CM-08-06-169DATE:
CITY MANAGER BLUE SHEET
June 13, 2008
SUBJECT: City Manager Approval
ITEM: The Capital Area Council of Governments (CAPCOG) Emergency
Notification System (ENS) Agreement for the period of October
1, 2007, to September 30, 2008.
Department:
Staff Person:
Justification:
Funding:
Cost: $1,695.00
Source of funds: General Fund
Police Department
Rick White
The Emergency Notification System (ENS) provides
critical/emergency notification to public safety personnel.
CAPCOG has begun charging an annual payment to cover
the operating expenses associated with the system's use.
This payment is $1,695.00.
Background Information: Previously, CAPCOG provided this service free
of charge to the City; it has begun charging for
this service. The Emergency Notification
System (ENS) notifies relatively small numbers
of citizens (hundreds to low thousands) in the
case of an emergency which directly affects
that population. Examples of such would be
flooding, a sniper event, an Alzheimer's patient
lost in the area, hazardous materials incident,
and similar life-threatening events
Updated 3-10-05
October 17, 2007
The Honorable Nyle Maxwell
City of Round Rock
221 E. Main Street
Round Rock, Texas 78664
Re: Emergency Notification System
Dear Mayor Maxwell:
008041
This letter agreement authorizes City of Round Rock to use the
Emergency Notification System provided by the Capital Area Council of
Governments under the terms and conditions set out below, for the period of
October 1, 2007 to September 30, 2008. This agreement may be extended for
up to two additional years unless terminated.
City of Round Rock agrees to use the Emergency Notification System
solely in accordance with CAPCOG's ENS Policies & Procedures Manual.
Effective October 1, 2007 City of Round Rock will be billed $1,695.00
annually to cover the operating expenses associated with use of the Emergency
Notification System. Payment to CAPCOG is expected within ninety (90) days
of receipt of an invoice. Additionally, CAPCOG will continue to provide free
training for designated personnel on use of the Emergency Notification System.
If City of Round Rock receives a request under the Texas Public
Information Act for disclosure of any of the ENS 9-1-1 database information,
City of Round Rock agrees not to disclose the information prior to notification
of CAPCOG's Emergency Communications Department in writing within two
business days of the receipt of the request so that CAPCOG may advise City of
Round Rock regarding the request.
This agreement authorizes City of Round Rock's use of the Emergency
Notification System from October 1, 2007 to September 30, 2008, and may be
extended for up to two additional years unless terminated. CAPCOG may
terminate this agreement at any time. However, if City of Round Rock violates
CAPCOG's ENS Policies & Procedures and does not correct the violation
within five business days after CAPCOG gives City of Round Rock notice of
the violation this constitutes grounds for agreement termination. CAPCOG
terminates this agreement by notifying City of Round Rock in writing of its
intent to terminate, and the agreement terminates 15 calendar days after the date
on the notice. Upon termination, City of Round Rock agrees to destroy its
Emergency Notification System 9-1-1 database information and to certify the
destruction in writing to CAPCOG's Emergency Communications Department
within two business days following termination of this agreement.
Cit- O6 - ou- N
This letter agreement does not govern the creation or use of a file or
folder of emergency numbers by City of Round Rock not derived from the
Emergency Notification System 9-1-1 information database.
Each individual signing this agreement 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.
Capital Area Council of City of Round Rock
Governments
Betty Voights
Executive Director
Capital Area Council of Governments
EMERGENCY NOTIFICATION SYSTEM (ENS)
Policies & Procedures
Effective: October 1, 2006
1.0 PURPOSE
1.1 To outline tasks necessary for efficient and effective operations, and to assign
responsibility for completion of such tasks.
1.2 To provide rules for uniform use of the ENS.
1.3 To provide information for continued quality assurance within the CAPCOG region.
1.4 To ensure there is adequate accounting of the ENS activity.
2.0 DEFINITIONS
2.1 "ENS Use" is defined as and authorized only in an emergency situation where
property or human life is in jeopardy. With the exception of testing procedures
described in Sections 4.2.1 and 4.2.2 of these Policies, the ENS's sole purpose is
to provide critical/emergency notification to public safety forces or the community
or both.
