ORDER NO. 31 I90 ACCEPT CODE RED PROPOSAL FOR MASS NOTIFICATION SYSTEM Came to be heard this the 9th day of February, 2009, with a motion made by Commissioner Williams, seconded by Commissioner Baldwin, the Court unanimously approved by a vote of 4-0-0 to: Accept Code Red Proposal for Mass Notification System, for an annual cost of 525,250.00, and with the Contract subject to final review and approval by the County Attorney. ~r ~~ ~~~~~ COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND TEN COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT MADE BY: W.R. Hierholzer OFFICE: Kerr County Sheriff's Office MEETING DATE: _February 4, 2009 TIME PREFERRED: SUBJECT: Consider, discuss and take appropriate action regarding awarding the Mass Notification System RFP's. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: Sheriff Hierholzer ESTIMATED LENGTH OF PRESENTATION: 5 minutes 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 will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. February 4, 2009 TO: Kerr County Judge Pat Tinley and Kerr County Commissioners' Court FROM: Sheriff W.R. Hierholzer RE: Mass Notification System RFP's Consider, discuss and take appropriate action regarding awarding the Mass Notification System RFP's. r +r ari .~ REQUEST FOR PROPOSAL KERR COUNTY, TX FOR .. o»~ COPY TELEPHONE EMERGENCY NOTIFICATION SYSTEM ~„ BY W. .. .. +rr rti Brian Davis 9 Sunshine Boulevard Ormond Beach, FL 32174 Telephone (866) 939-0911 FAX (386) 615-1371 t~ TABLE OF CONTENTS Respondent Experience and Personnel .....................................................Page 3 Contractor and Subcontractor Listing ......................................................Page 5 Scope of Work & System Requirements ..................................................P age 6 Implementation Schedule ..................................................................age 22 Pricing ........................................................................................Page 24 Customer References .......................................................................Page 31 Additional Information .....................................................................Page 32 2 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com o»~~o 5.1 RESPONDEDNT EXPERINCE AND PERSONNEL ~ A description of the respondent's company, including the organization's experience and history with providing services to similar organizations. "' Company Name: Emergency Communications Network Company Address and Headquarters: 9 Sunshine Blvd, Ormond Beach, FL 32174 Phone Number: 866-939-0911 /Fax Number: 386-615-1371 ~ Company Size: 50 Employees Years in Business: ECN has been working with emergency management, public safety, public works, city/county administration, dispatch centers, utilities, nuclear power plants, public health, hospitals, military r bases, colleges/universities, school districts, shopping malls, etc. on a daily basis since 1998. Internet Web address: www.CodeREDweb.com Submitted by: Brian Davis /Account Representative Email address: smartgov~sbcglobal.net The propriety and patented calling platform utilized by CodeRED was developed by Emergency Communications Network's (ECN) parent company and has been delivering high-speed, high-volume ^. messages since 1996. The first emergency calls were made, by what was to become CodeRED, in response to one community's urgent need to evacuate residents in the path of afast-moving firestorm in 1998. Since then, and largely as a direct result of referrals from its satisfied local and municipal government clients, ECN has "" been on a rapid growth track -more than doubling its business and client base each and every year. ECN only provides Emergency and Community Notifications solutions through CodeRED, ThunderCallTM, an individual severe weather notification service and CodeRED WeatherWarning, acommunity severe weather notification solution. Mass notification is what we specialize in; our experience and client base is proof of our commitment to excellence. ..r The CodeRED solution proposed is a standalone solution, offered to large and small community governments throughout the USA and Canada for mass notification. CodeRED has hundreds of implementations done in the past 5 years alone in local government agencies. In 1998 when very few organizations existed in the industry of ~„ community Notifications, CodeRED was there. Ili the years 2004 and 2005 when Florida was pounded by numerous hurricanes, CodeRED was there and excelled. As Emergency Notification has expanded in the marketplace, CodeRED has become a leader in the field -simply using search engines finds hundreds of CodeRED client communities. .r CodeRED is a consistent, reliable and experienced message delivery system that has been used by communities to make hundreds of thousands of calls for single events. CodeRED is the same system being used in over 100 ""' cities and counties in Texas. Including the Cities of Abilene, Alamo, Austin, Benbrook, Bridgeport, Carso County, Chandler, Cook County, Coppell, Desoto, Eastland, Garland, Hemphill County, Navarro County, Parker County, Paris, Rusk County, Sanger, Tomball and MANY more. We are currently working with many "' other cities and counties in Texas as we plan to get them up and running on the system in the near future. You are going to be seeing more and more communities in your area using CodeRED very shortly. .. Since it operates in a shared resource environment, every aspect of CodeRED must be robust, secure and unquestionably reliable. ECN employs extraordinary measures to build redundancies, back-ups and contingencies into every aspect of the CodeRED system. This includes multiple operations being performed ,,,,~ simultaneously at different remote sites in "hardened facilities" around the country. ~. Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 3 o»~~o CodeRED is also the backbone for national missing children programs, serves emergency management offices, emergency councils, police departments, sheriff's offices, as well as public works, utilities, schools and other agencies across the nation. ECN has been working with emergency management, public safety, public works, city/county administration, dispatch centers, utilities, nuclear power plants, public health, hospitals, military bases, colleges/universities, school districts, shopping malls, etc. on a daily basis since 1998. ECN, in addition to providing the best solution available on the marketplace with CodeRED, participates in industry and government standards, such as appearing before the Public Utilities Commission in the State of California for the Rulemaking on Reliability Standards for Emergency Notification Systems. ECN was also recognized for its work with Penn State University by Representative Scott Conklin in a Press Conference regarding the adoption of House Resolution 232. This resolution urges colleges and universities in the Commonwealth of Pennsylvania to implement campus security alert systems in order to warn campus communities of impending danger. CodeRED, while regularly updated, is a standard product and will require no changes or custom applets to operate. CodeRED is used in large communities nationwide, and adding Kerr County will not strain our infrastructure in any way. CodeRED has been widely used in events affecting every part of the U.S. for situations as rare as rabid animal notifications or escaped prisoners, and even for situations as common as street closings or utility outages, Hundreds of thousands of calls have been made for water emergencies near Chicago and over 100,000 calls have been made for every snow emergency in Minnesota; calls are made all over the nation for missing children and adults nearly every day. The past few hurricane seasons have proven that the Code1ZED high-speed telephone network is a powerful and reliable tool for notifying residents of critical emergency information. Even under the most stressful circumstances, CodeRED was successfully used by numerous; cities, counties, and municipalities to inform, educate and protect residents during the hurricanes with over 20,000,000 calls. For these communities, having a CodeRED system in place in the midst of a dangerous, volatile, and large-scale emergency is not aluxury - it is a vital necessity. For Hurricane Wilma, impacting an area with a high number of CodeRED users, 57 agencies used the system to make 7.5 million calls, with 1.8 million made in one day, primarily from 1 PM (when the hurricane moved off shore) to 9 PM. No other system can show close to our usage in real life, for real incidents, for real communities. Regardless of the reason, very few calls are made between 9 PM and 9 AM, although the system is obviously built to be available. In fact we measure our usage only on a 12-hour day - to use a 24-hour day simply provides an irrelevant statistic that makes us look better. Our average usage is less than '/z of 1 % of our infrastructure. McAllen TX is one of three communities that were affected by Hurricane Dolly in recent months. They have used CodeRED 4 times for classic hurricane usage -once the day before to let residents know that the city government was preparing for a hurricane, once the day of to let them know the hurricane was imminent and for expectations of city services available, once after the hurricane passed about water restrictions and once the next day to let the residents know about debris removal. Weslaco TX has used it twice for community wide calls with a warning and after the hurricane for water restrictions. 4 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com .. ©~~~ Large-scale events have occurred just this year all over the country where CodeRED was involved- massive flooding in Iowa, snow emergencies in St Paul, hurricanes on the border of Mexico. Before Hurricane Dolly got to Texas ECN called all the customers potentially affected just to make sure that they were ready with CodeRED and see if they needed assistance or training. This is standard operating procedure for us, just like we will help them generate a form for FEMA reimbursement. .r 5.3 CONTRACTOR AND SUNCONTRACTOR LISTING .. If applicable, submit the names, addresses, phone numbers, and applicable licenses of all firms that will provide services in conjunction with the performance of this agreement. .,. ECN intends to perform all work required in this RFP, no subcontractors will be used. r r ar it ^r r ~w Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 38b-676-1127 • www.CodeREDweb.com 5 .. o»~~~ Section 6: Scope of Work & System Requirements 5.4 Scope of Work & System Requirements• Describe the approach to be taken including, but not limited to, how the project will be organized, number and types of staff involved. Complete the matrix and answer all questions in Section 6 of this RFP and include them in section 5.4 of your response. Thank you for allowing Emergency Conununications Network to submit a proposal for the Kerr County Mass Emergency Notification System RFP. We believe that CodeRED will meet all your needs and requirements at a competitive price and with the experience and infrastructure that your community needs. To overview the CodeRED solution: CodeRED is a Community Notification System for high-speed outbound telephone community notification. This is often referred to as Outbound 911, and is a way for your communities to rapidly call all or a portion of the community for things like evacuation notices, water boil alerts, man made or environmental disasters, or for notifications by public works for snow emergencies if needed. CodeRED can be utilized by any department and from any location, whether emergency management, public safety or schools. CodeRED also, very easily, allows internal notifications, such as a staff or department recall or emergency meetings. It is a very inexpensive solution to potentially large problems, requires