MINUTES BROWARD COUNTY CONSOLIDATED COMMUNICATION COMMITTEE MEETING APRIL 20, 2016

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1 MINUTES BROWARD COUNTY CONSOLIDATED COMMUNICATION COMMITTEE MEETING APRIL 20, 2016 MEMBERS Commissioner Lois Wexler, Chair PRESENT: Michael Ryan, Mayor, City of Sunrise Alphonso Jefferson, Jr., Assistant County Administrator Bruce Loucks, City Manager, Cooper City Keith Dunn, Assistant Chief of Police Town of Davie, Vice Chair Mike Burton, Chief, Tamarac Fire Rescue Bob Pusins, Broward Sheriff s Office, Department of Community Programs Cheryl Rashkin, Manager, Broward County Trauma and EMS Section Charles Wohlitka, Broward County EMS Council Bob Swindell, Business Community Representative Rodney Turpel, North Lauderdale Fire Rescue ALSO Brett Bayag, Director, Office of Regional Communications and Technology, Broward County PRESENT: Thomas J. DiBernardo, Fire Chief, City of Sunrise Roger Krege, Sunrise Police Department Angela Mize, Assistant Director, Department of Regional Communications, BSO Maeghan Foley, BSO Latasha Elmoadawy, BSO Tangila Tucker, BSO Sheri White, BSO Chuck Conners, SFRD Chad Dashnaw, BSO Michael Nairn, ORCAT Ruben Troncoso, Pines FD John Picarello, Pines FD Gerry Cataldo, Wildfire Camera Networks Bob Dunlap, Wildfire Camera Networks Gary Rogers, City of Lauderdale Lakes CRA Liza Parazinski, BSO Rene Harrod, County Attorney s Office Daniel Revis, ORCAT Henry Cabrera, CCPD John DiCentio, CCPD John McNamara, Broward County Council of Professional NC/AS 1

2 Firefighters Tony Sabin, Program Manager, Broward County Greg Lees, CCPD Nancy Cavender, The Laws Group A meeting of the Broward County was held at Emergency Operations Center, Room 332-B, 201 NW 84 Avenue, Plantation, Florida on Wednesday, April 20, 2016 at 2:00 p.m. (The following is a near-verbatim transcript of the meeting.) AGENDA ITEM I - WELCOME COMMISSIONER WEXLER: Good afternoon, everybody. Welcome to the 4C Committee. We are going to begin. My name is Lois Wexler. You see our names. It -- you know, just THE REPORTER: Just call the names? COMMISSIONER WEXLER: -- can you read our names? No, we don t even do that. No, we have a sign-in sheet that s gone around. A number of people may be late. I don t know if Cheryl had RSVP d or Bob had MR. JEFFERSON: He s behind you. COMMISSIONER WEXLER: No, no problem at all. No, no, no, no, no. I m happy to have you, as it was noticed, Commissioner Wexler, are you the only female up there? I said, no, I m not. There s at least one more. UNIDENTIFIED SPEAKER: That s right. COMMISSIONER WEXLER: Right. MS. RASHKIN: Speaking for a one. COMMISSIONER WEXLER: Okay. So we have our attendees. AGENDA ITEM II - APPROVAL OF MINUTES - FEBRUARY 25, 2016 MEETING COMMISSIONER WEXLER: I hope that all members of the committee have been able to review the minutes of the February 25th meeting. They were sent out a day or two ago, Monday, something. And has everyone had an opportunity to review them? Are there any additions or corrections? Seeing none, may I have a motion to approve, please? NC/AS 2

3 MR. JEFFERSON: So move. COMMISSIONER WEXLER: Been moved by Mr. -- by Alphonso, seconded - - CHIEF DUNN: Second. COMMISSIONER WEXLER: -- by Chief Dunn. All those in favor, indicate by aye. Opposed, like sign. Thank you. That s the easy part of the meeting. VOTE PASSES UNANIMOUSLY. AGENDA ITEM III - ADDITIONAL ITEMS FOR THE AGENDA COMMISSIONER WEXLER: Okay. Are there any additional items for today s agenda? AGENDA ITEM IV - FOLLOW-UP ITEMS FROM FEBRUARY 25, 2016 MEETING COMMISSIONER WEXLER: It s a pretty meaty agenda, and I hope that you ve had an opportunity to go through the follow-up items, because if there are some follow-up items that you don t believe are going to be addressed on today s agenda, then bring it up now, as we typically do, and staff will let us know whether it will be identified under one of these topics here. Okay. Thank you. AGENDA ITEM V - REPORT OUTS- REGIONAL CONSOLIDATED DISPATCH SYSTEM - RADIO SYSTEM PROJECT UPDATES COMMISSIONER WEXLER: All right. Then we will move forward with report outs. Brett? MR. BAYAG: Thank you, Chair. Agenda. Before we get started, I would like to mention one thing. I wanted to say that April is national E -- National E911 Education Month, and just let everybody know that, in recognition of those that serve, the telecommunicators, call takers, and dispatchers, the Broward County Commission will be doing something on the -- on the meeting next Tuesday in recognition of the efforts, the work, and the tireless efforts of the telecommunicators. There s a few -- there s three, actually telecommunicators across the County that will be recognized for their exemplary service. And I do want to say thank you for -- for all of the -- all of the telecommunicators hard work, working tirelessly to -- saving lives and making Broward County a safer place. That NC/AS 3

