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Home My WebLink AboutAshland - Bayfield Consolidated PSAP Board - Agenda - 12/12/2023ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS Board of Directors Meeting Ron Sztyndor - Vice Chair Larry Fickbohm – Chair Dan Grady Mark Abeles-Allison Brian Zupke Tony Williams *** AGENDA *** Dear Board Members: This letter is written to inform you of the Bayfield County Sheriff’s Committee Meeting scheduled for 10:00 a.m. on Tuesday, December 12th, at the Bayfield County EOC. This meeting will be held in- person and remotely. Supervisors and the public will be able to participate in the Meeting in person or via voice either by using the internet link or phone number below. Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 227 225 696 991 Passcode: uCiSdC Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,535882190# United States, Eau Claire Phone Conference ID: 535 882 190# Find a local number | Reset PIN Learn More | Meeting options Contact Bayfield County Emergency Management at 715-373-6113 if you have access questions or email EM@bayfieldcounty.wi.gov if during the meeting. Any person wishing to attend who, because of a disability, requires special accommodations, should contact the County Clerk’s office at 715-373-6100, at least 24 hours before the scheduled meeting time, so appropriate arrangements can be made. ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS 1. Call to Order 2. Public Comment: Limited to 3 minutes per person, 15 minutes maximum. 3. Approval of minutes from the previous meeting 4. Closed Session: The Board may entertain a motion to move in and out of Closed Session pursuant to §19.85(1) (c) Considering employment, promotion, compensation, or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility. Discussion and Possible Action Regarding: a) PSAP Director Interviews 5. Reconvene to Open Session 6. Reports a) Project Manager Report i) Update ii) Equipment Delivery Schedule b) Operations Workgroup Report c) IT Workgroup Report d) GIS Workgroup Report 7. November Project Budget Report 8. Discussion and Possible Action regarding selection of the console furniture vendor 9. Next meeting and agenda items 10. Adjournment ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS Item 6: Project Manager Update: RFPs closed for the console furniture. The CAD RFP is close to completion and is set to be distributed by December 15th. DSC: At this time minor parts arrived and have bridged all of the orders to the various manufacturers. We do not have a lot of specific updates for material lead-times but should have some information from EFJ in the next week or two with lead-times. Motorola: We are waiting for an update from Motorola on the current status of equipment ordering. Ashland – Bayfield Consolidated PSAP Board of Directors Minutes of the Board of Directors Meeting November 15, 2023, 10am Ashland County Board Room The meeting of the Ashland - Bayfield Consolidated PSAP Board of Directors was called to order at 10:01 a.m. by Larry Fickbohm. A roll call was taken as follows: Ashland County Administrator – Dan Grady; Ashland County Board Member – Ron Sztyndor; Bayfield County Board Member – Larry Fickbohm; Ashland County Sheriff – Brian Zupke; Bayfield County Sheriff – Tony Williams, Virtual: Bayfield County Administrator – Mark Abeles-Allison. Total: 6 present. A quorum was present to conduct business. The following were also present for the meeting: Bayfield County IT – Paul Houck; Bayfield County Chief Deputy – Andy Runice; Bayfield County Emergency Management Director – Meagan Quaderer; Bayfield County Emergency Management Assistant – Maria Renz; Ashland County Emergency Management Director – Christina Dzwonkowski; Ashland Fire Director – Stuart Matthias; Ashland County IT – Taylor Foley; Bayfield County Dispatch – Ashlee Larson; Ashland County Dispatch – Mark Hill; Present Virtually: Ashland County GIS Coordinator – Brittany Goudos-Weisbecker; Bayfield County GIS Coordinator – Scott Galetka; Mission Critical Partners – Frank Arico. 2. Public Comment: Limited to 3 minutes per person, 15 minutes maximum. No public comment. 3. Approval of minutes from the previous meeting Motion by Abeles-Allison, seconded by Sztyndor to approve the Minutes of the Ashland - Bayfield County Consolidated PSAP Board of Director’s Meeting held on October 20, 2023. Motion carried, 6-0. 