HomeMy WebLinkAbout58-02 RESOLUTION•
NAME OF FILE•
CROSS REFERENCE:
Resolution No. 58-02
•
04/02/02
Resolution No. 58-02
Fayetteville Fire Department Records Management System Upgrade
Proposal
04/02/02
Staff Review Form
04/03/02
Memo to Chris Bosch, Fire Chief, from Heather Woodruff, City Clerk
NOTES:
Fayetteville
Fire Department
Records Management System
Upgrade
Proposal
•
Fire Department
Introduction
• RMS Upgrade Proposal • 2/25/2002
In 1999 the Fayetteville Fire Department entered into the process of identifying a
computer based information system that would efficiently and effectively meet the needs
of the organization. This process was initiated in an effort to ensure continuity between
the current Records Management System (RMS) being used by the City of Fayetteville as
well as the Fayetteville Police Department.
At the time the Department was investigating the possibility of utilizing this RMS it was
determined, by an internal committee, that the New World Technology product would not
meet the needs of our organization. Further, it was determined that the only system that
would most effectively meet the needs of the Fire Department was the Fire Programs
(Fire Pro) RMS.
Little time was spent researching the Fire Pro system to determine its compatibility with
the New World Technology system being used by all other agencies in the City.
Unfortunately, this lack of time investment has proven to be detrimental to the Fire
Department.
Current Situation
As a result of this incompatibility problem the Fire Department's current system of
records management is somewhat dysfunctional. At this time the Fire Department is
operating a stand alone RMS, utilizing the Fire Pro system with no support mechanism
from either of the network providers (Fire Pro or the New World system.)
The Fire Pro information system is an RMS, which was established, by Fire Fighters, for
Fire Fighters. This RMS offers basic response report data bases that retain response
information for those individual units. This system works well for small Fire
Departments with only one facility; however, this type of RMS was not designed for an
organization with the number of stations, units and personnel that we currently employ.
Our existing computer system involves the use of 21 PC's Each of which serves as an
independent workstation and is not connected to the central records management system.
These PC's have all been upgraded within the Last year and have adequate memory and
available RAM to support any program changes that may be introduced in the near
future.
Further each unit has the Fire Pro software loaded on its hard drive and our Computer
Technician is required to travel from Fire Station to Fire Station, on a monthly basis, to
retrieve the previous months response information as a result of our lack of networking
and incompatibility. This retrieval process requires additional staff hours for record
downloads and travel time from location to location.
Fire Department
• RMS Upgrade Proposal • 2/25/2002
This retrieval process creates several inefficiencies and results in wasted time as well as
potential liability related to the need to move from station to station to download records
that should be readily available through a computer network.
This ineffective system also makes it difficult for the Fire Department to retrieve annual
response statistics, which play a vital role in providing information toour customers on
how well we provide service. These statistics can also assist the Fire Department during
the process of preparing the annual budget and in establishing performance measures as
well as proposal justifications for new programs, grants and alternative funding
opportunities. ,
Proposed Solution
At this time the Fire Department has only one option, which will effectively address this
situation and allow us to rectify this problem and facilitate the retrieval of information as
it relates to the activities of the Fire Department.
This solution involves the Fire Department's scrapping of the current Fire Pro RMS and
purchasing the system upgrade for the New World Technology RMS that is compatible
with the system the City of Fayetteville and the Police Department Communications
Office is currently using.
The purchase of this upgrade, with the required installation, maintenance agreement and
training costs will be approximately $38,000. Attached you will fmd a copy of the
documented costs for the system as well as a work sheet identifying any additional costs
related to this project.
At this time the Fire Department has $30,000 allocated under the Police Department's
Radio System Replacement Request in the 2002 CIP. This replacement request is already
earmarked for a New World System Interface Upgrade; however, the cost of the project
will exceed the anticipated budgeted amount by $8,000. This means the Fire Department
will need to find these additional funds in some other area.
During our discussions with the New World representatives it was explained that a
portion of this expenditure would be dedicated to the training of Fire Department
personnel on use of the system as well as network administrators. Further these costs for
training would be billed on an "as needed" basis.
