CONTRACT 3543 Professional Services Agreement3543.
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
ELLASOTELO
This AGREEMENT is entered into this r 10'%+ day of J DV. , 20�.� by and between the
CITY OF EL SEGUNDO, a municipal corporatiofi and general law city ( "CITY ") and ELLA
SOTELO, an individual ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT in the manner
set forth in the attached Exhibit `B," which is incorporated by reference.
CONSULTANT understands and agrees that funding for CONSULTANT's
services are derived solely from the state of California's budget allocation to the
Department of General Services, Telecommunications Division, 9 -1 -1 Emergency
Communications Office. CITY is not obligated, under any circumstances, to pay
CONSULTANT in the event CITY cannot be reimbursed by the state of
California for any reason including, without limitation, for the State's failure to
allocate monies to the Department of General Services for the 9 -1 -1 Emergency
Communications Office.
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CONSULTANT CITY 4NAGER
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
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of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit `B ").
5. NON - APPROPRIATION OF FUNDS. As set forth above, payments owed to
CONSULTANT are dependent upon the state of California. At the time this Agreement was
executed, both Parties understood that payments due and payable to CONSULTANT for
Services are within the State's current budget and within an available, unexhausted and
unencumbered appropriation of the state of California, General Services, Telecommunications
Division. In the event the state of California has not appropriated sufficient funds for payment of
CONSULTANT services beyond the current fiscal year, this Agreement will immediately
terminate. Under no circumstances is CITY obligated to use CITY's own monies, whether
through the General Fund or otherwise, to pay CONSULTANT.
6. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
7. TERM. The term of this Agreement will be from November 1, 2005 to November 1, 2006.
This Agreement will automatically renew on its anniversary date unless terminated by either
party before that date. Under no circumstances will the term of this Agreement be extended
beyond five (5) years after its effective date.
8. TIME FOR PERFORMANCE.
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A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 21
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
9. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below (check all that apply):
A. ® Exhibit A: Scope of Work;
B. ® Exhibit B: Schedule of Rates.
10. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
11. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
12. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
13. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
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14. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
E. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
15. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
16. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
17. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, volunteers, employees and
representatives from and against any and all suits, actions, or claims,
of any character whatever, brought for, or on account of, any injuries
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or damages sustained by any person or property resulting or arising
from any negligent or wrongful act, error or omission by
CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives, in the performance of this Agreement.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance. Should
CITY be named in any suit, or should any claim be brought against it
by suit or otherwise, whether the same be groundless or not, arising
out of this Agreement, or its performance, CONSULTANT will
defend CITY (at CITY's request and with counsel satisfactory to
CITY) and will indemnify CITY for any judgment rendered against it
or any sums paid out in settlement or otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 21, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
18. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
19. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
20. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
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transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
21. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below (check all that apply):
Type of Insurance Limits
® Commercial general liability: $1,000,000
B. Commercial general liability insurance will meet or exceed the requirements of
the most recent ISO -CGL Form. The amount of insurance set forth above will be
a combined single limit per occurrence for bodily injury, personal injury, and
property damage for the policy coverage. Liability policies will be endorsed to
name CITY, its officials, and employees as "additional insureds" under said
insurance coverage and to state that such insurance will be deemed "primary"
such that any other insurance that may be carried by CITY will be excess thereto.
Such insurance will be on an "occurrence," not a "claims made," basis and will
not be cancelable or subject to reduction except upon thirty (30) days prior written
notice to CITY.
C. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
D. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 14.
22. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
23. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
M
If to CONSULTANT:
Ella Sotelo
2202 Robruce Lane
Hacienda Heights, CA 91745
Attention:
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA 90245
Attention: Max Phipps
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Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
24. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
25. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
26. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
27. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
28. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
29. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are Two (2) Attachments to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
30. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a
whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
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31. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
32. AUTHORITY /MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
33. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
34. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
35. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
36. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
37. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
[Signatures on next page]
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IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
CITY OF
anager
ATTEST:
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Cindy Morte ,
City Clerk
APPRC
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Ella Sotelo
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Ella Sotelo
Consultant
Taxpayer ID No. On -file
3543-777
EXHIBIT A
Scope of ces
A. The CONTRACTOR will serve as the Los Angeles 9 -1 -1 County Coordinator.
CONTRACTOR must perform the duties set forth in the State of California,
Department of General Services, Telecommunications Division, 9 -1 -1
Emergency Communications Office, 9 -1 -1 Operations Manual, Chapter VIII,
County Coordinator and MSAG Responsibilities (Revised February 2004).
Chapter VIII of the 9 -1 -1 Operations Manual, is attached hereto as Exhibit A -1
and incorporated herein by this reference. The specific duties to be performed
by the CONTRACTOR include, without limitation, the following:
1. Act as a central point of contact for the phone companies and the State
9 -1 -1 Office.
2. Act as liaison between the telephone companies and Public Safety
Answering Points (PSAP) within the county on issues related to call
routing and jurisdictional boundaries.
3. Prepare Emergency Service Numbers (ESN) assignments for jurisdictions
within the county.
4. Distribute ESN assignments to PSAPs in the county.
5. Arbitrate and resolve ESN boundary assignment problems between
PSAPs.
6. Assign default ESNs on 9 -1 -1 trunk groups for telephone companies.
7. Annually review Master Street Address Guide (MSAG) printout for
accuracy and /or changes.
8. Correct ESN assignments on the MSAG printout.
9. Conduct training sessions for the PSAP staff (i.e., MSAG reconciliation
and MSAG change request form procedures).
10. Make copies of the MSAG or MSAG discrepancy list and distribute the list
to each jurisdiction within the county.
11. Collect MSAG change forms from the PSAPs and monitor their
reconciliation effort.
12. Review the MSAG change documents for accuracy and acquire the
proper signatures.
13. Update MSAG changes received from PSAPs through the MSAG
maintenance database.
14. Interface with the telephone companies for Automatic Location
Identification (ALI) updates, inserts, changes, deletions and trouble
reports involving misrouted calls.
15. Conduct periodic countywide meetings for county PSAP representatives
to discuss items such as operational needs, MSAG, State policies and
procedures, county policies and procedures, a telephone company's
network or equipment changes, etc.
16. Work with the State 9 -1 -1 Program Office staff, the California Highway
Patrol (CHP) and PSAPs, in the routing of wireless 9 -1 -1 calls.
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EXHIBIT A -1
State of California
9 -1 -1 OPERATIONS MANUAL
CHAPTER VIII
COUNTY COORDINATOR RESPONSIBILITIES
Introduction
With changing technology, new Legislation, and an ongoing effort by all agencies for
continued improvement to California's 9 -1 -1 system, this chapter is intended as a guide
for 9 -1 -1 County Coordinators so they will have an understanding of what their
responsibilities are and what the State of California, 9 -1 -1 Program Office expects of
them. It is estimated that between 50 percent to 100 percent of a County Coordinator's
regular work schedule may be spent on 9 -1 -1 related activities. In order to effectively
maintain the integrity of the 9 -1 -1 Master Street Address Guide (MSAG), disseminate
information in a uniform and timely manner to all Public Safety Answering Points
(PSAPs), and coordinate between local service providers, it is vital that each county in
California have someone designated as the 9 -1 -1 County Coordinator.
The 9 -1 -1 County Coordinator is an important part of the 9 -1 -1 environment and is vital
to the proper functioning of the 9 -1 -1 MSAG. The 9 -1 -1 County Coordinator will need to
work closely with the service providers that maintain the MSAG, the Incumbent Local
Exchange Carriers (ILECs), one or more Competitive Local Exchange Carriers (CLECs),
and the State of California 9 -1 -1 Program Office.
The 9 -1 -1 County Coordinator is responsible for assigning Emergency Service Numbers
(ESN) to address ranges within their county or jurisdiction. They will assist in
jurisdictional boundary assignments within their county as necessary for ESN
assignments and the routing of wireless 9 -1 -1 calls to the appropriate PSAP.
The 9 -1 -1 County Coordinator will be directly involved with implementation of wireless
9 -1 -1. The passage of Assembly Bill 1263, which took effect January 1, 2001, allows for
routing of wireless 9 -1 -1 calls directly to local PSAPs under specific conditions. The bill
further provides that routing decisions will be made in consultation with wireless carriers,
providers of 9 -1 -1 selective routing service, and local law enforcement officials.
Responsibilities of a 9 -1 -1 County Coordinator
Although duties may vary by jurisdiction, a 9 -1 -1 County Coordinator should:
• Act as a central point of contact for the telephone companies and State 9 -1 -1
Program Office;
• Act as liaison between the telephone companies and the PSAPs within that county
on issues related to call routing and jurisdictional boundaries;
• Prepare the ESN assignment list for the jurisdictions within the county;
• Distribute ESN assignments to the PSAPs in the county;
• Arbitrate and resolve ESN boundary assignment problems between PSAPs;
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• Assign default ESNs on 9 -1 -1 trunk groups for telephone companies, (ILEC and
CLEC);
• Annually review MSAG printout for accuracy and /or changes;
• Correct ESN assignments on the MSAG printout;
• Conduct training sessions for the PSAP staff (i.e., MSAG reconciliation and MSAG
change request form procedures);
• Make copies of the MSAG or MSAG discrepancy list and distribute the list to each
jurisdiction within their county;
• Collect MSAG change forms from the PSAPs and monitor their reconciliation effort;
• Review the MSAG change documents for accuracy and acquire the proper
signatures;
• Forward MSAG change forms received from PSAPs to the MSAG maintenance unit
of the telephone companies;
• Interface with the telephone companies (ILECs and CLECs) for Automatic Location
Identification (ALI) updates, inserts, changes, deletions and trouble reports involving
misrouted calls;
• Conduct periodic countywide meetings that are attended by PSAP representatives.
It is suggested that meetings be conducted at least twice a year to discuss items
such as operational needs, MSAG, State policies and procedures, county policies
and procedures, a telephone company's network or equipment changes, etc.;
Work with the State 9 -1 -1 Program Office staff, the California Highway Patrol (CHP)
and PSAPs, in the routing of wireless 9 -1 -1 calls.
Desirable Qualifications of a 9 -1 -1 County Coordinator
The State of California 9 -1 -1 Program Office is requesting the 9 -1 -1 County Coordinators
to do a variety of tasks. Some of these tasks require specific skills and experience but
most require only a strong dedication to serve their community and to provide the best 9-
1-1 services possible.
Following are some of the desirable qualifications of a 9 -1 -1 County Coordinator:
• The support and approval of the supervisor(s);
• A strong desire to meet the 9 -1 -1 expectations of the citizens they serve;
• A good working relationship with all the PSAP personnel;
• A good working relationship with the service providers in their area, both ILEC and
CLEC;
• An excellent understanding of the 9 -1 -1 MSAG and Automatic Number Identification
(ANI) Data Base Management System (DBMS);
• Accessibility during regular working hours for the benefit of PSAP contacts; (NOTE:
Voice mail should not be used as a standard means of communication)
Master Street Address Guide (MSAG)
The MSAG is the heart of the 9 -1 -1 system and enables proper routing of a 9 -1 -1 call to
the appropriate PSAP. It is a computerized database and living document that contains
a list of all street names and the corresponding house number ranges and communities
(postal and local when different). Each range of house numbers on a street within a
predefined jurisdiction is assigned an ESN. Telephone number records contain the
actual service address that is used by the MSAG for validation and appropriate ESN
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3543•::s
assignment. Before an ESN assignment can occur, it is imperative that the service
address assigned to a telephone subscriber precisely match the entry in the MSAG.
Although MSAG Tariff A -9 states that MSAG reports are available to 9 -1 -1 County
Coordinators once annually free of charge, they may find it necessary to request the
reports more frequently. For a nominal fee, additional MSAG reports are available from
the DBMS provider on a quarterly, semi - annual, or annual basis. The DBMS provider
automatically sends the annual
reports. However, it is the responsibility of the 9 -1 -1 County Coordinator to contact the
DBMS provider(s) and arrange to receive the reports at an interval that best meets the
needs of the 9 -1 -1 County Coordinator.
