‘DEECEOF THE TOWN ADR 'ADAMS, MASSACHUSETTS Memorandum ‘To: Chairman Blanchard, Members of the Selectboard From: Tony Mazzuevo, Town Administrator Date: 11/13/2015 Ro: Agenda Item-Reyionalization of Dispatch Services Attached to this week's agenda isan updated report from the Town's consultant on dispatch services. This report, as the previous one did recommends we regionalize our dispatch services to enhance efficiency, public safety, and realize substantial cost savings both direct and indirect. The only difference between this updated report and the previous report in 2012 isthe location suggestion for regionalization, previously North Adams was considered the best option atthe time. Due to changes in technology, financial situations, and operational ‘capacity the recommendation i to join the Berkshire County Sheriff's office. Had we joined North Adams several years ago we would have realized substantial savings and few job losses, both for dispatchers and staff throughout the town and sehool district, ‘There are well over 300,000 residents and 80 communities inthe Commonwealth that utilize regional dispatch services; with the Berkshire County Sheriff's Office (BCSO) being among the best inthe state. More and more ‘ommimnities are creating or joining regional dispatch arrangements every year. Area communities that ‘currently utilize regional dispatch services include Cheshire, Lanesborough, Clarksburg, Lenox, Dalton, and others, Each resident in Massachusetts who owns a cell phone pays a “911 tax” thatthe slate utilizes to support, DL dispatch, primarily to pay for the conversion to regional dispatch centers. The Commonvvealth actively supports and funds, to the tune of millions of dollars annually, conversions to regional dispatch centers, tis important to note that this change will have no negative impact on public safety or response time. T held a ‘meeting in September of this year with Tom Kennedy, our consultant for this project, as well as Chief Tars, Chief Goyette, Dan LaPlante and Mike Gleason from Adams Ambulance, Dick Kleiner, Lt. Colonel Grady from the BCSO, as well as Pittsfield Communications representatives (who handle technical work). All ofthe public safety agencies represented agreed there would be no reduction in service or call response time, Furthermore, the state would not support and fund such conversion if there were concems over public safety, ‘nor would 80 communities and over 300,000 residents live in such circumstances. {realize there is always concem over “loca!” dispatchers knowing the area but an understanding of bow lspateh works in today's world alleviates this concern. There are two types of 91 call placed, wired and Wireless. Wireless calls (from a cell phone) go directly tothe state police baracks in Northampton, and are then transferred to the dispatching agency; 40% of our 911 calls in Adams first goto Northampton. Wireless ‘als are also able to be pinged by dispatch agencies to determine the GPS location of where the call came from; the BCSO softvare for this process is far superior to what we currently use in Adams. Wired, o landline call, ‘g0 to the PSAP (Public Safety Answering Point) assigned to that jurisdiction, When you call on a landline, ‘your address is automatically pulled up in the 911 system; there can be no confusion as to where the call needs to be dispatched from, Its important to remember thatthe same first responders are sill responding, to any calls; that i to say the Adams Police, Fire, and Ambulance ar still responding to all calls in the community Town of Adams 8 Park Sie ‘Adams, MA 01220“The transition tothe Berkshire County Sheriff's Office will enhance public safety in the community in several \ways. First, new radio communication equipment that will be provided will enhance officer communication land connectivity for radio communications. We also gain the opportunity in un emergency, to be able to empty the station ofthe desk officer and place that officer on the road; while we do not anticipate this happening given the current climate of police work inthe country the ability in rare circumstance to have an additional officer respond in an emergency where officer safety is at risk isa weleome addition. We also gain the ability to handle substantially more call volume during a local incident; currently we have two 911 stations which limits ‘our ability to a max of two ealls at onetime; CSO staf four persons per shift with capacity for up to six call. Stations, Furthermore, we would be joining the BCSO TriTeely/IMC (software used for emergeney dispatch and ‘eiminal information) which gives our ageney access to county wide information on arests, criminal activity, telethis greatly enhances the knowledge we are able to provide the officer on patrol “The financial impact of regionalizing dispatch is of substantial benefit to the community. Currently, we spend directly about $180,000 on dispatch services and we receive a $22,000 grant to offset this cost. This does not {include retirement costs estimated at about $20,000 annually, retiree health care costs, andthe information technology costs associated with maintaining a public safety answering point which can average out to over '$10,000 per year-with system upgrades costing a substantial amount of money. The current quote BCSO will ‘charge the Town approximately is $24,000 fr dispatch services, with a 3% cost escalator annually. We would ‘be allowed to continue to utilize our grant from the state forthe frst 2 years of conversion. As the chart below