no additional servers or phone lines, and will have no impact on your limited IS resources. The cost is for access to the system, and includes the calls expected to be made per year with no additional upfront costs, training or set up fees. CodeRED has no hardware required to purchase and no phone lines are needed for the notification itself. It can be launched from anywhere - no one has to go to the central server and prepare the launch. Any CodeRED client will tell you that one of the best features of the CodeRED system is its ease of use. CodeRED was built for simplicity. Our easy to use web-based design was developed for the third shift employee who has had minimum to no experience on the system. With user-friendly icons, three step wizards and fool proof launching design, CodeRED is so simple that anyone can set up and launch a call. In short, CodeRED can meet all of the expectations provided for in this RFP and has been demonstrably used nearby. I believe that any CodeRED customer will tell you that we have met our commitments, implemented and trained their personnel in a timely fashion. Feel free to yahoo search "CodeRED city" and "CodeRED county" to see the many users of the CodeRED system throughout the United States. We invite you to speak to any CodeRED client community, whether we have provided them as a reference or not. Emergency Communications Network understands the products and services Kerr County is seeking to procure. We believe that the CodeRED solution far exceeds the requirements set by Kerr County. Thank you for your consideration. We look forward to hearing from you soon. Please see Section 7 Implementation Plan for ECN's Approach to Providing Services. Sincerely; Michael Staley National Director of Sales Emergency Communications Network, Inc. 6 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com r s o»~~~ Req I Requirement Code .. .. .. r ~.. 6.1 General Requirements 1.1 solution for the SaaS }No hardware is required beyond existing PC workstations with )Microsoft OS Windows 2000 )and all later MS OS and with MS Internet )Explorer 6.0 or later.Set up is fast and easy. Upgrades and enhancements are provided Comments /Explanation ~e propriety and patented calling platform utilized by CodeRED was veloped by ECN's parent company and has been delivering high-speed, high- lume messages since 1996. The first emergency calls were made, by what was become CodeRED, in response to one community's urgent need to evacuate ;idents in the path of afast-moving firestorm in 1998. Since then, and largely a direct result of referrals from its satisfied local and municipal government ents, ECN has been on a rapid growth track -snore than doubling its business d client base each and every year. only item Kerr County would be responsible for providing, at any location firing access to the CodeRED system, is a computer to access the CodeREh ne application and atouch-tone phone capable of dialing atoll-free number computer can be ANY existing computer with Internet access, running net Explorer 5.0 or higher with access to the Active X control. up is fast and easy, ECN has had clients up and ruruiing within 24 hours. 'pgrades and maintenance is all done internally and goes unnoticed by the client immunities at no additional cost. Separate installation and separate ;aintenance is not required. 1.2 1 odeRED speed offers up to 60,000 calls per hour (conservatively estimated), apability to ased on athirty-second message length. This utilizes only a fraction of our ~nitiate calls to a apabilities and CodeRED can handle multiple conununities launching calling east 10,000 'obs simultaneously (and has done so in real life). ECN does not publish ontacts at one ailing speed numbers that are irrelevant to your community. While it is ime and to ccurate to say that we can call more than 10,000 numbers per minute, local eliver at least elephone infrastructures cannot handle this input. CodeRED utilizes only a 0,000 local rtion of our phone lines for every calling job. Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 7 C --, ~ a .1.3 1 dditional contacts can be accommodated on demand. Scalability to accommodate additional ontacts on 6.1.4 1 CN's secure servers are accessible through a secure 128-bit SSL Key website Security to nd is safeguarded through multiple tiers of pass codes, PINS and launch codes. revent uring set up the client will select who has access to the system, a notarized inappropriate form requesting passwords must be sent to ECN staff in order to issue users se and to Login information. aintain privacy of contacts Blow is our secure Login Page. including ogin/password _ _. _ _ ........... . ~ ~ ~ .. x ;~ 9h fi { CodeRED. 1WIYYmY rY [w.rwncr c: Mn~MUnen M.rwe.Y . 6ar.:w+n•o, .u.M.. V:e,~.oPw.x~t.ii~a n,/n JOi~Umr ~~/W:.J nLL. .~r. ro+u ~y .1'r.r r.rrtnm ti:.:/ CY'riX'y•~~ur r~Yr:rA:."nM~.:r >.~u:, Gh.M»trou t..:Y ~ lpi,ew.liar. ~.n ~ECi: L1wNYV ~1 Yri vr~lrr~...... c,n:6]Vl it,) L .vr ... :, yimri:M:.r Yr .: Y.A iHpYr::/, OV c?rFtL",~Mr~,:.,:Y W,n~nrtYh VVx: ,c 1M ...n.Y P r :x, LLS:a#IrY,.ne. F..Yhe~lV arr, wvr, +n>~HH„ artn.Xn l eyl.. VN,rm 6.1.5 bility to 1 ecause CodeRED uses multiple independent systems we are able to repair and initiate and aintain our dialing facilities with out any downtime in our service. Therefore eliver CodeRED is available 100% of the time. otifications 4x7x365 with t least 99.9% vailability. .1.6 bility for the 1 odeRED has the ability to deliver messages to the first intended contact device otification to b ithin 2 min of the request to do so. elivered to the fu-st intended ontact device ithin 2 min of e request to do so. .1.7 bility to 1 CodeRED tracks logins and transactions internally and displays users on job rovide login statistics. udit tracking. Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 0 .. .. r err .r r ... aw .~ .. rr ~r +.r .1.8 he application 1 es, ECN has had clients up and running within 24 hours. can be onfigured and Cady for testing ithin 60 days fter the urchase order as been eceived. .2 Sending Notifications 6.2.1 bility to send notifications to any 1 re-determined scenarios can be created and saved by the user at re-identified recipients and to ny time. The user has the ability to save scenarios for internal eographically- identified recipients otification using the pre-set calling lists, or selecting a hrough a standard GIS (Geographic eographic area on a map for community calling. formation System) interface. 6.3.2 bility to set up user-defined fields 1 n addition to sending messages to the general public CodeRED 'n the profiles of message recipients. Mows officials to send messages to any or all of its customizable bility to select message recipients 'nternal targeted subgroups (such as membership rosters, ased on the user-defined fields egistries, staff members, police department, fire department e.g., to send the message to people heriffs department, etc). Kerr County will be using the Contact 'n a particular location or with a roups function for internal notifications. This allows Kerr articular skill or based on other user- .ounty officials to contact staff members by voice messaging, efined criteria) ext messaging, and email. Each contact can have up to four (4) hone numbers, and four (4) text/email addresses. County fficials can also sort staff members by qualifications. For xample, these qualifications can categorize staff by membership osters, registries, department, full time/part time, office building, hilt, etc. Whether by voice, text, email, a combination of two, or 11 three methods Kerr County officials can determine how they ould like to contact staff. 6.2.3 he ability to send "polling" 2,7 odeRED is an emergency calling system that offers limited roadcasts to pre-defined recipients, bilities for polling. CodeRED is built for ease of operations, here a recipient is asked to respond equiring very limited training and intuitive operation and is built o a question or series of questions. o for mass calling in a very short period of time. Additional oiling options are being developed for ancillary modules and ay be added to CodeRED with no set time for availability. bility to send geographic polling 2,7 odeRED is an emergency calling system that offers limited 6.2.4 otifications. bilities for polling. CodeRED is built for ease of operations, equiring very limited training and intuitive operation and is built o for mass calling in a very short period of time. Additional oiling options are being developed for ancillary modules and nay be added to CodeRED with no set time for availability. Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 9 .. C ~ ~ 6.2.5 part of the notification solution, 1 CodeRED offers a unique way for citizens to request adding rovide the ability for citizens to self nd/or updating their information in the database. This Internet egister additional contact link to the Community Notification Enrolment Page is information such as a mobile number rimarily used for people with unlisted numbers, cell phone or a-mail address. Preferably this umbers, telephone number and/or address changes and new should be accomplished through a elephone numbers and addresses. link on the Kerr County website. 6.2.6 bility to notify pre-identified 1 CodeRED can deliver messages to any voice communications ecipients via: device, as well as TTY/TDD Devices. 1. Phone (land-line, mobile, satellite) CodeRED has the ability to contact traditional residential 2. Blackberry landlines, business lines, voice pagers, VoIP or digital "cable" 3. PDA hones, and cell phones (including cell phones with "out of area" 4. Text message area codes). 5. Instant message 6. e-mail CodeRED can send e-mails and text messages to PDA's, 7. 1-way and 2-way SMS omputers, pagers, cell phones, and any other device that will 8. TTY eceive text or e-mail messages. CodeRED is an emergency lus the ability to receive otification system therefore we do not send messages to FAX onfirmations from the contacted achines. eviee. Ability to provide for at least 3 different contact numbers/addresses CodeRED IS THE ONLY system that uses the patented nd to receive confirmation of receipt technology of Rea1Ca11® Message Delivery System to ensure that of the message. Please note any oice messages are delivered in full without guessing greeting exceptions to the above. essage times, or looping the voice message twice or more. Voice messages are always delivered in one pass. ECN owns this atent. (Reference U.S. Patent No. 6,324,262 B1) This is a atented feature that no other system can offer. 6.2.7 bility to sequence the contact paths. 7 ue to the speed of the system all calls go out simultaneously. bility to provide two different sequences depending on whether it is an emergency notification or a non- ergencynotification such as a safety advisory. 6.2.8 bility to send notifications to pre- 1 re-defined groups can be contacted and each recipient can efined groups of people where each ' onfirm receipt of message by pressing a key on their phone. ndividual within the group has their own contact information and can onfirm receipt of the message. 6.2.9 bility to send to selected groups and 1 sers will have the ability to contact specific individuals within s elected individuals with a single s pecific groups and will have the ability to select which devices to essage. ontact. 10 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 3$6-676-1127 • www.CodeREDweb.com .. .. .. 0 r 0 .. .r C D ~ ~ 6.2.10 bility to create, send, and manage 1 a complete "turn-key" service there is no requirement for any otifications from any computer, dditional hardware or any directly deliverable components. sing a browser, at any time. odeRED will not have any component resident locally that will 'nterface with Kerr County applications. The only item Kerr ounty would be responsible for providing, at any location equiring access to the CodeRED system, is a computer to access lie CodeRED on-line application and atouch-tone phone capable f dialing a toll-free number. The computer can be ANY existing omputer with Internet access, running Internet Explorer 5.0 or igher with access to the Active X control. 