourists visiting each day. We are confident your cutting-edge notification capabilities will help us greatly in handling emergency or routine communications throughout our county. We appreciate the opportunity to participate in the "Homeland Security Grant Program." If you have any questions regarding our application, please call Maggie Cordova, 9-1-1 Database Coordinator, (305) 743-7570. Sincerely, James L. Roberts County Administrator DCC Office Use Only Applicant # DIALOGIC COMMUNICATION CORPORATION'S 2004 HOMELAND SECURITY GRANT PROGRAM GRANT COVER SHEET First Responder Agency Name: Monroe County Public Safety City or County: Monroe County Contact Name: Maggie Cordova Address: 10600 Aviation Blvd. Marathon., FL 33050 E-mailIIntemet Address: cordova-maggie@monroecounty-fl.gov Telephone: (305) 743-7570 Authorized Official: James L. Roberts. County Administrator (Chief Executive Officer) Official Signature: ~~ c:?-J1 - ~7 (Date) Momoe County Public Safety Division Dialogic Communications Corporation Homeland Security Grant 1) AGENCY OVERVIEW AND PROBLEM STATEMENT Agency Overview: Momoe County is unusual in geography as well as in population. Unlike most counties, there is no single county seat easily accessible to all-instead, there are three; every service, every county function, must be accomplished in triplicate. Even with three hospital sites, there is a 45 mile ambulance run between them. The Momoe County Public Safety Division (the applicant), oversees the operations of departments responsible for assuring the planning, preparedness and coordination of response to events that threaten the health and safety of life and property during natural and man-made emergencies in Momoe County. In addition, departments within the Public Safety Division are committed to providing services that ensure protection of life and property for the residents and visitors to Monroe County. Geographical and Census Data: The Florida Keys proper are an elongated chain of low-lying islands over 120 miles in length. They extend from the southeastern tip of the Florida peninsula to the Dry T ortugas and lie between the Gulf of Mexico and the Atlantic Ocean. The highest point in the Keys, only 18 feet above sea level, lies on Windley Key. No point in the Keys is more than four-miles from water. The population of the county grew from 5,657 in 1870 to 79,589 at the 2000 Census. Currently, about 30% of the residents live in the city of Key West. The 2000 per capita income was $26,102. In contrast, Monroe County has the highest cost of living of any county in the state of Florida. The millions of tourists that visit the county each year provide the major source of employment for local residents. Retail services, commercial fishing and government employment are the other industries. In 2000, the labor force was 43,838. The unemployment rate in 2000 was 2.0%. The median housing cost for Momoe County 2000 is $241,200 with the average household size at 2.23. Problem Statement: If awarded the Homeland Security Grant, the GeoCast Web will be focused on one critical problem existing in Monroe County. . . W eather- Related Emergency Notification. . Each year Monroe County is impacted by many devastating emergency and disaster events. These hurricanes and other emergencies require immediate alerting of citizens and visitors. . In addition, the Florida Keys are in a unique situation with only one, two-lane highway to evacuate to the mainland. While difficult to forecast the number of lives saved, an effective emergency notification system will prevent the loss of Monroe County's most precious resources-- its people. Monroe County Public Safety Division 2) APPROACH AND INNOVATION Applying GeoCast Web and Communicator!NXT in Monroe County: When Monroe County experiences a severe weather event, DCe's Communicator!NXT notification system and GeoCast Web will be a valuable tool in warning residents throughout the county. With the emergency notification phone service, warning messages will be broadcast to thousands of households in our community warning of catastrophic disasters including severe weather and storms. Pre-recorded warning messages will be played, giving households and businesses information regarding the severe weather location and whether a community evacuation is planned or necessary. Warnings to specific neighborhoods or communities in the event of a severe weather storm provide priority delivery of these messages to those nearest the severe weather disturbance Travel and activity restrictions will also be broadcast using this service. Severe weather warning messages sent to households and businesses in this fashion can be simple warnings with specific or general instructions. If feedback from the community is needed, an interactive response can be programmed into the message allowing the person to either acknowledge the call or to contact someone. Messages can vary based upon proximity to the event, with different degrees of broadcast warning and instructions. Unique Approach: Monroe County Public Safety exists for the purpose of providing for the welfare of Monroe County residents and guests. In addition, it assumes the responsibility for developing an effective response to a hurricane emergency and acts as the agent through which