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Ashland - Bayfield Consolidated PSAP Board - Agenda - 7/1/2024
ASHLAND – 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 Ashland-Bayfield Consolidated PSAP Board of Directors Meeting scheduled for 1:00 p.m. on Monday, July 1st. This meeting will be held in person at the Bayfield County Board Room with a virtual option. Directors 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 Need help? Join the meeting now Meeting ID: 265 528 316 257 Passcode: Mox7vd Dial in by phone +1 715-318-2087,,127104073# United States, Eau Claire Find a local number Phone conference ID: 127 104 073# For organizers: Meeting options | Reset dial-in PIN ________________________________________________________________________________ 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. New Director Welcome 5. Discussion regarding dispatcher wages 6. Discussion and possible action regarding the FY25 PSAP Grant Application 7. Grant budget update 8. Workgroup Reports: • IT Workgroup • GIS Workgroup • Operations Workgroup • HR Workgroup 9. Updated Timeline 10. Innovation grant discussion 11. Adjournment ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS Item 6: The FY25 PSAP Grant announcement has been released and applications are due August 1st, 2024. This grant has received more funding than previous years and the FY25 application is set to reimburse at 90% with a 10% local match. The following are expenses to be approved for the FY25 grant application: • Time Clock (2 - $466.82 ea.) $933.64 • Large Screen Monitors (4 - $497.99 ea.) $1,991.96 • Monitor Wall Mount (4 – $103.39 ea.) $413.56 • HDMI Cable (4 – $16.49 ea.) $65.96 • Dell CPUs (2 - $1,980 ea.) $3,960.00 (Quote # 3000177864233.1) • Dell 24” Monitors (16 - $149 ea.) $2,384.00 (Quote # 3000177864233.1) • ENET Server Memory Upgrade (24 - $256.25 ea.) $6,150.00 (Quote # 342225) • SQL Server (2 - $2,560.33 ea.) $5,120.66 (Quote # NVTM865) • Server Switching - $35,285.94 (Quote #339196) • Mission Critical Partners Consulting - $10,000 • Dispatch chairs for the Ashland site (2 - $2,200 ea. Plus delivery) $5000 (estimate) • Sound proofing panels - $1000 estimate Grant Application Total: $67,306.02 Item 7: Grant Budget Update The project is still on budget with approximately $20,740 in unused funds. We have requested quote refreshes from PowerPhone for the EMD software and through Concept Seating for the dispatch chairs. Please see attached budget spreadsheet. Item 9: Consolidation Timeline The remodel is on schedule with expected completion by August 16th. The ESInet project still has a rough completion date of August, however setbacks with Lumen and Brightspeed are still hindering progress. There is not a clear timeline from the Lumen or Brightspeed team on their efforts to achieve trunking to ESINet; only an estimation of late June or early July to compete their tasks. On the AT&T side of the project, they have proactively scheduled ORT the week of 8/26 and a go-live date of 9/4 for Bayfield ESINet transition. That will be heavily and firstly dependent on the Brightspeed and Lumen efforts being completed ahead of those dates. Ashland – Bayfield Consolidated PSAP Board of Directors Minutes of the Board of Directors Meetfng May 14th, 2024, 10:00 a.m. Bayfield County Board Room The meeting of the Ashland - Bayfield Consolidated PSAP Board of Directors was called to order at 10:00 a.m. by Meagan Quaderer. A roll call was taken as follows: Ashland County Sheriff – Brian Zupke; Bayfield County Administrator – Mark Abeles-Allison; Bayfield County Board Member – Larry Fickbohm; Bayfield County Sheriff – Tony Williams. Present Virtually: Ashland County Administrator – Dan Grady; Total: 5 present. A quorum was present to conduct business. The following were also present for the meeting: Bayfield County Emergency Management Director and Project Manager – Meagan Quaderer; Ashland Fire Director – Stuart Matthias; Bayfield County GIS Coordinator – Scott Galetka; Bayfield County IT – Paul Houck; Bayfield County HR Director – Kris Kavajecz. Present Virtually: Ashland County GIS Coordinator – Brittany Goudos- Weisbecker; Bayfield County GIS – Carmen Novak; EMS Liaison – Laurie Gucinski; Bayfield County Accountant - Kim Mattson; Bayfield County Chief Deputy – Andy Runice; Ashland County IT – Taylor Foley; Bayfield County Dispatch – Walter Gurske; Mission Critical Partners – Phil McCarragher, Rance Duffy 2. Electfon of Chair and Vice Chair Motion by Abeles-Allison, seconded by Grady to nominate and elect Larry Fickbohm as the Chair of the Bayfield County Consolidated PSAP Board of Director’s. Motion carried, 5-0. Motion by Abeles-Allison, seconded by Grady to nominate and elect Ron Sztyndor as the Vice Chair of the Bayfield County Consolidated PSAP Board of Director’s. Motion carried, 5-0. 3. Public Comment: Limited to 3 minutes per person, 15 minutes maximum. No public comment. 4. Approval of minutes from the previous meetfng Motion by Abeles-Allison, seconded by Grady to approve the Minutes of the Ashland - Bayfield County Consolidated PSAP Board of Director’s Meeting held on April 15, 2024. Motion carried, 6-0. Ashland – Bayfield Consolidated PSAP Board of Directors 5. Discussion and possible actfon regarding: Approving a Computer Aided Dispatch (CAD)/Records Management System (RMS) Vendor Quaderer reported that there were three RFP responses, two of which were heavily considered. The process included demonstratfons, a live tour of both Pro Phoenix and Motorola in actfon at different countfes, demonstratfons of both the mapping solutfons and the CAD software. They incorporated a panel of representatfves from each of the departments that would regularly use CADS, such as the jail, law enforcement investfgatfons, dispatch and administratfon. Quaderer worked with Paul Houck and Taylor Foley to score the RFP responses. They also asked for input from the panels that saw the demonstratfons and went on the live tours. Included in the CAD scorecard packet is the scorecard, reference responses, and a survey completed by the panel. Quaderer reviewed the results of the scorecard. There was discussion on both CAD systems from a law enforcement perspectfve. GIS also discussed the mapping solutfons of the CAD systems. Motion by Abeles-Allison, seconded by Williams to proceed with Motorola as the CAD system at a cost of $974,734.78. Motion carried, 5-0. 