4 will occur Tuesday at the Broward County Commission meeting. COMMISSIONER WEXLER: meeting? The 10:00 a.m. meeting or the 2:00 p.m. MR. BAYAG: It s at the 2:00. COMMISSIONER WEXLER: 2:00 p.m. Okay. MR. BAYAG: Yes, ma'am. COMMISSIONER WEXLER: Clearly, I haven t been asked to participate. MR. BAYAG: Okay. On the report outs, a couple of things. Want to -- want to give the board -- or the committee, rather, an update on the radio system. And we have a number of system replacement procurements that are occurring pertaining to the radio system, so if I can get us on the right page. Here we go. Over the course of February and March, the Board approved activities associated with those procurements. First off is the megahertz interoperable overlay system. This is a single site system that s being installed in accordance with the grant that we were able to receive from the RDSTF, and it will essentially give -- make it interoperable with the federal, state, and municipalities, and also provide a level of backup should our system get overburdened. An agreement was executed with Motorola. Again, it s a single site system. That was executed on March -- in March. A Notice to Proceed was provided to Motorola in March. The expectation is that we get that completed within the time frame that the grant -- or prior to the grant expiring, which is currently on as May 31st. So we expect to have that up and running by May 31st. The P25 Public Safety Radio Replacement Project, this is a -- a lot of us are familiar with that this is a forklift replacement of the existing public safety radio system in the County, replacing with the next generation P25 radio system. The activities associated with that, law and fire representatives were both invited to participate on the evaluation and selection committee. There s a two-step procurement process that s underway. Step one is an RFQ for us to identify qualified vendors. Step two will be actually putting out an RFP for those that are selected as qualified vendors to respond to. We expect to have those -- the selection committee is getting together on April 26th to identify those vendors that are qualified. The Board will -- is expected to approve those in May. Demonstrations are currently scheduled -- NC/AS 4

5 well, after the Board approves it, it will be published for response, and we ll have demonstrations scheduled, tentatively scheduled for September. Evaluation committee meetings are tentatively scheduled for September and November of this year, and working towards an executed -- ultimately executing an agreement by January. And the expectation is that system will go live in COMMISSIONER WEXLER: Could I ask you to interject, because I don t think it was real clear. It s a two-step process, the replacement system? MR. BAYAG: Correct. COMMISSIONER WEXLER: It is a pre-qualifying. The vendors that will be pre-qualified will be Commission approved in May. When will that RFP be Commission approved? Because I don t kind of see that here. MR. BAYAG: That is also expected to go out in May. COMMISSIONER WEXLER: Okay. Because, members and audience members, that s also an opportunity for the public, law enforcement, fire, and vendors to come forward and state any issues or concerns that they may have at that time. MR. BAYAG: Correct. MR. JEFFERSON: If I may just COMMISSIONER WEXLER: Although I know they ve been participating, if they wanted to, in -- with -- on the standards. MR. JEFFERSON: Yeah. And I was going to say that just for -- just to piggyback off Commissioner Wexler, the draft specs are out there, so anybody can see the draft specs and comment back to the project manager on the draft specs. COMMISSIONER WEXLER: Thanks. MR. BAYAG: It s also the alpha numeric paging system that s being replaced. Our current system is operating at a reduced capacity, so this one is a -- there is a level of urgency associated with this procurement. The Board approved for an RFP to go out in March. Again, there s fire representation on the evaluation committee. We requested an emergency procurement based on the current status of the system, the state -- again, it s a -- it s a system that is operating at a reduced NC/AS 5

6 capacity. In fact, in the end of March to the beginning of May, we ve had one of the sites that cover the south and western portion of the County that was down for a few days while we were repairing it, so it was even a greater reduction of capacity that we were operating in during that period of time from March 28 through I believe it was April -- early April when it was restored, April 12th, I believe. So, again, because of the status, it s a -- it s an end of life system that s really being held together and -- and being maintained with old parts, where can get them. So there s an urgency to get that replaced, that procurement completed. Best and final offers were requested of responding vendors, and - - with an expectation to award a bid for this one in May so that we can replace the system as soon as possible. COMMISSIONER WEXLER: Excuse -- excuse me. There was an item on the agenda to reject all bids, so Purchasing needs to declare a state -- the -- your emergency MR. BAYAG: Correct. COMMISSIONER WEXLER: -- and then after that, it s your plan to go back to whoever it was that responded to ask them for best and final? But it s outside of that part of the procurement process, because that s over. We rejected all bids. MR. BAYAG: That s correct. COMMISSIONER WEXLER: Okay. Okay. Because that s not how it sounded when you said it. MR. BAYAG: There was a rejection of the bids based on an eligibility conflict, and that s kind of what caused us to send in the emergency request, again, because of the state of the system. COMMISSIONER WEXLER: Yeah, definitely. MR. BAYAG: The Fire Station Alerting System is also being replaced, also a forklift replacement. Again, we have fire representation on the evaluation committee. The Board approved an RFP to be published in March. Demonstrations for that one are tentatively scheduled for June and July. Evaluation meetings are tentatively scheduled at this point for May and July. The go live date for that will be determined. I -- and these specifically on this one and the P25 dates that -- that I m speaking of, it says, tentatively. We re working with the procurement team NC/AS 6

