CM-06-07-155CAPITAL AREA COUNCIL OF GOVERNMENTS
INTERLOCAL CONTRACT FOR PSAP MAINTENANCE, EQUIPMENT UPGRADE,
AND TRAINING
Sec. 1. Parties and Purpose
1.1. The Capital Area Council of Governments ("CAPCOG") is a regional planning
commission and political subdivision of the State of Texas organized and operating under the
Texas Regional Planning Act of 1965, chapter 391 of the Local Government Code, as amended.
CAPCOG has developed a Strategic Plan to establish and maintain 9-1-1 emergency telephone
service in State Planning Region 12, and the Texas Commission on State Emergency
Communications has approved its current Plan.
1.2. The City of Round Rock ("Public Agency") is a Texas home -rule municipality that
operates one or more Public Service Answering Points (PSAPs) that assist in implementing the
Strategic Plan as authorized by chapter 771 of the Health and Safety Code.
1.3. This contract is entered into between CAPCOG and Public Agency under chapter
791 of the Government Code so that Public Agency can maintain its PSAP(s), upgrade its
equipment, and train its personnel to participate in the enhanced 9-1-1 emergency telephone
system in the Region.
Sec. 2. Goods and Services
2.1. Public Agency agrees to:
(1) purchase supplies such as printer paper, printer ribbons, cleaning materials, etc.
necessary for the continuous operation of its PSAP(s);
(2) upgrade its PSAP equipment and software, as authorized in the current Strategic
Plan, by requesting CAPCOG to purchase new equipment and software;
(3) protect the PSAP equipment and secure the premises of its PSAP(s) against
unauthorized entrance or use;
(4) practice preventive maintenance for the PSAP equipment;
(5) provide emergency communications training to call-takers/dispatchers as described in
CAPCOG's 9-1-1 Policies and Procedures Manual;
(6) protect the confidentiality of 9-1-1 database information and of information
furnished by telecommunications providers, and notify CAPCOG's Emergency Services
Department in writing within two business days of the receipt of a request for 9-1-1 database
information, or for information furnished by telecommunications providers, made under the
Texas Public Information Act;
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(7) use the Emergency Notification Services database information only to warn or alert
citizens of an emergency situation where property or human life is in jeopardy, and protect the
database information from unauthorized use.
Sec. 3. Contract Price and Payment Terms
3.1. CAPCOG agrees to compensate Public Agency in the total amount of not to exceed
$500 for its performance of this contract.
3.2. Within 30 calendar days after the effective date of this contract, CAPCOG agrees to
pay Public Agency $500 for the purchase of supplies authorized by the current Strategic Plan.
Public Agency agrees to certify in writing to CAPCOG, within 30 calendar days after this
contract ends or is terminated early, that it expended all or a specified portion of the amount
received to purchase supplies, and to refund to CAPCOG any unexpended portion
3.3. If Public Agency made expenditures under this contract in violation of applicable
law or policy, Public Agency agrees to repay CAPCOG for those expenditures within 60
calendar days from the date CAPCOG notifies Public Agency of the repayment amount due and
the reason repayment is required. If Public Agency does not repay the reimbursement when
required, CAPCOG may refuse to purchase 9-1-1 equipment on Public Agency's behalf and may
withhold all or part of the unpaid reimbursement from Public Agency's future entitlement to
reimbursement under this or future interlocal contracts between the parties for PSAP
maintenance, equipment upgrade, and training.
3.4. (a) Before the 60 -day repayment period expires, Public Agency may appeal in
writing to CAPCOG its determination that Public Agency repay the reimbursement, explaining
why it believes the determination is wrong, or Public Agency may request CAPCOG in writing
to extend the 60 -day repayment period, proposing an alternative period and justifying its need, or
it may both appeal and propose an extension. CAPCOG agrees to submit the appeal or proposal
or both to the Texas Commission on State Emergency Communications with its recommendation
and to furnish Public Agency with a copy of its recommendation. The Commission's decision on
Public Agency's appeal or proposal or both is final.
(b) The appeal authorized by Sec. 3.4 (a) is the only mechanism for challenging
CAPCOG's determination under Sec. 3.3 that Public Agency repay the reimbursement. The
early termination provisions of Sec. 10 and dispute resolution process of Sec. 11 are not
available to challenge CAPCOG's determination.
Sec. 4. Effective Date and Term of Contract
4.1. This contract takes effect September 1, 2006 and it ends, unless sooner terminated
under Sec. 10, on August 31, 2007.
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Sec. 5. Performance Reports
5.1. Public Agency agrees to report quarterly to CAPCOG on its performance of this
contract using the CAPCOG 9-1-1 PSAP Quarterly Report, Attachment A to this contract.
5.2. The first Report is due December 15, 2006, the second March 15, 2007, the third
June 15, 2007, and the last Report is due September 15, 2007.
Sec. 6. Compliance with Applicable Law and Policy
6.1. Public Agency agrees to comply with all applicable law and policy in carrying out
this contract. Applicable law and policy include but are not limited to the State Administration
of Emergency Communications Act, chapter 771, Texas Health and Safety Code; rules
implementing the Act contained in title I, part XII, Texas Administrative Code; the current
Uniform Grant Management Standards (Governor's Office of Budget and Planning); Texas
Commission on State Emergency Communications, 9-1-1 PROGRAMS Policies and Procedures
and Program Policy Statements; and CAPCOG's 9-1-1 Policies and Procedures Manual.
Sec. 7. Independent Contractor, Assignment and Subcontracting
7.1. Public Agency is not an employee or agent of CAPCOG, but furnishes goods and
services under this contract solely as an independent contractor.
7.2. Public Agency may not assign its rights or subcontract its duties under this contract
without the prior written consent of CAPCOG. An attempted assignment or subcontract in
violation of this Sec. 7.2 is void.
7.3. If CAPCOG consents to subcontracting, each subcontract is subject to all of the
terms and conditions of this contract, and Public Agency agrees to furnish a copy of this contract
to each of its subcontractors.
Sec. 8. Records and Monitoring
8.1. Public Agency agrees to maintain financial, statistical, and ANI/ALI records
adequate to document its performance, costs, and receipts under this contract. Public Agency
agrees to maintain these records at Public Agency's offices.
8.2. Subject to the additional requirement of Sec. 8.3, Public Agency agrees to preserve
the records for three state fiscal years after receiving its final payment under this contract.
8.3. If an audit of or information in the records is disputed or the subject of litigation,
Public Agency agrees to preserve the records until the dispute or litigation is finally concluded,
regardless of the expiration or early termination of this contract.
8.4. CAPCOG is entitled to inspect and copy, during normal business hours at Public
Agency's offices where they are maintained, the records maintained under this contract for as
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long as they are preserved. CAPCOG is also entitled to visit Public Agency's offices, talk to its
personnel, and audit its records, all during normal business hours, to assist in evaluating its
performance under this contract.
8.5. CAPCOG will at least once per year visit Public Agency's offices and monitor its
performance of this contract to ensure compliance with applicable law and policy described in
Sec. 6. CAPCOG will provide Public Agency a written monitoring report within 30 calendar
days of the visit. The report will describe any compliance issues and schedule a follow-up visit
if necessary.
8.6. CAPCOG agrees to notify Public Agency at least 24 hours in advance of any
intended visit under this Sec. 8. Upon receipt of CAPCOG's notice, Public Agency agrees to
notify the appropriate department(s) specified in the notice.