6. Discussion and Possible Actfon regarding SAN/Storage Project Quote Tabled untfl the next meetfng. 7. Workgroup Reports: • IT Workgroup: Houck reported that the circuit for the Wiscom radios have been installed in Ashland County, which allows DSC to start programming radio consoles for both counties. The storage and san equipment that has been purchased has arrived and is installed. They are currently working on finding a buyer for the old equipment and have some interested parties. • GIS Workgroup: Galetka reported that they have been working on matching GIS layers and working with ThinkGIS. They are prepping for NextGen911 and GeoCom. They are working on ESInet dates for the summer. • Operations Workgroup: Quaderer reported that the workgroup has been working on creating a policy manual that intertwines and works for both counties. The workgroup meets biweekly and one of the two future meetings will include field services. The next meeting will include Fire and EMS and discuss policies that affect those services, such as paging. • HR Workgroup: Kavajecz stated that she is scheduled to meet with the Ashland County Dispatchers to discuss Bayfield County benefits, a transition timeline, and gather questions. Ashland – Bayfield Consolidated PSAP Board of Directors 8. Discussion of PSAP Board Bylaws Abeles-Allison shared that there was discussion on whether board bylaws should be established. The packet included the original agreement between the two countfes. Abeles- Allison stated that it would be a future ongoing topic. He wants it noted that the goal is a document being formed with the help of the director. 9. The Board will enter closed session pursuant to Wisconsin Statutes §19.85(1) (c) Considering employment, promotfon, compensatfon, or performance evaluatfon data of any public employee over which the governmental body has jurisdictfon or exercises responsibility: Discussion and possible actfon regarding the Emergency Communicatfons Center Director positfon. Motion by Abeles-Allison, seconded by Grady to move into close session pursuant to §19.85(1) (c) at 10:32am. Motion carried, 5-0. 10. Adjournment: Mark Abeles-Allison motfoned to adjourn, Tony Williams Seconded. Adjournment at 11:48 a.m. Respectiully submitted, Maria Renz Bayfield County Emergency Management Wisconsin Department of Military Affairs OEC Grant Announcement PSAP Grant Program Fiscal Year 2025 Application Submission Deadline: 11:59 PM CT August 1, 2024 P a g e | 2 Contents 1. Funding Information............................................................................................................... 3 1.1. Allowable Expenses:....................................................................................................... 3 1.2. Unallowable Expenses:.................................................................................................... 4 1.3. Anticipated Funding Amount .......................................................................................... 5 1.4. Match/Cost Sharing Requirement.................................................................................... 5 1.5. Consolidation Projects..................................................................................................... 5 2. Applicant Eligibility................................................................................................................ 6 2.1. Designated PSAP............................................................................................................. 6 2.2. Basic Training Standards................................................................................................. 7 2.3. New Hire Training Policy................................................................................................ 7 2.4. Emergency Medical Dispatch Training........................................................................... 8 2.5. Service Standards............................................................................................................. 9 2.6. Eligibility Determination................................................................................................. 9 2.7. Periodic Compliance Auditing......................................................................................... 9 3. Anticipated Application Requirements..................................................................................... 10 3.1. Grant Timeline............................................................................................................... 10 3.2. Grant Application Form................................................................................................. 10 3.3. Additional Application Documents ............................................................................... 10 4. Evaluation and Award............................................................................................................... 11 4.1. Evaluation Process......................................................................................................... 11 4.2. Award Process ............................................................................................................... 12 4.3. Reporting Requirements ................................................................................................ 12 4.4. Reimbursement.............................................................................................................. 12 4.5. Reconsideration Process ................................................................................................ 12 4.6. Recordkeeping Requirements........................................................................................ 