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4B Sales Tax Corporation Minutes - 11/14/2007MINUTES OF THE 4B SALES TAX CORPORATION November 14, 2007 Present: Warren Ayres, President § Darron Leiker, City Manager § Ray Gonzalez § Corporation Board Members Bob Seabury § Alan Donaldson § Randy Schaffner § Jim Ginnings § Lanham Lyne, Mayor § Glenn Barham, Councilor At -Large § Michael Smith, Councilor District 1 § City Council Rick Hatcher, Councilor District 3 § Ray Gonzalez, Councilor District 4/ § Mayor Pro Tern § Charles Elmore, Councilor District 5 § Matt Benoit, Assistant City Manager § Bill Sullivan, City Attorney § Black Jurecek, IS Administrator § Jim Dockery, Director of Finance § Jerry Vandiver, Public Communications § Dennis Bachman, Chief of Police § Laura Drury, Deputy Chief of Police § City Staff Gerald Todd, Deputy Chief of Police § R. W. Smith, Captain, WFPD § Joe Snyder, Sgt., WFPD § Earl Foster, Fire Chief § Bill Weske, Assistant City Chief § Lydia Ozuna, City Clerk § Linda Merrill, Recording Secretary § for 4B Sales Tax Corporation § Tom Bruscino, Microwave Data Systems § Gerard Kern, Microwave Data Systems § Attendees Mike Weins, RCC Consultant § Joint City Council /46 Meeting Minutes — November 14, 2007 1. CALL TO ORDER 2 Mayor Lanham Lyne called the meeting to order on behalf of the City Council. Warren Ayres called the meeting to order at 9:03 a.m. as President of the 4B Sales Tax Corporation. Matt Benoit informed the Council this is a work session for them; no action on their part would be required today. Instead, this is an opportunity to ask questions regarding the Mobile Data Terminal project. 2. APPROVAL OF MINUTES (SEPTEMBER 7, 2007) Alan Donaldson moved, seconded by Randy Schaffner, that the minutes be approved. The motion unanimously carried. 3. CONSIDER A PRESENTATION AND DISCUSSION ON THE CITY'S PROPOSAL FOR A WIRELESS MOBILE DATA TERMINAL SYSTEM. Mr. Benoit informed the Council that this meeting is a work session for them; they need not take any action today. Instead, this is an opportunity for them to ask any questions. The 413 Board will be asked to take some action today, however. A presentation will be made regarding a Wireless Mobile Data Terminal System. The 4B Board will conduct a public hearing, and then consider the project. He then made introductions of certain attendees. Mike Weins, a consultant with RCC, has been intimately involved in needs assessment, proposal evaluations, demonstrations and interviews. He has participated in the evaluation of many similar projects. He is very familiar with this project in particular, and in a more broad sense with the mobile data industry. He then welcomed Gerard Kern and Tom Bruscino, vendors from Microwave Data Systems. He introduced the City's Information Systems Coordinator, Blake Jurecek, who will at some point become the project manager for this venture. Mobile Data Terminals, continued Mr. Benoit, are in essence the process of placing laptops in public safety vehicles. This will allow officers to receive information from various databases to use while responding to calls. The components of mobile data terminals include a wireless network, the accompanying software, and the laptop. In November 2006, City staff and consultants released two requests for proposal (one for the wireless network component, the other for the software). A Request for Proposal is not a bid process; rather, it simply states the needs of the system. It allows vendors to devise solutions to best fit the stated need. Price is a deciding factor, but not the only factor. Joint City Council /413 Meeting Minutes — November 14, 2007 3 Four proposals were submitted for infrastructure, and one for the software component. Each was reviewed and scored. The vendors were allowed to demonstrate and answer questions. The proposals were then reviewed once more, and scored on the basis of the proposal and interviews. Wireless Network Mr. Benoit explained that wireless infrastructure carries data to and from the public safety vehicle. Wireless infrastructure is not unlike what cellular providers use, employing towers and microwave links to transmit data to individuals users. The City selected Microwave Data Systems (MDS) as its Wireless Infrastructure provider. It supplied the average highest throughput speed (i.e., the speed at which data travels through the system). The higher the throughput, the more flexibility the system provides. MDS's system provided the best value for the City's needs. There is a trade -off in the wireless industry, however, between throughput and propagation, or how far the signal can travel (e.g., does it need a lot of towers, point -to- point, site -to -site only, or can it be more spread out). The trade -off is that higher the throughputs, the more sites necessary. Higher throughput does not propagate well. There are systems available that propagate extremely well, but the throughput is very small. Jim Ginnings asked if the MDS is going to be the general contractor. Mr. Benoit stated there will be two separate vendors doing three pieces of the contract. Mr. Ginnings then stated that the City would be its