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04/13/1995 CITY COMMISSION SPECIAL MEETING Technology Planning Session April 13, 1995 The City Commission of the City of Clearwater met in a technology planning session at the Memorial Civic Center, Thursday, April 13, 1995 at 9:05 a.m., with the following members present: Rita Garvey Mayor/Commissioner Sue A. Berfield Commissioner Michael R. Dallmann Commissioner J. B. Johnson Commissioner Absent: Fred A. Thomas Vice-Mayor/Commissioner Also present: Elizabeth M. Deptula City Manager Kathy S. Rice Deputy City Manager William C. Baker Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia Sullivan Board Reporter City Manager Elizabeth Deptula opened the meeting and noted technology advances have occurred in computers, fiber optics, high speed telecommunications, copiers, etc. Information Management Director Jeff Harper reviewed the history of information and noted ways to better meet the needs of citizens in today’s world of the “Information Highway.” He pointed out future technologies such as optical disk, Geographic Information Systems (GIS), etc. can help the City manage the explosion of information. He stated Clearwater has not upgraded City computer systems for two years while evaluating future needs. Laura Crook, Assistant Director of Information Management, stated Information Services and City Management have worked to move ahead in technology. She referred to staff’s vision for the future of Information Services in the City as the “Enterprise Network.” Ms. Crook noted the “Information Services Strategic Plan” replaces the Computerization Long Range Plan. She stated a review of the City’s needs were reviewed by the Commission in 1993 and is included in Appendix A of the Strategic Plan. Ms. Crook reported the City uses two mainframe computers that are seven years old. Staff is migrating applications from mainframes as they are operations intensive, have repeated and escalating operating system licensing costs and do not integrate well with modern networks. She stated the A-4 computer still supports Payroll, Occupational Licenses and two minor applications. The seven year old Payroll system does not provide on-line application support for Human Resources. All applications are scheduled for replacement within six months. The A-6 computer supports a 15-year old, Computer Aided Dispatch system developed in-house. The Police Department will later address their department’s needs. The City also has four VAX minicomputers made by Digital Equipment Corp.: 1) The Finance Department runs its financial system (Ross Finance) on a VAX called DAVID, which replaced an A-4 based, non-interactive General Ledger system in July 1992; 2) The Library’s VAX runs the Gaylord Galaxy Software that supports circulation, cataloging, and check in and also allows access to several CD-ROM databases. The VAX, purchased in November 1992, supports dial-in for public access of Library information from home; 3) The Utility System’s VAX, called SPARKLE, was installed in 1990 and runs 24 hours a day to bill and service 43,000 City Utility Customers. Information Services (IS) has handled all support and modifications as the software vendor went out of business several years ago. The load on the system has increased dramatically; and 4) General Services’ VAX is a MicroVax and runs GEMS. The system, in use since 1988, has reached its maximum service level. Ms. Crook reported most of the City’s 524 personal computers (PCs) were purchased between 1988 and 1990, are several generations behind in hardware/software capabilities, and cannot run Windows. Most departments have a File Server which allows users to share data and send E-mail only within that department. The Novell networking software lacks many capabilities available today. Staff does not have the ability to send E-mail or share data City wide from PCs as City buildings are not connected by an infrastructure of cabling. Ms. Crook said the City’s choices to date have been sound. The age of the PC hardware prevents the City from benefitting from new features available in updated versions of Novell and other software. She noted the product life span in the computer industry is 18-months. The City tries to use PCs for four to five years and minicomputers for five years. The average age of City equipment is five to six years. Ms. Crook stated in September 1993, City Management and IS placed an 18-month hold on replacement or enhancement of City computers to evaluate new technologies and reach decisions regarding the Municipal Services building. The City is on schedule with a plan to move forward by implementing an Enterprise Network. City systems are no longer powerful or fast enough to meet today’s work loads. Ms. Crook recommended purchasing software that encourages staff to use their computers as more than “glorified typewriters” and the ability for all City computer systems to be interconnected and share data. Ms. Crook demonstrated some capabilities of an interconnected system and indicated available technologies can revolutionize how the City does business. Ms. Crook recommended the proposed Enterprise Network contain a City standard for office application, Microsoft Suite, which includes: word processing; spreadsheets; presentations; E-mail; calendar; and optional database manager. Advantages include similar looking screens to ease training requirements and the ability to link data from one application to another. More powerful PCs, capable of running this software, will be required. IS recommends installing new PCs in the Municipal Services, Police, and City Hall buildings. Replacement of PCs in the remaining sites can occur in Fiscal Year (FY) 1996-97. Ms. Crook noted three active projects are underway to complete the migration off the City’s mainframe computers: 1) selection of a Human Resources/Payroll System - scheduled for Commission review in Summer 1995; 2) selection of software to support Central Permitting, Community Response and Occupational Licenses - scheduled for Commission review in Summer 1995; and 3) recommendation of a new Police Information System integrated with and supported by the Enterprise Network - scheduled for Commission review in May 1995. These projects have been in the planning stages for several years. If approved, the mainframes will no longer be needed. The cost to construct secured computer rooms with independent air-conditioning systems in the new Police and Municipal Services buildings will be decreased if the stringent