8.7. The Texas Commission on State Emergency Communications and the Texas State
Auditor have the same inspection, copying, and visitation rights as CAPCOG.
Sec. 9. Nondiscrimination and Equal Opportunity
9.1. Public Agency shall not exclude anyone from participating under this contract, deny
anyone benefits under this contract, or otherwise unlawfully discriminate against anyone in
carrying out this contract because of race, color, religion, sex, age, disability, handicap, veteran
status, or national origin.
9.2. If Public Agency procures goods or services with funds made available under this
contract, Public Agency agrees to comply with CAPCOG's affirmative action procurement
policy, which is set out in CAPCOG's 9-1-1 Policies and Procedures Manual.
Sec. 10. Suspension and Early Termination of Contract
10.1. Public Agency acknowledges that CAPCOG's sole source of funding for this
contract is a legislative appropriation distributed under contract between CAPCOG and the
Texas Commission on State Emergency Communications. If the Commission does not make
timely payments to CAPCOG under its contract, CAPCOG may suspend payment to Public
Agency under this contract by giving Public Agency notice of the suspension. The suspension is
effective five business days after Public Agency's receipt of the notice. Upon suspension of
payment, Public Agency's obligations under this contract are also suspended until CAPCOG
resumes payment. If the suspension continues for a cumulative total of 30 or more calendar
days, or if the Commission terminates its contract with CAPCOG, CAPCOG or Public Agency
may terminate this contract by giving the other notice of termination, and this contract terminates
five business days after the receipt of notice.
10.2. Except as provided in Secs. 3.3 and 3.4, if CAPCOG or Public Agency breaches a
material provision of this contract, the other may notify the breaching party describing the breach
and demanding corrective action. The breaching party has five business days from its receipt of
the notice to correct the breach, or to begin and continue with reasonable diligence and in good
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faith to correct the breach be. If the breach cannot corrected within a reasonable time, despite
the breaching party's reasonable diligence and good faith effort to do so, the parties may agree to
terminate the contract or either party may invoke the dispute resolution process of Sec. 11.
10.3. If CAPCOG suspends payment to Public Agency under Sec. 10.1, or if this
contract is terminated under Sec. 10.1 or 10.2, CAPCOG and Public Agency are each entitled to
compensation for goods and services each provided the other before receiving notice of the
suspension or termination. However, neither CAPCOG nor Public Agency is liable to the other
for costs it paid or incurred under this contract after or in anticipation of its receipt of notice of
suspension or termination.
10.4. Termination for breach under Sec. 10.2 does not waive either party's claim for
damages resulting from the breach, and both CAPCOG and Public Agency among other
remedies may withhold from compensation owed the other an amount necessary to satisfy its
claim against the other.
10.5. The ending of this contract under Sec. 4 or its early termination under this Sec. 10
does not affect Public Agency's duty:
(1) to repay CAPCOG for expenditures made in violation of applicable law or policy in
accordance with paragraphs 3.3 and 3.4;
(2) to preserve its records and permit inspection, copying, and auditing of its records and
visitation of its premises and personnel under Sec. 8.
Sec. 11. Dispute Resolution
11.1. The parties desire to resolve disputes arising under this contract without litigation.
Accordingly, if a dispute arises, the parties agree to attempt in good faith to resolve the dispute
between themselves. To this end, the parties agree not to sue one another, except to enforce
compliance with this Sec. 11, toll the statute of limitations, or seek an injunction, until they have
exhausted the procedures set out in this Sec.
11.2. At the written request of either party, each party shall appoint one nonlawyer
representative to negotiate informally and in good faith to resolve any dispute arising under this
contract. The representatives appointed shall determine the location, format, frequency, and
duration of the negotiations.
11.3. If the representatives cannot resolve the dispute within 30 calendar days after the
first negotiation meeting, the parties agree to refer the dispute to the Dispute Resolution Center
of Austin for mediation in accordance with the Center's mediation procedures by a single
mediator assigned by the Center. Each party shall pay half the cost of the Center's mediation
services.
11.4. The parties agree to continue performing their duties under this contract, which are
unaffected by the dispute, during the negotiation and mediation process.
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11.5. If mediation does not resolve the parties' dispute, the parties may pursue their legal
and equitable remedies.
Sec. 12. Notice to Parties
12.1. Notice to be effective under this contract must be in writing and received by the
party against whom it is to operate. Notice is received by a party: (1) when it is delivered to the
party personally; (2) on the date shown on the return receipt if mailed by registered or certified
mail, return receipt requested, to the party's address specified in Sec. 12.2 and signed for on
behalf of the party; or (3) three business days after its deposit in the United States mail, with
first-class postage affixed, addressed to the party's address specified in Sec. 12.2.
12.2. CAPCOG's address is 2512 IH -35, South, Suite 220, Austin, TX 78704, Attention:
Executive Director. Public Agency's address is
Attention:
12.3. A party may change its address by providing notice of the change in accordance
with Sec. 12.1.
Sec. 13. Miscellaneous
13.1. Each individual signing this contract on behalf of a party warrants that he or she is
legally authorized to do so and that the party is legally authorized to perform the obligations
undertaken.
13.2. This contract states the entire agreement of the parties, and an amendment to it is
not effective unless in writing and signed by all parties.
13.3. Attachment A, CAPCOG 9-1-1 PSAP Quarterly Report, is part of this contract.
13.4. This contract is binding on and inures to the benefit of the parties' successors in
interest.
13.5. This contract is executed in duplicate originals.
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By
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Title
Date
CAPITAL REA CO `CIL OF GOVERNMENTS
By /eii-._./A g Al Ad
Be y��oig' is
Exe tive 1 irect •
Date
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eft of
Governments
2512 35 South
Suite 200
Austin, Texas 78704
512916.6000
Fax 512,916 6001
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Attachment B
CAPCOG 9-1-1 PSAP QUARTERLY REPORT
PSAP Name:
PSAP Supervisor:
PSAP Contact Number:
PSAP Address:
Quarter: EJ 1st 1=1 2nd Li 3rd EJ 4th
Total Training Hours Received:
Number of TDD Calls Received:
Number to TDD Test Calls Made:
*Note TDD Test are required monthly, and a copy of the printout of each test call
should be included with this report.
Number of trouble calls to service provider:
Hardware (workstation/host) trouble calls:
Network trouble calls:
9-1-1 Service Outage:
please advise date, time, length of outage and cause of outage if known:
Number of Public Education Presentations/Events:
Adult Kids Spanish Speaking Special Needs
*Please explain on an attached, separate sheet any item that your agency is unable to calculate
Plant Equipment - PSAP Equipment Check
Complete the following worksheet on a monthly basis for your PSAP.
Each workstation needs to be checked for the functions listed below.
Indicate passed or failed next to each function and supply any necessary comments. (For example:
External ringer 2 passed, 1 failed. Cannot hear ringer/tried to adjust at external speaker.)
Each function needs to be tested on wireline and wireless calls.
The completed checklist should be forwarded to your CAPCOG Systems Analyst.
Name of PSAP:
Address:
Contact:
Date of Check:
Phone:
Number of Positions:
The following equipment/function was tested and the results are shown below.