indicates, assuming a 3% increase annually, we have two choices for the next ten years-spend approximately $275,000 or $1,800,000, Regionalizing dispatch will save the Town of Adams, conservatively, over $1.5, million over aten year period. The $1.5 million is cash savings, it doesnot include hundreds of thousands of. dollars in equipment upgrades and future liability costs. In addition, we can utilize the BCSO reverse 911 ‘system for addtional annual savings of $7,000 which has not been factored into this calculation Tam recommending the Board vote to approve the attached IGA with the BCSO. As there is likely going to be some public interest in this topic I recommend the Board take no action tonight but instead schedule a public ‘Q&A where I can give a presentation on the matter as well as have our consultant present and representatives from the BCSO to answer questions, The board ean then approve if they so choose, the document at regularly scheduled meeting sometime thereafter. Please contact me directly with any questions. ‘Town of Adams 8 Park Steet Adams, MAOIZ20Updated Feasibility Study for Developing Regional £911 Communications Services For Town of Adams, Massachusetts Final Report ‘Submitted to: Tony Mazzuco Town Administrator ‘Town of Adams 8 Park Street ‘Adams, MA 01220 Tel: (413) 743-8316 CTC, Inc. 290 Turmpike Road, Suite 5-125 Westborough, MA 01581 Tel: (508) 243-9720 November 4, 2015TABLE OF CONTENTS EXECUTIVE SUMMARY. ese 3 A. INTRODUCTION. B, FINDINGS... enn 6 . ANALYSIS. D. RECOMMENDATIONS, ae 4 APPENDIX A... ee ceceEXECUTIVE SUMMARY ‘This report is being provided to the Town of Adams to present updated information collected relative to a 2012 Regional Emergency Communications Genter (REC) Feasiilly Study and to provide new recommendations based upon the information collected. CTC inc. (CTC), @ privale non-profit 501(c) 3 company, conducted the 2012 Feasibility Study and was contracted to provide this updated report. ‘The Methodology utiized to update the 2012 Feasibility Study Included interviews, best practices analysis and document review. “There was a recommendation in the 2012 Report and a recognition withthe Town of Adams public safety leadership that a Regional Emergency Communication Center would provide for a more effective and efficient delivery ofthe call taking and dispatching services. The options as {0 which entity would provide the future emergency communication services inthe best interest of the Town of Adams isthe most important focus ofthis fllow up contract. ‘The options analyzed by the prior study ae listed below: 1. Continuation of E911 and Dispatch at the Adams Police Department. 2, Berkshire County Emergency Communication Center (BCECC) 3, North Adams Regional Emergency Communications Centor (NARECC) Findings of the updated Review: ‘The Berkshire County Sheri's Department representative expressed a strong willingness to add the Town of Adams fo the Berkshire County Sheri Communication Center. The Sherif's Office has coordinated a number of structural enhancements to provide greater radio ‘commurication capabilly with the twenty four communities who receive thelr call taking and tispatching services and greater information technology services. The Sherif's Office is working wth the Tov of Adame to establish a Cooperative Agreement for entiies. See Attachment A for the Draft Agreement that is currently going through a legal review process, The Sheris is very confident that they can expand their center to provide the emergency communication services to the Town of Adams ata cost of $23,000 per annum, Both the City of North Adams and the Town of Adams have not made further investments in their ¥i1 communication centers, The Acams Poles Department continues to provide the “Town's call taking and dispatching services. North Adams provides those services for both "North Adams and the Town of Clarksburg in Massachusetts and one community in Vermont, ‘The total estimated annual savings to the Town of Adams for transiloning ther call taking and dispatching services to the BCECC is $240,401,Recommendation: (Of the three options for the Adams 911 PSAP we recommend that the most viable long-term ‘option for the Town Is to integrate their 911 dispatch services into the Berkshire County Sheriff's Emergency Communication Center (BCECC). The purpose of doing such a move ‘would be to: a ». 3. Enhance the emergency communication services capabilities provided to Adams for their etizens and their public safety departments Provide for a mara robust emergency communication capabllty through the BCECC during times of great demand for such services Provide for cost savings to Adams through greater economy of scale Reduce the cost of future replacement of communication equipment that Adams ‘must curent maintain Provide for greater information sharing forthe communities in the BOECC network regarding crime pattems, vehicles and suspects through a common ‘Computer alded dispatch and records management sofware systems Provide a vory robust county wide radio system for interoperabiity with the communities of the BCECCA. INTRODUCTION ‘The State of Massachusetts and its 911 Department allocated funds for the development of Regional Publle Safety Answering Points (PSAP) and Regional Emergency Communications ‘Center (RECC) Development Grants. The Town of Adams applied for and received FY‘1 grant funding fo conduc a feasibility study as to the options for participation in a Regional Emergency Communications Center (REC) of to remain as a stand-alone emergency