climate control needs of mainframes are eliminated. Ms. Crook reported a system capacity study was completed. The Utility System has been out of capacity since 1993. Significant upgrades are pending and new users are waiting to be added. The hardware will be five years old in July 1995. IS recommends updating this computer to a system called ALPHA, made by Digital Equipment Corporation, and capable of running the same operating system. The ALPHA system is based on new, extremely fast chip technology - scheduled for Commission review in October 1995. To prevent impacting the production system, IS recommends purchasing a separate, desk top ALPHA for the development programmer. Ms. Crook said the Finance System runs fine with its current load. Hardware was scaled back at the time of purchase due to financial constraints. The VAX cannot handle a Human Resources/Payroll System. Ms. Crook reported the top two vendors for the proposed Human Resources/Payroll System both run on ALPHA computers as does the Ross Finance system. IS recommends replacing the VAX with an ALPHA powerful enough to run both the Finance system and the Human Resources/Payroll System - scheduled for Commission review in Summer 1995. Finance’s VAX could be relocated to Fleet Administration to run the GEMS system. That project is expected to cost well below the threshold for Commission approval and is planned for Winter 1995-96. Ms. Crook said the final step of the Enterprise Network will be to connect all the systems, redesign the current network and replace small departmental Servers with larger more powerful ones. Advantages of the upgraded Server configuration include: 1) easy access to Server data by all employees on the network; 2) centralized Server location so IS can address backups and off site emergency data storage; 3) easier tracking of software licenses and monitoring for viruses; and 4) better physical security for the Servers. The new Servers can reduce the number necessary in the Municipal Services building from 13 to three or four - scheduled for Commission review in Fall 1995. IS recommends each new building have a fiber optic “backbone” and appropriate cabling to every work station. Cabling will allow the connection of all computers and devices such as printers and document scanners. The cabling is being coordinated through the City’s construction contractors. Cabling for City Hall is scheduled for Spring 1996 with the remaining City locations planned for FY 1996-97. She said the upgrades will put the City in a position to take advantage on new technologies and enhance future services. The City will have a network capable of supporting a GIS, computer based Centralized Record Storage and Internet access. Ms. Crook said several years ago the City submitted a Capital Improvement Project for a Geographic Information System (GIS) which is time and staff intensive to implement. GIS links map information with verbal data. Pinellas County has a GIS system and City Management recommends entering into a cooperative arrangement with them. Beginning in the fourth quarter FY 1995/96, the City would pay for two staff members and the associated computer hardware and software to work on the County’s GIS entering Clearwater specific data. After the data is entered, the City can benefit from the GIS by accessing City data on the County computer as a remote user. Within three years after the project’s start, the City will have enough data and system experience to purchase a GIS for Clearwater. All City data can then be transferred to the City’s system. Ms. Crook noted the City is required to keep many documents as a matter of Public Record. Time and space devoted to paper storage could be reduced by installing a centralized CD-ROM based Records Storage/Imaging System. Each disk can store 300,000 pages of documents, or 2,000 4 X 6 inch microfiche cards. The City Clerk Department has reviewed these systems. The lack of connectivity between City buildings has affected staff’s ability to move forward on this project. The Enterprise Network will support an Imaging System. Plans are to implement a centralized Records Storage System in FY 1996-97. Ms. Crook reported the City’s Library has access to the Internet. The Enterprise Network and Police system will permit all City computer users to be assigned an Internet address. Ms. Crook noted the Utility Customer Service Division prints Utility reports and 43,000 customer bills each month on two printers that will be five-years old in July 1995. The printers are highly mechanical and subject to frequent breakdowns as they age. The City cannot take advantage of all Post Office discounts, estimated at $800 per month, because the printers cannot print Postal Net Bar Codes on bills. IS recommends replacing these printers with two 30-page per minute Laser printers capable of printing bar codes and two sided documents - scheduled for Commission review in October 1995. Ms. Crook said Utility bills that differ from the norm must be hand sorted and stuffed. Normal bills are inserted into envelopes at 1,500 per hour by a nine-year old machine that handles a maximum of two inserts. IS proposes replacing the current inserter and postage machine with a combined unit that: 1) allows up to four inserts with optional expansion; 2) recognizes and collates multi-page bills and bills not needing return envelopes; 3) reads and verifies bar codes and carrier routes for maximum postal discounts; 4) automatically weighs and affixes correct postage; and 5) processes 7,500 envelopes per hour - scheduled for Commission review in December 1995. Ms. Crook noted the Graphics Division handles all in-house printing for the City. Requests for color print jobs have increased significantly in the last two years. Using the current off-set press is time intensive, with four-color jobs requiring four working days to complete. IS recommends a mid-volume color copier in the Graphics area that prints color copies for $0.07 to $0.14 each. The machine also can produce color transfers and custom color inserts. Ms. Crook distributed samples of products that can be produced. She noted with the Enterprise Network, requests can be sent to Graphics via E-mail with a sample of a print job - scheduled for Commission review in June 1996. Ms. Crook noted the new Payroll/Human Resources System can interface with an automated time tracking system instead of depending on manual data entry of 1,700 time cards every two weeks. Finance and Payroll both recommend that the City consider