7 through those project schedules, so these are what s set right now, but, you know, there s -- there s all the -- always the possibility that some of those dates may change. BDA ruling, there was finally -- last time we met, the last two times that we met with the Board of Rules and Appeals, there was not a quorum, so the amendment to the -- to the building code that we were trying to get through the -- through the committee was postponed a couple of times. But they actually did have the meeting this time on April 10th, and it passed. So this amendment to the building code, again, established countywide requirements on the proper installation and configuration of bi-directional amplifiers, or BDAs, and, again, to reduce the possibility of those impacting the public safety communication system. And that building code became effective on April 1st, so we re glad to report that s been finally passed. COMMISSIONER WEXLER: That took about a year. MR. BAYAG: It took a while. COMMISSIONER WEXLER: They didn t have a quorum for a long time. UNIDENTIFIED SPEAKER: They don t move fast. COMPUTER AIDED DISPATCH PROJECT UPDATE MR. BAYAG: CAD system. COMMISSIONER WEXLER: They re Mayor Ryan s favorite board. MR. BAYAG: The CAD system is another system that we re replacing. And this system -- this project has been underway for some time, about 18 to 24 month project, expected -- this one is expected to go live in the first quarter of The project team consists of a core team with representation from all of the Police and Fire Chiefs Associations, Communications Union, of course the Sheriff s Department, municipal partners, and the County. The team s been, over the course of the project, working on putting together requirements, provisioning the system. We re -- we ve had a staging system in place whereby we can provision the system currently. We re getting the production system installed now. The team s been focused recently on setting up or planning for training. We ll have training for both call takers and dispatchers, and also train the trainer training for field personnel. So we ve arranged with the vendor to provide all of the training to the call NC/AS 7

8 takers and dispatchers, in fact, using the facility that they own -- or they lease now out in Plantation, and then we ll also be conducting training -- like I said, train the trainer for both law and fire/rescue. Dates of the training are -- are mentioned here, scheduled to begin for call takers and dispatchers in August. Each participant will have 40 hours of training on the CAD system. The -- it will be running -- it will be running all 24 hours so that we can cover all shifts. And it s expected to be completed by December 1st. As far as the train the trainer courses, those are expected to begin the week of July 25th for law, September 26th for fire. And we will train up to 60 trainers from all of the participating agencies so that they can go back and be prepared to train the users, the end users. COMMISSIONER WEXLER: questions or comments? Now, before you go on, are there any MAYOR RYAN: Madam Chair, thank you. I just want to make sure that all the stakeholders agree with this schedule, that it s achievable, and that it s sufficient, that is, the number of hours being planned is sufficient for this training. Don t want to find out later that somebody felt that there should have been more and we were unable to do that. Is everybody on the same page? UNIDENTIFIED SPEAKER: Yeah, we have it. COMMISSIONER WEXLER: Bob, did you want to comment? UNIDENTIFIED SPEAKER: Go ahead, Bob. MR. PUSINS: Yes. For BSO, I think we re anticipating that that 40 hours should be sufficient, but we re not sure until we start getting into the training to see how long it goes. Another concern that we have, but I know that s just part of the process, is that our training is going to start in August, end of August, September, but will not go live until sometime in the first quarter, so these skills could be diminishing skills. And that s a concern that we have, but it s something that we -- you know, we still have to move forward with it, but I m just raising those issues right now. COMMISSIONER WEXLER: Well, the -- it starts the end of -- in August. It ends December 1st. The first quarter begins in January. When do you expect to really go live? Beginning of the first quarter or the end of the first quarter? MR. BAYAG: Our current project schedule, January 17th, UNIDENTIFIED SPEAKER: January 17th. NC/AS 8

9 COMMISSIONER WEXLER: And there s lots of people to train. MR. PUSINS: So if you train somebody at the front end of the schedule COMMISSIONER WEXLER: I MR. PUSINS: -- they might be COMMISSIONER WEXLER: -- I -- valid point. Valid point. I understand that. Is there -- and I suspect -- who s doing the training? MR. BAYAG: Motorola. COMMISSIONER WEXLER: Okay. I m sure that this is not their first rodeo, and that they have done this around the country, and maybe even around the world. What do I know? But I would think that -- and I would hope the question was asked -- first of all, I hope that your team is at the table. Are they? UNIDENTIFIED SPEAKER: Yes. MR. PUSINS: Yes. COMMISSIONER WEXLER: Okay. And that the question has been asked regarding that phasing part, because I can see where it could definitely be of concern. Those that have trained in August/September, now comes January; do you need a refresher, that kind of thing. Absolutely. But they re responsible. I hope they were asked what do you do, how do you do, have they ever done this many people in training, have they done it in this way previously. Has that question been asked? MR. PUSINS: Let me ask Angie to respond, because I think she s been actively (inaudible). COMMISSIONER WEXLER: Certainly. Of course. MR. BAYAG: While -- while Angie s coming up, I do want to point out, and I kind of went over this, but we do have it in the presentation that there will be - - they will be providing post-training exercises and video training, trying to facilitate that retention, so that -- and -- and so they ll have an opportunity to be able to, you know, do some exercises outside of that 40 hours of training, leading all the way up to the day that they cut over. COMMISSIONER WEXLER: NC/AS 9 I m sure that neither Mr. Pusins or Mr.