2.2 "Authorizing Individual" means a CAPCOG (1) county judge, county sheriff, and/or
county emergency management coordinator; city mayor or city manager; police
chief and/or fire chief of a jurisdiction with managing control of a Public Safety
Answering Point (PSAP); and the Lower Colorado River Authority (LCRA)
Emergency Management Coordinator; or (2) an individual designated in writing by
an Authorizing Individual identified in clause (1). The Authorizing Individual has the
authority to direct a Certified User to activate the ENS.
2.3 "Certified User" means an individual who has been designated by an Authorizing
Individual as someone who has permission to activate the ENS and has
satisfactorily completed the training curriculum prescribed by CAPCOG for
accessing and activating the ENS. Note: an Authorizing Individual may chose to
become a Certified User.
3.0 POLICY
3.1 Each Jurisdiction with Managing Control of a Public Safety Answering Point (PSAP)
shall:
3.1.1 Designate a single point of contact (POC) for CAPCOG for the purpose
of administering the ENS, and notify CAPCOG immediately when the
designated point of contact is no longer valid. It is recommended that
this person be PSAP personnel and be a Certified User.
Approved by CAPCOG Executive Committee 2/8/06
Revised 8/30/06
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
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3.1.2 Maintain an up-to-date roster of all Authorizing Individuals and send a
copy of the roster to CAPCOG
3.1.3 Maintain an up-to-date roster of all Certified Users and send a copy of the
roster to CAPCOG, and notify CAPCOG immediately when there is a
change in Certified Users.
3.1.4 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 by CAPCOG personnel.
3.1.5 Prohibit or limit modifications of the Communicator! NXT or Geocast Web
programs without CAPCOG's prior written consent.
3.1.6 Ensure that Certified Users are available or on-call during each shift and
complete an annual training refresher course as provided by CAPCOG.
3.1.7 Request public education materials as provided by CAPCOG.
3.2 Each Authorizing individual shall:
3.2.1 Ensure that access to and activation of the ENS programs is limited to
Certified Users.
3.2.2 Protect and limit the use of the assigned user name and password which
grants access to the ENS programs.
3.2.3 Protect the confidentiality of addressing databases and of information
furnished by 9-1-1 database providers, and notify CAPCOG's Director of
Emergency Communications (see Exhibit 5.1) in writing within two
business days of the receipt of a request for addressing databases or
information made under the Texas Public Information Act so that
CAPCOG may advise the authorizing individual regarding the request.
3.3 CAPCOG shall:
3.3.1 Verify the accuracy of Authorizing Individual and Certified User rosters
with the ENS POC at least quarterly.
3.3.2 Conduct routine maintenance and service operations on the system.
ENS POCs will be notified prior to these operations which may cause
system use to be limited or leave the system temporarily unavailable.
3.3.3 Provide training, including course materials, for all Certified Users.
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
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3.3.4 Provide procedural forms described in Section 4.0 of these Policies.
3.3.5 Provide technical and procedural guidance for ENS use and
administration.
3.3.6 Provide a contact list for CAPCOG Staff (Exhibit 5.1).
4.0 PROCEDURE
4.1 Each Certified User shall :
4.1.1 Protect the confidentiality of addressing databases and of information
furnished by 9-1-1 database providers.
4.1.2 Comply with naming conventions set forth by CAPCOG.
4.1.2.1 Contacts should be assigned a User ID from the range of
numbers provided to you by CAPCOG.
4.1.2.2 Messages, Groups, and Custom Field information should be
preceded by the name of your respective jurisdiction.
4.1.3 Complete an ENS Activation Form (Exhibit 5.2) for each activation
request (test activations excluded). This form is available on-line at
°http://www.capcog.org/Programs/Homeland_Security/ens/default.asp°
For Geocast Web activations the form (Exhibit 5.2) must be submitted by
fax or email to CAPCOG within eight hours of message activation or upon
expiration of the emergency situation, whichever is the shorter period.
Communicator NXT Activation Forms should remain on site and available
for review during the annual 9-1-1 monitoring visit.