installing an Automated Time Keeping system Citywide. A savings of almost 5,000 hours per year, or $70,000 in staff time is estimated - scheduled for Commission review in June 1996. Ms. Crook said Clearwater Gas System currently uses the Utility billing system, which was not designed to handle the business functions of an expanding gas system and retail outlet. Gas System staff are researching products that will meet their needs and coordinating their efforts with IS. This project will be brought forward in FY 1995-96. Ms. Crook said selected rooms in the new buildings and City Hall will be cabled to support closed circuit TV broadcasts. These areas include: Director’s Offices; Conference Rooms; Break Rooms; Public waiting area in Utilities/Customer Service; Main Lobby; Commission Chambers; and Commissioners’ and City Management Team Offices. These rooms will be able to receive C-View 35 broadcasts. If appropriate hardware is purchased, these locations could receive City closed circuit TV broadcasts of weekly updates, employee notices and announcements. Video conferencing between the Chambers and other City buildings will be recommended once the technology is standardized. Ms. Crook said as computers have become easier to operate, they have become more powerful and require more complex support systems. Section VI of the Strategic Plan addresses IS staffing requirements. IS was reduced from 20.8 positions in 1987 to 17 positions in 1994 while the number of staff computer users has increased from 80 to more than 600. IS also has added three new areas of service: Education; Network support; and In-house hardware repair. Ms. Crook noted the Enterprise Network will increase the City’s dependence on computers. IS requests one additional staff member for FY 1995-96 and one more in FY 1997-98 (total 19) to implement the Enterprise Network while continuing current levels of support for multi-user systems such as Finance, Utility Billing and a new Human Resources/Payroll System. The Central Permitting/Community Response computer system and moving VAX to Fleet Maintenance will require 0.5 positions each, for a total of one full time equivalent (FTE). The Gas Computer System, loosely defined at this time, may require 0.5 FTE. The Centralized Records System proposed for FY 1996-97 will require 0.5 FTE. If the City implements a GIS and moves it in-house in FY 1997-98, it is predicted that seven positions would be required, with two moving from the contract staffing at the County, three transferring from City departments, resulting in a net increase of two FTEs. Ms. Crook indicated “additional staffing” may be found through the readjustment of existing positions, not by adding more overall positions. New software and technology requires adequate training. IS recommends the City commit to training all City computer users on Microsoft Suite and multi-user applications including Human Resources/Payroll and Central Permitting/Community Response. IS staff needs to be trained on the user and technical sides of all the systems. A detailed listing of training is included in Section V of the Strategic Plan. Section VII of the Strategic plan covers disposing of older equipment and defines a system to fund the next generation of computer hardware and software. IS suggests offering to sell surplus computers to staff and recommends establishing an on-going replacement fund with departments making annual contributions to provide for the next series of major computer upgrades. Ms. Crook said the Enterprise Network will offer staff the functionality they have requested. The old system worked well. Staff is computer literate and know capabilities exist that would make their work more effective. The Commission recessed from 10:15 to 10:30 a.m. Economic Development Director Alan Ferri said the City must make an investment decision regarding new technologies. Citizens expect computer access to City services and the City must provide quality service for the best cost. Mr. Ferri said 6% of the country’s work force now telecommutes to work, a change that provides greater flexibility regarding where workers live. He said what attracts tourists to Clearwater attracts telecommuters. One company chose a business location based on its proximity to Clearwater beach. Mr. Ferri said a telephone is a company’s action line. He suggested the City review technologies and how to invest in them. If Clearwater provides quality through technology, it will be the premiere choice of Tampa Bay residents although it is the third largest local community. He recommended viewing a fiber optic infrastructure in this light. Assistant City Manager William Baker said he was excited about the possibility of the City operating a fiber optics utility. He stated Clearwater’s 300-miles of roads and rights-of-way may allow the City to capture a large revenue source. Mr. Harper said the City operates many types of utilities. Major technological and regulatory changes in the communications industry provide an opportunity for Clearwater to create a new utility that would benefit citizens and commerce with lower rates and benefit the City with new revenues. The new utility is a broadband fiber-optic based universal information network. The business that controls the information delivery system, also controls what information services are available. Presently two private industries, cable and telephone, control customer access to information. Both are moving into fiber-optics. Telephone technology currently uses copper wires while cable uses coaxial cable. The thin filaments of glass used in fiber optics have a high bandwidth and can carry telephone and video at the same time without electrical interference. Fiber-optics can carry 30,000 times more information than copper wire. Information is sent by laser on a signal that is pure light. A single mode fiber’s ultimate potential can carry 25,000,000,000,000,000 bits per second, providing unlimited capacity. Two different systems have been proposed: fiber to the home and a hybrid fiber/coaxial cable system. Fiber to the home would require each home to have decoding equipment. The hybrid system would surround the City with a fiber backbone connected at set intervals with coaxial cable connected to residents’ homes. The hybrid system is less expensive and offers enough capacity to meet present and immediately foreseeable information needs. A fiber to the home system has unlimited capacity. SpectraNet’s proposal envisions marketing advanced switching and