12 P a g e | 3 Grant Announcement: FY2025 PSAP Grant Program All questions for the PSAP Grant Program should be directed to: grant.grywalsky@widma.gov. If you experience difficulties with the email address above, please call [608] 888-5501. Application Submission:Applications must be emailed as attachments to interop@widma.gov by the application deadline of 11:59PM August 1, 2024. All application documents must be submitted in PDF format as separate attachments. Emailed applications should be labeled with the subject “FY25 PSAP Grant Application”. Description:The Wisconsin Department of Military Affairs/Office of Emergency Communications (DMA/OEC) is pleased to announce the Fiscal Year (FY) 2025 PSAP Grant Program funding opportunity. The PSAP Grant Program is intended to provide additional funding for the equipment upgrades and advanced training necessary for Next Generation 9-1-1 (NG9-1-1) implementation. Applicant Eligibility: Designated public safety answering points (PSAPs) that also meet the eligibility criteria outlined in Wis. Admin. Code DMA § 2.05 Eligibility may apply for grants under this program. The Designated PSAP process is outlined in Wis. Admin. Code DMA § 2.03 or Section 2.1 of this Grant Announcement. For more information about the PSAP Grant Program eligibility requirements, including the basic training and service standards required for each applicant, please see Section 2 of this Grant Announcement for more information. OEC Grant Guide:For more information about the PSAP Grant Program, including budget and application tips, grant conditions, and supplanting, please see the OEC Grant Guide: OEC Grant Guidance Opportunity Category:Competitive 1.Funding Information 1.1. Allowable Expenses: Advanced telecommunicator training, including emergency medical dispatch (EMD) protocol certification training from an EMD protocol training organization as approved by the 9-1-1 Subcommittee. See Section 2.4. Emergency Medical Dispatch Training of this Grant Announcement for a listing of standards that EMD training organizations must satisfy to be considered approved. P a g e | 4 PSAP equipment hardware and software expenses for enabling NG9-1-1 services, including hosted equipment and software services. Activities to consolidate some or all functions of 2 or more PSAPs. See Section 1.5. Consolidation Projects of this Grant Announcement for more information. Enhanced continuity of operations planning and equipment. Costs for minor electrical work required within the PSAP server room for NG9-1-1 system implementation. Any other expenses for enabling NG9-1-1 services that are not explicitly restricted under Unallowable Costs. PSAP Approved Allowable Examples Hardware and Software: Computer-Aided Dispatch Call Handling Equipment upgrade and refresh Logging Recorder Radio/Dispatch Console Workstation and related furniture Disaster recovery/remote workstations Advanced Training: EMD Training SMS Text-to-911 Training CEUs needed for EMD certification CTO Training Cybersecurity Training Multimedia-to-911 Training Other Services: Text Control Center (TCC) for implementing Text-to-911 Vendor support for Operational Readiness Testing and ESInet Go-Live Equipment purchased through this grant program must follow local procurement rules. In addition, the equipment must comply with current NG9-1-1 standards such as the NENA i3 standard and follow best practices listed in Appendix B of the newest version of the Department of Homeland Security’s SAFECOM guidance: https://www.sdao.com/files/5adc037fa/fy23_safecom_guidance.pdf 1.2. Unallowable Expenses: General PSAP overhead and staffing, including staff time to attend advanced training. Costs for providing emergency services or emergency services equipment. Costs for facility construction. Costs incurred outside of the grant performance period. For more information on unallowable expenses, please see:PSAP Examples of Allowable and Unallowable Expenses P a g e | 5 1.3. Anticipated Funding Amount A maximum of $18 million in FY2025 has been made available for grants under the PSAP Grant Program. Your proposed project budget total must reflect a maximum of 90% state share and a minimum of 10% local match. There is no maximum request amount unless requested funds exceed the $18 million funding level amount, in which case applicants may be awarded a maximum of $750,000 (total including state share and local match). Grant funds will be received in the form of reimbursement following project closeout. You should use your required vendor quote(s) to determine your estimated project budget and consider the maximum amount that you are able to match from local sources and the ability to pay for the full project upfront. DMA reserves the right to limit the amount that will be funded for individual grants based on project priorities and available state funds. Source of Funds: This state grant was authorized by Wis. Stats. § 256.35 (3s) (bm), with anticipated funds allocated to DMA from the Wisconsin Police and Fire Protection/911 Fund. 1.4. Match/Cost Sharing Requirement Under the FY2025 PSAP Grant Program, there is a 10%cost share/match requirement. Cash match only. Cash (hard) match includes non-state or federal cash spent for project related costs, according to the program guidance. Allowable cash match must only include those costs that are eligible expenses under the grant program. As noted above, you must provide proof of the source of your match amount in your application. Examples of allowable funding sources that can be used for your match amount include: Local government budget (e.g., tax levy, bond) Donated funds Unallowable funding sources that CANNOT be used for your match amount include: Other federal grants such as the Homeland Security Grant Program Local funds already allocated as match on another grant Any state or federal funds For more information on cash match, how to calculate your local share, and supplanting, please see the OEC Grant Guide, Section 2:OEC Grant Guidance 1.5. Consolidation Projects Consolidation is the process of combining some or all functions of two or more PSAPs to provide improved service, increased efficiency, and cost savings. For consolidation projects, grant funds must be used in the direct support of the Designated PSAP's consolidation of some or all functions of another PSAP. Grant funds may also be used by the Designated PSAP to P a g e | 6 perform consolidation studies or assessments to determine the feasibility of consolidating some or all functions of another PSAP. As an example, costs related to co-location of a PSAP with the Designated PSAP without the consolidation of any PSAP functions are not eligible costs. If awarded a grant, the Designated PSAP is responsible for the purchase, ownership, maintenance, and replacement of any equipment purchased with grant funds. When applying for consolidation type projects, the Designated PSAP for the county must be the agency to submit the grant application. To ensure support for the consolidation project, the grant application must include letters of support from all agencies involved in the consolidation project. DMA may reduce or waive the required local match and maximum award amount if an application is for activities to consolidate some or all functions of two or more PSAPs. 