6.2.11 bility to call a live operator 1 odeRED does not require an intermediate step to launch, and 4x7x365 to create and send oes not require a call to a live operator not familiar with your otifications. ommunity. This is an old technology requirement still nfortunately used, with all of the accompanying time delays by on-emergency systems attempting to provide services in the mergency arena.. Customer Service is available and can assist 'n a notification in the event of a catastrophic failure in the ounty's internal infrastructure. 6.2. l 2 bility to enter a message in text and 7 odeRED allows rapid, time-of--need recording in your voice. o have it translated to speech (i.e., his allows the user to employ inflection and tone to help convey ext-to-speech function). heir important messages. Although, ECN does use TTS in other ion-critical message delivery systems ECN has made a conscious ecision to not use Text to speech (TTS) technology for the issemination of CodeRED emergency bulletins. TTS is a fringe echnology being developed and modified daily and for this eason it is not endorsed or used by CodeRED. Some of the urrent issues with TTS are deficiencies in speech sounds and ronunciation or proper names. For your agency, confusing name ispronunciations can create real problems and hence TTS is not viable option. 6.2.13 end notifications using text to 7 here is no system limitation to deliver messages in any language. peech in Spanish, French or English. ecause the user, in the process of launching a call records the essage, the only true language limitation is having the personnel vailable to translate and record it in the various and necessary anguage(s). As standard feature, CodeRED provides the apability of delivering two unique messages within a single call "para Espanol, marque 1, for English, press 2"). Therefore text o speech is not required. 6.2.14 he application shall be able to 1 he system automatically recalls every number up to three times. erform as many redial attempts as odeRED clients have the ability at the time of launch to equested by the user and can vary by utomatically re-call the non-connects. Clients will also be able otification. ore-call non-comiects after the call has been launched. The ystem automatically attempts each valid phone number three (3) imes, and each invalid phone number two (2) times. Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com ... I~ ' ~ 6.2.15 apability to confirm receipt of 1 of only will the message recipients have the option to hear the essages and to request that the essage again and confirm receipt by pressing a button they will essage be repeated. also have access to ECN's Universal ANITM. ECN has invented a niversal ANITM which gives your residents the ability to call the oll free phone number back that appears in their caller ID and ear the last voice message that was delivered to their phone umber. This is a great feature for those residents That may not ave an answering device but has caller ID, or for a resident that ould like to listen to the message a second or third time. This is unique feature that no other system offers. 6.2.16 bility to save pre-recorded voice an 1 obs including voice messages can be generated and saved for ext messages for later use. future use. All CodeRED messages are customized and should be re-recorded at the time of need. CodeRED does not store essages not associated with a specific job number. 6.2.17 bility to re-send a notification to 1 he "re call non connects" function allows the user to call only my those who did not respond to the hose devices that did not get the initial message. _ _ riginal notification. 6.2.18 bility to record a message, which 1 ECN has invented a Universal ANITM. This gives your residents an be accessed by calling atoll-free he ability to call the toll free phone number back that appears in umber. heir caller ID and hear the last voice message that was delivered o their phone number. This is a great feature for those residents hat may not have an answering device but has caller ID, or for a esident that would like to listen to the message a second or third ime. This is a unique feature that -:o other system of)°ers. 6.2.19 bility to automatically request that 7 CodeRED is specifically designed as a mass notification system at least 90 employees join a for high-speed outbound emergency notifications. onference call when they receive a otification and press a key on their elephone. 6.2.20 bility to send notifications at the 1 CodeRED mapping tools allow you to geographically select same time to the same or different ultiple separate areas that will receive the same message. ecipients. 6.3.21 bility to set up recurring 1 ecurring notifications can be set up as needed. otifications. bility to override call blocking. 1 CodeRED is not affected by most technologies (such as "tele- 6.2.22 zapper®"). Some technologies (such as "privacy director®") may equine recipients to accept calls. There is a constantly evolving ethnology world and many systems may require education by evenly Hills to the residents at large. 6.2.23 bility to notify those with special 1 CodeRED can deliver messages to any voice communications eeds through TTY evice, as well as TTY/TDD Devices. 6.2.24 Ability to record messages that can t hen be accessed via toll-free call-in. 12 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com a. +rr r .. ... +.w .. ~. .. ~. +~r r r C ~ ~ 6.2.25 bility to escalate messages when the 7 ecause of the speed of CodeRED it typically calls all database 'ntended recipient has not confirmed hone numbers, often simultaneously, rather than attempt to slow eceipt of a message (with at least own the process or listen to every outgoing message - we would hree levels ofperson-to-person). ather attempt multiple devices than lower outbound capabilities. f a recipient does not answer their phone live to hear your 'mportant message, the message will be delivered in its entirety to heir voice mail/answering device. Multiple telephone devices an be contacted simultaneously. Additionally, text and Email Iotifications can be used to multiple devices. 6.2.26 Ability to set up quota notifications 7 ecause of the speed of CodeRED it typically calls all database that end after a predetermined hone numbers, often simultaneously, rather than attempt to slow number of confirmations are received own the process or listen to every outgoing message - we and then contacts those who confirm ould rather attempt multiple devices than lower outbound after the quota is reached to inform apabilities. If a recipient does not answer their phone live to them that they are no longer needed. ear your important message, the message will be delivered in its ntirety to their voice maiUanswering device. Multiple telephone evices can be contacted simultaneously. Additionally, text and mail notifications can be used to multiple devices. 6.2.27 Ability to customize the telephone 1 aller ID for toll-free functionality for message repeats is set for number display (caller ID) for voice he ANI or any number can be provided for the caller ID. Return messages and the email addresses for ddress for text and Email can be set at time of message creation. text messages. f by call blocking it is meant to block the ANI of outgoing calls, 't is not legal to do so with any automatic dialing device. 6.2.28 Ability to customize the greeting that 1 odeRED can customize the greeting that precedes a message precedes a message delivered by here appropriate. CodeRED does not require any pre-message, voice. nd cannot perceive of a reason to do so for every call. 6.2.29 Can provide a library of message 1 ctivation areas can be created and saved by the user at any maps to incorporate into ime. You can create and save as many activation areas as notifications. Please list available ecessary. essage libraries and number of vailable maps for each: (e.g. Pandemics, Earthquakes, Hurricanes, etc.) 6.3 Selecting Geographic Areas Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 13 o»~~o 6.3.1 Ability to search for a geographic 1 sers have the ability to search for geographic areas by address, location using the following criteria: street, intersection, city, zip code, radius, and block range. 1. Address 2. Street Name 3. Streets/Cross Streets 4. Community /City Search criteria is not case sensitive. An indicator shows when a search is in progress and completed. If not records match, a "no match found" message is displayed. 6.3.2 When the search is complete, the 1 Most results are shown on the map, although City and Zip Code esult is highlighted on the map. are simply selected. Normally, a city selection is used by ommunities encompassing more than one city, such as a county or state. 6.3.3 Search capabilities using Soundex. 7 CodeRED does not use spoken voice to search, spelling (for 'nstance for street names) is loose to allow reasonably phonetic _ spellings. 6.3.4 If more than one record matches the 1 If more than one record matches the search the user will have the search, the records are sorted and ability to select the intended area. provide options for determining the _ correct record. ~ 6.3.5 Ability to send notifcations to a 1 es. However, this is generally an old selection for systems with selected geographic area by zip code. o mapping capability. 6.3.6 Ability to identify a geographic area 1 err officials will be able to call a specific mile radius around a defined by an address and a radius specific location. This is a great tool if you have a missing child around that address. or missing Alzheimer patient in your area. Missing children ails are launched daily from the CodeRED system throughout he United States by the National Organization "A Child Is issing" 6.3.7 Ability to select a street segment by 1 I ndirectly and in a number of fashions, but CodeRED uses selecting a street name and two cross- apping -this is an old selection technique to workaround a street names. l ack of mapping capabilities. In general, there is no need to call street segment for an emergency calling but to use that as an area to select around. 6.3.8 bility to use an interactive map 1 he CodeRED mapping tools allow the user to draw polygons through a standard GIS format to nd custom free-form shapes in order to designate the specific select a geographic area using area(s) from which the underlying data set is pulled and the calls olygons/drawing tool Interactive are made. ap functions should include zoom dditionally, in a dynamic scenario (i.e. change in wind out using zoom buttons and using irection), the user may change and/or expand the area being re-defined zoom levels (e.g., street, ailed without having to re-start the process at the beginning. ity, state, and country), movement orth, south, east and west. 14 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com rr .. ,~. ~. 0 ... .. .. ~.. .. ~. ~. ~. C ~ ~ 6.3.9 he ability to add organization- 1 odeRED provides mapping for Kerr County at no charge. Kerr pecific custom layers to maps in ounty can add their own layers and GIS for a minor charge but rder to target communications more his is not required. recisely and effectively plus the bility to view/hide pre-defined map ayers. For example, location of ower stations, police stations, fire tations, government offices, schools, _ tc. 6.3.10 bility to import pre-existing shape 1 bile CodeRED interfaces with some GIS systems, the easier les polygons (e.g. neighborhood espouse is to pre-define areas and save them -this is a standard oundaries) from other applications function of CodeRED. o quickly select a geographic area. lease describe the way in which the equirement will be met. bility to use existing ESRI GIS data 1 CN can take any ESRI GIS data as required by the County. 