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Home My WebLink AboutMINUTES - 10012002 - SD2 BOARD OF SUPERVISORS contra FROM: m INTERNAL OPERATIONS COMMITTEE � Y Costa DATE: SEPTEMBER 24, 2002 . 2 County SUBJECT: RECOMMENDATION RETAIN COMMUNITY ALERT NETWORK AS THE COUNTY'S EMERGENCY TELEPHONE NOTIFICATION (RINGDOWN) SYSTEM PROVIDER SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMME�IaATII -N: 1. RETAIN the Community Alert Network as the County's emergency telephone notification (ringdown) system provider: 2. REFER to the Sheriff/Office of Emergency Services this matter and request that the next contract for such services include performance level incentives and penalties; BACKGR„OUNLI: A request for information (RF!) was made in October 1999 to evaluate the status of the County's system and to'determine the state of the artfor emergency telephone notification systems. As a result of the RFI, the evaluation team ranked the CAN system first, and the Board of Supervisors decided to continue the CAN contract. However,the Board;also approved the notion of reviewing the contract again in two to three gears, after other system providers gained experience in the industry: On November 6, 2001, the Board of Supervisors referred to the Internal Operations Committee (IOC) the development of a request for proposals (RFI') for a new emergency telephone notification (ringdown) system similar to the current Community Alert Network (CAN) system. Similarly, the Grand Jury, in a June 14, 2002 report, recommended that the Board direct the appropriate county department to research, select, and implement a more effective system of informing the county population of the occurrence of an emergency alert. At its March 4, 2002 meeting, the IOC directed Lewis Pas alli, Hazardous Materials Program Director, to develop an RFI along the lines of the 1999 RFI, but with the addition of incentives and penalties based on expected performance.. On April 15, the IOC approved the RFI'' prepared by Mr. Pascalii and directed that it be sent out with a response deadline of May 31, 2002. CONTINUED ON ATTACHMENT: NO SIGNATURE: .- COMMENDATION OF COUNTY ADMINISTRATOR µ:� REGOMMEND. AN OF BOARD COMMITTEE =APPROVE -OTHER SIGNATURES14- MARK MARK'OSSAULNIER,CHAIR GAYLE B.UILOJOK ACTION OF'BOARC►ON '. 2_ , s,Z L1 2PROVE AS RECOMMENDED X tJTHEft x� SEE ADDED" ATTACHED. HE D. I hereby certify that this is a true and correlt' copy of an action taken and entered on the VOM OF SUPERVLSORS minutes of the Board of Supervisors on the tPZANItS(ABMT date shown, Ams: Vis: Wr- ATTESTED: r r JOHN S tl E i~Ri, �ieric of4he Board ABSENT: A S A:)N: of 3u ervisors and County A ministrator l CON ACT: JULIE EM`.(925) 335-1077 By cc: LEKS PASCAL14, HM, TR CES DEPArdHW JULIE W4 STAFF TO Itl SfiEEM/OfnCE OF Ft p.S101ICES CCI[lM ALMSTRA1'CSR ADDENDUM SD.2 October 1, 2002 On this date, the Board''CONSIDERED the recommendation to retain the Community Alert Network as the County's Emergency telephone notification (ringdown) system provider. The Board took the following action, and •' APPROVED the recommendation to retain the Community Alert Network as the County's Emergency telephone notification(ringdown)system.provider; + REFERRED this matter to the Sheriff/Office of Emergency Services and the Internal Operations Committee, to returnto the Board with an update' report within 6 months; REQUESTED that the future contracts for such services include performance level incentives and penalties; • and 'DIRECTED Hazardous Materials Program Director to work with the Emergency Services Office to explore with other vendors their willingness to enter an agreement to provide services, in the event of a cancellation with current vendor, to return to the Board of Supervisors within 30 days with information, IOC Packet 9/16/02 9:40 a.m. Item 2002 INTERNAL OPERATIONS COMMITTEE REQUEST FOR PROPOSALS/INFORMATION FORA NEW EMERGENCY TELEPHONE NOTIFICATION SYSTEM On November 6, 2401, the Board of Supervisors referred to the Internal Operations Committee the development of a request for proposals(RFP) for a new emergency telephone notification (ringdown) system similar to the current Community Alert Network (CAIN) system. A request for information (RFI)was made in October 1999 to evaluate the status of the County's system and to determine the state of the art for emergency telephone notification systems. As a result of the RFI, the evaluation team ranked the CAN systern fr st, and the Board of Supervisors decided to continue the CAN contract. However, the Beard also approved the notion of reviewing the contract again in two to three years, after other system providers gained experience in the industry. At its March 4, 2002 meeting, the IOC directed Lewis Pascalli, Hazardous Materials Program Director, to develop an RFI along the lines of the 1999 RFI, but with the addition of incentives and penalties based on expected performance. On April 15, the IOC approved the RFI prepared by Mr. Pascalli and directed that it be sent out with a response deadline of May 31, 2002. On July 15, 2002, the Committee reviewed the RFI results. Of the five responses received, the screening committee eliminated two and was unable to rank the top three based only on the written proposals. On July 23, the IOC reported'out to the Board of Supervisors and recommended'that the screening committee schedule presentations with the top three vendors, and return to the IOC in September with a ranked list of vendors'; Ser g err er 16, 2002 Attached is a follow-up report from Mr. Pascalli recommending that the County retain the Community Alert Network as the County's emergency telephone notification (ringdown) system. The report explains that the Evaluation panel was equally