2.Applicant Eligibility 2.1. Designated PSAP Wisconsin statute restricts grants awarded under the PSAP Grant Program to one PSAP per county. Wis. Admin. Code DMA § 2.03 Designated Public Safety Answering Point requires a single PSAP to be designated in each county for the purposes of applying for grants under the PSAP Grant Program. The Designated PSAP is identified in one of two ways: 1.By resolution of the county board. 2.For counties with first class cities, a majority vote of an intergovernmental cooperation council. Documentation for the Designated PSAP will be due with the grant application. All applicants must submit the Designated PSAP documentation, even if there is only one PSAP located in the county, or an applicant submitted documentation under a previous funding opportunity. A template with suggested language has been provided below. A few important things to note about the Designated PSAP process: The Designated PSAP is also required to meet the basic training and service standards detailed in Sections 2.2 and 2.5 of this Grant Announcement. Once a PSAP has been identified as a Designated PSAP for a county, no other PSAP in that county may receive a grant under the PSAP Grant Program. The same Designated PSAP documentation may be used each time a PSAP applies. Use of this template is optional. This document shall not be construed as legal advice and the appropriate legal counsel should be consulted before being adopted by the county board or intergovernmental cooperation council. Link to Designated PSAP Template attachment: https://oec.wi.gov/wp- content/library/2022/TEMPLATE_Designated_PSAP_Resolution_No.docx ABCLAW Host Memory Upgrade Quote #342225 v2 Prepared For:Prepared By: Bayfield County Wausau Area Office Paul Houck 615 2nd Avenue EastWashburn, WI 54891 Chrissy Writz 815 S 24th AveWausau, Wisconsin 54401 P:(715) 373-6319 P:715-598-3294 E:paul.houck@bayfieldcounty.wi.gov E:cwritz@hbs.net Date Issued: 06.10.2024 Expires: 06.30.2024 Hardware/Software Price Qty Ext. Price HPE Compatible P43328-B21- ENC ENET - 32GB PC5-4800 2RX8 288-PIN DIMM HPE Compatible $256.25 24 $6,150.00 Subtotal $6,150.00 Quote Summary Amount Hardware/Software $6,150.00 Total:$6,150.00 This quote may not include applicable sales tax, shipping, handling and/or delivery charges. Final applicable sales tax, shipping, handling and/or delivery charges are calculated and applied at invoice. The aboveprices are for hardware/software only, and do not include delivery, setup or installation by Heartland (“HBS”) unless otherwise noted. Installation by HBS is available at our regular hourly rates, or pursuant to a prepaidHBSFlex Agreement. This configuration is presented for convenience only. HBS is not responsible for typographical or other errors/omissions regarding prices or other information. Prices and configurations aresubject to change without notice. HBS may modify or cancel this quote if the pricing is impacted by a tariff. A 15% restocking fee will be charged on any returned part. Customer is responsible for all costs associatedwith return of product and a $25.00 processing fee. No returns, cancellations or order changes are accepted by HBS without prior written approval. This quote expressly limits acceptance to the terms of this quote, and HBS disclaims any additional terms. Customer may issue a purchase order for administrative purposes only. By providing your “E-Signature,” you acknowledge that your electronic signature is the legal equivalent of your manual signature, and you warrant that you have express authority to execute this agreement and legally bind your organization to this proposal and all attached documents. Any purchase that the customer makes from HBS is governed by HBS’ Standard Terms and Conditions (“ST&Cs”) located at http://www.hbs.net/standard-terms-and-conditions, which are incorporated herein by reference. The ST&Cs are subject to change. When a new order is placed, the ST&Cs on the above-stated website at that time shall apply. If customer has signed HBS’ ST&Cs version 2021.v1.0 or later, or the parties have executed a current master services agreement, the signed agreement shall control over any conflicting terms in the version on the website. If a current master services agreement does not cover the purchase of products, the ST&Cslocated on the website shall govern the purchase of products. Certain purchases also require customer to be bound by end user terms and conditions. A list of end user terms and conditions related to variousmanufacturers and vendors is set forth at https://www.hbs.net/End-User-Agreements. Any purchase that customer makes is also governed by the applicable end user terms and conditions, which are incorporatedherein by reference. If customer has questions about whether end user terms and conditions apply to a purchase, customer shall contact HBS. Any order(s) that exceeds the credit limit assigned by HBS shall requireupfront payment from customer in an amount determined by HBS. HBS shall make this determination at the time of the order, unless customer has previously submitted the required onboarding paperwork. In suchevent, HBS shall make this determination at the time of quoting. Customer shall ensure that all invoices are timely paid as stated in Section 2 of the ST&Cs, regardless of whether Customer has a financing or leasing company or other third-party issue the purchase order. In the event that a third-party issues