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MACON COUNTY BOARD OF COMMISSIONERS
OCTOBER 8, 2013
AGENDA
1. Call to order and welcome by Chairman Corbin2. Announcements
A. NCACC Video3. Moment of Silence4. Pledge of Allegiance5. Public Hearing(s) None6. Public Comment Period7. Adjustments to and approval of the agenda8. Reports/Presentations
A. Proclamation regarding Mental Illness Awareness Week AnnNandrea
B. Proclamation regarding November as Pancreatic CancerAwareness Month Margaret Ramsey
C. Community Funding Pool recommendations Karen WallaceD.Memorial garden at Macon County Public Library Karen
Wallace
9. Old BusinessA. Renewal of Governors Highway Safety Program grant Sheriff
Robert HollandB. Records retention schedule amendments Interim County
Manager
10.New BusinessA. Resolution regarding Mental Health LME Governance
Commissioner BealeB. Change Order Number 2 on Highlands School renovation
project Terry Bell
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C. Amendment to the Little Tennessee River Greenway Ordinance County Attorney
D.Interlocal agreement with the Town of Franklin regardinghazardous materials (HAZ MAT) trailer Emergency ServicesDirector David Key
E. Discussion regarding proposals for radio communicationsconsulting services Commissioner TateF. Interlocal agreement with the Town of Highlands regarding
recreation Finance DirectorG.Authorization for cancellation of CHAF deed of trust County
Attorney
11.Consent Agenda Attachment #11All items below are considered routine and will be enacted by one motion. Noseparate discussion will be held except on request of a member of the Board ofCommissioners.
A. Minutes of the September 10, 2013 regular meetingB. Budget Amendments #39-#41C.Tax ReleasesD.Tax RefundE. Changes to Macon County Public Health Fee Schedule (2)F. Monthly ad valorem tax collection report
12.AppointmentsA. Recreation Commission (2 seats)B.Joint Community Advisory Committee for the Adult Care Homes
and Nursing Homes of Macon County (3 seats)
13.Closed sessionA. Consultation with the attorney in order to preserve the
attorney-client privilege -- (NCGS 143-318.11(a)3)B. Personnel matters -- (NCGS 143-318.11(a)6)
14.Adjourn/Recess
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Governing Board
SUBJECT MATTER: NCACC Video
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
At the request of the North Carolina Association of County Commissioners
(NCACC), we have a brief (approximately four minutes) video presentation
that includes an introduction from NCACC President Ray Jeffers and
includes NCACC staff members updating commissioners on steering
committees and how commissioners can participate. It also gives an
overview of an upcoming seminar on the Affordable Care Act and how it
affects counties as well as the NCACCs Risk Management Services.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ______ Yes _X_ No
Agenda Item 2A
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Governing Board
SUBJECT MATTER: Proclamation for Mental Illness Awareness
Week
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Ann Nandrea has requested that the board proclaim October 7-13, 2013 as
Mental Illness Awareness Week in Macon County. Please see the attached
proclamation for details.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ___X__ Yes ___ No
Agenda Item 8A
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Proclamation
MentalIllnessAwarenessWeek
October7 13,2013
WHEREAS, seriousmental illnesses such asmajor depression, bipolar disorder,
schizophrenia, obsessivecompulsive disorder, severe anxiety disorders,
borderlinepersonalitydisorder,andposttraumaticstressdisordersaffectonein
everyfourpeopleannually;
WHEREAS,seriousmental illnessesaremorecommonthancancer,diabetesand
heartdiseaseandarethenumberonereasonforhospitaladmissionsnationwide;
WHEREAS, seriousmental illnesseshavebeen scientificallyproven tobehighly
treatableillnessesofthebrain;
WHEREAS,scientific
research
is
producing
tremendous
breakthroughs
in
the
understanding of mental illnesses, resulting in more effective treatments that
allowpeopletoreclaimfullandproductivelives,
WHEREAS,misunderstanding exist aboutmanymental illnesses and our social
cultureoftenwronglyimposesstigmaonthem;
NOW,THEREFORERESOLVED, IKevinCorbin,ChairmanofMaconCountyBoard
ofCommissionersdoherebyproclaimOctober7 throughOctober13,2013 as
Mental
Illness
Awareness
Week
in
Macon
County
to
increase
public
awareness
of
mentalillness.
_________________________________
H.KevinCorbin,Chairman
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Governing Board
SUBJECT MATTER: Proclamation regarding Pancreatic Cancer
Awareness Month
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Margaret Ramsey has requested that the board proclaim November as
Pancreatic Cancer Awareness Month in Macon County. A copy of the
proclamation is attached. The board approved a similar proclamation last
year. In discussing this with Mrs. Ramsey, we opted to ask to have this on
the October agenda because the boards regular meeting in November falls
on the 12th.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ___X__ Yes ___ No
Agenda Item 8B
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Proclamation
Pancreatic Cancer Awareness Month
WHEREAS over 42,000 people will be diagnosed with pancreatic cancer this year in the United Statesand over 35,000 will die from the disease with incidence of pancreatic cancer;
WHEREAS pancreatic cancer is the deadliest cancer and the fourth leading cause of cancer death in theUnited States and approximately over 1000 deaths will occur in North Carolina;
WHEREAS 76 percent of pancreatic cancer patients die within the first year of their diagnosis and 95
percent of pancreatic cancer patients die within the first five years; though pancreatic cancer kills twice asmany Americans as AIDS, it receives 39 times less funding for research;
WHEREAS there is no cure for pancreatic cancer and there have been no significant improvements inearly detection, treatment methods, or survival rates in the last 30 years;
WHEREAS when symptoms of pancreatic cancer present themselves, it is usually too late for anoptimistic prognosis, and the average life expectancy of those diagnosed with metastasis disease is onlythree to six months;
WHEREAS the Federal Government invests less money in pancreatic cancer research than it does in anyof the other leading cancer killers;
WHEREAS the good health and well-being of the residents of Macon County, North Carolina are
enhanced as a direct result of increased awareness about pancreatic cancer and research into earlydetection, causes, and effective treatments;
WHEREAS the Pancreatic Cancer Action Network is the first and only national patient advocacyorganization that serves the pancreatic cancer community in Macon County, North Carolina andnationwide by focusing its efforts on public policy, research funding, patient services, and publicawareness and education related to developing effective treatments and a cure for pancreatic cancer;
WHEREAS the Pancreatic Cancer Action Network and its affiliates in Macon County, North Carolinasupport those patients currently battling pancreatic cancer, as well as to those who have lost their lives tothe disease, and are committed to nothing less than a cure;
THEREFORE, BE IT RESOLVED that the Macon County Board of Commissioners designates the month
of November, 2013 Pancreatic Cancer Awareness Month and specifically November 15th,
2013 asPancreatic Cancer Awareness Day in Macon County, North Carolina.
ADOPTED this the 8th
day of October, 2013
________________________________
H. Kevin Corbin, ChairmanMacon County Board of Commissioners
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Community Funding Pool
SUBJECT MATTER: Recommendations for grants
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Karen Wallace will be at the meeting to present the committeesrecommendations regarding the $50,000 in grants available from theCommunity Funding Pool this year. A list of those recommendations isattached.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ___X__ Yes ___ No
Agenda Item 8C
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CommunityFundingPoolrecommendationsforFY201314
Organizationandcontactinformation RecommendedgrantamountAngel
Medical
Center
Ladies
Night
Out
Franklin,NC28734$577.40
ArtsCouncilofMaconCounty
BobbieContino,ExecutiveDirector
POBox726
Franklin,NC28744
$3,402.70
CommunityCareClinicofHighlandsCashiers,Inc.
