Public Safety (Subcommittee of the City Council)

PUBLIC SAFETY COMMITTEE MINUTES Wednesday, December 10, 2014 Yantic Volunteer Fire Department 7:00 P.M. Committee Members Present: Alderman William Nash, Alderman Mark Bettencourt, Alderwoman Sofee Noblick Administration and Staff Present: Alan Bergren, City Manager; Chief Frank Blanchard, Yantic Fire Department; Chief Aaron Westervelt, Laurel Hill Fire Department; Chief Tim Jencks, Taftville Fire Department; Officer Peter Camp, Norwich Police Dept.; Chief Scandariato, Norwich Fire Department; Bob LaChapelle, Deputy Chief, Occum Fire Department Volunteer/Central Fire Departments and Others: Chris LaRose, Norwich Public Utilities; Ken Leo, Yantic Fire Department; Greg Stout, Yantic Fire Department; Adam Hertz, Yantic Fire Department; Sean Bennett, Yantic Fire Department; Chris Colonair, Yantic Fire Department; BJ Herz, Yantic Fire Department; Ron Stotz, Yantic Fire Department; Brian Kobylarz, Resident; Gregory Scott, Resident I. Call to Order – Quorum Alderman William Nash called the meeting to order at 7:03 p.m. There is a quorum present. (Moved item VI. A. to V. b. and changed VI. B to VI. A.) II. Approval of Minutes - Minutes of October 8, 2014 Alderman Mark Bettencourt motioned, seconded by Alderman William Nash, to approve the October 8, 2014 minutes. (Alderman Noblick abstained) The motion carried. III. Correspondence Email from Damian Rickard on the Ebola Update. We continue to screen callers and patients for symptoms and travel. PPE has been arriving and we have a decent cache of coverall suits and other PPE. We are working with the State and the Office of Emergency Medical Services and have offered our services as a regional asset for Ebola transports. The state wants to identify and designate 2-3 services for this capacity. We will be forming dedicated personnel teams to respond and provide fitted PPE and extra training for them. Risk is still low, and actually lower than in October due to airport screening program. Alan Bergren discussed the RFP (attached to the minutes) for Radio System Component Services. IV. Citizen Comment Gregory Scott, 284 Plain Hill Rd: Spoke about issues at the Natchaug Hospital - Joshua Center program that is near his home. He discussed recent situations that he is concerned with involving students/staff/police. He is concerned that these students could be a threat to his family and neighborhood. Alderman William Nash asked Officer Camp to respond to Mr. Scott. Officer Camp stated that the police department is aware of the facility and the situation with students leaving the facility (walk aways). He noted that the police have been  called 41 times in 2014 to the center for different situations (doesn't have specifics). Alderman William Nash will contact Cathy Osten to see about who we can meet with at the center to speak about these situations. He spoke about possibilities to alert the neighborhood residents when situations occur. He will also contact the Police Captain to see how we can work together to try to rectify this issue. Alderman Mark Bettencourt would like information on the specifics of the calls to the center. Brian Kobylarz: Stated that he spoke with a city official a couple of months ago regarding signage in the Cliff Street neighborhood. He noted that there are still a large number of signs that warn of a school zone (no school for 4 yrs.), no parking signs faded and leaning on telephone poles, and one way signs are barely visible (he provided photos to the city official). He asked the committee for resolution on this issue. He also spoke of four street lamps out of order, and noted that at the intersection of Hobart and Oak there has already been an accident. He added that he provided some pole numbers to a city official. He also reported that there is a meeting on Monday officials about legislation concerning sex offenders. He found a quote in the article made by a city official troubling regarding moving sex offenders out of Norwich and placing them elsewhere. He reported that there are 110 sex offenders in Norwich. He stated that Norwich has more than any surrounding town and wants a shift on how things are dealt with. Alderman Mark Bettencourt stated that this is a very difficult issue that every community has to deal with it. Solution will not come from local level, will come from the state. Alderman William Nash commented that we can safeguard our community and concentrate on that. Mr. Bergren was asked to contact Public Works about the signs. Mr. Bergren noted that residents can contact Jill in his office to report lights out on the street lights. Closed citizen comments at 7:40 V. Old Business a) Cost Estimate for EGP, Moriarty, Occum, Rec Center, and Taftville Environmental Systems Modifications Mr. LaRose reported there have been significant concerns at EGP, Occum, Moriarty, and Taftville. He distributed cost estimates for each site. EGP: One option is to install an 8,000 btu window a/c unit for $500.00 and the other is to install a wall hung low ambient Mitsubishi ductless split system for $6,000.00. (Option #2 was