6.3.11 nd the latest ESRI IMS and SDE ersions (currently 9.2) bility to save selected geographic 1 he user has the ability to save scenarios for internal notification 6.3.12 "activation" areas and scenarios. sing the pre-set calling lists, or selecting a geographic area on a ap for community calling. All the user needs at the time of aunch is a job number to determine what area gets the call, hich is previously saved in the system. Then all you would ave to do is call into the IVR (Interactive Voice Response), ecord their situation specific emergency message, and launch he call. bility to directly acquire and 1 CN has the ability and experience of obtaining, storing and 6.3.14 rovide citizen contact information aintaining any and all data required by Kerr County. or the required areas with odeRED already purchases, manages and maintains a national uthorization from the Kerr tabase of more than 160,000,000 household records. We can ounty. rovide our current Ken County data as a part of our agreement. e can also incorporate any client-supplied data such as 9] 1 to and gather additional data from other sources. 6.4 Reporting bility to view notification results 1 Statistics that show the disposition of every call attempted are 6.4.1 to in real-time while a notification ompiled and made available in "real time" to the user. ~ s in progress and after it is ompleted. Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 15 o»~~~ 6.4.2 otification/broadcastreswlts reports 1 Statistics that show the disposition of every call attempted are ontain the following information: ompiled and made available in "real time" to the user. Among a. Name of the broadcast a items reported are: b. Date and time of the broadcast umber of Calls to be made, Number of Call Attempts and (%}, c. Name of the person who umber of Connections and (%), Number ofNon-connects and initiated the broadcast (%), System Minutes Used d. Number of redial attempts he Call List Detail for every record shows: requested by initiator ame /Company /Address /City /State /Zip /Phone /Call e. Summary statistics including Attempt History /Delivery Confirmation /Key press notation total contacts, total confirming receiptlnot confirming receipt, hat call list can be viewed 3 different ways. It can be viewed in %confirming/not ~ts entirety showing all records attempted. It can also be viewed confirmingreceipt. If a polling o show only the records where a connection was made and a broadcast, a essage was delivered or, in the alternative, only the records total for each response. here no connection was made and the message not delivered. £ Detailed calling information sers can switch back and forth between these options. including call-result of each ATTEMPT within the broadcast including the addresses and associated phone numbers attempted, the attempt number (if multiple attempts/re-dials are requested) and the result: a. Confirmed (with date & time) b. Busy c. No Answer d. Voicemail bility to view broadcast results by 1 he Job Statistics page allows the user to view confirmed or non- 6.4.3 either confirmed or non-confirmed onfirrned messages. esponses or both. 6.4.4 bility to capture and view "polled" 7 s stated earlier ECN is a mass notification system for outbound esponses whether they are selected mergency calling and are limited in polling capabilities. esponses (e.g., press 1 for yes; press owever, the message recipient has the ability to hit a key press for no) or an informational wring the message and that key press will be noted in the job esponse to a polling question (e.g., a statistics. _ _ hone number, a date, or a quantity). bility to produce ad-hoc reports ] d hoc reports can be created using all application data. 6.4.5 _ sing all a poication data. bility to track and report on user 1 sers have the ability to track and report on user defined fields 6.4.6 efined fields or pre defined users hen calling a geographic are or using apre-set calling list. (such as division or building location bility to export all report data in 1 ata can be exported and sorted as needed. 6.4.7 CSV, HTML, or PDF format. 6.5 Contact Information Import Capabilities 16 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com ~. ~. rr r r r rr o»~~o 6.5.1 bility to import employee contact 1 xisting employee contact information can be integrated into the 'nformation from an existing ystem by either sending the data directly to ECN personnel or tabase. (eg peoplesoft/oracle HR) osting to a SFTP site. 6.5.2 bility to upload other contact data 1 y client supplied data ca be posted to a secure FTP site for 'n .csv format. Ability to upload to upload. oup and escalation information in he same upload process. bility to update multiple records 1 ultiple records can be updated by importing new data, to 6.5.3 ith data export and import emove individuals from the system they either have to be placed apabilities. n the do not call list or deleted from pre-determined calling 1St5. 6.6 Customer Service & User Documentation n-line documentation is provided 1 anuals and hard copy deliverables are delivered once a signed 6.6.1 nd is understandable by non- ontract is received and all manuals are available through the ethnical users. odeRED system in electronic versions at all times. Hard copy ersions are limited, simply because the hard copy and electronic re identical and electronic can be easily updated. These are vailable to print. The CodeRED system is extremely easy to se and requires little to no training to operate. All ocumentation is understandable by non-technical user. 6.6.2 vailable customer service 1 ive customer service and tech support is available 24x7x365 for 4x7x365 for emergency service easons restricting the use of emergency or non-emergency ally and at least 10 hours a day for ailing through atoll-free number at no additional costs. Non- on-emergency service calls. mergency questions can be answered during regular business ours gam -6pm EST or through a-mail. All support is included 'n the yearly cost of the service. 6.7 Further Description of Services ""' Provide the following information for evaluation purposes. Provide information in the order below. A. Hardware: Describe minimum requirements for existing PC workstations to access the notification system. CodeRED is an entirely web based system, all functions are available using the Internet. As a complete "turn- key" service there is no requirement for any additional hardware or any directly deliverable components. .~. CodeRED will not have any component resident locally that will interface with Kerr County applications. The only item Kerr County would be responsible for providing, at any location requiring access to the ,~„ CodeRED system, is a computer to access the CodeRED on-line application and atouch-tone phone capable of dialing a toll-free number. The computer can be ANY existing computer with Internet access, running Internet Explorer 5.0 or higher with access to the Active X control. r B. Training: Describe how the Respondent proposes to furnish initial and follow-up training to Ken County. Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 17 .. o»~~~ Training is usually done online using your own CodeRED system. The system was built for simplicity and requires little technical knowledge to operate. Training requires a PC with Internet access and a telephone with a speakerphone so that everyone in the room can hear the training session. Training usually lasts an hour sometimes two depending on questions. CodeRED typically requires no consultative services and additional training can be accomplished via webinar or similar standard and on-going services. As part of the project management and contract needs, additional training services can be offered if needed. C. Usability; Has your system undergone a usability test? Please provide most recent usability test report. CodeREll was designed for ease of use and nearly intuitive operation. Before any feature is added we evaluate the operational process to ensure that a system, designed to be used intermittently, can be operated and launched by someone that has received very little training. CodeRED goes through constant usability testing by client communities and our personnel -all clients use the same system and we are constantly modifying the system in ways to keep it easy to use. We have never used an outside evaluator's agency. D. System Reliability: a. What is your system availability for initiating and sending voice and text notifications? All CodeRED clients have the ability to launch voice and text messages 24/7/365. b. Does your company offer a Service Level Agreement for performance? If yes, please include. We do not limit access for any CodeRED client. All CodeRED client communities have maximum priority on the system and access to the maximum speeds. There are no limits or increased costs for additional priority or speed. c. Does your company have multiple geo-dispersed data centers? Please describe. Yes, and we do not reference third party infrastructure. We have multiple data-centers and more importantly calling centers. Please reference question 6-7.1 for a more complete explanations of the various facilities. i. System configluation (e.g., primary/backup, active-active, standby). What is the process for failover? There are several references throughout, but from your description "active-active" loosely describes our configurations, or more accurately "active-active-active" as a minimum for all components of our infrastructure. All of our active areas monitor themselves and the other active areas -part of this is our self-healing redundancy with automatic takeover of any primary capacity or duty and notification while the system simply regulates itself, and provides fail-over capability of any function currently in active use. ii. If your system uses a failover configuration or standby, is there any network or telephone capacity loss and what is it? Part of the configuration is the detection of any network or telephone capacity loss. This question does not adequately address any issue. For any given job or process, there is no loss or network or telephone capacity. 18 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com o»~~o For the entire system, there may be a gross loss of capacity, but the system is designed for this with far more resources than needed. ~ This question appears to address a system or potential system that uses all of its assets on a single job or ability. No job or customer has the entire system wide resources directed to it -the overall capacity of CodeRED far exceeds what any single area or community can use. In addition to providing abilities to Spokane County, we ""' must also be able to provide services to any CodeRED client community simultaneously or nearly so. Every CodeRED job for any client launches immediately -there is no job queuing capability in CodeRED. ++^ iii. If the system fails over, what steps are required on the customer side to continue operations? .r None. All fail over is transparent to the client community. iv. Are all system components in multiple data centers? Please describe the level of redundancy, including: 1. Application database 2. Application servers 3. Web servers 4. Telephony servers ECN directly owns, operates, and maintains all of the infrastructure used and does not outsource the actual ""' message delivery offered in this response. We feel that this is an extremely important point to be made -many competing systems utilize combined or exclusively third party infrastructure. While this is a much less expensive way of providing many thousands of phone lines, it puts the service at a disadvantage in sharing those ~+ lines and other resources with other clients and customers that the provider (or the user) is not even aware of and may have no control or influence over. In many cases, the third party is offering services to other emergency notification systems. There will be no hardware, software, dialers or servers on site. CodeRED is fully triple redundant: • Geographically -spread out through the United States .. • Physically -actual equipment in each location can perform alone if severed from others • Multiple Long Distance carriers -handling outbound calling traffic and inbound IVR traffic • Web services -multiple servers in multiple locations "~ • Mapping service -multiple servers in multiple locations • SMTP services -multiple servers in multiple locations • Database services- multiple servers in multiple locations .. • FTP Services -multiple servers in multiple locations • Secure Private VPN -provides networking services between secure facilities ~• • Wan Sync high availability database replication • Severs Alive monitoring software • Self healing redundant proprietary algorithms r Quality is measured tlu-ough not only anticipated issues we have already created solutions for but the issues which are unexpected and unforeseeable. This is where ECN's knowledgeable staffwill get involved to access "" the issue and formulate a solution with our clients. ECN's 24/7 technical support is available for clients in emergency situations to help them through the job launch sequence. ECN keeps confidential incident logs to track the progress of any outstanding issues including solutions presented. ,. 