Grant Application 10/18/2023 GVS COURTq°
o: A Kevin Madok, CPA
-
�o ........ � Clerk of the Circuit Court& Comptroller Monroe County, Florida
�z cooN
DATE: October 26, 2023
TO: Julia Todd
911 Database Coordinator, MCSO
FROM: Liz Yongue, Deputy Clerk
SUBJECT: October 18, 2023 BOCC Meeting
The attached item has been executed and added to the record.
C18 Monroe County 911 Grant Application for Fall Grant Program 2023 with State of
Florida E911 Board.
Should you have any questions please feel free to contact me at(305) 292-3550.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
MONROE COUNTY SHERIFFS P I E
ICE . .. RAMSAY, SHERIFF
. ,E MONROE COUNTY
w�r
911 GRANT
APPLICATION FOR
FALL GRANT
PROGRAM 2023
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____ _________. — ___ ,..__..._____C�___..____.._,.n.�._ ��.�._ ._______k_�____________a___
MONROE COUNTY 911 GRANT APPLICATION
INDEX
1® MONROE COUNTY GRANT APPLICATION
2. EQUATURE PARTNERSHIP RENEWAL SCOPE OF WORK AND COST
BREAKDOWN LETTER OF INTEREST—Attachment 1
3, BUDGET REPORT-Attachment 2
4. REPLAY QUOTE—Attachment 3
ATT®EVENTIDE QUOTE- Attachment 4
5. FORM 6A ANNUAL REPORT Attachment 5
911 Grant Programs
Application and instructions for 911 Grant Programs, revised May 2023
Fora 3A, incorporated y reference in Fla.Ad in, Coda R. 60FFI-5.003 911 Grant Programs
1
1 � Purpose ............. .................... ............. ........................ — .................................... —'3
2. Eligibility ............................. ........................................... ........................... .................._3
3. Definitions....................................---- ....................................... 3
4. 911 Grant Programs Calendar.................. ............... ........ ...---...... ........................ 5
5. General Conditions.................... ............--........._ ...........— ................. —_----'8
8. Guidelines for 911Grant Expenses ................................... ....... ......... -- ................. �9
7. Approvaland Award ....................... ................................... ....................... ...... ...... ...iO
8. Financial and Administrative Requirements............--.................................. .......... —1O
9. Grant Reporting Procedures...............................................— ...... .................. ..............12
10. Change Requests........... ........ .................................— .............---—..... ....................13
Application....................... .................. ...... ............ ............................ ........ ... ...... ................15
Appendix U: Florida 911 Regional Map ... ....................------- ....... ----......—..........22
Addendum |: Funding Priorities................................. ............ ............................-- ......... --23
Application and instructions for 9i1Grant Programs, revised May 2023
1. Purpose
Each county, group of counties or region applying for E911 State Grant, to be further
known as 911 State Grant, to assist counties with the replacement or upgrade of 911
Systems; for counties to develop and maintain statewide 911 routing using Emergency
Services Internet Protocol (IP) networks (ESInet), Geographic Information Systems
(GIS) and services, and Management Information Systems (MIS); and develop and
maintain Next Generation 911 (NG91 1) systems and services.
The State 911 Grant Programs distributes funds collected pursuant to section
365.172-173, Florida Statutes.
2. Eligibility
Any county in the State of Florida is eligible to apply fort grant programs.
3. Definitions
3.1. Alternate Contract Source (ACS) — A competitively procured contract led by a
federal, state, or local government. The ACS contract is cost-effective, contains
language contemplating its use for cooperative purchasing, and the best interest
of the county to use for purchases, provided the county's purchase is not over
expansive in size and scope.
3.2. E911 System: The Public SafetyAnswering Point equipment, in accordance with
the State E911 Plan, including 911 call routing, processing, mapping, and call
answering communications equipment.
3.3. Enhanced 911 (E91 1): An enhanced 911 system or enhanced 911 service that
is an emergency telephone system ors is rovides a subscriber with 911
service and also directs 911 calls to appropriate public safety answering points
by selective routing based on the geographical location from which the call
originated, or as otherwise provided in the state plan under section 365.171,
Florida Statutes, and that provides for automatic number identification and
automatic location-identification features
3.4. GIS Maintenance: Ongoing GIS maintenance of a county's GIS data that
consists of road centerline, site/structure address points, primary PSAP
boundaries, MSAG and ALI maintenance services and address assignment
services.
3.5. Government Accounting Standards Board (GASB): The independent
organization that establishes and improves standards of accounting and financial
reporting for U.S. state and local governments.
3.6. Grantee: The county, group of counties, or region awarded a grant.
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla.Admin. Code R.6OFF1-5.003 911 Grant Programs
3
3.7. Hosted Services: Technology services using the vendor's servers for a fee.
3.8. Maintenance Contract: a business agreement between a contractor and
customer covering the maintenance of equipment over a specified period..
3.9. Memorandum of Understanding: A signed agreement between a group of
counties outlined in a formal ® . It signals the willingness of the parties to
move forward together. The MOU can be seen as the starting point, as it defines
the scope and purpose.
3.10. Next Generation 911 (NG911): The designation for an advanced 911
emergency communications system or service that provides a communications
service subscriber with 911 service. NG911 also directs 911 emergency requests
for assistance to appropriate public safety answering points based on the
geographical location from which the call/signal originated, or as otherwise
provided in the State E91 1 Plan and that provides for automatic number.
3.11. Next Generation 911 Core Services (NGCS): The base set of services needed
to process a 911 call/signal on an ESInet. Includes the Emergency Service
Routing Proxy (ESRP), Emergency Call Routing Function (ECRF), Location
Validation Function (LVF), Border Control Function (BCF), Bridge, Policy Store,
Logging services, and typical IP services such as Domain Name System (DNS)
and Dynamic Host Configuration Protocol (DHCP). The term NG911 Core
Services encompasses the services but does not include the network on which
they operate.
3.12. NG911 Equipment: Hardware equipment and peripherals needed to implement
and maintain NG91� services.
3.13. Public Safety Answering Point(PSAP): The public safety agency that receives
incoming 911 requests for assistance and dispatches appropriate public safety
agencies to respond to the requests in accordance with the State E91 1 I .
3.14. Region: Refers to counties grouped by the Florida 911 Regional Map.
3.15. Regional Next Generation 911 project: A project in support oft NG91 1
interoperability with at least two-thirds of the counties in a region with the
intention of achieving a NG911 statewide call routing capability in accordance
with Section 365.177, F.S.
3.16. Service contract: A written contract to perform, over a fixed period or for a specific
duration, duties relating to informal and technical services.
3.17. Warranty Contract: A written guarantee given to the purchaser of a new item by
the manufacturer or dealer, usually specifying that the manufacturer will make
any repairs or replace defective parts free of charge for a stated period.
Application and instructions for 911 Grant Programs, revised May 2023
W or 3A, incorporated by reference in Fla. in. Code R.60FFl-5.003 911 Grant Programs
4
4. 911 Grant Programs Calendar
The 1 Board willaccept applications tic in the Floridai i ti
Register.
Action
Eligible tit submits Submission date(s) a s
applicationpublished in theFlorida
Administrative Register
11oar
s evaluate Within two months of the
applications submission date
11 Board votes on Within three months oft e
applications o fund at regularly submission to
scheduled eein
11 Board sends notification
letter of awards approved or Within for months of the
den!ed for funding tote submission ate
counties
Performancei
County, group of counties or Two years from receipt of
regional implementation/ ar notification
installation perio -Two Year
Award
Regional NG911 Project— Five If at least 2/3 of the counties in
Year Award region participate, maximum
of five years
County grant conversion to a Up tothree years from the
regional roject ( ®yr rant) original grant expiration date
Initial database synchronization Two years from receipt o
(such as ALI, IVISAG, and award otiicatio
Centerline)
Approved only with Regional
Database maintenance (such Projects
as Aw I, MSAG, Centerline....)
Application and instructions for 911 Grant Programs, revised May
W Form , incorporated by reference in Fla.Admin. Code R. 6OFF1-5.00311 Grant Programs
5. General Conditions
Applications must be delivered to the following address:
State of Florida E911 Board
ATTN: E911 Board Administrative Staff
4030 EspIanaqg_Vyy,_Suite 135
Tallahassee, FL 32399-0950
Or electronically toIII 11 IlBow
Electronic receii irred.
5.1. The applicant shall provide Application Form items 1 through 14 and the
applicable procurement documents. The grant application package must be
postmarked or delivered on or before the submission date specified in the E911
Board notification of an E91 1 Grant Programs published in the Florida
Administrative Register. Failure to timely provide these documents will result in
a rejection of the grant application.
5.2. Pursuant to sections 365.172(6), 365.172(10), and 365.173(2) Florida Statutes,
grant funds must only be used for the following items/services: to upgrade or
replace 911 systems; to develop and maintain statewide or regional 911 routing;
geographic information and management information systems (GIS and MIS); to
deveI op and maintain Next-Generation 911 (NG91 1)services and equipment, and
remotely provided hosted 911 answering point call-taking equipment and network
services directly attributable to establishing and provisioning E911 or NG911
services. Warranty costs shall be calculated to account for only the first-year
warranty.
5.3. GIS grant funding will be limited once the county, group or region has achieved
the minimum 98% accuracy rate as identified in the NENA GIS Data Model.
Additional funding limitations for annual GIS database maintenance will be
limited as stated in Addendum 1.
5.4. Although a Next Generation 911 Regional Project can-be awarded for up to five
years, the cost shall be accounted fro a yearly basis.
5.5. The Board recommends for any Next Generation 911 (NG91 1) grant projects,
counties must certify in writing that the proposed systems are interoperable with
existing or proposed bordering counties', regions', and/or adjacent state NG911
systems. Certification must also affirm compliance with current NENA NG91 1
standards or NG91 1 Certification programs established by federal programs. all
vendors for next generation 911 projects vendors certify in writing that their
systems are interoperable with bordering counties, regions, and adjacent state
lines, if applicable, consistent with current NENA NG911 standards.
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla.Admin.Code R.60FFI-5.003 911 Grant Programs
6
5.6. Only the percentage of service and equipment directly attributable to provisioning
of 911 services is eligible.
5.7. All maintenance requests, within a single priority, for eligible services and
equipment shall be combined into a single application, including the breakdown
of line-item costs. See funding limitations in sections 6.2.1
5.8. All grant applications shall be accompanied by at least one complete quote for
equipment ors is .
5.8.1. Grant applications totaling $35,000.00 or more must be accompanied
by at least two written substantiated quotes from different vendors.