own general contractor. Mr. Benoit stated that is certainly a way to view this operation. Mr. Benoit stated MDS is offering a second generation radio. The advantage is that this is an existing product, and has hundreds of thousands of applications, both in public safety and in industry. There is also a newer generation radio which is two to three times faster. The advantage to that product is that it is at the brink of technology. The City is still evaluating the necessity of this newer product. MDS uses 900 MHz technology. That is a high frequency, so it does not propagate as well. They are probably in the middle of propagation and throughput; they have the best advantages of all the systems available. Thirteen towers will be necessary in order to achieve 95% coverage in the city limits. That amount of coverage is an industry standard. Councilor Elmore asked how many more towers would be necessary to achieve 100% coverage. Mr. Benoit replied possibly five to six more towers. The costs increase substantially to rise above that percentage. Mr. Weins added that achieving 100% coverage is essentially impossible, and certainly cost prohibitive. It may be possible to achieve 97% coverage. Darron Leiker stated that the City's new radio system is designed for 95% coverage. Mr. Benoit continued, stated that each of the 13 towers can be classified as either a ring or a spur. A ring site is akin to the central nervous system. The rings are Joint City Council /4B Meeting Minutes — November 14, 2007 4 connected by an 11 GHz microwave system. It is a very fast system, and would allow for growth, should the City ever want to provide wireless applications for nonpublic safety uses. A spur site is connected to a ring site by a 4.9 GHz microwave system. It is not as fast, but it is less expensive. The proposed ring /spur site locations are as follows: 1. Puckett Water Tower 2. Water Tower at Northwest Freeway 3. Water Tower No. 5 (Loop 11 at 287) 4. Denver Water Tower 5. Transfer Station 6. KFDX tower (need the height of that tower to provide coverage to the Tanglewood area) 7. Cypress Water Plant 8. South Weeks Park 9. Loch Lomond Park 10. Fire Station No. 3 (next to Clinics of North Texas on Midwestern Parkway) 11. Sunnyside (abandoned fire station on Windthorst Road) 12. Water Tower No. 7 (Wichita Falls Business Park) 13. Command Center (Flood Street) The City determined the need for these sites by testing the equipment and software in the field. When the amount of necessary throughput is known, that determines the amount of coverage needed. There are no more sites proposed than are absolutely necessary. The City has filed for conditional use permits for five of those sites. If any of those five are lost, it may lead to a complete reshuffle of the deck. Each vehicle will be equipped with a radio that receives the signal from a tower and is connected to a laptop. There are two radios under consideration for purchase, and each has advantages and disadvantages. The INet radio is deployed in both public safety and industry applications. It operates at a speed faster than dial -up, but not as fast as cable service in your home. It is fast enough for the applications the City intends to use. Mercury radios are two to three times faster, but are not deployed nearly as many times. They have a latency problem (Mr. Benoit compared this to a situation wherein a computer locks up, but then quickly catches up with the typing). The infrastructure proposed will work with either radio. Before a final decision is made, a vehicle will be equipped with both radios to determine the best option. The negotiated contract allows for either choice for the same amount. Critical contract terms have been secured: • Performance bond in the amount of the contract. • Liquidated damages • Requirements for coverage and throughput testing Joint City Council /413 Meeting Minutes — November 14, 2007 5 60 -day reliability period. This period begins immediately after the cutover, during which time the system has to perform as a whole. If there is a major failure, the vendor must fix the problem, and their final payment is withheld until they pass a 60 -day period with no major problems. Payment milestones. Thirty percent payment is withheld until after testing and completion of the reliability period. A one -year warranty is included at no cost. Mr. Benoit noted that MDS is not the Original Equipment Manufacturer (OEM) for many pieces of their system; those pieces will have their own separate warranty that will be passed on to the City, and their own level of maintenance thereafter. After the installation and warranty process, the City will evaluate whether it is better to have someone come on -site to repair equipment, or to keep spares on hand. There are a number of spares built into this price of this contract. During the installation and warranty period, staffers will gain a better understanding of the most cost - effective maintenance option. Mr. Benoit then presented the costs for the various components of the wireless infrastructure, noting that this piece of the system is very hardware intensive. Wireless Infrastructure: $1,929,617 Component Price % of Total System Software /Hardware $1,263,351 65.5% Project Management and Installation Services $516,106 26.7% All Other (Training, Acceptance Testing, Documentation and Warrant $150,160 7.8% Total $1,929,617 Wireless Infrastructure will require at least one year to complete. Cutover to live operations may be delayed to ensure coverage testing with full tree foliage. Glenn Barham asked if the 13 towers take into account future expansion of Wichita Falls. Mr. Benoit replied if it is a small growth spurt, the current number of towers should suffice. However, a large expansion would require the addition of tower(s). Randy Schaffner asked how a disruption in the ring at the north and south would affect coverage. Mike Weins replied that if any of the points fail, the data would go the other direction. Mr. Benoit clarified that Mr. Schaffner's question concerned two breaks. Mr. Weins replied that the other sites would still communicate. There is a high enough level of redundancy in the system to provide for public safety. Jim Ginnings asked if the City is going to rely on the integrity of the remainder of the system to handle communications should such a disruption occur. Mr. Benoit replied affirmatively. Joint City Council /46 Meeting Minutes — November 14, 2007 6 Bob Seabury asked the life span of this infrastructure. Mr. Benoit replied the towers and equipment will last 15 -20 years. The lifespan of other pieces of the system not nearly as long, such as the radios and handheld devices. Michael Smith asked about the geosynchronous satellite system. Mr. Weins noted there are two problems with that system: (1) its day -to -day costs are very expensive, and (2) the throughput is much less than this proposed system. The City would pay more and receive a lot less. There would be an issue with latency, as well. The satellite system would work well for a wide area, but for a city the size of Wichita Falls, this solution is much more cost effective. Mr. Leiker asked Mr. Benoit to provide more information regarding the towers. Mr. Benoit noted the Loch Lomond, Fire Station 3, Sunnyside, and Water Tower 5 sites are all uniform. They are 118 -120 foot tall monopoles. They are very top loaded, with basically a big satellite dish sitting on top. Mr. Leiker noted there were no guy wires, which Mr. Benoit confirmed. Software The software packages the data as it travels through the Wireless Network and exhibits the information in a way that makes sense. Mr. Benoit compared the wireless infrastructure to a highway, and the software to a car traveling on that highway. The software keeps the data in a concise location and orderly fashion to and from the database to the public safety vehicle. The selected vendor is Intergraph Public Safety (IPS), the current vendor for CAD /RMS. There are essentially three pieces of software within the software package as a whole to be purchased: 1. Client that interfaces with the CAD system 2. Client that interfaces with the RMS system 3. Client that searches want and warrant databases. The CAD system holds data related to any call for service, including the time of the call, the originating phone number, the location, what unit was dispatched, etc. The CAD interface will allow the public safety officer to see what the dispatcher types. Mr. Benoit described the process with simply a radio system: Dispatch receives a 911 call. The dispatcher has some information about the call, such as the location of the call, name of the caller, and the type of call. The dispatcher types this information into the CAD system, then gets on the radio and requests an officer. Then the dispatcher types into the system that an officer was dispatched. The new system will allow for the information the dispatcher types to go directly to the public safety screen, thus eliminating the talk/type /talk scenario. The new system will cut out a lot of radio traffic, and the public safety official responding to a call will be able to auto acknowledge his Joint City Council /4B Meeting Minutes — November 14, 2007 7 response to a call. The software will take the information from the dispatcher and display it on a public safety screen. When the officer acknowledges receipt of the call and arrives at the location, the dispatcher will receive notification, and that information will be saved in the CAD database. The Records System holds the data related to everything that happens after a call. If a police officer makes an arrest or takes information on a number of suspects, this information will be placed in the CAD database. This information will include the case numbers, arrest records, etc. The information can be queried in a multitude of ways. The Records System is to be accessed using Citrix software. That will allow the public safety officer to see the information on their laptop screen in their vehicle virtually as it appears on the screen on their desktop. This will eliminate the need for the officers to learn a new application. The final software component is the interface that will allow officers to search state and local want and warrant databases, thus eliminating the