the response will be coordinated and implemented. Effective public awareness of the notification system and other weather related education programs will help provide the citizens of Monroe County with vital information to take appropriate advanced actions at the onset of a hurricane. A hurricane will affect every facet of life in Monroe County, and all actions taken in response to hurricane emergency preparedness will be based on the following priorities: a. preservation of life and health; b. preservation of property and assets; c. preservation of economic well-being of the community; d. preservation of the environment. ;, The uniqueness of Monroe County's geographicallavout will undoubtedly present a challenge and make this proiect an unprecedented use of DCe's system. It is envisioned that the GeoCast Web and Communicator!NXTwill take the place ofthe antiquated Emergency Information "system" presently used only for the Monroe County Emergency Information Hotline. The system provided from this grant will GREATLY expand current emergency notification capabilities. Specific details of set-up and use are unavailable at this time due to the absence of Emergency Management personnel who will be responsible for implementation of the system. These personnel are out-of-town assisting with Hurricane Charley relief efforts. If you would like, these details will be forwarded to you upon their return. Expected Measurable Accomplishments: In response to a hurricane emergency, Monroe County will strive to achieve the following: a. Evacuation and shelter of the vulnerable population and non-residents who do not leave the county in a category 1 or 2 storms b. Preservation of public property and vital records Monroe County Public Safety Division c. Minimize the loss of private property d. Preservation of life and health 3) INFRASTRUCTURE: Agency's Ability and Commitment Implementation: Monroe County will provide internet connectivity on existing PC(s) that will be used to activate notifications. Participants will attend training sessions to become familiar with the system. Current Infrastructure and History: At the present time Monroe County uses the State of Florida Emergency Alert System (BAS). The EAS brings in technology that was uncommon in the 60's -satellite communications, cable television, paging systems, and cellular telephones. The EAS is used primarily to announce or transmit an emergency alerts to potentially impacted population throughout Monroe County. In addition to the EAS, Monroe County uses US Netcom's PhoneMaster 2000. Phonemaster 2000 is a PC-based Voice Messaging System. It is designed to help ensure the timely delivery of important messages to the residents of Monroe County. The PhoneMaster 2000 is used primarily as the Monroe County Information Hotline. The hotline is monitored and programmed by the Emergency Communications Department. Recordings regarding severe weather, evacuations, and re-entry are placed here. The PhoneMaster 2000 was purchased by Monroe County in 1998 and has been in use since then. Commitment and Enthusiasm: Monroe County Government is very committed to issues related to a hurricane emergency throughout the community. We realize the importance of utilizing a notification system that uses the latest technology available and one that is dependable for the purpose of augmenting the community's capacity to respond. Monroe County sees the successful implementation of GeoCast Web and Communicator!NXT as absolutely vital to minimize the potential loss of life which is present when Monroe County is threatened by a tropical system. 4) PARTNERSHIPS Relationships: The Public Safety Division has an established and solid relationship with the constituency in Monroe County. Partnerships with public and private organizations include, but are not limited to: the City of Key West, the City of Marathon, the Village of Islamorada, schools, non-profit organizations, homeless shelters, the Tourist Development Council, Homeowners Associations, mobile home parks, and community groups e.g. senior centers. These groups depend on the Public Safety Division for timely and accurate information. Implementation and Partner Benefits: A number of informative sessions will be provided to the citizens, community/civic groups and businesses in Monroe County. These sessions will discuss how the GeoCast Web and Communicator!NXTwill be used, and the benefits it will provide to Monroe County. Informational sessions will be held in at least (3) locations, including: the upper, middle and lower Keys. 5) NEED Practical: The Florida Keys are an ideal location for DCC to install, exhibit, and market its equipment and services. Our existing system was purchased in 1998 and is need of replacement. Monroe County Public Safety Division Financial: The high cost ofliving combined with annual budget cuts has impacted Monroe County, making it impossible for Monroe County to purchase and implement this critically needed new system. Unique issues that set Monroe County apart from everyone else in terms of need?: The geographical challenges of Monroe County associated with its 120+ mile linear geography and the potential for isolation from the Florida Peninsula coupled with the popularity of the Florida Keys as a tourist destination