~,~ D/i yo~'t, 7 COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Commissioner Williams OFFICE: Precinct 2 MEETING DATE: January 14, 2008 TIME PREFERRED: ~ ~ ~s I~fYI SUBJECT: (Please be specific). Presentation and discussion of Wide Area Rapid Notification System (WARN). EXECUTIVE SESSION REQUESTED: NAME OF PERSON(S) ADDRESSING THE COURT: Commissioners Williams, Representatives of Kerr Emergency 9-1-I. ESTIMATED LENGTH OF PRESENTATION. IF PERSONNEL MATTER-NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court meetings. Your cooperation is appreciated and contributes toward your request being addressed at the earliest opportunity. See Agenda Request Rule adopted by Commissioners Court. 4Nde Area Rapid NotlflcaHon` City of Kerrville & Kerr County, TX Price Proposal - W.A.R N. Broadcast/GIS CONFIDENTIAL November 14, 2007 First Year WARN Broadcast (Note 1) WARN Geo-Powered Training & Call Deuosit Call Budget Training (Note 2) Web Training (Optional) Second and Third Years WARN Broadcast (Note 1) WARN Geo-Powered Optional Agency Add'Rion $10,000 $20,000 $ 500 $ 2,000 (includes estimated $800 in expenses) 650 $ 6,000 $12,000 $ 795/agency (one time setup fee, per agency) *Subscription includes: 500 free 30-second phone calls per year for training • Unlimited reapient list Unlimited phone devices per reapient • All standard upgrades to System during Subscription • 24/7 support • Free annual online training refresher course • Use of Voice XML text-to-speech gateway Use of Voice recording option • Notification launch via web or phone Upload of initial client supplied phone listings • Real-time reporting • Scheduled or on-the-fly notifications • SSL Encryption, administration and multi-level and end-user access authorization Note 1: Subscription includes emergency calls only. Note 2: Initial training includes a 1 day onsite class for up to 12 trainees and associated travel. Additional training classes will be provided for Customer's benefd at WARN's then current training tees. Note 3: All unused call budgets are carried over to following year. Note 4: Price Per Phone Cail: $0.125 per 30second completed call; Price Per SMS message: $0.10 per page; Price Per Fax; $0.20 per page. Email and Text for Pagers are at no charge. Voice messages are measured in 30•second intervals and rounded up to the next 30-second level. The minimum billable duration per message is 30 seconds. Biging is based on the average message per Broadcast. w~. was area Rapes Nomicarion" 695 Nashville Pike, #165, Gallatin, TN 37066 Te1866.301.9276 ^ Fax: 615.451.4413 ^ www.WARNCalting.com >;r . ~~ ~, .~~. Austin Biometrics LLC is a Certified Texas W/O HUB Reseller of Security and Safety Products. As a VAR we have the opportunity to research and represent the very best products in their respective categories. With Austin Biometrics you get the very best products with direct OEM service and support All for the same price as if you were to buy direct If there is ever a product you need that we currently do not have simply give us a call and we will do all the research for you. This saves you time and energy, where you can focus on other activities. We will present you with a report along with options at no cost Our experience really comes through with the State purchasing process; with over 25 years of success in Texas we understand the process more than most We are happy to help you navigate your purchase through your system. Than , otu .,~~x./1n~J Sherri Lyles President ~~a _~-- 1 i ;~' . i a~~~'__.__~ .___.__.. ~~ ~ / !'` ,~ C "~ `J 0 r-+ • m n c ~~ ~~ m~ n 0 c 0 3 -~ -~ n N CD 4 -~, e--h n rF m v m n 3 ~1 0 N ~~ ~~ 1 D ~~ .~^ ~ ~^ ~~ ~P E !~' '.~ ~ i L~ "'! 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O 3 N -~ ~ O ~ ~' ~ ~ ~ Z Z ~ ~: ~ oo ~ ,...; ~ ~ ~ ~ ? ~ vim, m ~ ~ C ~ ~ v -a <- Q° ~- n ~' rn ~",~ cn' _ ~ ~ -° ~~ ~ ~ ~° ~ ~ ~ ~ o < ~- ~ ~ c ~?' ~ .~. v ~' - ~~ z ~ cQ ~ ~ n ~, o ` ~ 3 s+~" ~ ~ a Windstream Communications Julia Anderson /Regional VP-in Harrison Arkansas 870-743-5140 Richard Smith/Area Manager in Sugarland Texas 281-490-9410 Windstream Communications is the Carrier for Kerrville Kerrville has 1,786 Toll Trunk lines. Household type by relationship Households: 19,293 • In family households: 15,986 (4,268 male householders, 1,286 female householders) 4,470 spouses, 4,601 children (4,148 natural, 157 adopted, 296 stepchildren), 371 grandchildren, 125 brothers or sisters, 188 parents, 289 other relatives, 388 non- relatives • In nonfamily households: 3,307 (971 male householders (8071iving alone)), 2,064 female householders (1,9641iving alone)), 272 nonrelatives • In group quarters: 1,475 (1,060 institutionalized population) Size of family households: 3,077 2-persons, 1,132 3-persons, 753 