HomeMy WebLinkAbout12/03/2012 Work SessionCity of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, DECEMBER 3; 2012
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, December 3, 2012 at 6:24 p.m., with Mayor Lundberg
presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors Pishioneri, VanGordon, Wylie, Moore, Ralston and
Woodrow. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City
Attorney Bill VanVactor, City Recorder Amy Sowa and members of the staff.
1. Public Safety Systems Update.
Information Technology Director Rod Lathrop presented the staff report on this item. Springfield was
in the process of migrating from obsolete Mainframe Public Safety software to modern vendor
supplied solutions. The new Public Safety System would include SunGard Police Records
Management System (RMS) and Computer Aided Dispatch (CAD), EIS .Tail Management, Fire and
Life Safety Fireflouse RMS and TeleStaff Scheduling, and Tyler InCode Courts RIMS.
Springfield currently spends about $380,000 annually to support obsolete Public Safety software for
Courts, Police and Fire. Starting in FYI Springfield, in conjunction with regional partner Eugene,
began an ambitious replacement project. The highest level goal for this project was to create a safer
community. This would be achieved by implementing modern, vendor- supported applications that
would enhance both operations and decision support. There would be new functionality such as:
• Automatic Vehicle Location which would send the closest available unit to respond to an
emergency;
• Advanced Crime Analysis to enable better Data Based Policing;
• Mobile Field Reporting which would automate the generation of Police Reports, auto -
populating the electronic report with CAD and RMS data and managing the validation and
acceptance process,
• Integrate products across divisions to improve efficiencies and eliminate redundant data entry;
• Automate the voucher, payment and collections process at Courts;
• Bring multiple Fire programs together within an integrated RMS to enhance operations and
comply with State reporting requirements;
• Provide powerful staffing and scheduling capabilities to help keep Fire apparatus functioning
with full crews at peak efficiency.
Together the new programs would cost about $765,000 spread over FY12 — FY14. Annual
maintenance and support costs for the new enterprise would be $225,000, plus about 1 FTE of IT
support (existing position).
Through a combination of negotiated vendor concessions, consortium pricing, shared server hardware,
and shared implementation services, Springfield had reduced our purchase, implementation and
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Council Work Session Minutes
December 3, 2012
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ongoing costs for system replacement by about $1260;000 over 7 -years across all the Police; Fire and
Courts projects.
Mr. Lathrop explained some of the new software. Nearly every piece used by the public safety system
was being replaced and integrated together. Some additional items that were not in the current system
included Crime Analysis base and Automatic Vehicle Location (AVL). He explained some of the
benefits of these new programs.
Councilor VanGordon asked if the AVL would save with Fire and Life Safety transports.
Mr. Lathrop said it may not save gas, but would save time. The AVL would enable the closest unit to
get to where they needed the fastest.
Councilor VanGordon said it would seem that using the AVL would save time from the dispatcher
point, and could also gain some cost savings. He wanted to look at all of these changes and how much
they could save the City. He would like to know that information. There could be a savings in fuel by
sending the closest unit. He asked if the Crime Analysis program was available for Ambulance or Fire.
Mr. Lathrop said it was built into the SunGard product which was directly related to Police, and was
not set up to assist Fire and Ambulance.
Mr. Grimaldi said there was a difference in trending for Fire and Ambulance calls compared to Police
calls. The City looked at trends for Fire and Life Safety through the Standards of Cover report which
was done annually.
Councilor Ralston said this was very exciting. Police and Courts would benefit the most in time
savings with report writing, yet Police officers would still have to type in information. He asked if
they had looked into voice recognition programs to assist with that part of the process.
Mr. Lathrop said a lot of the incident information would auto- populate from the computer aided
dispatch call and the records management call; so there would be less to type. Also, every Police
vehicle would have swipes for driver's licenses which would auto initiate the DMV search engine
providing information on the person and the vehicle they were driving. Voice recognition software
was behind where it was needed for this purpose. Background noise was also a factor for voice
recognition which could affect accuracy.
Councilor Pishioneri asked if the AVL had automatic collision avoidance software that could
determine the rate of speed of two police vehicles heading for the same emergency.
Mr. Lathrop said he had not seen that type of software in any of the specs, but he would look into it.
The AVL could recognize rivers and other geographic points, and also knew about construction and
other traffic tie -ups.