communications ‘cantar managed by the Adams Police Department. The three options to consider included: Gontinue to operate as a stand-alone PSAP for only the Town of Adams, join a Regional Emergeney Communication Center with ether the Nortn Adams RECC managed by the North ‘Adams Police Department or the Berkshire County Sherf's Emergency Communication Center ‘The Recommendation from the 2012 Study that Is most relevant to this contrect are as follows: ‘of the three options forthe Adams 911 PSAP we recommend that the most viable fong-ferm ‘option for the Town is fo integrate the 911 dispatch services info the iy of North Adams REC. We beliove that there wil be substantial saving fo the Town with this regional approach. To finalize this recammenciation, we recommend that the Town initiate negotiations with the City of North Adams fo develop an agreed ypon governance agreement (0 finalize the cast and ‘operational effectiveness of the REC for Adams. Both communities are siniar inthe make-up ‘ofthe community, industry and culture. The purpose of doing such a move would be to: ‘a. increase the professionalism of the 91 /communication services to their ‘communities and departments _b. Provide fora greater lvel of effectiveness and effcincy through a RECC The objective ofthis curent contracistudy: To update a 2012 feasibiliy study for the Town of Adams that at that time studied the regionalization of the Adams 911 call taking and dispatching services into elther the Berkshire County Sharifs 911 Communicatons Center or the North Adams 911 Center CTC Inc. (CTC), @ private non-profit S0‘(c) 3 company, was contracted to review and update the study and to provide recommendations based upon the new information collected. CTC is a Slate 911 Regional Planning and Feasiblity Consultant and approved fo provide Technical, (Operational and Governance Feastblly Services.B. FINDINGS 1. Profile ‘A summary ofthe profile of each 911 dispatch center i as follows ) Adams Police Department ‘Adams 911 PSAP Center Population 8.485, 2014-811 call volume 1,519 E911 positions 2 \Very strong support from the Adams public safety leaders as tothe quailty ofthe services provided to their agencies ‘Strong 91 1PSAP operational procedures and leadership. Utlize Municipal Police Institute (MPI) and Commission for Accreditation of Law Enforcement Agencies (CALEA) standards and draft poiciesiprocedures for documentation of ‘operational guidanoe ‘Good space for 911 eanteripossible billy to grow Downtown presence If917 PSAP moves to another location, requires 24 hour presence in station for lock up and walkcin's ‘Adams currently has one dispatcher per shift ») Berkshire County Shen's Offce - Emergency Communications Canter (BCECC) Population served 34,011 “Twenty four communities served 2014-911 call volume 7,765 E911 positions supported 4 Excellent facility and communications infrastructure gional radio Communications planning capabilty Utlize each communities operational procedures fr call aking and dispatching Informal process outreach to communities for operational input and dispute resolution with strong outreach to regional public saety chiefs associations ‘Currently working with Adams for appropriate governance agreement Cost allocation seta fiat fee - Adams provided quote of $23,000 per annum. ‘Stang at the center provides for four (4) dispatchers onthe day and evening shifts with three (3) onthe midnight shit New technical innovation since 2012. * Massachusetts Broadband Institute in process of implementing fer back Up system for al radio, information technology and security systems ‘Adtional dispatch positons being adaes to bnng the foal. nine (2) COnvjine burn permit system for community fire departments Reverse 911/Cade Red for community notifications Provide information sharing capability wth 24 communities to enhance fice safety trough the use of CADIRMS ‘) North Adams Regional Emergency Communications Center RECO for North Adams and Clerksburg Population served 15, 410 2014-811 cal volume 6,280, E941 positions 2‘Good facility and radio communications system Utiize MP! operational procedures No governance agreement ~ informal process No separate budget for dispatch center Currently provides dispatch services to Clarksburg, MA, + Allthree 911 PSAP Communications Centers have a job description of the dispatcher position and follow policy and procedures that follow state 911 Standards and Protocols that include: ‘Aneiwering business lines and EO11 telephones: ‘Communications with and providing information to employees inthe eld; Monitoring officer status in the file; CCoordinaing public safety response to call for service; ‘Advising the shift supervisor of important incident ané unsafe situations; ‘GUIS operation; and ‘Communication with ether public safely agencies and service providers. Emergency Medical Dispatch 2. Information Technology Both the Adams Police Department and the Berkshire County Emergency Communications Center ullize TiTechIMC Computer Aided Dispatch (CAD) and Records Management Software (RMS) and Mobile systems. Those systems have the folowing capabilties: ‘Records Management System (RMS) enables information to be taken from the CAD system and then utlized by the police officer in completing their criminal incident and itaffic crash information to be fled in a report, Town, stato and fedaral reports are ‘generated from this system; and ‘+ Computer Aided Dispatch (CAD) software that allows 911 calls to be categorized, tracked and then inserted into reports. + Mobile systems alow for the receipt of information via laptop in the cruiser as well as ‘query and report writing capably The BCECC information technology network provides @ great beneft to the public safely agencies of the member communities, particularly the Police Department as they would have the abilly to share information with 24 communities. The regional network provides a great platform for greater information sharing between communities regarding crime patterns, vehicles land suspects through a common computer aided dispatch and records management software systems. The new TrTech Perform system allows for much greater sharing ofthis data between ‘ne polos agencies to ennance once safety and to provide greater investigative capability. 