JerryHermanson,ExecutiveDirector
POBox
43
Highlands,NC28741$3,764.12
HighlandsCommunityChildDevelopmentCenter,Inc.
RobertK.Wright,Treasurer
POBox648
Highlands,NC28741
$5,436.09
KidsInterDisciplinaryServices,Inc.(KIDSPlace)
AlishaAshe,ExecutiveDirector
POBox693
Franklin,NC28744
$10,000.00
LiteracyCouncil
of
Highlands
Highlands,NC28741$3,640.71
MaconCountyCareNet
Franklin,NC28734 $3,536.84
MaconProgramforProgress
FrancisDeWitt,CommunityServicesDirector
POBox700
Franklin,NC28744
$5,112.86
MountainMediationServicesLorraineJohnson,ExecutiveDirector
5WestMainSt.,Room141
Franklin,NC28734
$2,838.52
NAMI
Franklin,NC28734 $610.90
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REACHofMaconCounty,Inc.
AnnVanHarlilngen,ExecutiveDirector
POBox228
Franklin,NC28744
$10,000.00
Read2Me
Franklin,NC
28734
$1,079.87
Totalgrantrecommendations $50,000.00
AdditionalinformationaboutCommunityFundingPoolrequestsandrecommendations:
Totalgrantrequests 17agencies $114,588.00
TotalrecommendedbyCFPTaskForce
EvaluationProcess
12agencies $ 61,671.63
TotalavailablefromCommissionersforCFP 12agencies $ 50,000.00
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Macon County Public Library
SUBJECT MATTER: Landscaping project/memorial garden
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Karen Wallace will be at the meeting to provide more details on this project.
Per Ms. Wallace, the landscaping project would be a memorial garden for
Virginia Ramsey Brunner. Ms. Brunners sister, Nancy Ramsey, provided a
donation to fund the development of the garden. The ongoing maintenance
would be covered under the librarys existing contract with Carolina Nature
Scapes, per Ms. Wallace. Commissioner Beale is the liaison to the library,
and Ms. Wallace said that he advised that because this would be a permanent
change to the library grounds, the project would need to be brought to the
board of commissioners for approval. A scanned image of the memorial
garden proposed by Michael Wall of Carolina Nature Scapes is attached.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ___X__ Yes ___ No
Agenda Item 8D
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Sheriffs Office
SUBJECT MATTER: Renewal of Governors Highway Safety
Program Grant
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Per Brian Welch, the staff attorney with the Macon County Sheriffs Office,the grant from the Governors Highway Safety Program is up for renewal,and the request is to have the board approve a resolution authorizing anAgency Official to sign the agreement and the project contract, and toappropriate the countys share of the expenses. Attached for your review arecopies of last years resolution as well as an updated Traffic Safety ProjectContract. That contract calls for a total project amount of $64,427, with thefederal amount at $45,099 and the local amount at $19,328, based on a 70/30split. Deputy Jonathan Phillips filled the Traffic Safety Officer position
created by the grant last year and is managing the grant application. SheriffHolland will be at the meeting to answer questions or provide additionalinformation.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ___X_ Yes ___ No
Agenda Item 9A
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Macon County Sheriffs Office
18 Patton Avenue
Franklin, NC 28734828-349-2607
Robert L. Holland, Sheriff
Page 1 of 1
MEMO
TO: Members, Board of Commissioners
FROM: Sheriff HollandDATE: October 8, 2013
RE: GHSP Grant 2nd Year Continuation______________________________________________________________________________________________________________________________
The Governors Highway Safety Program has approved a continuation of the grant that was
awarded to the Sheriffs Office last year for the federal fiscal year that began October 1, 2013. The
GHSP administers federal funding for the North Carolina Department of Transportation. To
accept the federal funds the Board of Commissioners must pass a Resolution authorizing my Office
to enter into a grant contract with GHSP and also to appropriate funds for the local match.
The original grant resulted in a new position being added in last years budget, a Traffic SafetyOfficer, which included salary and benefits, equipment and other expenses totaling $121,215; with
$103,033 being the federal share. Additional equipment expenses are not authorized after the first
year resulting in total funding for the 2nd year of $64,427 with the federal share being $45,099.
This grant can be extended for a third year with a 50% local match and GHSP requires the project
to continue for a fourth year with no federal funding as shown below:
Year Federal Macon County
1 85% ($103,033) 15% ($18,182)
2 70% ($45,099) 30% ($19,328)
3 50% 50%
4 0% 100%
________________ ________________
Totals $148,132 $37,510
With the number of traffic accidents and fatalities increasing in Macon County, especially on
Highway 441, traffic safety and enforcement has become more of a priority for my Office. The
Traffic Safety Officer has a flexible schedule and can prioritize the shifts he works to focus onholidays, gem shows, festivals, fairs and other events when we know traffic will increase. He is also
authorized to set up motor vehicle checking stations with patrol officers to reduce DWIs and other
traffic safety violations.
I respectfully request that you approve the grant contract and the $19,328 local match.
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Governing Board
SUBJECT MATTER: Records Retention Schedule Amendments
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
As you may recall, in May of this year, the board approved a records
retention schedule for the county, based upon an update of regulations by the
state Division of Archives and Records that govern how long certain public
records must be kept and under what conditions they may be destroyed. The
state Government Records Section has recently published four records
retention schedule amendments affecting counties that the board will need to
adopt. The amendments apply to the Board of Elections, County
Management, Register of Deeds and Tax Administration. Copies of all of
the amendments are attached for your review.
INTERIM COUNTY MANAGERS
COMMENTS/RECOMMENDATION:
Recommend approval and authorize signatures as needed.
Attachments ___X__ Yes ___ No
Agenda Item 9B
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Governing Board
SUBJECT MATTER: Resolution regarding LME Mental Health
Governance
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Attached please find a proposed resolution that urges the state Department of
Health and Human Services, the General Assembly and the governor to
delay, revisit and revise the requirements concerning the governance and
appointment of elected county officials as board members to the Smoky
Mountain LME/MCO Board of Directors. Commissioner Beale will have
much more to share on this issue at the meeting.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ___X__ Yes ___ No
Agenda Item 10A
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Governing Board
SUBJECT MATTER: Change Order Number 2 for Highlands School
Renovation
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Attached please find a copy of Change Order Number 2 on the HighlandsSchool Renovation project. This final change order represents an increase of$6,047 in the overall project and no additional contract time. The date ofsubstantial completion remains October 26, 2013. Terry Bell will beavailable to provide additional details and to answer questions. Per theFinance Director, there are sufficient funds in contingency to cover thischange order.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ___X__ Yes ___ No
Agenda Item 10B
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: County Attorney
SUBJECT MATTER: Amendment to the Little Tennessee River
Greenway Ordinance
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Please see the attached document prepared by the County Attorney
regarding this matter. Essentially, it amends the ordinance to allow for the
cutting or removal of vegetation from the greenway and for the use of
pesticides and/or herbicides. Any such activity would require written
authorization from the county, and must be done in compliance with any
conservation easements. The County Attorney can provide greater detail or
answer questions at the meeting.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
As Mr. Jones has informed Sonja Sunny Himes, her group will need to secure
written approval from the North Carolina Clean Water Management Trust Fund
before the county can allow permission to proceed with the project.