FUNCTION
PASSED
FAILED
COMMENTS
Workstation Screen Display
Answer 9-1-1
External Ringer (If applicable)
Master Volume Control
ANI Display
ALI Display
Open Speed Dial
Transfer via speed dial
Transfer via seven digit
Transfer via autodial
6 -way conference (If applicable)
3 -way conference (If applicable)
Answering Abandoned Call (If applicable)
Saving Abandoned Call (If applicable)
Completing Abandoned Call (If applicable)
Current/Last ANI
IRR Playback
Retransmit
Clear ALI
Answering a TDD with Tones (DTMF)
TDD Challenge on Silent Calls
TDD Make Call
TDD Challenge on Admin. Line
Hot Keys
Priority Button
Release Button
Hold Button
Manual Bid (TN Query)
Log On/Off
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CAPITAL AREA COUNCIL OF GOVERNMENTS
EMERGENCY SERVICES DIVISION
9-1-1 Policies and Procedures Manual
Effective September 1, 2005
I. INTRODUCTION
The Capital Area Council of Governments ("CAPCOG") is a regional planning commission
and political subdivision of the State of Texas. CAPCOG was organized and operates under
the Texas Regional Planning Act of 1965, as amended, Chapter 391 of the Local
Government Code. CAPCOG has developed and the Texas Commission on State
Emergency Communications has approved a Strategic Plan to establish and maintain 9-1-1
emergency telephone service in State Planning Region 12.
The Manual sets forth policies and procedures designed to provide a safe and productive
working environment for emergency communications employees in the 10 -county region
served by the Capital Area Council of Governments. The Manual also includes a number of
exhibits containing forms and instructions. The policies, procedures, and exhibits together
provide uniform rules to foster the most effective and efficient emergency communications
practices. The Manual was written by the Emergency Services Division (9-1-1) of the
Capital Area Council of Governments and approved by the CAPCOG Executive Committee.
Proposed changes in the Manual are reviewed by the 9-1-1 Task Force and must be approved
by the Executive Committee before taking effect.
MISSION
In partnership with local governments, public safety agencies and emergency responders,
CAPCOG's 9-1-1 Emergency Services Division is committed to providing quality
implementation of emergency number accessibility for citizens in need of emergency
assistance. This is accomplished through modern technology, sharing of information, and
professional training while providing continuing support including the provision of
comprehensive and accurate data and public education throughout the region.
ADMINISTRATION/FINANCE
CAPCOG has entered into an interlocal contract with each of the 10 counties and with each
of the local governments (collectively the "Public Agencies") operating Public Safety
Answering Points (PSAPs) in the Region The contracts describe the rights and duties of
CAPCOG and the Public Agencies in implementing the enhanced 9-1-1 emergency
telephone system in the Region.
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CAPCOG will distribute a financial report (Exhibit 2) showing expenditures and fund
balances to each Public Agency at the end of each fiscal quarter.
The CAPCOG 9-1-1 Program fiscal year is September 1 St - August 30
Procuring Goods and Services
Public Agencies may choose one of two methods to procure authorized goods and services
under their interlocal contracts with CAPCOG.
Reimbursement - If the item to be procured has been approved by CAPCOG and included in
the Strategic Plan, the Public Agency may procure the item according to its own
procurement polices, in compliance with CAPCOG's Affirmative Action Procurement
Policy, and request reimbursement from CAPCOG on Exhibit 2. The request must include
supporting documentation such as purchase orders, invoices and/or receipts. A request for
reimbursement of personnel costs must include a copy of the Public Agency's payroll
voucher for the period covered by the request. For procurements made during the current
fiscal year: (1) the reimbursement request must be received by CAPCOG for processing prior
to 5pm CST on September 15th of the following fiscal year; and (2) all purchase orders and
invoices and/or receipts included with the request must be dated prior to August 31St of the
current fiscal year. All requests submitted after September 15th will not be processed.
CAPCOG will verify that funding exists within the specified line item and that proper
documentation has been provided to support the request. If the funding is not available or
proper documentation has not been provided, CAPCOG will so notify the Public Agency in
writing within 30 calendar days of receipt of the request. If proper documentation was not
provided, Public Agency must do so within 30 calendar days of notification or
reimbursement will be denied.
If funding is available and proper documentation is timely provided, CAPCOG will
reimburse Public Agency within 30 calendar days of receipt of the request.
Direct Purchase - The Public Agency may request that CAPCOG itself procure authorized
goods and services for Public Agency's benefit.
The Public Agency shall submit to CAPCOG the requisition form (Exhibit 3) to procure the
items. The requisition must contain all required information including the vendor's name,
address, and telephone number. If the requisition is for goods and services costing more than
$2,500, the proposed vendor must be approved by CAPCOG or included in the State of
Texas Vendor Catalog.
If a performance report is due from Public Agency under its interlocal contract with
CAPCOG, the completed report must accompany the requisition.
Upon delivery of the procured items, the Public Agency shall notify CAPCOG in writing of
their receipt and condition within five business days of receipt. CAPCOG will pay the
vendor and deduct the payment amount from the proper line item in Public Agency's budget.
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CAPCOG will provide the Public Agency a copy of the adjusted budget within 30 calendar
days after payment to the vendor.
CAPCOG will not undertake the direct purchase of goods and services unless the requisition
(and completed performance report if due) is received by June 15`h of the current fiscal year.
Affirmative Action Procurement Policy
It shall be the policy of CAPCOG to assist small, disadvantaged business enterprises
(DBEs), minority business enterprises (MBEs), women -owned businesses, and
historically underutilized businesses (HUBs) in learning how to do business with
CAPCOG and its contractors and subcontractors. It shall be the further policy of
CAPCOG that these sources shall have the maximum feasible opportunity to compete.
Every solicitation for procurement must require that each bidder or offeror include a
statement that the bidder or offeror will comply with this policy.
To ensure that CAPCOG's policy to assure that small, MBEs, DBEs, women -owned
businesses, and HUBs are utilized, CAPCOG and its contractors and subcontractors
should take the following affirmative steps:
• Include qualified small, MBEs, DBEs, women -owned businesses, and HUBs on
the Bidders' Lists. State lists may be utilized to locate such businesses by
contacting the General Services Commission;
• Assure that small, MBEs, DBEs, women -owned businesses, and HUBs are
solicited whenever they may be potential sources. In this regard, the Purchasing
Agent should investigate new sources and advertise when feasible in minority
publications;
• When economically feasible, and where not in contravention of competitive
bidding requirements, the Purchasing Agent should divide the total requirements
into smaller tasks or quantities so as to permit maximum small, MBE, DBE,
women -owned businesses, and HUB participation;
• Use the services and assistance of the Small Business Administration, the Office
of Minority Business Enterprise of the Department of Commerce, the Minority
Business Development Agency in the Department of Labor, the Texas General
Services Commission and other similar agencies for locating such businesses;
• Require that prime contractors take affirmative and meaningful steps towards
retaining small, MBE, DBE, women -owned businesses, and HUB subcontractors;
• Procure goods and services from labor surplus areas;
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• If feasible, establish delivery schedules that encourage small, MBEs, DBEs,
women -owned businesses, and HUBs to participate; and
• Advertise, at least annually, in a newspaper of general circulation for small,
MBEs, DBEs, women -owned businesses, and HUBs to be added to the Bidder's
List.