3. Staffing Requirements and EMD The NFPA 1221: Standard for Installation, Maintenance, Use of Emergency Services Communications Services states in Section’ 7.3.2, “Communications centers that provide emergency cispatehing protocols shall have at least two lelecommunicators on duty at all times,” In addition, NFPA also provides guidance on Emergency Medical Dispatch (EMD) functions that wil also be governed by the State 811 Department standards in 2011. Regulation 7‘560 CMR 5.00 eslablishes certification requirements for Enhanced 911 Telecommunicators, ‘governing Emergenay Medical Dispatch and Establishes 81 call Handling Procedures. ‘Staffing by only one dispatcher creates a number of significant operational concems in addition to those Ged above in NFPA 1221 and, to some degree, the EMD requirements. Those ‘concems are relative to a single dispatchers abilty to provide pre-arival instructions and serve to responders working in the field and, atthe same time, receiving other 911 and othor ‘administrative calls during this important period of time. A muliple dispatcher RECC does provide for a greater capabilly for handing large-scale crcl incidents end, at the same time, provide an economy of scale. NFPA Standard 1221 Section 6.42 specifies that “Ninety-five percent of alarms shall be answered within 18 seconds, and 99 percent of alarms shall be answered within 40 seconds.” Section 6.4.3 specifies thal, “Ninety-five percent of emergency dispatching shall be completed ‘within 60 seconds.” A larger, more robust BCECC has much greater capacity fo manage major incident surge as well as the unique requrements of EMD. Dispatcher time performing ‘acministvative tasking, such as processing permits and receiving requests for reports, are all times away from providing the abiliy to quickly and ffcienlly respond with the needed resources at a ercalineldent. Finally and very importantly, forthe single cispatcher there is no immediate back up in the event of hisIner oun lines, injury or distress. The BCECC is always, staffed with multiple rained and certified dispatchers. The other two dispatch center options do at 4. Community Knowledge ‘The most often issue that is raised by a community during its deliberations when it is ‘considering joining a regional emergency community center is community knowledge that the current dispatchers have. Nothing is more important to dispatching a Calls For ‘Service (CFS) than location, The od adage of "Location, Location, Location” cannot be more ‘tue than in responding to a call for service. During the transition process those unique features of each community regarding location of incidents public safety personnel are ‘enhanced by: ‘+ Transition training that is provided to dispatchers by fist responders from the community that they will dispatch for. ‘+ Geographic Information Systoms (GIS) ‘© More and more dispatching centers are adding layers of geographic Information for not only home and business, but also fire hydrant, hazmat and highly tical infrastructures; and © Provides for better routing of resources, + Computer Aided Dispatch (CAD) system allow for enty of those unique features ‘or acronyms Info the system to assist tre dispatchers when those names are provided to them by a caler ‘+ All frst responders are knowledge personnel of those unique features within the ‘community when they are dispatched to CFS 5. Governance ‘This s one of the most important decisions for the communities to make prior to implementing a RECC. The document should identify who is going to operate the RECC and under what conditions. The cole of the community will be identifed for oversight and resolution of 8performance as wall as the method of cost assessment. Once a community decides to participate in @ RECO, the governance agreement is the most important document that wil ‘ide the delivery of the 911 PSAP services to thair public safety agencies and thelr citizens. ‘See Appendix A for @ Draft developed forthe BCECC and Adams thet is currently undergoing a review process. C. Analysis “The key elements tial drove Uie decision to (le out the Berkshire County Emergency Communications Center (BCECC) were fnancial nd governance. The financial issue pertained to the concern of the Sheriffs Ofice representative who identified concers for the long-term sustainability of the 911 Communications Center that relies primarily on the fnancial support of the State 911 Department, 2 small contbution from each community and the overall budgt of the Shen's budget, There was not a governance agreement in place that provided for the community inpul, dispute resolution and financial support criteria, The communications infrastructure was never a concern. ‘The center was and is the strongest center regarding is technical capability and communications infrastructure. Since that me improvements have been made radio system in Berkshire County, Informaton Technology has improved with new CAD/RMS software, and a back system is being implemented through the use ofthe fiver inkage from the Massachusetts Broadband Institute (MBI). ‘The financial concerns have been avercome with strong support from the State 911 Department and the Sherif's Office. ‘The governance agreement isin final stages of review by both the Sheri’ Office and the Town, of Adams, The Sheri's Office has a strong outreach program with all of the public safety ‘organizations throughout the county tht rely on thelr services on a monthly basis that allows it repaive input on the BCECCs performance and to identify areas that adaitonal services can be ‘ffered to the communities through the center. 