10 Jefferson wish to spend another evening at Pembroke Pines. I m sure you don t. And I just really believe that whatever we can do proactively on the front end to not have a we need it further or we -- we should have done it this way, or 40 hours wasn t enough as it relates to training and implementation smoothly is imperative that that be really, really laid out on the front end. And I know you both know that. I m -- I just want you to make us feel that that has been done, because I -- just from reading this, I don t get that yet. That s why I stopped this conversation here. MS. MIZE: So THE REPORTER: Your name, first, please? MS. MIZE: Angie Mize, M-i-z-e. THE REPORTER: Thank you. MS. MIZE: We ve been working with ORCAT, particularly Daniel Revis and his team, with regard to developing a strategy to implement the next gen CAD, utilizing recommendations from Motorola, who, like you said, have had experience in doing this. The plan basically begins with identification of super users, duty officers, site management teams, who are going to go in first, and they re going to be trained by Motorola. They ll have an opportunity to get into the system, to work through the system, work through Motorola s training agenda and identify any areas that do need to be readdressed or to be enhanced in any way. Once those couple of phases go through, there s an opportunity, basically a buy week, that s been identified to basically allow everybody to circle back and make sure that there s no concerns. This is before the actual floor users really hit the system. Every week, a new group of floor users will be hitting the training, utilizing Motorola s training agenda, and the super users will be involved in this process along the way. With every tier of training that is done, the CAD system is going to be presented at the site, so that they will have an opportunity to continue to utilize the skills they ve learned, and there s going to be developed skill and proficiency assessment processes done, so that every week a new assessment is submitted. Group A is going to complete their assessment, turn it in. Group B goes to training. Now you have Group A and B. They re going to get a brand new assessment, and they re going to go ahead and go through it. So by the time we reach December, there s going to be a period of time where everybody would have had, minimally, one month work of assessment on the system NC/AS 10

11 itself before we go live. So, again, following Motorola s guidance on this, having done this before, Daniel and his team is also making it as similar to the current CAD system as possible to not cause any unnecessary changes. This is a very different system than what we re accustomed to, so they re trying to make as much of the similarity represented in the new system so that we don t have an insurmountable battle. So, you know, as much as we can keep similar, they re making every effort to do that. COMMISSIONER WEXLER: I feel much better now. MS. MIZE: Thank you. COMMISSIONER WEXLER: Thank you. Mike? MAYOR RYAN: A couple of follow up questions. Was there -- first of all, is anybody from Motorola here? It would have been good, perhaps to have them here. Was anything recommended by Motorola in terms of training time frames or retraining strategies, or resources that was not adopted in this plan? MR. BAYAG: I m going to ask Daniel Revis, who s the program manager to address that. Daniel, can you COMMISSIONER WEXLER: Daniel, want to come up front, please MR. REVIS: Sure. COMMISSIONER WEXLER: -- and introduce yourself for the record. MR. REVIS: Technology. Daniel Revis, Office of Regional Communications and THE REPORTER: I m sorry, sir. I couldn t hear that. Daniel? MR. REVIS: Daniel Revis, R-e-v-i-s. THE REPORTER: Thank you. MR. REVIS: Office of Regional Communications and Technology, and Communications Administrator. To answer the question, yes, you ve had Motorola in the room, along with the Broward Sheriff s Office. We ve had several workshops and discussed the training strategy that Angie just outlined. They do recommend the 40 hours, but, again, to your point, if there s additional training that s necessary or we see that folks are falling behind, we ll make those adjustments as we go. NC/AS 11

12 What we ve also done is we ve taken folks out of the facility, out of the regional centers, where we train them at the Motorola facility in Plantation, which makes sure that we have their complete and undivided attention when they re in the training room. In addition to that, we re going to have, as Brett mentioned, a videographer is going to be recording the training classes and making sure that, should they need a refresher or they need something they need to go back to, they can go back to either the video or the training documents that will be created and we ll leave them with once they leave the class. In addition to that, Angie s team is going to be creating and assisting us with some post -- some post-training scenario-driven exercises to make sure they understand the system and they understand how they re going to input events and what the results of those events will be as they navigate through the system. So it s very comprehensive, the dialog that we ve had, and it s always been with Motorola, and we feel like we have a pretty strong game plan in place. MR. RYAN: I m sorry. Just -- first of all, I appreciate the collaboration, but was there anything that Motorola -- Motorola recommended that, from the, if you will, the Chinese menu of things that they wanted to have done for this transition that was not adopted by the teams? MR. REVIS: I don t believe so. Nothing specifically comes to mind. I think everything that they recommended was things such as the videographer on site. Also, they re the ones who proposed having training at their facility to create that situation where folks were not being distracted by other activities or other duties. Those are some of those things that we took in and adopted in our plan. Unless -- Angie, you agree with that? MS. MIZE: Absolutely. MR. REVIS: Okay. MAYOR RYAN: All right. With regard to proficiency, how are you intending to tease out perhaps some who are not adjusting as well for additional training above the 40, and how early will you be able to identify those people before they re put live in the first quarter? MR. REVIS: I ll defer that to Angie. COMMISSIONER WEXLER: I think you need to go over there with that question. NC/AS 12

