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Home My WebLink AboutPR 15584: ANNUAL FIRST CALL (STAN) CONTRACTMemorandum To: Steve Fitzgibbons, City Manager From: John Owens, Deputy Chief of Police Date: October 22, 2009 Re: Proposed Resolution No. 15584 RECOMMENDATION: It is recommended that the City Council adopt Proposed Resolution No. 15584 authorizing the payment of the annual First Call, STAN contract in the amount of $6,227.86 and charged to account number 001-1101-521.61- 03. BACKGROUND: First Call and STAN (Southeast Texas Alerting Network) is a call-in, dial- down system that allows public officials to make important information available to Southeast Texas residents. The First Call, STAN system is a one-of-a-kind, custom-built, public awareness system designed to communicate important information to the people of Southeast Texas. The annual service contract period is from 12/01/09 thru 11/30/10 for the First Call, STAN network. The renewal amount is $37,045 with the City of Port Arthur's portion of the cost being $6,227.86. Payment should be made to the Southeast Texas Regional Planning Commission, Attention Arthur Klaus, 2210 Eastex Freeway, Beaumont, Texas 77703. BUDGETARY/FISCAL EFFECT: Funds were budgeted in account number 001-1101-521.61-03 for the renewal of this contract in the amount of $6,227.86. STAFFING/EMPLOYEE EFFECT: None. SUMMARY: It is recommended that the City Council adopt Proposed Resolution No. 15584 authorizing the payment of the annual First Call, STAN contract in the amount of $6,227.86 and charged to account number 001-1101-521.61- 03. " bl~ l~~i+!~/I~Yd~ J Owens, Deputy Chief of Police Emergency Management Coordinator JO: sz P.R.15584 JOlsz 10/22/09 RESOLUTION NO. A RESOLUTION AUTHORIZING THE PAYMENT OF THE ANNUAL FIRST CALL, STAN CONTRACT (SOUTHEAST TEXAS ALERTING NETWORICI, A PUBLIC AWARENESS SYSTEM DESIGNED TO COMMUNICATE IMPORTANT INFORMATION TO THE PEOPLE OF SOUTHEAST TEXAS, IN THE AMOUNT OF $6,227.86 AND CHARGED TO ACCOUNT NUMBER 001-1101-521.61-03 WHEREAS, First Call, Southeast Texas Alerting Network (STAN) is a one-of- a-kind, custom-built, public awareness system, is designed to communicate important information to the people of Southeast Texas; and WHEREAS, First Call, STAN is a call-in, dial-down system that allows public officials to make important information available to Southeast Texas residents; and WHEREAS, the annual service contract period is from 12/01/09 thru 11/30/10 for the First Call, STAN (Southeast Texas Alerting Network), in the amount of $37,045 with the City of Port Arthur's portion of the cost to be in the amount of $6,227.86; and WHEREAS, this is the eighth year renewal contract; and WHEREAS, the City of Port Arthur was notified on October 14, 2009 that the following amounts aze now due and payable by Jefferson County, Beaumont, and Port Arthur in order to fulfill its final obligations under the contract: Jefferson County, $3,631.15; Beaumont, $12,278.44; Port Arthur, $6,227.86, as described in Exhibit "A". BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the City Council of the City of Port Arthur hereby authorizes the renewal of the annual contract. THAT the City Council of the Ciry of Port Arthur hereby authorizes that payment be made to the Southeast Texas Regional Planning Commission, Attention Arthur Klaus, 2210 Eastex Freeway, Beaumont, Texas 77703 in the amount of $6,227.86. THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this the day of A.D. 2009, at a Meeting of the City of Port Arthur, Texas by the following vote: AYES: MA COUNCILMEMBERS NOES: Mayor Debris Prince Attest: Tem Hanks, City Secretary APPROVED AS TO FORM: Val Tize , Acti g ty Attorney APPROVED FOR ADMINISTRATION: Stev i ibbons, City Manager Mazk Blanton, Chief of Police APPROVED AS TO AVAILABLITY OF FUNDS: eborah Echols, F~ce Director Exhibit "A" ~~ ~ Emergency Network South East Texas Regional PWnning Commission Chief John Owens Port Arthur Police Departrnent P O Box 1089 Port Arthur, TX 77641-1089 Chief Owens: Exhibit "A" October 14, 2009 Charges for annual FJrsrCall Network Inc. and quazterly Intrado Inc. Emergency Notification