4. Cost Assessment Recurring Budgetary Costs Currently Adams is spending $162,128 per year in ts fiscal year budget of $162,128 that Is distributed in the folowing categories: Personnel Expenses: Direct Salaries 129,963 Holiday Pay 5,000 Overtime ‘900 ‘TrainingiHolday 5,000, Health Insurance 36.615 ‘Shift Diferential 2.280 Total $184,128,Minus. State Grant 22,000 ‘Annual Cost $162,128, Miscellaneous Administrative Expenses ‘Software maintenance and license agreements, paper supplies and ine costs Estimated Cost to Adams $24,000 “The above cost doss not include the retirement and Medicare expenses that the community currontly paye for out oftheir administrative accounts. Ganavally this wll add 10% in total to the ‘amount of the Salary category or In the case of Adams, this would add $12,969 to the annual recurring costs of thelr existing 811 PSAPIDispalch Center Total existing annual costs $199,091 ‘The Berkshe County Emergency Communication Center would provide those services for @ 00 of $23,690 per year ‘Savings from rocurring costs. $175,401 Capital Savings/Anticipated replacoment cost of dispatch equipment ‘The equipment used on a 24/7 basis i erica to the efficiancy ofthe cal taking and dispatching functions of all 911 Public Safely Answering Points (PSAP). Itis the second largest cost center fora PSAP and is often cifcul to fund in annual budgets as a recuring cost. The really is that the lf cycle of dispatch equipment is often short ived and is estimated as follows: PC's and laptops ~3 year eycle Servers and routers ~ 5 year cycle Software upgrades — 7 year cycle Radio console — 7 year cycle Dispatch Fumiture ~ 10 year cycle “The replacement value ofthis equipment for the Town of Adams over the next ten years would range from $650,000 to $850,000 depending on the cost increases during this time. Currently ‘Adams is responsible forthe replacement ofthis equipment. For Adams to budget that amount ‘on an annual basis, the budgetary expense would range from $65,000 to $85,000 per year. The State 911 Department pays for the replacement costs of equipment to regional emergency ‘communication centers, such as the BCECC. This isa cost that Adams would no longer have to Gost Savings Summary Below you wil find a summary of the estimated cost savings thet would resutt from Adams transitioning thel call taking end dispatching services to the BCECC. The summary discounts the recurring costs by the amaunt that they have received from the State 911 Department from their Suppor and Training Grants.[adams [$175,401 _[ $65,000 § 240,401] 2. Implementation Needs Radio Systems ‘tora series of meetings between the Sheriffs Office (BCECC) representatives and the Town ‘of Adams police and fre chiefs, the requirements lo make the technical transiton to the BCECC. {and to provide radio eystem connectivity are gathered. Those requirements include the Tollowing Sheriff's ‘instalation of seven new base inerface modules fo conro the following resources: ‘A-Adams Police Base Station B-Adams Police Repeator (CAdams Fire Base Station D-Adams Ambulance Base Station E-Adams Forest Warden Repeater F Local Police repeater contol station -Local Forest Warden repeater contol station 2-Program the six Gold Ete Consoles to accommodate the seven new resources. ‘Program paging tones for Adams Fire, Ambulance and Forest Warden into the Gold ite Console 4-Cross connect the seven resources into the existing channel bank for transport over the fiber to the Sherf's outside equipment shelter. ‘Sheriff's Equipment Shelter 4-C1oss connec ve new resources tothe exiting Point to Point (PTP) to Brodie Min 2-Cross connect two resauroes to the two local control stations. 2installation of two contol stations and antenna systems on the loca tower. Brodie Mountain 1-Cross connect the fve new resources into the existing MSP microwave network for transport to the Florida Mountain tower site, ‘Florida Mountain 4-Installation of a T=1 to fiber converter ino the MSP shelter. 2-insalaton of fiber from the MSP Shelter tothe Berkshire County Shelter. Installation of a fiber to T-1 converter in the Berkshire County Sheter. ‘installation of a new channel bank into the Berkshire County Shelter.5-Installation of a new PTP network on the existing tower to transport the fve resources fo the ‘Adams Police Department. Adams Police Department ‘Installation of a new Rohn 45 thirty foot bracketed lower on the Adams police Departments roof installation of the PTP on the new Rohn tower. ‘.nstallation of a new channel bank in the roof access room. ‘instalation ofa new Police Base Station and Repeater with new antenna systems. Snstalation of a 25 pair phone cable from the roof access room to the existing equipment ‘approximate 200’ cable run, ‘Adams Police Subscribers 4-Provide 24 dual band (VHF/800) APX7000 portables. 