19 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com ~. C . - ~~ d. Are your data centers co-located at the telecommunications point of presence? Yes, our dialing facilities are co-located. E. System Security: a. Please describe the following types of security provided for your system/solution. i. Physical: System co-location facilities must be housed in a SAS 70 Type II certified facility. Please disclose whether or not your facilities have this certification. Describe your physical security. YES. Please see Diagram below. Our facilities have state-of--the-art redundant systems that assure power availability, temperature and humidity control along with high-tech security. Facility Features: Redundant UPS Redundant AC/DC Power Data-Grade HVAC 24x7 Secure Entry Advanced Fire Suppression System Secure Cabinets Continuous Camera Coverage Power: • Power circuits are in 120/208v AC and -- 48v DC. • The UPS system is deployed in a parallel redundant configuration with N+1 modules. • Generator backup for 100% of peak load with a fuel supply of 24 hours, with guaranteed refueling contracts in the event of an extended utility failure. EM71IirOt7f11e11ta1 CO11tCOIS: • High Volume Air Conditioning systems with 100 tons plus .O1 tons per square feet floor capacity. • Temperature: 70 Degrees +/- 3 throughout the facility. • Humidity: 49% +/-5% throughout the facility. Security: 20 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com .. c - • Secured 24 hours a day, seven days a week. • Siometric palm scanners, in conjunction with proximity card readers, control access to the facility and ""' the data center floor. • Facilities are monitored via closed circuit digital camera coverage with 24-hour recording and 30-day digital video storage. • Facilities are equipped with centralized security stations. r 24 Hour Critical Systems Monitoring/Disaster Prevention: • Ali systems (including UPS, DC Power, PDU {Power Conditioning and Distribution Unit), HVAC, ~ Temperature, Humidity, Security, Fire Threat) are constantly checked by an advanced monitoring system. • Zoned fire detection is managed with the VESDA air sampling system. • Zoned dry-pipe pre-action systems complement the front-line detection system. r ii. Network: Describe your network security. r ECN uses Kerberos-based authentication for network operating system level. File level security. iii. Transmission: Describe your transmission security. .. RSA 1024 Bit security, VPN using RSA 2048 Bit Security and also Private Managed VPN to datacenters. CodeRED does not use any third-party dialing, and transmission of calling details is limited to only the 10-digit "" number. iv. Database: In which database is your customers' data stored (e.g., Oracle, SQL ~. Server, etc.)? Describe your database security. SQL. Microsoft Standard Security measures are taken. b. Has your staff undergone Personnel Security Training? If so, describe the training. ,,,,~, Security is always a concern and in more levels than is discussed here -not simply data security. Security is part of the very infrastructure of CodeRED. CodeRED has been used for many years and meets and exceeds all parameters in qualifying for grant monies tltrough Homeland Security and other grants, as well as parameters for dealing with 911 and e911 data -CodeRED received secure transmission directly from at least one national 911 .~ data provider for client communities. c. Has your system/solution undergone a security audit and/or test. If so, please provide most recent ~" security audit/test report. CodeRED is evaluated regularly internally and externally, and security is included as a component of business +~ continuity, disaster recovery, infrastructure expansion and more. No component is or can be shared. d. Have your employees had security clearance checks and investigations? Please describe security ,r clearance checks and investigations your employees have completed. Every employee is background checked and screened, deficiencies noted and employment denied to any ~, prospective employee that cannot clear the background checks. Several employees have inactive security clearances through government and military agencies, especially in our IT components. rv 21 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com C ~ ~ Section 7: Implementation Plan Provide a project schedule that corresponds to the implementation approach. The project schedule should include: i. Mayor tasks, subtasks, and task owner ii. Task durations iii, Task dependencies iv. Deliverable dates (which can be in the form of milestones) v. Other milestones Express tasks in daily durations; example: Contact list upload and verification (1.5) working days, etc. A an entirely web based service, there will be no physical deliverables made. lnstallation into most client communities is done within a 30-day period. Depending on the specific needs unique to KERR County, the set up procedure could take up to thirty (30) days. Timeline: Contracts signed and payment received Day 0 Database Requirements Received and loaded by ECN Days 1-10 Pass Code Request received by ECN Days 1-10 Official Pass Codes Granted Days 11-15 Map out City Boundaries Days 15-20 Client Training Days 20-23 Client Testing Days 24-30 Please see work plan below for more information. Approach to Providing Services If KERB County desires to contract to Emergency Communications Network (herein called "ECN") for the performance of services provided to KERB County of the CodeRED Emergency Notification Service. This document describes ECN tasks, requirements, schedule and deliverables for completing this project. Period of Performance The CodeRED service is aweb-based off-the-shelf application that requires aone-year contract paid up-front. No hardware or software is needed; therefore, installation is very expedient. Most standard CodeRED clients are operational in thirty (30) days or less. The ECN Project Manager and the designated KERB County will develop a mutually agreeable project start date. Contract term based on the requirements of KERR County. Place of Performance The Services may be performed at the following facilities: • ECN location at 9 Sunshine Blvd. Ormond Beach, FL 32174 • KERB County will have access to the Service via any computer with an unobstructed Internet connection. Task Description ECN will perform the system setup, supply the annual System Minutes, and manage the KERR County databases for the CodeRED Emergency Notification Service. ECN will provide a task leader and other technical personnel to perform their part of the services. The specific ECN activities are: 1. Contract signed by both parties and returned to Emergency Communications Network, Inc. (ECN). 2. KERB County information Added to ECN Internal Systems: 22 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com i ©~~~ ilk • Startup packet sent FEDEX to KERB County with the pass code and database form attached for them to complete and send back. ~, 3. ECN Programming begins for new CodeRED account assigning initial minutes, KERR County identification and group name. 4. Database form completed and returned from KERR County to ECN. 5. ECN Client Data file loaded: ~" • Any client data file (i.e. staff files, E911...) from the KERR County is cleaned for their client database. • Once the database is loaded ECN can proceed to pass code creation. '•" 6. Pass code form completed and returned from County to ECN: • Pass codes are individually created. (3-days after data loading complete) • Link new pass codes with client database for County. "" • Generate report for all new pass codes for County. 7. ECN tests new pass codes for interaction with new data loaded from step 6: • Login to the County account as the main point of contact and configure mapping defaults ~' 8. Send new pass codes (as inactive status) to the County and schedule training time with their staff. 9. Training with County staff 10. County pass codes can now be activated once the County has completed training. ~.. l 1. Setup process is complete: CodeRED System now active for the County. 12. Final system acceptance test as determined by the parties and sign off by the County. ] 3. Invoice generated and sent to the County Contract Manager. ,,,,, Data loading usually takes one week and pass code creation on average takes 3 busuiess days after the data has been loaded. The client is responsible for submitting the database form and the pass code form back immediately to make this 30 days window. ~.. .r Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 23 o»~~~ Section 8: Pricing Kerr County wants pricing on the following: - !~ a. Setup cost for both geo not cations and notifications to pre-defined recipients b. Cost per notification event or per member c. Fixed cost for unlimited usage on a yearly basis d. Any ongoing cost for service/maintenance e. Multi-year discounts and associated cancellation penalties, if any f. Cost per minute or per block of minutes g. Cost of phone number data from Std party vendor The cost of CodeRED is extremely cost effective and affordable. The cost of the CodeRED system is based on population and is a single cost concept. Everything (including many unique and patented features) is included in the annual cost, and allows the county to always know how much money to budget from year to year. There are no other hidden add on charges for use of other features. Everything is bundled into a single, affordable cost per year, making CodeRED the most cost effective/affordable solution available. 