the purchase order, Customer shall be required to sign this Quote for purposes of approving the order. QT.2024.v1.0 Acceptance Wausau Area Office Bayfield County Chrissy Writz Signature / Name Signature / Name Initials 06/10/2024 Date Date Page: 1 of 1Quote #342225 v2 Hardware Software Services IT Solutions Brands Research Hub PAUL HOUCK, Thank you for considering CDW•G for your technology needs. The details of your quote are below. If you are an eProcurement or single sign on customer, please log into your system to access the CDW site. You can search for your quote to retrieve and transfer back into your system for processing. For all other customers, click below to convert your quote to an order. Convert Quote to Order ACCOUNT MANAGER NOTES: Thank you. Have a great day! Adam Flynn Executive Account Manager866-723-3621 adamfly@cdwg.com Quote Expiration Date: 5/12/2024 Quote valid for 30 days, subject to OEM price changes. QUOTE #QUOTE DATE QUOTE REFERENCE CUSTOMER #GRAND TOTAL NVTM865 4/12/2024 SQL CORE 6063695 $5,120.66 QUOTE DETAILS ITEM QTY CDW#UNIT PRICE EXT.PRICE Microsoft SQL Server 2022 Standard - license - 2 cores 2 7300860 $2,560.33 $5,120.66 Mfg. Part#: 7NQ-01782 Electronic distribution - NO MEDIA Contract: SVAR_WI_L_505ENT-M23-NASPOSVAR-01 (505ENT-M23-NASPOSVAR-01) SUBTOTAL $5,120.66 SHIPPING $0.00 SALES TAX $0.00 GRAND TOTAL $5,120.66 PURCHASER BILLING INFO DELIVER TO Billing Address: BAYFIELD COUNTY ISACCOUNTS PAYABLPO BOX 126117 EAST 5TH STREETWASHBURN, WI 54891-0126Phone: (715) 373-6319 Payment Terms: Net 30 Days-Govt State/Local Shipping Address:BAYFIELD COUNTYPAUL HOUCK615 2ND AVE EWASHBURN, WI 54891 Shipping Method: ELECTRONIC DISTRIBUTION Please remit payments to: Page 2 of 2 CDW Government75 Remittance DriveSuite 1515 Chicago, IL 60675-1515 Sales Contact Info Adam Flynn | (866) 723-3621 | adamfly@cdwg.com Need Help? My Account Support Call 800.800.4239 About Us |Privacy Policy |Terms and Conditions This order is subject to CDW's Terms and Conditions of Sales and Service Projects at http://www.cdwg.com/content/terms-conditions/product-sales.aspx For more information, contact a CDW account manager. © 2024 CDW•G LLC, 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 | 800.808.4239 FY23 PSAP Grant Program - Proposed Modified Budget Detail Grantee:Bayfield County FOR BUDGET MODIFICATIONS ONLY Grant number:2023-P140 EHW – Equipment Hardware 814,538.25$ State Funds (84%)Local Match (16%)Total Grant Amount OSR - Other Services 88,366.00$ 1,719,144.75$ 327,456.14$ 2,046,600.89$ ATR – Advanced Training -$ SW – Software 1,122,956.63$ Total:2,025,860.88$ Unused portion of the budget:20,740.01$ Category Item Description Price per Unit Total Quantity Required Vendor Quote # Product Received (Y/N) Purchased New Total Cost EHW – Equipment Hardware 9-1-1 Call Taking Positions 124,905.22$ 1 Motorola DG061323A Y Yes, partial payment as determined by fee schedule 124,905.22$ EHW – Equipment Hardware EF Johnson Radio Consoles - Bayfield Site 135,684.00$ 1 DSC-EH001327 (p. 2-4)Y Yes, partial payment as determined by fee schedule 135,684.00$ EHW – Equipment Hardware Ashland Radio Integration 94,844.00$ 1 DSC-EH001327 (p. 6-7)94,844.00$ EHW – Equipment Hardware EF Johnson Radio Consoles - Ashland Site 56,590.00$ 1 DSC-EH001327 (p. 8-9)Y Yes, partial payment as determined by fee schedule 56,590.00$ EHW – Equipment Hardware Network Cabling & Electric $23,076 1 Jolma Quote 1481 N N 23,076.00$ Will be performed during remodel phase OSR - Other Services Temporary Dispatch Relocate 7,440.00$ 1 DSC-EH001327 (p. 7-8)Y Yes, partial payment as determined by fee schedule 7,440.00$ EHW – Equipment Hardware Computer Hardware & Peripheral Equipment (CAD PCs, Mice, Keyboards, Monitors etc.)19,593.00$ 1 DELL Quote 3000161652909.1 Partial Yes 19,593.00$ SW – Software GIS Mapping*14,265.00$ 1 WTH N N 14,265.00$ In progress, will be installed after remodel phase SW – Software Logging Recorder 48,550.00$ 1 DSC-EH001327 (p. 4-5)N N 48,550.00$ In progress, will be installed after remodel phase EHW – Equipment Hardware Console Chairs 11,979.46$ 1 Concept Seating 1015434000055189110 N N 11,979.46$ EHW – Equipment Hardware Console Furniture $156,103.65 1 Xybix 42924 N Yes, partial payment as determined by fee schedule 156,103.65$ SW – Software EMD Software 85,406.85$ 1 PowerPhone 20013 85,406.85$ OSR - Other Services MCP Consulting Services 25,000.00$ 1 DOC092522 Y Yes, partial payment as determined by fee schedule 25,000.00$ EHW – Equipment Hardware Headset Equipment 3,668.95$ 1 Current Market Price N N 3,668.95$ OSR - Other Services Project Manager Wages 39,795.18$ 1 Figures Ongoing Ongoing 39,795.18$ EHW – Equipment Hardware Server Upgrade 160,493.17$ 1 Heartland Quote In progress Yes, partial payment as determined by fee schedule 160,493.17$ SW – Software CAD/RMS System 974,734.78$ 1 Motorola Flex Quote N N 974,734.78$ OSR - Other Services Carpet installation 7,493.82$ 1 2884 N N 7,493.82$ OSR - Other Services Supervisor window installation $4,015 1 5104 N N 4,015.00$ OSR - Other Services Paint $2,700 1 Estimate 687 2,700.00$ OSR - Other Services Remove passthrough & window $1,922 1 Quote 5180 1,922.00$ EHW – Equipment Hardware Motorola Callworks Upgrade for ESInet $27,600.80 1 Quote DG011224A In progress Yes, partial payment as determined by fee schedule 27,600.80$ -$ -$ -$ -$ NOTE: The amounts above should not exceed your Approved Budget amount unless otherwise approved by OEC staff Please list out each item separately www.hbs.net | Linkedin.HBS.net | @HBSTech 800-236-7914 | Heartland Business Systems, LLC Statement of Work Bayfield County SERVER SWITCHING 2024 Quote #339196 SOW Prepared By: Michael Du Mez Network Engineer Heartland Business Systems Phone: (715) 619-0528 mdumez@hbs.net Chrissy Writz Senior Solutions Consultant Heartland Business Systems Phone: (715) 297-6979 cwritz@hbs.net STATEMENT OF WORK – 5/9/2024 Bayfield County – Server Switching 2024 CONFIDENTIAL 2 Project Overview This Statement of Work (“SOW”) reflects the services and material to be provided by Heartland Business Systems, LLC, (hereinafter referred to as “HBS") for Bayfield County (hereinafter referred to as “BC“ or “Customer”). The objectives of the project are: • Improve network resiliency by installing newer hardware. • Improve network bandwidth by upgrading existing connections. • Secure network by updating existing hardware and protocols. • Become current with security standards present on modern hardware. Project Scope HBS will provide the following services (hereinafter referred to as the “Scope”): The objectives of the Project are to replace or add network equipment including routers and/or switches to the customer's network environment while maintaining/supporting industry best practices. Heartland engineers will work with the Customer to develop a network design and working solution to fulfil/meet the customers network requirements. During the process, Heartland Engineers will facilitate the unboxing, configuration, deployment and testing of all scoped network equipment. Following best-practice network deployment, Heartland engineers will engage the Customer in knowledge transfer as well as documentation delivery. This project is expected to take 2 weeks to complete from the project kick-off. In the event that an extension to the project timeline is required, the parties shall utilize the Change Order process. In Scope • Network switch installation o Planning ▪ Review existing subnet/VLAN design ▪ Plan new VLAN and IP addressing scheme(s), as needed ▪ Plan cutover and maintenance window where applicable ▪ Review final network design for customer signoff o Device Preparation ▪ Unbox and stage network equipment ▪ Upgrade firmware to latest recommended release ▪ Configure switches based on Heartland best practice o Installation ▪ Remove existing network equipment as needed from rack ▪ Hardware rack and install new network equipment ▪ Rack and install any additional supporting hardware such as UPS, cable management ▪ Migrate patch cables, fiber uplinks, as needed ▪ Cleanup cabling/wiring per Heartland standards ▪ Label network equipment and critical cable connections ▪ Plan and execute migration from current solution to proposed solution during one after-hours maintenance window (up to four hours). • Install 10Gbps NIC in each VMware server one at a time • Reconfigure network in each server STATEMENT OF WORK – 5/9/2024 Bayfield County – Server Switching 2024 CONFIDENTIAL 3 o Validation ▪ Test basic network connectivity ▪ Test Server and VM connectivity ▪ Verify uplinks are operational ▪ Verify network management of installed equipment is functional ▪ Troubleshoot and remediate any network issues pertaining to installed equipment, including physical cabling issues, configuration issues on install equipment o Documentation o Document installed equipment ▪ Provide documentation spreadsheet of all installed hardware/software systems ▪ Provide logical and or physical network diagram as a Visio o Provide customer with direct knowledge transfer of network implementation including answering questions on configuration Out of Scope • Troubleshooting existing network or application issues • Disposal of old network equipment unless explicitly stated in In Scope objectives • End-point device migration or device IP addressing unless explicitly stated in In Scope objectives • Reconfiguring existing network devices such as router, switches, firewalls or wireless • Additional server configuration for services such as DNS, DHCP • Setup, installation or configuration of Network Management or Network Monitoring • Any work or material not specifically identified in this document is not included in this Agreement. The out-of- scope items shall include the following: Deployment of any additional equipment not specifically listed in this SOW or Quote for the project. Additional Requirements and Conditions • HBS and Customer will both ensure that adequate resources, for which each respective party is responsible, are available when needed throughout the duration of this engagement. The timely completion of this engagement will depend on the availability of the necessary Customer personnel. • The timely completion of this engagement will also depend on the availability and delivery of the product(s) associated with this SOW from other vendors. Any shipping and delivery dates are approximate and are not guaranteed and are subject to the current availability of products from third party vendors, production schedules of third party vendors, and supply chain delays and shortages, all of which are outside the control of HBS. Such delays may extend the duration of the project and may result in budget impacts and increased time to manage resources against the estimated product delivery. In the event that a delay may impact the project, the parties shall utilize the change order process in order to address the impacts of such delay. • Any potential dependencies discovered prior to or during implementation will be communicated to Customer and HBS to determine impact to the timing, scope and pricing for the project, and the parties shall utilize the Change Order process as necessary. Customer Responsibilities Site and System(s) Readiness The items listed below shall be the responsibility of the customer: • Provide room for staging. • Disposal of shipment packaging. STATEMENT OF WORK – 5/9/2024 Bayfield County – Server Switching 2024 CONFIDENTIAL 4 • Disposal of replaced equipment. • Clean all network closets prior to shipment arrival. • Communication of outages. • Assistance with testing and validation. • Provide power strips and access to receptacles for staging. • Transportation of Equipment to the buildings. • Provide lifts and or ladders where applicable. Working Conditions and Access The items listed below shall apply to the extent applicable: • Customer will provide a Single Point of Contact with decision making ability to interface with HBS. This person is responsible for signing off on Scope of Work and Change Order documents throughout the project. • Customer will provide Subject Matter Experts (SMEs) when required by project personnel and/or project activities. If delays in the project timeline are a result of delayed access to SME personnel or any other Customer delays, Customer may be subject to additional charges. • Customer will provide HBS with access, including all password and logins, to