For such affirmative steps to be meaningful, the Purchasing Agent should review all
solicitations, offers and bids to confirm that such affirmative action steps have been
taken. In addition, steps should be take to ensure tht once a contract is awarded to a
small, MBE, DBE, women -owned business, and/or HUB, or that the award is given to a
contractor with such a subcontractor, that such business is retained during the entire
performance of the contract.
Failure of a contractor or subcontractor to take meaningful affirmative steps at soliciting
and retaining small, MBEs, DBEs, women -owned businesses, and HUBs may be
considered as a factor in evaluating future bids under noncompliance with public policies;
however, this factor may not be a consideration in procurements involving purely state or
local funds as Texas law requires awards to be made to the lowest responsible bidder.
For procurements costing more that $5,000 but less than $25,000, the Purchasing Agent
shall contact at least two HUBs on a rotating basis.
General Requirements
The County Judge, County Auditor, City Manager, Department Head, or an individual
deputized in writing by one of these officers must sign a line -item transfer request,
reimbursement request, or requisition.
OWNERSHIP, USE, MANAGEMENT, MAINTENANCE AND
DISPOSITION OF 9-1-1 EQUIPMENT
Addressing and Ancillary 9-1-1 Equipment
The Public Agency owns all addressing and ancillary 9-1-1 equipment; such as voice
recorders, ("9-1-1 equipment") procured by or for the Public Agency with funds made
available under its interlocal contract with CAPCOG. Public Agency's ownership is subject
to the terms and conditions set out in this Manual, and the terms and conditions apply to the
9-1-1 equipment until the equipment is dedicated to another public purpose or disposed of as
authorized by this Manual. "Equipment" for purposes of this Manual means tangible,
nonexpendable personal property having a useful life of more than one year and an
acquisition cost of $5,000 or more per unit.
Public Agency agrees to use the 9-1-1 equipment exclusively to carry out CAPCOG's
Strategic Plan for 9-1-1 emergency communications. Public Agency agrees not to add to or
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modify the software or hardware of the 9-1-1 equipment without CAPCOG's prior written
consent.
If Public Agency uses the 9-1-1 equipment in violation of CAPCOG's Strategic Plan, Public
Agency agrees to cease the misuse immediately upon receipt of CAPCOG's written notice to
do so. If Public Agency continues to misuse the 9-1-1 equipment after receipt of CAPCOG's
notice, Public Agency agrees to transfer ownership of the 9-1-1 equipment to CAPCOG
within 15 calendar days after receipt of CAPCOG's written instruction to do so. If Public
Agency intentionally or negligently misuses the 9-1-1 equipment and the misuse damages or
destroys the 9-1-1 equipment, or diminishes its operating capacity, Public Agency agrees at
its own expense either to replace, repair, or restore the 9-1-1 equipment to its full operating
capacity within a reasonable time or to pay CAPCOG for doing so. If Public Agency elects
to pay CAPCOG, Public Agency agrees to do so within 15 calendar days after receipt of
CAPCOG's invoice.
Public Agency agrees to maintain property records on the 9-1-1 equipment that include a
description of the equipment and a serial or other identification number; the name of the
seller of the equipment, sales price and acquisition date; the location and condition of the
equipment; and a description of any ultimate disposition of the equipment including
CAPCOG's written consent to the disposition, the disposition date, and any consideration
received for disposition. Public Agency agrees to complete and furnish CAPCOG a Capital
Recovery Asset Disposal Notice (Exhibit 14) for the equipment once it is disposed of.
Public Agency agrees to physically inventory the 9-1-1 equipment, and to reconcile the
results with the property records, at least once each year. The inventories must be prepared
by September 1 of each year. Public Agency agrees to furnish CAPCOG a copy of the
reconciled inventory, certified as correct, within 30 calendar days after it is prepared.
Public Agency agrees to implement a control system, including an identification tag affixed
to each piece of equipment, that safeguards the 9-1-1 equipment from loss, damage, or theft.
Public Agency agrees to investigate any loss, damage, or theft within a reasonable time after
it is discovered, and to report the results of its investigation in writing to CAPCO. Public
Agency agrees to insure the 9-1-1 equipment for its replacement cost.
Public Agency agrees to maintain the 9-1-1 equipment in good working condition. Should
the 9-1-1 equipment require maintenance or repair, and Public Agency desires CAPCO to
pay for the maintenance or repair, Public Agency agrees to request the maintenance or repair
from CAPCO in writing. CAPCO agrees, within two business days of receiving the request,
to notify Public Agency whether it has funds for the maintenance or repair and, if so, when it
can have it done. Public Agency may maintain or repair the 9-1-1 equipment at Public
Agency's expense. If it does so, Public Agency agrees to provide CAPCO a written
confirmation of the maintenance or repair within three business days after its completion.
The confirmation must describe the problem(s) requiring maintenance or repair, who
performed the maintenance or repair, the maintenance or repair performed, and the date(s) it
was performed.
Public Agency agrees not to encumber, transfer, or dispose of 9-1-1 equipment without
CAPCOG's prior written consent. If Public Agency determines that 9-1-1 equipment is no
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longer needed for its intended purpose, Public Agency agrees to inform CAPCOG in writing
of this determination and ask permission to use the 9-1-1 equipment for another public
purpose or to dispose of the 9-1-1 equipment. CAPCOG agrees to grant this permission in
writing unless it determines that the 9-1-1 equipment should be transferred to another local
government or used as a trade-in for replacement 9-1-1 equipment, in which event Public
Agency agrees to deliver the equipment to CAPCOG for this purpose.
PSAP Equipment
CAPCOG owns or leases the workstations and associated software ("PSAP equipment")
located in the PSAPs in the region.
PUBLIC SAFETY ANSWERING POINTS
Public agencies operating a Public Safety Answering Point within the CAPCOG region shall:
• designate a PSAP Supervisor, and notify CAPCOG annually in writing of the
individual designated, to provide a single point of contact for CAPCOG and its
authorized personnel; notify CAPCOG if the PSAP Supervisor changes during the
year
• monitor the PSAP equipment and report any failures or maintenance issues promptly
to CAPCOG in accordance with the Trouble Reporting Procedures (Exhibit 4)
• keep a log (Exhibit 5) of all trouble reports and make copies of the log available to
CAPCOG when requested
• notify CAPCOG within two hours of any major service -affecting issues within the
PSAP
• notify CAPCOG of newly hired 9-1-1 Telecommunicators within 30 calendar days of
hire and schedule them for a PSAP equipment and TDD training class within six
months of hire. Telecommunicators are required to take a TDD Refresher class every
six months thereafter. CAPCOG will schedule one 9-1-1 PSAP training class per
quarter and more often if necessary. If the Public Agency chooses to train its own
personnel, the Public Agency must certify in writing to CAPCOG that the 9-1-1
Telecommunicator has been trained before he or she is authorized to use the PSAP
equipment
• allow CAPCOG or its authorized agents coordinated access to all PSAP equipment
when requested during normal operating hours
• test at least once a month all PSAP and Ancillary equipment for proper operation and
user familiarity. Testing must include 9-1-1 test calls, placed from wireline and
wireless telephones, for the basic call scenarios that include at a minimum (1) 9-1-1
call: voice, ANI/ALI verification, instant playback recording, and printer operation;
(2) call transfer; (3) abandoned call; (4) TDD/TYY call; (5) ANI call-back; (6)
administrative call; and (6) ancillary equipment functionality. Test results must be
reported on Exhibit 6 and furnished to CAPCOG by the 15`h of the month following
the end of each quarter (12/15;3/15; 6/15/ 9/15)provide quarterly reports to CAPCOG
(12/15;3/15; 6/15/ 9/15)
• test at least once a month all 9-1-1 Telecommunications Devices for the Deaf (TDD)
and Teletypewriters (TTY) for proper operation and to maintain user familiarity
6
4/05
• log (Exhibit 7) all TDD/TTY calls and submit copies of the logs to CAPCOG when
requested
• limit access to all PSAP equipment to authorized public safety personnel and
designated repair technicians
• prohibit additions to or modifications of the PSAP equipment without CAPCOG's
prior written consent. If Public Agency adds to or modifies PSAP equipment without
CAPCOG's consent and the equipment as a result must be repaired or replaced,
Public Agency agrees to pay for the repair or replacement within 15 calendar days
after receiving CAPCOG's invoice for the repair or replacement.