The National Emergency Number Association (NENA) standards provide guidelines for
making MSAG modifications. The State of California, 9 -1 -1 Program Office supports the
NENA standards. For your convenience, the following are Standards 9 and 10 from
NENA Recommended Data Standards For Local Exchange Carriers, ALI Service
Providers and 9 -1 -1 Jurisdictions. (NENA 02 011, March 2000)
ANI /ALI TROUBLE REPORTING PROCESS
• All ANI /ALI Trouble Reports are to be sent to the 9 -1 -1 Data Base Management
System Provider.
• The 9 -1 -1 Data Base Management System Provider will determine if there are any
data base or selective routing problems on their end prior to forwarding the trouble
report to the appropriate Service Provider.
• Within one (1) business day, the 9 -1 -1 Data Base Management System Provider will
forward all ANI /ALI Trouble Reports to the appropriate Service Provider indicating
whether or not trouble was found on their end or if the Service Provider needs to also
check their equipment and systems.
The Service Provider will have one (1) business day to resolve the ANI /ALI Trouble
Report and return it to the 9 -1 -1 Data Base Management System Provider. Upon
receipt, the 9 -1 -1 Data Base Management System Provider will return a completion
notification to the originator.
MSAG MODIFICATION PROCESS FLOW
® The jurisdiction's authorized 9 -1 -1 Data Base Coordinator is the only entity allowed
to approve changes to the MSAG. No 9 -1 -1 Data Base Management System
Provider or Service Provider may make MSAG changes without written authorization
from the jurisdiction except for internal telco type fields such as county code and
exchange code.
All Service Providers will obtain an initial complete MSAG via the negotiated medium
(CD -ROM, file transfer, diskette, Email, paper) from the 9 -1 -1 Data Base
Management System Provider per the negotiated contracts. As jurisdictions request
changes to their MSAG, the 9 -1 -1 Data Base Management System Provider must
forward a copy of the request to all Service Providers within one (1) business day.
This is necessary to ensure all subscriber records contain MSAG valid addresses.
® If a jurisdiction is requesting an MSAG range (be) deleted and there are TN records
attached to the MSAG, it is recommended that the Data Base Management System
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Provider print the associated TN's and return to the Jurisdiction Data Base Manager
prior to making any MSAG changes.
Complete NENA Standards can be found at: http: / /www.nena.org
MSAG change procedures are often multi - phased when the changes require
notification to more than one telephone service provider. It is imperative that the
9 -1 -1 County Coordinator work closely with the DBMS and the service provider(s).
Population growth in California that drives new housing, the expanding business climate,
an increased number of telephone service providers, and the dynamics of rural
annexation, create the necessity for continual MSAG updates and additions.
The 9 -1 -1 County Coordinator is responsible for completing misroute forms, either
electronically or manually. Electronic delivery provides for better tracking and follow -up
of the requested MSAG changes and shall be used whenever available.
Pacific Bell and Verizon provide for electronic delivery of MSAG changes. If the 9 -1 -1
County Coordinator needs assistance with electronic delivery of MSAG, they should
contact either Pacific Bell or Verizon.
Both electronic and manual /paper forms MUST INCLUDE the 10 -digit ANI. In order to
assist the DBMS provider in processing the forms, it is imperative that all helpful
information be included. The REMARKS /COMMENTS section of the form shall include:
1. The County Coordinator's full name and contact telephone number
2. The community code and /or city code
3. Any additional information that will assist in the processing of the request
When a street name change, addition, deletion, or other modification to the MSAG is
reported to the DBMS provider, it is possible that the change will affect areas served by
a CLEC. The DBMS provider must forward a copy of the request to all service providers
within one (1) business day.
If the 9 -1 -1 County Coordinator is requesting an MSAG range be deleted and there are
telephone number (TN) records attached (i.e., CLEC service is being provided to TNs) it
is recommended that the NENA Standards be followed. However, the DBMS provider
and the 9 -1 -1 County Coordinator may establish their own process flow as long as it
will serve to maintain the integrity of the MSAG. Any deviation from the NENA
Standards shall be documented in writing and signed by the 9 -1 -1 County Coordinator
and the DBMS provider.
It is important for the 9 -1 -1 County Coordinators to understand they are responsible
for updating information that is maintained in the MSAG. The DBMS providers are
required to contact CLECs regarding MSAG changes. It is the responsibility of the 9-
1-1 County Coordinator to monitor the status of their request to assure completion.
Emergency Service Number (ESN)
An ESN is a three to five digit number representing a unique combination of emergency
service agencies (law enforcement, fire, and emergency medical services). The 9 -1 -1
r) 4 r)
I. x.
Rev. 2/2004 V111.4
3543.7
County Coordinator is responsible for assigning an ESN to a specific range of addresses
within a particular geographical area.
A default ESN is assigned to a designated default PSAP. Whenever a 9 -1 -1 call cannot
be selectively routed due to an ANI failure, garbled digits or other cause, the default ESN
will route
the call to the PSAP that normally would receive most of the calls from that telephone
company central office. The 9 -1 -1 County Coordinator and the selected default PSAP
should work together and be in agreement as to the default routing of 9 -1 -1 calls.
The default ESN(s) should not be provided to any service provider except when
requested, using the properly completed Emergency Telephone System plan for
Network Services (form TD- 280A). No default ESN shall be provided via voice, fax, e-
mail or other means of communications other than the signed completed TD -280A.
Wireless 9 -1 -1 Implementation
The passage of Assembly Bill 1263 (AB 1263), which took effect January 1, 2001, allows
for routing of wireless 9 -1 -1 calls directly to local PSAPs under specific conditions. In
addition to jurisdictional considerations, those conditions include agreement among the
California Highway Patrol (CHP), the Department of General Services (DGS) 9 -1 -1
Program Office, and the affected local agency, that alternate routing is economically and
technologically feasible and will benefit public safety. The bill further provides that
routing decisions will be made in consultation with wireless carriers, providers of 9 -1 -1
selective routing service, and local law enforcement officials.
Wireless carriers will be asked to route 9 -1 -1 calls through the public switched telephone
network (PSTN) to designated seven -digit emergency lines at the local PSAP. With the
appropriate lines and equipment, PSAPs may receive "Caller ID" with wireless 9 -1 -1
calls. However, this routing method will NOT provide location information.
The 9 -1 -1 Operations Manual, Chapter IV, Wireless 9 -1 -1 Services, has been revised
and is available on the 9 -1 -1 Program Office web page at:
http://www.td.dqs.ca-gov/services/911 Click on "9 -1 -1 Operations Manual ".
The 9 -1 -1 County Coordinator will be an integral part of the improvements being made to
wireless 9 -1 -1 call routing. They may be asked to work as a liaison between the 9 -1 -1
Program Office, CHP, and the local PSAPs, to coordinate meetings and disseminate
information.
They will need to have a basic understanding of Federal Communications Commission
(FCC) Report and Order 94 -102, Phases I and II and a general understanding of AB
1263.
CLEC /ILEC Coordination
This section is intended as a brief guide for 9 -1 -1 County Coordinators with regard to
ILECs and CLECs. As soon as reviews are complete, Chapter IX of the 9 -1 -1
Operations Manual will fully explain the 9 -1 -1 Program Office policy regarding CLECs
deploying network services within the State of California.
°I f
Rev. 2/2004
V111.5 2` v
3543; '"77
The California Public Utilities Commission (CPUC) requires that all CLECs providing
voice network services in California provide access to 9 -1 -1. As a result, in order to
maintain the MSAG and provide ESNs, the 9 -1 -1 County Coordinators may now need to
coordinate with more than one service provider.
To eliminate some elements of error, the default ESN number(s) should not be provided
to any service provider except when requested using the properly completed Emergency
Telephone System plan for Network Services (form TD- 280A). No default ESN shall be
provided via voice, fax, electronic mail or other means of communications other than the
completed TD -280A. Additionally, when an ILEC has sold a block of telephone numbers
to a CLEC, those numbers should not be added to the ALI DBMS until such time that
service has been issued by the CLEC.
County Coordinator Reimbursement
This information has been revised and moved to Chapter III
Rev. 2/2004 VIII.6 2 4 `i
3543. -7",tl
EXHIBIT B
SCHEDULE OF RATES
A. CITY shall compensate CONTRACTOR for satisfactory performance of
services rendered and expenses incurred under this Agreement. Compensation for
services rendered will be based on the actual hours worked by CONTRACTOR at the
hourly rates set forth below, in an amount not to exceed One Hundred Fifty Thousand
Dollars ($150,000) for the first contact year.
The maximum amount of compensation, hourly and expense rates for any
extension(s) thereafter shall be specified in a properly executed and authorized written
amendment to this Agreement.
B. The maximum amount of compensation or the rate of compensation may be
increased by written amendment to the Agreement at any time during the Agreement
period should the CITY receive notification, in writing, from the State of California that the
annual reimbursement commitment to the CITY has been increased.
Hourly Rates:
A. For the initial twelve (12) month period of this Agreement, the rate of
compensation to CONTRACTOR shall
lf be Fifty-Five Dollars ($55.00) per hour. This CONTRACTOR works less than one whole hour, is inclusive of all overhead costs.
compensation will be prorated in quarter -hour increments.
B. For the second twelve (12) month extension option, the rate of compensation
to CONTRACTOR shall be Fifty-Six works ess thanr one whole hour)
of all overhead costs. If CONTRACTOR compensation will
be prorated in quarter -hour increments.
C. For the third twelve (12) month extension option, the rate of compensation to
CONTRACTOR shall be Fifty -Seven Dollars ($57.00) per hour. This hourly rate is inclusive
of all overhead costs. If CONTRACTOR works less than one whole hour, compensation will
be prorated in quarter -hour increments.
D. For the forth twelve (12) month extension option, the rate of compensation to
CONTRACTOR shall be Fifty-Eight TRACTOR works less than one whole hourly rate is inclusive
le hour
o all overhead costs. If CON compensation will
be prorated in quarter -hour increments.
E. For the fifth twelve (12) month extension option, the rate of compensation to
CONTRACTOR shall CONTRACTOR works lesOs) than one rate is inclusive
one whole hour, co
if C mpensation will
of all overhead costs. If
be prorated in quarter -hour increments.
115
3543 -. *a
Reimbursable Expenses:
A. Mileage Rates:
CONTRACTOR shall be reimbursed for the direct costs of mileage for travel
necessary to perform the duties under this Agreement. Mileage will be reimbursed at a
cents - per -mile rate in an amount equal to the annual standard car mileage allowance as
determined by the Internal Revenue Service ( "IRS "). The current rate set by the IRS is
$.40.5 per mile, effective October 1, 2005,
B. Travel Rates:
CONTRACTOR shall be reimbursed for direct costs of transportation, lodging,
meals, and incidental expenses to undertake necessary out -of -town travel and /or overnight
travel.
1. The class of air travel shall be limited to standard coach. The lack of seating
on flights is justification only in the event that the travel had to be undertaken on very short
notice through no fault of CONTRACTOR.
day
2. Meals and associated tips shall be limited to Thirty -Six Dollars ($36.00) per
C. Other Rates:
1, Conference registration fees, and incidental expenses related to 9 -1 -1
County Coordinator business, and, annual membership dues to the
National Emergency Number Association ( "NENA ") shall be
reimbursed as outlined in pages 4 — 6 of the State of California,
Department of General Services, Telecommunications Division, 9 -1 -1
Emergency Communications Office, 9 -1 -1 Operations Manual,
Chapter III, Funding (Revised August 2005). Chapter III of the 9 -1 -1
Operations Manual, is attached hereto as Exhibit B -1 and incorporated
herein by this reference.
Disallowed Expenses:
A. Should the State of California disallow any of the expenses submitted and
refuse to provide reimbursement, CITY will in turn disallow payment for those same
expenses to CONSULTANT. Immediately following fortification of payment refusal from the
State, the disallowed expenses will be withheld by CITY from the next payment to
CONSULTANT.