the preferred recommendation.) Moriarty: NPU does not recommend cooling the boiler room. Occum: NPU recommends installing a thermostat controlled exhaust fan for $600.00. Recreation Center: NPU recommends installing a wall hung low ambient Mitsubishi ductless split system for $6,000.00. Taftville: NPU recommends installing a wall hung low ambient Mitsubishi ductless split system for $6,000.00. The total cost estimate is $18,600.00. Mr. LaRose stated that this is something that should be handled sooner rather than waiting for the next budget cycle. Mr. Bergren asked Mr. LaRose to send him the cost proposal information. b) Ebola Update  See Correspondence above. VI. New Business a) Royal Oaks Fire Protection Mr. LaRose reported that the project is complete and operational. There are 18 new hydrants and they are all good quality hydrants. The fire chiefs are pleased. VII. Other Mr. LaRose reported that a fire chief requested a list of homes with solar panels on them. NPU started researching this and developed a list. He noted they are now working with the building department to get permits so they can update the list. (List provided at meeting.) It was noted the best way to communicate this information with eth fire chiefs is via email. Officer Camp thanked, on behalf of the Chief, the EGP/LH fire departments for their assistance with the Winter Parade. VIII. Future Agenda Items IX. Adjournment Upon a motion by Alderman Mark Bettencourt, seconded by Alderman Sofee Noblick, the meeting was unanimously adjourned at 7:53 pm. Respectfully submitted by Jennifer Kayser, Recording Secretary  The City of Norwich Purchasing Department on behalf of the Norwich Police and Fire Departments is seeking proposals for Land Mobile Radio System Consulting Services. This Request for Proposal (RFP) from the City of Norwich, Connecticut (hereinafter, the 'City' or the 'municipality') invites written proposals from qualified parties (hereinafter, the 'Consultant') to provide consulting services that will assist the municipality to:  Plan and acquire a replacement for its existing Low Band and VHF conventional radio systems  Analyze the Town's current operations to identify areas and services (hereinafter, "Adjunct Communications Services") where the municipality's replacement radio system (and/or its associated infrastructure) could be leveraged to meet the municipality's current and future communications needs beyond the voice communication capability of the replacement radio system  Identify opportunities for potential enhancements or extensions to the replacement radio system which could serve the municipality's other wireless communications needs as they relate to the provision of Adjunct Communications Services  Identify both the operational and organizational considerations and the training and staffing requirements for the replacement radio system and any potential enhancements or extensions which might be put in place to meet the municipality's other communications needs as they relate to the provision of Adjunct Communications Services The project is anticipated to be performed in three (3) phases. 'Planning' (Phase I) will include, but may not be limited to, an analysis of existing conditions, a needs assessment, consultation concerning replacement options and system enhancements and the provision of both cost estimate(s) for budgetary purposes and a user requirements document. 'Acquisition Support' (Phase II) will include, but may not be limited to, assisting the municipality with the development of one or more technical specifications and a Functional Design Plan for replacement of the municipality's existing radio systems and/or any of its respective components, assisting the Town's Purchasing Agent in developing a Request for Proposal document for system replacement (hereinafter the 'Replacement Radio System RFP'), assisting the municipality in evaluation responses to the Replacement Radio System RFP(s) from qualified Radio System Supplier(s) (hereinafter the `LMRS Supplier'), and technical (non-legal) review of any contract document(s) between the municipality and any LMRS Suppliers that may result from the LMRS Supplier RFP. Optionally, and at the municipality's sole discretion, it may elect to continue any relationship with any Consultant(s) contracted beyond the time when the LMRS Supplier(s) are selected into the time when replacement of the existing LMRS occurs. During 'Implementation' (Phase III) the municipality may elect to call upon the Consultant to provide project management and technical support in furtherance of successful completion of the project. SCOPE OF WORK Phase I- Planning The Consultant will research and produce a Needs Assessment and Planning Report assessing the current LMRS functionality, requirements to maintain the existing level of LMRS functionality and desired (from existing system user input) and desirable (in the Consultant's opinion) levels of improved functionality (to include both local LMRS operability and regional LMRS interoperability). City agencies that would likely be served by the proposed system