Complete quote submittals shall include a detailed scope of work, all
pages included in the vendor proposal, breakdown of all costs, including
equipment, service tasks, and deliverables. Any county that has made
a good faith effort to obtain at least two quotes in accordance with the
competitive procurement process in 287.057(1), Florida Statutes, and
has not been able tithe quotes can request E911 Board review
based on substantiated proof of posting of the request with
documentation oft limited responses subject to the following
exceptions:
a) When purchasing from a DIVIS State Term Contract or DIVIS
authorized Alternate Contract Source, the county shall follow the
DIVIS State Purchasing ordering instructions and their county
procurement rules and policies. Counties shall provide vendor
contract number with the grant application. Should the DIVIS State
Purchasing ordering instructions and their county procurement rules
and policies conflict, the county procurement rules and policies shall
prevail.
b) When purchasing from an Alternate Contract Source that has not
been approved by DIVIS State Purchasing, the county shall follow
their county procurement rules and policies, with provision of a letter
from the county's purchasing department.
c) Services or commodities provided by governmental entities do not
require more than one quote.
d) The county, group of counties, or region can initiate a request for
approval to procure from a single-source vendor. These will be
considered on a case-by-case basis. Justification for single-source
procurement shall be provided with the application, which shall
include a costs analysis that reviews the allowability, necessity and
reasonableness of all cost elements. The single-source procurement
will be considered if provided in accordance with chapter 287, Florida
Statutes. A letter from the applicable county's purchasing
department(s) that the project is a single-source procurement based
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla.Admin.Code R. 60FF1-5.003 911 Grant Programs
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on section 287.057(3)(c), Florida Statutes, shall be provided with this
grant application.
5.9. Applicants requesting items from different funding priorities should complete a
separate Budget Report (Rule 60FF1-5.0035(1), F.A.C) for each priority. See
Addendum 2 - Funding Priorities fart 911 Grant Programs., for a listing of
funding priorities. Items from the same funding priorities should be combined in
the same Budget Report and shall comply with General Conditions, item 5.9.
5.10. An individual county application must include:
5.10.1. A detailed description of line item and cost. This would include the
it model, or version. Additional information requests shall be made
for more clarification, as needed.
5.10.2. If possible, software service/maintenance dates.
5.10.3. Budget Report.
5.10.4. Most current Form 6A in Rule 60FF1-5.006(2), F.A.0 The form can be
submitted during the annual collection of county fiscal data for the
annual report or with the grant application.
Should a region or a group of counties apply for a grant, the following additional
information needs to be provided:
5.11.1. A summary of the costs fort entire region or group of counties
detailing the following:
a) Total amount of funds being requested.
b) The scope of work (SOW) that clearly establishes the tasks and
deliverables being performed for the successful completion of the
project. All deliverables must be directly related to the SOW and
include information on how the region will be interoperable.
c) Single source documentation if applicable.
d) All individual county application(s), see requirements in 5.11,
memorandum of understanding (MOU) or an inter-local agreement from all
counties involved must be completed within 3 months of E911 Board award.
5.13. Funding application requests must include a scope of work that establishes the
tasks and deliverables to be performed. The applications shall include all tasks
that are required fort successful completion of the project. The project shall
be divided into quantifiable units of deliverables that shall be received and
accepted in writing by the county, group of counties, or region before payment.
Each deliverable must be directly related tot scope of work and must specify
the required minimum level of service to be performed and the criteria for
evaluating the successful completion of each deliverable.
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla. in. Code R. 60FF1-5.003 911 Grant Programs
8
Funding application requests must include all necessary costs required for full
implementation of the proposed solution including that of any third party. Should
the county, group of counties or region grant application request or grant award
be less than the projected cost of the equipment or service, the county, group of
counties or region should provide verification oft ability to fund the difference.
Pricing submitted cannot be contingent upon "yet to be" determined fees for
products and services by the proposer or any other it party required for
implementation.
5.15. The county shall provide information on the county's preceding year E91 1 fee
revenue amount and the preceding year's carryforward amount. Use Form 6A in
Rule 60FF1-5.0)5J2J F.A.C. for this purpose. The for can be submitted
during the annual collection of county fiscal data for the annual report or with the
grant application.
state grant award may be limited by the carry forward balance.
Detailed information is required for any grant application requesting funding for
systems that require immediate system replacement for provisioning of
enhanced 911 in the county, group of counties, or region. Include detailed
justification and explanation for any 911 system with an expected remaining life
of less than one year.
Funding application requests contingent upon "beta testing" or products and
services not in general production and installation will not be funded,
6. Guidelines for 911 Grant Expenses
6.1. The following expenses will not be funded through grant award:
6.1.1. Salaries and associated expenses for 911 coordinators, call takers, or
other 911 personnel
6.1.2. Wireline database costs
6.1.3. Vehicle expenses
6.2. Funding limitations are specified on the following items:
6.2.1. Hosted 911 answering point call-taking equipment and network
services, recurring network and circuit costs, equipment maintenance
and warranty costs will not be funded for more than the first-year
implementation period.
6.2.1.1 Service contracts for Next Generation 911 Regional Projects nlay
can be approved for up to 5 years on a case-by-case basis. Ongoing
cybersecurity maintenance may be approved on an annual basis.
6.2.2. Grant funding shall be limited (per grant cycle) to eligible expenditures
for one PSAP per county, either one primary or one secondary PSAP.
Counties with only one PSAP with no other primary or secondary
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla.Admin.Code R. 60FF1-5.003 911 Grant Programs
9
PSAPs, may be eligible for grant funding for one backup PSAP. Geo-
diverse systems may be considered one PSAP for the purpose of grant
funding.
6.2.3. Except for NGCS, selective router equipment costs are limited to a
primary PSAP system.
6.2.4. Training cost funding is limited tot new system and equipment
training.
6.2.5. The allowable grant funding for travel expenses is limited to the
authorized amounts established in Section 112.061, Florida Statutes,
and the Department of Financial Services Guidelines for State
Expenditures.
7. Approval and Award
7.1. The E91 1 Board will review each application for compliance with the
requirements of terms and conditions.
7.2. DIVIS grant-agreements shall be signed by an authorized signatory authority for
the county after the grant is approved.
7.3. Grant awards will be withheld for any county, group of counties, or region that
has a grant with a past-due quarterly report or past-due final documentation and
closeout of previous E91 1 Board grant awards. Grant awards are eligible to be
withheld if the county, group of counties, or region is not in compliance with Board
reporting requirements.
7.4. Applications will be awarded based upon the priorities set by the E911 Board as
listed in Addendum I - Funding Priorities fort 911 Grant Programs.
7.5. The E911 Board will adjust the amount awarded to a county, group of counties,
or region based upon the availability of funds, the reasonableness of the cost of
requested items, published quotes, increased effectiveness of grant funds,
minimum system requirements for performing the needed E911 function as
specified insection 365.173(2)(g)1.,2., and 3., Florida Statutes, E911 State Plan,
or documented factors provided in the grant application submission. NG911
network systems should include a comparative presentation of network
alternatives, including applicable LEC, CLEC, County, group of counties or
region, and State alternatives. All stepped pricing should be thoroughly
explained, including the corresponding benefits for the county, group of counties
or region, and the E911 Board.
8. Financial and Administrative Requirements
8.1. Grant funds are provided on a cost-reimbursement basis.
8.2. Each grantee shall submit reimbursement claims to the E911 Board as needed;
however, each county is limited to only a single claim request per grant, per
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. in. Code R.60FF1-5.003 911 Grant Programs
10
month. Receipt of reimbursement funds from the E911 Board is contingent on
the timely and accurate submittal of funding requests. Requests for
reimbursement of expenditures must be submitted on the approved Financial
Reimbursement of Expenditures Form in Rule 60FF1-5.0035(4), F.A.C.
Incomplete claim for or claims not submitted on the correct form cannot be
processed and will be returned for corrections. Submit only for the amounts in
each budget category in which you have incurred expenditures. Incomplete
reimbursement requests will be returned after 14 days if no updates are received
from the county.
8.3. Upon written request and with documentation justifying the need, a progress
disbursement shall-be considered with a completed Financial Reimbursement of
Expenditures Form in Rule 60FFI-5.0035(4), F.A.C., itemized purchase order,
and vendor itemized invoice. All items must comply with the Florida Department
of Financial Services (DFS) Reference Guide for State Expenditures. Within 45
days of receipt of funding, the grantee shall submit verification of vendor
payment. Abuse of this policy will lead to denial of future payment.
8.4. Reimbursement claims shall include only expenditures related to the specific
grant and include purchase orders, itemized invoices, and proof of successful
payment to the vendor. The reimbursement request must match the scope of
work and budget proposed in the grant applications to include the quote provided
with the application. Grants that include costs defined by a set number of work
hours dedicated to a project must include additional documents as requested by
DIVIS staff. All items must comply with the DFS Reference Guide for State
Expenditures.
8.5. To assure prompt processing, complete reimbursement claims should be
e-mailed to- 1 Boa iiir,d Electro n
11111111111...............
8.6. Grant funds can only be expended between the beginning and end dates of the
grant term, unless the E91 1 Board authorizes an extension. Request for
reimbursements may be submitted up to 120 days after the end oft grant term.
8.7. It is the county responsibility to maintain the property, equipment, or services in
accordance with the scope of work. If a sale or transfer of such property or
equipment occurs within five years after a grant ends, funds must be returned to
the 11 Board on a pro-rata basis. If the equipment costs over$5,000, a county,
group of counties, or region must maintain it on an inventory for five years unless
the item becomes obsolete.
8.8. If a grantee terminates a contract for prepaid services, the unused portion must
be returned tote E911 Board on a pro-rata basis.
8.9. The grantee agrees that any improvement, expansion, or other effect brought
about in of or part by grant funds will be maintained until the system or
equipment becomes obsolete (on average five years).
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla. in.Code R. 6OFFI-5.003 911 Grant Programs
11
8.10. If a grantee materially fails to comply with any term of an award, the Board shall
take one or more of the following actions, as appropriate in the circumstances:
• Withhold grant payments pending grantee correction of the deficiency.
• Disapprove all or part of the cost oft activity or action not in compliance.
• Suspend or terminate the current award fort grantee's project.
• Suspend or deny future grant awards.
8.11. The Board will provide the grantee an opportunity for a hearing, appeal, or other
administrative proceeding to is the grantee is entitled under Florida Statutes.
8.12. When a grantee wants to terminate a grant award or portion thereof, the grantee
shaII provide written notification tot E91 1 Board, detailing tereasons for such
termination, the effective date, and the release of allocated funds. The Board will
then consider the request.
Proof of payment and deliverables, met in accordance with the DFS Reference
Guide for State Expenditures, shall be provided by the grantee. When the
information is unclear, additional documentation to confirm the information
provided will be requested by Board staff,
9. Grant Reporting Procedures
9.1. Grantees will be required to submit:
9.1.1. Quarterly Status Report in Rule 60FF1-5.0035(2), F.A.C.
9.1.2. Reporting will begin at the conclusion of the first full quarter after the
award. The report periods will end on March 31, June 30, September
30, and December 31 of each year. Reports are due within 30 days of
the ending report period.