4.1.4 In the event Geocast Web is utilized, in addition to completing the
Activation Form required by Section 4.1.2, notify the CAPCOG Director of
Emergency Communications by leaving a voice message at 512-916-
6044.
4.1.5 Complete an ENS Trouble Report (Exhibit 5.3) for issues encountered
with the use of the software. This form is available on-line at
"http://www.capcog.org/Programs/Homeland_Security/ens/default.asp°
and must be submitted by fax or email to CAPCOG within eight (8) hours
of the event or testing.
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
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4.1.6 Dialogic Communications Corporation (DCC) is available to Certified
Users for technical assistance.
DCC Technical Support may be contacted at:
24/7 Phone: (615) 794-2307
Email: support(c�dccusa.com
4.1.5 Sign and date the Nondisclosure Agreement (Exhibit 5.5) and submit it
to a CAPCOG staff member named in Exhibit 5.1.This form is available
on-line at
"http://www.capcog.org/Programs/Homeland_Security/ens/default. asp"
4.2 Each PSAP shall:
4.2.1 Test at least once a month the Communicator! NXT program for proper
operation and user familiarity. The test must include a minimum of one
defined group. Test parameters and results must be maintained on an
ENS Test Activity Log (Exhibit 5.4) This form is available on-line at
"http://www.capcog.org/Programs/Homeland Security/ens/default.asp"
The 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 have access to activation reports on all testing and
activations.
4.2.2 Test at least once a month the Geocast Web program for proper
operation and user familiarity. The test must include a minimum of 10 but
not more than 25 data points. In order to ensure adequate performance
within the county, varying data points must be utilized each month. Test
parameters and results must be maintained on a Test Activity Log
(Exhibit 5.4) This form is available on-line at
"http://www.capcog.org/Program s/Homeland_Security/ens/default. asp"
The 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 have access to activation reports on all testing and
activations.
5.0 EXHIBITS
5.1 CAPCOG Staff Contact List
5.2 ENS Activation Guidelines and Form
5.3 ENS Trouble Report
5.4 ENS Test Activity Log
5.5 Nondisclosure Agreement
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
EXHIBIT 5.1
CAPCOG STAFF CONTACT LIST
Homeland Security Division:
2512 S.11135 Suite 200, Austin, TX 78704
Policy
Juliette Brown
Director of Homeland Security
512-916-6026 (Work)
512-632-2682 (Cell)
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Process / Technical Assistance
Kent Cawley
Regional Emergency Planning Coordinator
512-916-6013 (Work)
512-450-8980 (Cell)
Emergency Services Division (9-1-1)
2512 S. IH 35 Suite 200, Austin, TX 78704
Policy
Becky Stewart
Director of Emergency Services
512-916-6044 (Work)
512-619-5280 (Cell)
Process / TechnicaI Assistance
Shawn Barnes
Systems Analyst
512-916-6028 (Work)
512-497-9030 (Cell)
512-606-3082 (Alpha/Numeric Pager)
This form is available on-line at "http://www.capcog.org/Programs/Homeland Security/ens/default.asp'
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
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Exhibit 5.2
ENS Activation Guidelines and Form for Certified Users
1. The Emergency Notification System (ENS) is designed to notify relatively small numbers of
citizens (hundreds to low thousands) in the case of an emergency which directly affects that
population. Examples of such would be flooding, a sniper event, an Alzheimer's patient lost in the
area, hazardous materials incident, and similar life threatening events.
2. For emergencies which affect larger segments of the population (the entire city, the county, or
more than 3,500 households or so) TV and radio are more effective and would be more expedient.
The ENS would take far too long to notify that many people and was not designed to do so.
3. The nature of this system and the sensitivity of the database that it uses dictate that only select
officials are authorized to initiate use of the system. These officials may be the County Judge,
City Mayor, City Manager, Police Chief, Emergency Management Coordinator, and other
designated city or county officials.
4. The PSAP maintains a list of Authorizing Individuals in the Certified User's jurisdiction that are
authorized to initiate an ENS activation. These are the only people in your area who can do so!