13 MS. MIZE: Yeah, I -- I honestly would think that during the course of the training itself, again, the super users being in attendance, our training team is going to be -- have clear representation there, I think that during the course of having gone through training, they re going to be in a position to better be able to assess how the operators are performing. Any kind of individualized attention at that point, we should be able to pinpoint and identify it. It will also weed itself out through the assessments if they re having difficulty. So, you know, again, having not gone through this degree of an upgrade to the CAD system, you know, with regard to, you know, personally, my experience, this -- this is a completely new ball game for us, so we are taking the lead from Motorola s recommendation, and I think the plan has been as comprehensive as possible to get us prepared, so. MR. REVIS: One thing I want to add to that -- I m sorry -- one thing I wanted to add to that, in addition to the training plan, we re also developing -- collaborating on a go live plan, which will take into account stress management, it will take into account risk assessment MAYOR RYAN: I do have some questions on it. Before we get there, though, on the live (inaudible.) MR. REVIS: Sure. MAYOR RYAN: With respect to the proficiency, to the extent that you identify certain operators need additional time, do you have sufficient resources to then add additional training hours and pull them out of whatever work situation to make sure they re following? MS. MIZE: We re going to have to. This is not going to be a matter of if we can. It s going to be we will. MAYOR RYAN: Prior to -- COMMISSIONER WEXLER: And I -- and I hear it loud and clear. I mean, first thing is see are -- Mayor, are dollar signs. And so have there been dollars factored into this already for the training and, if need be, is there a contingency for additional dollars? Or is that coming to the commission for that? MS. MIZE: Yes, for this particular project there s actually been dollars that Daniel has taken the lead in arranging. Yes. COMMISSIONER WEXLER: Okay. Thank you. NC/AS 13

14 MR. JEFFERSON: Can I just follow up? COMMISSIONER WEXLER: Was that one of your concerns? MAYOR RYAN: Yes. That is exactly right. The -- the human resource priorities are COMMISSIONER WEXLER: Right. MAYOR RYAN: -- more important than the budgetary resource issue. MR. JEFFERSON: And let me follow up. If, Daniel, can you comment under our -- with Motorola, our contract, it allows for us to have additional work authorizations under our existing contract to do additional training if we need to? MR. REVIS: Yeah, such as with the contract, as Alphonso was mentioning, we do have optional services built in for refresher training or additional training classes which we ve already exercised. We ve already gone back and worked with County administration and the Office of Management and Budget to secure an additional 15 classes for BSO. In addition, what we did is we worked with BSO to identify what the overtime expense would be associated with taking people off the floor into those training classes. So, again, we ve tried to kind of cover all the basis. COMMISSIONER WEXLER: Right. MR. REVIS: And, again, once we get into it, I m sure we ll -- there ll be other things that are recognized, and we ll adjust accordingly. MAYOR RYAN: And to that point, as you get through this training, obviously, it s going to be organic in nature. You ll find some things are working better than others, more time may be have to be spent in different modules or whatever. The aim is January 17th, I think you said, roughly, to go live. And I have some questions about that in a second. But in terms of the final decision that you say 99 percent of our folks seem well trained, they ve been refreshed, we can go, how and who is making that decision, and is it a joint collaboration decision? You can see where all my questions are going MR. REVIS: Sure. MAYOR RYAN: -- so that if we have problems afterwards, I m hoping that we tease out all the answers and nobody can say afterwards either we tried to NC/AS 14

15 tell ORCAT they should do more, or ORCAT, you know, wanted to do something different. I wanted to make sure we re talking about it today. MR. REVIS: Yes. COMMISSIONER WEXLER: We ve learned that lesson. MR. REVIS: Well, I can -- I can speak to the -- the philosophy and the structure of the way we ve managed this program. It s been completely grass roots. It s been completely collaborative. That was the whole intent of establishing a core team. All of the decisions that have been made up to this point have been done through collective decisions by the Police Association membership, or the Fire Chiefs, or BSO Communications, or FOP that sits at the table. So those - - those have been in the room as we -- as we ve been designing the system. MAYOR RYAN: And will they be at the -- at the table on the decision to flip the switch or MR. REVINS: Absolutely. I wouldn t MAYOR RYAN: -- so -- so what you ll MR. REVINS: -- take away (inaudible). MAYOR RYAN: -- so what you ll end up doing is you re going to report out what you think has been the success rate of the training, and then Chiefs Associations and the other stakeholders, unions, are all going to be at the table and say, yes, we re ready to go or, no, we re not ready to go. MR. REVINS: Yes. COMMISSIONER WEXLER: If they are not ready to go live on January 17th, then they won t go live on January 17th. MAYOR RYAN: Well, the question isn t if they re not ready. The question is is it -- if there s a dispute as to who s ready. And I would -- I m just -- I want to get to the point COMMISSIONER WEXLER: It s got to be collaborative. MAYOR RYAN: Well, I understand it s got to be, but I haven t heard that -- that it is, and who makes that ultimate decision. That s what I m just trying to get to. NC/AS 15

16 MR. REVIS: Yeah, I can speak to that, as well. So, for example, last week -- I think it was last week or the week before -- I met with members that were nominated to sit at a table with me to discuss the mobile CAD training for law enforcement, the same thing existing for fire/rescue. And so it s not just the dispatch center being ready for go live. It s also the mobile field users for the law and fire. So what we did is that s -- that s a different type of format in the training. It s train the trainer. Once we train those trainers, it s now up to them to deliver that training out to their end users. So every two weeks, what we had asked them to do, and memorialized in the minutes after the meeting, was we want to get a health report or a progress report on where they are in terms of how many users have been trained for each agency to be able to -- to determine whether or not we are ready from a -- you know, from a numbers perspective for go live. At that point, if we see that we re behind, you know, like I said before, we ll make the adjustments and push go live out. We will not do it prematurely. I assure of that. It will be a collective decision. MAYOR RYAN: And I -- and I put it in the context of ACD that we re going to talk about in a little while. I m a -- I COMMISSIONER WEXLER: Exactly. MAYOR RYAN: -- I ve been one of those supportive of backing off. As much as I think ACD needs to happen, it is better to make smart decisions and make sure there s sufficient training. More training is better than less in these contexts. So from my perspective, as long as it s collaborative -- as long as it s collaborative and everybody at the table, including those that are on the front end the union folks are saying, yes, we re ready to go, or we re not ready to go, so their voices are heard, that s the most important thing before you switch. Now, when you go live, help me here to understand this. Is this going to be all three centers go live at the same moment? Is it a redundancy system? Is -- how is this going to occur? MR. REVIS: Yes, all three centers will go live. The system is fully redundant. It s also fault tolerant within the centers and -- I m sorry, within the data center from a system perspective. What we need to determine is whether or not we go live with just the dispatch centers and hold off on having them all go live at the same time, because what we don t want to do is we don t want to over burden the folks that are just coming on line at the same time. So that s all part of the go live plan that we re working through. Right now, it s too early to tell how we develop that -- that plan, that schedule, but those are some of the discussions that we re having to determine how we lay that out. NC/AS 16