9.1.3. The Quarterly Status Report shall inform the E911 Board of significant
impacts on grant-supported activities and provide a summary of
compI eted tasks/defiverables. Significant impacts include project status
developments affecting time schedules and objectives, anticipated
lower costs, or producing beneficial results in addition tothose originally
planned. Additionally, problems, delays, or adverse conditions that will
materially impair the ability to meet the timely completion of the award
must be reported. The disclosure must include a statement oft action
taken or contemplated and any assistance needed to resolve the
situation.
9.1.4. it Reporting:
9.1.5. Upon receipt of final reimbursement from DFS, a final Quarterly Status
Report, in Rule 60FF1-5.0035(2), F.A.C, shall be submitted based on
the same reporting requirements described in grant reporting item 9.1.
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla.Admin.Code R.60FF1-5.003 911 Grant Programs
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9.1.6. Final fppDrting shall be submitted within 90 days of project completion.
The "Final Report" box on the Quarterly Status Report, shall be marked
and include your project completion date. Grants that were for
equipment installation should include date of final acceptance and start
of warranty period. Service grants should include the date service was
started.
9.17. Final document submission and closeout of a grant does not affect the
E911 Board's right to disallow costs and recover funds based on an
audit or financial review. The county shall remain obligated to return any
funds expended that do not comply with the terms and conditions of the
grant award.
9.1.8. The counties must provide DIVIS with a copy of the Comprehensive
Annual Financial Report (CAFR), consistent with section 218.32 Florida
Statutes, no later than August 1.
9.2. All reports, associated information, and final reporting documents should be e-
mailed to:
E911
"I'lI'llI'llll,",-"���������������..........................................................................................................................................................................................................................................................................
10. Change Requests
10.1. Change requests shall be submitted prior to deviation from any awarded grant
application. No changes or departures from the original request are authorized
unless approved in writing by the E911 Board. Such requests shall be
submitted using the Change Request Form in Rule 60FFl-5.0035(3), FA.C.
10.2. Prior to a county signing a contract with a different vendor from the original
vendor stated in the grant application, the county, group of counties, or region
must request a grant change on the Change Request Form in Rule 60FF1-
5.0035(3), F.A.C, and include an itemized quote and a copy oft new
contract.
10.3. Time extension requests will not be granted unless the county has executed a
contract for the grant equipment and services or demonstrates good cause for
failure to execute a contract within one year of the award. Good cause
documentation shall include a new project timeline schedule.
10.4. Time extensions shall be limited to a maximum of one additional year if
approved by the E91 1 Board.
10.5. Conversion from a two-year grant to a five-year grant will add three
additional years from the grant's original expiration date.
Application and instructions for 911 Grant Programs, revised May 2023
W or 3A, incorporated by reference in Fla.Admin.Code R. 60FF1-5.003 911 Grant Programs
13
Change requests must be submitted 10 business days prior to a Board meeting
to be reviewed. Late submissions will be reviewed at the next month's E911
Board meeting.
® The Change Request Form and associated information should be e-mailed to
E91 I BoardElectronicGrantRoports@dms.fl.gov.
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla. in.Code R. 60FFI-5.003 911 Grant Programs
14
Application
County Monroe
Total Amount Requested: $178,682.75
Project Title: Equature Partnership Renewal for Geo-Diverse
Recording System
.................................. .............................................................................................. .............................................................................................................................. ......................................................................................................
1. Chair, Board of County Commissioners: Craig Cates, Mayor
Mailing Address: 500 Whitehead St.
it 102
--------------------------------- ---------------------------------------------------- -----------
City: Key West
State: Florida Zip: 33040
...................................................................................................... ........................................................
Phone: 305 ) 292-3440 ,a: N/A
................................................................................................................................................................................ .............................................................................
Email Address: Boccdisl @monroecounty-fl.gov
..............----........ ............... .................... ...........................................................................................................................................
2. County, 911 Coordinator. Laura White
Mailing Address: 2945 Overseas Hwy
..........................................- ...................................................................................................................................................................................................................................................................................
City: Marathon
............................................................... ...................................................................................................................................................-
State: Florida Zip. 33050
......................................................................................................................................................................................................... .....................—.-................................................... ...... ..............................................................................
Phone: ( 305 ) 289 6035 Fax: N/A
......................................................................................... ........................................................................... ..........................................................
Email Address: lwhite@keysso.net
3. Federal Tax ID Number: 59-6000453
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla.Admin.Code R. 6OFFI-5.003 911 Grant Programs
15
4. County information
Number of PSA 4
Number of Call-taking Positions per PSA P MCSO-6; KWPD-6;PK-6;ORPS-2
PSAP(s) in is grant funding will apply. MCSO, KWPD,ORPS, PK
® Financial Information
a. What are the current annual costs for your E-91 1 system (p._q. circuits, customer
record s.hardwarea d software, etc.) not including maintenance?
$104, 923.32
b. What are the current annual costs for maintenance of items included in 5a?
$73,496.65
C. Total amount of 911 fee revenue received in the preceding year. This does not
include any special disbursement, Rural County supplements or training
disbursements,
$471,869.53
d. Total amount of county carry-forward funding retained in the preceding fiscal year.
$0
e. Total-amount of county carry forward funding your county currently has accrued.?
$0
f. Two-year maximum calculated amount for applied carry forward funding. (2 times the
amount calculated on your Form 6A, item 9, in rule 60FF1-5.006)
$0
g. Subtract the amount in 5f from the amount in 5e.
$0
h. If the amount in 5g is greater than zero, insert that number in the Budget Report as
"carry forward funds applied."
$0
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla. in.Code R.6OFF1-5.003 911 Grant Programs
16
® Describe your c existing c specific information
existing system ei installation i
equipmentinclude t ill be
implemented at to include O, primary
position seats. Please staif thisis a part of a group or regional
how you will be i t
Monroe Count 's existing 11 system s installed in 2014. The existingatur
recorders were installed simultaneously i the upgrade in 2014. The proposed project
o upgrade existing, aging quature recorders n and will replace
aging, end-of-life, 911 Revcord recorder at ORPS andconsolidate into one Geo-Diverse
recording solution county wide.
® Describe the scopefor the proposed project including ) and
objectives. Include the tasks to be performed as part of the project. Provide
scopein quantifiablei i received
accepted. For eachiv cify the required minimumis
to be performed and the criteria for evaluicompletion of
each deliverable. s includes it tplease
describein detail what deliverablesprovided in each
it
Attached to this Grant Application as Attachmentis the Equature Scope of Work/Letter
of Interest quote for this project.
Proposed project To upgrade existing, in tre recorders at MCSO, PK and
KWPD and replace agin , end-of-life, Revcord recorder at ORPS to provide one Geo-
Diverse recording solution county wide.
Proposed ProjectMilestones:
Contract i na e: TBD
Project Kickoff: 3/4/2024
Shipment of Equature equipment: 3/6/2024-3/20/2024
Equipment Installation: 4/9/2024-4/20/2024
Equature Training: 4/15/2024-4/20/2024
Cutovr to new ecor er: 4/1 / 4 -4/20/2024
Post-Cut training: /1 / 4 -4/20/2024
Customer Acceptance: TBD
Completion: TBD
Application and instructions for 911 Grant Programs, revised May 2023
Form 3A, incorporated by reference in Fla. Admin.Coe R.60FFI-5.003 911 Grant Programs
1
Proposed Project Payment Milestones:
Physical Equipment Delivered 50%
Site Training Onsite & Online Included
Installation Completion 40%
Admin Training, Acceptance Testing
& Final Signoff 10%
8. Justification of the need for the proposed project. Provide detailed information
on the existing systems/components that need replacement. Document the
condition with details to justify any system with an expected lifespan of less
than one year. Each component on the system, (g.g. memory, hardware, size
of drives), updates of software and/or replacement versions needed,
standalone equipment, and additional upgrades finclude UPS1 must be listed
in the requests.
The in Monroe County 911 Equature and Revcord loggers have reached End-of Life
and need to be replaced. The Revcord logger at Ocean Reef continues to or but is no
longer eligible for maintenance support due to the age of the recorder, as determined by
the Manufacturer. The Reveord recorder that we tried to move from its location at the
EOC failed when it was moved and at that time the Reseller and Revcord were in a
dispute and it could not be repaired. The Equature system has continued to work and
be maintained but it is also reaching end of life. It was installed in 2014 and will shortly
be 10 years old.
(5) five different vendors were contacted and their product quotes were reviewed.
Equature is the current 911 recording system for MCSO and KWPD, the county's 2
Primary 911 PSAP'. Additionally, it provides GSA pricing. Because it is our present
vendor and provides GSA Pricing, no other quote is required. This decision is the
culmination of the lengthy discernment process to provide all of the stakeholders, with
the best possible 911 Recording system for Monroe County.
9. Describe why your county, group of counties or region will not be able to
compIt e this project without this grant funding.
Monroe County is requesting state grant funds due to the county's limited available
funding. The loss of substantial income from the decrease in the 911 Fee to (.40) cents
has over time, significantly diminished our income and affected the County's ability to
purchase the necessary 911 equipment to provide the Next Gen 911 service that our
residents and visitors expect and deserve.
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla.Admin. Code R. 60FFI-5.003 911 Grant Programs
18
Because of the decrease, Monroe County does not have any available Carry Forward
Funds to Offset the overall system costs.
This grant program is our best hope to improve and upgrade our equipment in a timely
manner.
10. Describe the required steps with an anticipated time schedule which includes
procurement and payment milestones and a total project completion date.
Proposed Project Milestones:
Contract Signage: TBD
Project Kickoff: 3/4/2024
Shipment of Equature equipment: 3/6/2024-3/20/2024
Equipment Installation: 4/9/2024-4/20/2024
Equature Training: 4/15/2024-4/20/2024
Cutover to new Recorder-, 4/15/2024 -4/20/2024
Post-Cut training: 4/15/2024 -4/20/2024
Customer Acceptance: TBD
Completion: 4/20/2024
Proposed Project Payment Milestones:
Physical Equipment Delivered 50%
Site Training Onsite & Online Included
Installation Completion 40%
Admin Training, Acceptance Testing
& Final Signoff 10%
11. If applicable, sole source justification must meet the state procurement
guidelines and chapter 287.057 (3)1, F.S.
(5) five different vendors were contacted and their product quotes were reviewed.
Equature is the current 911 recording system for MCSO and KWPD, the county's 2
Primary 911 PSAP'. Additionally, it provides GSA pricing. Because it is our present
vendor and provides GSA Pricing, no other quote is required.
However, attached are 2 other quotes from Replay and Eventide.
Replay is provided as ATTACHMENT 3
ATT-EVENTIDE is provided as ATTACHMENT 4
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla.Admin. Code R. 60FF1-5.003 911 Grant Programs
19
12. If applicable, please include your previous service dates for any maintenance
or support services.
2014 —Current Support and Maintenance for the 911 voice logger recorders is
provided by Equature.
13.Assurances
ACCEPTANCE OF TERMS AND CONDITIONS: The grantee accepts all grant terms and
conditions. Grantee understands that grants are contingent upon the availability of funds.
