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TO: Mayor Richard C. Irvin
FROM: Curtis Nekovar, Director of Emergency Communications
DATE: August 1, 2018
SUBJECT:
A Resolution to concur with the expenditure approval by the joint Naperville/Aurora Emergency Telephone Systems Board and accept the quote from PowerPhone, 1321 Boston Post Road, Madison, Connecticut, for computer aided call handling software for displaying and presenting protocols and procedures used when handling calls for medical emergencies received by the Aurora 9-1-1 Center, recommended to the Finance Committee on August 14, 2018.
PURPOSE:
To secure the service of PowerPhone to provide computer aided call handling software and support to the Aurora 9-1-1 Center. This software would be essential for use by call takers fielding medical emergency calls for service from the citizens of Aurora, and would provide supervisory staff the tools to properly evaluate the calls for service for quality assurance purposes.
BACKGROUND:
With the implementation of a new CAD system on the horizon, in early 2017 we examined our options for an electronic protocol system that would interface with the new Hexagon CAD system.
The Illinois Department of Public Health, through Illinois Compiled Statute 515.710 - Emergency Medical Dispatcher, approves protocol vendors who must meet or exceed the national curriculum of the United States Department of Transportation for EMS Dispatchers or its equivalent. The three approved vendors in Illinois are APCO, PowerPhone, and Priority Dispatch. We were already utilizing hard card copies of APCO's EMD protocols, so they were contacted for a quote and demonstration of their system. We also contacted PowerPhone for a quote and demonstration of their system. We opted to not contact Priority Dispatch due to historical experience in their pricing not being close at all to APCO and PowerPhone, and their lack of flexibility in honoring EMD certifications from protocol vendors other than themselves. The 9-1-1 management staff sat through the demonstrations, and then had many subsequent phone calls and emails between the vendors in order to gather all of the necessary information needed to assist in the decision making process.
Both vendors offered not only protocols for Emergency Medical calls, but also protocols for Police and Fire calls for service included in their software packages. Both also offered a Quality Assurance tool for the reviewing of, and scoring of completed calls for service. The software would be used by Telecommunicator's for scripted pre-arrival questions and directions with hard card and/or electronic copies available for use in case of software and/or computer equipment malfunctions.
DISCUSSION:
The use of computer aided call handling software for processing citizen calls for emergency medical service is an essential part of 9-1-1 call handling.
The funds for this project are to be drawn out of the Wireless 911 Surcharge Fund, account 211-1380-419.50-50 which has a 2018 Budget of $288,000 enough funds to cover the expense required to pay for the software. In 2017 we solicited quotes from two vendors, and re-solicited quotes from the same two vendors in 2018 as the quotes received in early 2017 were no longer valid. The contract will be for all of the software licenses, installation on workstations, implementation support, interface to the Hexagon CAD system, training, and annual support maintenance for the first thirteen months after Statement of Work sign off.
IMPACT STATEMENT:
The impact of having this software available is a more effective and efficient way for personnel to process and assist citizens of Aurora calling 9-1-1 during a medical emergency. Lifesaving instructions are delivered while also soliciting vital information for responder safety. At this time there are no increased costs to the Aurora Police Department or the City as the funds being utilized are 9-1-1 surcharge fees collected through the State of Illinois and managed by the joint Naperville/Aurora Emergency Telephone Systems Board.
RECOMMENDATIONS:
Staff recommends that the Finance Committee approve PowerPhone as a third party private vendor to provide the computerized call handling software to the Aurora 9-1-1 Center at a total cost of $73,426.00 which includes all software, installation, training costs, and annual software maintenance for 13 months after completion of project. Annual maintenance costs after the 13 month period were quoted at $6,885.00 per year.
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to concur with the expenditure approval by the joint Naperville/Aurora Emergency Telephone Systems Board and accept the quote from PowerPhone, 1321 Boston Post Road, Madison, Connecticut, for the computer aided call handling software and associated support for the Aurora 9-1-1 Center.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, (the Aurora 9-1-1 Center desires to purchase the computer aided call handling software for processing and assisting citizens of Aurora calling 9-1-1 during a medical emergency; and
WHEREAS, vendors approved by the State of Illinois were solicited for quotes with PowerPhone of Madison, Connecticut submitting the most responsible quote, and this project was bid by statements as needed; and
WHEREAS, the necessary funds are coming from 9-1-1 surcharge fees collected by the State of Illinois and managed by the joint Naperville/Aurora Emergency Telephone Systems Board under the City of Aurora account 211-1380-419.50-50; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: hereby accept the quote from PowerPhone, Madison, Connecticut for the purchase of computer aided call handling software for the Aurora 9-1-1 Center at a total cost of $73,426.00 which includes all software, installation, and annual software maintenance for 13 months after Statement of Work sign off, and does hereby further authorize the Director of Purchasing to issue the necessary orders to implement purchase of same