Attachments ___X__ Yes ___ No
Agenda Item 10C
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AN ORDINANCE AMENDING AN ORDINANCE REGULATING THE USE OF THE
LITTLE TENNESSEE RIVER GREENWAY, AS AMENDED
Whereas, on September 9, 2002, the Board of Commissioners of Macon County adopted an
ordinance entitled:An Ordinance Regulating the Use of the Little Tennessee River Greenway; and
Whereas, the Board of Commissioners desires to amend said ordinance as provided for
hereinafter; and
Whereas, the Board of Commissioners has determined that the citizens of Macon County will
be better served by amending such Ordinance as provided for hereinafter.
Now therefore be it ordained that the Board of Commissioners of Macon County, pursuant
to N.C. Gen. Stat. 153A-121, hereby amends the Macon County Ordinance, entitled,An Ordinance
Regulating the Use of the Little Tennessee River Greenway, as heretofore amended, as follows:
First Amendment
Section 28.303. Damage to Property, is amended by adding the following as two new paragraphs
at the end of G:
That notwithstanding the foregoing, Macon County may authorize individuals and/or entities to kill,
cut, maintain and/or remove vegetation from the Greenway. Any such killing, cutting, maintaining
and/or removal of vegetation shall not constitute a violation of this Ordinance. Such authorization
shall be in writing from the County and shall be consistent with any applicable Conservation
Easements
That notwithstanding the foregoing, Macon County may authorize individuals and/or entities to use
pesticides and/or herbicides at the Greenway. Any such application of pesticides and/or herbicides
at the Greenway shall not constitute a violation of this Ordinance. Such authorization shall be in
writing from Macon County and shall be consistent with any applicable Conservation Easements.
These amendments to An Ordinance Regulating the Use of the Little Tennessee River
Greenway are adopted by the Board of Commissioners pursuant to N.C. Gen. Stat. 153A-121 on
the 8 day of October, 2013.th
1
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Board of Commissioners of Macon County
By:________________________________
Kevin Corbin, Chairman
Attest:
_______________________________
Clerk to the Board
( County Seal )
2
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Governing Board/Emergency Services
SUBJECT MATTER: Interlocal Agreement with the Town of
Franklin regarding hazardous materials (HAZ MAT) trailer
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Please see the attached agreement for more information. Emergency
Services Director David Key will be available to provide details and answer
questions. The Town of Franklin Board of Aldermen will consider this
agreement at their regular meeting on Monday night.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ___X__ Yes ___ No
Agenda Item 10D
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STATE OF NORTH CAROLINA
COUNTY OF MACON INTERLOCAL AGREEMENT
THIS AGREEMENT, made this ____ day of _____________, 2013, by and between theCOUNTY OF MACON, a body politic and corporate of the State of North Carolina (hereinafter
sometimes referred to as the County) and the TOWN OF FRANKLIN, a body politic and
corporate of the state of North Carolina (hereinafter sometimes referred to as the Town):
WITNESSETH:
WHEREAS, the County owns a towable trailer currently utilized as a response vehicle for
hazardous materials emergencies acquired through Homeland Security funding; and
WHEREAS, the Town desires to enhance its response capabilities to hazardous materials
emergencies, and the County hereby finds that it is in the Countys best interest to aid the Town inenhancing such capabilities; and
WHEREAS, the Town has indicated that if the County will allow it access to and use of the
trailer, that the Town will respond with the same to any hazardous materials incidents throughout the
County as provided for herein; and
WHEREAS, the County and Town wish to commemorate their agreement concerning the
use and equipping of the said trailer for responding to hazardous materials emergencies.
NOW THEREFORE, the parties hereto agree as follows:
I. The County agrees:A. To allow the Town to use, maintain and store the trailer in accordance with this
Agreement.
B. The County shall maintain ownership of the trailer, shall maintain property insurancethereon, and shall be entitled to use and possession of the same at any time when it
has a need for the same.
C. The said trailer is currently stocked with both consumable and non-consumablesupplies appropriate for responding to hazardous materials emergencies. The Countyshall remain responsible for the replacement of any non-consumable supplies during
the term of this agreement, except for those damaged or destroyed by the Town.
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D. In the event the County desires to equip the trailer with any specialized equipmentnot recommended and/or approved by the Town, the County will supply such
equipment at the Countys sole expense.
E. If the County becomes eligible for any grant funding not available to the Town forthe purchase and/or provision of hazardous materials incident responses, the County
will consider utilizing such grant funds to expand the capabilities of this agreement
to provide adequate responses to hazardous materials incidents county-wide.
II. The Town agrees:
A. To house, maintain, and further expand the capabilities of said equipment, and to
perform routine maintenance, calibration, testing or other such services as needed on
the trailer and equipment during the term of this Agreement.
B. To allow the County to use and possess the equipment upon its request, and to allow
the County to verify its capabilities and readiness in the use of the same at any time
within reasonable hours.
C. The Town agrees to stock, resupply, and maintain adequate stores of appropriate
hazardous materials incident response equipment at the Towns sole expense
adequate to respond to hazardous materials emergencies typically occurring within
our area. The Town shall also be responsible in its sole expense for replacement of
consumable supplies, referred to in section I.C above. In the event that any non-
consumable equipment becomes inoperable due to system failure, etc Town will
notify County of such and dispose of said equipment at the discretion of County.The Town will pay for any non-consumable equipment that is damaged or destroyed
by it.
D. In the event such supplies are consumed during a hazardous materials response the
Town agrees to seek reimbursement from responsible parties through methods
approved in a separate service contract between Town and County for provision of
fire and rescue services.
E. In the event that the scope of any hazardous materials incident exceeds the
capabilities of the Town the Town agrees to contact the County and request that it
seek assistance through existing mutual aid agreements for technical assistance fromother agencies such as NC Regional Response Team 6 or other such adequately
trained and equipped agencies and/or departments.
F. The Town agrees to implement a response program and to respond to hazardous
materials incidents throughout the County through current mutual aid agreements
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within Macon County whereby the equipment and trailer may be requested by
Emergency Management or another Fire Department to respond to any other area of
Macon County. In the event that, due to constraints beyond the Towns control the
Town cannot respond with the trailer and equipment, the Town agrees toimmediately notify the County Emergency Director and allow the County immediate
access to the facility where the trailer and equipment are housed to facilitate
transportation of necessary equipment by other means.
G. The Town agrees to cooperate with area fire and rescue agencies for training
purposes to facilitate effective joint responses to hazardous materials incidents.
III. Both parties agree:
A. The County Manager and the Town Manager are authorized to administer this
Agreement on behalf of the County and the Town, respectively, as necessary.
B. The Town, in entering into this Agreement is acting as an independent contractor and
is not an agent or joint venturer of the County in connection with this Agreement or
in connection with any other agreement between the Town and the County, express
or implied.
C. This Agreement shall be for a term of three (3) years from the date of execution
hereof. Unless sooner terminated as provided herein, this Agreement shall be
automatically renewed for successive periods of three (3) years.
E. This Agreement may be terminated upon written notice by either party, said writtennotice to be delivered to the manager of the non-cancelling party. Each party hereto
shall endeavor to give the other party as much notice as possible before terminating
this Agreement pursuant to this provision.
F. In the event this Agreement is terminated or expires, the trailer will be returned toCounty along with any equipment acquired by the County and any consumable
supplies remaining from the initial inventory of supplies and equipment when
initially transferred. Any consumable and non-consumable equipment acquired by
the Town, other than non-consumable equipment replaced by the Town due to its
damage or destruction of the same, will be retained by the Town.
G. The County and the Town may, from time to time, execute and deliver suchamendments to this Agreement and such further instruments as may be required or
desired for carrying out the expressed intention of this Agreement.
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IN WITNESS WHEREOF, the County and the Town have caused this contract to be
executed in duplicate originals all as of the date and year first above written.