4. Project Manager Update: • Quaderer reports that there’s a 5–6-month lead time on equipment so we need to order now for summer arrival. The state wants all the grants combined into one budget as one grant. Bayfield County approved the signing of two grants last night. Abeles-Allison wants Ashland County’s permission to submit the million-dollar grant. Grady stated that Ashland County is okay with it. Quaderer wanted to clarify that the two PSAP grants will be combined into one while the two GIS grants are still separated. Fiscal Year 23 and Supplemental and Esinet grants will all be combined into one, due Dec. 31, 2024. The furniture RFP is due Dec. 6th, the board needs to choose how to proceed. • The GIS Workgroup has met and is working with Robert Horne to start a timeline and process. Each county will maintain their individual county’s’ files. Once a final decision for Ashland – Bayfield Consolidated PSAP Board of Directors mapping is made, they will be combined. Galetka stated that they are working with two different workflows. The new CAD system will impact the process. The workgroup will look at all mapping software in the county to evaluate all the possibilities for streamlining. They will also inventory all the mapping systems that are used in the dispatch center. The plan is for each county to update their own data and the databases will be merged in a regular basis. Quaderer requested that Galetka and Goudos-Weisbecker write up a GIS portion for the RFP for the cad system. • The IT workgroup has been created. Houck states the first meeting will be on the 30th in person. It is suggested to have involved dispatchers not working during the meeting. The meeting will be in Bayfield County and include a tour of the dispatch center. Foley in a previous meeting created a list of items needed and vendors that could provide for those items. • The Operations workgroup is being built out. Quaderer suggests having a workgroup specifically for the CAD/RMS system to make appropriate software solutions. This workgroup would look at RFP proposals, choosing a solution, and the money allocated for mapping. Think GIS needs to make its way to Bayfield County, so the costs will be off. The expenditure will need to continue in the short-term future until the new solution is implemented. Communicate with Galetka before moving forward. 5. Project Budget Update: • Budget report is included. Quaderer reports she is preparing to pay the invoice for 50% for DSC. She is expecting the Motorolla invoice. For clarity, all these grants are reimbursement grants, we pay for the items and get the money back. The new grant allocation is 84% state, 16% match. Maintenance costs are not reimbursable. Most of the process is having Bayfield County cover the expenditures and send an invoice to Ashland County for their portion of the cost. 6. PSAP Director Hiring Process Update: • Job posting has been posted and is open until the 19th. Kavajecz is working on the process. 7. Discussion and Possible Action regarding Mission Critical Partners contract deliverables: • Arico reports that a few changes were made to the contract, including the costs quoted from 2022. Motion by Grady, seconded by Sztyndor to approve and sign the MCP contract with the changes. Motion carried, 6-0. Ashland – Bayfield Consolidated PSAP Board of Directors 8. Discussion regarding meeting with DSC: • Abeles-Allison reports they had a great meeting this past week with Ben C and Jeff. They sat down with both Ashland and Bayfield County Sheriff’s and Administrators. Outstanding issues will be resolved in the next week. 9. Next meeting and agenda items: • Approve furniture RFP at the next meeting. • PSAP Director Hiring Process: Depending on the number of applications received for the position, there will be two interviews. The first interview will consist of two PSAP board members joining the HR director, likely both county sheriffs. If there is a low number of qualified applicants, there will be one interview with the full PSAP board. The position will remain open for applications until the position is filled. • Tues. Dec. 12th at 10am at the Bayfield County EOC 10. Adjournment 10:51am Respectfully submitted, Maria Renz Bayfield County Emergency Management Adopted Budget Amended Current Month YTD YTD Budget - YTD % Used/ Account Account Description Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year YTD Fund 100 - General REVENUE Department 16 - PSAP Consortium (Joint Dispatch) 47325 Ashland Reimbursement for PSAP (Joint Dispatch).00 .00 .00 .00 .00 2,485.39 (2,485.39)+++.00 Department 16 - PSAP Consortium (Joint Dispatch) Totals $0.00 $0.00 $0.00 $0.00 $0.00 $2,485.39 ($2,485.39)+++$0.00 REVENUE TOTALS $0.00 $0.00 $0.00 $0.00 $0.00 $2,485.39 ($2,485.39)+++$0.00 EXPENSE Department 16 - PSAP Consortium (Joint Dispatch) 50121 