DISCLAIMER: The grantee certifies that the facts and information contained in this
application and any attached documents are true and correct. If this requirement is
violated, the grantee is subject to revocation of the grant and return of all grant funds and
interest accrued (if any), pursuant to the E911 Board authority and any other remedy
provided by law.
NOTIFICATION OF AWARDS: The grantee understands and accepts that the notice of
award will be advertised on the Florida E911 website.
MAINTENANCE OF IMPROVEMENT AND EXPANSION: The grantee agrees that any
improvement, expansion or other effect brought about in whole or part by grant funds will
be maintained. No substantial changes or departures from the original proposal shall be
permitted unless the E911 Board gives prior written authorization. Any unauthorized
change will necessitate the return of grant funds, and accrued interest (if any) to the E911
Board.
The county certifies that all applicable state procurement rules/procedures have been met.
Failure to use grant funds as represented jeopardizes the grantee's eligibility to be
considered for future funding.
14.Authority
I hereby affiy% authorit d r--•onsibility for the use of funds requested.
•
SIGNATUR —CHAIR, BOARD OF COUNTY COMMISSIONERS DATE
OR COUNTY MANGER/ADMINISTRATOR MONROE COUNTY ATrOIINEYSOFFICE
{O S
APPROVED AS TO FORM
Craig Catesl �-�' �. ,h.
STANT couNTY ATTORNEY
Printed Name -01 DATE: 9-29-2023
!"tip '• ' �, `�.,✓ g
�- " `• ri'' Attest: Kevin Madok, Clerk
.: Mayor
B
n ry�, caa,.;..;vfzd y•
Dep ty Cle k
cv
Renal Signatures if Applicable (add additional lines if needed)
Application and instructions for 911 Grant Programs, revised May 2023
W Forr 3A, incorporated by reference in Fla.Admin.Code R.6OFF1-5.003 911 Grant Programs
20
911 Grant Program
Appendix 1: Authorized Expenditures of E911 Fee, Chapter 365.172, F.S.
NO requests for funding will be acknowledged for any items not specified in Section
365.172, Florida Statutes, Emergency communication number"E911"; paragraph (10)
(shown below).
Section 365.172 (10), Florida Statutes: AUTHORIZED EXPENDITURES OF E911 FEE. —
(a) For purposes of this section, E91 1 service includes the functions of database
management, call taking, location verification, and call transfer. Department of Health certification,
recertification, and training costs for 911 public safety telecommunications, including dispatching,
are functions of 911 services.
(b) All costs directly attributable to the establishment or provision of E91 1 service and
contracting for E91 1 services are eligible for expenditure of moneys derived from imposition of
the fee authorized by subsections (8) and (9). These costs include the acquisition,
implementation, and maintenance of Public Safety Answering Point (PSAP) equipment and E911
service features, as defined in the providers' published schedules or the acquisition, installation,
and maintenance of other E911 equipment, including circuits-, call answering equipment; call
transfer equipment; ANI or ALI controllers; ANI or ALI displays; station instruments; E91 1
telecommunications systems; visual call information and storage devices; recording equipment;
telephone devices and other equipment for the hearing impaired used in the E91 1 system; PSAP
backup power systems; consoles; automatic call distributors, and interfaces, including hardware
and software, for computer-aided dispatch (CAD) systems; integrated CAD systems for that
portion of the systems used for E91 1 call taking; GIS system and software equipment and
information displays;_network clocks; salary and associated expenses for E91 1 call takers for that
portion of their time spent taking and transferring E91 1 calls, salary, and associated expenses for
a county, group of counties or region to employ a full-time equivalent 911 coordinator position
and a full-time equivalent mapping or geographical data position, and technical system
maintenance, database, and administration personnel for the portion of their time spent
administrating the E911 system; emergency medical, fire, and law enforcement prearrival
instruction software; charts and training costs;_training costs for PSAP call takers, supervisors,
and managers in the proper methods and techniques used in taking and transferring E911 calls,
costs to train and educate PSAP employees regarding E911 service or E911 equipment, including
fees collected by the Department of Health for the certification and recertification of 911 public
safety Telecom m u n icator's as required under s. 401,46�5; and expenses required to develop and
maintain all information, including ALI and ANI databases and other information source
repositories, necessary to properly inform call takers as to location address, type of emergency,
and other information directly relevant to the E91 1 call-taking and transferring function. Moneys
derived from the fee may also be used for next-generation E911 network services, next-
generation 911 database services, next-generation E91 1 equipment, and wireless E91 1 routing
system(c) The moneys should not be used to pay for any item not listed in this subsection,
including, but not limited to, any capital or operational costs for emergency responses. Even any
which occur after the call transfer to the responding public safety entity and the costs for
constructing, leasing, maintaining, or renovating buildings, except for those building modifications
necessary to maintain the security and environmental integrity of the PSAP and E911 equipment
rooms.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla.Admin.Code R. 60FF1-5.003 911 Grant Programs
21
911 Grant Prnnram
e i tt9 Iri 1 i n l
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Flagar
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Florida 911 Regional Map
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Region 1 .... Pensacola HIIlsb—gh
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Region 3-Jacksonville ManW-
A Region 4 Tampa saw 1)aEkbe 6. , �,
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Re Ion 5 Orlando
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EJ Region 6 - Ft Myers
NJ Region 7- Miami 1 ,..
Updated Apnl 19,2023
Application and instructions for 911 Grant Programs, revised May
Form 3A, incorporated by reference in Fla.Admin. Code R.60FFI-5.00311 Grant Programs
E911 Grant Prongrn
Addendum 2 : Fun41flg_E[j2rj11gLs
The criteria for determining acceptability for disbursement of funds from the state of
Florida 911 Grant Programs will be made on a PRIORITY basis. Regional 911 system
project requests related to systems and equipment will be considered the highest priority
within each priority category. If you do not see your specific 911 project listed, you are
still eligible to receive funding and can apply.
1.0 Prepaid and Wireless Funding Priorities
PRIORITY 1: Primary and Secondary PSAP systems that require immediate
system replacement to provision enhanced 911 status or when the expected
remaining life of the system is less than one year.
PRIORITY 2- Development and maintenance of 911 routing statewide,
geographic, and management information systems.
A) Statewide routing system
B) Regional, as an incremental step towards systems statewide
1. GIS Repository
2. NGCS
3. Map Display and Services
4. Management information systems and services
C) GIS Services required for the delivery of a call
1. GIS Data support-assisting counties in meeting the 98%
NENA GIS Data minimum standards
2. Creation of the required layers of the NENA GIS Data modeli
3. GIS Maintenance Tools- this includes software or software as
a service
D) Management Information System and services
E) Cybersecurity
1. Cybersecurity assessments
2. Cybersecurity hardware and software
3. Ongoing cybersecurity maintenance
Application and instructions for 911 Grant Programs, revised May 2023
W For 3A, incorporated by reference in Fla. in. Code R.60FFI-5.003 911 Grant Programs
23
PRIORITY 3: Implement and maintain next generation 911 services and
equipment.
PRIORITY 4:, Mapping system and services necessary for provisioning
Geographic Information Systems (GIS). This includes the following, listed in
order of funding priority:
A) Map System Equipment - map generation hardware and software
licensing are limited to components for two stations.
B) GIS Centerline point generation and map accuracy systems
C) Synchronization of GIS data and databases that support location
repositories to meet a minimum 98% data accuracy for Geospatial call routing.
D) Map display and services
PRIORITY 5: Develop and maintain Next Generation 911 services and equipment.
A) Next Generation 911 Equipment and Emergency Services IP based
network
B) Next Generation Core Services
PRIORITY 6: Systems that require new or replacement of critical or necessary
hardware or software. This includes the following back-up PSAP's system
equipment, listed in order of funding priority A-H:
A) Hardware and software for communications or terminal equipment
located at a PSAP for 911 call processing, ANI and ALI display, and call
answering.
B) Map Display Equipment
C) Logging Equipment
D) Lightning Protection Equipment
E) Uninterruptible Power Supply system and or Generator Equipment
F) County, group of counties or region Standalone ALI Database Equipment
G) 911 Call Taker Position Equipment
H) Net clock
PRIORITY 7: GIS sub-addressing projects
PRIORITY 8- Aerial Photography, Overhead (Nadir) / Imaging
PRIORITY 9: Infrastructure cabling and building entrance buildout cost.
PRIORITY 10: 911 Call taker workstation console/furniture (the portion related to
911 operation)
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla.Admin. Code R.60FF1-5.003 911 Grant Programs
24
...................................................................................-
Provide the following layers: Road Centerlines, Site/Structure Address Points, PSAP Boundary,
Emergency Service Boundary (This MUST include Law, Fire, and Emergency Service (EMS) as separate
layers)and the Provisioning Boundary
Application and instructions for 911 Grant Programs, revised May 2023
W or 3A, incorporated by reference in Fla.Admin, Code R.60FFI-5.003 911 Grant Programs
25
ATTACHMENT 1
Equatur-e
Renewal
SCOPE-10E-WORK AND
Quote-,. 0 . - 1
t
alch V096
U=q;Hda Public aaf 'hj Specialist
t41 » - 860
586�850-0689
I:(24 ) 5 -6567
Price Schedule: GSA REF
As the manufacturer,Equatuue certifies tthat the pnong prurricte+d n quate rum ber 2102 04-`843 is equal
to oe less than the pficing as lisled in tour GSA 56-lees&,�e CCSrwi-cl Due to the c*isting pa rtYwwefstip witf"
M.. _S.0.this systeM upgrade may c jakfy as We Souirce r-TOICLAMMer,t-
P.quatu veiH work idirectiy with taros-f�.�.�.fiJ.'try raew iop the speciFic budgetery pan as d"retd r the
coyrty, T 1
�Tr�CHMEN
BUILT TO 11166 �1WI uature 1
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Current Partner References
Regional rtn r
Columbia County 911 Dispatch Communications Center, Florida
Contact: Thomas Brazil
Columbia County has been a valued and trusted partner of Equature since 2017. Despite its
comparably smaller size when compared to Monroe County, Columbia County has made
impressive strides by embracing cutting-edge technology, including the VIPER 911 systems
and the Motorola P25 Radio Network, putting them on par with larger counterparts.
At the heart of their commitment to excellence lies their dedicated dispatch team, whose
operational efficiency is further enhanced by our advanced Quality Assurance Platform. By
actively leveraging this platform, Columbia County has taken proactive steps to continuously
improve their dispatch processes, ensuring a swift and effective response to emergencies.
Greenville County Square Office of E9-1-1, South Carolina
Contact: Rick Blackwell
864.467.5912/ ubj :1<N' b um cu°�W IiI c.aw: uu j
Since 2019, Equature has proudly maintained a strong and fruitful partnership with Greenville
County, a standout in its commitment to cutting-edge technology and reliable emergency
services. Notably, Greenville shares some similarities with Monroe County, making it an
exceptional counterpart worth acknowledging.