4-persons, 343 5- persons, 164 6-persons, 85 7-or-more-persons. Size of nonfamily households: 2,771 1-person, 257 2-persons, 7 4-persons. In order to establish delivery the industry yields to the conservative side so we use base our calculations on 60% availability meaning 40% or the Toll Trunks are in use. With that said following are actual delivery times we are comfortable using Ci Total Trunks Less 40% 60% Available Po ulation Kerrville 1786 714 1072 22 361 (HCTC) Hill Country Telephone Cooperative Gary Compa 830-367-3629 The final mile actual delivery of calls is dependent upon the capacity of the carrier. Capacity means TOLL TRUNKS HCTC is the Carrier for the following cities in Kerr County 1. Ingram 163 Toll Trunk Lines Household type by relationship Households: 1,780 • In family households: 1,587 (339 male householders, 132 female householders) 338 spouses, 621 children (550 natural, 11 adopted, 60 stepchildren), 43 grandchildren, 15 brothers or sisters, 28 parents, 21 other relatives, 50 non- relatives In nonfamily households: 193 (92 male householders (73 living alone)), 77 female householders (71 living alone)), 24 nonrelatives Size of family households: 165 2-persons, 135 3-persons, 86 4-persons, 55 5-persons, 18 6-persons, 12 7-or-more-persons. Size of nonfamily households: 144 1-person, 25 2-persons. 328 married couples with children. 116 single parent households (37 men, 79 women). 2. Hunt 62 Toll Trunk Lines As of 2007, Hunt (zip 78024)'s population is 654 people. 3. Center Point 71 Toll Trunk Lines As of 2007, Center Point (zip 78010)'s population is 3,719 people. In order to establish delivery the industry yields to the conservative side so we use base our calculations on 60% availability meaning 40% or the Toll Trunks are in use. With that said followinn are actual delivery times we are comfortable using Ci Total Trunks Less 40% 60% Available Po ulation In ram 163 66 97 1780 Hunt 62 25 37 654 Center oint 71 29 42 3719 W.A.R.N. Formula to estimate actual delivery of call Kerrville Wide Area Rapid Notification Processes 3150 Calls Per minute Kerrville Households 19,293/3150 = 6 minutes and 12 Seconds to Process and deliver to Windstream Communications. Windstream Communications using 60% capacity or 1072 Toll Trunks available. 19,293 Household calls/1072 Toll Trunk Lines =18 Households per Toll Trunk 19,293 Household calls x 1 Minute Call Message =19,293 Minutes 19,293 Minutes/1072 Toll Trunks Available =18 Minutes WARN Processing Time 6 Minutes 12 Seconds Windstream Delivery Time 18 Minutes 24 Minutes and 12 Seconds (This is the est. time to deliver 19,293 one minute message calls to Kerrville 24.12 Minutes) (Other factors that can affect delivery are re-dials and time of day) N. Wide Area Rapid Notification® .~p~_, ,~~ -- -raga ORr~ .aanw.. 8+rw J1 Sr:r! j ~ s ~ ~-,~.,:~:..a~.,~,.. _~~.,~ .. _.. ~,Kw- Schedule Broadcast A._,,,,..... .~~..~. ~~ I W.A.R.N. Broadcast is the fast and easy way to notify the public -simply pick a Call List and your Notification and fire away.l'ou may create a Call List with GIS mapping or by importing an agency or organization, and your notifications can be voice or text and stored for later use, or also created on demand at any time day or night. • Separate data/calling centers • Multiple OC3 communication circuits and major carrier routes • Redundant database and communication servers • Fully secured mirrored data center with controlled access in all locations • Biometric authentication under 24x7 surveillance W.A.R.N. Broadcast is the powerful, quick and cost-efficient public notification system to call thousands of phones per minute for one fixed calling rate -regardless of how many numbers you attempt. 1. Affordably allows instant and pinpointed public notification to all citizens with phones, using a pre-determined grid and mapped database of a town, city, metro or county area; or by exact latitudinal and longitudinal coordinates to ESRI- based GIS/GEO mapping. 2. Is highly flexible, allowing calling from either a central command, or from a field office or mobile location, or via multiple back-up dispatchers in your area or region from wherever you specify. 