COUNTY OF MACON
By:________________________________________
Name
Title: __________________________________
ATTEST:
________________________________________
TOWN OF FRANKLIN
By:________________________________________Name
Title: __________________________________
ATTEST:
_____________________________________
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MACON COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
MEETING DATE: October 8, 2013
DEPARTMENT/AGENCY: Emergency Services
SUBJECT MATTER: Discussion regarding proposals for radio
communications consulting services
DEPARTMENT HEAD COMMENTS/RECOMMENDATION:
Commissioner Tate will lead a discussion regarding two proposals received
from firms that specialize in analyzing emergency communications, one
from Mission Critical Partners and the other from Federal Engineering, Inc.
Copies of both documents are attached. As Commissioner Tate has pointed
out in an e-mail, There are some very obvious deficiencies in our current
system which was designed 30 years ago and the hope is that we can make
some significant improvements to it.
COUNTY MANAGERS COMMENTS/RECOMMENDATION:
Attachments ___X__ Yes ___ No
Agenda Item 10E
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Radio Assessment
SUBMITTED SEPTEMBER 24, 2013 TO:
Macon County GovernmentMacon County, North Carolina
REQUESTFOR
PROPOSAL
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TABLE OF CONTENTS
Transmittal Letter............................................................................................................................. 1
Introduction ..................................................................................................................................... 2
Corporate Overview ......................................................................................................................... 2
Scope of Work ................................................................................................................................ 12
Analysis And Data Collection .................................................................................................................... 12
Project Initialization Meeting ............................................................................................................................................ 12
First Responder Stakeholder Level Assessments .............................................................................................................. 12
Coverage Requirements Analysis ...................................................................................................................................... 13
PSAP and Dispatch Operations Analysis ........................................................................................................................... 13
Recommendations ............................................................................................................................................................ 17
System Backhaul Analysis ................................................................................................................................................. 17
Recommendations ............................................................................................................................................................ 18
County-to-County Interoperability Analysis ..................................................................................................................... 18
Major Deliverables ............................................................................................................................................................ 19
Project Experience .......................................................................................................................... 19
Project Team .................................................................................................................................. 24
Organizational Chart................................................................................................................................. 24
Resumes .................................................................................................................................................. 25
Project Pricing ................................................................................................................................ 30
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TRANSMITTAL LETTER
September 24, 2013
James P. Tate, Commissioner
Macon County NC Government
5 West Main Street
Franklin, North Carolina 28734
Re: Radio Communications Consulting Services
Dear Commissioner Tate:
Mission Critical Partners, Inc. (MCP) appreciates the opportunity to provide this letter proposal for
Radio Communications Systems support to Macon County, North Carolina. We sincerely appreciate
the ongoing dialogue that has resulted in this Scope of Work.
Mr. James Bitting, ENP, PMP, will serve as the point of contact for services related to radio and
wireless systems. Please do not hesitate to contact him in his office at 814-753-4387, on his cell at
412-952-1964 or via email at [email protected].
MCP stands ready to provide the support necessary for the County to continue to demonstrate success
in its effort to improve the service of 9-1-1 and emergency communications for its citizens and first
responders.
Please contact me with any questions and/or comments that you may have. I can be contacted at
(919) 210-5255 (cell), (919) 322-8607 (direct, office), or via email at [email protected]. On
behalf of our entire team, we stand by our goal to serve as your partner and your advocate.
Kind Regards,
MISSION CRITICAL PARTNERS, INC.
Phillip Penny
Business Development Specialist
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INTRODUCTION
Mission Critical Partners Inc. (MCP) is pleased to offer our services to Macon County, North Carolina
(County). MCP provides a proposal that captures the spirit and intent of the work requested by the
County.
MCP will work as an advocate for the County to develop a solution set that best serves the Countys
operational, technical and fiscal objectives. Developing such a solution requires clear communications
between MCP and the County through single points of contact. It is anticipated that the solution will
achieve short and long term goals of the County. MCP is a Pennsylvania based company with
extensive experience in working with Public Safety Agencies at all levels of Government. We will
leverage that experience to enhance Macon Countys capabilities in an effective and efficient manner.
CORPORATE OVERVIEW
Mission Critical Partners, Inc. is a corporation founded on December 29, 2008 under the laws of the
Commonwealth of Pennsylvania and began its business operations on February 2, 2009. .
Our company is fully staffed, has a total of five regional offices in three different states, and has
sustained significant growth in this industry. We are now in our fifth year of operation. As of September
15, 2013, the company had over 65 full and part-time staff supporting municipal, county, regional, state
and federal clients across the nation.
MCP is organized to respond effectively to client needs. We are a privately held corporation with
traditional sales, technical and support staff; however, our management philosophy differentiates theway we support our clients. Five owners serve as mentors to corporate level team leads responsible
for day-to-day operations. An executive planning team composed of the owners, corporate team leads
and mid-level management deals with strategic items.
MCP is a comprehensive public safety consultant rather than a firm with a single focus or
specialization. Our practice areas, below, are driven by subject matter experts in each of the respective
fields in other words, our specialization is in all areas of public safety from operations to technology.
A detailed corporate profile and areas of service follow.
Operations/FacilitiesRadio/Wireless Network/911
Emergency Management
Communications
Enterprise Client
Consulting
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CORPORATE PROFILE
Mission Critical Partners, Inc. (MCP) is committed to delivering top quality
technical and operational consulting services to help managers overcome
mission critical challenges.
Our award-winning team consists of former public safety managers,
project management professionals (PMPs), and technology, forensic and
policy specialists. MCP principals have each invested more than two
decades in the 9-1-1 industry and continue to serve in key leadership
roles in all the major industry organizationsNENA, APCO, and iCERT
and as advisors to key federal and state governmental bodies. Our goal
is to support our life safety communications clients through improved
policy, systems and processes. Our mission is to be your partner.
As former clients ourselves, we add value by understanding how policy,
financing, governance, operations, and technology must converge to
holistically solve complex issues. We are committed to listening, being
responsive, consistent, accountable, objective and visionary.
We work with our clients to develop a sound approach by first seeking to
understand the challenge, analyzing the data and information available
and developing a durable resolution. We provide unbiased
recommendations and are independent of vendors providing mission
critical products.
SERVICE AREAS
Executive Consulting and Master Planning
Next Generation 9-1-1
Land Mobile Radio
Facility and Technology Design and Integration
Broadband Deployment
Shared Services and Consolidation
Emergency Management Communications
Forensics and Systems Analysis
OFFICE LOCATIONS
We serve clients across North America with offices in the following locations.
Corporate Headquarters: 690 Grays Woods Boulevard, Port Matilda, PA 16870
Phone: 888-862-7911; Fax: 814-217-6807
Branch Off ices: 4801 Glenwood Avenue, Suite 200, Raleigh, NC 27612
502 N. Carroll Avenue, Suite 120, Southlake, TX 76092
2578 Interstate Drive, Suite 106, Harrisburg, PA 17110
105 Bradford Road, Suite 400, Wexford, PA 15090
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LAND MOBILE RADIO
Mission Critical Partners, Inc. (MCP) has a staff of highly qualified radio
experts. Our team has a varied background ranging from technicians in large
municipal radio systems to persons holding electrical engineering degrees.However, all of our staff has one thing in common first-hand knowledge and
experience as public safety users of two way radio. This unique combination
of experience and education brings you a team dedicated to the success of
your project.