2.Template and programming for APX7O00's. ‘S:Provide 8 dual band (VHF/800) APX7500 mobiles. ‘4Template and programming for APX7500's 5-Removal of existing mobiles and installation of the new mobiles. [A Budgetary quote was provided for this equipment and labor: $584,885.00, Information Technology Currently both the Berkshire County Emergency Communications Center (BCECC) and the ‘Town of Adams use the TriTech/IMC Perform software for Computer Aided Dispatch (CAD) and the Records Management System (RMS). BCECC use the regional aplication ofthis software, CTC recommends that Adams use the regional application ofthe CAD and RMS software. This software provides greater information sharing capabiliy and the costs are bore by the BCECC with support by the State 911 Department. The BCECC has developed a proposal to update and ‘conversion of IMC (Tr-Tech) Computer Aided Dispatch and Records Management System (CADIRMS}, upgrade of he host server system which maintains the regional databases all NC ‘records storage and cross agency query access forthe 32 cles and towns in Berkshire County, "upgrade of additonal capacily for PRO-OA software for Emergency Medical Dispatch and upgrade the computer workstatons systems a te Berkshire County REC. Maseachueotte State 911 Grant Guidance Equipment Existing and proposed regional PSAPs, regional secondary PSAPs, and RECCs, and the Middleborough and Northampton wireless state police PSAPs, are eligibie to apply {or funds for equipment associated with the provision of enhanced 911 service and that |s not cirecly provided by the State 911 Department andlor equipment to be used to foster the development and startup of regional PSAPs, regional secondary PSAPS, and 2RECs or the expansion or upgrade of existing regional PSAPs andior regional secondary PSAPs. ‘Alowable items to be funded through this grant include, but are not limited to: + Radio systems, ‘+ Radio consoles. += CAD, ‘+ Records management systems. ‘+ Fire alarm receiving and alerting equipment “+ Consultant services in support of equipment. ‘Al radio systems shell comply with EOPSS Statewide Inter-Operability Emergency ‘Communications (‘SIEC") special conditions, as may be amended from time to time. The ‘Slate 911 Department wil submit requests for such funding to the SIEC for review and Confirmation that the requested items) comply with the SIEC special conditions. The ‘SIEC special conditions ar ovleonss/docsiogrhom icondiionsrad siec08.pa. ‘Questions relating tothe SIEC special condllons should be directed to the SWIO, Stove Staflr, who can be reached by email at sieve statier@stale ma us and by telephone at 508-820-2022. Funds for radio systems may be used to defray the costs associated wih the acquisition ‘of racio systems used for police, fre, emergency medical services, and/or emergency management communications. "i datalled quotes are not provided at the time of ‘application, detailed quotes shall be submited for review and approval prior to ordering ‘equipment. State 911 Grant ‘The Berkshire County Sher's fe has developed a proposal forthe FY 16 Regional Emergency ‘Communication Development grant to consolidate the Town of Adams Massachusets PSAP nto the Berkshire County Shetifs Ofice Regional Emergency Communications Center (RECO). The ‘equipment ist is forthe Adams radio system and components, connectvy tothe Berkshire ‘Countywide rc infastucture and the RECC, cameras for remate mentoring of the Adams Police Department, update and conversion of MIC (Ti+Tech) Computer Aided Dispatch and Records ‘Management System (CAD/RMS), upgrade ofthe host server system which maintains the regional databases all INC records slorage and ross agency quary access forthe 2 clas and towns in Berkshire County, upgrade of addtional capacty for PRO-QA sofware for Emergency Medical Dispatch and upgrade ofthe computer workstations systems a the Berkshire County RECC. “Ths project f approved by State 911 wil reduce the number of PSAP's in Berkshire County rom 8 to 77 and add the Town of Adams to the RECC which wil bing the total numberof communities served by the Berkshire RECC to 25 (22 communis in Berkshire County, 2 communis in Hampshire ‘County ané 1 community in Hampden County).‘The Town of Adams and the Berkshire Counly Sheri's Office have submited a eter of alestaton to State 911 Director (Frank Pozmiak) as pat of hs request. “The total amount of funding requested for this projects $701,380.62 D.RECOMMENDATIONS: 1 4 CF the three options forthe Adams 911 PSAP we recommend thatthe most viable long- term option for the Town Is to integrate the 811 dispatch services into the Berkshire County Sheris Emergency Communication Center. Ihe purpose of doing such a move would be to: Enhance the emergency communication services capabiites provided to Adams {or ther citizens and their public safety departments. Provide for a more robust emergency communication capability through the [BCECC dling times of great demand for such services. Provide for cost savings fo Adams through a greater economy of scale thatthe BCECC can provide, Reduce the cost of future replacement of communication equipment that Adams must current maintain i they remained as a sland-alone center Provide for greater information sharing between communities regarding crime pattern, vehicles and suspects through a common computer aided dispatch and Fecords management software systems Utlize the regional application of the CAD and RMS software. This software provides ‘greater