3.Operates using any connection method avail- able: dial-up, ISDN, T 1, T3, DSL, cable, wireless, satellite, or other, W.A.R.N. Broadcast uses proven rapid call technology & proprietary applications to help you react quickly and manage new threats and everyday public safety needs. W.A.R.N. Broadcast makes instant rapid and coor- dinated intra-agency and inter-agency or public notification voice alerts for: • Catastrophic weather or natural events • Biological, chemical or radiation release or attack • Attacks or threats to bridges, dams, buildings, malls • Nuclear management safety & waste facilities • Hostage, lost child, riot, or "in progress" activity • Protect vital transport, distribution, & storage systems • Water, power, air, communication & food interruptions • Health or disease communication and response W.A.R.N" Broadcast, the new solution for new challenges. Technical Benefits: • Web platform provides multiple, redundant access points to the system - i.e. your central command, mobile unit, or remote command back up locations W,A,R.N. Broadcast provides the ability to manage all broadcasts from one console, directly to an unlimited number of wired telephones, cell or digital phones. • Immediate Availability with no hardware, software, implementation, maintenance cost, or burden on your IT department. • Reliable service through W,A.R.N.'s professionally managed ASP environment. • Timely Reports let you know exactly who has been contacted, as well as when and how contact was made. Recipients contacted are logged for audit trail analysis and post-event review, • PNvacy controls and industry proven SSL encryption keeps important data secure. Administration and end user level authorization protect system access. Key Operating Benefits: "Existing U.S.-based 911 emergency. systems, and the majority of agency systems for emergency communication protocol, were simply not built for rapid cross-agency communication or wide area public notlBcatlan." W WW. Wa~nCOi41~11g.CQ1tYt • Thousands of calls instantly with no new hardware purchase. • Operates off existing PC platform as application with no new wiring or installation required; Use of W.A.R.N. can begin in just a few weeks after your decision and budget deposit. • Training & Certification requires just 4-8 hours, based on number of trainees. • System is fully database-driven, using your existing or newly-configured databases. You can import or create full "inter-agency and intr-agency" data management specifications. • Databases for all general public residential phones can be loaded into your system, and may be updated automatically from the source, on demand. • Real-time response options, online call logs, and detailed reports generated by system. Only W.A.R.N. offers five separate and redundant delivery networks triggered for weather and for public or first responder notifications. RN. Wide Area Rapid NoT'rfication° 1538 N Wrights Lane, Gallatin, TN 37066 Tel: 866.301.9276 • Fax: 615.451.4413 • email: information@warncalling.com • www.WARNCalling.com ~~ N. Wide Area Rapid NotificaNon° The key to effective public safety is "communication" both within your organization and out to the public. The use of GIS -Geographic Information Systems -has evolved into being a key ingredient to completing the proper communication loop. Providing a spatial per- spective for an emergency situation has proven very beneficial to Police, Fire, and E-911 applications. W.A.R,N. offers services to assist your organization in maintaining up-to-date GIS information, such as GIS Data Conversion, GPS Data Collection, and professional user GIS Training for every application including tax maps, facility maps, public works mapping as well as public safety. W.A.R.N (Wide Area Rapid Notification) With "rapid notification" in mind, W.A.R.N. worked with the leading web-based ESRI GIS Service Providers to develop a Geographic Rapid Mass Notification System. W.A.R.N. GeoPowered product gives the emergency user the ability to geographically draw an area on a map and quickly spawn precise mass emergency notifi- cations -calling at a rapid rate up to the phone trunk capacity in that area. Emergency situations like chemical spills, severe weather alerts, missing children, and growing homeland security needs are example uses of this powerful system. ArcGiS Implementation GEOdatabase Design SDE Implementation Data Conversion ArcGIS Products GEOpowered~ 1 Parcel Mapping GIS Data Hosting Internet GIS Mapping = ESRI Training ArcPad Mobile GIS Custom Application Development Government and Public Safety - " ""' "` W.A,R.N. GeoPowered creates the ability to manage source data and your critical mapping information lay- ers right from your desktop using a secure web-based login. It lets multiple users have access from any location you specify By establishing live links to the application, several different users in different locations can see the data and make decisions in real time. W,A.R.N. GeoPowered is a modular product, so W.A.R.N. can integrate with your current planning environment with tools to expand control of your internal and external systems and data sources. W.A.R,N. GeoPowered extends your GIS investments in live continuity of opera- tions,disaster recovery, and emergency management systems - by integrating highly flexible "map-on-the-fly" and