Mr. Lathrop noted the cost to implement this software over the next three fiscal years. They were
already live with Courts, were going live this month with the records management piece for Fire and
Life Safety (F &LS), were going live next month with scheduling for F &LS, were going live the
second quarter of 2013 with jail management, were going live the fourth quarter with the records
management piece for Police and everything would be done by the second quarter of 2014. The cost
was high; but the annual costs were going down dramatically. Another benefit was that the companies
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December 3, 2012
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supporting this new software would continue with support and were responsible for keeping the
products fresh and up to date. Staff worked hard to get the best possible deals on all of this software;
and were very successful with this project. The purchase price was about $750,000, but there was a
$1.2M savings on purchase price and annual costs, in part because everything was being shared
regionally.
Mr. Towery said referred to Councilor VanGordon's question about cost savings. He said staff may
not be able to predict the savings from the AVL. They could possibly get a sense from other
jurisdictions that had used the software of the impact, although each geographical area and placement
of stations was unique. Staff could tell them how things change from date of implementation by using
performance measures that were in place.
Councilor VanGordon said that was what he was looking for. Being able to measure that would be a
benefit.
Councilor Moore said her trust in technology was high, but she was concerned about backup. She
asked about cloud storage and where our backup would be stored.
Mr. Lathrop said the most core component of police dispatch and records was being located in our
regional data center which was a nonstop computer. Within the main box, there were modules which
automatically checked each other and replaced modules if they went bad, while also sending a
message for a new part. The current up -time worldwide was less than two minutes a year of downtime.
Councilor Moore asked about security in the event of a disaster and loss of electricity for a week. She
asked what type of backup was in place for that type of situation.
Mr. Lathrop said if commercial power was lost, the regional data center had a large backup which
could power the whole thing. For most emergencies, the backup would be adequate. They didn't have
major disaster recovery functionality, but had offsite tape backups. Staff would take a week or more
getting up again and it would be very expensive. All of our emergency services had paper plans for
emergency situations that could be used. Dispatch could get by without technology.
Mayor Lundberg said she was glad we were not working on AIRS anymore. There were good savings
from dropping that system. She liked the AVL to know where people were and felt it would help save
time along with many other advantages. She thanked staff for their hard work.
2. Capital Project P21037 —Project Overview.
Civil Engineer Kyle Greene presented the staff report on this item. The City of Springfield's Capital
Improvement Program (C.I.P.) identified the 10 ' and `N' Street Upgrade (P21037) as a priority project
with a budget of $3,935,000.00. This project was currently under construction and the progress would
be outlined for Council.
The City's 2008 Wastewater Master Plan identified several projects to address wastewater system
rehabilitation, upgrades, and expansion. Projects within the Master Plan, including the 10`r and 'N'
Street Upgrade, were prioritized within the Council adopted C.I.P report.
The 1 Oa' and `N' Street Upgrade project first entered the C.I.P. in the 2010 -2014 report, due to
identified capacity deficiencies. With a budget of $3,935,000.00, the original project scope was to
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December 3, 2012
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expand the capacity of the existing sanitary sewer system by adding a parallel 24 -inch line alongside
the existing sewer line.
The project design phase was initiated in 2010 with City resources. During the design phase, the
project scope was expanded to add nearly 6,000 linear feet of pipe rehabilitation from the Basin 22
Sanitary Sewer Rehabilitation Project to achieve project efficiencies. Combining these projects also
adjusted the overall budget to $5,000,000.00.
Staff had to coordinate this project with multiple entities. ODOT, Lane County, SUB Water, SUB
Electric, a property owner and other utilities all had a part in this coordination process.
The project was let for bid in May 2012, with Wildish Corporation being the successful low bidder.
Construction began in July of 2012 and was ongoing, with an anticipated completion date in the
summer of 2013. Phase 2 of the project was currently midway through the design phase with
construction scheduled to begin in summer 2013. The Council Briefing Memorandum (Attachment 1
of the agenda packet) provided additional background information on project design and construction.
Mr. Greene said the agenda packet provided a good deal of background on this project. He noted that
this was a project done nearly completely in house as far as design and working through the
construction.
Mr. Greene showed a power point of this project. The project location was identified on the map. He
discussed why this project was done and provided photos showing the project construction.
Councilor Moore said she lived in that area, and she appreciated how efficiently traffic moved along as
the project was underway.
Mayor Lundberg said having a big sign with the phone number with the staff contact was very helpful.
She thanked him for the presentation.
ADJOURNMENT
The meeting was adjourned at 7:00 p.m.
Minutes Recorder —Amy Sowa
7" '
Christine L. Lundberg
Mayor
Attest:
Amy So a
City Recorder