3543 - 71,
EXHIBIT B -1
State of California
9 -1 -1 OPERATIONS MANUAL
CHAPTER III -- FUNDING
INTRODUCTION 111.2
Need More Information? 111.2
How to Communicate with the
California 9 -1 -1 Emergency Communications Office (9 -1 -1 Office) 111.2
FUNDING POLICIES
111.17
"New" Public Safety Answering Point (PSAP)
111.3
PSAP Expenses
111.4
PSAP Expenses Eligible For Reimbursement
111.4
Education
111.7
Network Services
111.8
Eligible PSAP Network Services
111.8
Customer Premise Equipment (CPE)
111.10
9 -1 -1 CPE Defined
111.10
Master Purchase Agreement for 9 -1 -1 CPE
111.10
CPE Funding Allotment
111.10
Residual Funds
111.11
CPE System Maintenance After Five Years
111.11
CPE Replacement Parts and Equipment Repairs
111.11
Standard 9 -1 -1 System
111.12
Service /Equipment Approval List - Residual Funds
111.13
CPE Provisioning
111.14
Measured Call Volumes
111.14
CPE Funding Level Calculations
111.14
Geographic Information Systems (GIS)
111.16
GIS Funding Allotment
111.16
Authorized Use of GIS Allotment Funds
111.16
FUNDING PROCESSES FOR SERVICES & EQUIPMENT
111.17
9 -1 -1 System CPE Replacement or Certified Upgrade
9 -1 -1 System CPE Reimbursement Claim Process
111.18
9 -1 -1 System CPE Direct Funding Process
111.20
Geographic Information Systems (GIS)
GIS Reimbursement Claim Process
111.23
GIS Direct Funding Process
111.25
Network and Other 9 -1 -1 Services /CPE
Reimbursement Claim Process
111.27
Direct Funding Process
111.28
PSAP Expenses
Reimbursement Claim Process
111.29
STATEMENT OF WORK (SOW) 111.30
Rev. 8/5/2005
111.1 � }
3 5 4 3
9 -1 -1 OPERATIONS MANUAL `
Chapter III — Funding
9 -1 -1 OPERATIONS MANUAL
CHAPTER III - FUNDING
INTRODUCTION
The administration of funding for equipment and services related to the answering of 9 -1 -1 calls is
based upon laws passed by the California State Legislature. Most of the pertinent code sections
relating to the reimbursement of 9 -1 -1 equipment and services can be found in the California
Revenue and Taxation Code Sections 41001 — 41176. In essence, the laws indicate that the State
of California, Department of General Services, Telecommunications Division, California 9 -1 -1
Emergency Communications Office (9 -1 -1 Office), shall manage the State Emergency Telephone
Number Account and reimburse agencies for equipment and services necessary to answer 9 -1 -1
calls. Section 41138 also provides authority to local agencies to obtain equipment from any vendor;
however, reimbursable costs cannot exceed those that have been approved by the 9 -1 -1 Office.
The goal of the 9 -1 -1 Office is to enable each public safety answering point (PSAP) to provide the
fastest, most reliable, cost - effective telephone access to emergency services for any 9 -1 -1 caller in
California. The objective of the 9 -1 -1 Office in defining the funding policies outlined in this chapter is
to provide sufficient funding to each PSAP to successfully manage their local operations in
compliance with all 9 -1 -1 standards.
Need More Information?
The entire Revenue and Taxation Code, as well as applicable sections of the Government Code, are
included in the appendix of the State of California 9 -1 -1 Operations Manual. The manual and other
9 -1 -1 Office documents can be found on the 9 -1 -1 Office website, as follows:
www.td.dgs.ca.gov /services /911
To view the 9 -1 -1 Operations Manual upon reaching the 9 -1 -1 Office homepage, scroll down and
select" 9 -1 -1 Operations Manual ".
How To Communicate With the 9 -1 -1 Office
A complete list of 9 -1 -1 Office staff including agency consultant assignment areas, e-mail addresses
and telephone numbers may be viewed at our website address noted above. To view this list upon
reaching the DGS Telecommunications Division homepage, scroll down (if necessary) and select
"California 9 -1 -1 Emergency Communications Office ", scroll down and select " 9 -1 -1 Staff
Organization List ". Or, you may reach our office at the following telephone numbers:
Telephone: (916) 657 -9207
FAX: (916) 657 -9882
When corresponding with the 9 -1 -1 Office, please direct correspondence to:
State of California
Department of General Services
Telecommunications Division
California 9 -1 -1 Emergency Communications Office
601 Sequoia Pacific Boulevard, MS -911
Sacramento, CA 95814 -0282
Ny
Rev. 8/5/2005 111.2
3543 • :.`
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
"NEW" PUBLIC SAFETY ANSWERING POINT FUNDING POLICY
To be established as a new public safety answering point (PSAP) and receive 9 -1 -1 Office funding,
the agency must meet the following criteria.
1. Be a public agency as defined in Government Code Section 53101: "Public agency as used in
this article, means the state, and any city, county, city and county, municipal corporation,
public district, or public authority located in whole or in part within this state which provides or
has authority to provide firefighting, police, ambulance, medical, or other emergency services ".
2. Commit to answer 9 -1 -1 calls 24 hours per day, seven days per week for at least five years.
3. Provide documentation to support an anticipated call volume of 300 or more 9 -1 -1 calls per
month (PSAPs that answer less than 300 calls per month will be considered on a
case -by -case basis).
Note: The 9 -1 -1 Office encourages PSAPs to consider PSAP consolidation, when appropriate, to
make more efficient use of PSAP and 9 -1 -1 Office resources. All requests to fund new 9 -1 -1
systems that will answer calls diverted from previously funded PSAP locations will be considered on
a case -by -case basis. Exceptions may be made in those cases where it can be demonstrated that
funding a new PSAP will result in an overall reduction in 9 -1 -1 costs and /or a measurable
improvement of 9 -1 -1 service.
Rev. 8/5/2005 111.3
3543•.,:
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
PSAP EXPENSES FUNDING POLICY
With changing technology, new legislation, and an ongoing effort by all agencies for continued
improvement to California's 9 -1 -1 network, the 9 -1 -1 Office recognizes that PSAPs dedicate
considerable resources to support effective response to 9 -1 -1 callers in their community. It is the
policy of the 9 -1 -1 Office to reimburse PSAPs for documented costs directly associated with this
effort.
PSAP Expenses Eligible For Reimbursement
The following are categories of PSAP expenses that may be approved for reimbursement.
Categories and activities that require pre - approval by the 9 -1 -1 Office before the expense is incurred
are noted in parentheses. PSAPs may request reimbursement for these expenses by following the
reimbursement claim process provided at the end of this chapter.
WAGES
Designated PSAP Managers, designated County Coordinators, and PSAP designated individuals
may be reimbursed documented wages (straight time salary and benefits) for the following 9 -1 -1
related activities.
1. MSAG /ESN - time spent performing 9 -1 -1 Master Street Address Guide (MSAG) tasks
necessary to effectively maintain the integrity of the MSAG, including emergency services
number (ESN) jurisdiction assignment and modifications to ensure proper routing of wireline and
wireless 9 -1 -1 calls.
Reimbursement for contracted MSAG /ESN services, in lieu of reimbursement for the 9 -1 -1
County Coordinator's performance of these activities, requires prior written approval from the
9 -1 -1 Office. The PSAP shall use their local procurement process when selecting a provider for
MSAG /ESN services. The request for prior approval shall include a cover letter on agency
letterhead and a copy of the entire MSAG /ESN contractor's bid. The proposed MSAG /ESN
contract and /or the request letter must provide a description of 9 -1 -1 MSAG /ESN activities to be
performed and the objectives that must be met by the contractor. The 9 -1 -1 Office will review
the request and respond in writing to the local agency with a Commitment To Fund (TD -288)
identifying MSAG /ESN contracted services eligible for reimbursement from the 9 -1 -1 Office.
Once reimbursement for an MSAG /ESN contractor is approved, PSAPs may request
reimbursement for these expenses by following the reimbursement claim process provided at the
end of this chapter.
2. Dissemination of 9 -1 -1 related information to county PSAPs - time spent by designated County
Coordinators for this activity.
3. Coordination of 9 -1 -1 services - time spent by. PSAP Managers and County Coordinators
coordinating wireline /wireless services between 9 -1 -1 service carriers and the 9 -1 -1 Office.
4. 9 -1 -1 system certified upgrade or replacement - time spent on activities related to the
procurement of 9 -1 -1 customer premise equipment (CPE) that has been approved for funding by
the 9 -1 -1 Office.
5. Training (PRE- APPROVAL REQUIRED) - time spent to travel to /from and attend specifically
defined 9 -1 -1 training that is pre- approved by the 9 -1 -1 Office and held within the State of
California. Documentation including a class agenda with a sign -in sheet showing the signatures
of attendees or a certificate of completion must be provided to confirm attendance.
Rev. 8/5/2005 111.4 `' O
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
3543 • .'`:"t
6. Special meetings (PRE- APPROVAL REQUIRED) - time spent traveling to /from location and
documented attendance at an advisory or project meeting requested by the 9 -1 -1 Office.
Documentation including a dated meeting agenda on agency letterhead and a sign -in sheet
showing the signatures of attendees must be provided to confirm attendance.
7. Countywide PSAP Manager's meeting (PRE- APPROVAL REQUIRED) - time spent traveling
to /from the meeting location and documented attendance (County Coordinators may include time
spent planning and coordinating the meeting).
8. CaINENA quarterly meeting and annual conference (PRE- APPROVAL REQUIRED) - time spent
traveling to /from the meeting location and documented attendance (not to exceed 8 hours of
attendance each day). Reimbursement for this time is limited to the pre- approved designated
County Coordinator and pre- approved designated PSAP Manager. Reimbursement for the
CaINENA quarterly meeting is limited to one per year at the location (North or South) nearest the
PSAP location.
MILEAGE — Designated PSAP Managers, designated County Coordinators, and PSAP designated
personnel that have been pre- approved by the 9 -1 -1 Office may be reimbursed documented mileage
incurred while traveling to perform activities in direct support of the PSAP 9 -1 -1 call taker function.
The rate of reimbursement will be based on the PSAP's current documented policy for mileage
reimbursement. If no PSAP policy is provided, the State of California, Department of Personnel
Administration (DPA), mileage reimbursement rate will be applied.
TRANSPORTATION (PRE- APPROVAL REQUIRED)
Designated PSAP Managers, designated County Coordinators, and PSAP designated personnel
that have been pre- approved by the 9 -1 -1 Office may be reimbursed for documented (receipts
required) transportation costs (air, railway, bus, rental car, tolls, and parking) incurred while traveling
to destinations over 50 miles from the PSAP location to perform activities in direct support of the
PSAP 9 -1 -1 call taker function. The rate of reimbursement will be based on the PSAP's current
documented policy for transportation reimbursement. If no PSAP policy is provided, the State of
California, DPA, transportation reimbursement rate will be applied.
LODGING (PRE- APPROVAL REQUIRED)
Designated PSAP Managers, designated County Coordinators, and PSAP designated personnel
that have been pre- approved by the 9 -1 -1 Office may be reimbursed for documented (receipts
required) lodging expenses incurred while traveling to destinations over 50 miles from the PSAP
location to perform activities in direct support of the PSAP 9 -1 -1 call taker function. The rate of
reimbursement will be based on the PSAP's current documented policy for lodging reimbursement.
If no PSAP policy is provided, the State of California, DPA, lodging reimbursement rate will be
applied.
MEALS (PRE- APPROVAL REQUIRED)
Designated PSAP Managers, designated County Coordinators, and PSAP designated personnel
that have been pre- approved by the 9 -1 -1 Office may be reimbursed for documented (receipts
required) meal expenses incurred while traveling to destinations over 50 miles from the PSAP
location to perform activities in direct support of the PSAP 9 -1 -1 call taker function. The rate of
reimbursement will be based on the PSAP's current documented policy for reimbursement of meals.
If no PSAP policy is provided, the State of California, DPA, reimbursement rate for meals will be
applied.
Rev. 8/5/2005 111.5
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
3543. -
MEMBERSHIP (PRE- APPROVAL REQUIRED)
Annual membership to the National Emergency Number Association (NENA), California Chapter
(CaINENA) may be reimbursed by the 9 -1 -1 Office. Reimbursement will be limited to the
pre- approved designated County Coordinator and pre- approved designated PSAP Manager. A
current membership number must be provided when requesting reimbursement.