Our team approaches your project with only one task in mind your
success. This is accomplished through our unique approach that
determines your operational needs and designs a radio network around
your needs and budget. Many agencies have operational constraints
because of the design and operation of their radio network. The network
should serve public safety users and be yet another tool to keep our first
responders and communities safe. The protection of life and property
begins with a single dispatch. From there, the radio system is the link that
connects and delivers your response and services to your citizens. It is
far too important to trust to anyone other than your partner, your advocate,
and your agent for innovative solutions.
EXPERIENCE INCLUDES:
Design
Propagation Studies
Procurement
Project 25, SmartNet/SmartZONE, EDACS and other Open and
Proprietary Signaling Protocols EME, MPE, and Interference Studies
FCC License Applications, Amendments and Coordination
Microwave and Wireless Broadband
Lease Lines and Commercial Telecom Systems
Proprietary and Open Telecom Standards
Network Transport Services and Protocols Including Analog andDigital
Customer Premise Equipment
Routers and Switches
Mobile Data and Applications
Punch List Development Acceptance Testing
Master Planning (Capital Plan, Operational Impact, Schedule andGovernance)
Implementation and Project Management
IP Networks
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NEXT GENERATION 9-1-1
The Mission Critical Partners, Inc. (MCP) staff has extensive experience with
planning, designing, procuring, negotiating and implementing all Next Generation
9-1-1 (NG9-1-1) call delivery and processing elements. As stated throughout theindustry, Next Generation is a journey. Simply put, the Public Safety Answering
Point (PSAP) environment will continually evolve with new technologies,
processes and expectations. The MCP project team lays out a clear Master Plan
that recognizes the impact NG9-1-1 has on all aspects of the PSAP. As Next
Generation drivers, MCP helps elected officials, PSAP managers, stakeholders
and funding agencies understand the NG9-1-1 impact upon all PSAP systems
including technology, human, policy and funding.
The MCP approach is to establish a thorough understanding of the
environment unique to each PSAP or region. This includes funding models,
system life-cycle analysis, objectives, incident processing approach, networkresources, and governance opportunities. While many firms simply want to discuss call delivery, MCP
develops a plan for incident processing in the PSAP, incident dispatch and data management. MCP
develops a comprehensive Master Plan for the agency or region and a conceptual design to NG9-1-1
deployment. The Master Plan considers all options and establishes timely deployment by incrementally
upgrading technology and recommending policy, funding and governance modifications.
EXPERIENCE INCLUDES:
Master Planning (Capital Plan, Operational Impact, Schedule & Governance)
Design
Procurement (Network, CPE) Network Services
Systems Convergence and Integration
Microwave & Wireless Broadband
Computer Aided Dispatch (CAD)
ESInet Core Functions
Records Management
Customer Premise Equipment
Routers
Switches
Mobile Data
Applications
Punch List Development
Acceptance Testing
Implementation Project Management
IP Networks
ESInet
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EXECUTIVE CONSULTING AND MASTER PLANNING
Mission Critical Partners, Inc. (MCP) partners with clients to develop customized technical and
operational solutions for life safety communications. Our staff has extensive experience serving in
public sector and public safety management roles and applies that depth of real-world knowledge toadvocating for our clients. Through our first-hand experience, we have earned the reputation for being
accountable, prudent, persistent, progressive and reliable problem solvers.
MCP provides services that are initiated at a strategic level. An integral part of our executive level
consulting is providing master planning services. Our team of policy specialists collaborates with
clients to create comprehensive plans that help direct decision making in the public safety sector. In
developing a strategic plan, MCP incorporates master planning, organizational structuring, hiring
assistance, fiscal planning, operations and technology and policy solutions.
By seeking to understand and assembling a strategy that serves as a guide, MCP is able to execute a
comprehensive, tactical approach that addresses all elements of the clients sphere of influence. Our
team directs its collective energy on understanding the full scope of the clients responsibility and
objectives. We evaluate the unique challenges that stand in the way of achieving success. MCP
mitigates those challenges by leveraging policy, as well as human, technological and fiscal assets to
develop a sustainable solution.
Our clients are responsible for delivering reliable
service 24/7 to first responders and the public
while operating with limited resources. In
recognition of the need to achieve more with less,
MCP works to put the client in a position to domore with more. This means structuring
organizations, programs and projects for available
grant funding through policy development,
technology and appropriate fiscal planning.
SERVICES INCLUDE:
Budget and Fiscal Planning
Long-range Capital Planning
Strategic and Technology Planning
Grant Compliance
Policy Development and Support
Master Planning
Governance
Organizational Development
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FACILITY AND TECHNOLOGY DESIGN AND INTEGRATION
Mission Critical Partners, Inc. (MCP) brings more than 25 years of experience in planning, designing
and integrating mission critical technology and operations into new and renovated facilities. Our team
applies hands-on experience with Public Safety Answering Points (PSAPs), Emergency OperationsCenters (EOCs), Fusion Centers and Call Centers to develop the solution that best fits the clients
needs. We are familiar with the requirements of mission critical facility architectural and engineering
design and are highly qualified to manage the many complexities that arise with each building project.
We also apply our understanding of all elements of the facility construction including site development,
electrical, mechanical, structural, security and technology to coordinate systems install, acceptance,
training and operational transition.
The focus of every project is to optimize the functional use of the space for operational integrity. MCP
works closely with the client to develop the technology solutions, migration schedule and operations
floor layout.
SERVICES INCLUDE:
Facility Planning and Programming Hazard Vulnerability Assessment Spatial Allocation Adjacency Requirements Workstation Orientation Power, HVAC, Security and Structural Requirements System Redundancy and Diversity Infrastructure Requirements Tower Location and Path Studies
Facility Construction Coordination Project Management System Install Coordination Contractor Resolution Systems Acceptance Commissioning, Training, Scheduling, Migration/Transition Planning
Design Solutions Architectural Coordination Low Voltage and Data Cable Management Rack, Cable Tray, Pathway and Conduit All Mission Critical Systems (CAD/RMS, CPE and Telephony,
Logging, Video Walls, Workstations, Consoles and Interfaces,Security, Network and Tower)
Procurement Support (RFP Development, Vendor ProposalReview/Recommendation/Selection/Negotiation)
Migration and Transition Services Project Management Scheduling Vendor Coordination Cutover Support Decommissioning Services
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BROADBAND DEPLOYMENT
The FCCs National Broadband Plan: Connecting America projects 150% growth in broadband
deployment to reach underserved citizens in the future. A nationwide broadband wireless network holds
great promise as an economic stimulus and for improving public safety. Mission Critical Partners, Inc.(MCP) leverages expertise and consulting services to assist clients in maximizing the opportunities for
implementation of broadband ecosystem networks that meet these critical needs. Two decades
invested in life safety communications has equipped our team to navigate the complex broadband
issues.
Mission Critical Partners improves public safety and homeland
security through roadmaps for transitioning to an Emergency Service
Internet Protocol Network (ESInet). The technology:
Allows first responders to send and receive video and data
Reduces costs through interagency collaboration
Helps support opportunities to acquire additional funding
required for operating expenses
Promotes innovation in the development and deployment of
Next Generation 9-1-1 (NG9-1-1) and emergency alert
systems
As a foundation for a projects success, MCP drives meaningful
government and civic engagements with representatives in support of
local efforts to deploy broadband technologies. We also help entities
understand and follow policies and standards to maximize incentives
for national priorities in health care, public education and economic opportunity.
To ensure value for the clients investment, MCP collects and analyzes benchmarks and published
market-by-market information on broadband pricing and competition. We then provide comprehensive
reviews of wholesale competition rules, make recommendations that include innovative approaches to
FCC changes, and ensure efficient collaborative allocation and use of government-owned and
government-influenced assets.