One of Greenville County's remarkable strengths lies in its extensive Equature recording
architecture, strategically distributed across five locations to ensure geodiversity and
redundancy. This impressive setup guarantees a robust and resilient recording system,
bolstering their emergency response capabilities even in challenging situations.
While Greenville County may not currently utilize the Quality Assurance platform, their
dedication to maintaining a seamless recording process across the entire county is nothing
short of commendable. From the moment they joined as partners, they have upheld a track
record of consistent and dependable recording services.
��� �11111VE PUBLIC SAFETyEquature
SullivanK>On Equat ire
603
-1-1, Tennessee
Contact: Lesley Musick
423.262.7519/ Vmu,,,is,u,dl< �,,1 .„u u�„i%, uirm ttun 11 Co 1�I
Sullivan County 911 Dispatch has been a valued partner of Equature since 2019. They share
similarities with the upcoming setup of Monroe County, utilizing Motorola MCC7500 radios for
communication and implementing a geodiverse and redundant recording infrastructure.
Sullivan County's efficient dispatch operations are supported by the Equature Quality
Assurance platform, complementing their existing Equature recorder. Additionally, they have
taken the proactive step of adding the Text-to-911 capture capability, enhancing their
emergency response capabilities.
Project Background
Oingoing Partnership
Equature is a direct manufacturer of recording solutions exclusively for use in mission critical
PSAP environments and works with 2,500 County, State, and Federal agencies. As the
manufacturer we control every step of the process from design and implementation to
maintenance and monitoring.
We have been the Emergency Communications Recording provider to the Monroe County
Sheriff's Office for over a decade and thus provide a full-service technology partnership for the
agency. As the County expands its operations and implements new technology, Equature was
asked to augment the existing recording solution to meet the new needs of the agency.
The existing Equature recording solution can be easily expanded to meet the new needs of the
County, all without requiring a forklift upgrade or the procurement of a newer model solution.
Scoper Understanding
Equature is currently working with MCSO personnel to design the best-fit recording solution
that meets the specific Jaghniraj, O erati na0 and EiaaaaLrj needs of the agency. As we move
through the process we will be asking for input from members of the Technical, Operational
and Financial/Procurement teams to best tailor this solution accordingly. We have created a
preliminary Solution Design based on initial communications prior to any on-site walkthrough.
Equature will work directly with MCSO personnel and its technology vendors to finalize the
project approach and ensure the procurement process goes smoothly. The proposed solution
is designed to be flexible to allow for the simple expansion of recording capability and feature
enhancement. This includes the addition of the capture of Text-to-911..
IL El E PUBLIC SARI tl ryEquature
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Thank you again for allowing Equature to be a trusted partner of the Monroe County Sheriff's
Office for the past 10 years, we are looking forward to continuing our partnership!
Solution Architecture
'Technical Success
Equature has been providing the Monroe County Sheriff's Office with a full-service recording
partnership for the past decade and we work directly with the County's technical personnel
and other technology vendors. Equature has direct integrations with all communications
equipment present at the MCSO communications sites and partnerships with the
manufacturers. With the agency expanding its recording needs, Equature has created a plan
to augment the existing recording architecture to fit the needs of the agency now and in the
future.
The Equature recording solution will capture communications geo-diversely from PSAPs across
the county. The proposed solution will also give the County the option to include additional
geo-diverse redundancy,
Monroe County Sheriffsis
Geo-Diverse Emergency Communications unications Capture
Ocean Reef
'
u
Plantation Ker
Marathon Key
912, V'�
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The proposed solution provides remote and on-site capture hardware based on preference
and availability to create a redundant, geo-diverse recording network that meets NENA i3
standards.
III IIII mlll86, Equature
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Equatur
Solution ouuuuuu
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Overview
Operational Success
As a current partner to the MCSO and direct manufacturer we are the only provider who will
create a seamless cutover to the new solution environment. This includes importing existing
data, including recordings, into the new equipment without requiring end users to re-learn an
entirely different software platform. This saves time and money not requiring system
re-training or the maintenance of old and new systems simultaneously.
The proposed solution will allow for the geo-diverse access for users across the County and
System Administrators the ability to create unique user permissions and access roles.
mnN� .
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The proposed solution will allow for the geo-diverse access for users across the County and
System Administrators the ability to create unique user permissions and access roles. As the
new solution rolls out and new software becomes available, the County will be upgraded
throughout the duration of the agreement. The County will have the opportunity to add new
modules and functionality to the system that reach beyond the dispatch center.
Equature Connect brings live video and GPS from the caller to dispatchers and officers in the
field while Equature Live allows for dispatch communications to be heard from the patrol cars in
real time.
This includes future access to new features, modules and integrations without the need to ever
"forklift" upgrade the recording solution.
R T TO SERVE
J PUBLIC SARIElyEquature 5
000m000u lama �I
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Budgetary Plan
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Financial Success
Working with Equature gives the Monroe County Sheriffs Office several distinct
advantages over the competition. While other recorders are sold through dealers and
middlemen, MCSO will work with Equature directly. This significantly cuts down up
front and recurring costs while giving the MCSO peace of mind of a full-service
recording partnership.
Our pricing is guaranteed and backed by the authority of many federal and state
contracts. This quote is guaranteed to meet or exceed pricing as outlined in the
schedule.
Equature works directly with other major equipment manufacturers such as Motorola,
to directly pass-through any associated costs. Equature never does this and is
committed to open, transparent pricing.
Another unique advantage of the Equature Full-Service Agreement, is financial
flexibility. Equature has outlined the costs associated with the multi-year agreement
below. These costs can be arranged into affordable annual payments, or paid up front
for additional savings. This makes budgeting much easier and straightforward. This is
especially helpful in situations where grants are involved.
Equature is committed to providing a truly customized agreement, down to the
payment milestones. We have provided pricing on the included forms, as well as
supplemental pricing information to further explain our advantages.
This solution has been presented to the Monroe County Sheriffs Office with the best
value and most flexible fee proposal available.
fii. r To SERVE PUBLIC SAIFETyEquature 6
Equatiolur"I'le
Deliverables GSA Cost per Unit Total GSA Cost
Marathon (Monroe County Sheriff's Office)
(2)E01 Kabl. R ordinc server* L1A&22_a2
2L24.Lort Analog Card- $4,247.10 igL94.20
Q1 Port An_Ls1q_Card*.
grola-E25 Radio lntg_qration License via AIS* J11299,9Q
(160)la alLcg= 102M
L6}Text-to-911 Capture License 665.00 3,990.0
LLLC2Z.yr tyre e 792,9 2229Z-9-L
Capture License 12,792M
Plantation Key
k&L7.2 I513.655.96
12LE Port Analog Card* 1123LM
(a)AnaLQY_Qjd License 297.92 4,766.72
Lb�ext-to�-911 License
UJ_At9I/AL1 Capture jig_�n JZZ-9298 I2792.98
LtL CA®LARtumlLend IZ12Z.-91 1202-U
Key West
(2)Adya00AEjMrjing_aLULQr- 27. 13,665.96
2L24 Lort Analoq Card* J1,247.1 0 J§A94.20
2AL8nalog Voice License J297.92 J7J50.08
aLla�_ _ 1 i en�e L665M SIDLM
(1)AIVI/ALI Capture Licensej2j9�2M 1219�2.98
I1) .AD a0ture License
12122M
Ocean Reef
0_Advanced B&wr r*Recording 27.28 65.96
_g ILL_ Ila&_
213_EQaAaa2QLaLcL I1 20-a-9 112 a"_7
L$j Analog Voice License $416622
aug�- - �� k6-5-00 I1 3 —0.00
/ALI Capture License IZ22ZK 12232M
ADC aZksr _LjigLnse 12192__98 12192-98
GSA '161�a� Cosu 1414,113-2--LL
One-Time Fees (Professional Services/Installation): $7,500.00
Applicable Discounts: (13.9%)
lbta invesLrneint:Y(:�ar 1:
Years ,'?-10 General MaInteinance Agreement: 2, ,L.,2ZZj1erYvar
Ten Year Total Contract Investment:
555.924.15
Cost iirickAdes hairdwaire refs es at Year.5, ��ardware count.Is Inckjded, hcenses wH be carr�ed oveir
............................................. .........................
BUILT TO SERVE PUBLIC SAFETy Equalue 1
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Cost Breakdown
Equature has created the following budgetary plan based on the configurations of the
communications capture servers today with understanding the current and future
projects at MCS . As requested, this table outlines the cost breakdown by
Radio/Telephony and Upfront Cost versus Annual Maintenance.
Key West Marathon Plantation Ocean Reef
911 Telephony $21,291.21 $33,135.00 $17,755.00 $12,250.22
Radio $0 $94,251.32 $0 $0
Installation 1,500 3,000 1,500 3,000
Total $21,291.21 $127,386.32 $17,755.00 $12,250.22
Maintenance Year 1 INCLUDED INCLUDED INCLUDED INCLUDED
(911 Telephony/Radio)
Maintenance Year 2-5 per Year $3,571.27 $21,367.08 $2,978.13 $2,054.79
(911 Telephony/Radio) ($3,571.27/$0) ($5,557.88/$15,809.20) ($2,978.13/$0) ($2,054.79/$0)
HARDWARE UPGRADE INCLUDED INCLUDED INCLUDED INCLUDED
Maintenance Year 6-10 per Year $3,571.27 $21,367.08 $2,978.13 $2,054.7!$
(911 Telephony/Radio) ($3,571.27/$0) ($5,557.88/$15,809.20) ($2,978.13/$0 ($2,054.79 0
*Motorola charges a $50,000 RNI fee,which may be applicable.
Year One Cost (coiuntywUde)�. $178,682.75
Yearly Mainteriance (countywde,yeairs2-1%: $29,971.27
Cost to Can of
Ocean of
Hardware/Software INCLUDED
911 Recording INCLUDED
Administrative Telephony Capture $3,200
Yeaii,° One Cost:: $3,200
Yeaii-ly Maintenance (yeam2.10): $534.27
1111��
BUILT TO SERV11'1,11,111, PUBLIC SAFETy Equature 7
IIII Equature
Equature atur Ten Year Plain
Equature has designed a ten-year plan in collaboration with the MCSO, to ensure its
needs are met now and in the future. This plan includes the update of all existing
recording hardware after Year 5, and guarantees a locked-in rate through the entire ten
years.
Based on our conversations with the MCSO staff, Equature has outlined estimated
future costs and enhancements.
SYSTEM MOVE COST (H R SERVER): $2,000.00
QUALII°"11°°Y ASSURANCE IF-)N.....ATN::OFRM: $10,500.00
AtJTQ1MA1 '11°°RANS"CN II''N°7IOII\N F N.....A°"N°"IFORM: $21,250.00
CONNIEC"IF MUEO,,,,FO,,.911 IIPNn... N IFOII:RII : $16,500
Installation Plan
Customizable l and Flexible
Equature will be delivering a total of 4 high-performance servers to be strategically installed
across the county's 4 separate PSAP's. For a seamless implementation process, we have taken
into account the unique requirements of each location.