If the caller is not listed, let them know you cannot perform this operation because they are not
authorized to initiate it. Contact the PSAP supervisor or follow pre -determined PSAP
protocol to determine how to proceed. You may only initiate the activation process if you are
ultimately contacted directly by someone who is on the list of Authorizing Individuals.
5. Calls received that are requesting activation of the ENS must be taken by or transferred to an ENS
Certified User. The Certified User will use the ENS Activation Form that follows to guide them
through the activation process.
6. In order to protect and properly notify the citizens in harm's way, an accurate message must be
recorded by the Certified User. Keep in mind, the message sent to the citizens might be the only
information they receive about the emergency and they will act accordingly. The Certified User
will not modify it at all because even small edits can change meaning and have a potential big
impact. It is important for the emergency message to be clear and concise. Thirty (30) seconds is
the recommended target length for emergency messages.
7. In order to notify the citizens in harm's way immediately, accurate location information must be
recorded. Get as much detail as possible. This could be in the form of a map book page grid, a
major intersection, a landmark, or preferably a faxed copy of a map with drawn -in detail. Keep in
mind, even if an intersection is given, you must also explain approximately how far beyond that
intersection (what radius) is to be notified.
8. The Certified User will verify success of the activation by using the ENS tool to generate a "post -
activation" summary report. They may also request a comprehensive summary report from a
CAPCOG staff member listed in Exhibit 5.1 during normal business hours.
9. If the regional ENS is inoperable, system users can request access to the Backup Hosting Center
through CAPCOG personnel. The hosting service will drastically enhance the system's call -out
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
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capacity and is available for Communicator NXT and GeoCast Web activations. It should,
however, only be used during extreme events. A charge of $0.20 per call will be assessed by the
vendor and charged to the activating jurisdiction. Certified Users may contact CAPCOG personnel
for access to the hosting service.
ENS Activation Form for Certified Users
1. Is the requesting individual listed on the PSAP's Authorizing Individual roster?
0 Yes 0 No If no, STOP HERE AND DO NOT ACTIVATE THE ENS
Contact the PSAP supervisor or follow pre -determined PSAP
protocol to determine how to proceed
2. Who requested use of the ENS for this emergency?
Name and title of requesting individual:
Call Back Phone Number:
3. Does the emergency meet the following criteria set out in CAPCOG's ENS Policies &
Procedures:
• notify relatively small numbers of citizens (hundreds to low thousands) in the case
of an emergency which directly affects that population
• an emergency situation where property or human life is in jeopardy
• to provide critical/emergency notification to public safety forces or the community
or both.
❑ Yes ❑ No
4. Describe the emergency (be as complete as possible):
5. Exactly where is the emergency?
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
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6. What is the defined area to be notified (use map book grid, major intersection,
landmark, etc.)? Fax or attach a copy of the map if necessary.
7. Exact wording of message sent:
8. System Activated
0 Communicator! NXT 0 GeoCast Web
9. "Post Activation" summary report was generated and reviewed. 0 Yes 0 No
Date/Time of initial request for activation:
Time of Activation:
Time of Activation Completion:
Certified User responsible for ENS Activation (Name/agency/call-back number):
Signature
Date
FOR GEOCAST WEB ACTIVATIONS FAX or email this form to CAPCOG within eight
hours of message activation or upon expiration of the emergency situation, whichever
is the shorter period.
Fax: 512-442-3911 or e-mailed to ENSQ capcog.org
FOR COMMUNICATOR NXT ACTIVATIONS your Forms should remain on site and
available for review during the annual 9-1-1 monitoring visit.
An interactive .pdf form is available on-line at
"http://www.capcog.org/Programs/Homeland Security/ens/default.asp"
EXHIBIT 5.3
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
ENS TROUBLE REPORT
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1. Please use this form for reporting any problems you encounter while using the ENS.
Please be as detailed as possible when describing the trouble.
2. If you are a Certified User who is unable to access the system for an emergency
activation, please perform the following steps:
• Contact DCC technical support at 615-794-2307 on a 24/7 basis and advise them of
your trouble.
• If you do not receive a response within 10 minutes, please contact a CAPCOG staff
member listed on Exhibit 5.1.