2
•
Fire Department
Benefits
• RMS Upgrade Proposal •
2/25/2002
The benefit of this upgrade will be recognized immediately. The new system will
provide the Fire Department with the ability to interface with Police Department's
Dispatching and Records Management System, the City's Central Records Management
and Financial Records Systems and provide real time information and access for fire
reports and training records This system will also facilitate the Department's ability to
track its activities on an annual basis and give us the ability to begin predicting trends in
emergency response as well as providing us with a database of those facilities that require
annual inspections and hazard abatements.
As the Department transitions into the 21St Century it is important to remember that these
types of information tracking systems are vital to the success of public safety
organizations. The retention and retrieval of response and activity data will allow the
Fire Department to begin predicting the current as well as future needs of the
organization as well as the community.
Recommendation
The Fire Department recommends the approval of this contract and the upgrade of the
current RMS system. As previously stated, this upgrade will allow the organization to
begin tracking its activities and expenditures in a more efficient and effective manner.
3
•
•
2125/2002 • New World CAD/RMS Fayetteville
Upgrade Proposal Fire Department
Software License Fee 11750
Training & Installation Support Services
120 hrs. of Installation and Training Service.
Not to exceed total.
Billed on an as used basis.
15600
Maintenance Agreement 5600
N W Tech. Travel Expense
Cost Per Item
Airfare 3 Round Trips 300
900
Hotel 15 Nights 50 2250
Rental Car 3 Weeks 125 375
Per Diem 34 Per Day 15 1530
Total: 38005
FAYETTEVILLE, ARKANSAS
PROPOSAL SUMMARY
January 24, 2002
STANDARD SOFTWARE FROM NEW WORLD FOR IBM iSERIES MODEL 2043
FIRE RECORDS
I. Aegis®/400 Fire Records Software Base Package
- Activity Reporting and Scheduling Module
- Arson Investigations Module
- Hazardous Materials Module
- Hose Inventory and Maintenance Module
- Hydrant Inventory and Inspections Module
- Incident Tracking Module
- Inspection Tracking Module
- Personnel/Education Module
- Pre -plans Module
Aegis®/400 Federal and State Compliance Reporting for Fire Records
- State/NFIRS 5.0 Electronic Reporting Module
GRAPHICAL USER INTERFACE
2. Aegis®/400 Graphical User Interface'
Windows PC Environment
- AS/400 Server Module
- Runtime Client Cost (estimated 10 Units @ $175 per unit)
NEW WORLD STANDARD SOFTWARE LICENSE FEE
LESS CREDIT FOR PREVIOUSLY PURCHASED SOF"I Vt. ARE
LESS DEMONSTRATION SITE DISCOUNT
TOTAL SOFTWARE LICENSE FEE
I:ayearrcdk. Arkansas
I'rnJwivil.Smnnm,r
$ 35,000
$ 5.000
$ 1.750
$ 41,750
S (20,000)
S (10,000)
B. TRAINING AND INSTALLATION SUPPORT SERVICES°
120 hours of Installation and Training Services at $130/hour to include, as required:
- Software Installation and Set Up
- User Education and Training
- Other Technical Support
TOTAL TRAINING AND INSTALLATION SUPPORT SERVICES
C. STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA) (Per Year Cost)
Annual SSMA to begin at the end of the 90 day warranty; year one cost to be prorated to
run concurrently with Customer's existing SSMA.
r
2
4
PRICING VALID THROUGH APRIL 30, 2002
ENDNOTES
The minimum configuration for the New World GUI is a PC with a Pentium /33 processor and I6MB RAM
with /OOMB offree disk space for the Client. The Server requires TCP/IP.
Prices assume that all software proposed is licensed Prices are quoted as preliminary estimates only and are
subject to further clarification and confirmation.
If taxes are imposed, they are the responsibility of the purchaser and will be remitted to New World upon being
invoiced
Training and Support Services are billed hourly as used. Travel and expenses are not included as they are
billed at actual l cost.