• protect the PSAP equipment and secure the premises of the PSAP against
unauthorized entrance or use
• use the Query Feature of the workstation solely for 9-1-1 purposes, and report in
writing to CAPCOG any violation of this policy within 24 hours of discovery. The
Query Information Log (Exhibit 16) must be completed if the Query Feature is used
to obtain address information for public safety purposes.
• protect the confidentiality of addressing databases and of information furnished by
telecommunications providers, and notify CAPCOG in writing within two
business days of the receipt of a request for addressing databases or information
made under the Texas Public Information Act
• request free emergency communications training according to a process defined by
CAPCOG
• ensure its personnel dress professionally, in compliance with CAPCOG written
guidelines, while attending training classes
• notify CAPCOG at least two business days prior to canceling any
Telecommunicator's scheduled training
• if CAPCOG incurs training cost because of cancellation, reimburse CAPCOG for the
cost, according to the Emergency Communications Training Cancellation Policy
(Exhibit 8), of the cancellation of any Telecommunicator's training with fewer than
two business days' advance notice
• provide a safe and healthy environment for all 9-1-1 Telecommunicators, vendors
and guests, including a smoke-free workplace and equipment room
• provide heating and cooling in the equipment room to keep the 9-1-1 equipment at
the manufacturer's suggested temperature.
• for entities participating in the use of the CAPCOG Emergency Notification System
(ENS), perform testing on a monthly basis for both GeoCast Web and Communicator
NxT. The monthly test shall consist of at least 10 data points for GeoCast Web and 1
defined group for Communicator NXT. Testing should be documented using the ENS
Exhibit 5.5 and provided to CAPCOG upon request.
• protect and limit the use of the assigned user name and password which grants access
to the ENS programs. In the event a Certified User is no longer authorized to access
and activate the ENS, the ENS program password shall be changed.
• immediately notify designated CAPCOG ENS contact when the PSAP experiences a
loss of a certified or activating user to allow CAPCOG issuance of new passwords.
• follow all other guidelines and requirements as specified in the CAPCOG ENS
Policy and Procedures.
7
4/05
GENERAL 9-1-1 COORDINATION
Each county and the City of Austin shall appoint a 9-1-1 Coordinator and notify CAPCOG in
writing of the individual appointed. The 9-1-1 Coordinator shall:
• be readily available to local governments and interested parties to address any issues
and answer any questions related to the CAPCOG 9-1-1 Program and other
emergency communications issues
• attend regularly scheduled city and county meetings, or hold special meetings as
needed, to inform local elected officials, PSAP Supervisors, Emergency Services
Department Heads and other interested parties about the regional 9-1-1 plan and 9-1-
1 related issues
• provide quarterly reports of all 9-1-1 acitivities to CAPCOG, including database
meetings, public education, GIS and other outstanding issues, on the
QuarterlyDatabase Performance Measure (Exhibit 9) due the 15th day of the month
following the end of the quarter (12/15;3/15; 6/15/ 9/15)
• coordinate with PSAPs and local governments in the planning, implementation and
operation of 9-1-1 emergency services on behalf of CAPCOG
• coordinate public education activities within the county or City of Austin
• order 9-1-1 Public Education materials from CAPCOG on Exhibit 10, allowing a
minimum of 24 hours for CAPCOG to fill the order
• complete and provide to CAPCOG an Event Profile (Exhibit 11) for all public
education activities
• complete with a CAPCOG employee, upon return of the Red E. Fox costume, the
Red E. Fox Costume Rental Form (Exhibit 15) noting any damage to the costume; the
PSAP may be liable for the cost of repairing or replacing a damaged or destroyed
costume
ADDRESSING/GIS COORDINATION
Each county and the City of Austin shall:
• appoint a 9-1-1 Database/GIS Coordinator and notify CAPCOG in writing of the
individual appointed
• coordinate addressing activities within the county or city with local government
elected officials and staff
• coordinate 9-1-1 Database, Emergency Service Numbers and Master Street
Address Guide activities with telephone companies, municipal and county
personnel and CAPCOG staff as determined by CAPCOG
• adopt and keep current an Addressing Maintenance Plan and furnish CAPCOG a
copy of the Plan annually or when it is modified
• notify CAPCOG of annexations and MSAG changes as they occur on Exhibit 12
Notification of annexations should reach CAPCOG no later than 30 calendar
days prior to the effective date of the annexation
8
4/05
• collect and verify ANIIALI Problem Call Reports (Exhibit 13) received from
PSAPs and local governments and notify CAPCOG via the current Database
Provider's method of any changes within 24 hours of completion of verification
• assist CAPCOG in the development and maintenance of a Regional 9-1-1 Base
Map
• digitize new plats and streets, update structure points and other geographic
features that are necessary to emergency services operations as determined by
CAPCOG's 9-1-1 GIS Program; assist and coordinate with CAPCOG on all
phases of the 9-1-1 Map/ALI project to include Pilot, Build, Maintenance and
add-on Phases
• practice preventive maintenance for the GIS equipment including, at a minimum,
backing up data biweekly on removable medium, if the equipment requires it,
and storing the removable medium in a secure place
LIST OF EXHIBITS
The following Exhibits are part of the 9-1-1 Policies and Procedures Manual:
1. Addressing Maintenance Project Financial Report
2. Requisition Form
3. Trouble Reporting Procedures
4. Trouble Log
5. Test Report
5.5 ENS Testing
6. PSAP Quarterly Report
7. TDD/TTY Use Log
8. Emergency Communications Training Cancellation Policy
9. County 9-1-1 Coordinator QuarterlyReport
10. 9-1-1 Public Education Materials Order Form
11. Event Profile
12. ANI/ALI Problem Call Report
13. Capital Recovery Asset Disposal Notice
14. Red E. Fox Costume Rental Form
15. Query Information Log
9
Exhibit 1
FY 2006-2007 DATABASE MAINTENENCE FINANCIAL REPORT
CAPITAL AREA COUNCIL
2512 IH -35 SOUTH, SUITE
AUSTIN, TEXAS 78704
OF GOVERNMENTS
200
Name of County
Approved Budget
Period Covered by this Report
$
Reporting Categories
Expenditures
This Period
Prior Period
Expense to Date
Total
Expenditures to Date
5111 Salaries - Full Time
5411 Office Supplies