To ensure a smooth and timely installation, Ocean Reef will be prioritized with a dedicated
server installation before the other 3 locations. We understand the importance of a prompt
start to operations and will promptly engage with Monroe County upon contract acceptance.
Our proficient recording team will work closely with Monroe County to collaboratively devise
an optimal schedule for installation.
The recording team will directly engage with each of the 4 PSAP's, customizing and
coordinating an individualized installation plan for maximum efficiency. However, it is essential
to note that Ocean Reef's installation fee will be comparatively higher, compensating for an
additional trip by our skilled recording team to guarantee a seamless setup.
For Key West and Marathon, we are excited to elevate their capabilities by upgrading their
hardware to the new Advanced and Enterprise Recording Servers. At Marathon, the Enterprise
Recording Server will replace the existing recording server and efficiently take over the capture
of the Motorola MC7500 Talk groups. Similarly, Key West will experience an upgrade, with the
new Advanced Recording Server seamlessly replacing their existing hardware.
88Y , V�'°R91116 „ ��I Equature
Equatuire
We are also going to introduce Plantation Key to our cutting-edge technology by providing
them with a new Advanced Recording Server. This new server will be expertly configured to
capture the positions of the site, ensuring enhanced performance and reliable data recording.
At Equature, we are committed to delivering top-notch solutions, tailored to meet the unique
needs of each client. Our dedicated recording team, coupled with our state-of-the-art servers,
will elevate Monroe County's emergency response capabilities to new heights. We look forward
to working hand-in-hand with Monroe County in implementing this transformative project
installation plan
Project Plan
I5 TBA
Monroeri is - Project PlanI ?
1 Order Acknowledgement/ Receive Purchase Order 0.25 days
1.1 Equature Account Representative Processes Agreement 0 days
1.2 Internal Project Review & Schedule Kickoff Meeting2 hrs
Project iii - Kick-Off and AssessmentKick- 0.38
2.1 Hold Kick-Off Meeting 1 hr
2.2 SetupOn-going Communication Plan 0 hrs
2.3 Review Collection i liChecklist Information 0.13 days
2.3.1 Review On-site General Pre-Installation Checklist 1 hr
2.3.2 Review Motorola Integration Pre-Installation Checklist 1 hr
2.3.3 Review 911 Telephony VolP Recording Pre-Installation Checklist 1 hr
2.3.4 Review CAD Integration Pre-installation Checklist 1 hr
2.3.5 Review Screen Capture Pre-Installation Checklist 1 hr
2.4 Devl / evieResponsibility Matrix (On-going) 1 hr
2.5 Develop Project Plan (On-going) 2 hrs
2.6 Evaluate Risk Assessment (On-going) 1 hr
3 Review Project Plan & Responsibility Matrix (Conference Call) 1 hr
4 Server Ordering, Shipping elivery 14 days
5 Production Build, Testing & Burn-in Phase 14 days
Checklist Review 0.76 days
6.1 Organize Site Surveys, Checklists &Vendor Timelines 4 hrs
6.2 On-site Data Collection Review Meeting 2 hrs
fli r To SERVE PUBLIC SAREn,IyEquature 9
Equature
7 Finalize On-site Implementation Plans (Conference Call) 4.13 days
7.1 Confirmation of Timeline & Equipment Shipping 1 hr
7.2 Equature Equipment & Software Received 0 hrs
Implementation r r i 1. ?
.1 Review SequenceIan (Work with Monroe County Team to Ensure Process) 0.25 days
8.1.1 Ensure Space/Room for Equipment Installation 0.25 days
8.1.2 Review Physical Connections 0.25 days
8.1.3 install Physical Equature Equipment 0.25 days
8.1.4 Finalize Configurations 0.25 days
.1.5 Work with Monroe County Personnel to Finalize Cutover Date 0.25 days
.2 Arrange Travel Plans 0 days
8.3 Setup End User &Administrative Training Schedule(s) 1 hr
8.4 Organize Recorded Device list(s) 1 hr
.5 Confirm Access Security Accounts 1 hr
8.6 Confirm On-site Vendor Requirements & Schedule 1 hr
.7 Motorola AIS & VPM Configuration 1 hr?
8.8 Telephony Equipment Configuration 1 hr
8.9 Review On-site Implementation I (Conference all) 0.25 days
.1 Pre-installation Online Trainingdays
8.10.1 Register at Equature University 0 days
8.10.2 Viewpoint Basic Training 2 hrs
9 Marathon Primary Server Implementation 5.38 days
.1 Connection Confirmation 0. 1 days
9.1.1 Un-Pack, Organize & Mount Equipment 2 hrs
9.1.2 Connect KVM or Monitor, Keyboard & Mouse 0 hrs
9.1.3 Connect Power to Equipment 0 hrs
9.1.4 Connect to Customers LAN 0.5 hrs
9.1.5 Connect Analog 25-Pair Cable 2 hrs
9.1.6 Connect Motorola Firewall 0.5 hrs
9.1.7 Connect Telephony IP Network (SPAN/Mirror) 0.5 hrs
9.1.8 Motorola Inventory Certification Due 1 hr
9.2 Software Configuration 0.13 days
9.2.1 Configure Devices to be Recorded 0 hrs
9.2.2 Configure CAD Data to be imported 0 hrs
9.2.3 Verify Users Accounts 1 hr
9.2.3 Configure the Motorola AIS Proxy Software 1 hr
9.2.4 Configure VoiP Phones 1 hr
9.2.6 Configure Text-to-911 1 hr
9.3 Client Workstation Configuration 0 days
9.3.1 Setup Viewpoint Shortcuts 0 hrs
BUILL.. IIIIIIIIIIII II E E Equature 10
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9.3.2 Validate User Authentication 0 hrs
9.3.3 Validate Browser Accessibility 0 hrs
9.4 Connection Points 0.38 days
9.4.1 Verify Analog Recording 0 hrs
9.4.3 Verify 911 ANI/ALI Integration 1 hr
9.4.4 Verify Talkgroup Recording (Radio) 0 hrs
9.4.5 Verify Screen Recording 1 hr
9.4.6 Verify CAD Integration 1 hr
9.5 Quality Confirmation Testing 0. 1 days
9.5.1 Documentation of Tie Points For Records 3 hrs
9.5.2 Quality Confirmation Phone Recording 1 hr
9.5.3 Quality Confirmation Radio Recording 1 hr
9.5.4 Quality Confirmation Screen/Desktop Recording 1 hr
9.5.5 Quality Confirmation ANI/ALI Integration 1 hr
9.5.6 Quality Confirmation CAD Integration 1 hr
9.5.7 Label Recording Blocks 1 hr
9.5.8 Create As-Built Documentation 1 hr
10 Key West Server Implementation 5.38 days
10.1 Connection Confirmation 0.31 days
10.1.1 Un-Pack, Organize & Mount Equipment 2 hrs
10.1.2 Connect KVM or Monitor, Keyboard & Mouse 0 hrs
10.1.3 Connect Power to Equipment 0 hrs
10.1.4 Connect to Customers LAN 0.5 hrs
10.1.5 Connect to Telephony IP Network (SPAN/Mirror) 0.5 hrs
10.1.6 Connect Analog 25-Pair Cable(s) 2 hrs
10.2 Software Configuration 0.66 days
10.2.1 Configure Analog Recorded Devices 0 hrs
10.2.3 Configure CAD Integration 0 hrs
10.2.5 Configure Text-to-911 1 hr
10.2.6 Verify Users Accounts 1 hr
10.3 Client Workstation Configuration 0 days
10.3.1 Setup Viewpoint Shortcuts 0 hrs
10.3.2 Validate User Authentication 0 hrs
10.3.3 Validate Browser Accessibility 0 hrs
10.4 Connection Points 0.38 days
10.4.1 Verify Analog Recording 0 hrs
10.4.3 Verify 911 ANI/ALI Integration 1 hr
10.4.5 Verify CAD Integration 1 hr
10.5 Quality Confirmation Testing 0.81 days
10.5.1 Documentation of Tie Points For Records 3 hrs
10.5.2 Quality Confirmation Phone Recording 1 hr
10.5.3 Quality Confirmation Radio Recording 1 hr
BUILT TO k'8' R ��'6 Equature 11
Equature
10.5.4 Quality Confirmation Screen/Desktop Recording 1 hr
10.5.5 Quality Confirmation ANI/ALI Integration 1 hr
10.5.6 Quality Confirmation CAD Integration 1 hr
10.5.7 Label Recording Blocks 1 hr
10.5.8 Create As-Built Documentation 1 hr
11 Plantation Key Server Implementation 6.38 days
11.1 Connection Confirmation 0.31 days
11.1.1 Un-Pack, Organize & Mount Equipment 2 hrs
11.1.2 Connect KVM or Monitor, Keyboard & Mouse 0 hrs
11.1.3 Connect Power to Equipment 0 hrs
11.1.4 Connect to Customers LAN 0.5 hrs
11.1.5 Connect to Telephony IP Network (SPAN/Mirror) 0.5 hrs
11.1.6 Connect Analog 25-Pair Cable(s) 2 hrs
11.2 Software Configuration 0.66 days
11.2.1 Configure Analog Recorded Devices 0 hrs
11.2.2 Configure CAD Integration 0 hrs
11.2.3 Configure Text-to-911 1 hr
11.2.4 Verify Users Accounts 1 hr
11.3 Client Workstation Configuration 0 days
11.3.1 Setup Viewpoint Shortcuts 0 hrs
11.3.2 Validate User Authentication 0 hrs
11.3.3 Validate Browser Accessibility 0 hrs
11.4 Connection Points 0.38 days
11.4.1 Verify Analog Recording 0 hrs
11.4.2 Verify 911 ANI/ALI Integration 1 hr
11.4.3 Verify CAD Integration 1 hr
11.6 Quality Confirmation Testing 0.81 days
11.5.1 Documentation of Tie Points For Records 3 hrs
11.5.2 Quality Confirmation Phone Recording 1 hr
11.5.3 Quality Confirmation Radio Recording 1 hr
11.5.3 Quality Confirmation Screen/Desktop Recording 1 hr
11.5.5 Quality Confirmation ANI/ALI Integration 1 hr
11.5.6 Quality Confirmation CAD Integration 1 hr
11.5.7 Label Recording Blocks 1 hr
11.5.8 Create As-Built Documentation 1 hr
12 Ocean Reef Server Implementation 6.38 days
12.1 Connection Confirmation 0.31 days
12.1.1 Un-Pack, Organize & Mount Equipment 2 hrs
12.1.2 Connect KVM or Monitor, Keyboard & Mouse 0 hrs
12.1.3 Connect Power to Equipment 0 hrs
12.1.4 Connect to Customers LAN 0.5 hrs
12.1.5 Connect to Telephony IP Network (SPAN/Mirror) 0.5 hrs
SERVEBUR T TO Equature 12
Equature
12.1.6 Connect Analog 25-Pair Cable(s) 2 hrs
12.2 Software Configuration 0.56 days
12.2.1 Configure Analog Recorded Devices 0 hrs
12.2.2 Configure CAD Integration 0 hrs
12.2.3 Configure Text-to-911 1 hr
12.2.4 Verify Users Accounts 1 hr
12.3 Client Workstation Configuration 0 days
12.3.1 Setup Viewpoint Shortcuts 0 hrs
12.3.2 Validate User Authentication 0 hrs
12.3.3 Validate Browser Accessibility 0 hrs
12.4 Connection Points 0.38 days
12.4.1 Verify Analog Recording 0 hrs
12.4.2 Verify 911 ANI/ALI Integration 1 hr
12.4.3 Verify CAD Integration 1 hr
12.6 Quality Confirmation Testing 0.81 days
12.5.1 Documentation of Tie Points For Records 3 hrs
12.5.2 Quality Confirmation Phone Recording 1 hr
12.5.3 Quality Confirmation Radio Recording 1 hr
12.5.4 Quality Confirmation Screen/Desktop Recording 1 hr
12.5.5 Quality Confirmation ANI/ALI Integration 1 hr
12.5.6 Quality Confirmation CAD Integration 1 hr
12.5.7 Label Recording Blocks 1 hr
12.5.8 Create As-Built Documentation 1 hr
Ongoing Pr n r i
IEQUA,,,,, , lul,l,l, S U[ Q ORa.1" S R IU:HS f,1,,,,i H,,,.0S II:,,1
Working with mission critical operations in public safety requires a 24x7 customer commitment
that goes beyond response — it must focus on execution. At Equature, we concentrate on
delivering customer support services that supply ongoing operational success tools and
interactive response engagement to help emergency organizations execute consistently. Our
dedicated support professionals deliver a broad range of advisement and assistance programs
to our customers to help them proactively manage their operational performance. Using a
layered customer support approach, we combine best practice advice, inbound call
management and Q/A assessment tools to help your team improve overall efficiency.