proprietary billing services with real time capabilities to information service providers. Atlantic Wood Communications proposes to rely on commercially available switching and billing technologies. It is proposed a fiber utility be built by private companies and eventually to be owned and controlled by the City. This network would be available to all information companies willing to pay the City for its use. The advantage to the City and public is real competition among cable companies, long distance carriers and data services and other entertainment and business services. Information companies currently own the infrastructure and control services customers can access. The information utility would provide access to all willing to pay for it. The City’s right-of-ways would provide the bed for the “river.” Network design would allow multiple and competitive services to be offered simultaneously at competitive prices resulting in lowered costs for the public and businesses. A real cost incentive would be provided for businesses to move to Clearwater and stay. A study conducted by Austin, TX concluded they needed effective telecommunications to be a competitive city in the 21st Century. The study expressed concern that businesses that control information flow have incentives to limit the flow, keep competition low and prices high to recoup their investment quickly. Effective telecommunications is vital to information age economies. There is a compelling public interest in keeping telecommunications open and universal. Mr. Harper said the City can act ahead of market forces and serve the public interest beyond the bare necessities of profit. The combined strength of the public and private sectors will assure a universal, open, first class telecommunications infrastructure for citizens. The basic requirements of a network are: 1) Universal availability - connections should be provided throughout the City; 2) Open platform - easy access for all service providers; and 3) Abundant bandwidth - guaranteed capacity. Mr. Harper reported staff met with the two finalists of Plant City’s Report for Proposal to build an information utility. SpectraNet International and Atlantic Wood Communications offer different approaches in scope, technology and cost. Both propose new revenues to local governments and savings to consumers. The proposal from SpectraNet was distributed to the Commission. Atlantic Wood’s proposal will be distributed when it arrives. Internal Audit Director Dan Katsiyiannis said preliminary estimates are not based on solid numbers. SpectraNet International had estimated in the network’s first 15 years of operation, cumulative revenues would total $49.6-million and cumulative savings to City residents and businesses for all information services would total $157.9-million. SpectraNet predicts a 20% discount on television, cable, and long distance telephone rates. Mr. Katsiyiannis said local cable rates are excellent and was skeptical that discounts of that size would be achievable. SpectraNet International based their estimates on the assumption that the system would capture: 39% of the business lines; 49% of the residences; and 29.3% of long distance business. Mr. Katsiyiannis said these estimates are aggressive but may be achievable. SpectraNet International proposes financing the project through an Industrial Revenue Bond or private financing. He said a default in the Industrial Revenue Bond would affect the City’s credit rating. SpectraNet estimates a preliminary annual projected cash flow of $48-million. Mr. Katsiyiannis felt that projection was optimistic. Annual fixed costs and debt service is based on a $105-million bond issue at 8%. SpectraNet International has proposed their compensation would be 7% of the net income after expenses for operational software plus a 10% management fee, totalling 17% of the profits. Atlantic Wood Communications assumed the system would capture: 38% of the cable TV market; 20% of the long distance business; and 20% of other services. Mr. Katsiyiannis noted GTE plans to aggressively pursue cable TV business and predicts capturing 65% of the market in the first year. Operating expenses associated with the system and Atlantic Wood’s management fee is approximately 7.5% of gross revenues less bond maintenance of $3-million. Atlantic Wood recommends a hybrid fiber/coaxial cable system. Annual fixed costs and debt service is based on a $49,850,000 bond issue over 20 years at 8%. The net gain to the City including revenue and savings is projected at $789,000. Mr. Katsyianis said these preliminary figures are based on the deregulation of local telephone service. The projected income of $10,475,000 would generate a net income of $2,145,000 per year. He reiterated that these numbers are preliminary and require additional research. The City Manager said this is an opportunity for the City to have a new utility. She said vendors will address the Commission to present additional information. She indicated this utility has great possibilities and could be a money maker for the City. She said this type of utility will exist. The question is, who will run it. General Services Director Bill Baird said the City’s use of GTE’s Centranet system is based on a policy decision in the late 1980's to get the City out of the phone business. Half of the City’s phones currently are obsolete and the system requires major housekeeping. The City’s annual cost for the present telecommunication system is $600,000. In FY 1993-94, moving and adding telephones cost the City $54,000 because of the need to rely on GTE maintenance. The Centranet system does not provide a good cost accounting system and monthly phone bill reports range from 5,000 to 11,000 pages. Currently, the City has approximately 1,000 telephone instruments, 800 lines, and 88 special lines for non-Centranet purposes, such as special informational lines in the Library. The City must rely on GTE for the installation of new lines and the Centranet contract requires a minimum number of lines. In the past several years, the City’s need has grown for cellular phones which also are contracted through GTE. With the building construction, the City needed to hire consultants to assess the architect’s design. He said 50% of the City’s telephone needs must be addressed this year as maintenance contracts on a substantial number of City systems expire October 1, 1995. John Dabnor, technology consultant, said technology is a tool and there is no need to fear it. He reviewed the