REGISTRATION (PRE- APPROVAL REQUIRED)
Reimbursement for the cost of registration to attend the annual CaINENA Conference and Trade
Show and a CaINENA quarterly meeting may be funded by the 9 -1 -1 Office. Reimbursement will be
limited to the pre- approved designated County Coordinator and pre- approved designated PSAP
Manager. Reimbursement for the cost of registration (receipt required) to attend a quarterly meeting
is limited to one per year at the location (North or South) nearest the PSAP location.
INCIDENTAL EXPENSES (PRE- APPROVAL REQUIRED)
Expenditures related to performance of reimbursable activities (for example: printing costs for the
dissemination of 9 -1 -1 related information to PSAPs by the County Coordinator) may be funded by
the 9 -1 -1 Office.
,)
Rev. 8/5/2005 111.6
3543. ,
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
EDUCATION FUNDING POLICY
Funding by the 9 -1 -1 Office for public education materials and /or services for use in selected-
advertising campaigns or community awareness events that is specifically focused on the proper
use of 9 -1 -1 may be available from the 9 -1 -1 Office. Pre - approval is required for all education
funding requests and each request will be evaluated on a case -by -case basis. The written request
to the 9 -1 -1 Office for funding pre - approval must include:
1. a detailed description of the educational product and /or services provided and how they address
the proper use of 9 -1 -1;
2. a detailed list of costs for which the PSAP is seeking reimbursement; and,
3. a plan for presentation of the material (for example, a community safety day, booth at local fair,
or school events with a listing of schools and classes).
Unless purchases are made using a state contract vehicle, such as the California Multiple Award
Schedule (CMAS), a master purchase agreement (MPA), or a master service agreement (MSA)
where the 9 -1 -1 Office may pay directly, all funding must be based on the Reimbursement Claim
Process, Network and Other 9 -1 -1 Services/CPE, outlined in this chapter.
The 9 -1 -1 Office does not fund general crime or safety education material.
3
Rev. 8/5/2005 111.7
3543.
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
NETWORK SERVICES FUNDING POLICY
Every telecommunications carrier offering local voice network (wireline and wireless) service in
California is required by the California Public Utilities Commission (CPUC) to provide customer
access to 9 -1 -1. Therefore, it is the policy of the 9 -1 -1 Office to provide cost recovery funding to
telecommunications carriers for delivery of wireline and wireless 9 -1 -1 services in the State of
California. Funding shall be contingent upon compliance with the National Emergency Number
Association (NENA) recommended standards; contingent upon compliance with the standards,
policies, and procedures defined by the 9 -1 -1 Office; and based on the CPUC tariff rates and state
contracted rates.
NOTE: Coordination for system moves and /or system replacement that impact network services
should be coordinated with all stakeholders including the PSAP manager, state 9 -1 -1 Office
consultant, equipment contractor, and network provider(s).
Eligible PSAP Network Services
The following items are eligible for 9 -1 -1 Office funding as stipulated. PSAPs must use either the
Network and Other 9 -1 -1 Services/CPE, Reimbursement Claim Process or the Direct Funding
Process, as indicated in parentheses () after each item below. Funding processes are outlined at
the end of this chapter.
7 -Digit Emergency Lines - Unlisted (Reimbursement Claim Process)
The 9 -1 -1 Office does not mandate or fund the publication of 7 -digit emergency numbers. PSAPs
may request reimbursement for two unlisted 7 -digit emergency lines. These lines shall be used to
answer transferred 9 -1 -1 wireline or wireless calls only. Calls answered on these lines shall be
answered in a similar manner and with the same priority as 9 -1 -1 lines. Any previously 9 -1 -1
Office- funded personal communications systems (PCS) or wireless 9 -1 -1 telephone lines will be
considered the non - published 7 -digit emergency lines. Funding includes installation, monthly
service, taxes, caller ID feature (where available), and telephone system line cards (new systems
only). If call traffic on these lines exceeds capacity, the 9 -1 -1 Office may fund additional lines after
verification of call traffic.
9 -1 -1 Telephone Lines /9 -1 -1 Trunks (Direct Funding Process)
The 9 -1 -1 Office will fund the number of 9 -1 -1 telephone lines necessary to answer emergency calls
at a P.01 grade of service. No less than two telephone lines per routing tandem will be funded at
each PSAP. Funding will include installation charges, monthly service, mileage charges and toll
charges associated with the answering and transferring of 9 -1 -1 calls. Additional justification must
be included in requests with excessive mileage (more than 50 miles) to connect a PSAP to a tandem
switch. Installation and monthly service for pre- approved relocated services will be funded, however
the overlap in billing for two locations is limited to a maximum of one month.
ALI Dial Backup Circuit (Direct Funding Process)
The purpose of the automatic location identification (ALI) dial backup circuit is to restore the ALI
database connection should the primary ALI retrieval circuit fail. An analog telephone line and
associated equipment (modem and cabling) will be funded. Funding for the analog telephone line
will include installation, equipment, toll and monthly service. Installation and monthly service for
pre- approved relocated services will be funded, however the overlap in billing for two locations is
limited to a maximum of one month.
Rev. 8/5/2005 111.8
3543 • -. 71
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
ALI Retrieval Circuits (Direct Funding Process)
One digital ALI retrieval circuit with two virtual channels and the equipment necessary to connect
this circuit to the PSAP CPE will be funded per PSAP. Funding will include installation, equipment
and monthly service Installation and monthly service for pre- approved relocated services will be
funded, however the overlap in billing for two locations is limited to a maximum of one month.
Alternate Answer Circuits (Direct Funding Process)
Requests for new alternate answer circuits will be funded by the 9 -1 -1 Office to provide an expedient
method to reroute 9 -1 -1 calls to the nearest appropriate PSAP in the event a PSAP's 9 -1 -1
telephone system fails or the communications center is evacuated. Where feasible, alternate routing
of calls must be to an answer point that already has direct connectivity to the same tandem switch.
If a PSAP answers 9 -1 -1 calls from two or more tandems, the 9 -1 -1 Office may fund additional
alternate routing circuits necessary to deliver calls to more than one local PSAP. A letter of
authorization from the PSAP agreeing to answer rerouted calls must accompany any request for
alternate answer funding. These circuits shall not be used to reroute 9 -1 -1 call traffic for the purpose
of sharing call workload with other PSAPs. Changes to existing alternate answer configurations may
be funded when caused by circumstances beyond the control of the PSAP or when the PSAP
location is moved; however, the overlap in billing for two locations is limited to a maximum of one
month.
CPE Maintenance Telephone Line (Direct Funding Process)
One analog telephone line for remote maintenance of customer premises equipment by a contractor
will be funded. Funding will include installation, equipment and monthly service.
Foreign Language Interpretation Services (Contact 9 -1 -1 Office Consultant)
The 9 -1 -1 Office will establish and fund the contract necessary to provide 9 -1 -1 call interpretation
services to all PSAPs. PSAPs will be provided an account and telephone number for access to the
interpretation service. For additional details on this service or the contract, please contact your
9 -1 -1 Office consultant.
Management Information System (Contact 9 -1 -1 Office Consultant)
The collection and display of 9 -1 -1 call traffic statistics via a network management information
system (MIS) is currently funded and provided by state contracts. Funding includes the data
network telephone lines, data processing and archiving of collected data. Specific PSAP data is
available for viewing by that PSAP, provided they have access to the internet. PSAPs without
access to the internet can receive paper copies of various statistical reports from their 9 -1 -1 Office
consultant.
Connection to a state contracted MIS for the production of call traffic reports is required by the 9 -1 -1
Office to determine annual CPE allotment amounts for each PSAP. If the PSAP is not currently
connected to these services and plans to seek funding by the 9 -1 -1 Office, the PSAP should contact
their assigned 9 -1 -1 Office consultant to obtain this service.
Rev. 8/5/2005 111.9
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
3543 -. -71
CUSTOMER PREMISE EQUIPMENT (CPE) POLICY
It is the policy of the 9 -1 -1 Office to ensure high quality and best value for local agencies in the
procurement and maintenance of 9 -1 -1 customer premise equipment (CPE) and services. To
accomplish this, the 9 -1 -1 Office staff will advise and support PSAPs in their efforts to procure 9 -1 -1
CPE that maximizes the ability of PSAP personnel to efficiently and effectively answer and process
9 -1 -1 calls. To receive 9 -1 -1 Office funding, the PSAP must follow the funding process for the
reimbursement or direct funding as outlined in this chapter (refer to FUNDING PROCESSES FOR
SERVICES & EQUIPMENT, 9 -1 -1 System CPE Replacement or Certified Upgrade).
9 -1 -1 System CPE Defined: Includes all equipment and systems used within the PSAP to answer
9 -1 -1 calls. This includes, but is not limited to, 9 -1 -1 workstations, telephone key systems,
controllers, servers, cabling, and /or ancillary systems and products associated with the delivery and
receipt of 9 -1 -1 calls.
Master Purchase Agreement (MPA) For 9 -1 -1 CPE: The State of California has implemented a
Master Purchase Agreement (MPA), contract DGS -0026, that provides PSAPs an effective
procurement vehicle for system replacement or certified upgrade (where the existing CPE is certified
to last, as new, for an additional five years) of their 9 -1 -1 system CPE and services. The prices
listed on the MPA for equipment and services are the maximum allowable, and the price of systems
varies from contractor to contractor. PSAPs may be able to obtain price discounts or additional
equipment by soliciting price offers from different providers on the MPA contract, thus increasing the
buying power of their annual allotment.
Use of the MPA is not mandatory; however, PSAPs will need to use their local procurement process
should they choose not to use the MPA.
CPE Funding Allotment: In order to provide funding in an equitable manner throughout the state,
the 9 -1 -1 Office has established a CPE funding allotment calculation that is based on each PSAP's
volume of 9 -1 -1 calls using the CPE Provisioning Policy (provided in this chapter), the median prices
obtained from the CPE contract for a standard system, and the PSAP's 9 -1 -1 call taker staffing
commitment. The CPE funding allotment for each PSAP is designed to permit the PSAP to accrue
funding, on an annual basis, toward their next replacement of a complete 9 -1 -1 system or certified
upgrade (where the existing CPE is certified to last, as new, for an additional five years). Upon
receipt of a PSAP's request for CPE funding, the 9 -1 -1 Office consultant will perform a 9 -1 -1 call
traffic analysis and calculate an annual CPE allotment eligibility amount.
For clarification, the CPE allotment eligibility amount stops accruing upon installation of the 9 -1 -1
system replacement or certified upgrade for which it was intended. Upon request by the PSAP for
their next system replacement or certified upgrade, the 9 -1 -1 Office will perform a new call volume
traffic analysis and calculate a new CPE allotment eligibility amount with a new accrual beginning
the first January after the last 9 -1 -1 system replacement or certified upgrade.
In an effort to provide flexibility to the PSAP for 9 -1 -1 related funding, PSAPs may request use of the
CPE allotment for a special purchase before system replacement or certified upgrade. Items that
may be eligible for funding are listed in the list of Standard System items and the Service /Equipment
Approval List For Residual Funds provided in this chapter. However, when it is time to replace or
upgrade the PSAP's 9 -1 -1 system CPE, for which this annual CPE allotment is designed to fund, the
agency may be required to provide local funding if the remaining CPE allotment funds are
insufficient at that time.
Rev. 8/5/2005 111.10
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3543 - : ;'
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
For 9 -1 -1 Office budgeting purposes and to allow the PSAP adequate time to evaluate various 9 -1 -1
system CPE contractors, PSAPs should submit their request for 9 -1 -1 system CPE replacement or
certified upgrade and their plan for use of any residual funds to the 9 -1 -1 Office at least 12 to 18
months before planned installation.
Residual Funds: If the final cost for complete 9 -1 -1 system CPE replacement or certified upgrade
is less than the PSAP's CPE funding allotment eligibility amount, this residual amount is referred to
as residual funds. These residual funds may be used for the purchase of additional 9 -1 -1 Office
approved equipment and services as detailed in the Service /Equipment Approval List For Residual
Funds provided in this chapter. Planning and subsequent request for use of these residual funds
must take place when the PSAP prepares and submits their purchase order (PO) package in
accordance with the Funding Process for 9 -1 -1 System Replacement or Certified Upgrade as
outlined in this chapter.