17 MAYOR RYAN: All right. That s fair. And whether it s double shifts and everything else, that s all going to happen and be something you all figure out. And, again, the -- this is going to be a very stressful time for everybody in the center as well as -- I ve never heard the term, super users, and I -- you know, I d like to be super anything, but super users are cool. You know, what s the plan for dealing with what could be a very stressful situation on top of an existing stressful job in this transition? COMMISSIONER WEXLER: Yoga. MAYOR RYAN: I m with you. MR. REVIS: You want to answer that or you want me to answer that? MAYOR RYAN: I -- I second the motion (inaudible). MS. MIZE: Basically, we re going to saturate the floors with -- with the super users. So, essentially, the super users are identified as such because they would have had the most direct hands-on, they would have heard the lesson plan being repeated and exercised multiple times. They would really be, on Motorola, have the most direct experience. The plan essentially is to saturate the floors with those people, which is why we re trying to get a core team of super users identified and get them in training ASAP and help develop the future lesson plans and to help Motorola in guiding the new trainees coming into it. So to destress, the best thing we can do is to saturate the floor. So if I m sitting here and I forget how to exercise a command, the person to my right can be flagged down and say, okay, you re hitting this or that. Again, the key and the core thing that I know Daniel put a lot of stress on was trying to keep the system as familiar as possible so that -- you know, the less change, the better off. You know, obviously, this is a much superior system than what we have, but the more things that are common to what we understand, the less chance that I m going to fumble on initiating a traffic stop. So that is really what the goal has been, which we appreciated from an operational standpoint. CHIEF DUNN: And those -- the super users are going to be not working the console? They re going to be MS. MIZE: Correct. CHIEF DUNN: -- free-floating, ready to NC/AS 17

18 MS. MIZE: Yes. CHIEF DUNN: -- jump in? COMMISSIONER WEXLER: Alphonso? MR. JEFFERSON: Hey, Daniel, regarding the old CAD, will that CAD still be available and -- if something happens with the new CAD? MR. REVINS: Yes. MR. JEFFERSON: How will that -- what s -- what s the contingency plan? MR. REVINS: We ll keep the old CAD. It will be off line. They won t be using it, but it will still be available. So essentially what we re doing is we re creating an environment for -- for both applications to cohabitate. They will coexist in the same terminal, so in the event that we need to switch back, it s just -- it s just -- it s a shortcut. It s already on the desktop. Once we reach a stability period of whatever that time period will be, six months or so, then we ll go ahead and -- and start removing that system, as well as the shortcuts, from both the mobile data terminals as well as the terminals that are in the (inaudible) home center. So, yes, there will be a contingency plan in place. MR. JEFFERSON: How will that be determined if they need to go back to the old CAD? I mean, I guess you would just look at it, see how they re -- how things are going with the new CAD, and some determination will be made if we go back to the old CAD? MR. REVINS: Yes. So in the contract, what we -- what we did is we established a reliability period. And that reliability period basically takes into account 30 days of no severity one or severity two issues. So if we start seeing that the -- that the system is filled with errors or people are -- are struggling with some of the issues that are being encountered, we ll again come back and determine whether or not we want to roll back. But that s -- that s -- that s the last resort. You know, we want to make sure that we don t do that and do our best to -- to get through all of those issues, rather than just giving up and going back to the old system. Now, one other thing I wanted to mention is this go live plan that I speak about is something that is still in very, very draft form. It s not yet ready to distribute, but these are just some of the components that we re working on and will be distributing to the core team shortly to get their input and make those additional adjustments. So these are all components that -- that we re -- that NC/AS 18

19 we re currently working through that ll be existing in the -- in the go live plan. It ll be approximate -- it ll probably be like a 50-page document. We ll also have approximately 20 Motorolans on site, both in the regional centers as well as out in the field. MAYOR RYAN: Motorolans? COMMISSIONER WEXLER: Motorolans. MR. REVINS: Yeah. Super users, Motorolans. MAYOR RYAN: But I take it from what you said, we re going to have additional resources available, since we ve cut back on air conditioning in this building. Is that COMMISSIONER WEXLER: I thought it was just me, but it s not. MAYOR RYAN: No, thank you for conserving. Thank you. No, thank you, Daniel. MR. REVINS: You re welcome. UNIDENTIFIED SPEAKER: All right. Thanks. COMMISSIONER WEXLER: Are there any -- no, I thought it was -- seriously, I thought it was me. No one else was going like this (demonstrating). I think, all right, well, it just must be me. MAYOR RYAN: Never let them see you sweat. I think you told me that once. COMMISSIONER WEXLER: Yeah. Are there any other questions? Bob? MR. SWINDELL: Just briefly. So the display stations existing equipment, the -- the hardware part of this that is going to be in place, and essentially you re bringing new software. Are we replacing hardware in advance of this, or is the current equipment sophisticated enough to allow the operators to use this new software? MR. BAYAG: No, we ll be replacing the hardware as well. MR. SWINDELL: So that ll be happening before -- so they ll be able to use the old CAD system while the new display stations -- how s that going to work? I mean, you re going to have to change out a lot of equipment at one time if you do it all NC/AS 19