include the Police Department, Fire Department, Public Works, Public Utilities and the Board of Education. This research and reporting must include, but may not necessarily be limited to, the following:  Analysis of the current condition, operability, coverage, signal propagation and functionality of the existing LMRS, including identification of the capabilities, dependencies and areas for potential improvement or enhancement;  Analysis of current and projected future system loads (minimum 10- year horizon) and the need (if any) for additional channel capacity;  Analysis of the suitability of the existing LMRS's licensed frequency space and the need and/or desirability (if any) to procure additional (or alternate spectrum) licensed channels for use by the replacement LMRS;  Identification of desired levels of regional interoperability and analysis of the replacement LMRS's ability to deliver them;  Analysis of regional efforts and planning with respect to interoperability and inclusion of those efforts, plans and goals in any locally developed replacement LMRS;  The results of stakeholder/department system user interviews and/or other data (to be conducted by or gathered by the Consultant) relative to current and desired levels of functionality;  Analysis of the current location and functionality of LMRS infrastructure sites to include their suitability for use with the replacement LMRS;  Identification and analysis of potential additional (or alternate) infrastructure site locations to include their suitability and desirability for use with the replacement LMRS (Note: There exist several locations available to the municipality and suitable for infrastructure equipment — mostly existing commercial cellular locations — that did not exist at the time of the current LMRS's original design, engineering and construction);  Analysis of the condition and functionality of existing infrastructure site ancillary equipment (UPS, generator, climate control, grounding, etc.) and the suitability (and desirability) of reuse of some of this equipment with the new LMRS;  Analysis of the condition and functionality of the existing site-to-site fiber backhaul including loading, capacity, bandwidth, system paths and the suitability (and desirability) of reuse of some of this equipment with the new LMRS;  Analysis of the functionality of existing subscriber equipment, identification of the ability (and desirability) of reuse of some or all of this equipment with the new LMRS;  Analysis of the advantages and disadvantages of implementing the new LMRS as a complete single-source Supplier system or as separate pieces from separate Suppliers (i.e. broadcast radio system infrastructure as one component, backhaul as one component, subscriber units as one component, etc.);  Identification of alternatives (i.e. point-to-point radio, point-to-point WLAN/WiMAX, fiber, etc.) to the use of microwave backhaul (and commentary on their desirability) between site locations either as a primary or redundant connectivity methodology;  Identification of additional LMRS features, functionality and/or enhancements that current system users find desirable or the Consultant finds recommended and practical, to include but not be limited to, OTAR, telephone interconnect, data capability, enhanced and/or system-wide encryption, interoperability alternatives, GPS- based geolocation, etc.;  Identification of alternative or enhanced subscriber equipment including the need (or desirability) to procure special purpose subscriber equipment (covert, intrinsically safe, submersible, etc.);  identification of and commentary on the practicality (and desirability) of expanding the LMRS replacement project to include a full or limited deployment of a municipal wireless data capability, to include how any such effort relates to the LMRS replacement project, specifically what economies of scale or cost might be enjoyed by commingling these projects and how any such project would relate to the proposed National 700 MHz Public Safety Wireless Broadband network;  Identification and commentary on best practices for the new LMRS as they relate to system durability, sustainability, redundancy, disaster recovery and the elimination of single points of failure;  Identification of a proposed schedule for procurement and implementation of the new LMRS, to include, but not be limited to, a timeline for procurement procedures, system design and construction, subscriber replacement and projects related to system network, backhaul and infrastructure improvement as well as funding milestones for purposes of municipal budgeting (See note immediately below).  Identification and analysis of Adjunct Communications Services which could share the LMRS infrastructure but be taken off line during emergencies requiring essentially full LMRS capacity.  Identification and analysis of those services now provided by the LMRS which could be more economically served with other wired or wireless technologies that would improve or, at a minimum, not diminish the functionality, capability and reliability of the current LMRS.