BROADBAND SERVICES INCLUDE:
Governance Development
Network Gap Analysis
Network Architecture Design
Request for Proposal (RFP) Development
Vendor Implementation Oversight
Network Operations Framework Development with an IT Infrastructure Library (ITIL) Emphasis
Broadband Security Gap Analysis
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EMERGENCY MANAGEMENT COMMUNICATIONS SERVICES
Emergency management coordinators lead the readiness efforts of local, county and state government
through planning and organization. Mission Critical Partners, Inc. (MCP) supports emergency
managers with expertise in emergency operations, incident command, and the planning and systemsdesignated to support operational integrity.
The MCP team provides communications support services by following a disciplined, well-organized
approach for realizing county, regional and statewide interoperability objectives.
SERVICE PROFILE AND EXPERTISE INCLUDE:
Communications Planning
Master Plans
TICP Plans
Interoperability
Integration
Voice and Data
Resource Management Applications
GIS
Security Systems
Video Display
Public Notification
Alert and Warning Systems
EOC Facility
Programming and Planning
Design Services Hazard Vulnerability Assessments
Infrastructure
Towers/Shelters/Connectivity
Security
Facility
Procedures and Operating Guidelines
Training
Interoperability
Assessment
Planning
Design
Procurement Support
Vendor Negotiations
Project Management and Implementation
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SHARED SERVICES AND CONSOLIDATION
Throughout North America government is asking, How can we do
more with less? Communications centers are impacted by this
question as budgets become tighter, technology matures,operational demands become more complex and training
increases. Many are finding that consolidation is a solution to
consider. The Mission Critical Partners, Inc. (MCP) team has
extensive experience with consolidation efforts in past public sector
roles and as consultants.
We recognize that elected and public safety leaders strive to
provide the most effective and efficient emergency response
system possible. Ultimately, the delivery of quality life safety
services is the achievable objective. MCP develops a collaborative
approach with our clients to assess the opportunity for operational
and administrative efficiencies through potential consolidation,
collocation or organizational change. The MCP teams impartial
and even-handed approach has a proven track record of success.
Todays economic realities require a thorough program analysis to
define a future path of economizing while effectively delivering
service. Appropriately applied, consolidation or collocation can
achieve operational efficiencies through systemic interoperability
via staffing, scheduling, technology, training and reduction in
systems cost basis.
By seeking to understand the answer to What is success? MCP establishes addressing that question
as the project objective. MCP appreciates the necessary balance required of seemingly competing
objectives with operations, organizational, technology, fiscal, human resources, and governance
issues. The variables and constraints associated with each are carefully weighed to develop an
approach with a lasting solution. MCP is sensitive to the sense of ownership and loyalty each
community and agency has with a local communications center. We honor the history of service while
providing an independent view of how the community is best served by advancing to the future.
To assure a comprehensive transition that is as smooth as possible, we also provide assistance with
the migration efforts and the many challenges inherent in combining organization, facility, technology
and operational resources. The convergence into a unified communications environment can be painful
in the absence of proper planning and execution. MCP actively works toward pain avoidance by
converging all aspects of the emergency communications environment into an all-inclusive solution.
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FORENSICS AND SYSTEMS ANALYSIS
Proven advocacy skills for our clients are the crux of Mission
Critical Partners, Inc. (MCP) forensics services. Forensics
analysis can be used to locate the root cause(s) of a systemfailure, verify receipt of full value on a contract or purchase
and assist in a formal court determination of facts.
By establishing current conditions and benchmarking against
recognized communications best practices, the MCP team
develops a practical solution set for improvement in service
delivery. Our team provides change agent services for sustainable organizational recovery. Each
forensic engagement involves a comprehensive three-step investigation: (1) Data Gathering and Fact
Finding (2) Analysis and Perspective and (3) Findings and Recommendations.
CONTRACT COMPLIANCEMCP represents our clients interests by executing a logical information gathering process to
understand contract objectives and then performing a methodical review of documents and
responsibilities. If we find discrepancies, MCP recommends a corrective course of action. We establish
a plan with milestones, metrics, communications and responsibilities and manage client risk to
maximize return on investment.
9-1-1 INVOICE FORENSIC REVIEW
MCP has a knowledge base in tariff structure and related invoicing that often reveals overpayment for
services. The MCP team specializes in 9-1-1 network, routing, database and fee collection. Applying
our forensics skills, we generate findings and recommendations for cost recovery and negotiate
settlements on behalf of our clients at little financial risk to the client.
9-1-1 INCIDENT FORENSICS
MCP provides assessment services to define and mitigate risk. Any system can
have components (or technicians) that do not perform as intended, potentially
resulting in a loss of life or property. In a pre-event environment, our team
evaluates call routing, switching, database integrity, system performance,
operating guidelines, and training for service optimization. Post-event, MCP
assesses equipment or process failures to define causal effects. We understand
the high visibility of any event where system or human error negatively impacts
reliable 9-1-1 service, and we offer improvement recommendations without prejudice.
Systems analysis, design and implementation are otherkey services MCP provides. In todays mission
critical environment, the various technologies and applications used to manage risk are integrated with
one another in the successful operational environment, and no one system stands alone. By
understanding the need for high reliability, low risk performance in the 24/7 world, MCP applies our
extensive knowledge of technology, telecommunications, policy, operations, and accountability to
achieve success on behalf of the client.
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SCOPE OF WORK
ANALYSIS AND DATA COLLECTION
Project Initialization Meeting
MCP will meet with Macon County within ten business (10) days of project award to conduct a project
kickoff meeting. During that meeting, various administrative actions to include introduction of team
members, team responsibilities and expectations of the project will be reviewed. Any changes to
project expectations from the submission of this scope of work will be reviewed and discussed. The
project manager (PM) and County staff establish project schedule, finalize project report requirements
and develop contact lists and a communications plan.
During the second part of the meeting, our team will work with the County to review and discuss in
further detail the overall project plan and the detailed work plan. MCP and County representatives will
agree on the information to be gathered on systems, resources, operational procedures and issues in
the County and identify any sensitive topics to be examined and reported on. The team reviews the
information and details available on the existing system and sites, potential tower sites/facilities,
Federal Communications Commission (FCC) licenses, and contact information for stakeholders.
A step-by-step review of the content illustrated final deliverables for the project will be conducted to
during the Project Initialization meeting. Any updates or changes will be made to ensure that all
expectations by the County are correctly documented.
First Responder Stakeholder L evel Assessm ents
Up to two (2) separate meetings will be conducted with First Responder level stakeholders to
accommodate any specific needs by this group. At times, these stakeholders may have a somewhat
different perspective as day-to-day system users. MCP will include the specific issues presented by the
First Responder stakeholders and document them as a part of the assessment.
MCP anticipates that discussions will be held with representatives from public safety agencies in Law
Enforcement; Fire; and emergency medical agencies and dispatch representatives. The discussions
are designed to capture an understanding of the following:
System concerns: technological or operational limits perceived by users in the function of the
system or other factors which affect agency communications.
Locations where individuals perceive radio reception as limited or unavailable
Future system operation, features and equipment requirements, such as:
Field unit (mobile and portable) features and accessories
Interoperability requirements
Paging and messaging systems
Encryption and other enhanced features
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Mobile Data applications
Dispatching and related operations
This list is representative of the typical data to be collected. MCP expects to finalize the data collection
elements during project initiation.
Coverage Requirements Analysis
Radio propagation analysis and modeling is accomplished using EDX, Signal Pro to develop
conceptual coverage expectations and create preliminary approximations for sites location and
configuration. MCP will review existing documentation concerning site transmission and field unit
reception requirements to review site design expectations. Interference and radiation considerations
will be evaluated to determine system design or site development requirements.