history of telecommunications. He said the government is responsible for regulations that remain from the days of monopolies and hamper growth. He said the market belongs to the first in the field who lay the groundwork for those who follow. New standards are being established and the City has the opportunity to “re-engineer” Clearwater. Mr. Dabnor said a plan needs to be drafted to meet the City’s future communication needs as new City buildings are under construction. Incompatibility is expensive. He said the City has no control over the current phone system which is expensive and not “state of the art.” Mr. Dabnor expressed concern that City facilities are not connected. As the City grows, the geographical range of servicing citizen needs expands. He noted the speed of technological improvements at lower cost and pointed out telecommunications requirements constantly change. It is important for the City to determine the difference between “wants” and “needs.” He suggested the City establish baseline requirements. Mr. Dabnor said the future is unknown after total deregulation occurs within a few years. Mr. Dabnor said the City needs to develop a Vision Statement that establishes a technology direction, a means of measurement, and remains flexible. The City needs to quickly respond to new technologies as they develop. He noted consumers will patronize the least expensive provider of telecommunication services. Mr. Dabnor referred to the current project of designing a telecommunication system and infrastructure for the Municipal Services building flexible enough to accommodate present and future technologies and applications that benefit the City. He said options include: 1) buying or leasing a new system which requires upfront cash; 2) continue to use the Centranet, a reasonable alternative as the City has no infrastructure in the ground; and 3) integrate or expand existing telecommunication systems. Mr. Dabnor said the City’s plan must be maintained and progress constantly measured. He suggested the City consider licensing its air space in addition to its road space. The City Manager said Mr. Dabnor was scheduled for future presentations as the Commission selects a new telecommunications system for the Municipal Services building, Police Department building and City Hall. She noted Mr. Baird’s concerns regarding the remaining staff’s telecommunication needs and the need for compatibility. Assistant City Manager Bill Baker will make certain the downtown City buildings are connected. The Commission recessed from 12:00 to 12:32 p.m. Police Chief Klein said on March 10, 1995, the Justice Department announced funding to develop a video weapon scanner that will measure a person’s electra-magnetic waves and project an x-ray type image on a patrol car’s monitor so the police officer can determine if the person is armed. Production will occur within several years. Chief Klein said it was time for Clearwater’s Police Department to employ new systems and technologies. He said the Police Department has done a good job developing Clearwater’s image as a safe City. The most basic tool required by the department is information. Last year, the Police Department responded to more than 170,000 calls for service. He said the department is working to stay slightly ahead of the curve by achieving better results faster. Current systems, mostly funded by federal grant, have served the department well. The lap top computers were purchased six years ago. In the late 1970's, the Police Department installed one of the country’s first computer aided dispatch systems using non-proprietary software customized by staff. The software program running the Current Record Management system and database was written in the mid-1980's. The Chief reported the department has devoted several years to systems planning and budgetary conservation. The department is now at a critical decision point as the City needs to move ahead technologically to keep current with service demands and public expectations. He said there is a serious risk of falling behind. Major computer purchases were postponed until a Strategic Plan and clearly defined direction were defined. Chief Klein reported the Police Department has three main computer systems: 1) Computer Aided Dispatch system (CAD); 2) Records Management; and 3) Field Reporting which includes the lap top computer program, mobile data applications, and an automated parking ticket system. Staff explored Automatic Vehicle Location systems (AVL) per Commission direction. The department’s plan includes office automation upgrades, networking between City departments, and radio system upgrades. Chief Klein indicated the mainframe system necessary to run CAD is cumbersome, expensive, and largely undocumented. As the CAD and Records Management programs do not communicate, the data is difficult to use effectively for critical applications such as criminal investigations, crime analysis, officer distribution, tracking service calls, etc. The City’s CAD does not interface with State and Federal crime databases or enhanced 911. The Chief said this ability is standard in current computer and dispatch system technology and is vital to the safety of Clearwater’s officers. He said a new powerful data system is needed. Chief Klein noted current lap top computers lack hard drives and spare parts are difficult to obtain since the manufacturer discontinued production of the model in 1990. The computers have been used for more than seven years. He expressed concern the City will have no mobile data functions if the aging units are not replaced. If this occurs, officers will continue to depend on dispatchers to handle computer requests and data based inquiries. With no upgrade, the department will be forced to return to a paper reporting system and data entry positions could not be reduced as planned. Dorsey and Associates, hired in March 1994, completed an extensive needs assessment and computer automation study of the Police Department in June 1994. Numerous weaknesses beyond CAD were identified and it became apparent a fully integrated system was needed. On July 20, 1994, the developed plan was presented to and accepted by the City Commission. The department was permitted to expand the scope of the project to include a new Police Records system and mobile computers. The department now is prepared to implement a fully integrated system. The Chief said stand alone applications are no longer viable. The new communication center in the new building will