required existing network or system assets listed in the scope. • Customer will provide HBS with proper access and workspace areas at Customer locations that includes internet, physical and remote access to in scope infrastructure or systems. • Customer will allow the HBS engineer to connect their computer to Customer network in order to perform their duties. HBS will allow Customer to examine said notebook for current anti-virus software, if needed. • Customer will allow HBS unescorted access to computer rooms, equipment closets and the general facility. If unescorted access is not available, Customer shall assign access levels appropriately and coordinate escorts. • Customer will provide adequate access and credentials required for the assessment of all components or systems listed in the scope. • Customer will provide remote access prior to, and throughout, the project if required. • Customer will have working Internet access available where the work will be performed. • Customer is responsible for resolving problems outside the SOW that are beyond the control of HBS. These shall include but not be limited to software/firmware bugs, vendor engineering support cases, hardware failures, telecommunication circuits, server issues, desktop issues, the acts or omissions of any third party, or any other occurrence not caused by HBS. HBS can assist with these out-of-scope issues through the Change Order process or on a time and materials basis. Testing, Notification and Change Control • Customer will provide advanced notification of any network outages or changes during the implementation period. • Customer will assist with the creation of and perform user acceptance testing and post-migration end-point validations. • HBS and Customer will provide 48-hour notification of any schedule changes. • Customer will assist with the design, testing and validation of the project Deliverables . • Customer and HBS agree that work shall progress when Customer staff is not available to participate. STATEMENT OF WORK – 5/9/2024 Bayfield County – Server Switching 2024 CONFIDENTIAL 5 Milestones The project milestones below are utilized to track progress against the Project Plan. # Milestone 1 Preparing, configuring, and installing 2 Providing post-cut support and ensuring that all equipment works as needed Deliverables The following are the deliverables HBS will provide to Customer (hereinafter referred to as “Deliverables”) for this project: Any change to the Deliverables listed below will require a Change Order. # Deliverables 1 Implementation of solution per the “In Scope” section Fixed Fee Pricing This SOW is fixed fee. Any additional work required under a Change Order will also be billed to Bayfield County Service and equipment identified in this SOW do not include any taxes that may be applicable. Any such taxes shall be specified on an invoice as a separate line item. Bayfield County agrees to compensate HBS for providing the Deliverables as stated in the attached Quote. Project Completion Project will be complete when all Deliverables have been provided to Customer. Customer will have seven (7) business days to review the Deliverables for the project. If HBS does not receive a written notice of rejection describing the basis for rejection within this period, the Deliverables will be considered accepted. After the completion of the project, support may be obtained by contacting the HBS Account Manager. Support will be billed at an agreed upon rate for services rendered. Change Management Additional products and services beyond the In-Scope deliverables listed above are considered out of scope and require a Change Order executed by the parties before any such work can be performed. Any additions, deletions, or modifications to the Agreement, regardless of change to project value, require a Change Order. Terms Binding Agreement. This SOW describes the professional services and/or products, and results to be provided by HBS. Upon execution, this SOW shall be contractually binding on the parties. The HBS Standard Terms and Conditions are also made part of this Agreement. STATEMENT OF WORK – 5/9/2024 Bayfield County – Server Switching 2024 CONFIDENTIAL 6 Order of Precedence. Any ambiguity or inconsistency between or among the statements of this SOW and the Standard Terms and Conditions shall be resolved by giving priority and precedence in the following order: • Statement of Work • Standard Terms and Conditions Work Hours. All professional services work will be completed during the normal business hours of 8:00 am – 5:00 pm Monday - Friday Central Time. Any work occurring after 5:00 pm or before 8:00 am or on weekends is subject to a bill rate of 1.5 times the normal rate, unless the parties agree otherwise in writing. In the event that any change to the above- stated work hours is required, whether due to shipping or delivery delays or any other reason, the parties shall utilize the Change Order process. General. No other promises have been made related to this SOW except for those stated in this SOW. This SOW supersedes all other agreements or promises related to this project and SOW. HBS shall not be responsible for any delay caused by the Customer or its vendors or contractors, equipment or shipping delays, or any other occurrence not caused by HBS. Confidentiality. Each party may have access to confidential information concerning the methodologies, pricing, and business practices of the other. Neither party shall make any use of such information of the other party except in connection with the exercise of its rights and responsibilities under this SOW. Additional Switch and NIC Quote #339196 v2 Prepared For:Prepared By: Bayfield County Wausau Area Office Paul Houck 615 2nd Avenue EastWashburn, WI 54891 Chrissy Writz 815 S 24th AveWausau, Wisconsin 54401 P:(715) 373-6319 P:715-598-3294 E:paul.houck@bayfieldcounty.wi.gov E:cwritz@hbs.net Date Issued: 06.12.2024 Expires: 06.19.2024 HPE Switching and Support Price Qty Ext. Price R8S92A HPE Aruba 6300M 24p SFP+ LRM support and 2p 50G and 2p 25G MACsec Switch - Switch - 24 ports - Managed - Rack-Mountable $10,599.16 2 $21,198.32 H64D4E HPE Foundation Care Next Business Day Exchange Service - Extended