E ,,,.UAir,,,.Lei II E (,,,J 1,,, M IIE°;;m R S LJ P 1:::'0 R,,,Ilf,,,, . RE.:..:;IIE PI III, ....III.... E RMI E
Equature support agreements allow customer personalization based on operational readiness
needs.Working with you one-to-one, we build a support approach that makes sense and fits
on wum.E , uuuuuu SAFE
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your budgetary needs.
Equature support agreements include:
✓ Support available 24x7x365
✓ On-line remote support
✓ Telephone support
✓ Local on-site support(Local Office: Clermont, FI)
✓ Future Technology Compatibility
✓ Software updates
✓ Access to our knowledge base
✓ Access to user groups and workshops
✓ Remote alarm monitoring
✓ Case tracking and auditing through our Equature CRM system
s urnIption :
(1)One Hundred (100%) percent of "Year One Cost" due upon receipt of equipment. -VOIDED
Amended: Payment Milestone Plan will be developed for contract signature
(2) Professional Services: Implementation, Quality Confirmation &Training.
(3) By appending your signature to this proposal,you solidify and confirm the fixed costs
outlined above
(4) Upon mutual agreement and the signing of this contract, Equature will waive the monthly
maintenance fee of$1,948.72 for the existing recorder. Our commitment extends beyond this, as
we will continue to provide comprehensive maintenance and support services until the new
systems are fully accepted and operational.You can rest assured that your current recording
systems will be well-maintained during this transition period, ensuring seamless operations and
uninterrupted service.
Client , eep-t n e:
()Acceptance of Cost Listed
.°,t .Irflf1
() Quality Assurance Platform
()Automated Transcription Platform (on 911 positions)
()Connect Live Video-to-911 Platform
.. ignature: Date:
Print Name: Title:
Please fax to Zach Vogel at (248) 569-6567 or E-Mail
BUILTE m VIIIII1'1°,11 PUBLIC SAIFETy Equature 14
Equature
Incentive x it i9/31/2023*
BUILT TO E11 E PUBLIC SARIETyEquature 15
ATTACHMENT 2
Equature
Florida State Grant Budget Reference
Deliverables Unit Price Quantity Total Amount
System:
LIrAw-D-M =M2 4 =SM-M
Loftware 112a45.L9 !j I7I152.75
EqU:ipment 125 4 50-0
Services:
Raining iucLuzm IbILLUDIM
MAin�nn LUCIUUM LULU UDED JULLUDED
16�an INCLUDED INCLUDED INCLUDED
Total mount® $178,682.75
ATTACHMENT2
BUR �T TO SERVE PUBLIC SAFE ry Equature 2
ATTACHMENT 3
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Price Proposal
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Presentation Date: 05/17/2023 Quote#: 002667
Valid Until Date: 08/15/2023 Rev: 05/17/2023 10:36 AM
Prepared Fr: re are :
Company: Monroe County Sheriff Office (FL) Company: Replay Systems
Contact: Julia Todd Contact: Ryan Hurley
Install Address: 2945 Overseas Hwy Address: 4800 N Federal Highway,Suite 104B
Marathon,FL 33050 Boca Raton, FL 33431
Phone: (305)289-6035 Toll-Free: (800)722-3472
Email: jtodd@keysso.net Phone: (954)821-6870
Email: ryan.hurley@replaysystems.com
NOTES: HigherGround Capture Recording Solution for Motorola P25 Radio System.Capture and storage of 13 radio talk group
channels, licenses by talk path.
Customer receives Motorola API Transfer for HigherGround.
Quantity a u er Description List Price Sales Price Total Price
1 HG-TRAD-MP25X- Transfer Motorola AIS license from competitive $18 000.00 $18,000.00 $18,000.00
2 product. Requires written authorization.
38 HG-P25-SWRL P25 Talk Group Recording License-First 250 Talk $357.00 $286.00 $10,868.00
Groups,each
Subtotal: $28,868.00
Quantity Part Number Description List Price Sales Price Total Price
1 RPL-SVR- HIRE DL380 2U Gen10 8SFF,Dual Intel keon-Silver-
HPDL380-GEN10- 4110 2.1Ghz/8C,2 x 16GB RAM,4 x 1TB SAS 7.2K
2CPU SFF SC 512e DS HDD,Dual hot swap 50OW power
supplies,Windows Server 2016*Above server can $8,667.00 $4,334.00 $4,334.00
accommodate up to 2 full height,full length,4 full
height,short length PCIe cards.
Subtotal: $4,334.00
Quantity Part.Number Des.ription List Price Sales Price Total Price
3 RPL-INSTALL- Replay Systems onsite/remote installation services
ONSITE/REMOTE per day(1 Day Only) $2,500,00 $2,500.00 $7,500.00
Subtotal: $7,500.00
1st Year Warranty Included with Purchase
Subtotal(including additional services): $40,702.00
Shipping and Handling: $450.00
Grand Total: 41,1 2a
MAINTENANCE NOTES:Gold Level Annual Maintenance Agreement®$10,058.25
A TTA CHMEN T 3
Page 1 of 2
(4�
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Presentation Date: 05/17/2023 Quote#: 002667
Valid Until Date: 08/15/2023 Rev: 05/17/2023 10:36 AM
Payment Terms: 50%with Order/50%upon Completion
Note 1: Warranty begins upon delivery.
Note 2: If your business is tax-exempt,please provide the documentation with your PO.
Note 3: Projects placed on hold due to circumstances beyond Replay Systems'control will require payment in full.
Customer Signature:
Print Name: Title
Date:
PO Number:
Unles upon Corn letlon
Please read Replay Systems'"Installation Assumptions". These conditions apply to any purchase. They are available at:
https://www.replaysystems.com/wp-content/uploads/2022/05/Installation-Assu mptions-updated-040622-1.pdf
Prepaid Performance Plans include one year of warranty plus two,three,or four additional years of prepaid support respectively.
Page 2 of 2
"�+� l� .:i�tim
Jay Price Proposala
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Presentation Date: 05/17/2023 Quote#: 002666
Valid Until Date: 08/15/2023 Rev: 05/17/2023
Prepared For: Prepared y:
Company: Monroe County Sheriff Office (FL) Company: Replay Systems
Contact: Julia Todd Contact: Ryan Hurley
Install Address: 2945 Overseas Hwy Address: 4800 N Federal Highway,Suite 104B
Marathon, FL 33050 Boca Raton, FL 33431
Phone: (305)289-6035 Toll-Free: (800)722-3472
Email: jtoddkeysso.net Phone: (954)821-6870
Email: ryan.hurley@replaysystems.com
NOTES: HigherGround Recording System for Monroe County PSAPs.All sites include Intrado Viper IP integration with SMS/Text
integration. HigherGround Data Replication used for redundancy of data storage for all 911 recordings-Marathon PSAP would be
Master DB site.
HigherGround Core software includes: Incident Reconstruction, Live Monitor, Instant Recall,CIA, Reports, Redaction,Alarm
Notifications,User and System Admin.
Marathon PSAP: 6 Viper positions; 13 trunks
Key West PSAP:5 Viper positions;8 trunks
Ocean Reef PSAP:2 Viper positions;2 trunks
Plantation Key PSAP:6 Viper positions
=42 Total HIS Recording Channels Licenses.
*Special Add-on for First Year Warranty Period*=Replay's Managed A/QI Service Program to perform 40 QA Evaluations every
month for a 12-month period.
**Special Professional Services**=Replay is including moving HG system to new EOC for free.
agin OWN,!
Quantity Part Number Description List Price Sales Price Total Price
42 HG-NG911-SWRL NG Capture911 Channel license $341.00 $273.00 $11,466.00
4 HG-NG911-CORE NG Capture911 Core Software $2,573.00 $2,058.00 $8,232.00
4 HG-INTR-META Intrado Console Meta Data Integration $2,620.00 $2,096.00 $8,384.00
4 HG-REPL-0032 Replicate 32 Ports To Remote Server $803.00 $642.00 $2,568.00
Subtotal; $30,650.00
Quantity Part Number Description List Price Sales Price Total Price
4 RPL-SVR- HPE DL380 2U Gen10 85FF,Dual Intel Xeon-Sllver-
HPDL380-GEN10- 4110 2.1Ghz/8C,2 x 16GB RAM,4 x 1TB SAS 7.2K
2CPU SFF SC 512e DS HDD,Dual hot swap 50OW power
supplies,Windows Server 2016*Above server can $8,667.00 $4,334.DD $17,336.00
accommodate up to 2 full height,full length,4 full
height,short length PCIe cards.