Full Time .00 .00 .00 6,421.96 .00 37,057.87 (37,057.87)+++.00 50131 Sick Leave Pay .00 .00 .00 301.00 .00 1,593.40 (1,593.40)+++.00 50132 Vacation Pay .00 .00 .00 .00 .00 843.64 (843.64)+++.00 50135 Overtime .00 .00 .00 .00 .00 2,261.60 (2,261.60)+++.00 50151 Fica/Medicare .00 .00 .00 491.25 .00 2,932.61 (2,932.61)+++.00 50152 Co. Share Retirement .00 .00 .00 457.16 .00 2,839.45 (2,839.45)+++.00 50154 Health Insurance .00 .00 .00 1,423.40 .00 7,828.70 (7,828.70)+++.00 50155 Life Insurance .00 .00 .00 1.10 .00 5.94 (5.94)+++.00 Department 16 - PSAP Consortium (Joint Dispatch) Totals $0.00 $0.00 $0.00 $9,095.87 $0.00 $55,363.21 ($55,363.21)+++$0.00 EXPENSE TOTALS $0.00 $0.00 $0.00 $9,095.87 $0.00 $55,363.21 ($55,363.21)+++$0.00 Fund 100 - General Totals REVENUE TOTALS .00 .00 .00 .00 .00 2,485.39 (2,485.39)+++.00 EXPENSE TOTALS .00 .00 .00 9,095.87 .00 55,363.21 (55,363.21)+++.00 Fund 100 - General Totals $0.00 $0.00 $0.00 ($9,095.87)$0.00 ($52,877.82)$52,877.82 $0.00 Grand Totals REVENUE TOTALS .00 .00 .00 .00 .00 2,485.39 (2,485.39)+++.00 EXPENSE TOTALS .00 .00 .00 9,095.87 .00 55,363.21 (55,363.21)+++.00 Grand Totals $0.00 $0.00 $0.00 ($9,095.87)$0.00 ($52,877.82)$52,877.82 $0.00 Run by Paige Terry on 12/08/2023 02:51:10 PM Page 1 of 1 PSAP Joint Dispatch Budget Report Fiscal Year to Date 11/30/23 Include Rollup Account and Rollup to Account Adopted Budget Amended Current Month YTD YTD Budget - YTD % Used/ Account Account Description Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year YTD Fund 242 - PSAP REVENUE Department 16 - PSAP Consortium (Joint Dispatch) 43520 PSAP Grant .00 699,997.00 699,997.00 .00 .00 .00 699,997.00 0 .00 47320 PSAP Reimbursement from Ashland County .00 66,666.00 66,666.00 .00 .00 .00 66,666.00 0 .00 49201 Transfer from Other Funds .00 66,667.00 66,667.00 .00 .00 .00 66,667.00 0 .00 Department 16 - PSAP Consortium (Joint Dispatch) Totals $0.00 $833,330.00 $833,330.00 $0.00 $0.00 $0.00 $833,330.00 0%$0.00 REVENUE TOTALS $0.00 $833,330.00 $833,330.00 $0.00 $0.00 $0.00 $833,330.00 0%$0.00 EXPENSE Department 01 - County Board 50140 Per Diem .00 .00 .00 75.00 .00 75.00 (75.00)+++.00 50151 Fica/Medicare .00 .00 .00 5.74 .00 5.74 (5.74)+++.00 50332 Mileage .00 .00 .00 55.02 .00 55.02 (55.02)+++.00 Department 01 - County Board Totals $0.00 $0.00 $0.00 $135.76 $0.00 $135.76 ($135.76)+++$0.00 Department 16 - PSAP Consortium (Joint Dispatch) 50290 Contractual Services .00 217,134.00 217,134.00 .00 .00 .00 217,134.00 0 .00 50310 Office Supplies .00 9,835.00 9,835.00 .00 .00 .00 9,835.00 0 .00 50810 Capital Equipment .00 506,690.00 506,690.00 .00 .00 .00 506,690.00 0 .00 50820 Capital Improvements .00 99,671.00 99,671.00 177,444.00 .00 177,444.00 (77,773.00)178 .00 Department 16 - PSAP Consortium (Joint Dispatch) Totals $0.00 $833,330.00 $833,330.00 $177,444.00 $0.00 $177,444.00 $655,886.00 21%$0.00 EXPENSE TOTALS $0.00 $833,330.00 $833,330.00 $177,579.76 $0.00 $177,579.76 $655,750.24 21%$0.00 Fund 242 - PSAP Totals REVENUE TOTALS .00 833,330.00 833,330.00 .00 .00 .00 833,330.00 0%.00 EXPENSE TOTALS .00 833,330.00 833,330.00 177,579.76 .00 177,579.76 655,750.24 21%.00 Fund 242 - PSAP Totals $0.00 $0.00 $0.00 ($177,579.76)$0.00 ($177,579.76)$177,579.76 $0.00 Grand Totals REVENUE TOTALS .00 833,330.00 833,330.00 .00 .00 .00 833,330.00 0%.00 EXPENSE TOTALS .00 833,330.00 833,330.00 177,579.76 .00 177,579.76 655,750.24 21%.00 Grand Totals $0.00 $0.00 $0.00 ($177,579.76)$0.00 ($177,579.76)$177,579.76 $0.00 Run by Paige Terry on 12/08/2023 02:53:14 PM Page 1 of 1 242 PSAP Joint Dispatch Budget Report Fiscal Year to Date 11/30/23 Include Rollup Account and Rollup to Account FURNITURE RFP SCORECARD WATSON XYBIX 5 5 3 5 5 4 5 5 5 5 WATSON XYBIX 5 3 5 5 5 5 5 5 5 5 WATSON XYBIX 3 5 4 5 3 5 4 5 WATSON XYBIX 0 5 5 5 3 5 WATSON XYBIX 5 5 5 5 WATSON XYBIX 5 5 5 5 5 5Average Score Terms & Conditions Watson quote is valid until March 4th, 2023. Xybix quote is valid until February 27th, 2023. On site visit Watson will do a pre-site visit for 1-2 hours and will be on site for 1 week during installation. Xybix does complimentary and preparatory pre-installation visits, and will be on site for 10 days during installation. Average Score 6. Terms & Conditions BASIS FOR SCORE Average Score 5. Product Viability & History BASIS FOR SCORE Warranty Watson - Lifetime warranty on wood and metal parts, cabinets, doors, and screens with a 10-year warranty on electronics and buy-out parts such as lights, switches, lifting columns, and climate controls. Xybix has a lifetime warranty on parts manufactured by Xybix with 10-year warranty on electronics and buy-out