5415 Other Supplies
5511 Postage & Delivery
5521 Telecommunications
5531 Office Space
5532 Utilities
5541 Equipment Maintenance
5550 Sign Replacement
5712 MileagefTravel
5732 Addressing Training
Total
$0.00
$0.00_
$0.00
Certification:
I certify to the best of my knowledge and belief that the information in
this is
Date:
report correct and complete, and that all expenditures were made in
compliance with the CSEC rule 251.9 and the terms and provisions of the
Interlocal Contract providing for this reimbursement
Signed:
Print Name:
Exhibit 1
FY 2005-2006 DATABASE MANAGEMENT FINANCIAL REPORT
CAPITAL AREA COUNCIL
2512 IH -35 SOUTH, SUITE
AUSTIN, TEXAS 78704
OF GOVERNMENTS
200
Name of County
Approved Budget
Period Covered by this Report
$
Reporting Categories
Expenditures
This Period
Prior Period
Expense to Date
Total
Expenditures to Date
5111 Salaries - Full Time
5411 Office Supplies
5415 Other Supplies
5511 Postage & Delivery
5521 Telecommunications
5531 Office Space
5532 Utilities
5541 Equipment Maintenance
5550 Sign Replacement
5712 Mileage/Travel
5732 Addressing Training
Total
$0.00
$0.00
$0.00
Certification:
I certify to the best of my knowledge and belief that the information in
this report is
Date:
correct and complete, and that all expenditures were made in
compliance with the CSEC rule 251.9 and the terms and provisions of the
Interlocal Contract providing for this reimbursement
Signed:
Print Name:
Exhibit 2
PURCHASE REQUISITION
Capital Area Council of Governments
2512 South IH 35, Suite 200
Austin, TX 78704
VENDOR:
PO Number:
Date:
SHIP TO:
ITEM #
QUANTITY
DESCRIPTION
UNIT COST
TOTAL COST
FUND # PROG #
TOTAL
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
00 00
ACCT #
PUR OSE/INSTRUCTIONS:
REQUISITIONED BY:
BUDGET APPROVAL
DATED NEEDED:
DATE
DEPT. MANAGER APPROVAL DATE
9/04
PURCHASING APPROVAL
DATE
EXECUTIVE DIRECTOR APPROVAL DATE
Exhibit 3
TROUBLE REPORTING PROCEDURES
Enhanced 9-1-1 is a critical emergency service, and any condition that interferes with a caller
reaching the proper emergency service and having a proper address display must be corrected.
All equipment problems should be reported immediately to the repair center.
EMERGENCY VS NON -EMERGENCY TROUBLE
I. EMERGENCY TROUBLE requires immediate action by the telephone company in the interest
of public safety.
A. PSAP is unable to receive calls or talk on any 9-1-1 lines, at any positions.
B. PSAP is unable to transfer calls to another response agency.
C. ANI and/or ALI failure at all positions.
II. NON -EMERGENCY TROUBLE does not seriously impair service and does not critically
affect public safety. It requires telephone company action, but may not require immediate
action.
A. One or two 9-1-1 lines are not working, but there are enough in-service to handle the
call volume.
B. ANI and/or ALI failure at one or two positions.
The Method for Reporting Trouble Begins with Calling the Repair Center:
If you are using:
VESTA View/Pallas Motorola 1-800-323-9949
TCI 1200 Workstation SBC 1-866-722-3911 or 512-609-6911
TCI 1100+ Workstations Verizion 1-800-483-8860
All PSAPs in Hays County not using VESTA Equipment Contact
Century Telephone to Report Trouble, call 611
To report ALI problems call lntrado at: 1-877-856-7504
THIS WILL INITIATE THE REPAIR PROCESS.
When calling to report problems, clearly identify yourself as a 9-1-1 PSAP that answers
Exhibit 3
emergency telephone calls. Also, be prepared to provide the following:
1. Your name.
2. Your PSAP location.
3. A contact phone number.
4. Nature of problem.
Phone company personnel should inform you of the status of the repair call. If you have not
been contacted about the repair within 30 minutes, CALL BACK. If you have any problems
contacting the repair center, or if they do not respond promptly, call the next level of supervisors
listed on the escalation list.
LOG ALL CALLS TO REPAIR IN THE TROUBLE LOG PROVIDED BY
CAPCOG. IT IS IMPORTANT TO MAINTAIN YOUR OWN RECORDS
REGARDING SYSTEM PROBLEMS.
CAPCOG CONTACT LIST
Should you experience problems when reporting equipment problems to the telephone
company and you follow the escalation list and need assistance from CAPCOG, contact one of
the following people.
Phone Pager
Becky Stewart, Director of Emergency Services 512-916-6044 512-619-5280
Counties: City of Austin
Teresa York, Sr. Systems Analyst 512-916-6024 512-896-8602
Counties: Fayette, Hays, & Travis
Shawn Barnes, Systems Analyst 512-916-6028 512-606-3082
Counties: Bastrop, Burnet, & Lee
Kim Siepert, Systems Analyst 512-916-6017 512-606-4881
Counties: Blanco, Caldwell, Llano, & Williamson
TROUBLE LOG
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Exhibit 5
Plant Equipment - PSAP Equipment Check
Complete the following worksheet on a monthly basis for your PSAP.
Each workstation needs to be checked for the functions listed below.
Indicate passed or failed next to each function and supply any necessary comments. (For example:
External ringer 2 passed, 1 failed. Cannot hear ringer/tried to adjust at external speaker.)
Each function needs to be tested on wireline and wireless calls.
The completed checklist should be forwarded to your CAPCOG Systems Analyst.
Name of PSAP:
Address:
Contact:
Date of Check:
Phone:
Number of Positions:
The following equipment/function was tested and the results are shown below.
FUNCTION
PASSED
FAILED
COMMENTS
Workstation Screen Display
Answer 9-1-1
External Ringer (If applicable)
Master Volume Control
ANI Display
ALI Display
Open Speed Dial
Transfer via speed dial
Transfer via seven digit
Transfer via autodial
6 -way conference (If applicable)
3 -way conference (If applicable)
Answering Abandoned Call (If applicable)
Saving Abandoned Call (If applicable)
Completing Abandoned Call (If applicable)
Current/Last ANI
IRR Playback
Retransmit
Clear ALI
Answering a TDD with Tones (DTMF)
TDD Challenge on Silent Calls
TDD Make Call
TDD Challenge on Admin. Line
Hot Keys
Priority Button
Release Button
Hold Button
Manual Bid (TN Query)
Log On/Off
Exhibit 5
TCI Equipment - PSAP Equipment Check
Complete the following worksheet on a monthly basis for your PSAP.
Each workstation needs to be checked for the functions listed below.
Indicate passed or failed next to each function and supply any necessary comments. (For example:
External ringer 2 passed, 1 failed. Cannot hear ringer/tried to adjust at external speaker.)
Each function needs to be tested on wireline and wireless calls.
The completed checklist should be forwarded to your CAPCOG Systems Analyst.
Name of PSAP:
Address:
Contact:
Date of Check:
Phone:
Number of Positions:
The following equipment/function was tested and the results are shown below.