■ Please complete and submit this form to CAPCOG within eight (8) hours of the event.
3. If you have forgotten or lost a username or password and need routine access, please
compete and submit this form to CAPCOG and contact a CAPCOG staff member listed
in Exhibit 5.1 during normal business hours.
4. System trouble is being reported on:
Communicator! NXT 1-7 GeoCast Web ❑
5. Is the system completely inoperable? Yes ❑ No: ❑ IF YES THEN CONTACT A
CAPCOG STAFF MEMBER (EXHIBIT 5.1) IMMEDIATELY SO A SWITCH TO
THE BACKUP HOSTING CENTER CAN BE PERFORMED (See Exhibit 5.2
"ENS Activation Guidelines" for more information)
6. Describe the action being performed when trouble was encountered:
7. Define the trouble encountered in as much detail as possible:
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
Name, title, and agency of person experiencing trouble:
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Telephone and Email contact information for person experiencing trouble:
Work:
Cell/Pager:
Email:
Signature
Date of Report
An interactive .pdf form is available on-line at
"http://www.capcog.org/Programs/Homeland_Security/ens/default.asp"
Must be faxed to CAPCOG within eight (8) hours of the event or testing
Fax: 512-442-3911 or
e-mailed to ENS(a capcog.org
EXHIBIT 5.4
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
ENS TEST ACTIVITY LOG
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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 5.1.
Your Test Activity Logs should remain on site and available for review during the annual 9-1-1
monitoring visit. Please note that CAPCOG administrators will have access to activation reports on all
testing and activations.
Communicator NxT Test Results: Successful f l Failed (1
1) User performing test: Username:
2) Date and time test performed: / wpm
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 0
4. pager ❑
5. home ❑
6. other 0
GeoCast Web Test Testing Results: Successful ❑ Failed ❑
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 l0/maximum 25):
If testing fails or trouble is encountered during the testing process, please complete a CAPCOG Trouble
Report (Exhibit 5.3) and fax or e-mail it to CAPCOG within eight (8) hours of the event or testing.
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
Name of person completing this Log
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Signature of person completing this Log Date
An interactive .pdf form is available on-line at
"http://www.capcog.org/Programs/Homeland Security/ens/default.asp"
EXIIiIBIT 5.5
ENS NONDISCLOSURE AGREEMENT
CAPCOG ENS Policies & Procedures
Revised 8/30/06 Version 2.1
FOR ENS CERTIFIED USERS
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• I, the undersigned, understand the sensitivity and confidentiality of the 9-1-1 database
information that supports the Emergency Notification System (ENS). I further realize that the
potential for abusing the ENS mandates that all and Certified Users exercise extreme caution in
granting access to the System, all of its components, and any derivative information or reports
generated by it.
• Access to the Emergency Notification System and related information is provided solely for the
purposes of public safety by an Authorizing Individual. Any other use is prohibited. Therefore, I
agree to take reasonable precautions to prevent accidental or unauthorized access to the
Emergency Notification System, it's supporting documentation, related screen names and
passwords, and any documents or reports (hardcopy or electronic) produced by the System.
• Access codes and the web address of the Emergency Notification System may not be disclosed to
any third party. I understand and agree that any person requesting access to the System must
contact CAPCOG personnel, be trained by them, and be given their own user names and
passwords.
• I will not copy, or permit anyone else to copy, any documentation (physical or electronic
versions) of the ENS software or the output images unless the copying is required to support use
of the System or official use archives.
• If I receive a request under the Texas Public Information Act for disclosure of any of the
ENS 9-1-1 database information, I agree not to disclose the information, but instead to
notify an Authorizing Individual who will follow procedures noted in Section 3.2.3 of the
ENS Policies and Procedures Manual.
I certify that I have rea . nd understand s Nondisclosure Agreement.
Name (printed)
(Signature)
Please return an original signed Nondisclosure Agreement for each Certified User to:
CAPCOG Homeland Security Division
2512 IH 35 South, Suite 200
Austin, TX 78704
This form is available on-line at
"http://www.capcog.org/Programs/Homeland Security/ens/default.asp"