20 COMMISSIONER WEXLER: Daniel, you may want to come back up. MR. BAYAG: The migration plan will be -- we re -- we re already replacing or installing the new servers and the back office equipment. As far as the migration from the old to the new, Daniel can expand on that. MR. SWINDELL: Yeah, so the display stations will stay constant, or will they be changed out as well, and the old software can be used on the new equipment, and then when you make the changeover, you ll be able to just flip that switch? MR. REVINS: Yeah, so 18 months ago we actually swapped out all of the work stations for 911 centers to comply with the requirements of this new system. So we re already ready to go with the -- the infrastructure to support the new application. What Brett was saying also was we are replacing with brand new servers that will be hosting this system. So those will be running in parallel. But as it relates to the client devices, those have already been placed. They ll be ready to -- to utilize both applications. We ve also done a mobile data terminal assessment for law enforcement and fire/rescue to make sure that those mobile data terminals have the appropriate memory, processor speed, the hard -- hard drive requirements to support the applications. Those have already been done, and we re ready. MR. SWINDELL: So Angie s operators are looking at terminals that they re going to be using when the new CAD software is switched on. MR. REVIS: Their monitors and workstations will not change. The software will (inaudible). COMMISSIONER WEXLER: Any other questions? Really good. UNIDENTIFIED SPEAKER: Thanks, Dan. COMMISSIONER WEXLER: And before we move on to the next subject, ACD, which will be another lengthy discussion, and rightly so, I want to introduce Chief Rodney Turpel. CHIEF TURPEL: Yes, ma'am. COMMISSIONER WEXLER: Welcome. CHIEF TURPEL: Thank you. NC/AS 20

21 COMMISSIONER WEXLER: I understand that you are the new appointment to this 4C or are you just a temp? CHIEF TURPEL: Well, I might be a temp. We ll see. The Fire Chiefs Association is committed COMMISSIONER WEXLER: To have someone in that seat. CHIEF TURPEL: -- Chief -- Chief Burton, who s in the room today COMMISSIONER WEXLER: Yes, I know. CHIEF TURPEL: -- could no longer sit in this seat. COMMISSIONER WEXLER: Yeah, I -- I m well aware of that but CHIEF TURPEL: And I m -- I m covering for him today, and then we meet at the Chiefs organization early next month, and then we will have this figured out. COMMISSIONER WEXLER: Are you going to want to be back? Okay. All right. I m just joking with you. UNIDENTIFIED SPEAKER: Plead the fifth. COMMISSIONER WEXLER: Welcome. CHIEF TURPEL: Thank you. ACD PROJECT UPDATE COMMISSIONER WEXLER: Okay, Brett. ACD. MR. BAYAG: Okay. ACD. In the spirit of insuring that we re ready and comfortable to move forward, there was a collaborative decision made to postpone the implementation of the ACD. And that postponement, that decision was made over the course of the last couple of weeks, and, again, we want to make sure that we re all ready and prepared to handle calls on a - - on a first in/first served basis across the County before flipping the switch. So we ve had conversations with -- with the operator, and, you know, we all agree, you know, let s -- let s make sure we re ready. The project, of course, we re -- you know, things that are going -- still going on associated with the project. There is training still going on by the operator. We ll be, on our side, working with our vendor to reschedule and line up resources for us to be able to implement it at a future date and time NC/AS 21

22 when we re -- when we agree that we re going to go ahead and move forward with this. We re also working out our -- our test plan and making sure that we ve got a good solid test plan once we do the cut over. I ll open it up for questions or comments. COMMISSIONER WEXLER: concur? BSO, do you want to comment or do you MR. PUSINS: We concur completely. COMMISSIONER WEXLER: So we don t have any date or anything like that at this point, but we ve done that UNIDENTIFIED SPEAKER: No. COMMISSIONER WEXLER: -- we ve done that multiple times. It s best to let s wait and see how we progress and, at some point in time, I -- I m going to share with you what I would like to really see. And I -- and it has to do with the Fitch report and their assessment. And I hope that I m not going to be disappointed in what is going to be submitted in the way of information and recommendations as a result of that report, because I m expecting some benchmarking. I m expecting some take a look at best practices across the country and similar size entities and help us to determine, help you to determine if what and how we are functioning meets those standards. Because I know enough to ask that question, but I don t know what the answer is. And so I was hoping, and I am still hoping, and I passed you a note, I know, that says that because that draft is due to the Commission in May. And if there is no mention, or if they haven t gone down that road at all, I m going to be one pissed off Commissioner. I m going to tell you that. MR. PUSINS: Which road in particular are you speaking of? COMMISSIONER WEXLER: That there -- that as far as P2/P3 misdirected no, not misdirected, the procedures that are used out there, the training that s used out there, the protocols that are used, how many questions are asked before they roll. I -- you know, I know that Pembroke Pines is engaged in the -- in the Gallagher model. Whether the Gallagher model is the best model or not the best model, I don t know. So it s those kinds of benchmarking questions that I would like to know for us here in Broward County what are standards that then, when we go out there NC/AS 22