CPE System Maintenance After Five Years
Five years after installation of a 9 -1 -1 CPE system (which includes one year of system warranty and
four years of system maintenance), PSAPs may choose to enter into an agreement with a CPE
contractor for additional maintenance. Maintenance agreements are not automatic and 9 -1 -1 Office
funding requires pre - approval at least two months prior to the expiration of the "existing" agreement.
Maintenance costs that are directly billed to, or reimbursed by, the 9 -1 -1 Office will be deducted from
the PSAP's CPE allotment. Contact your 9 -1 -1 Office Consultant to determine the appropriate steps
required for pre - approval and subsequent funding by the 9 -1 -1 Office.
CPE Replacement Parts and Equipment Repairs
Funding will be provided for replacement parts and equipment repairs caused by normal use of the
equipment. PSAPs will not be required to submit for prior funding approval of replacement parts
when immediate replacement is necessary to restore normal operation of the CPE. PSAPs shall
provide a facility with adequate heating, cooling, ventilation, light, electrical supply and overload
protection to protect the equipment so that it may operate as intended by the manufacturer. Costs to
repair damage to equipment, caused by PSAP negligence or the lack of adequate facilities to house
and protect the equipment, shall be the responsibility of the PSAP. If an act of nature or other
circumstance causes damage to the equipment, and the PSAP has made a reasonable effort to
protect such equipment, the 9 -1 -1 Office will review and may approve funding requests for
replacement parts and equipment repairs. All requests for funding replacement parts and equipment
repairs for reasons other than those caused by normal use will be evaluated on a case -by -case
basis.
147.157
Rev. 8/5/2005 111.11
3543 - : I
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
STANDARD 9 -1 -1 SYSTEM
A standard 9 -1 -1 system includes all 9 -1 -1 CPE and systems used within the PSAP to answer 9 -1 -1
calls. This includes, but is not limited to, 9 -1 -1 workstations, telephone key systems, controllers,
servers, cabling, and /or ancillary systems and products associated with the delivery of a 9 -1 -1 call.
The elements of a standard 9 -1 -1 system include the following:
01. Cabling
A. assume a 100 -foot run from demarcation point to 9 -1 -1 workstation with no obstructions
B. punchdown block at demarcation point for connection to PSAP provided logging recorder
02. Call Detail Records collection - capability for third party contractor to remotely collect real time
ANI, ALI, and call detail data via network connection
03. Centralized automatic message accounting (LAMA) enhanced 9 -1 -1 (E9 -1 -1) trunk cards
04. Computer - full telephony computer, intelligent workstation (IWS)
05. Computer Aided Dispatch (CAD) interface - ANI /ALI output interface to PSAP CAD
06. Headsets
07. Instant recall recorder (IRR)
08. Keyboard
09. Keypad dialer (if no phone set)
10. Keyboard arbitrator
11. Line card with caller ID for unlisted 7 -digit emergency lines
12. Maintenance - one (1) year parts and labor warranty, four (4) year maintenance service
13. Monitor - 17"
14. Mouse
15. Phone set (only if necessary for computer telephony integration)
16. Printer
17. Telecommunications devices for the deaf (TDD /TTY)
18. Training on system use for call takers and supervisors
19. Uninterrupted power supply (UPS) - One UPS serving all backroom equipment (15 minutes)
20. Uninterrupted power supply (UPS) - One UPS serving each position (15 minutes)
258
Rev. 8/5/2005 111.12
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
SERVICE /EQUIPMENT APPROVAL LIST FOR RESIDUAL FUNDS
A PSAP may request pre - approval from the 9 -1 -1 Office to use residual funds from their CPE
funding allotment (in accordance with requirements outlined in the CPE Funding Policy, CPE
Funding Allotment of this chapter) to purchase additional 9 -1 -1 services and /or equipment from the
list below where the services and /or equipment is planned for use within the communication center
and in direct support of 9 -1 -1 call takers. Documentation must be provided to describe how the
service /equipment will meet this requirement. Facility modifications and GIS related equipment must
include justification, project plan, and floor plans. All requests must include a detailed itemization of
costs.
Funding for the items below that are available on the state MPA should be requested at the time of
system replacement or certified upgrade in a concise plan for use of all residual CPE allotment funds
and in accordance with the 9 -1 -1 System CPE Direct Funding Process outlined in this chapter.
Requests for funding of items not on the MPA or not purchased at the same time of the CPE
upgrade /replacement, must be requested in accordance with the Reimbursement Claim Process,
Network and Other 9 -1 -1 Services/CPE, outlined in this chapter.
01. Automated attendant
02. Automatic call distribution (ACD)
03. Call Traffic Study
04. Cards - Centrex /1MB administrative line card
05. Cards - computer software interface or protocol
06. Computer Aided Dispatch (CAD) system components
07. Computer - full telephony computer, intelligent workstation (IWS)
08. Computer - spare parts in support of IWS
09. Computer (only for use in the communication center in direct support of 9 -1 -1 call takers)
10. Computer support items (flat screen monitor, keyboard, mouse, wrist rest)
11. Equipment removal expenses
12. Facility modifications necessary to install 9 -1 -1 system
13. Furniture - call taker position, including dispatch chair, desk, and 9 -1 -1 console
14. Geographical Information System (GIS) related services and equipment
15. Headset
16. Interconnection of PSAP administration and 9 -1 -1 telephone system
17. Logging recorder
18. Maintenance for 9 -1 -1 CPE
19. Management Information System (MIS)
20. Moves, adds and changes (costs to perform routine reprogramming or the relocation of
equipment within the same location)
21. Power - PSAP facility emergency power generators or battery backup systems
22. Printer, including paper and ribbon products
23. Private Switch ALI (PS -ALI)
24. Radio line control cards and radio interface with 9 -1 -1 CPE
25. Radio dispatch console equipment at the 9 -1 -1 call taker position
26. Telephone set(s) at the 9 -1 -1 call taker position
27. Training on use of 9 -1 -1 IWS for call takers and supervisors
25
Rev. 8/5/2005 111.13
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
3543
CPE PROVISIONING POLICY
It is the policy of the 9 -1 -1 Office to use measured 9 -1 -1 call volumes to calculate PSAP 9 -1 -1 CPE
provisioning and subsequent CPE funding allocations at a level needed for the PSAP to answer
9 -1 -1 calls at a P.01 grade of service (no more than one busy per 100 call attempts during a normal
busy hour).
Measured Call Volumes
The 9 -1 -1 Office can access PSAP 9 -1 -1 call traffic statistics by way of a web -based management
information system (MIS). PSAP connection to a state contracted MIS for the production of call
traffic reports is required by the 9 -1 -1 Office to determine current CPE provisioning levels and
annual CPE allotment amounts for each PSAP. Call traffic associated with major catastrophes,
natural disasters, and /or other abnormal call spikes will not be used as a basis for determining CPE
provisioning. PSAPS not currently connected to these services should contact their assigned 9 -1 -1
Office consultant to obtain this service.
CPE Funding Level Calculations
The 9 -1 -1 Office has established CPE funding allotment amounts at various funding levels that are
based on the quantity of 9 -1 -1 calls, including up to 20 percent of 9 -1 -1 calls that are abandoned
before they are answered; and, with exception to funding level five, emergency 9 -1 -1 transferred
calls answered by the PSAP on nonpublished 7 -digit emergency lines.
FUNDING LEVEL ONE - PSAPs that answer 1 to 300 emergency calls per month.
PSAPs at this level of 9 -1 -1 call volume will be considered on a case -by -case basis for 9 -1 -1
Office funding. Established. PSAPs that answer 300 or less 9 -1 -1 calls and emergency 7 -digit
9 -1 -1 transfer calls, including up to 20 percent of total 9 -1 -1 calls that are abandoned before
they are answered during the typical busy MONTH, may be "grandfathered" at a minimum level
of funding. Continued funding for "grandfathered" systems will be assessed on a case -by -case
basis as each system is due for replacement or certified upgrade.
2. FUNDING LEVEL TWO - PSAPs that answer 301 to 800 emergency calls per month.
The CPE provisioning determination for this level is based on the total volume of 9 -1 -1 calls
and emergency 7 -digit 9 -1 -1 transfer calls answered at the PSAP, including up to 20 percent of
total 9 -1 -1 calls that are abandoned before they are answered during the typical busy MONTH.
The typical busy month will be based on selection of the three highest call volume months over
the previous 18 months, adding the total of the three selected months, then dividing the total by
three.
3. FUNDING LEVEL THREE - PSAPs that answer 801 to 1200 emergency calls per month.
The CPE provisioning determination for this level is based on the total volume of 9 -1 -1 calls
and emergency 7 -digit 9 -1 -1 transfer calls answered at the PSAP, including up to 20 percent of
total 9 -1 -1 calls that are abandoned before they are answered during the typical busy MONTH.
The typical busy month will be based on selection of the three highest call volume months over
the previous 18 months, adding the total of the three selected months, then dividing the total by
three.
All funding level calculations for PSAPs with a call volume of over 1200 calls per month will be
performed using the calculations for funding level four (typical busy hour) AND funding level five
(typical busy month). The calculation that provides the highest CPE funding amount for the PSAP
will be applied.
'2
Rev. 8/5/2005 111.14
3543.;;
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
4. FUNDING LEVEL FOUR — PSAPs that answer over 1200 emergency calls per month.
The CPE provisioning determination for this level is based on the volume of 9 -1 -1 calls and
emergency 7 -digit 9 -1 -1 transfer calls answered at the PSAP, including up to 20 percent of total
9 -1 -1 calls that are abandoned before they are answered during the typical busy hour. The
9 -1 -1 Office will use the following formula to determine the CPE provisioning level and funding
allotment amount based on the typical busy hour.
TYPICAL BUSY HOUR FORMULA: E = [(Nx2) (T +60 seconds)] 13600
E = estimated 9 -1 -1 call volume during busy hour measured in Erlangs
(one Erlang equates to one hour of call traffic)
N = number (or quantity) of 9 -1 -1 calls answered during typical busy hour,
including up to 20% abandoned calls
X2 = the N is doubled to account for emergency 7 -digit 9 -1 -1 transfer calls
T = time (estimated average 9 -1 -1 call duration during typical busy hour)
+60 = call wrap -up time added to each counted call
/3600 = divided by number of seconds in one hour
EXCERPT FROM ERLANG B TABLE WHERE P =.01
POSITIONS 3 4 5 6 7 8 9 10 11 12 13 14 15
ERLANGS .46 .87 1.36 1.91 2.50 3.13 3.78 4.46 5.16 5.88 6.61 7.35 8.11
Example: Where a PSAP that answers an average of fifty (50) 9 -1 -1 calls during their typical
busiest hours and the average call time for these calls is 80 seconds, the formula would be
((50x2) x (80 +60)113600 = 3.89 Erlangs of call traffic. From the above table excerpt the formula
calculates a result of 10 positions to handle between 3.78 and 4.46 Erlangs of call traffic at the
P.01 grade of service.
5. FUNDING LEVEL FIVE — PSAPs that answer over 1200 9 -1 -1 calls per month.
As an alternative to funding level four, that is based on the PSAP's typical busy hour, the CPE
provisioning determination for level five is based on the total number of 9 -1 -1 calls answered at
the PSAP, including up to 20 percent of total 9 -1 -1 calls that are abandoned before they are
answered during the averaged typical busy month. The typical busy month will be based on
selection of the three highest call volume months over the previous 18 months, adding the total
of the three selected months, then dividing the total by three. The 9 -1 -1 Office will use the
following formula, based on the typical busy month, to determine the CPE provisioning level
and funding allotment amount for PSAPs with over 1200 9 -1 -1 calls during a typical busy
month.
TYPICAL BUSY MONTH FORMULA: P = [(A /1000) + (1312000]
P = CPE provisioning level
A = total answered 9 -1 -1 calls for the averaged typical busy month
/1000 = divided by 1000
B = total abandoned 9 -1 -1 calls (up to 20% of total) during the
averaged typical busy month
/2000 = divided by 2000
Example: Where a PSAP averages 12,300 calls per month over a selected three months, this
number would be divided by 1000 to equal 12.3. Where the average number of abandoned
calls during the same selected months is 2100, this number would be divided by 2000 to equal
1.05. The CPE provisioning level for this PSAP totals 13.35, which would be rounded up to 14.
4. b �.