be affected by decisions made by the Commission. Chief Klein said the Commission will be updated regarding the City’s conversations with the County regarding interfacing with the County’s Motorola 800 MhZ radio system. The Police Department recently distributed a White Paper report on the various issues surrounding the County project. He reported the City has been involved in planning and selecting that system and never refused to participate in the proposed Countywide radio system. A major focus of the City’s involvement has been to ensure the City is able to functionally participate in that system. Clearwater has refused to give up eight of their 11 licensed radio frequencies to the County as Motorola has suggested. On April 11, 1995, the County confirmed the proposed County system will not support many of the City’s current technical features. The County still requests Clearwater’s eight radio frequencies. The County’s proposed $1.4-million credit to the City is at least $0.5-million short of money needed to sufficiently equip the City’s department. The County is not prepared to assist the City in retiring any pre-existing debt on existing radio systems. Chief Klein questioned Motorola’s ability to deliver and install the approximately 500 radios and nine dispatch consoles required if the Police are to be housed in their new facilities by February 1, 1996. Chief Klein stated it was in the City best interest to maintain the existing Ericsson/GE radio system and focus staff’s attention on interfacing with the County system at the most functional level possible. The Chief introduced the Police Department’s command staff and welcomed guests from Lakeland and Largo. Deputy Chief Dewey Williams noted many questions are related to the move to new facilities. Any purchase recommendations for communication equipment will be brought to the City Commission. He referred to a magazine cover picturing a pen based, notebook computer similar to the recommended system. Deputy Chief Williams reported John Dorsey and Associates developed a strategic plan for the Police computer system. A committee, called the Information Management Group, was impaneled as part of Dorsey’s study. The group, including Police Officers, Dispatchers, Detectives, supervisors, managers, and Laura Crook from IS, compiled functional specifications for a complete, integrated dispatch, records management, and mobile computer system. On August 15, 1994, a Request for Proposals (RFP) for the Police computer system and system integration services was mailed to more than 150 vendors. Six proposal were returned. A review committee conducted an extensive review of the proposals and found PSI International, Inc. to be the lowest cost and most responsive bidder. A recommendation will be brought to the Commission in the coming weeks. Attending the meeting were representatives from PSI International, Logistic Systems, Inc. (LogiSys), a major subcontractor for CAD and Record Management and Ericsson Communications. John Dorsey, of John Dorsey and Associates, indicated his company has worked with the City for more than a year. The Strategic Plan was completed, the RFPs were released and evaluated, and a project vendor was selected. Mr. Dorsey’s company will remain with the City as an advisor through the project’s implementation. He noted the Strategic Plan referred to three components in the public safety systems: 1) CAD; 2) Records Management; and 3) Mobile Computer Terminals. Each system has a family of applications. Mr. Dorsey recommended the acquisition be treated as a system’s integration project with elements: project management; hardware components; application and operating software components; networking components; and a variety of services including: converting data; loading historical data into the new system; and providing program modification services. Phased implementation will be incorporated into the contract. Mr. Dorsey said last year they had estimated the system, with major components, would cost $2.8-million but did not include some networking and the Automatic Vehicle Locator (AVL) component. The final proposal is close to that estimate, although higher. The RFPs were reviewed by criteria specifically designed for selection of a systems’ integrator. Mr. Dorsey recommended the City proceed with negotiations with PSI International, the top ranked firm. Findings were confirmed through visits to customer sites and PSI International’s headquarters. He said preliminary negotiations are occurring and a contract is being developed. Ernie Pages, of John Dorsey and Associates, said the RFP was developed to provide an open systems design that offered competitive choices for each element protecting the City against vendor failure while insuring the free market will keep prices low. The network is designed to connect with existing City facilities. The single system integrator will provide the City with a CAD and a Records Management System running over a flexible high speed data network that permits future growth. The system will allow communication with other networks including the County, City Hall, the Municipal Services building, Police Department substations, etc. Mr. Pages said, after contacting GTE, they chose a “frame relay,” a high-speed communication service that does not require the City to have external equipment. GTE handles sending the data over their network and the City manages the local devices at each location. Remote mobile computer terminals were integrated into the system. They recommended installing one lap top computer per car with data carried on a credit card size disk for automatic information transfer into the records management system. The benefits of choosing PSI International include: 1) provision of an open system design; 2) portability - all applications and data can use multiple vendor hardware; 3) scalability - the system can meet changing requirements; 4) flexibility - the computing facilities can be easily altered; 5) “just in time computing” - delivers the latest technology; 6) data access and management - information will be transparent and easily shared between the Police Department, City Hall, and County; 7) network access and management - management and security; 8) resource availability - allows access to diverse base of applications; and 9) economic advantage - includes bargaining power. Kathy Gallant, of PSI International, presented facts regarding her company, in business since 1977 and headquartered in Fairfax, VA. A Florida office