Our team will also review any historical prediction documents made available during this task to review
previous recommendations with the County. Once analysis is completed, it will be reviewed with the
County to identify areas requiring specific coverage levels to determine if any additional sites would be
required to enhance coverage in those areas.
PSAP and Dispatch Operations A nalysis
Analysis of the Countys PSAP will generally fall into some specific areas of investigation. The team
will discuss the approach to evaluation of the PSAP during project initiation to ensure that the approach
is sufficient to capture data in key focus areas.
Console System EvaluationThe Dispatch Console System performs key functions and must meet specific requirements. The
existing console system will be evaluated in the context of how it meets the dispatch requirements in its
current capacity. This information will be gauged against characteristics of modern dispatching.
MCP will conduct an evaluation of the PSAP/Dispatch Center to include:
System support for radio channel requirements
Modular design and ability to support local and remote operator positions
Reliability with no single points of failure (i.e. any position shall be able to back-up any other
position with full features and functions)
Network configurationability of the supervisor or system administrator to access and updatepositions from a central location
Software programming/hardware reconfiguration requirements
Ability to store, retrieve, and edit multiple custom operator screens and configurations for each
operator position
Auxiliary switch and indicators for external devices
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Operator Position Equipment Evaluation
Each operator position has a number of characteristics including the technical operation of the system,
the quality of the position, the ergonomic design and ease of operation which can impact an individuals
focus and concentration over extended periods (typically eight to twelve hours). MCP will review these
characteristics to determine how effective the current design is at meeting expectations along with thepotential changes in the new system. Items to be considered include:
Display Screen: flexibility, number of tabs, functions available at each operator position
Quantity of items on the screen at one time, radio dispatch functions from one screen display
Channels available at each operator position, how these channels appear on the screen, names
associated with channels, channel options, auxiliary outputs and auxiliary indicators, etc.
Construction, material durability, etc.
Equipment Evaluation would include at a minimum the review of the following items:
Display, keyboard, mouse
Microphone
Headset and footswitch operation Speakers (Select, Unselect, etc.)
Computers
LAN Interconnection
Conventional/Trunking Requirements
A review of some of the current trunked or conventional capabilities at the operator position will provide
insight into functional use of the console system and what capabilities may be more desirable than
others in design of the new system. Items include:
Soft key/on screen transmit function and resource configuration
Monitor or transmit function of proposed and existing radio channels Call indicator for radio channels controlled from dispatch
Multiple channel selection
Position patching of two or more channels for field users to communicate directly
Cross mute at a position in order to eliminate localized noise and potential feedback between
operators
Unselected audio preset un-mute capabilities
Telephone and radio operation from a single headset
Instant recall recorder
Type (independent and common) audio level controls for radio volume and telephone volume to
the headsets
CAD Interface
MCP will evaluate the CAD system and its interface to the console. Historical data will be reviewed to
determine if there are any recurring issues which could impact the design and replacement of the
current dispatch system. Data will be collected on the Manufacturer, Type, Installation Date and other
relevant data.
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Instant Recall Recorder
Type of Instant Recall Record and its function will be evaluated during the PSAP analysis. Length of
recording per channel and method of controlling the instant recall recorder will be evaluated.
Telephone InterfaceType of telephone integration, display and control functions at that position will be evaluated.
Central Equipment
Evaluation of the central equipment condition and function to include collection of information on the
following information:
Equipment Racks
Make
Model
Detailed rack layout/elevation drawings for each location
Power Supply Technical specifications
Redundancy
Local Operator Interface
Remote Operator Interface
Conventional Base Station Interface
Trunking Network Interface
CAD
Logging Recorder Interface
Radio select audio
Operator audio
I/O and Auxiliary Interfaces
Special Interfaces
Time Sync Input
Ethernet 10/100 Base T
Logging Printer and Alarm Indications
Communications Sites
New Site Selection and DevelopmentThere are a number of challenges in acquiring new site locations. MCP will work with the County to
evaluate locations selected as candidates for site construction and work to identify suitable locations
based on key aspects of system design. Each site location must contribute to the overall picture of
system coverage which presents key characteristics of site selection to consider.
Site Acquisition
Early in the analysis phase, it will be important to identify candidate locations and begin reviewing the
possibility to include them in the system design. RF Propagation analysis is a tool that can be used to
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identify locations within the county that could be considered optimal locations for site construction and
to provide the best coverage with the fewest number of sites to construct. These candidates would be
compared to existing locations, areas with perceived value due to their location and county owned land
parcels that can be considered places that could provide optimal coverage. These among other factors
will be reviewed with the County to identify the best approach to identify site locations. Identification of candidate locations
Evaluation of propagation studies
Review of currently considered candidate locations
Comparison with initial studies for analysis
Research potential environmental issues which could be initial roadblock
Explore alternatives for lease site locations
Initial consideration of FAA and FCC requirements
Permitting and zoning impact considerations
These are all steps in the process, but many will be accomplished concurrently and independently insome cases, but MCP will work with the County to optimize the tasks.
Site Development
Once the candidate locations have been selected, the team will conduct surveys and document current
conditions and availability. Availability can be confirmed for each locations proposed by contacting
lease owners and confirming availability and costs. Any required approvals for new construction or
modifications to existing locations can be identified along with estimates of costs associated with capita
and recurring expenses at each location. Size and scale of the system would be further defined once
the conceptual design is completed.
Communications sites are a key component of the systems infrastructure. MCP will collect data aboutthe sites to determine their current configuration and identify modifications which may be necessary to
accommodate the new site equipment. Areas of evaluation include:
Cable and wiring management systems
Power service (minimum ampere service based on existing equipment and equipment to be
installed)
Compliment of power outlets and circuit breakers to accommodate the site reconfiguration
HVAC configuration (single, dual lead/lag configuration, etc.)
Interior grounding systems
Lightning and surge protection systems
Cable entry ports total/occupied/available
Generator type, service, capacity, etc.
Uninterruptable Power System or sufficient battery backup depending on equipment
configuration and primary power requirements
Security and fire detection systems
OSHA requirements for personnel safety kits, eye wash stations (if batteries are used),
etc.
Internal grounding system bonded to site grounding system
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Alarm connections and interface requirement
Antenna systems
Master ground bus to properly ground antenna cables
Ice bridge between the tower and shelter
Grounded to ground bus at feed line entrance ports
Equipment remaining
Racks remaining in facility
Evaluate serviceability
Grounding system documentation is reviewed and all shelters, equipment cabinets,
fences and grounding systems are assessed to document they are properly connected
to the ground, according to current industry standards.
Master ground system documentation is reviewed; 4-point soil conductivity test results to
ensure proper ground construction and five ohms or less resistance
Installation of video surveillance system to deter copper theft and vandalism
New Equipment Proper install in shelters
Rack mounted equipment
Review equipment maintenance records and logbooks
Video surveillance system at remote locations to deter copper theft and vandalism
Recommendat ions
Upon completion of the Countys PSAP analysis, a report of the findings will be used to develop a
comprehensive recommendation which would include to what extent any existing equipment and
systems can be preserved or upgraded. Physical conditions and operation will be further evaluated to
determine system life cycle replacement options. MCP intends to review the list of our proposed areasfor data collection with the County during project initiation to ensure county specific requirements are
included. MCP will endeavor to identify and review various options for the County to review in making
the final determination on dispatch systems.