Service Agreement - 1 year - Shipment $1,308.60 2 $2,617.20 JL085A#ABA HPE Aruba X371 - power supply - Hot-Plug / Redundant - 250 Watt $323.44 4 $1,293.76 Q9Y79AAE HPE Aruba Central Foundation - Subscription License (3 years) - 1 Switch (48 ports)$662.24 2 $1,324.48 Subtotal $26,433.76 HPE Server Components Price Qty Ext. Price P48903-B21 HPE ProLiant Server Family Riser Cards HPE ProLiant DL360 Gen11 x16 LP Riser Kit $185.29 3 $555.87 P26259-B21 Broadcom BCM57412 - Network Adapter - PCIe 3.0 x8 - 1Gb Ethernet / 10GbEthernet SFP+ x 2 $412.39 3 $1,237.17 Subtotal $1,793.04 ENET Cabling Price Qty Ext. Price Cabling J9283D-ENC ENET HPE Aruba - Direct Attach Copper Cable - 10GBase direct attach cable - 10 ft $33.33 12 $399.96 R0M46A-1M- ENC ENET Aruba Compatible - 50G SFP56 to SFP56 Direct Attach Cable 1 Meter $173.33 2 $346.66 J9283D-ENC ENET Aruba 10G SFP+ to SFP+ DAC Cable 3 Meter $33.33 2 $66.66 J8177D-ENC ENET Aruba SFP (miniGBIC) Module - For Data Networking - 1 x RJ-45 1000Base-T LAN - Twisted PairGigabit Ethernet - 1000Base-T $37.33 17 $634.61 Subtotal $1,447.89 Services Price Qty Ext. Price HBS-FF- PROJECT Fixed Fee Project Fixed Fee Project $5,611.25 1 $5,611.25 Subtotal $5,611.25 Non-Returnable/Non-Refundable Language HPE Note: Customer understands that all orders for HP Enterprise are final when accepted by HP Enterprise. No cancellations, returns, exchanges or refunds are allowed. Page: 1 of 2Quote #339196 v2 Quote Summary Amount HPE Switching and Support $26,433.76 HPE Server Components $1,793.04 ENET Cabling $1,447.89 Services $5,611.25 Total:$35,285.94 This quote may not include applicable sales tax, shipping, handling and/or delivery charges. Final applicable sales tax, shipping, handling and/or delivery charges are calculated and applied at invoice. The aboveprices are for hardware/software only, and do not include delivery, setup or installation by Heartland (“HBS”) unless otherwise noted. Installation by HBS is available at our regular hourly rates, or pursuant to a prepaidHBSFlex Agreement. This configuration is presented for convenience only. HBS is not responsible for typographical or other errors/omissions regarding prices or other information. Prices and configurations aresubject to change without notice. HBS may modify or cancel this quote if the pricing is impacted by a tariff. A 15% restocking fee will be charged on any returned part. Customer is responsible for all costs associatedwith return of product and a $25.00 processing fee. No returns, cancellations or order changes are accepted by HBS without prior written approval. This quote expressly limits acceptance to the terms of this quote, and HBS disclaims any additional terms. Customer may issue a purchase order for administrative purposes only. By providing your “E-Signature,” you acknowledge that your electronic signature is the legal equivalent of your manual signature, and you warrant that you have express authority to execute this agreement and legally bind your organization to this proposal and all attached documents. Any purchase that the customer makes from HBS is governed by HBS’ Standard Terms and Conditions (“ST&Cs”) located at http://www.hbs.net/standard-terms-and-conditions, which are incorporated herein by reference. The ST&Cs are subject to change. When a new order is placed, the ST&Cs on the above-stated website at that time shall apply. If customer has signed HBS’ ST&Cs version 2021.v1.0 or later, or the parties have executed a currentmaster services agreement, the signed agreement shall control over any conflicting terms in the version on the website. If a current master services agreement does not cover the purchase of products, the ST&Cslocated on the website shall govern the purchase of products. Certain purchases also require customer to be bound by end user terms and conditions. A list of end user terms and conditions related to variousmanufacturers and vendors is set forth at https://www.hbs.net/End-User-Agreements. Any purchase that customer makes is also governed by the applicable end user terms and conditions, which are incorporatedherein by reference. If customer has questions about whether end user terms and conditions apply to a purchase, customer shall contact HBS. Any order(s) that exceeds the credit limit assigned by HBS shall requireupfront payment from customer in an amount determined by HBS. HBS shall make this determination at the time of the order, unless customer has previously submitted the required onboarding paperwork. In suchevent, HBS shall make this determination at the time of quoting. Customer shall ensure that all invoices are timely paid as stated in Section 2 of the ST&Cs, regardless of whether Customer has a financing or leasing company or other third-party issue the purchase order. In the event that a third-party issues the purchase order, Customer shall be required to sign this Quote for purposes of approving the order. QT.2024.v1.0 Acceptance Wausau Area Office Bayfield County Chrissy Writz Signature / Name Signature / Name Initials 06/12/2024 Date Date Page: 2 of 2Quote #339196 v2 ID Task Mode Task Name Duration Start Finish Predecessors 1 EOC Radio Setup 1 day Thu 6/13/24 Thu 6/13/24 2 EOC CAD PC Setup 1 day Fri 6/14/24 Fri 6/14/24 1 3 EOC prep for dispatch5 days Mon 6/17/24Fri 6/21/24 2 4 Dispatch physically moves to EOC 2 days Mon 6/24/24 Tue 6/25/24 3 5 Supervisor Window Installation 3 days?Mon 7/1/24 Wed 7/3/24 6 Passthrough & Window tray removal 3 days?Mon 7/1/24 Wed 7/3/24 7 Wiring & Electrical 16 days?Wed 6/26/24Wed 7/17/24 8 Paint 3 days Thu 7/18/24 Mon 7/22/247 9 Carpet Install 5 days?Mon 7/29/24Fri 8/2/24 8 10 Furniture Install 5 days Mon 8/5/24 Fri 8/9/24 9 11 Radio Install 2 days Mon 8/12/24Tue 8/13/24 10 12 CAD Install 2 days Mon 8/12/24Tue 8/13/24 10 13 Callworks Install 2 days Mon 8/12/24Tue 8/13/24 10 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 May '24 Jun '24 Jul '24 Aug '24 Task Split Milestone Summary Project Summary Inactive Task Inactive Milestone Inactive Summary Manual Task Duration-only Manual Summary Rollup Manual Summary Start-only Finish-only External Tasks External Milestone Deadline Progress Manual Progress Page 1 Project: Project1 Date: Fri 5/24/24