Rev. 8/5/2005 111.15
3543 • . •
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
GEOGRAPHIC INFORMATION SYSTEM (GIS) FUNDING POLICY
In accordance with Federal Communications Commission (FCC) Order 94-102, the 9 1 -1 Office has
launched a project to implement enhanced 9 -1 -1 services for wireless telephone users throughout
California. A major emphasis of this project is the redistribution of statewide wireless 9 -1 -1 call
volumes to local PSAPs from the California Highway Patrol (CHP) communications centers that
handle an overwhelming number of wireless 9 -1 -1 calls. As an incentive for PSAP participation in
this project that will significantly improve 9 -1 -1 wireless caller response time, the 9 -1 -1 Office will
provide participating PSAPs a one -time allotment for costs associated with implementation of a GIS.
Primary PSAPs that agree to answer wireless 9 -1 -1 calls directly or secondary PSAPs that receive
transferred wireless calls through the 9 -1 -1 network may request GIS funding by following the GIS
Reimbursement Claim Process or the GIS Direct Funding Process outlined at the end of this
chapter.
GIS Funding Allotment
PSAPs approved for GIS funding will be provided a GIS allotment in accordance with the procedures
provided in this chapter. The GIS funding allotment is based on the PSAP's 9 -1 -1 call volume
statistics as determined by the CPE provisioning formulas outlined in this chapter. The one -time
GIS allotment may be used in current and future years.
Authorized Use of GIS Allotment Funds
PSAPs may use their GIS funding allotment for software, hardware and services necessary to
provide the 9 -1 -1 call taker with GIS mapping to be used for the display of Wireless Phase II latitude
and longitude of the person that has dialed 9 -1 -1. GIS expenditures submitted for funding must
include a GIS plan identifying the scope (task and /or item elements with a description of how the
mapping requirement will be met), schedule and resources (itemization of proposed costs). PSAPs
may use their GIS funding allotment for the following GIS related expenditures. The 9 -1 -1 Office will
examine funding requests for GIS related items not listed below on a case -by -case basis.
01. Aerial photographs
02. Application interface device
03. CAD integration
04. Computer
05. Computer hardware upgrades
06. Computer software upgrades
07. Computer software used to create /manipulate map datasets
08. Consulting services for GIS
09. Datasets (commercial map datasets where, as a minimum, the dataset must have road
centerlines and street address names and ranges)
10. Map maintenance
11. Map data conversion and installation
12. Monitors
13. Personnel time to build and maintain the PSAP portion of the GIS database, including
A. creation of new map dataset road centerlines using aerial photographs and /or global
positioning system (GPS) assisted data collection;
B. creation of public safety related map layers;
C. training; and,
D. verification of map dataset accuracy. Activities may include:
a. verification /correction of spatial street centerline data;
b. verification /correction of street address ranges, street names and spellings; and,
c. comparison, verification /correction of map dataset and /or Master Street Address Guide
(MSAG).
x'62
Rev. 8/5/2005 111.16
3543 -::;1
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
FUNDING PROCESSES FOR SERVICES AND EQUIPMENT
Public safety answering points (PSAPs) requesting 9 -1 -1 Office funds may use the reimbursement
process or the direct funding process.
Reimbursement
The reimbursement funding process provides the PSAP a vehicle to be compensated for 9 -1 -1
related expenses that are pre- approved for funding by the 9 -1 -1 Office. Refer to PSAP EXPENSES
POLICY for services that may not require pre - approval. Invoices will be sent to and paid by the
PSAP. The PSAP may then submit a reimbursement claim to the 9 -1 -1 Office.
Direct Funding
With prior approval from the 9 -1 -1 Office, the direct funding process allows the PSAP to order
equipment and services and have all invoices sent directly to the 9 -1 -1 Office. Direct funding
requires a State of California procurement vehicle, such as a state master contract and /or California
Multiple Award Schedule (CMAS).
FUNDING PROCESSES (Step -By-Step)
In accordance with the funding policies provided in this chapter, four categories of services and
equipment (CPE, GIS, Network and Other 9 -1 -1 Services /CPE, and PSAP Expenses) are provided
on the following pages with detailed funding processes for reimbursement and direct funding. PSAP
Managers are encouraged to contact their 9 -1 -1 Office consultant for assistance with these
processes.
Rev. 8/5/2005 111.17
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
3543 • ,7'1
Funding Process for:
9 -1 -1 SYSTEM CPE REPLACEMENT OR CERTIFIED UPGRADE
9 -1 -1 System CPE Reimbursement Claim Process
In accordance with the CPE FUNDING POLICY outlined in this chapter, PSAPs requesting
reimbursement for a complete 9 -1 -1 system CPE replacement or certified upgrade (where the
existing CPE is certified to function, as new, for an additional five years) may use the following CPE
Reimbursement Claim Process.
1. PSAP Requests Funding
The PSAP writes a letter to the 9 -1 -1 Office requesting a complete system replacement or
certified upgrade. For budgeting purposes, the initial request to upgrade or replace 9 -1 -1
equipment must be submitted to the 9 -1 -1 Office at least twelve months (18 months if feasible)
in advance of the anticipated installation date. The letter shall include:
A. an overview of requirements;
B. the PSAP's planned number of staffed 9 -1 -1 call taker positions;
C. the procurement process PSAP plans on using to obtain equipment and services (i.e.,
PSAP will perform a competitive bid or PSAP plans to use DGS- 0026); and,
D. the desired installation date.
2. 9 -1 -1 Office Issues "Pre- Authorization Letter"
If the PSAP request meets the funding requirements outlined in this chapter, a
"pre- authorization letter" will be sent to the PSAP within eight weeks of the date the funding
request letter was received by the 9 -1 -1 Office and will detail the approved allotment amount.
The pre- authorization letter will also detail the steps the PSAP must follow to obtain final
purchase approval from the 9 -1 -1 Office. If the PSAP funding request letter does not meet the
funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further
information within two weeks of the date the funding request letter was received by the 9 -1 -1
Office.
3. PSAP Chooses 9 -1 -1 System From DGS -0026 or Prepares Bid Specifications
Once pre- authorization is obtained from the 9 -1 -1 Office, the PSAP may choose to use the
state CPE master purchase agreement (MPA), DGS -0026, or they may choose to use their
PSAP's competitive bid procurement process. PSAPs are encouraged to examine the
functional differences of available 9 -1 -1 systems, determine each contractor's ability to provide
different services, and obtain multiple price offers from contractors for systems with matching
configurations and functionality needed by the PSAP.
NOTE: Coordination for system moves and /or system replacement that impact network
services should be coordinated with all stakeholders including the PSAP manager, state 9 -1 -1
Office consultant, equipment contractor, and network provider(s).
4. PSAP Submits a Statement of Work (SOW) or a Bid Specification
Once the PSAP has selected a 9 -1 -1 system and has prepared a SOW or the PSAP has
prepared bid specifications for a complete system replacement, the PSAP should submit a
funding request to the 9 -1 -1 Office with the following documentation.
A. Copy of the "pre- authorization letter"
B. Statement of Work with an itemization of all system replacement costs or bid specification
Rev. 8/5/2005 111.18
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
5. 9 -1 -1 Office Issues a Commitment To Fund
If the PSAP request meets the funding requirements outlined in this chapter, a Commitment To
Fund (TD -288) form detailing the approved amount will be sent to the PSAP within four weeks
of the date the funding request was received by the 9 -1 -1 Office. If the PSAP letter does not
meet the funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for
further information within two weeks of the date the funding request was received by the 9 -1 -1
Office.
6. The PSAP Purchases the 9 -1 -1 System CPE
The PSAP uses their procurement process to purchase the system and authorizes the
contractor to provide and install the equipment according to the conditions of their contract.
7. Contractor Invoices the PSAP
Upon satisfactory installation of equipment or service, the contractor will invoice the PSAP.
8. PSAP Submits Claim For Reimbursement
Upon payment of the invoice, the PSAP may submit a Reimbursement Claim (TD -290) form to
the 9 -1 -1 Office, including the previously approved TD -288 with appropriate 9 -1 -1 Office
tracking number, a document confirming the PSAP's acceptance date of the system, and
copies of paid invoices with proof of payment (e.g. copy of cancelled check).
9. 9 -1 -1 Office Reviews, Approves, and Reimburses PSAP
Upon receipt of a complete and accurate TD -290 with appropriate documentation, the 9 -1 -1
Office will review and approve the request within two weeks. The claim will be forwarded to the
Department of General Services, Office of Fiscal Services, for payment processing. This final
payment process may take up to 90 days.
Rev. 8/5/2005 111.19
3543•..,
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
9 -1 -1 System CPE Direct Funding Process
In accordance with the CPE FUNDING POLICY outlined in this chapter, PSAPs are required to
follow the procedures below when seeking state funding for a complete 9 -1 -1 system replacement or
certified upgrade where the PSAP uses a CMAS contract or state MPA DGS -0026 and invoices will
be sent by the contractor to the 9 -1 -1 Office for direct payment. PSAPs must follow their own
procurement processes when issuing a purchase order to procure 9 -1 -1 systems.
1. PSAP Requests Funding
The PSAP writes a letter to the 9 -1 -1 Office requesting a complete system replacement or
certified upgrade. For budgeting purposes, the initial request to upgrade or replace 9 -1 -1
equipment must be submitted to the 9 -1 -1 Office at least twelve months (18 months if feasible)
in advance of the anticipated installation date. The letter shall include:
A. an overview of requirements;
B. the PSAP's planned number of staffed 9 -1 -1 call taker positions;
C. the PSAP's choice of state procurement vehicle (CMAS or MPA DGS- 0026); and,
D. the desired installation date.
2. 9 -1 -1 Office Issues "Pre- Authorization Letter"
If the PSAP request meets the funding requirements outlined in this chapter, a
"pre- authorization letter" will be sent to the PSAP within eight weeks of the date the funding
request letter was received by the 9 -1 -1 Office and will detail the approved allotment amount.
The pre- authorization letter will also detail the steps the PSAP must follow to obtain final
purchase approval from the 9 -1 -1 Office. If the PSAP funding request letter does not meet the
funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further
information within two weeks of the date the funding request letter was received by the 9 -1 -1
Office.
3. PSAP Chooses 9 -1 -1 System
Once pre- authorization is obtained from the 9 -1 -1 Office, the PSAP is encouraged to examine
the functional differences of available 9 -1 -1 systems, determine each contractor's ability to
provide different services, and obtain multiple price offers from contractors for systems with
identical configurations and functionality needed by the PSAP.
Prices on the MPA contract are the maximum allowable. PSAPs may be able to obtain
additional price discounts and /or additional services and equipment (see Service /Equipment
Approval List For Residual Funds in this chapter) by obtaining price offers from different
contractors.
The PSAP is strongly encouraged to follow the steps listed below to choose a system.
A. Examine different CPE systems /contractors and obtain price offers (a detailed breakdown
of equipment, installation and maintenance costs) for systems with identical
configurations.
B. Document a comparative analysis of systems evaluated.
C. Document selected system and why it was chosen.
1.
Rev. 8/5/2005 111.20
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9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
4. Contractor Prepares Statement Of Work (SOW)
The selected contractor prepares a SOW detailing all deliverables for this installation. Please
refer to Statement of Work at the end of this chapter. This document is important because it
insures that both the PSAP and the contractor agree on the elements necessary to meet the
needs of the PSAP. The PSAP may use the 9 -1 -1 Office website to compare price quotes
against current maximum contract prices for each CPE contract provider.
NOTE: Coordination for system moves and /or system replacement that impact network
services should be coordinated with all stakeholders including the PSAP manager, state 9 -1 -1
Office consultant, equipment contractor, and network provider(s).
5. PSAP Prepares and Submits a Purchase Order (PO) Package
The 9 -1 -1 Office will assist the PSAP, as needed, in preparing a PO package. The PO
document shall serve as the legally binding procurement instrument between the PSAP agency
and the contractor. The PO package must include the following information.