24 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com ~~~~~~ Cost Proposal option #1 (Pricing good for 180 days from 1/9109) There are no set-up fees, no dedicated telephone lines to purchase or operate, and no special equipment or facilities to buy and maintain. The only item Kerr County would be responsible for providing, at any location requiring access to the CodeRED system, is a computer to access the CodeRED on-line application and atouch-tone phone ""' capable of dialing a toll-free number. The computer can be any existing computer with Internet access, running Internet Explorer 5.0 or higher. The cost for a one (1) year contract with renewals would be as follows: ~,. • CodeRED system Setup =Included • Initial database =Included • 30,000 minutes system time annually =Included (Equivalent of 60,000 - 30-second messages) .., • UNLIMITED text and a-mail capabilities =Included • Initial customer supplied data upload =Included (911 data, Utility data, etc.) • CodeRED user pass codes for up to 5 groups or individuals =Included ,,, • RealCall® Message Delivery System =Included (Patented Feature) • Universal ANITM =Included (Unique Feature) • ValidataTM =Included (Unique Feature) ~, • 24/7 Technical Support =Included • 500 Testing and Training System Minutes = NO CHARGE • Initial CodeRED system distance training = NO CHARGE • Design and web hosting custom Database Update Page = NO CHARGE r Annual Kerr County Total = $10,000 Renewals will be offered after the first year of service. The CodeRED System Time will be replenished to the ~, original balance every year at the time of the renewal regardless of minutes used. There are no annual or other cost increases built in the service agreement -the annual cost will remain the same so long as the contract is in effect. "~' *All of the costs associated with running the CodeRED service are calculated into the minutes used to deliver calls (billed in six-second increments) for your convenience. System minutes are only deducted from System Time bank for delivered calls. A large bank is included with the CodeRED solution, expected to more than a •~+~ community will use in a typical year. ~. Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 25 0 C ~ ~ Cost Proposal option #2 UNLIMITED Emergency Calling (Pricing good for 180 days from 1/9/09) There are no set-up fees, no dedicated telephone lines to purchase or operate, and no special equipment or facilities to buy and maintain. The only item Kerr County would be responsible for providing, at any location requiring access to the CodeRED system, is a computer to access the CodeRED on-line application and atouch-tone phone capable of dialing atoll-free number. The computer can be any existing computer with Internet access, running Internet Explorer 5.0 or higher. The cost for a one (1) year contract with renewals would be as follows: • CodeRED system Setup =Included • Initial database =Included • 30,000 anytime minutes annually =Included (Equivalent of 60,000 - 30-second messages) • UNLIMITED EMERGENCY minutes annually. • UNLIMITED text and a-mail capabilities =Included • Initial customer supplied data upload =Included (911 data, Utility data, etc.) • CodeRED user pass codes for up to 5 groups or individuals =Included • RealCall© Message Delivery System =Included (Patented Feature) • Universal ANITM =Included (Unique Feature) • ValidataTM =Included (Unique Feature) • 24/7 Technical Support =Included • 500 Testing and Training System Minutes = NO CIIARGE • Initial CodeRED system distance training = NO CHARGE • Design and web hosting custom Database Update Page = NO CHARGE Annual Kerr County Total = $17,500 Renewals will be offered after the first year of service. The CodeRED System Time will be replenished to the original balance every year at the time of the renewal regardless of minutes used. There are no annual or other cost increases built in the service agreement -the annual cost will remain the same so long as the contract is in effect. *All of the costs associated with running the CodeRED service are calculated into the minutes used to deliver calls (billed in six-second increments) for your convenience. System minutes are only deducted from System Time bank for delivered calls. A large bank is included with the CodeRED solution, expected to more than a community will use in a typical year. 26 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com o»~~~ Cost Proposal Option #3 UNLIMITED Calling (Pricing good for 180 days from X/9/09) ''~ There are no set-up fees, no dedicated telephone lines to purchase or operate, and no special equipment or facilities to buy and maintain. The only item Kerr County would be responsible for providing, at any location requiring access to the CodeRED system, is a computer to access the CodeRED on-line application and atouch-tone phone r+ capable ofdialing atoll-free number. The computer can be any existing computer with Internet access, running Internet Explorer 5.0 or higher. ,. The cost for a one (1) year contract with renewals would be as follows: • CodeRED system Setup =Included .. • Initial database =Included • UNLIMITED minutes annually. • UNLIMITED text and a-mail capabilities =Included ,,,,, . Initial customer supplied data upload =Included (911 data, Utility data, etc.) • CodeRED user pass codes for up to 5 groups or individuals =Included • RealCall® Message Delivery System =Included (Patented Feature) ,,,, • Universal ANITM =Included (Unique Feature) • ValidataTM =Included (Unique Feature) • 24/7 Technical Support =Included ~. • Initial CodeRED system distance training = NO CIIARGE • Design and web hosting custom Database Update Page = NO CHARGE .r Annual Kerr County Total = $25,000 ~. rr Renewals will be offered after the first year of service. The CodeRED System Time will be replenished to the original balance every year at the time of the renewal regardless of minutes used. There are no annual or other cost increases built in the service agreement -the annual cost will remain the same so long as the contract is in effect. .. +rr Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: $66-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 27 +ri C ~ ~ CooERED /~YEarHEiv WARN/NG Weather Warning (Pricing good for 120 days from 1/9/09) ECN also offers a service called CodeRED Weather Warning to be included with your CodeRED® system. This is a feature that no other company in the emergency notification field offers. CodeRED Weather Warning is an early, telephone warning system designed to deliver severe weather warnings, flash flood warnings and tornado warnings, within seconds after being issued by the National Weather Service (NWS). CodeRED Weather Warning will deliver apre-recorded alert message directly to your residents' phones that are in the projected path of the severe weather threatening your local area, 24 hours a day, 365 days aeear - Automatically! Therefore providing your residents with extra time for preparation that could save lives. This becomes extremely critical if a tornado comes through your area during the night, when television and radios broadcasts and sirens are ineffective. CodeRED Weather Warning uses new polygon warning methodologies direct from the NWS. If the NWS bulletin has identified a severe storm in your area the CodeRED Weather Warning instantly interprets each bulletin to determine the severity of the warning and the exact area(s) affected. CodeRED Weather Warning then creates a calling database of all CodeRED Weather Warning subscribers within the projected path of the severe weather. This calling database is submitted (within seconds) to the massive CodeRED Weather Warning automated calling system. Your calls go out automatically with no interaction needed by your staff. To deliver warnings, CodeRED Weather Warning utilizes a massive computerized calling system connected to thousands of telephone lines. This system can deliver over one million weather-warning calls per day! The dialing speed of CodeRED Weather Warning makes it possible to call all of our subscribers within seconds after a warning is issued for their area. The calls are delivered so quickly; they often arrive before any other warnings are made public, usually before television or weather radio-broadcasts! In situations where minutes matter, CodeRED Weather Warning stands alone as the best way to protect your citizens from the threat of severe weather. CodeRED Weather Warning is an opt-in service therefore, only your residents who sign-up will be contacted. As your citizens sign up for this service, this will increase your database for Standard CodeRED®. The cost for a one (1) year contract with renewals would be as follows: • CodeRED® Weather Warning system Setup =Included • Unlimited system time annually =Included • 24/7 Technical Support =Included • Custom Designed Link for community sign up = NO CAARGE Standard Annual Kerr County Total = $5,000 2s Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 321'74 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeR.EDweb.com ~. ~ ~ . Section 10: Conditions 10.1 Expenses: Submit Proposal 10.2 Insurance: Submit Proposal 10.3 Assignment: Any attempt by Supplier to assign or otherwise transfer any interest in this Agreement without the prior written consent of Kerr County shall be void. 10.4 Attorney's Fees: The parties agree that in the event of a dispute, each party will bear its own costs of litigation and attorney's fees. 10.5 Compliance with Law: The Supplier shall comply with all applicable federal, state and local statutes, regulations, ~ ordinances, or other legal requirements that apply. 10.6 Confidential Treatment of Information: Supplier shall preserve in strict confidence any information obtained, ,.., assembled or prepared in connection with the performance of this Agreement. 10.7 Dispute Resolution: All parties agree to mediate any disputes at the Hill Country Alternate Dispute Resolution .r Center prior to filing suit. 10.8 Inconsistencies in Conditions: In the event there are inconsistencies between the specifications, Scope of Work, and the proposal terms or conditions, contained herein the proposal terms and conditions will take w precedence. 10.9 Indemnity: Submit Proposal .. ... s ~. 10.10 Bond: The Supplier shall obtain a Performance Bond in an amount total to the contract price. Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 29 ~~ o~»~~ Section 11: Agreement /Contract Respondent shall review and note any exceptions to the sample contract below. Submit proposal. 30 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com - o»~~o drr CUSTOMER REFERENCES ,,,,, Jacksonville, FL /Donald Hall /Emergency Manager 1904-237-4205 CodeRED is a standard product and solution that has been providing mass notification for Jacksonville, FL starting last year. The City of Jacksonville specifically procured CodeRED as a Sole Source contract for the ability to notify the city population. St Paul, Minnesota /Mike Thoemke /Public Works Administrator / 651-266-6236 CodeRED is a standard product and solution that has been providing mass notification for St. Paul, MN for the last 3 "' years. St. Paul currently has aone-year contract with the option to renew each year at the same cost. St. Paul specifically procured CodeRED via RFP for the ability to notify the city population, and resident college students who largely do not use "mainstream" media of snow emergencies, which initiate obligations for the residents. CodeRED was procured to replace an alternative system that did not perform as indicated or needed. Collin County TX / Wayne R. Valdepena Jr / 972-548-4124 ,~. CodeRED is a standard product and solution that has been providing mass notification for Collin County, TX for the last year. Collin County currently has aone-year contract with the option to renew each year at the same cost. Collin County specifically procured CodeRED via RFP for the ability to notify the county population and replace a .. system that did not perform as indicated. No hardware was used during the implementation or life of the service. Austin TX /Paul Hopingardner /Technical Issues Director / 512-974-2408 CodeRED is a standard product and solution that has been providing mass notification for Austin, TX since '~ November 2006. Austin currently has aone-year contract with the option to renew each year at the same cost. No hardware was used during the implementation or life of the service and ECN hosts all equipment. +"' Orlando, FL / Taunya Harris /Communications Manager / 321-235-5312 CodeRED is a standard product and solution that has been providing mass notification for Orlando, FL for the last 4 years. The City of Orlando specifically procured CodeRED for the ability to notify the city population, and to .. replace an alternative system that did not perform as indicated or