information sharing capability and the costs are bome by the BCECC with ‘Support by the Stale 911 Department Finalize the IMA witn the Berkshire County Sheriff's Office 2s soon as possible and have that submited to the State 911 Department for approval, 4. Suppor the BCECO with any information needed for the grant proposal 4Appendix A COOPRERATIVE AGREEMENT FOR H )MMUNICATIO! iSPATCH SERVICES ‘THIS AGREEMENT entered into this__day of, 2014 hy and among the BERKSHIRE COUNTY SHERIFF's OFFICE, a Massachusetts state entity ating by and ‘through its duly euthorized representative, with a mailing address of 467 Cheshire Road, Piusfield, Massachusetts 01201 (“Shesiff’), and the TOWN OF ADAMS, a Massachusets ‘municipality aeting by and through its Board of Selectmen, with a mailing address of 9 Park Street, Adams, Massachusetts 01220 (“Adams”). Adams shall sometimes be referred to herein ‘asa “Town”. The Berkshire County Emergency Communication Center operated by the Sheriff shall be rferred to herein asthe ("BCECC”), WITNESSETH: WHEREAS, the Town and the Sheriff are euch empowered by law to staf, maintain and operate «public safety communications/ispatch center, which is proper govermmental function and serviee; and WHEREAS, the Berkshire County Sheriff has established and maintains a county wide ‘mergeney conumunications center located tis facility, 467 Cheshire Road, Pittsfield, MA. (01201 (the “Emergency Communications Center”), which is capable, within reasonable limitations, of providing emergency communications and dispatch services forthe communities within Berkshire County; and WHEREAS, Adams desires to have the Emergency Communications Center to serve a3 a regional emergency communications center providing emergency communications and dispatch servieos for the Town; and WHEREAS, Section 18C of Chapter 6A of the General Laws authorized municipalities to enter into written cooperative agreements to provide for regional emergency dispatch services: and WHEREAS, the Town and the Sherif intend that this Agreement shall se forth the terms and ‘conditions of performing joiniy the provision ufeiergeucy communications and dispatch services for oth ofthe Towns, including the maximum financial liability of the Towns, in sgcordance with Section 4A of Chapter 40 of the Massachusetts General Laws; NOW THEREFORE, in consideration ofthe mutual covenants and agreements set forth herein, the Towns agree as faliows: 1. Approval by State Agencies:Pursuant o Sections 18B and 8D of Chapter 6A of the Massachusetts General Laws; this Agreement is subject to review and approval by the State 911 Department, within the Massachusetts Executive Office of Public Safety. After executing this Agreement, the Towns shall forthwith submit an application for a regional Public Safety Answering Point, as that term is defined by Section 18 of Chapter 6A of the Massachusetts General Laws (“PSAP”). As part ‘of the BCECC’s application, Adams shall provide a letter indicating that Adams has designated the BCECC as Adam's PSAP as a result of this Agreement (contingent upon approval) 2, Service: Adams shall use the BCECC to fumish emergency police, fire and emergency medical ‘communication and dispatch services to Adams. Those services shall include (@) Receiving emergency and routine calls for police, fre and emergency medical services, {in addition o calls for public works, municipal light, and animal control services; (©) Directing response to said calls by either dispatching the appropriate police, fire or _medical unit or forwarding ofthe call tothe appropriate department or agency for response; (©) Providing on-going communication support to emergency personnel inthe field, (@) Maintaining dispatch logs and 911 recordings as required by law; (© Providing data and records from/to the Criminal Justice Information Services (CHIS), the Criminal History Systems Board (CHSB) and the National Crime Information Center enctc); (9 Updating, maintaining and managing the radio communications systems, computer ‘systems, support files and resource materials necessary to accomplish the above, ‘excluding radio equipment and infrastructure exclusively utilized by West Boylston; and (@) Any other service or duty required by aw of a PSAP. 3. Diseretion Regarding a (@) The Shesif or designee shall have final decision-making authority with regard to all ‘matters involving the day-to-day operation ofthe RECC (©) The police and fire chiefs of Adams, or their designee, shall support the development of \wrtten procedures for the operation ofthe BCECC governing the deployment of | ‘emergency services in Adams (the “Adams Procedures”) (©) The Sheriff or designee shall make reasonable efforts to ensure thatthe Adams Procedures ate followed by the BCECC.(@) Notwithstanding the foregoing, the BCECC and Town agree that any incident involving 1 life-threatening situation shall ceive the highest priority of communications and dispatch. (€) The BCECC and the Town shall agree upon emergency procedures as part of the ‘materials submitted to the State 911 Department. The emergency procedures may be reviewed and updated by the BCECC and Town on an annual basis. 