FUNCTION
PASSED
FAILED
COMMENTS
Workstation Screen Display
Answer 9-1-1
External Ringer
Volume Control
ANI Display
ALI Display
Selective Transfers
Open Speed Dial
Transfer via speed dial
Transfer via seven digit
Transfer to recording
6 -way conference
Call Park
Answering Abandoned Call
Saving Abandoned Call
Completing Abandoned Call
Recall -Access Number
Instant Playback
Retry ALI
Clear ALI
Answering a TDD with Tones
TDD Challenge on Silent Calls
TDD Make Call
TDD Challenge on Admin. Line
Release
Hold
Admin Printer
Log Printer
Query Phone Number
Log On/Off
CAPCOG ENS Policies & Procedures
Revised 3/6/06 Version 2.0
EXHIBIT 5.5
ENS TEST ACTIVITY LOG
Routine testing of the Emergency Notification System is critical to facilitate familiarity and
proper operation in the event system activation is required. Please refer to the ENS Policies &
Procedures for minimum standards regarding testing requirements. Should you have any
questions or problems at any point during the testing process, please contact a CAPCOG
representative listed on Exhibit 5.2.
This Test Activity Log should remain on site and available for review during the annual 9-1-1
monitoring visit. Please note that CAPCOG administrators will automatically receive activation
reports on all testing and activations.
Communicator NxT Test Results: Successful El Failed ❑
1) User performing test: Username:
2) Date and time test performed: / am/pm
3) Defined group tested:
4) Pre -defined scenario tested (if applicable):
i. Number of members in group:
ii. Devices in group tested:
1. work
2. email
3. cell
4. pager
5. home
6. other
GeoCast Web Test Testing Results: Successful ❑ Failed 0
1) User performing test: Username:
2) Date and time test performed: / am/pm
3) Area where test was performed:
4) Number of data points tested (minimum 10/maximum 25):
CAPCOG ENS Policies & Procedures
Revised 3/6/06 Version 2.0
If testing fails or trouble is encountered during the testing process, please complete a CAPCOG
Trouble Report (Exhibit 5.4) and fax it to CAPCOG within eight (8) hours of the event or
testing.
Name of person completing this Log
Signature of person completing this Log Date
This form is available on-line at
"http://www. capcog. org/Programs/Homeland_Security/ens/default. asp"
Exhibit 6
ATTACHMENT A
CAPCOG 9-1-1 PSAP QUARTERLY REPORT
Capital Area
Council of
Governments
2512 IH 35 South PSAP Name:
Suite 200
Austin, Texas 78704 PSAP Supervisor:
512.916.6000
Fax 512.916.6001 PSAP Contact Number:
www.capcog.org
Bastrop
Blanco
Burnet
Caldwell
Fayette
Hays
Lee
Llano
Travis
Williamson
Counties
PSAP Address:
Quarter: 01st 0 2nd 0 3rd 0 4th
Total Training Hours Received:
Number of TDD Calls Received:
Number to TDD Test Calls Made:
*Note TDD Test are required monthly, and a copy of the printout of each test call
should be included with this report.
Number of trouble calls to service provider:
Hardware (workstation/host) trouble calls:
Network trouble calls:
9-1-1 Service Outage:
please advise date, time, length of outage and cause of outage if known:
Number of Public Education Presentations/Events:
Adult Kids Spanish Speaking Special Needs
*Please explain on an attached, separate sheet any item that your agency is unable to calculate
or obtain.
Note that Quarterly reports are due on or before: 12/15/05; 3/15/06; 6/15/06; 9/15/06
Agency Name
Telephone Number (
Log all calls including test calls. Maintain this record according to your agency's requirements.
Disposition of Call
Length of Call
Call Taker
m
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Exhibit 8
4 Capital Area
Coundl of
APS Governments
Emergency Communications Training
Cancellation Policy
CAPCOG 9-1-1 is able to provide needed training for the thirty-two Public Safety Answering
Points (PSAPs) in our region at no cost to 9-1-1 telecommunicators and their departments.
When space is reserved for a training class offered by CAPCOG 9-1-1, students, or the
supervisor who made the reservation, must cancel such reservation within 48 hours of the start of
the class or payment for the class will be invoiced to the appropriate agency for the "no show".
Following is a list of the training classes currently offered by CAPCOG and the amount that will
be charged to the department for each "no show".
Course Title
40 -hour Basic Telecommunicator Course
NCIC/TCIC Course
Emergency Medical Dispatch
Emergency Fire Dispatch
TDD (Telecommunication Device for the Deaf)
9-1-1 Equipment
Crisis Communications
Cultural Diversity
Weapons of Mass Destruction Awareness
Cost per "No Show"
$ 125.00
25.00
270.00
270.00
25.00
25.00
75.00
25.00
25.00
As other classes are offered, they will be added to this policy. If a course is offered on a special
basis, cancellation cost will be stated on the course announcement.
Revised 6/2005
Capital Area
Council of
Governments
2512 IH 35 South
Suite 200
Austin, Texas 78704
512.916.6000
Fax 512.916.6001
www.capcog.org
Bastrop
Blanco
Burnet
Caldwell
Fayette
Hays
Lee
Llano
Travis
Williamson
Counties
Exhibit 9
ATTACHMENT B
QUARTERLY DATABASE REPORT
Database Office:
Reporting Personnel: Quarter: ❑ .I' ❑ 2nd ❑ 3rd ❑ 4th
Database:
Number of new subdivisions addressed
Total number of lots in these subdivisions
Total number of MSAG ranges
Number of fictitious MSAG's remaining in Database:
Number of Errors aged 60+ days
Number of street signs replaced
GIS:
Road Segments:
# added: # graphic edits only: # attribute changes only:
`Address' or `Common Place' Points:
# added: # graphic edits only: # attribute changes only:
# 'ESN' and 'City Limits' changes made
Problem Reports:
Wireline: 9-1-1 B Reports: 701 Reports: GIS Reports:
Wireless: 9-1-1 B Reports: 701 Reports: GIS Reports:
Public Education:
Number of Presentations/Events:
Adult Kids Spanish Speaking Special Needs
Meetings Attended/Hosted:
Law Enforcement: Fire: EMS:
Elected Officials: GIS: Other:
Training:
Training Sessions Attended:
Total Training Hours:
Note that Quarterly reports are due on or before: 12/15/05; 3/15/06; 6/15/06; 9/15/06
CAPCOG Pub Ed Order Form
Exhibit 10
Item
MET 211=11111
Watercolor Paint Sheets
Red E. Fox Zi. • : Pulls
Red E. Fox Stickers 1000/roll
Number Requested
Fax to (5121442-3911
Becky Stewart (512)916-6044
Teresa York 512)916-6024
Shawn Bames (512)916-6028
Kim Siepert (512)916-6017
tickers- m a ero iks_AIAMIS 1r rrg 1. =11KIEEIMIIIIIIY,'
"4004
Red E. Fox Classroom Kits
R.E.F. Video -Classroom Kits
R.E.F. Video -E •lish
Call 9-1-1 Actio Book Bili .ual
VIZZfflirlf011
Sidewalk Fun Chalk asst. colors
GEIN
Red E. Fox Acti ' Book Bilin. ual
Red E. Fox Multi.lication Tables
Red E. Fox 6' Plastic Rulers
Red E. Fox Bookmark
Cell Phone Sal Bookmark
Pencils -One Nation -One Number 9-1-1
New Item
r
Timmy, Wear a Helmet Activity Bks (New Item)
Reserved for new item
Modell . CIa -6 .k asst. colors
Red E.Fox L... Straws New Item
Reserved for new item
T 7t -At
r,
•
Red E. Fox Koozie
Neon E Boards New Item v ,
Window Punch New item
Make the Ri! t Call Pill Boxes
Coils. Bible Cu. Holder
Neck Wallets/Badge Holders
General Information Cards -En • fish
General Information Cards -S.: nish
Rural Addressin . Brochure
911 Cell Phone Info
ks692Tiiit 4—i :ramvI,rTirzz
Non -Initialized Wireless Phare Brochure
9-1-1 ■ Erase Whiteboard
Glow in the Dark Phone Stickers
ed . ox t
Tel= •hone Budd Stuff Animals
Adult/Children Toothbrushes
Reserved for new item
EMERMDZIE
9-1-1 Outlet Protectors New item
YtIf!W_1`IQq:rr(. �1rCTl[•71�
Agency/Contact Person:
Phone number:
Explain use of
materials:
"Please note: Pub Ed Orders will be filled as closely as possible. A 24-hour notice is required for all orders and must be accompanied by an Event Profile.
