HomeMy WebLinkAbout15 MOU W/OC-COUNTYWIDE NOTIF SYS 09-16-08AGENDA REPORT
MEETING DATE: SEPTEMBER 16, 2008
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: PUBLIC WORKS DEPARTMENT/ADMINISTRATIVE SERVICES DIVISION
SUBJECT: APPROVAL OF A MEMORANDUM OF UNDERSTANDING WITH THE
COUNTY OF ORANGE FOR USE OF THE COUNTYWIDE MASS
NOTIFICATION SYSTEM
SUMMARY
The County of Orange has retained the services of The NTI Group, Inc. to provide access
to a multi-modal public mass notification system and has made this system available to all
cities for their use in emergencies. The system is officially known as AIertOC and the
approval of this Memorandum of Understanding (MOU) will enable the City of Tustin to
have access to the system during local emergencies. Staff is requesting the City Council to
approve the MOU and authorize the Mayor to execute the Agreement.
RECOMMENDATION
It is recommended that the City Council approve the Memorandum of Understanding with
the County of Orange to enable the City to use AIertOC, the countywide mass notification
system and authorize the Mayor and City Clerk to execute the Agreement.
FISCAL IMPACT
There is no fiscal impact to the City associated with this action.
BACKGROUND
The 2007 wildfires in Southern California highlighted the need to provide timely information
to residents during emergency incidents. This past spring, at the direction of the Orange
County Board of Supervisors, county staff was directed to identify a solution that could be
utilized for all county residents and businesses. A proposal process resulted in the County
selecting NTI Group, Inc. (NTI) of Sherman Oaks, CA to provide the required services.
NTI's Connect CTY service will provide access to a system that is hosted and maintained
by them. There is no hardware or software that is required for local agencies to purchase
or maintain. E911 data is purchased from AT&T and Verizon and provides landline contact
information for all of Orange County's households registered in the 911 database. The
county has designated the system "AIertOC".
AIertOC can be activated for local emergencies by pre-designated City staff for local
emergencies and for regional emergencies by the County's Operational Area (Sheriff's
Department) staff.
Approval of a Memorandum of Understanding with the County of Orange for use of the
Countywide Mass Notification System
September 16, 2008
Page 2
Potential emergencies uses are:
• An imminent or perceived threat to human or animal life and property
• Disaster Notifications
• Evacuation Notices
• Public Health or Public Safety emergencies
• Any other notification to provide emergency information to the community
The AIertOC system has the capacity to deliver 3 million voice messages, one million e-
mail messages and 1.8 million text messages within one hour. Detailed message
transmission results are generated upon call completion. The system can also be utilized
internally by the City to mobilize first responders and other City staff during emergencies.
First responder contact information will remain secure and is not shared with other
agencies. Special needs populations can also be targeted with specific messages if the
City maintains a local registry and provides the data to the county. NTI will provide all
required training for City designated users and system administrators at no cost to the City.
The City may also contract directly with NTI to use the system for unlimited non-emergency
public notifications with a special annual rate of $1 per household.
An AIertOC website (www.AlertOC.com) is being created by the county and will be
available to the public shortly. City residents will be able to register via AIertOC.com via an
AIertOC link on the City website. City residents may provide the necessary information in
order to be contacted at multiple contact points, including cell phones, home phones,
business phones; PDAs/pagers, a-mail accounts and TTY/TDD devices for the hearing
impaired.
The County has prepared a standard MOU for all program participants which will allow City
participation in this program. The MOU contains an explanation of the relationship between
program participants and the County; the contract terms between NTI and the County; the
policies related to the use of the system; and, the program enrollment package. This
program is fully funded by the county at an annual cost of $562,679. Funding has been
assured by the county for three years until April 2011. The MOU is set to expire June 30,
2012. If county funding is unavailable after April 2011, the County and program
participants can either terminate the agreement or agree to an alternative funding
arrangement.
Tim D. Serlet
Director of Public Works/City Engineer
Joe Meyers
Administrative Services Manager/
Emergency Services Coordinator
Public Works Department
Attachments: CTI Product Description
MOU
Approval of an MOU with OC for AIertOC.docx
Connect-C'i'~-°
Simple, three-step process to send a Message:
Connect CTY -REACH YOUR COMMUNITY IN MINUTES IN YOUR OWN VOICE
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A fully-hosted SaaS (Software as a Service) application, the Connect-CTY service allows civic leaders to send
personalized messages-via voice, text and a-mail - to thousands of people in minutes without having to invest
in or maintain hardware, software, or additional phone lines.
In the event of local disruptions, such as floods, wildfires, water main breaks or power outages, the ability to
provide leadership remains intact, with the capacity to send timely notifications to targeted constituents and
staff members using just a telephone.
Through a simple three step process, you can quickly inform your constituents at multiple contact points,
including cell phones, home phones, business phones, PDAs/pagers, a-mail accounts, TTY/TDD devices for the
hearing impaired, and networked digital signage. Results of the transmission to each recipient are delivered
back upon call completion.