A. SOW
B. Copy of pre- authorization letter
C. Itemized list of all system elements
D. Unsigned PO, which must include:
a. the "ship to" address where the system will be installed;
b. the "bill to" address of the 9 -1 -1 Office for all applicable system elements approved for
funding;
c. a statement on the front of the PO stating, "The purchase, installation, and
maintenance of items identified in this purchase order shall comply exclusively with
the terms and conditions of (State Contract DGS -0026 or CMAS contract number)
and the attached Statement of Work. "
d. a summary of costs on the PO document for the standard system replacement or
certified upgrade including equipment, installation, training, maintenance, and taxes;
e. a summary of costs on the PO document, in addition to the standard system, for other
items on the contract the PSAP requests to purchase at the same time (list CPE
allotment items separately from GIS allotment items);
f. an attached cost table referencing a complete breakdown of all costs by item, and,
E. Summary list of items (not on the MPA) being requested for use of residual funds, if any,
that expire at the end of the calendar year of system replacement or certified upgrade
(must use Reimbursement Process, Network and Other 9 -1 -1 Services/CPE).
6. 9 -1 -1 Office Issues a Commitment To Fund
The 9 -1 -1 Office will review the PO package. If the PSAP's PO package meets the funding
requirements outlined in this chapter, a Commitment To Fund (TD -288) form detailing the
approved amount will be sent to the PSAP within four weeks of the date the 9 -1 -1 Office
received a complete and accurate PO package. If the PSAP's PO package does not meet the
funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further
information within two weeks of the date the 9 -1 -1 Office received the PO package.
7. PSAP Authorizes Contractor To Proceed With Installation
Upon receipt of the approved TD -288, the PSAP may then sign the PO and authorize the
contractor to proceed with installation. The PSAP and the contractor should closely examine
the schedule included in the SOW prior to signing the document. The contractor should be
provided the signed PO and a copy of the TD -288.
Rev. 8/5/2005 111.21 4
3543.
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
8. PSAP Performs Acceptance Testing
Acceptance testing must be performed in accordance with contractual provisions. Once a
system passes the acceptance testing, the PSAP shall submit a signed 9 -1 -1 Service and
Equipment System Acceptance and Authorization (TD -284) form to the 9 -1 -1 Office so that
payment can be rendered to the contractor.
9. Contractor Invoicing
Upon satisfactory installation of equipment or service, the contractor may invoice the 9 -1 -1
Office. When invoicing the 9 -1 -1 Office, the contractor must include a breakdown of applicable
equipment, labor, taxes, and surcharges. The tracking number from the TD -288 form must be
noted on the invoice. When creating an account name for an invoice, the contractor must use
the account naming convention provided by the 9 -1 -1 Office on the TD -288.
12 1
Rev. 8/5/2005 111.22
9 -1 -1 OPERATIONS MANUAL 3 5 3 '-
Chapter III — Funding
Funding Process for:
GEOGRAPHIC INFORMATION SYSTEM (GIS)
In accordance with the GIS FUNDING POLICY outlined in this chapter, PSAPs requesting funding
for GIS may use the Reimbursement Process or the Direct Funding Process. Both methods require
specific preliminary information outlined below that is necessary to determine GIS funding eligibility.
GIS Reimbursement Claim Process
1. PSAP Requests GIS Funding
The PSAP prepares and submits to the 9 -1 -1 Office a GIS funding request letter that must
include the following information, as a minimum.
A. The PSAP's planned number of staffed 9 -1 -1 call taker positions.
B. A commitment from the PSAP to answer wireless 9 -1 -1 calls in their jurisdiction when the
service becomes available.
2. 9 -1 -1 Office Issues "GIS Funding Eligibility Letter"
If the PSAP request meets the GIS funding requirements outlined in this chapter, a "GIS
funding eligibility letter" will be sent to the PSAP within two weeks of the date the funding
request letter was received by the 9 -1 -1 Office. This letter will detail the amount of GIS funds
that the PSAP may be eligible to receive, pending 9 -1 -1 Office approval of the PSAP's GIS
spending plan. This letter will also detail the steps the PSAP must follow to obtain final
purchase approval from the 9 -1 -1 Office. If the PSAP funding request letter does not meet the
GIS funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for
further information within two weeks of the date the funding request letter was received by the
9 -1 -1 Office.
3. PSAP Prepares and Submits a GIS Spending Plan
The PSAP prepares and submits to the 9 -1 -1 Office a GIS spending plan that should include
the following information, as a minimum.
A. The procurement process the PSAP plans on using, if necessary, to obtain equipment
and /or services (i.e., competitive bid, state contract).
B. A general overview of planned GIS activities (scope) with a description of the PSAP's
current status of GIS deployment and a description of how the mapping requirement will
be met then tested;
C. A schedule for implementation (for example, anticipated dates for wireless 9 -1 -1 call
delivery, demonstrated multi - jurisdictional planning, map dataset completion, hardware,
software installation and training); and,
D. An outline of resources (including costs) needed to accomplish GIS activities (CPE,
consulting, personnel time).
4. 9 -1 -1 Office Issues a Commitment To Fund
The 9 -1 -1 Office will review the GIS spending plan. If the PSAP spending plan meets the
funding requirements outlined in this chapter, a Commitment To Fund (TD -288) form detailing
the approved amount will be sent to the PSAP within four weeks of the date the 9 -1 -1 Office
received a complete and accurate GIS spending plan. If the PSAP's spending plan does not
meet the funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for
further information within two weeks of the date the 9 -1 -1 Office received a complete and
accurate GIS spending plan.
5. PSAP Purchases GIS and/or Related Components
The PSAP uses their procurement process to purchase the GIS and /or related GIS
components and authorizes the contractor to provide and install the equipment according to the
Rev. 8/5/2005 111.23 40
3543 ,
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
conditions of their contract. The 9 -1 -1 Office strongly recommends that a statement of work
(SOW) and a system acceptance plan be included in this process. (Please refer to Statement
of Work in this chapter.)
6. Contractor Invoices the PSAP
Upon satisfactory installation of equipment or service, the contractor will invoice the PSAP.
7. PSAP Submits Claim For Reimbursement
Upon payment of the invoice, the PSAP may submit a Reimbursement Claim (TD -290) form to
the 9 -1 -1 Office, including the previously approved TD -288 with appropriate 9 -1 -1 Office
tracking number and copies of paid invoices with proof of payment.
8. 9 -1 -1 Office Reviews, Approves, and Reimburses PSAP
Upon receipt of a complete and accurate TD -290 with appropriate documentation, the 9 -1 -1
Office will review and approve the claim within two weeks. The claim will be forwarded to the
Department of General Services, Office of Fiscal Services, for payment processing. This final
payment process may take up to 90 days.
270
Rev. 8/5/2005 111.24
3543,.,
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
GIS Direct Funding Process
In accordance with the GIS FUNDING POLICY outlined in this chapter, PSAPs may seek funding
from the 9 -1 -1 Office for GIS. PSAPs requesting invoices for approved GIS CPE /Services to be sent
by the contractor directly to the 9 -1 -1 Office for payment are required to follow the procedures below.
PSAPs are also required to follow their own procurement processes when issuing purchase orders
needed to procure a GIS.
PSAP Requests GIS Funding
The PSAP prepares and submits to the 9 -1 -1 Office a GIS funding request letter that must
include the following information, as a minimum.
A. The PSAP's planned number of staffed 9 -1 -1 call taker positions.
B. A commitment from the PSAP to answer wireless 9 -1 -1 calls in their jurisdiction when the
service becomes available.
2. 9 -1 -1 Office Issues "GIS Funding Eligibility Letter"
If the PSAP request meets the GIS funding requirements outlined in this chapter, a "GIS
funding eligibility letter" will be sent to the PSAP within two weeks of the date the funding
request letter was received by the 9 -1 -1 Office. This letter will detail the amount of GIS funds
that the PSAP may be eligible to receive, pending 9 -1 -1 Office approval of the PSAP's GIS
spending plan. This letter will also detail the steps the PSAP must follow to obtain final
purchase approval from the 9 -1 -1 Office. If the PSAP funding request letter does not meet the
GIS funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for
further information within two weeks of the date the funding request letter was received by the
9 -1 -1 Office.
3. PSAP Prepares and Submits a GIS Spending Plan
The PSAP prepares and submits to the 9 -1 -1 Office a GIS spending plan that should include
the following information, as a minimum.
A. The PSAP choice of state procurement vehicle (CMAS or MPA).
B. A general overview of planned GIS activities (scope) with a description of the PSAP's
current status of GIS deployment and a description of how the mapping requirement will
be met then tested;
C. A schedule for implementation (for example, anticipated dates for wireless 9 -1 -1 call
delivery, demonstrated multi - jurisdictional planning, map dataset completion, hardware,
software installation and training); and,
D. An outline of resources (including costs) needed to accomplish GIS activities (CPE,
consulting, personnel time).
4. 9 -1 -1 Office Issues "Pre- Authorization Letter"
If the PSAP spending plan meets the funding requirements outlined in this chapter, a
"pre- authorization letter" will be sent to the PSAP within four weeks of the date the spending
plan was received by the 9 -1 -1 Office and will detail the approved GIS allotment amount. The
pre- authorization letter will also detail the steps the PSAP must follow to obtain final purchase
approval from the 9 -1 -1 Office. If the PSAP's spending plan does not meet the funding
requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further information
within two weeks of the date the 9 -1 -1 Office received the GIS funding request.
J
Rev. 8/5/2005 111.25
3543.,,,
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
5. PSAP Chooses Contracted GIS Equipment or Services
Once pre- authorization is obtained from the 9 -1 -1 Office, the PSAP is strongly encouraged to
follow the steps listed below to choose a system.
A. Examine different GIS systems /contractors and obtain price offers (a detailed breakdown
of equipment, installation and maintenance costs) for systems with identical
configurations.
B. Document a comparative analysis of the systems evaluated.
C. Document the selected system and describe why it was chosen.
6. PSAP Prepares And Submits A GIS PO Package
The 9 -1 -1 Office will assist the PSAP, as needed, in preparing a GIS PO package. The PO
document shall serve as the legally binding procurement instrument between the PSAP and the
contractor. The PO package shall include the following information.
A. SOW
B. Copy of pre- authorization letter
C. Itemized list of all system elements
D. Unsigned PO, which must include:
a. the "ship to" address where the system or GIS components will be installed,
b. the "bill to" address of the 9 -1 -1 Office (for all applicable system elements approved
for funding);
c. a statement on the front of the PO stating, "The purchase, installation, and
maintenance of items identified in this purchase order shall comply exclusively with
the terms and conditions of (State Contract DGS -0026 or CMAS contract number)
and the attached Statement of Work. "
d. a summary of all costs for items which the PSAP intends to purchase with GIS
allotment funds, including equipment, installation, training, maintenance, services,
and taxes with an attached cost table referencing a complete breakdown of costs.
(GIS allotment items and CPE allotment items must be listed separately, if
applicable.)
7. 9 -1 -1 Office Issues a Commitment To Fund
The 9 -1 -1 Office will review the GIS PO package. If the PSAP's PO package meets the
funding requirements outlined in this chapter, a Commitment To Fund (TD -288) form detailing
the approved amount will be sent to the PSAP within four weeks of the date the 9 -1 -1 Office
received a complete and accurate PO package. If the PSAP's PO package does not meet the
funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further
information within two weeks of the date the 9 -1 -1 Office received the PO package.
8. PSAP Authorizes Contractor To Proceed With Installation
Upon receipt of the approved TD -288, the PSAP may then sign the PO and authorize the
contractor to proceed with installation. The PSAP should closely examine the schedule
included in the SOW prior to signing the PO. The contractor should be provided the signed PO
and a copy of the TD -288.
9. Contractor Invoices the 9 -1 -1 Office
Upon satisfactory installation of equipment or service, the contractor may invoice the 9 -1 -1
Office. When invoicing the 9 -1 -1 Office, the contractor must include a breakdown of applicable
equipment, labor, taxes, and surcharges. The tracking number from the TD -288 form must be
noted on the invoice. When creating an account name for an invoice, the contractor must use
the account naming convention provided by the 9 -1 -1 Office on the TD -288.