23 to communities, to cities that are questioning this regionalized system, that we can indeed refer to a document and say, but this is the best one, this is the standard, and we are following that standard. And, by the way, it may not be the Gallagher model. That s what I m looking for as a result. And I don t know what the answer is, Bob. So part of that conversation is why we turned to Fitch as an internationally recognized company in this field to help us -- us, you and the County, understand those best practices moving forward. Because this is hard. This is very, very hard work, and there are lives at stake here. So we don t want to hear, we don t want to read some of the things that we ve heard and the articles that we ve read, and I think that sometimes it s best to not hear it from you and not hear it from Angie or not hear it from Brett or this one here, and -- and -- and hear it from the expert outsider. That would be you. MR. JEFFERSON: No, but you called everybody else s name COMMISSIONER WEXLER: Oh. MR. JEFFERSON: -- and this one here. COMMISSIONER WEXLER: Oh, I m sorry. MR. JEFFERSON: It s okay. MAYOR RYAN: She didn t -- she didn t take me off the list. COMMISSIONER WEXLER: No, he MAYOR RYAN: I can still say stuff. COMMISSIONER WEXLER: -- he s my buddy. He s my buddy. I m going to tell you, there isn t another County Administrator that works harder than this man to my left down there. A lot of them spend a lot of time eating. UNIDENTIFIED SPEAKER: Oh, God. COMMISSIONER WEXLER: He (inaudible). MR. JEFFERSON: You can strike that one out. MAYOR RYAN: Madam Chair, on the ACD, first of all, I just want to thank COMMISSIONER WEXLER: Oh, that s where I was going. NC/AS 23

24 MAYOR RYAN: -- I want -- I want to thank the operator, ORCAT, the County for standing down on this. The worst thing that could have happened is that it progressed too rapidly. And that being said, it does need to be executed on. I hope this is not a project of infinity and, rather, that we have some deadline. So I -- to the extent we can keep this on the call out reports each meeting we have, I would appreciate that. COMMISSIONER WEXLER: Absolutely. Consider it done. Thank you. Okay? Now, have they received the backup to this, what you shared with me last night? MR. BAYAG: The -- oh, the COMMISSIONER WEXLER: The MR. BAYAG: -- mobile sheet? COMMISSIONER WEXLER: -- mobile log in. MR. BAYAG: Yes. COMMISSIONER WEXLER: It doesn t say much on this. It says DPD and details pending, so they would have this, right? Oh, I m sorry. They do. COMMISSIONER WEXLER: Okay. Oh, no, that s fine. MR. BAYAG: That was a draft of the presentation. COMMISSIONER WEXLER: All right. That s fine. I have so many copies of this thing that MR. BAYAG: Yeah. This -- actually, right here, it has all the details. COMMISSIONER WEXLER: Okay. MR. BAYAG: There was a discussion last time about, you know, we have a large number of tickets that come in through the trouble ticketing system, and many of them are routine in nature. (Inaudible) changes, configuration changes that are requested, things like that. The discussion was, well, we want to know that -- you know, if there are material items that impact the operation or -- or actually the operation of dispatching. There was an incident that I wanted to discuss associated with that, and that s the mobile log-in issue that occurred on March 31st. Essentially, there was a -- the server -- we have all the details here -- it was -- some agencies briefly experienced issues logging in to the mobile PMDC or the mobile apps. What does that NC/AS 24

25 mean? That means that essentially the CAD, you know, the mobile data terminal or mobile data computer that some of the units have -- or all the units have, I should say, and some of the other apps, they couldn t log onto them remotely. It s kind of a VPN that allows you to do that. There was an issue from 6:00 to around -- from 6:00 a.m. to 10:30 on that day. It was only affecting new connections, so if you were already connected, you weren t going to be disconnected. But if you tried to connect from, you know, beginning of the day or -- or, you know, disconnected and wanted to reconnect, that s where the issue occurred. Again, the effect was they weren t able to log in to the CAD. We had a total of five reports that came in through our ticket system associated with this. I think they were limited to a couple of agencies that reported it, Hollywood and Lauderhill, if I m not mistaken. We sent communication out to the users to advise them. Essentially what happened, the primary server became unresponsive because of a module network that s down here, mobile network, and a analytics module that was running on that system -- or on that server, rather. We switched everything over to the -- to the backup server to get things operational temporarily until we really mitigated the issue, which was to remove that module off the primary server and then moved everything back over to the primary server. And we ve also put preventative measures in place to mitigate any future occurrence. So I just wanted to let everybody know that this was, I d say, one of the -- something that was notable and wanted to let the committee know what happened and how it was rectified. COMMISSIONER WEXLER: Questions? One of the things, before we move into the PSAP performance update, one of the things that I neglected to do was under the Radio System Project Update, left in the pending from last time, was the hospital coalition. And you, Brett, were -- or you were going to mention it in your report out. MR. BAYAG: Yes. It s in the follow-up. COMMISSIONER WEXLER: That they did meet with you? MS. RASHKIN: Yes. I want to thank your staff for going back out again and giving them some instruction. But I ll be coming to you later, because they need some more in depth training. So I do want to thank you and your staff, because they did a great job. I know it s a difficult crew to deal with, because NC/AS 25

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