Evacuated? Harness the power of the voice of a credible spokesperson. Initiate a message using just a
telephone via your Dial-In Messaging Card, whether you want to target a special group or send a message to
your entire community.
With the Connect-CTY fixed fee unlimited messaging plan, local officials can maximize their investment and
share the service across all departments without incurring additional fees associated with set up, data
integration, user training and retraining, 24/7 support, or per message charges. This will allow each
department to communicate the right information to the right group of people while you maintain centralized
roles and rights controls that tie to your emergency communication plan.
One, fixed fee unlimited messaging plan allows all key departments to use the Connect-CTY service for just
pennies per day, including:
• Mayor's Office
• Police
• Fire
• Emergency Management
• Health Services
• Public Works
• Parks and Recreation
While you can't always prevent an incident, you can take control with timely updates and authoritative
communication delivered in the voice of a credible spokesperson when faced with unexpected situations, such
as:
• Natural or manmade disruptions
• Unexpected, unusual neighborhood crime and assaults
• Missing senior/missing child
• Chemical spills, fires, explosions
• Road closures or route changes
• Water main breaks/other infrastructure outages
Blackboard Connect's superior call routing, throttling, and load balancing expertise reduces congestion to
optimize call throughput with reliable delivery. Connect-CTY clients receive the backing of dedicated Client
Care Specialists who assist with training, data transfers, technical support, tips, and usage analyses to ensure
the system is being utilized to its fullest capacity. The service is battle-tested, proven, and easy to use.
• Unlimited use by all departments with unique contacts and groups per department for one annual fee
• Unlimited use for a reasonable fixed fee -users pay no long distance charges, per call charges, or per
SMS charges
• Fully hosted SaaS (Software as a Service) solution - no software maintenance or issues with upgrades, no
hardware necessary or installation of phone lines required -fully Web-based and accessible, 24/7/365
• Multiple contact notification touch-points -combine voice, a-mail, and text messaging; can even tie in
with networked digital signage and send messages to TTY/TDD devices for the hearing impaired
• Compliant with the Common Alerting Protocol v. 1.1 (CAP-V1.1) and cell broadcast ready
• Geo-coded, publicly available residential/business phone numbers provided and updated with monthly
data cleansing so information is current; multi-lingual Web portal provided for additional data collection
• Automated, secured data transfers from your HR information systems -ensures up-to-date information;
unlimited groups and sub-groups
• Geo-Calling feature lets you target recipients using amap -from sophisticated overlay maps imported
on the fly by your GIS expert to simply having your mayor draw points or a donut on a map
• PIN authentication for message delivery included
• Call routing, throttling, and load balancing expertise to ensure that calls are delivered quickly and
efficiently
• Custom user account access and patent-pending call authorization and roles and rights levels tie the
roles and rights controls outlined in your emergency communication plan to the service
• Secure access from any location, anytime you need it -even if you have been evacuated
• 24/7/365 customer support -unlimited assistance for all users with no per call support charges
• Dedicated client care team -proactive support, personal attention and consultation
• Comprehensive reporting and auditing tools -download detailed call logs and usage reports -display
percentage of recipients who listened to your messages and those addresses that may need additional
follow up
• Geographically dispersed data centers and redundant telco providers and delivery mechanisms ensure
maximum up-time
Extensive experience delivering millions of calls and text messages per month nationwide -the Connect
platform is currently used at over 21,000 active sites across the USA.
NO hardware. NO software. NO additional phone lines
MOU
BETWEEN
THE COUNTY OF ORANGE
AND
PARTICIPANTS
FOR USE OF COUNTYWIDE MASS NOTIFICATION SYSTEM
This Memorandum of Understanding, hereinafter referred to as "MOU,"
dated ,which date is stated for purposes of reference only, is entered into by and
between the County of Orange, a political subdivision of the State of California, hereinafter
referred- to as "COUNTY," and the undersigned municipalities and higher education districts
responsible for protecting a resident population and maintaining a dedicated public safety
answering point (PSAP)within the County of Orange, hereinafter referred to individually as
"PARTICIPANT" or collectively as "PARTICIPANTS."
This MOU is intended to establish governance and terms of use for a Countywide Public
Mass Notification System.
RECITALS
WHEREAS, COUNTY is sponsoring a Countywide Public Mass Notification System
("System") for the primary intent of providing timely communication to the public during times
of emergency; and
WHEREAS, the County is making use of the System available to all cities and agencies
within the County of Orange who have the responsibility of protecting a resident population and
maintaining a dedicated public safety answering point (PSAP); and
WHEREAS, COUNTY entered into Orange County Price Agreement no. N1000009880
("Agreement"), attached hereto as Exhibit A, for the provision of Public Mass Notification
System Services with The NTI Group, Inc. ("NTI' on or about May 6, 2008 to disseminate
critical, time-sensitive emergency information to COUNTY's citizens and businesses through
phone and a-mail devices for emergency notification purposes; and
WHEREAS, NTI agrees to provide to PARTICIPANTS the services agreed to by NTI
and COUNTY as contained under the Agreement in exchange for abiding by the terms set forth
in this MOU; and
WHEREAS, PARTICIPANTS agree to uphold the same terms and conditions of the
Agreement, to use the System in compliance with all usage agreements identified and
incorporated herein as Exhibit A (Orange County Price Agreement no. N1000009880), Exhibit B
(Nondisclosure Document), and Exhibit C (Countywide Public Mass Notification System Policy
and Guideline), and the terms of this MOU to receive the benefits under the Agreement.