4 RPL-Analog-24 24 Port Analog Interface Card $5,052.00 $2,526.00 $10,104.00
4 RPL-Cable25 25FT 25-Pair Cable $110.00 $55.00 $220.00
Subtotal: $27,660.00
Page 1 of 3
Pricelay Proposal
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Presentation Date: 05/17/2023 Quote#: 002666
Valid Until Date: 08/15/2023 Rev: 05/17/2023
Quantity Part Number Description List Price Sales Price Total Price
8 RPL®INSTALL® Replay Systems onsite/remote Installation services $2,500.00 $2,500.00 $20,000.00
ONSITE/REMOTE per day(1 Day Only)
4 RPL-PM-DAY Replay Systems project management per day(1
$1,250.00 $0.00 $0.00
Day Only)
4 RPL-TRAINING- Replay Systems remote training per day $1,250.00 $0.00 $0.00
DAY
1 RPL-CUSTOM- *Special Professional Services*Move HG $5,000.00 $0.00 $0.00
SERVICES equipment to new EOC.
Subtotal: $20,000.00
Quantity a Number Description List Price Sales Price Total Price
480 RPL-RQA Replay Systems Independent Quality Assurance $15.00 $0.00 $0.00
Services.Price per standard evaluation.
Subtotal: $0.00
1st Year Warranty Included with Purchase
Subtotal(including additional services): $78,310.00
HHHHHH Shipping and Handling: __ H$1,800.00
Grand Total: $80,t t0o00
MAINTENANCE NOTES:Gold Level Annual Maintenance Agreement®$18,724.40
Payment Terms: 50%with Order/50%upon Completion
Note 1: Warranty begins upon delivery.
Note 2: If your business is tax-exempt,please provide the documentation with your PO.
Note 3: Projects placed on hold due to circumstances beyond Replay Systems'control will require payment in full.
Page 2 of 3
J
ally Price Proposal
Ui
MOMMEMEMOM
Presentation Date: 05/17/2023 Quote#: 002666
Valid Until Date: 08/15/2023 Rev: 05/17/2023
Customer Signature:
Print Name: Title
Date:
PO Number:
Unless otherwise agreed,Payment Terms are 0%with Order/ %upon Completion.
Please read Replay Systems' "Installation Assumptions". These conditions apply to any purchase. They are available at:
https://www.rep]aysystems.com/wp-content/uploads/2022/05/1 nstaIIation-Ass umptions-updated-040622-1.pdf
Prepaid Performance Plans include one year of warranty plus two,three,or four additional years of prepaid support respectively.
Page 3 of 3
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Price Proposal
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Presentation Date: 05/17/2023 Quote#: 002684
Valid Until Date: 08/15/2023 Rev: 05/17/2023 10:39 AM
Pre are Fora re are
Company: Monroe County Ocean Reef PD Company: Replay Systems
Contact: Julia Todd Contact: Ryan Hurley
Install Address: 110 Anchor Drive Address: 4800 N Federal Highway,Suite 104B
Key Largo, FL 33037 Boca Raton, FL 33431
Phone: Toll-Free: (800)722-3472
Email: jtodd@keysso.net Phone: (954)821-6870
Email: ryan.hurley@replaysystems.com
NOTES: 3 HigherGround Digital Channel Licenses and 8 Port Digital Card for capture of Ocean Reef PD°s admin telephones.__
7QuTantity
a Ntt er escri ion List Price Sales rice Total Price
G NG911 SWRL NC,Capture911 Channel license $341.00 $273.00 $819.00
Subtotal: $819.00
7CQkuan7tit!y+Part Number Description List Price Sales Price Total Price
1 HC-ANGX-E008 AudioCodes 8 Port Digital PCIe Card $3,840.00 $3,072.00 $3,072.00
Subtotal: $3,07100
list year Warranty Included with Purchase
Subtotal(including additional services): $3,891.00
Grand Total: 35891® 0
MAINTENANCE NOTES:Gold Level Annual Maintenance Agreement=$972.60
Payment Terms: 50%with Order/50%upon Completion
Note 1: Warranty begins upon delivery.
Note 2: If your business is tax-exempt,please provide the documentation with your PO.
Note 3: Projects placed on hold due to circumstances beyond Replay Systems'control will require payment in full.
Page 1 of 2
N � tY}IIWCcp
Price Proposal Ptl JT 1tlltl¶� 5 Y ��+ i
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NENIENEEMEM
Presentation Date: 05/17/2023 Quote#: 002684
Valid Until Date: 08/15/2023 Rev: 05/17/2023 10:39 AM
Customer Signature:
Print Name: Title
Date:
PO Number:
Unles ion.
Please read Replay Systems'"Installation Assumptions". These conditions apply to any purchase. They are available at:
https://www.replaysystems.com/wp-content/uploads/2022/05/Installation-Assumptions-updated-040622-1.pdf
Prepaid Performance Plans include one year of warranty plus two,three, or four additional years of prepaid support respectively.
Page 2 of 2
ATTACHMENT 4
................................................................... a_._....................................................................
Quote IVa.0 veil'er: I C2'.0221401
_ .
Ai-�I -- --- ---- I�i�te 1/08/2021 �
III D�fla Iod1
...
Note, M- on-r-be doun y 911 t)
:: _
Darr: rrrrul er It erri escr'Iption f .
WOOF A E----
NexLog 740 DX-Series base system: 3U rack- - —
mountable, Core i5 CPU, 16GB DDR4 RAM,2 x2T13
fixed-Mount HDDs(RAID 1), 1 Blu-ray Multi-Drive, 2
Network Ports(100/1000), Embedded Linux, IVexLog
HexLog740DX I
DX-Series software,web-based configuration
manager, audio controls&lified speaker on
'front panel,dual hot-swap 120-240VAC 50/60 z !
power supplies I
X701 Integrated T'Color LCD Touch Screen Display for 1 '
exLcg 740 DX-Series
Upgrade exLcg 740 DX-Series(at time of order)to
DX7a6-1 2x4TB HotSwap MegaRAID1®4T storage 1
DX754 Dual Port 100 /1 0 PCIe( CI Express)Network 2
Card(for NexLog 74DX-Series recorder only} -
32 30 Pack Mount Slides-4 Post, 3U (for NexLog 740DX) 1
271052 Internal I P Recorder with First 6 G.711 Channels 1
DX939 Additional Internal IP G.711 6-Channel license pack 7
A16 16-Channel Analog PCle(PCI Express)Card, 16DXAN
1
� icenses
1 9033-007 Quick Install Kit(23 ft Cable+"66"Block) 1
271063 6 pack MediaWorks DX(web)concurrent license 1 -
271125 3 pack MediaWorks Mobile DX concurrent license 1
271111 Eventide MP3 option for MediaWorks DX f 1
271167 Pack and Go Feature-For Export of Incident along 1 - -
°t Packa eWindows-installable Player
271113 'IVexLog Access ridge License
1 - -- -- 1 --
-_ - - -
Intrado VIPER NG911 Call Recording Bundle(Voice,
DX911 1
Meta data and S S)
Integration to Motorola AST 25 system-Initial
209220 ASTRO version-SINGLE AIS
DVSI 2-Port Decoder for IVex ogDX(for 25, D
324720-DX 3
GTOTRBC, XDN)-Max 3
115015 'Mandatory Remote Install rep for P25 or TETRA;
1
(Von-Discountable)
Mandatory license fee for Initial Astro System
271141 Release-for end-customer with LIVE AIS(or FIRST ! 1
',AIS) (Non-Discountable; must be pre-paid)
NODE B
A TTA CHMENT 4
NexLog 740 DX-Series base system 3 U rack-
'mountable, Core 6 CPU, 16GB DDR4 RAM, 2 x2TB
!fixed-Mount HDDs(RAID 1), 1 Blu-ray Multi-Drive, 2
Network Ports(100/1000), Embedded Linux, NexLogr
NexLog740DX :
DX-Series software,web-based configurat
"on manager,audio controls&lified speaker on
front panel, dual hot-swap 120-240VAC 50/60Hz
power supplies
DX701 Integrated T'Color LCD Touch Screen Display for
NexLog 740 DX-Series
DX706-1 Upgrade NexLog 740 DX-Series(at time of order)to
2x4TB HotSwa tgaRAID1=4TB storage ..........
Dual Port 100MB/1000 PCIe(PCI Express)Network
DX754 2
'Card(for NexLog 740 DX-Series recorder only)
324430 R ac k---Mount—Slides-4 -Post-, -3 U (f-br-—Nex-L-D g740DX)
271052 Internal IP Recorder with First 8 G.71 1 Channels 1
DX939 Additional Internal-IP-6111 8-Channel license pack
DXANA16 116-Channel Analog PCIe(PCI Express)Card, 16
�Ch. Licenses
109033-007 Quick Install Kit(23 ft Cable+"66"Block)
27108316_pack M-e-d-ia-W-o---r--k-s-D—X—(-w-e--b)---c--on-current license 271125 18 pack Media Works Mobile DX concurrent license 1
271111 Eventide MP3 option for MedliWors 6k
Pack and Go Feature-For Export of Incident along
271167 1with Packaged Windows-installable Player
---t-----------
DX911 'Intrado VIPER NG911 Call Recording Bundle(Voice,
etadata and SMS)
Integration to Motorola ASTRO 25 system-Initial
209221
�ASTRO version®per ADD'L AIS
I
DVSI 2-Port Decoder for NexLogDX(for P25, DMR,
324720-DX M 3
MOTOTRBO, NXDN)®Max 8
-------------------
Mandatory license fee for Initial Astro System
271142 1 Release-for same end-customer, PER EACH AIS _1
BEYOND FIRST AIS
Services
INT On-site Installation, Configuration, and Training 2
Shipping Shipping 2
.Annual Maintenance; Parts, Remote Support;24/7
5
RSVC Monitoring-5 years
to Node A& 13: 1 $345,510.001,
MINT Move Node A to new Facility
of Move:
Grand Total:* $350,250.00
.... ................................................
Installation to be provided by QRS to customer installed RJ2 IX or 66 Block
Customer is responsible for programming Vb/P system to deliver audio and data to recorder. Customer is
responsible for programing RolP system to deliver the necessary audio and data to the recorder prior to
installation by QRS.Additional charges may apply if the VolP codec is anything other than G.711 PC M codec or
Encryption is turned on.
ATTACHMENT 5
Cure 1 oal Irofr atdn
1 County Monroe Fiscal Year 2021-2022
Wireless Fee Revenue
Non-Wireless Fee Revenue 1 07. (LEC, irelin Vol )
Pre-Paid Pre-Paid Fee Revenue
Total Fee Revenue 0 3 ,1 r Forward e Revenue Calculation
L (item + Ie + Ite )
Fee Revenue Expenditures 353„912.43
Allowable Carry o r 1 51,811.45MaximumAllowable ( 0% o Item )
Limited Para 365.173(2)(d). Florida
10 Actual Carry Forward $0e0 Statutes. Assure amount is equal (®) to or
less than (<) Item
11 Excess Carry Forward0.00
Recovery
t rearer`s Name Julia E Todd
3 Prep rer' Title / Position 11 a s ase Coor inator
14 Telephone u r E305 289-6035
15 Preparers Email jtodd@keysso.net
16 Date 112/2/2022
Incorporated prated y reference in Fle Admin.Cade Rule OFF1- .
County E911 Fiscal Information Requirements for County Carry Forward Funds Excess Funding
0412020
A TTA CHMENT S