needed. During the hurricanes of 2004, Orlando made nearly 1,000,000 notifications and was reimbursed by FEMA and the State of Florida for the use of the CodeRED system. No hardware was used during the implementation or life of the service. A Child is Missing /Sherry Friedlander /President / (954) 763-1288 ECN is the backbone to the national non-profit organization for A Child is Missing. ECN has been providing service to the organization for the past 9 years. *ECN provides the CodeRED service for nearly 600 separate govermnent agencies, covering thousands of cities throughout the United States. There are hundreds of implementations done in the past 5 years alone for CodeRED. "' CodeRED has never had a contract cancelled and CodeRED has nearly a 100% renewal rate. CodeRED has never been cancelled for cause or convenience, and CodeRED has never been replaced by another system. CodeRED has replaced nearly every type of system on the market. .r Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 31 o»~~o 5.7 ADDITIONAL INFORMATION Respondent(s) may provide additional information that is relevant to this proposal for consideration. Additional information must be limited to two pages or less. -There are several important elements to took at when selecting an emergency notification system. With all the different technologies available and companies who APPEAR to do almost the same thing you have to look beyond what is just written on paper and decide what will be the most advantageous for your community. ECN prides itself' on many things, but our experience, ease of use, and reliability sets up apart from every other vendor out there. ECN was one of the very first web-based systems available; we have had years of experience that most companies can only dream about. To date we have sent billions of calls out for massive hurricanes, deadly floods, fierce fires, and every other natural or man-made disaster imaginable for communities just like yours. -Very little technical knowledge is required to operate CodeIZED. We like to say, "emergency notification is our full time job NOT YOURS". We have created a system that can be used by anyone, anywhere, for anything. Our clients actually use our system, its not sitting in a box, as a footrest in some office or so complicated that no one can figure out how to turn it on. -As mentioned earlier in the RFP ECN owns, maintains, and operates its entire infrastructure and does not outsource the actual message delivery offered in this response. We feel that this is an extremely important point to be made - many competing systems utilize combined or exclusively third party infrastructure. While this is a much less expensive way of providing many thousands of phone lines, it puts the service at a disadvantage in sharing those lines and other resources with other clients and customers that the provider (or the user) is not even aware of and may have no control or influence over. In many cases, the third party is offering services to other emergency notification systems. -Data collection and management is one of the most critical components to successful emergency notification. Although no single database will ever be 100% complete, there are several ways to compile data so the majority of your residents will be notified when notifications are issued. ECN will work with Kerr County to build the most accurate and comprehensive database available. ECN has the ability and experience of obtaining, storing and maintaining any and all data required by Kerr County. CodeRED already purchases, manages and maintains a national database of more than 160,000,000 household records. ~~~e will provide our current Kerr County data as a part of our agreement. This data is updated on a quarterly basis or as often as we get updates from the provider. We can also incorporate any client-supplied data such as 911 data and gather additional data from other sources. Annual client supplied data loads are included in the yearly cost of the service. CodeRED also offers a unique way for citizens to request adding and/or updating their information in the database. This Internet link to the Community Notification Enrolment Page (CNE) is primarily used for people with unlisted numbers, cell phone numbers, telephone number and/or address changes and new telephone numbers and addresses. The CNE page allows for daily updates to the database. As Kerr County launches calls into the community all of Kerr County's calling data will go through our ValidataTM process. ECN will test any calling data that registers as invalid when used, to determine whether those numbers are actually invalid or just not available at that time. ECN will remove all phone numbers determined as invalid from your CodeRED database, which results in more accurate connectivity rates and faster delivery rates. 32 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com - o~»~~ ~~ rr This is another step ECN takes to keep your database accurate and up-to-date. The more Kerr County uses the CodeRED system, the more accurate the data will be. This is a unique feature that no other system offers. All database management and manipulation is included in the yearly cost of the service. ~.. -Because CodeRED operates in a hosted environment, our clients always have the advantage of the newest and most current generation of technology at their fingertips. The unique design and open architecture of CodeRED provides """ new features and system improvements to our clients at no additional effort or expense. Since it operates in a shared resource environment, every aspect of CodeRED must be robust, secure and unquestionably reliable. ECN employs extraordinary measures to build redundancies, back-ups and contingencies into every aspect of the CodeRED system. 'r This includes multiple operations being performed simultaneously at different remote sites in "hardened facilities" around the country. -CodeRED can be launched from anywhere -there is no requirement to go to a central location or specific PC to set- up or launch a job. Jobs can be preset to allow immediate launch at time of need. Initial launch of the calls is virtually instantaneous. -CodeRED uses our phone lines and none of the lines you will need in an emergency. In an emergency situation, that is exactly when you need your phone lines, and to give them up to your emergency dialing system is not an acceptable option. Line sharing systems are temperamental and inefficient and often do not release lines in use, requiring communities to limit access to the lines to keep systems from dominating an entire phone system at the worst possible time. CodeRED does not "borrow" a system from another community to increase speed and throughput. At the time of the biggest need, the systems cannot be shared since all the communities may be affected " at the same time. CodeRED does not require the use of your limited and busy IS resources. With CodeRED, every customer is always on the latest version and revision without any IS intervention. With CodeRED the community does not have to schedule upgrade or maintenance time on the system. .. -CodeRED does your database updates for you, and in fact supplies a database for your use in addition to any of your databases, such as 911 or Utility databases. CodeRED does not charge for annual database updates. CodeRED does err any and all programmatic upgrades for you. Every CodeRED customer is always on the latest and best version. If a bug ever is discovered, every customer has the fix at the same time and requires no 1S intervention. ~,,, -CodeRED requires no additional hardware or software, so there is never any need to replace your PC, cards, add memory or monitors. CodeRED always comes through the long distance side, so increased local usage, as occurs during an emergency, is less likely to affect connection rate. And CodeRED has all calling costs included. -All phone use and any applicable toll charges are part of the pricing structure. There are NO additional charges for phone use within the time usage purchased. Additional time can be acquired if needed at any time, and there is an automatic repurchase option that ensures that no call is terminated before its delivery to all intended recipients. """ Additional minutes, with no additional charge, are supplied with every contract for testing and training purposes. -CodeRED IS THE ONLY system that uses the patented technology of Rea1Ca11® Message Delivery System to r+ ensure that voice messages are delivered in full without guessing greeting message times, or looping the voice message twice or more. Voice messages are always delivered in one pass. ECN owns this yaten~ (Reference U.S. Patent No. 6,324,262 B 1) This is a patent feature that no other system can offer. .r -ECN has also invented a Universal ANITM. This gives your residents the ability to call the toll free phone number back that appears in their caller ID and hear the last voice message that was delivered to their phone number. This is Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • www.CodeREDweb.com 33 o»~~o a great feature for those residents that may not have an answering device but has caller ID, or for a resident that would like to listen to the message a second or third time. Tlris is a unique feature that no other system offers. Features • Testing /trawling minutes are included at no additional charge. • Automatically generates calling statistics. Provides documented confirmation of individuals alerted. Calling statistics are updated for web viewing every minute. • Implementation can be accomplished very quickly and easily • Ease of use of Code1ZED is unparalleled. • Cost is based on anticipated system usage only, and there are no additional charges. • No hardware or software to be installed locally or on-site. • Name and phone number entry can be accomplished locally for calling lists, do not call list or databases. • Customer Supplied databases can be integrated for additional accuracy and penetration. • User-friendly mapping interface provides fast generation of geographic information. • No additional phone lines are required. • No hardware is required. • Each record is attempted multiple times until reached. Recalling non-connects is a standard feature. • "Always call" list standard for monitoring system usage. CodeRED has nearly 700 client communities just like yours that use the system everyday. CodeRED has never had a contract cancelled and CodeRED has nearly a 100% renewal rate. CodeRED has never been cancelled for cause or convenience, and CodeRED has never been replaced by another system. In short, ECN has the ability to provide Kerr County with an emergency notification system that meets and exceeds alt requirements in this RFP. ECN would like to thank Kerr County for allowing us to be a part of this process and if selected will undoubtedly exceed all expectations. 34 Emergency Communications Network, Inc. • 9 Sunshine Blvd • Ormond Bch, FL 32174 PH: 866-939-0911 x308 • FAX: 386-676-1127 • v'v'v'.CodeREDweb.com CODERED SERVICES AGREEMENT This Services Agreement ("Agreement') is made and effedive as of the last date written below by and between Emergency Communications Network, Inc. a Florida Corporation ("Licensor') located at 9 Sunshine Boulevard, Ormond Beach, FL 32174 and Kerr CounfY, a body politic and corporate of the State of Texas {"Licensee") located at 400 Clearwater Paseo Kerrville, TX 78028. Licensor is the owner of a service identified as "CodeRED~ Emergency Notification System' (The "Service"), which is designed for authorized Licensed users to have access 24 hours a day 7 days a week for the purpose of generating high-speed notifications to targeted groups via an Internet-hosted software application. Licensee desires to utilize the "Service" for the purpose of communicating matters of public interest and concern. The parties agree as follows: License: Licensor grants Licensee anon-exclusive and non-transferable license to use the °Service° by Sheriff department personnel only. Licensor reserves the right to either charge additional fees or terminate this Agreement if other parties not contemplated in this agreement are granted access to the "Service" by Licensee. Licensee assumes full and complete responsibility for the use of the service by anyone whom Licensee authorizes or permits to use the "Service". Licensee may not assign, license, sublicense, rent, sell or transfer the "Service°. To access the "Service" Licensor will provide Licensee with up to five 5 unique user name(s) and password(s). Additional users pass codes may be obtained at an additional annual fee as outlined in Exhibit A. The Licensee's license confers no title or ownership in the "Service". 