need for officers to receive this information from dispatch. This contract is not as far along as the proposed agreement with MDS, informed Mr. Benoit. But he assured the Council and 4B Board that the payment bond, liquidated damages, and payment terms will not get in the way of the agreement. There are several reasons to work out an agreement with IPS. The company's CAD and Records database has a unique system architecture. There are some common themes among several different vendors about how information is stored and placed. However, if another company is chosen, it would have to write interfaces that go from its software to the CAD and Records System database, draft the information and bring it back. That alone would be a significant cost factor, and would require a lot of fine tuning. In addition, all public safety officers would have to learn a new software application. Mr. Benoit explained that the cost for the software deserves an explanation. In a memo last week, he discussed the software component, but it clearly was not ready. He has since received additional information from the vendor. Regardless of contract negotiations, the price should not increase; it should become much more favorable on the City's behalf. The figures shown below reflect the highest estimate; when he brings the contractor before the Council, he expects the figure to be lower. Software Services: $1,671,311 Component Price % of the total System Software $669,688 40.1% System Hardware $11,960 .7% Interfaces $271,850 16.3% Project Management & Installation $528,548 31.6% All other services (training, $189,265 11.3% Joint City Council /4B Meeting Minutes — November 14, 2007 acceptance testing, documentation and warrant Total $1,671,311 Mr. Ginnings asked Mr. Benoit if the cost for interfaces is included to anticipate the possibility of going with a vendor other than IPS. Mr. Benoit replied that the interface budget is for the want and warrant database, as they are from another system. The amount requested is not near what it would be if another vendor were chosen. Mr. Schaffner asked if this proposal includes periodic upgrades for obsolescence. Mr. Benoit stated that it does not, but a maintenance offering occurs soon after the cutover. When the City begins paying maintenance, upgrades should, in theory, be free. Computers The computers will show the information carried by the Wireless Infrastructure and displayed by the Software. It is the end -user component of what officers and firefighters will see. The selected computer is the Panasonic Toughbook. It is a durable, rugged laptop that will work in high -speed situations. It is a self- contained laptop. If the computer develops a problem, it can be removed from the vehicle and replaced with a spare. The 220 laptops will be purchased through MDS, and installed by Portable Computer Systems out of Houston. The motorcycle officers will have handheld devices supplied by Intermec. They are about the size of a Blackberry, only wider. They are extremely durable, and will work in all weather conditions. All vehicles will be equipped with a computer and printer, so that the patrol vehicles can print tickets. Currently, all information is handwritten. The laptops and the handheld devices will have bar card readers, which will allow data from driver's licenses to automatically populate on the screen. This will reduce the error rate. Computer Cost: $1,730,744 Component Price % of the Total Mounting Hardware $249,366 14.4% Laptops $903,745 52.2% Handheld Devices $44,030 2.5 Automated Vehicle Location Devices $64,807 3.7 Printers $188,320 10.9 Installation Services $212,674 12.3 Bar Code Readers $46,046 2.7 Lotus Notes Clients $21,756 1 1.3 Total $1,730,744 Joint City Council /46 Meeting Minutes — November 14, 2007 9 The installation procedure will be rather significant, which will include the docking station on which the laptop will sit. There will be a loss of some trunk space, but the department is comfortable with that. There are 165 vehicles to be fashioned. This component of the system will have significant on -going expenses, which the City will request the 413 Board to consider funding: The laptops, printers, and handheld devices will need to be replaced every five years ($1.2 Million) Radios in vehicles replaced every seven years ($376,000) Annual software maintenance ($175,000) Annual wireless infrastructure maintenance ($100,000) Mr. Schaffner asked if there is a hardware specific, low -cost policy for replacement or spares. Mr. Jurecek stated the radios are covered by a warranty for defects. Another policy is available, which provides for replacement if the City damages the equipment. Mr. Benoit noted that the City would accept the warranty that comes from the manufacturer. Mr. Benoit summarized that the Wireless Mobile Data Terminal System will make the public safety officers safer. They will have access to the databases, and will know much sooner if there is the potential for danger in any given situation. Firefighters will have access to information regarding building plans and the presence of hazardous materials. Chief Foster explained that the Fire Department, when they inspect commercial buildings, draws a diagram of the building and lists contact information. Those diagrams are carried in a large loose -leaf binder. However, the diagrams may tear out of the book, but with the new system, they will be readily available on the computer. He, too, expressed appreciation for the fact that having this information on the computer will reduce radio traffic, and allow that system to work better. 