New World Proposal
Fayenereille. Arkansas
Proposal Summary
NEW WORLD SYSTEMS' Aegis PUBLIC SAFETY .SOI7 U14
$ 15,600
$ 15.6011
$ 5.600
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CITY OF FAYETTEVILLE, ARKANSAS
2002 - 2006 CAPITAL IMPROVEMENTS PROGRAM
PROJECT DETAIL
PROJECT TITLE: Radio System Replacement
PROJECT COST
REQUESTING DIVISION: Police
2002 $ 294,000
2003
FUNDING SOURCE: Sales Tax Capital Improvements Fund
2004
2005
PROJECT CATEGORY: Police Safety Improvements
2006
INITIAL YEAR PRIORITY: 1
TOTAL PROJECT COST $ 294,000
REPLACEMENT Y EXPANSION Y
PROJECT TYPE:
PROJECT DESCRIPTION & JUSTIFICATION :
These expenses are for the completion of the Radio Replacement Project including an upgrade to the digital radios ($11,000), the
addition of encryption ($113,000) to the police portable radios, the addition of Control Heads, Motorola to CAD interface ($57,000), the
New World interface for the Fire Department ($30,000), replacing the Fire Department's high band radio system used to alert off duty
personnel to active fires ($63,000), and addressing the problem at the Wastewater Treatment Plant located on Fox Hunter Road ($
20,000).
PROJECT STATUS (IF IN PROGRESS) '
N/A
EFFECT OF THE PROJECT ON ANNUAL OPERATIONS :
N/A
•
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30
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ri New World Systems"
Aegis® New Graphical
New World Systems announces the
release of its new Graphical User
Interface The new GUI gives a "Microsoft
Outlook" appearance that utilizes a task
column, pull down windows, and point -
and -click capability. The new GUI makes
working with New World software easier
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Generation" employee.
The new GUI utilizes a tool that is
transparent to the user. It takes
information from the AS/400 "green
screen" and transforms it to the graphical
screen. The "green screen" is not visible
to the user, unless a toggle switch is
activated. The GUI screens allow the
user the see the same information in the
Aegis software as before, except in a more
graphical appearance. This will reduce the amount
of training needed to get employees up to speed on
the new GUI screens.
Other Features:
• The new GUI allows for the Aegis applications
to be Internet -enabled allowing customers to
access New World applications over a network
using a browser.
• The upper left corner can display your
agencies' logo. Simply clicking on the logo can take you
directly to your web home page.
• Screen colors can be changed to suit the needs of each
user.
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How to Get Started:
To obtain the new Graphical User Interface from New
World Systems, simply contact your Sales or Customer
Care Representative for a price proposal.
What is Required?
Server License Fee
Workstation License Fee (concurrent users)
Server requires TCP/IP
Minimum PC configuration:
• Pentium 133 processor
• 16 MB RAM
• 100MB of free disk space
Copyright° 2000 New World Systems. All Rights Reserved
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Troy, Michigan 48084
248.269.1000 / fax 248.269.1020
www.newwortdsys.com
update 4/17/00
Are World Systems*
J'ublic&¢Inr Sofnare Com/nre
Integrated
Public Safety Software
Solution
CAD
•
RECORDS
MANAGEMENT
•
MOBILE
•
CORRECTIONS
•
COURTS
Public Safety
Software
•
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Larry 0. Leinweber
President. New World Systems
1200 Public Safety Agencies
Have Trusted New World's Software for
Over Twenty Years
New World Systems' comprehensive integrated Aegis® Public Safety
solution satisfies the varying needs of public safety departments —
from fast and efficient dispatching to easy access to law enforcement,
fire and EMS records, reports and databases. The integrated solution
allows different departments to seamlessly share information,
increasing safety and improving efficiency. New World's Aegis solution
can take your agency to the next level.
For over twenty years, New World Systems, a leader in public sector
software, has provided public safety agencies with progressive
improvements in technology. Our software helps improve agency
operations by decreasing response times, improving access to
information, and increasing,community safety.
New World is known for its stability and longevity in the software
industry — more than 1200 cities, counties and townships trust New
World's solution to manage critical public information for the safety
and benefit of their communities.
"Out of the six public safety software companies
that we looked at, New World is the only one still in
business. New World's longevity and proven reliability
was a key factor in our decision."