is located in Palm Coast. PSI has a ten-year history of providing support to law enforcement agencies. Ms. Gallant said PSI International can help the Police Department because of their experience and law enforcement expertise. The City of Mesa, AZ recently purchased PSI’s pen-based computer systems for their police department. Paul Wormley, of PSI International, said they provide system integration, a project management team, and an on-site project manager who lives locally. PSI proposes to provide their own mobile computing software and supporting services such as installation, training, and system maintenance. Logistics Systems, Inc. is a member of PSI’s team and provides CAD and record management systems and mapping integration. Another team member, Public Safety Technologies (PST), provides mobile computing software for communications purposes and message switching software. PST software will provide the linkages to Pinellas County, the State of Florida, and throughout the Police Department. He reviewed suppliers chosen by PSI. Mr. Wormley said PSI is moving forward with implementing the enterprise computing strategy developed by the Police Department. Action begins with the emergency telephone response, enhanced 911. That data moves into a function of command and resource management which decides the units to send, how to allocate resources, and watch out for the safety of officers. Communication with the field is important. When the data is returned from the field, a corporate database feeds it into a planning and analysis function. Mapping is a critical component of a modern system. Mr. Wormley displayed the proposed system’s architecture. The CAD system is connected to a message switching system that will move data to the Mobile Computing System in the field and will provide a window to the information world (County, State or FBI). Data is then moved into a full enterprise corporate data base, a records management system. The parking ticket system has been fully integrated so data captured during the issuance of parking tickets will be transferred to the records management system. The Local Area Network (LAN) in each of the seven substations and headquarters will permit information availability throughout the department. Mr. Wormley said PSI chose FirstCall for the CAD system to provide an open system. Data is distributed among work stations and a graphically used interface. Each dispatcher workstation has two monitors. A key principal is that a mainframe is not being used. The system is scalable so dispatchers can be added without purchasing a new system. He said the system has high performance and reliability. Mr. Wormley said Records Management will have two central servers sharing the load with mirrored disk drives to provide complete redundancy of all data. The servers are also redundant to guard against failure and ensure the system runs continuously. The Data Track records system provides a full range of functionality and integration. Data Track can respond to the FBI’s National Incident Based Reporting System (NIBRS) and will interface with Florida’s system once one is chosen. Data Track also does spacial analysis. The integration of mapping is strong. Customization is being accomplished to meet Clearwater’s needs. The computer will manage stolen recovered property records, traffic accidents and citations, a personnel and training function, generation of reports for the Police Department, City and FBI, parking ticket integration, Internal Affairs, Intelligence, etc. Information from the CAD system will automatically be posted to Records Management. Full incident based offense reporting, case management, and a key master name and vehicle indexer of all involvements are maintained providing crime analysis capability. Incident reporting can be completed from a mobile computer system or desktop unit. Property and evidence can be tracked. The system is designed for easy access of data required by investigators to solve cases. Entered data flows to the appropriate data base. The system will result in time savings for investigations and research. Mr. Wormley referred to the Mobile Computer Terminals (MCT) which feed and are connected to the CAD and Record systems. MCT’s provide access to the outside world and data capture. Benefits of MCT’s include safety for Police Officers, better resource utilization, a reduction of clerical staff, an improved knowledge base, faster reporting and follow-up, improved communication, higher quality report writing, and improved customer service. Mobile computing is Windows based and “pen-centered.” Accident and incident reporting will be provided, mobile computer terminal emulation to talk with the County and State, full messaging between units, full integration with records management and CAD. Clearwater’s incident reporting package and the new State accident report are being built. The system captures information from NIBRS. Editing is done in the field. The Global Division Satellite System and camera capability has been integrated for the heart of the Automatic Vehcile Locator (AVL) component. The AVL option provides real time data to the dispatcher. Mr. Wormley displayed the proposed parking ticket system which automatically prints parking tickets. The Mayor questioned the system’s advantage. Mr. Wormley said the data captured when issuing a ticket can be transferred to the records management system. Billings and collections can be handled automatically. Mr. Wormley reviewed the schedule: Mobile Computers field trials will occur in September 1995; CAD will go online with occupation of the new building in January 1996; the remaining infrastructure, LANs, etc. will occur in February 1996; the Records System will go live in June 1996; and the system will be complete by July 1996. Jerry Schlesinger, President of LogiSys, briefly demonstrated the CAD system including automatic dispatch. Building footprints can be included and CPR instructions are available. Mr. Wormley demonstrated the pen centric computer and presented a printout of an accident report with a drawing and noted how this capability adds value to the reporting process. The computer automatically time and date stamps notes the officers take. A validate function, built into Clearwater’s system, will set up rules regarding required fields for data entry and define edit tabs. National reporting requirements are integrated into the program. Captain Frank Palombo said, in preparation for the new Police facility, staff has reviewed