2. Functionality: The "Service" provides the ability for the Licensee to generate high-speed notifications to geographically selected calling areas and/or listed databases via an Internet-hosted software application. The "Service" will utilize an interactive voice response telephone service to record Licensee voice messages and initiate telephone call out projects. Licensee's community database(s) shall be limited to containing residential and/or business contact data residing within the geographic boundaries (determined by LaVLon coordinates) of Ken County, Texas. Licensee may input up to two (2) phone numbers per household into the caAing database. Licensee may only place calls via the system to telephone numbers assigned within the 48 contiguous United States of America. Any additional "Service" functions v~ill be listed on "Exhibit A° attached to this agreement. 3. Term and Termination: The License will extend for a period of one (1) year beginning on the last date this Agreement is signed by both Licensee and Licensor. Upon expira#ion, Licensee's access to the "Service° will be terminated. Licensee may terminate this Agreement by notifying the Licensor in writing no less than 30 days advance notice. Licensee will return all Confidential Information and copies to Licensor. In the event that Licensor terminates this agreement for reasons other than Licensee`s failure to abide by this agreement, Licensor will refund to Licensee an amount equal to the monthly-prorated balance of the annual fee based on the number of days left in the term of the agreement. Costs for The "Service": During the term of this agreement Licensee agrees to pay all costs for utilizing the "Service" as described in Exhibit A -Service Charges. Pricing for the "Service' is predicated on a population within the CALLING AREA not to exceed 50 000 at the time of the effective date of this ~reement. A deviation above 10% in Licensee's population effective at the time of renewal of any term may effect pricing. Payment for the "Service° is due and payable upon receipt of invoice (ROI). Fnanoe charges at a rate of 1 % per month (12% per annum) wilt be charged on all balances outstanding beyond 60 days. All payments due under this agreement shall be paid to: Emergency Communications Network, Inc. at 9 Sunshine Blvd., Ormond Beach, FL 32174. 5. Contract Extension: Upon each annual anniversary of the effedive date of this Agreement, the term of this Agreement wil! extend for additional one-year periods}. This contrail extension provision (the "extension provision°) will cantinue to extend the contrail period by one additional year annually. Either party may cancel this extension provision by submitting notice to the other no less than 30 days prior to the annual anniversary of the effective date of the AgnVement. Upon extension of the agreement: a) Licensor vviii update its systems to extend the alive software license and associated accx:.ss codes for one additional year of use; b) Licensor will invoice Licensee for one additional year service extension in the amount of twenty-five thousand dollars ($ 25,000). c) Licensee will be responsible for payment of the contrail extension fee upon receipt of invoice from the Licensor. Emergency Communications Network, inc Page 1 of 4 Initials CodeRED~ Services Agreement Licensor . Licen~ ~-~°""~_~"" 6. Copyright: United States copyright laws and international treaty provisions protect the "Service". Except for the limited license provided, Licensor reserves all rights in and to the "Service" and all underlying data, compilations, and information maintained by Licensor relating to the "Service", including but not limited to, the source or object code. I. Warranty: (a) The "Service" is designed to be active 24 hours per day 365 days per year. (b) Licensee acknowledges that software in general is not error-free and agrees that the existence of such errors in Licensee's software used in conjunction with the "Service" shall not constitute a breach of this License.(c) In the event that Licensee discovers a mater+al error which substantially affects Licensee's use of the "Service" and notifies Licensor of the error, Licensor shall use reasonable measures to restore access to the "Service", provided that such error has not been caused by Licensee's incorrect use, abuse or corruption of the "Service" software, or by use of the "Service" with other software or on equipment with which it is incompatible. (d) Licensee is responsible for maintaining access to the Intemet. Licensor in no way warrants Licensee's access to the Intemet via Licensee's Internet Service Provider(s). (e) Licensor will use commercially reasonable practices and standards to secure and encrypt data transmissions. Licensee understands and acknowledges that Licensor is providing the "Service" on the World Wide Web through an "upstream" third party Intemet Service Provider, utilizing public utility services and may not be secure. Licensor shall not be liable to Licensee in the event of any interruption of service or lad< of presence on the Intemet as a result of any disruption by the third party Intemet Service Provider or public utility. (f) Licensor cannot guarantee the integrity of any Licensee supplied data. Any errors, duplications, or inaccuracies related to Licensee supplied data will be the responsibility of the Licensee. (g} In no way will either party to this agreement, its officers, employees or agents be liable for indirect, punitive, special, consequential or indirect damages to the other arising from or related to this Agreement. (h) To the extent permitted by the applicable law, Licensor disclaims all warranties with respect to the "Service", either expressed or implied. (i) Licensee recognizes that once email and text messages have been released from Licensor's equipment, the ultimate delivery of the messages depends on the message recipient's local networik. As a result Licensor cannot guarantee the delivery of email and text messages to a recipient. 8. Obligations: Licensee agrees to use the "Service" in a way that conforms with all applicable laws and regulations. Licensee may not initiate a call to be delivered to two (2) or more lines of a business. Licensee agrees that Licensor shall not be responsible or liable for the content of the message(s) created by Licensee or delivered by the "Service" on behalf of Licensee. 9. Confidentiality: Licensor agrees that in view of the confidential nature of Licensee supplied data and files that it is to prepare, process ar maintain under this Agreement, it will perform its duties in such a manner as to prevent the disclosure to any parsons not employed by Licensor of any such data and files unless Licensor and Licensee mutually agree in writing otherwise. Data collected by Licensor will remain secured on Licensor's equipment and will only be released upon mutual agreement by both parties or a court order of sufficient jurisdiction. Licensor shall disclose to Licensee certain confidential, proprietary trade secret information of Licensor ("Confidential Information"). Confidential Information may include, but is not limited to, the "Service", computer programs, flowcharts, diagrams, manuals, schematics, development tools, spedfications, design documents, marketing information, finandai information or business plans. During this Agreement and for a period of five (5) years thereafter, Licensee agrees that it wilt not, without the express prior written consent of Licensor, disclose any Confidential Information or any part thereof to any third party. Nothing in this Agreement will be deemed to prohibit the disclosure of any information in response to a subpoena or other similar order by a court or agency. The Licensee will promptly notify the Licensor of the receipt of any subpoena or other similar order and of any request under the Public Information Act or any other similar law. 10. Entire Agreement: This Agreement supersedes al- prior understandings or agreements between the parties Emergency Communications Network, Inc Page 2 of 4 Initials CodeRED~ Services Agreement Licensor -__..... Licen 11. Notices: All notices or requests, demands and other communications hereunder shall be addressed to the parties as follows: As to Licensor: Emergency Communications Network, Inc. 9 Sunshine Blvd. Ormond Beach, FL 32174 As to Licensee: Kerr County Attu • W R Hiefiolzer/Sheriff 400 Clearwater Paseo, Kerrville, TX 7sa2a IN WITNESS WHEREOF, the parties execute this Agreement on the date(s) indicated below. Licensee: Kerr County, Texas ~ ~' ,~ - - ~ Y Printed Name: ~~~.~ ~ t ~~-'~ Title: c'~~ia~1T ~ ~.~t ?-r~,~.: Date: " , ~~ ~'~.~~ '~ Licensor: Emergency Communications Network, Inc. ~ _ .~ Printed Name: DaV1C~ DI~.T11.C01210 Vice President Title: Date: _(~~ ~ Z( ;~2 Od r/ Emergency Communications Network, inc CodeRED~ Services Agreement Page 3 of 4 Initials Licens Licen Exhibit A -Service Charges Initial block purchase(s) of Prepaid System Minutes: One (1) year CodeRED Service Agreement $ Included Unlimited CodeRED System Minutes $ Included Up to 5 CodeRED user pass codes $ Included Additional pass codes may be purchased for an annual fee of $150.00 per pass code. One (1) CodeRED distance training session $ Included Additional distance training sessions may be purchased for $150.00 per hour (one hour minimum}. Initial Residential Database Upload $ Waived Standard CodeRED data collection website $ No Charge Standard CodeRED mapping interface and data layers $ No Charge Email and Text Messaging $ No Charge Annual System Maintenance, including all Software Upgrades $ No Charge Database Accuracy Updates: TOTAL: $ 25.000 Licensor Supplied Database: "Database Accuracy Updates' ensure that the data population maintained by Licensor under this Agreement undergoes periodic accuracy checks using the Licensor's most current in- house compiled database including, but not limited to, household addresses and telephone numbers. It will be the sole responsibility of the Licensee to maintain database accuracy and request updates from the Licensor. One annual "Database Accuracy Update" will be perforrned by the Licensor upon request by the Licensee at no charge. Additional updates requested by Licensee will incur charges at the rate listed below after the update service is completed by Licensor. 2 5~ per record in final updated database population. Licensee Supplied Database: A service Tabor fee of One Hundred Doftars ($100.00) per hour will be billed to Licensee for any data importing, manipulating, and loading any database supplied by Licensee or on Licensee's behalf to Licensor. $100 per hour for database maintenance Of'TlONAL: GlS Upload and Hosting upon request: $ 2.500 GIS information must be in a standard format recognizable and electronically transferable to the CodeRED system. Up to i0 layers maybe loaded for use in the System. Licensee may update up to 10 layers annually at Licensees discretion. GIS Custom Street "single layer" Upload and Hosting upon request: $250 Emergency Communications Network, Inc Page 4 of 4 CodeRED`' Services Agreement Initials ,~ Licensor ,_ _____