creates a great need for the implementation of dependable emergency notification technology. TERMS AND CONDIDITIONS OF DCC's 2004 HOMELAND SECURITY GRANT PROGRAM The 2004 Homeland Security Grant recipient will be announced and notified on September 30, 2004. Training must take place within 60 days. Grant recipient must provide Internet connectivity on existing PC(s) that will be used to activate notifications. Support is included for two year after award has been accepted. The grant recipient will complete quarterly reports as outlined by Dee for a period of one year, and will act as a reference for the Dee product for a period of two years. Dee will reserve the right to use the recipient's name and quotes regarding technology usage in promotional materials and press releases. This is to certify that I have read, understand and agree to abide by all the conditions set forth in the Terms and Con<li1i~"," ahem' Progrnmt --/~ \. ~ J>-....-.7 Official Signature Date Chief Executive Officer A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract with a public entity for construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 F.S. for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. (Category Two $10,000.00.) XXIX DEFINITION OF TERMS A. The terms "lease" "lease agreement" or "agreement" shall be inclusive of each other and shall also include any renewals, extensions or modification of this lease. B. The term "lessor" and "lessee" shall include the successors and assigns for the parties hereto. C. The singular shall include the plural and the plural shall include the singular whenever the context so requires or permits. xxx ADDITIONAL CONDITIONS No additional covenants or conditions form a part of this lease. IN WITNESS WHEREOF the parties hereto have hereunto executed this instrument for the purpose herein expressed the day and year above written. ORIGINAL SIGNATURES REQUIRED ON ALL COPIES Signed, Sealed and Delivered /7 ...~ !_he-presen~e..of.--- . / ... . .... '1 . - , ? //..- .', .,. / ,i' ..... . .~...' .,'-. /" /...... .'/ /" .'~.' .// ~.. ~(~Z(/ ~~., ..~ // //~tness I ./ LE~~R? /j /1/ By~4 ~)Br- Title: tParJ~ BOARD OF COUNTY COMMISSIONERS ~OE COUNTY, FLORIDA BY:~,e ~~ ~ f"'I"n: LEASE AGREEMENT DAMERON BUILDING Suite llA 99198 OVERSEAS HlGUWAY KEY LARGO, FL ., "EXHIBIT B" RULES AND REGULATIONS As identified in Section IX of the Lense Agreement the lessor will be fully responsible to comply with all rules and regulations as outlined below: 1. The sidewalks, entrances, passages, courts, vestibules, stairways, corridors, or halls shall not be obstructed or encumbered by any tenant or used for any purpose other than ingress and egress to and from the described premises. 2. No awnings or other projections including, without limitation to antennas, shall be attached to the outside walls of the building without the prior written consent of the lessor. No curtains, blinds, 5hades or screens shall be attached to or hung in, or used in connection with. any window or door of the demised premises, ~ithout prior written consent of the lessor. Such awnings, projections, curtains, blinds, shades, screens or other fixtures must be of quality, type, design and color, and attached in the manner approved by the lessor. No sign, advertisements, notices or other lettering shall be exhibited, inscribed, painted or affixed by any lessee on any part of the outside or inside of the demised premises or buildirig without prior written consent of the lessor. In the event of the violation of the foregoing by any lessee, lessor may remove same without any liability. and may charge the expense incurred by such removal to lIle lessee or lessees violating this rule. Interior signs and dOOTS and any directory tablet shaH be inscribed, painted or affIXed at the expense of the lessee, and shall be of a size, color and 5tyle acceptable to the lessor. All signs must confonn to the Code of Ethics and Statutes governing the lessor's profession and to the sign code of Monroe County. The lessor shall grant such consent to lessee consistent with any and all other tenants. 3. The sashes, sash doors. sky lights, windows and doors that reflect or admit light and air into the balls, passageways, or other public places in the building shall not be covered or obstructed by any lessee, nor shall bottles, parcels or other articles be placed on the window sills. 4. "lbe waters and wash closets and other plumbing fixtures shall not be used for any purpose other than those tor which they were constructed, and no sweepings, rubbish, rags or other substances sho.ll be thrown therein. All d;.unages resulting from any misuse of the tixturL"S shall be bome by the lessee who. or whose SCIV3Jlts, employl.:cs, visitors, or licensees shall have caused the same. .;.\1":.:,:'.; ...~ ~t'-h"~(' . ;""~'.' s u,,~!,-I~J. offtt.e (Qj~ui r1:Jr l1o"'c~ tOUH'Iy C-',(.. i-~n.s/P/f S~ "YII!.~ I" +I\J- Va 1J1 rD 111] It! g. J J'fy L &lY'?/) ~/O\ 11- \ \ - " T ~' I , r It - ~ I" I I ! off1t~ ) I R~r."F)~l i I . . ... \):) N "I' c>fF,,~ 2 t I 'Ii , o...~ ~. If) , ~ ... Vel ",I' I~ "r~ -;: '1.2.' T.,i~r~r J.()IJ1'~ ':' .3 k!tII/f 1~lff-'1t ;..$ ~DrfIf~.J..t oJ. loA p }, ~R"'" ~ 5' "te .,t C( fSIJ l~c.I&liI,*J. f~ ~iJ"'1.. DT +~ 3 d.f:I/Jr ~ , o wit r.~ S .~ ftJ,-e , l:l I ~ '