I — MIS Administrator Erik Vela- e .
Waukegan Police Department, Wauke =an, IL -
New World focuses on the unique needs of the public sector byr
4
-con tnnu\ lly enhancing technology and monitoring public safety needs.
We ineorrp6rate industry trends and customer suggestions to' improve
publics safety processes. 9 f
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Unlike manypublic safety software vendors, NewWorld develops
its public , ector so are -suite in-house, protviding a truly integrated
system with i access to critical -information throughout your agency.
Our commitmentis to our customer§'success.
Enhance your agency's effectiveness with New World Systems' truly integrated
Aegis Public Safety software suite. It can increase productivity within your department
and safety within your community. New World develops all its software in-house to
ensure a fully integrated solution for your department. Our modular software enables
you to license various optional modules as you need them or as your budget allows.
Practical Functionality and Benefits of Integration
Operational Efficiency:
Once information Is entered Into the system, authorized users can accesspe
data from any application in the Aegis suite to view a complete file oniony
subject, location or property _
s
-a
' Integrated master files on a subject, location or vehicle are automaticall -
created In Records Management by populating the information from
call tor service screen in CAD (Computer Aided Dispatch) aria the
received from Mobile Computing
' When creating a new master file, the system automatically alerts! user of
duplicate entries, reducing redundant records
' Information captured in Records Management automatically pop'
fields required for agency, state and federal reports
Whether you are a corrections officer, Judicial personnel or public.
you do not have to create a new record for an Inmate, person on
offender, because the Records Management software maintains m
all subjects - the user can add to the existing record or pull the Infos
make a new file In the Corrections or Courts Management software
' Ability to access critical information within Aegis Records and State/NCIC,.,,
such as wants/warrants, protective orders, gun permits, prior offenses, hazards
and much more, before arriving at a scene Increases safety for law
enforcement In the field
' Decreases unit response times - dispatchers can continue to enter information
about the Incident In CAD while the unit Is en route to the scene, providing the
officer with an up-to-date status on the mobile computing terminal (MCT)
Integrated public safety software gives officers and firefighters Immediate
access to Information that helps them make informed decisions
Compute Aided Dispatch
Law Enforzement
P \•
MSF;IMlaosoft 2000 Platform) CAO
When Performance and Rapid
Response is Critical,
Aegis Can Make a Difference
Efficiency, safety and quick responses depend on the communication of timely and
accurate information. New World's Aegis CAD software is designed by experienced,
professional dispatch personnel from law enforcement, fire and EMS agencies.
Major benefits of the Aegis CAD solution:
newworldsys.COm
' When a 911 call is received, the call
for service screen automatically
populates the name, address,
phone number and other associated
Information, providing real-time,
critical response dispatch support
' Integrates with New World's
Aegis Records Management
software; a cleared CAD Incident
automatically creates a file in
Records Management
' Provides a vital link between the
dispatcher/officer and the most
comprehensive records database
available, alerting dispatchers and
officers of hazards, prior incidents,
outstanding warrants, etc., before
the officer confronts an offender
or situation
Instant access to critical Information
Improves communication, response
time performance and unit safety
•
Efficiently manages single and
multiple jurisdictional agencies
Interfaces to State/NCIC -
seamless access to state and
federal Information through the
dispatch screen or MCT
Automatically prompts the units
to be dispatched and provides
special response instructions,
ensuring the proper procedures
are implemented
Completely scalable, the system
easily manages small and large
agencies
' Ability to customize screens to
simulate familiar screens and
commands already in use.-cb.;
"New World-syst
the 9-1-1 communic
the speed, accurac
process, and heigh.
expanding on crit
the units in the field
— 9-1-1 Comma:
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Computer AidedDispatch
Fire/EMS
New World's Aegis CAD for Fire and EMS agencies provides effective and efficient
communication between dispatching and the field, enhancing services to your citizens.