divide0 on two vendors that were seen to have comparable strengths. In the absence of consensus, Mr. Pascalli is recommending CAN for reasons specified in the report. Recommendation on Emergency Telephone Ringdown System> September 24, 2002 Page 2 On July 15, 2002, the IOC reviewed the RFI results. Of the five responses received, the screening committee eliminated two and was unable to rank the tap three based only on the written proposals. Can July 23, the IDC reported out to the Board of Supervisors and recommended that the screening committee schedule presentations with the top three vendors, and return to the IOC in September with a ranked fist of vendors. On September 16, 2002, the IOC received the attached follow-up report from Mr. Pascall recommending that the County retain the Community Alert Network as the County's emergency telephone notification (ringdown) system. The report explains that the Evaluation Panel was equally divided on two vendors that were seen to have comparable strengths. In the absence of consensus, Mr. Pascalli recommended that the CAN system be retained for reasons specified in the report.. The IOC concurs with Mr. Pascalli's recommendation, and also recommends that this matter be referred to the Sheriff when he assumes responsibility for the system under the Office of Emergency Services, and that the next contract for such services include performance level incentives and penalties. CONTRA COSTA COUNTY HEALTH ERVICCES DEPARTMENT HAZAnous MATERtALs PROGRAMS 16 SEPJ02 TO : Contra Costa Board of Supervisors Internal Operations Committee(IOC) FROM : Lewis G. P'ascalli, Jr., .Director,Hazardo ° Programs SUBJ :FINAL REPORT TO THE INTERNAL IONS COMMITTEE 16 SEP 02-EMERGENCY TELEPHONE RING DOWN SYSTEM(ETRDS)EVALUATION RESULTS Reference is made to the Board referral of 6 NOV 01 regarding the review of vendors providing ETRDS services.On direction from the Internal Operations Committee(IOC), Health Services developed a process to handle the development of a vendor list and protocol to receive,evaluate and recommend back to the IOC a vendor that would provide ETRDS services that meet the needs of the County. This report summarizes>the evaluation. ACTION REQUESTED Accept this Progress Report and`direct'the Health Services Department to inform the three (3) finalists who made personal presentations to the Evaluation Panel (EP),that the final decision is to retain the Community Alert Network as the County's ETRDS. BACKGROUND. On direction from your Committee,the Health Services Department developed a list of eight(8) vendors comprised by referral and Internet search that could meet the requirements of our Request for Information(RFI). A letter with the RFI was sent on 18 APR 02 to the eight(8) vendors with,a hard return date on close of work FR.I , 31 MAY 02. We received five(5)BFI's:' A panel of five(5) (see Attach I)reviewed the RFI's and completed their evaluation of the RFIs. In a meeting, the EP discussed the RFPs,the impressions the RFI's made on each member, and after much deliberation ranked the RFI's. No consensus was reached but three(3)ranked closely with each other. The EP agreed to offer to the three(3)',c6mpanies an opportunity to make a personal presentation to the EP. On the scheduled date,one member of the EP had a personal emergency'and could not attend the presentations. After the presentations on 14 AUG 02,the four(4)members of the EC' rated and ranked the presenters. There was a tie in the ranking of the EP between two(2)of the presenters. The third presenter was clearly not in contention. Page 1 of'2 CONTRA COSTA COUNTY HEALTH SERVICES DEPARTMENT HAZARDOUS MATERIALS PROGRAMS The EP discussed the rankings for a period of time and could not reach a consensus on one.No evaluator was able to change his mind but all felt that the two(2)vendors had comparable strengths. Each saw differences between the two(2) from their own prospective. SUMMARY: Since there was no clear, distinguishing aspects between the two (2)top presenters,which the EP could reach agreement on I am recommending that the Community Alert Network'continue to be the ETRDS vendor. I discussed my recommendation with the EP, including the member who was not available, and there appeared to be no concern with this determination. The bases for this recommendation are: I The Community Alert Network(CAN)has been the vendor for Contra Costa County for over 10 Years,the'other vendor has been in operation for five(5) years; 2. CAN has been working closely with our Laotian language emergency notification project,while the other vendor''did not have a the multi- language.contract on call service available;' 3.` CAN is part of our CWS and has worked closely with us in aligning the systems; 4.; Both vendors have a GIS system capability to use computer mapping activation; 5. Personal training is available from CAN at no cost; and; 6. The Sheriff's Office will be assuming administration of the CWS and would prefer that no significant changes be made before they can evaluate the total CWS. I'have invited members of the EC to attend the IO Committee Meeting'and be available for discussion. Page 2 of 2 n CONTRA COSTA EMERGENCY TELEPHONE RING DOWN SYSTEM RF REVIEW PANEL HEALTH SERVICES DEPARTMENT Lewis G. Pascall , Jr. 4333 Pacheco,Blvd. Martinez, CA 94553 INDUSTRY Ric Bonner Ultramar Diamond Shamrock 15€1 Solana Ave. Martinez,CA. 94553 ric—bonner@udscorp.com CONINCIJ`l'ITY REPRESENTATIVE Ralph Sattler , 1204 Ulfmian Way Martinez, C.A. 94553 r sattler@aol.com COUNTY OFFICE OF EMERGENCY SERVICES Steven Rathbone Sr.,Emergency Planner 50 Glacier Dr. Martinez, CA 94553 ELECTED CITY OFFICIAL Mark Ross,Vice Mayor City of Martinez 928 Main Street Martinez, CA 94553 votefmdly@aol.com AIT i. ,r