4. Liaison: [Adams shall provide a liaison to the BCECC to participate in te following endeavors: (@) Providing information to assist in managing and updating the F-911 database, including the disability database. (&) Assisting BCECC in performance reviews of te services provided by the BCECC, ‘and making joint recommendations for improved BCECC services. (©) Assisting in reviewing any system or equipment neds that may require upgrades to the PSAP. (® Assisting in working with BCECC on any radio frequency consolidation, where applicable, or interoperability issues. (© Seeking available funding, including grants, forthe common good of the BCECC. ‘5. Radio Systems: (@) Adams shall obiin and keep current all licenses relating to its frequencies granted by the Federal Communications Commission (FOC) under Par 90 of the FCC rales and regulations. Adams shall notify the BCECC at least 90 days prior to fling any application withthe FCC to modify any component ofthe Town's FCC license to ‘operate the radio systems. The Towns shall operate the adio system in accordance ‘with Part 90 ofthe FCC rules and regulations, (B) The costs associated with any decision by Adams to change Adams radio system, including the addition of base sation, receiver sitet, or new telecommunications infrastructure, but excluding a plan for interoperability between the Towns’ respective radio systems, shall paid for by Adams. (©) Equipment purchased by BCECC with funds from the State 911 Department or other ‘grant source that resides within the Town of Adams shall be owned and maintained by Adams,(@ Adams will be responsible for future upgrades and improvements to their radio systems, BCECC will work with Adams to seek State 911 Deparment grant funding. 6, Adherence to Operational Protocols and Practices: “The Police and Fire Chiefs wll coordinate the necessary fooback from their respective agencies in Adams regarding the performance of emergency communication services and the BCECC. 7. Media Inquiries: Media Inquiries regarding the operation of the BCECC shal be referred tothe Sheriff's designee for the BCCECC. Media inquiries regarding Adams personnel shall be referred tothe appropriate Police or Fire Chief of the Town of Adams or its designee. Media inquiries concerning specific incidents under the jurisdiction of one ofthe Tovns” respective police, fire or emergency rmedical services (EMS) provider shall be directed to the appropriate department. 8, Reporting: Within five (5) business days of the BCECC’s receipt ofthe quarterly report issued to PSAPs by the Statewide Emergency Telecommunications Board, a copy of said repot shall be provided to Adams, 9. Ei c 1 /Dispatch Fee: (2) Adams shall pay an Emergency Communications/Dispatch Fee (the “Fee") to the ‘Sheriff's BCECC for the services provided under this Agreement inthe amount of $823,000 annually (b) Payment of the Fee will be initiated after Adams becomes operational in the BCECC, 10, Assignment; ‘No assignment or ther transfer of any right or obligation under this Agreement shall be made by either the Town or the Sheriff's BCECC. 11, Dispute Resolution; {@) In the event any dispute of any kind should arise between the Town and the Sherif?s [BCECC concerning this Agreement ora purported breach thereof, such dispote may be submited first to the Sheriff's designee for the BCECC and the police or fire chiefs of ‘Adams. The Adams chiefs and the BCECC designee shall meet within ten (10) business days of receipt of the matter to diseuss a resolution of the dispute. If, after twenty (20) ‘business days, the two chiefs have boen unable to resolve the dispute tothe mutual satisfaction ofthe Town, then the Town may, by mutual agreement, submit the dispute to ‘the Sheriff and the Adams Town Manager for resolution,(©) Notwithstanding any other provision herein, the Towns reserve th right, ether inlaw or equity, by sui, and complain in the nature of specific performance, or other proceeding, to enforce or compel performance of any or all provisions ofthis Agreement. 12, Liabitity: Pursuant to Section 4A of Chapter 40 of the Massachusetts General Laws, the Town and the ‘Sheriff shal be liable for the acts and omissions of its own employees and not forthe employees ‘of any other agency inthe performance of this Agreement to the extent provided by Chapter 258, ‘of the Massachusetts General Laws (the Massachusetts Tort Claims Act), By entering into this Agreement, neither ofthe Towns has waived any governmental immunity ot limitation of damages which may be extended to them by operation of law. Notwithstanding the forgoing, the BCECC shall not be liable for damages cause by any failure to provide services arising out of an ‘Act of God, loss of power, or any other cause beyond its reasonable control 13, Amendments: ‘This Agreement may only be amended by a written document duly executed by both of the Town, and the Sheriff 14, Termination Either the Town may terminate this Agreement upon giving written notice of two (2) years prior to the date of such termination. Upon such written notice, Adams shall immediately undertake ‘efforts and exercise due diligence, to secure a suitable primary PSAP and dispatch location. 15, Termof Agreement, “This Agreement is intended as a long term obligation ofeach ofthe Parties consistent with the time limitation set forth in Section 4A of Chapter 40 ofthe Massachusetis General Laws, the initial term ofthis Agreement shall be for fve (5) years. Unless earlier terminated as set forth Irrein, this Agreement shall automaticaly renew every five (5) years on the anniversary ofthe ‘Commencement Date for additional terms of five (5) years each, and shall expire twenty-five (25) years from the Commencement Date, [SIGNATURES ON NEXT PAGE] IN WITNESS WHEREOF, the Sheriff and the Town have hereto intending the legally bound hhave caused their duly authorized representatives to set their hands and seals on the set forth below.