4. CONDUCT A PUBLIC HEARING ON THE CITY'S PROPOSAL FOR A WIRELESS MOBILE DATA TERMINAL SYSTEM 5. CONSIDER PROJECT APPROVAL FOR A WIRELESS MOBILE DATA TERMINAL SYSTEM. The total cost for the Wireless Mobile Data Terminal System is $5,331,672; with a 5% contingency, that figure stands at $5,600,000. Mr. Benoit noted his memo in August projected a total cost of $4.7 Million; however, the 11 GHz wireless was not in the original proposal. In addition, there are several other cost factors that are still being negotiated. Joint City Council /46 Meeting Minutes — November 14, 2007 10 Mr. Benoit discussed the 4B funding capability. It currently has a total of $7,535,968 in the bank, and encumbered funds totaling $2,775,687. Those encumbered funds include the following projects: $930,565 $41,599 $84,369 $37,500 $19,595 $76,127 $600,821 $500,000 $485,111 public safety projects debt service radio maintenance CAD /records maintenance software military affairs golf course consultant Mobile Data Terminal consultant golf course and TIF #2 debt service softball complex enhanced gymnasium space Minus the encumbered funds, the ending available cash balance is $4,760,281. The total project request for the Wireless Mobile Data Terminal System is $5,600,000. If approved, this expenditure would result in an available cash balance deficit of $839,719. He noted that the average monthly collection for fiscal year 2006 -07 was $267,677. If the 4B Board agrees to fund this project, it would take three months to get its finances back in the black, and seven months to reach an available cash balance of $1 Million. Mr. Ginnings asked if the total project request was to be an immediate cash deficit. Mr. Benoit clarified that it is an encumbrance. The available cash balance deficit is in some respects a paper number. The 4B Board's cash will not fall below zero, but when the cash and encumbrances are taken into account, the available cash balance goes below zero. However, the cash in the bank will not. Mr. Leiker added that the encumbrances of $2.7 Million will be spread out over the course of the year, as well. Mr. Schaffner asked if there is a projected need for additional personnel in the fire, police or technology departments. Mr. Benoit noted that Information Systems had received two additional personnel in the 2006 -07 fiscal year. This will not result in a force reduction for public safety officers, but it should make their jobs easier and better. Mr. Seabury asked what projects might be delayed or deleted due to the enormity of this expenditure, such as improvements at Lake Wichita. Mr. Benoit was not aware of any eminent projects available for 4B funding. The softball complex and the enhanced gymnasium have been addressed. The only project that came to mind that would be an eligible expense is the building of a firing range for the police department. Mr. Leiker noted the 413 Board made a $30,000 commitment to Backdoor Theatre, contingent upon it raising matching funds. The Theatre's representative indicated it would probably meet that match sometime early next year, so that expenditure may need to be included in 4B funding. Joint City Council /46 Meeting Minutes — November 14, 2007 11 Mr. Seabury asked if the Council had paid much attention to making improvements at Lake Wichita. Mayor Lyne noted that it is one of the projects included in the community development plan. Mr. Leiker added that the Council approved funding in this fiscal year budget to survey Lake Wichita to determine exactly what property is owned by the City, as well as to determine the encroachments at the lake. That is the necessary first step before any redevelopment. That process will take six to seven months. Mayor Lyne noted the City had begun to look at property that might need to be acquired. The lower lake level has changed the dynamics of the project. The City will look at what other communities have done. This project is just now in the planning stages. Mr. Benoit noted that City staff received direct marching orders from the Council to get this project underway. Mr. Ayres thanked Mr. Benoit for the presentation, and opened the public hearing. Hearing none, he closed the public hearing. Mr. Schaffner moved, seconded by Mr. Leiker, that the expenditure of $5.6 Million of 4B funds be approved for the Wireless Mobile Data Terminal System. Mr. Ginnings asked if this system will allow for the capability to scan license plates. Mr. Jurecek noted that is a separate project. Chief Bachman noted the project will be upgraded to allow for two units to be able to read license plates. The motion unanimously carried. 6. ADJOURN. The meeting adjourned at 10:17 a.m. A"7'—J�Izza�' Warren T Ayres President