parts such as lights, swithces, etc. 4. Requirements BASIS FOR SCORE Liability & Certification Documents are valid Xybix provided a valid Certificate of Liability Insurance, Proof of Performance Summary, and Certificate of Compliance, as well as the Blanket Waiver of Subrogation, and provided a Health and Safety Design Standards page. Watson did not provide a Certificate of Liability of Insurance, Proof of Performance Summary, and their Indoor Air Quality certification was expired as of June 2023. Vendor Ability to Meet Requirements Both proposals were able to meet the requirements on a timely fashion without delaying the consolidation project. Functional and Personal Space Consideration Watson console concept puts the PC cabinets under the desk near the footspace. Reducing available footspace as well as making it more difficult for PC access. Additionally, at the Watson console, if PC work is necessary, the disptacher is removed from their station. For Xybix, the dispatcher can continue working while a technician is working with a PC tower. Watson did not account for the pass-through door on the entry/exit wall and has removed most of the record-keeping drawers. While Watson provided larger lockers than Xybix, Xybix, utlized the space more efficiently. Other Considerations Xybix does not include lighting as a part of their package and is lacking in available storage capacity. Watson does not include lighting or storage capacity at each staction beyond tech cabinets. Xybix includes acrylic panels. Average Score Average Score 3. Project Understanding BASIS FOR SCORE Overall Comprehension of Project Objectives The RFP mentions the need for addressing storage and sound as well as an environment that fosters collaboration. Watson did not include any additional storage for the kitchenette or bathroom areas and it did not appear to have adequate storage for record keeping. The Watson floorplan did not address any concerns for noise or for a cohesive working environment. Xybix provided additional storage for the kitchenette and the console layout fosters teamwork while giving enough separation for noise. The Watson desks are 84" and Xybix is 72". The Xybix console has two platforms that raise and lower independently. The Watson console is one platform that raises and lowers as one unit. The Xybix consoles are curved and the Watson consoles are square/rectangular. References Organizational Structure Watson provided the entire team with an introduction page. Xybix only provided one project manager contact. The proposal for Watson included a section on their company structure. Experience with Similar Projects Watson provided 3 references with floor layout, though it would be beneficial if they were more current than 2017 & 2021. Xybix provided 3 references with current projects as of 2023, as well as 3 testimonial letters. It would more beneficial if Xybix's testomonial letters were more current. 2. Company Information BASIS FOR SCORE Timeliness Proposals were received before the deadline. Completeness Watson does not include Line by Line response. Watson does not include liability insurance information. Watson certification expired in June of 2023, Xybix is valid through December 2023. Overall Quality & Level of Professionalism Both proposals were professional. Xybix did not include a table of contents for those who printed the document, but Watson did. Service Department Watson - 24/7 support via email, they have a business line that is available during business hours. Xybix has a 24/7/365 hotline to a resolution center for any issues. CRITERIA CHECKLIST Scores Available from 1-5. Basis for scoring must be listed with specific examples. 1. Adherence to RFP Instructions BASIS FOR SCORE Overall Response Average Score WATSON XYBIX 5 5 5 5 0 5 3 5 *Change weights based on company requirements. Total score should = 1.00 WEIGHT WATSON WEIGHTED SCORE XYBIX WEIGHTED SCORE NOTES 0.05 0.23 0.24 0.10 0.50 0.45 0.10 0.35 0.50 0.25 0.63 1.25 0.30 1.50 1.50 0.05 0.25 0.25 0.15 0.50 0.75 1.00 3.95 4.94 7. Fee Summary Total Score 2. Company Information 3. Project Understanding 4. Requirements 5. Product Viability & History 6. Terms & Conditions Average Score CRITERIA SCORES 1. Adherence to RFP Instructions Purchase Timeline Watson timeline: page42 Xybix timeline: page 163 (Layout Drawings tab) Payment Timeline Xybix: 50% upon signing, 40% upon install, 10% at project signoff (page 157 item 17). Watson does not declare a payment structure. 7. Fee Summary BASIS FOR SCORE Total Cost Watson came in at $101,480.45 (pages 18-21). Xybix came in at $138,635.83. (pages 157-161 item 17)