System Backhaul Analysis
Microwave / Wireless Backhaul Analysis:
A physical assessment of the systems used to connect the PSAP and EOC to various tower sites in the
County will help to determine the health of the wireless portion of the Countys backhaul network. Data
will be gathered and evaluated in the following main categories:
Wired Network Backhaul and Physical Construction
MCP will review the Countys T-1 data circuits to gain an understanding of their historical operation and
how well they have performed during emergency situations when they are most in demand. At time,
backhaul can be overwhelmed when expansion has occurred in locations which cause the capacity to
be exceeded during moments of increased activity. MCP will also evaluate the opportunity to leverage
the anticipated ESInet for intra and inter-county connectivity.
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Communications networks that are constructed to supply backhaul service should be configured with
efficiency and effectiveness in mind. Typically these network installations are designed to support the
minimum bandwidth required for the service being attended to. This can result in a combination of
facilities and solutions being utilized in a single solution. It is important to evaluate and review the
available options for the following considerations:
Network Upgrades and Modifications
Through coordination with county personnel, and assessment of neighboring network infrastructure and
any newly implemented or planned upgrades will be included for analysis. The information collected
will be helpful in determining the focus for network modifications. The County can make specific
determinations to ensure that any new network construction is compatible with planned changes in
neighboring counties to ensure no impact on future county interoperability.
Recommendat ions
Upon evaluation of the Countys backhaul infrastructure, a report on the findings will be used to develop
a comprehensive recommendation which would include to what extent the existing infrastructure can be
preserved. Physical site conditions and available space will be further evaluated to determine if
restrictions exist which could pose a problem during transition activities. MCP intends to review the list
of our proposed areas for data collection with the County during project initiation to ensure all
requirements are reviewed prior to task initiation.
County-to-County Interoperabi l i ty Analysis
Interoperability and Mutual Aid Requirements will be evaluated based on feedback from users and how
they relate their needs during the data collection. This information will be analyzed to determine howmutual aid occurs in the County and how it needs to be incorporated in the development of the future
system.
MCP will develop an understanding of neighboring counties systems designs and propose
recommendations for the Countys interoperability functions for mutual aid to include:
Mutual aid operations with non-County agencies
Technical and operational concerns associated with operating in multi-agency scenarios and
how to accommodate them in the design of the new system
State, federal and other agencies who are involved during emergency situations
In addition to how the system facilitates interoperability, MCP will review the procedural aspects related
to federal guidance, NIMS and ICS functions and the DHS Safecom Interoperability Continuum. This
information will relate in part how existing communications plans will be affected by the changes of
technology.
MCP will make recommendations that may include changes to the current methods of interoperability to
accommodate the introduction of new technologies and procedures. MCP understands the sensitivity
many agencies have to changes in their current manner of performance and all recommendations or
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suggestions concerning changes will be introduced with the utmost discretion and respect for existing
processes.
These recommendations and changes would be incorporated in determining the final functional
configuration of the equipment to achieve the maximum degree of interoperability.
Major Deliverables
Meeting minutes from conference calls and in-person meetings
Bi-weekly status reports on project progress
Written recommendations for action on vendor change orders
Site survey forms from conducted site surveys
Written recommendation to accept functional acceptance testing based on direct oversight
of testing by MCP personnel
System acceptance punch-list completed by MCP that verifies system complies with
contractual requirements accompanied by written recommendation to accept system
PROJECT EXPERIENCE
Please refer to the following project experience sheets for project information and experience andreferences.
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CLIENT: Johnston County, North Carolina
SERVICESPROVIDED: VHF Countywide Paging System Consulting
CLIENT CONTACT: Jason Barbour, 911 Director
Department of Emergency 911 Communications
919-989-5611
PROJECTDATES: January 2012 to April 2012
CHALLENGE: In recent years, the population of Johnston County increased from 121,000 residents in 2000 to
more than 165,000 residents in 2010a 26% jump that has tasked the countys single site, wideband paging
system to its limits. As an added concern, the County has been struggling to find a way to close a significant
service gap that will be created when it converts its paging system to narrowband mode to meet FCC mandates.
To help it overcome these obstacles, the County retained Mission Critical Partners, Inc. (MCP) to assist in theassessment, development and implementation of a new multi-site system that can help ensure the safety of
County residents.
SOLUTION: MCP developed a two-tiered strategy to help Johnston County meet its project goals.
The first tier included an in-depth needs assessment to determine the Countys operational, functional and
regulatory needs and requirements. This included a comprehensive review of current equipment and a thorough
analysis of how the FCC Narrowbanding Mandate would impact the systems existing coverage and capabilities.
User surveys and focus group meetings with various users helped guide the development of an effective
transition plan.
The second tier emphasized system design and vendor communications. Based on its understanding of county
standards and needs, MCP developed project specifications that functioned as a conceptual design for the
countys new system. This served as the foundation for a comprehensive RFP that outlined all technical,
functional and performance requirements of user agencies and departments. To complete the process, MCP
worked closely with county officials to objectively evaluate vendor responses to the RFP; maintain open lines of
communication with all vendors during the review process; and negotiate the final contract for the selected
vendor.
KEY RESULT: Johnston County issued an RFP to solicit bids for the replacement of its single site paging
system with a countywide narrowband paging system. MCP worked closely with the County to choose a qualified
vendor that implemented narrowband voice and digital paging systems that have been highly acclaimed by field
users.
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We have been with Mission CriticalPartners from their inception and I can
say they have put together a trulyprofessional and qualified team. MCPworks side by side with us in
accomplishing our goals. They trulyare our partner in this major publicsafety initiative.Randall J Brozenick, Director of Public Safety
CLIENT: Armstrong County, Pennsylvania
SERVICES PROVIDED: Executive Consulting and Master Planning
Interoperable Regional Radio Systems
Emergency Operations Center Oversight
Migration Plan
CLIENT CONTACT: Randall J. Brozenick, Director of Public Safety
724-548-3430; [email protected]
PROJECT DATES: May 2010 to Present
CHALLENGE: Armstrong County, located in southwestern Pennsylvania,
took the initiative to upgrade three significant components of its county-wide
emergency and non-emergency communications system. The upgrade
included:
Working in partnership with adjoining Indiana County to securefederal funding for and provide broadband capabilities throughout
rural communities in both counties
Replacement of an aging public safety VHF radio system with a
P25-compliant digital radio system that meets Federal
Communications Commission (FCC) narrowbanding requirements
Designing and constructing a new county Emergency Operations
Center (EOC) and Public Safety Answering Point (PSAP)
SOLUTION: The County selected Mission Critical Partners, Inc. (MCP) to
serve as Program Manager of this multi-faceted public safety capital improvement project. As its first step,
MCP developed a research-based approach which considered the projects purpose, scope, cost and schedule
in relation to the Countys communication mission. This approach guided the MCP team as it managed the
process of combining the three projects into one comprehensive solution. This solution included:
A three-county public-private partnership that would bring broadband capabilities to rural underserved
areas. Armstrong County leveraged the broadband network by using it for all levels of connectivity for
public safety radio, county telephony and data transport.
A 14-site P25 800 MHz radio system that was developed by leveraging a master switch in adjacent
Westmoreland County for multi-county interoperable communications capability and 95/95 portable
coverage.
An EOC project programmed by MCP in coordination with SCHRADERGROUP architecture, LLC.
As part of its project oversight responsibilities, MCP developed capital and operating budgets for the project. In
addition, MCP managed the scope of various vendors, professional service providers and contractors on behalfof the County, as well as system implementation, commissioning and decommissioning.
KEY RESULT: Armstrong County Department of Public Safety and E911 opened its new 5,000 square foot
EOC and PSAP in March 2013. The upgrade to a multi-county, P25 compliant digital trunked radio system
went live in June 2013.