272
Rev. 8/5/2005 111.26
3543 -..&
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
Funding Process for:
NETWORK and OTHER 9 -1 -1 SERVICESICPE
Reimbursement Claim Process — Network and Other 9 -1 -1 Services /CPE
In accordance with the EDUCATION FUNDING POLICY, NETWORK SERVICES FUNDING
POLICY, and CPE FUNDING POLICY outlined in this chapter, PSAPs requesting reimbursement
funding for 9 -1 -1 network services and other 9 -1 -1 services and /or CPE (not GIS or system
replacement), may use the following Reimbursement Claim Process.
1. PSAP Requests Funding
The PSAP writes a letter to the 9 -1 -1 Office requesting the 9 -1 -1 service and /or equipment.
The letter should include:
A. an overview of requirements with associated costs;
B. PSAP's planned number of staffed 9 -1 -1 call taker positions (if CPE funding allotment is to
be used);
C. procurement process PSAP plans on using to obtain equipment and services (i.e.,
competitive bid, noncompetitive bid, tariff, or state contract); and,
D. desired installation date.
2. 9 -1 -1 Office Issues a Commitment To Fund
If the PSAP funding request letter meets the requirements outlined in this chapter, a
Commitment To Fund (TD -288) form detailing the approved amount will be sent to the PSAP
within two weeks of the date the letter was received by the 9 -1 -1 Office. If the PSAP letter
does not meet the funding requirements, the assigned 9 -1 -1 Office consultant will contact the
PSAP for further information within two weeks of the date the letter was received by the 9 -1 -1
Office.
3. The PSAP Purchases Equipment
The PSAP uses their procurement process and authorizes the contractor to provide and install
the equipment according to the conditions of their contract.
4. Contractor Invoices the PSAP
Upon satisfactory installation of equipment or service, the contractor will invoice the PSAP.
5. PSAP Submits Claim For Reimbursement
Upon payment of the invoice, the PSAP may submit a Reimbursement Claim (TD -290) form to
the 9 -1 -1 Office, including the previously approved TD -288 with appropriate 9 -1 -1 Office
tracking number and copies of paid invoices with proof of payment (e.g. cancelled check).
6. Review, Approval, and Reimbursement
Upon receipt of a complete and accurate TD -290 with appropriate documentation, the 9 -1 -1
Office will review and approve the request within two weeks. The claim will be forwarded to the
Department of General Services, Office of Fiscal Services, for payment processing. This final
payment process may take up to 90 days.
NOTE: Coordination for system moves and/or system replacement that impact network services
should be coordinated with all stakeholders including the PSAP manager, state 9 -1 -1 Office
consultant, equipment contractor, and network provider(s).
Rev. 8/5/2005 111.27
3543.
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
Direct Funding Process — Network and Other 9 -1 -1 Services /CPE
In accordance with the EDUCATION FUNDING POLICY, NETWORK SERVICES FUNDING
POLICY, and CPE FUNDING POLICY outlined in this chapter, PSAPs requesting 9 -1 -1 Office
funding where invoices will be sent by the contractor directly to the 9 -1 -1 Office for payment by
means of a state contract or tariff are required to follow the procedures below.
1. PSAP Requests Funding
The PSAP writes a letter to the 9 -1 -1 Office requesting the 9 -1 -1 service and /or equipment.
The letter should include:
A. an overview of requirements, and /or a list of items covered in the agreement, with
associated costs;
B. the PSAP's planned number of staffed 9 -1 -1 call taker positions (if the state CPE funding
allotment is to be used);
C. the desired installation date and /or terms of the agreement; and,
D. the PSAP's choice of state procurement vehicle (CMAS, MPA) or tariff. When using a
state CMAS contract or MPA DGS -0026, the PSAP must include a PO for the total
amount of the contract with the following information:
a. the "ship to" address where the service will be provided or the CPE will be installed;
b. the "bill to" address of the 9 -1 -1 Office; and,
c. a statement on the front of the PO stating, "The purchase, installation, and
maintenance of items identified in this purchase order shall comply exclusively with
the terms and conditions of (State Contract DGS -0026 or CMAS contract number). "
2. 9 -1 -1 Office Issues a Commitment To Fund
If the PSAP request meets the funding requirements outlined in this chapter, a Commitment To
Fund (TD -288) form detailing the approved amount will be sent to the PSAP within two weeks
of the date the letter was received by the 9 -1 -1 Office. If the PSAP funding request letter does
not meet the funding requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP
for further information within two weeks of the date the letter was received by the 9 -1 -1 Office.
3. The PSAP Authorizes Vendor To Provide Equipment and/or Service
Upon receipt of an approved TD -288, the PSAP may authorize the contractor to provide and
install the equipment/services according to the conditions of the contract or tariff.
NOTE: Coordination for system moves and /or system replacement that impact network
services should be coordinated with all stakeholders including the PSAP manager, state 9 -1 -1
Office consultant, equipment contractor, and network provider(s).
4. Contractor Invoices the 9 -1 -1 Office
Upon satisfactory installation of equipment or service, the contractor may invoice the 9 -1 -1
Office. When invoicing the 9 -1 -1 Office, the contractor must include a breakdown of applicable
equipment, labor, taxes, and surcharges. The tracking number from the TD -288 form must be
noted on the invoice. When creating an account name for an invoice, the contractor must use
the account naming convention provided by the 9 -1 -1 Office on the TD -288.
Rev. 8/5/2005 111.28
3543 . , ,
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
Funding Process for: PSAP EXPENSES
PSAPs requesting funding for expenses, as defined in the PSAP EXPENSES FUNDING POLICY
provided in this chapter, must use the following Reimbursement Claim Process. Where
pre - approval by the 9 -1 -1 Office is required, you must begin with step "1" below. Otherwise, you
may begin with step "S' below.
Reimbursement Claim Process — PSAP Expenses
1. PSAP Requests Funding Approval
The PSAP submits a letter with appropriate attachments, if required, to the 9 -1 -1 Office
requesting pre - approval for reimbursement of 9 -1 -1 services and /or expenses.
2. 9 -1 -1 Office Issues a Commitment To Fund
Upon receipt of a complete funding request letter that meets the funding requirements outlined
in this chapter, a Commitment To Fund (TD -288) form detailing the approved amount will be
sent by the 9 -1 -1 Office to the PSAP within two weeks from the date the 9 -1 -1 Office received
the funding request letter. If the PSAP funding request letter does not meet the funding
requirements, the assigned 9 -1 -1 Office consultant will contact the PSAP for further information
within one week from the date the 9 -1 -1 Office received the funding request letter.
3. PSAP Submits Claim For Reimbursement
The PSAP may submit a Reimbursement Claim (TD -290) form to the 9 -1 -1 Office in
accordance with the requirements of the PSAP Expense Funding Policy, outlined in this
chapter, and the following requirements.
A. Timely submission of claims — All reimbursement claims should be submitted on an
annual, semi - annual, or quarterly basis each fiscal year (July 1 through June 30) and
should be submitted no later than ninety (90) calendar days after the close of the fiscal
year in which funds have been expended;
B. Where pre - approval is required, the previously approved TD -288 with appropriate 9 -1 -1
Office tracking number and related documentation (receipts and membership information)
must be included; and,
C. PSAPs claiming reimbursement for wages must provide a detailed accounting for each
activity, items 1, 2, 3, 4, 5, 6, 7, and /or 8 (as outlined in the PSAP Expense Funding
Policy) with the number of hours and specific dates for each activity. The 9 -1 -1 Office will
provide a documentation tool for this accounting, upon request.
4. 9 -1 -1 Office Reviews, Approves, and Reimburses PSAP
A complete and accurate TD -290 with appropriate documentation will be reviewed and
approved for payment by the 9 -1 -1 Office within two weeks. The claim will be forwarded to the
Department of General Services, Office of Fiscal Services, for payment processing. This final
payment process may take up to 90 days.
Rev. 8/5/2005 111.29 �' t
5543 - ,'1
9 -1 -1 OPERATIONS MANUAL
Chapter III — Funding
STATEMENT OF WORK (SOW)
Every installation of 9 -1 -1 equipment is different due to the unique needs of each PSAP. A
statement of work (SOW) is recommended for all installation of 9 -1 -1 CPE and is required for use of
the MPA DGS -0026 CPE contract. Therefore, prior to the commencement of any installation of a
9 -1 -1 system funded by the 9 -1 -1 Office, the contractor shall prepare a SOW detailing all
deliverables. The SOW shall be signed by both the PSAP and the equipment/services contractor.
Any subsequent changes to this planned installation must be documented by the contractor. The
SOW should include the following information, as a minimum.
1. Project Contact Information - List of all project contact information (including name, telephone
number, pager number, FAX number, and e-mail addresses) for the contractor project
manager; sales representative (if different), installation contact, network provider contact, 9 -1 -1
Office consultant, PSAP project representative(s), and other identified project stakeholders.
2. Roles & Responsibilities — Identify the roles and responsibilities of each individual listed in
number "1" above.
3. Floor Plans - Detailed floor plans identifying the planned location of all equipment to be
installed and corresponding workstation outlets.
4. Facility Modifications Required — Contractor will describe, and provide specifications for, all
facility modifications necessary to accommodate the new system. Arrangements for all
modifications not performed by the contractor must be performed by the PSAP.
5. Cost Itemization - A detailed list of all costs (including quantity, make /model of all hardware,
installed software and version(s), training, installation, and maintenance).
6. System Interfaces - The contractor shall list all equipment or systems that must be interfaced or
integrated into the 9 -1 -1 system. The contractor and any third party contractors must agree on
the interface specifications. Upon agreement, the costs, specifications, and responsibilities of
the contractor will be documented in the SOW.
7. Circuitry — Identify quantity /type of telephone trunks, lines, and other circuits that will be
connected to the system. Identify network provider service support and planning requirements.
8. System Programming - Complete programming records showing each telephone /intelligent
workstation, station /line features, system speed dial numbers, agent profiles, supervisor
profiles, ACD programming and any other adjustable software parameter necessary to meet
the specific needs of a PSAP.
9. System Growth Capability — An explanation of configured system capacities and additional
components needed to expand beyond current configuration.
10. Maintenance Facility — The name, city location, and telephone number of the primary and
backup maintenance technician(s) responsible for on -site maintenance issues. The contractor
will detail the capabilities of its maintenance facility to provide remote or on -site service, as
needed.
11. Installation Schedule - Include equipment order date; equipment delivery date; network
provider planning meeting date(s) and /or network termination support date(s); programming
freeze date; equipment installation date; training date(s); and planned system in- service date.
12. Acceptance Testing — Refer and conform to contract requirements.
Rev. 8/5/2005 111.30
State of California • Arnold Schwarzenegger, Governor 3543
c
State and Consumer Services Agency
(DI s DEPARTMENT OF GENERAL SERVICES
Telecommunications Division
EXHIBIT C
October 18, 2005
Max Phipps, Lieutenant
Communications Division
El Segundo Police Department
348 Main Street
El Segundo, CA 90245 -3885
Dear Lieutenant Phipps:
The California 9 -1 -1 Emergency Communications Office (9 -1 -1 Office) reimburses public
agencies for costs associated with 9 -1 -1 County Coordinator and Wireless Regional
Coordinator responsibilities, including staff salary, in accordance with policy and procedures
detailed in Chapter III of the State of California 9 -1 -1 Program Operations Manual.
The 9 -1 -1 Office will reimburse your agency for all approved and documented hours spent to
perform activities as outlined in Chapter III, which can be downloaded at
http: / /www.td.dgs.ca.gov/ Publications /911 /911manual.htm. Reimbursement includes salary,
benefits and approved expenses.
if you have any questions or need guidance through this process, please do not hesitate to
contact me at david.sanchez @dgs.ca.gov or (916) 657 -9177.
Sincerely,
DAVID F. SANCHEZ, 9 -1 -1 Consultant
California 9 -1 -1 Emergency Communications Office
DS:ja
cc: Jack Wayt, Chief of Police, El Segundo Police Department
Jeff Stewart, City Manager, City of El Segundo
17
601 Sequoia Pacific Boulevard ® Sacramento, California 95814 -0231 • (916) 657 -9903