System (ENS) contracts aze now due (see Attachment 1 and 2 respectively). The FirsrCall contras (see attachment 3) includes annual chazges of $37,045 for fixed list emergency telephone notification services and $5,400 for VPN intemet access ($1,800 each for Hazdin, Jefferson and Orange Counties). The Intrado contract provides emergency data extracts for all telephone subscribers in the tri- county area and is billed at the contract rate of $500 quarterly. Based on distribution of the annual charges utilizing available population data for Jefferson County (see Excel spreadsheet, attachments 4 and 5), City of Port Arthur funds of $6,227.86 for the 2009 - 2010 Fiscal Yeaz are currently requested to dischazge these ENS obligations. Current regulations preclude SETRPC payment to Fir~TCall or Intrado until funds are received from each county. As soon as possible, please mail a check in the amount of $ti,227.86 to the following address: South East Texas Regional Planning Commission Attention: Arthur Klauss 2210 Eastex Freeway Beaumont, Texas 77703 Please contact me at (409) 899-8444 ext. 6101 (aklauss~rusetroc.orel if you have any questions or need any additional information. Thank you for your assistance. Sincerely, Art ur Klauss Contract/Finance Analyst 9-1-1 Emergenty Network Attachments 5 2210 Eastex Freeway, Beaumont, Texas 77703 -409.347.1911- Fax 409.347.1953 Exhibit "A" l0l1/211119 #1'_0 1 211119-3 ~'~rs~Call Network, Inc. 5423 Galeria Drive Baton Rouge, l~4 70816 225-295-8123 Federall.D. #72-1392139 fdEC'D OCT 13 2009 Mr. Pete De La Cruz, ENP Director - 9-1-1 Emergency Communications SouthEast Texas Regional Planning Commission 2210 Eastex Freeway Beaumont, TX 77703 Acct #10151 PO # Quantity Description ~~' Amount l Eighth Year Renewal $37,045.00 Annual Service Contract for geographic and fixed list emergency telephone notification services for SouthEast Teaas Alerting Network (Hardin, Jefferson and Orange Counties) Contract period: December 1.2009 to November 30, 2010 Eighth Year Renewal I VPN Internet Access @ $1800.00 each for $ 5,400.00 Hardin, Jefferson and Orange Counties Contract riod: December 1, 2009 to November 30, 2010 DUE: December 1, 2009 Thank you for your business: Totsl: $42,445.00 Please make checks payable to and mail to: FlrstCall Network, lnc. 5423 Galeria Drive Baton Rouge, LA 70816 Exhibit "A" ! j ORANGE __ HARDIN JEFFERSON i TOTA_L__ J COUNTY COUNTY COUNTY Population Percentage ~ 23% 12% 65% FIRST YEAR ! First Call ~ S9,433.45 54,921.80 $26,659.75 $41,01 5.00 Ma Set U _ __ S7 5 0 .00 . $750 .00 Internet Access o tional $1,800.00 : . . _ I _ 51,800.00 ~ _ _ _ 51,800.00 1st Year Total $11,233.45 $7,471.80 ~ _ $29,209.75 - ~ - ~ ~ -- - S ECON D Y_EAR _ _ _ _ _ ___ 'First Call $8,964.25 ~ $4,677.00 i _ _ 2 5,333.75 $38,975.00 $ ,Internet Access i o tional 51,800.00 _ 51,800.00 _ _ $1,800.00 ~ 2nd Year Total , $10,764.25 _ $6,477.00 , T.--- __ $27,133.75 ~ - __ _ ~ -- - --- THIRD YEAR ' _ First Call $8,520.35 $4,445.40 ! $24,079.25 $37,045.00 I Internet Access I o tional $1,800.001 $1,800.00 $1,800.00 3rd Year Total $10,320.35 ' $6,245.40 ~ $25,879.25 Estimated Event Usage Costs -for planning purposes only 30 second 1,000 telephones -test message 5270.00 for test with 50% discount 30 second 1,000 telephones message 5540.00 30 second 2,500 telephones message 5'1.350.00 30 second 5,000 telephones message 52,700.00 .It~l'i'erscln (I,unh 1)ititl'ihllticln of 111 I~.InI•r~l•nc~ vntilic:lliun (l•:,~) (~Il:lr;;t•s ?11119 Illru ?Illll ~.L,~l•1'lllllt'lltal 1'.11111\ ' .Icft~t•r~ftn _ ~ 1111111\ I'1, )1lI:1111,11 I't~rct'nl ~ 111 11,1;II~ IIIIIC;ill~,ll I)t III I'.~ ~ 11:11'};t'ti Il\ Uf l~Cillll,l(.111t i I3.Rht) •~~. 1 iw° ~~ ~+ ~'.27K.-~-~ C'it~• of fort ~~rthul• ~7,7~~ Z2.r)1 ",~~t `~ 6,227.Sfi .lcffcrscln C'llunt~ (l~nincorparatcd .-areas) ('it\' of t3c~ it (3:Iks C•it~~ of C~I~IIi's) 30,7(11 1,3.)b 1,1 I ? 12.18"r`a ().~3`%~ I-.a-1%- w 3.illl.~h .`~ 1-f~.l-lE '~ 119.y tiulitutal .1~~f7erson C'ouut~ 33,fi7a t3.3fi`%- ~- 3,1,31. l C'ii~~ Ilf tieclerland 17,~?2 h.91'%n ~ 1.878.(~~t C'it-' of (;rn~~c~ l{,733 h.2~t"r.. 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