Exhibit 11
4 ,,,,Az'
Capital Area Council of Governments
9-1-1 Public Education Event Profile
Organization/Agency Your name
Type of event Audience size
Location of event Date of event
Name & phone number of event coordinator
Briefly describe how you will incorporate 9-1-1 into your message
Estimate the following breakdown of the target audience:
Adults Children Senior Citizens
Spanish-speaking Special Needs
Organization/Agency
Type of event
Your name
Location of event
Name & phone number of event coordinator
Audience size
Date of event
Briefly describe how you will incorporate 9-1-1 into your message
Estimate the following breakdown of the target audience:
Adults Children Senior Citizens
Spanish-speaking Special Needs
Exhibit 10
Revised 6/2005
Exhibit 12
9-1-1 ANI/ALI PROBLEM REPORT
PROBLEM (check one):
❑ Record Not 0 Incorrect
Found Address
INFORMATION DISPLAYED:
❑ Foreign 0 Misroute,
Exchange(FX) Send To:
❑Other:
PHONE NUMBER (ANI):
NAME:
ADDRESS (ALI):
CITY/COMMUNITY:
LOCATION:
WIRELESS CALL-BACK NUMBER:
RESPONDER INFORMATION: (Law, Fire, EMS)
TRUNK N: ESN:
CLASS OF SERVICE: 0 Business 0 Residential 0 Wireless 0 Coin 0 Centrex 0 PBX
CORRECT INFORMATION OBTAINED FROM CALLER•
rvrt'.vt,IHuuKt„IN(a L UURDINATOR USE:
•
TELEPHONE NUMBER:
DATE ENTERED:
NAME:
TRANSACTION #:
ADDRESS:
CITY/COMMUNITY:
WIRELESS SERVICE-PROVIDERI COMPANY:
(for wireless calls only)
EXACT LOCATION OF WIRELESS CALLER:
(for wireless calls only)
REFERAL INFORMATInN•
CORRECT RESPONDERS (Law,Fire,EMS):
PSAP COMMENTS:
rvrt'.vt,IHuuKt„IN(a L UURDINATOR USE:
DATE RECEIVED:
TELEPHONE NUMBER:
DATE ENTERED:
CUSTOMER NAME:
TRANSACTION #:
ADDRESS:
NOTES:
COMMUNITY:
ESN/TANDEM/EXCHANGE:
REFERAL INFORMATInN•
rreless Misroute Referred to:
Date referred:
Date cleared:
Investigation/Action taken:
Notes:
Exhibit 12
Exhibit 13
Commission on State Emergency Communications (CSEC)
CAPITAL EQUIPMENT DISPOSAL NOTICE
Complete and submit with FSR for each Capital Recovery item
removed from the Capital Equipment Schedule.
Description:
Date Disposed:
Original Value:
Cost of Item Purchased to Replace this Asset:
How was the equipment disposed, and were any funds generated by disposal?
Reason for Disposal (Check One):
Scheduled Replacement
Damaged/Destroyed
Failed prematurely
Completed By:
Date:
Regional Planning Commission: Capital Area Council of Govemments
County/ Agency :
Exhibit 14
9-1-1 Red E. Fox Costume User Agreement - 2006
The 9-1-1 Red E. Fox costume is designed to help reinforce the 9-1-1 message.
By signing this form you are responsible for returning the costume, and each part
associated with the costume, back to CAPCOG in good working order; otherwise,
you or your agency may have to pay for anv damaged or lost pieces.
Name:
Organization:
Mailing address:
Phone number:
Date needed:
Event or activity for which the costume will be used:
Approximate number of people at event:
Date you plan to return costume to CAPCOG:
Suit Number (please circle): 1 or 2
Existing Suit Damages:
Signature: Date:
CAPCOG Use Only:
Checked -Out By: Date:
Exhibit 14
Checked -In By:
*If new damages exist please use following page.
Date:
9-1-1 Red E. Fox Costume User Agreement - 2006
New Damages:
By signing this form you acknowledge new damages as noted.
Signature:
Date:
Revised: 6/15/2006
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Capital Area
Council of
Governments
2512 IH 35 South
Suite 200
Austin, Texas 78704
512.916.6000
Fax 512.916.6001
www.capcog.org
Bastrop
Blanco
Burnet
Caldwell
Fayette
Hays
Lee
Llano
Travis
WNNamson
Counties
June 16, 2006
Mr. Jim Nuse
City of Round Rock
221 E Main St
Round Rock, TX 78664
Dear Mr. Jim Nuse:
RFC's '. ?IMF
Enclosed please find the FY 2007 PSAP Interlocal(s) (2 originals) and
attachments. The documents describe how both your entity and CAPCOG
will accomplish the delivery of 9-1-1 service throughout the year.
I respectfully request you sign the attached and return all originals to our
office as soon as possible. The new fiscal year starts September 1, 2006
and this will enable reimbursements and disbursements to be made shortly
after the beginning of the new fiscal year. Upon receipt in our office,
Betty Voights, Executive Director, will sign each, and one original will be
returned to you. Please note that without the signed Interlocal in place
CAPCOG is unable to reimburse your entity any funds expended on
behalf of the 9-1-1 services.
Should you have any questions, please feel free to contact me at (512)
916-6044.
Sincerely,
Stoma
Becky L. Stewart
Director Emergency Communications
DATE:
CITY MANAGER BLUE SHEET FORMAT
07-12-2006
SUBJECT: City Manager Approval
ITEM: FY 2007 PSAP Interlocal and Attachments
Interlocal between the Capital Area Council of Governments
(CAPCOG) and the City of Round Rock for the delivery of 9-1-1
service throughout the year.
Department: Round Rock Police Department
Staff Person: Rick White
Justification:
The interlocal agreement is required for continued
maintenance and operation of 9-1-1 equipment and
services. The new fiscal year starts soon, and this
interlocal agreement will enable reimbursements and
disbursements to be made. Without the signed interlocal,
CAPCOG is unable to reimburse the City of Round Rock for
any funds expended on behalf of 9-1-1 services.
Funding:
Cost: 0.00
Source of funds: N/A
Background Information: This interlocal is renewed annually. There are
only minor reporting changes in this years
interlocal agreement which allows quarterly
reporting instead of monthly reporting. This
contract agreement covers September 01,
2006 through August 31, 2007.
Updated 3-10-05