Major benefits of the Aegis Fire/EMS CAD solution:
Automatically verifies address
validity, saving the dispatcher's
time by populating the screen with
predetermined procedures and
equipment suggestions based on
the Incident type, level of response
and geographic area
Automatically time/date stamps
calls for service, providing
supervisors with accurate
information on time of entry,
assignment, arrival and clearance
of calls
Integration with New World's Aegis
Records Management software
provides dispatchers and firefighters
with critical Information on
inspections, pre -plans, hazards
and history
t Reduces the risk of leaving an area
without coverage with automatic
run cards, Including move -ups
and standby
Automatically generates reports,
including GEO master file listings,
hazardous alerts, agency -defined
notes and much more
transactions allows calls to be
quickly dispatched based on the
importance of the call
fin r
n Fame
"Aegis CAD enables us to quickly and easily dispatch
public safety officials to a scene."
— Administrator Eric Swanson
Tillamook County Emergency Communications District, OR
Records!anagement
Law Enforcement
Access Key Information Effortlessly
New World Systems' Aegis Law Enforcement Records Management system is
a robust information system that tracks operational, investigative, statistical,
management and administrative data. It supports extensive inquiry and subsequent
reporting — including incident management, investigating cases and arrest processing.
Major benefits of the Aegis Law Enforcement
Records solution:
The system provides a real-time
database for maintaining master
files on people, places, property,
vehicles, criminal activity and more
r Alerts officers of critical information,
including protective orders,
outstanding wants/warrants,
stolen vehicles and more, when
integrated with Aegis CAD
Provides a master file that
efficiently connects all activity to
a subject, property or location
r Generates hundreds of standard
reports to help manage the
department, solve crimes, and
communicate to elected officials
r Automatically prepares reports for
state and federal (UCR and IBR)
agencies
Case Recessing
Automated State/NCIC reporting -
provides information to update your
Records Management database
and sends state and federal
compliant reports
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Provides extensive multi -layered
security to keep unauthorized
personnel from viewing sensitive
information, such as juvenile records
and personnel Information
Adding optional software modules,
for everything from Pawn shops to
my
Gang Tracking, provides a wealth
of information
,
"With New World's robust \
Records Management
software and Data Management
and Retrieval tools, our
department wi I have the ability
to access haul ration qutefdy;,d_
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Major benefits of the Aegis
' Automatically captures Informatlon
from CAD to create or maintain files
In the Records Management
software on Incidents, persons,
businesses, property, inspections
and other functions
' Compliant with NFIRS (National Fire
Incident Reporting System) and
state reporting requirements -
granted Conditional Certification
vendor status by the United States
Fire Administration (USFA)
' Tracks all Inspection violations,
pre -planning, prevention and arson
Investigations to keep a vast
amount of Information at a users
fingertips
' Saves time by tracking all critical
equipment and Items related to
fire management, Including hydrant
Inventory, Inspection dates, and
mission critical equipment utilized in
the field
• Records Ma*gement
Fire/EMS
Fire Records solution:
' Integration with Aegis CAD
minimizes redundant entry,
facilitating the tracking and billing
of false alarms and access to
critical information
' Tracks hazardous materials to
pinpoint the specific locaflon within
a building to provide firefighters
with Immediate access to critical
Information before arriving at the
scene
• Tracks personnel -related Information
such as education, certifications,
emergency Informaflon, hazardous
material exposure and roster
assignments
Major benefits of the Aegis EMS Records solution:
' Automatically hacks services
rendered to patients for invoice
generation
Generates numerous management
reports that track the units and
personnel responding to calls,
dispatch statistics, medical service
statistics and exposures to
hazardous material
Tracks all Information associated
with a patient In the master file,
allowing paramedics and dispatchers
to easily and quickly access
personal Information, medical
records and past treatments, saving
valuable time in an emergency
' Completes the cycle from time of
dispatch to Invoice gene• ipt nSt
New World's fully integrot4di
software solution f
' Interfaces to many other New
World applications, including'?
multi -Jurisdictional CADS ---1
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ComputerAided
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Records Ma
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Crime scene — hit and run accident.
newworldsys.com
Witness pieces a 911 call.
The dispatcher receives the 911 call and
enters the details of the hit and run into the
system while simultaneously dispatching the
appropriate public safety units.
En route to the scene, a
information from the dist
vehicle and possible sue
obtained from Aegis Re(
and the witness' stateme