rapid mobilization and public calling tools. University Mapping Services W.A.R.N. GeoPowered is used by U.S. higher educational facilities like the Vanderbilt University mapping application (at right) for managing building facilities, personnel, students, events and many other needs every day. Notifications and alerts are contextually-based using our GIS mapping and messaging engine, providing the right information, to the right person, at the right time. Public Works Mapping -Utilities W.A.R.N. GeoPowered delivers critical mapping applications for Public Works and Utilities like their water main and hydrant mapping (at right), During an outage being managed by the utility personnel, there can be instant updating and changing of mapping and notification parameters as the event or conditions warrant. Those at all affected levels -managers, employees, customers, and others -get needed support to know and react to any particular situational conditions in real time throughout the event occurrence. Putting the Power To Work For You When implement- ing GIS technology it is vital to utilize and combine the newest solutions in both office and field management systems. We can assist you with services that will provide the latest in GIS technology and facility management. Services such as GPS field data collection, CAD to GIS data conversion, customer billing and GIS integration, GEOdatabase migration and Authorized GIS &GPS training. Let us provide the GIS expertise to implement your GIS system in an efficient and cost-effective man- ner allowing you to focus more on your daily tasks. Immediate Availability with no hardware, software, implementation, or maintenance cost and reliable service through W.A.R.N: s professionally managed ASP environment. Key Business Continuity Benefits: Speeds notification processes, reaching more people faster. Automates notification tasks quickly and easily, saving time and resources. Allows message targeting to specific groups. Facilitates resource sharing among agencies. Utilizes existing communications devices. Improves community communication and inbound response. Relieves stress of overburdened communications personnel. Easily update public phone listings. Operating system and platform independence allows flexibility. ~° Wide Area Rapld Notlf~atbn° _. 1538 N Wrights Lane, Gallatin, TN 37066 Tel: 866.301.9276 Fax: 615.451.4413 ° email: InformatlonC~warncalling.com www.WARNCalling.com Potential WARN Applications Revised 1-30-2002 VNldie dheca ~+iaA~llmn° EMERGENCY NOTIFICATION (Internal/External) • WMD -public safety; internal/external notifications to public and regional public safety agencies and organizations • Haz-Mat /SWAT -public safety -see above • Chemical spills/accidents -public safety -see above • Major chemical fires -public safety -see above • Homeland Security -public safety -see above o Public notification o Command communications o Evacuations EMPLOYEE SAFETY AND COMMUNICATIONS CONTINUITY (Internal) • API Applications -Automatic notifications set off via controller in case of system failure (Servers, pumps, towers, utilities, etc.) -ITT, IBS, Public Utilities • Meeting announcements -all departments • Closings -all departments • Overtime Notices -all departments • General alerts -all departments • Mass messaging -all departments PUBLIC SAFETY 8 HEALTH COMMUNICATIONS CONTINUITY (Internal/External) • Computers in cars (CRIB) -missing child, fugitives, suspects -Police Metropolitan Medical Response System (MMRS) Notification Requirements -Health • Virus alerts -Health • Other health alerts -Health • Flu shots -Health • Sex Offenders in area -Public Safety, Board of Education • Drug Raids -Police • Fire Hydrant tests -Fire REGIONAL NOTIFICATIONS (External) • Public safety agencies -Public Safety including Health • City administrators -Mayor's Office • Hospitals -Health and/or EMS (MMRS) • Non-profits (health or assistance organizations like Red Cross) -Health (MMRS) • State/federal agencies -Public Safety • Matters of Public Concern -Mayor's Office CONSTITUENT NOTIFICATIONS (External) • Power outages or anticipated outages -Public Utilities • Boil alerts -Public Utilities and/or Health • Closings (holiday or other) -City Hall Administration, Neighborhood Services • Service changes -any department that services public, including City Council -Utilities, Waste Collection, Streets, Port Control (airports), Parks 8 Recreation, Community Development, Aging • Service announcements -See Service Changes above • Tax collections -Tax Department • School closings (weather or other) -Board of Education • Schedule of Events -Parks and Recreation, Events • Construction announcements -Streets • Road closings -Streets • Elderly Notifications -Dept. of Aging