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ITEM 33

City Council Memorandum Police Memo No. N/A

Date:

September 12, 2024

To:

Mayor and Council

Thru:

Joshua H. Wright, City Manager
Tadd Wille, Assistant City Manager
Bryan Chapman, Police Chief

From:

Michelle Potts, Police Communications Technology Senior Manager

Subject:

Purchase of 9-1-1 Call-Handling Equipment for the State of Arizona 9-1-1 System Conversion

Proposed Motion:

Move City Council approve the purchase of 9-1-1 call-handling equipment, utilizing the State of Arizona Contract No. CTR055782, with AT&T Corp., in an amount not to exceed $1,327,644.57 for Fiscal Years 2024-2025 through 2029-2030, and authorize an appropriation transfer of $536,153 from the General Fund, Non-Departmental, Contingency Account to the General Fund, Police Department, Communications Division, Other Expense Account.

Background/Discussion:

In 2021, the Arizona Department of Administration (ADOA) State 9-1-1 Office conducted a competitive process and awarded AT&T the contract for Next Generation 9-1-1 Call Handling Equipment. The network and call handling equipment quotes provided by the vendors offered 9-1-1 services at a lower cost than the Maricopa Region was operating.

In 2023, Maricopa Association of Governments (MAG) commissioned a 9-1-1 Study Committee to evaluate 9-1-1 services in the Maricopa Region. The Study Committee was represented by various law enforcement and fire agencies throughout the Maricopa Region. City of Chandler representatives on the 9-1-1 Study Committee included City Manager Joshua Wright, Assistant Police Chief David Ramer, Police Communications Technology Senior Manager Michelle Potts (as Vice Chair of the MAG 9-1-1 Oversight Team), and Police Communications Senior Manager Stephanie Heinzelman (as Chair of the MAG Public Safety Answering Point Managers Committee).

The 9-1-1 Study Committee contracted Federal Engineering as the consultant to review the options and make recommendations on regional 9-1-1 services. Among the (7) options provided by the consultant included upgrading the existing Maricopa Region 9-1-1 network, consolidation of 9-1-1 Emergency Communications Centers across agencies, and moving to the State’s 9-1-1 Managed Services through AT&T. The final determination by MAG was to sunset the Maricopa Region 9-1-1 technical team and transition all Public Safety Answering Points (PSAPs) to contracted services through AT&T for Maricopa Region's 9-1-1 services.

The AT&T offering will continue to provide interoperability solutions between agencies, including the ability to answer 9-1-1 calls from another agency. Service level agreements were negotiated between the State 9-1-1 Office and the contracted vendors to ensure accountability on 9-1-1 services. The reduced cost provides the State 9-1-1 Office opportunities to evaluate the latest technology available for 9-1-1 Emergency Communications Centers and potentially provide additional funding.

Evaluation:

The State of Arizona competitively solicited and awarded contract CTR055782 for 9-1-1 call handling equipment to AT&T Corp. The State Contract is valid through June 20, 2026, with options to extend for an additional two years. The City has a current agreement with the State of Arizona allowing for the cooperative usage of the State's contracts.

Financial Implications:

The contracted amount will cover 60 months of service beginning in October 2024 and be fully reimbursed by the Arizona Department of Administration's (ADOA) State 9-1-1 Office. The breakdown by fiscal year is:
FY 2024-25, $536,152.55
FY 2025-26, $186,233.40
FY 2026-27, $186,233.40
FY 2027-28, $186,233.40
FY 2028-29, $186,233.40
FY 2029-30, $46,558.42

One-time decision packages with revenue offsets will be submitted starting in FY 2025-26 to provide sufficient appropriation for the Police Department to pay for the contracted services in advance of submitting the reimbursement request to the ADOA State 9-1-1 Office.

The ADOA's State 9-1-1 Office reimbursement approval is limited in scope and will likely require additional funding from the City of Chandler. For example, the City is currently reviewing the technology required and cost to provide 9-1-1 access at the current backup and training center. The Emergency Communications Center also uses various multimedia communications tools and advanced mapping technology that will need to be integrated into the new operational workflows. These costs will not be reimbursed by the State 9-1-1 Office.

Fiscal Impact

Account No.

Fund Name

Program Name

Dollar Amount

CIP Funded Y/N

101.2060.5818.0.0.0

General Fund

N/A

$1,327,644.57