all the components in the Communication Center. The new telephone system must provide automatic call distribution that will enable the department to maximize productivity and handle high volumes of incoming calls, estimated at 0.75-million per year. Currently, statistics are gathered by hand. Captain Palombo referred to the enhanced-911 recording system and noted the City currently uses a dictaphone, magnetic tape system that records on 29 tracks. A $100 tape is used every 24 hours; the department stores six months worth of tapes. Digital technology will permit increased reporting capabilities to 64 tracks to include the expanded number of positions in the new Communications Center plus radio groups such as SWAT and Tactical that are not presently recorded. Digital recording tapes record 72 hours and cost $12 each. Without digital technology, a storage room will have to built for the tapes. Information, such as the caller’s name, address, and phone number supplied by 911, will be dropped directly into CAD and dispatched without duplication of effort. He reported staff has entered into discussions with Pinellas County Emergency Management regarding financing the new system from funds collected locally as a 911 surcharge. Captain Palombo said the department plans to upgrade the dispatch consoles to PC based Ericsson C3 Maestro Consoles. The system provides on-screen transmission history and allows for instant regrouping of officers. A complete training lab will include full call and dispatch capabilities. Mobile Data will provide for non-priority call dispatching, reduction of air time used for voice communication, elimination of data entry duplication, and direct access to NCIC/FCIC and other databases. Personnel efficiency will be improved within the communications division. He said installation of the FY 1996/97 CIP budgeted microwave link from the new headquarters building to the Missouri Avenue tower is essential to improve the audio quality of transmissions to and from the consoles and will provide for quicker recovery in the event of hurricane damage. Captain Palombo said the existing dispatch center components of the radio system were purchased in 1988, installed in 1989, and are close to obselecense. The CML console switching device, the main brain for the dispatch consoles, is no longer adequately supported by the manufacturer. Moving the switch to the new building will cost almost $100,000, will cause substantial down time, and involve substantial risk of malfunction. The existing switch will not allow the migration to new technologies and will hamper interconnectivity with the Countywide radio system either through direct connection or through the microwave link. Captain Palombo reported employee groups have formed to design plans for the Communication division, the physical layout of the Communication Center, selection of the workstations, and the ergonomics of the work place. They hope to create a work environment that reduces stress and provides for a pleasant, efficient, and effective work place with the latest technologies built upon the existing radio system. David Jacobs, of Ericsson, noted his company’s partnership with Clearwater since the late 1980's, and provided an overview of his company. Mr. Jacobs said the Enhanced Digital Access Communication System (EDACS) was designed with user inputs for maximum reliability, speed, efficiency, flexibility, expansion, and interproprietary multi-source procurement. He noted a large number of vendors provide equipment to the system. The City currently has the fastest call processing radio system in the industry with a non-stop trunking system. The Police Department likes the “Emergency Notification by Group” feature. Mr. Jacobs said the system was built with one platform; every channel can do the same workload and carry either voice or data. Trunking data and voice is the most efficient use of channels. Moving data requires much less air time than moving voices. The system can handle any lap top computer. Without Mobile Computer Terminals, records must be accessed through dispatch. Mr. Jacobs said upgrading the switch will improve the interoperability with Pinellas County. An optional internoble connection to Hillsborough County is possible. A Stargate would provide a gateway for regional communications. A network interface with Pinellas County is available. Windows and Windows-NT based consoles will result in enhanced dispatcher efficiency. A new switch can prepare Clearwater for the next generation of digital communications, EDACSS Prism which will have Time Division Multiple Access (TDMA) platform. Sixty percent of the backbone can be reused. Chief Klein said staff worked hard developing a Strategic Plan and is ready to go. The City can take a giant step forward or backwards but cannot stay where it is. He said a contract regarding the Police package should be ready for presentation to the Commission in May. The City Commission recessed from 2:40 to 2:50 p.m. A listing of all proposed technology projects through FY 2000-01 and their estimated costs was distributed. The City Manager indicated some of the projects are already included in the budget. In the current fiscal year, technology projects are estimated to cost $4.9-million while $3,490,000 is budgeted. The Police computer system was budgeted at $2.8-million but the low bid is $3,335,000. Staff will come to the Commission at mid-year with budget amendments. The City Manager indicated Lease/Purchase is valid for long term capital projects and contract rates have been favorable. Project costs total $11,216,638 of which $5,415,420 has been allocated through the budget process. A shortfall of $5,651,218 exists. Part of this was intentional on the part of the City Commission as the costs for identified technical needs could not be estimated. Major expenses next year will be for telephones and the enterprise network. Financial forecasting will be presented at the April 17, 1995 Work Session. If the City chooses to go with new technologies, Clearwater will have to pay for it. The Mayor referred to Ms. Crook’s proposal for a program to set aside funds for future computer purchases. The City Manager indicated that program will begin next year. Commissioner Johnson noted the $5.6-million shortfall is over a five year period. The City Manager said the biggest chunk of requirements will occur in the next two years. The City Manager thanked staff and the consultants for their presentation. The Commission adjourned at 2:57 p.m.