NOW, THEREFORE, the parties agree as follows:
Page 1 of 5
I. Definitions:
"Agreement" shall refer to Orange County Price Agreement no. N1000009880 between
COUNTY and NTI. The Agreement is attached to this MOU as Exhibit A.
"Countywide" shall mean all geographic locations in Orange County, California.
"Contact information" shall mean PARTICIPANT and public contact data stored in the
System for the purpose of disseminating communication in accordance with this MOU
and its Exhibits
"Emergency" shall include, but not be limited to, instances of fire, flood, storm,
epidemic, riots, or disease that threaten the safety and welfaze of the citizens and property
located within the boundaries of the COUNTY and PARTICIPANTS' respective
jurisdictions.
"Emergency information" shall mean information relevant to the safety and welfaze of
recipients in the event of an Emergency. Such information shall include but not be
limited to instructions and directions to alleviate or avoid the impact of an emergency.
"Emergency notification situation" shall mean instances when emergency information is
to be distributed through the System.
"Non-emergency information" shall refer to information that is not relevant to the safety
and welfare of recipients, but has been deemed to be of significant importance to a
PARTICIPANT'S jurisdiction to justify the use of the System to distribute such
information.
"Non-emergency notification situation" shall mean instances when a PARTICIPANT
deems non-emergency information to be of significance to a PARTICIPANT'S
jurisdiction and the PARTICIPANT uses the System to distribute such information.
"System" shall mean the Public Mass Notification System as provided by NTI to
COUNTY under the Agreement. The System is designed to disseminate information by
utilizing common communications, i.e. telephone and a-mail communications to citizens
and businesses as permitted under the Agreement.
II. Hold Harmless: PARTICIPANT will defend, indemnify and save harmless COUNTY,
its elected officials, officers, agents, employees, volunteers and those special districts and
agencies which COUNTY'S Boazd of Supervisors acts as the governing Boazd
("COUNTY INDEMNITIES") from and against any and all claims, demands, losses,
damages, expenses or liabilities of any kind or nature which COUNTY, its officers,
agents, employees or volunteers may sustain or incur or which may be imposed upon
them for injury to or death of persons, or damages to property as a result of, or arising out
of the acts, errors or omissions of PARTICIPANT, its officers, agents, employees,
Page 2 of 5
subtenants, invitees, or licensees. COUNTY will defend, indemnify and save harmless
PARTICIPANT, its officers, agents, employees and volunteers from and against any and
all claims, demands, losses, damages, expenses or liabilities of any kind or nature which
PARTICIPANT, its officers, agents, employees or volunteers may sustain or incur or
which may be imposed upon them for injury to or death of persons, or damages to
property as a result of, or arising out of the acts, errors or omissions of COUNTY, its
officers, agents, employees, subtenants, invitees, or licensees.
III. Term: This MOU shall be in effect from and shall expire on June
30, 2012, unless COUNTY funding of the System becomes unavailable at which time
PARTICIPANTS will be given six month advance notice per the termination terms found
in Pazagraph IX. Termination, below.
1V. Scope of Services: PARTICIPANTS shall receive from NTI the same services provided
by NTI to the COUNTY under the Agreement. COUNTY's involvement in this MOU is
limited only to extending the availability of the terms and conditions of the Agreement to
the PARTICIPANTS. PARTICIPANTS and NTI acknowledge and agree that any
actions taken by NTI or any PARTICIPANT under the scope of the Agreement and this
MOU aze the responsibility of NTI and the respective PARTICIPANT.
V. Use: Use of the System and its data, including but not limited to contact information, is
governed by the terms, conditions and restrictions set forth in the terms provided in
Exhibit A, B and C. All PARTICIPANTS agree to the terms and conditions contained in
Exhibits A, B, and C. COUNTY retains the right to update Exhibits A, B, and C as
needed, in whole or in part, during the life of this MOU. Any and all .revised Exhibits
will be distributed to PARTICIPANTS within five business days of the revision date and
shall be incorporated into this MOU. Such modifications to the Exhibits shall not be
deemed an amendment for the purposes of Pazagraph X. Amendments, below.
PARTICIPANT, including each of its agents, oi~icers, employees, and representatives
who are given access to the System, agrees to abide by the individual terms of each
agreement and the additional conditions incorporated herein. Breach of use may result in
individual user or Participant access account termination.
The scope of services under the Agreement is limited to using the System to distribute
business communication to PARTICIPANT inter-departmental resources and/or
emergency information to the public in emergency notification situations.
PARTICIPANTS may arrange for the use of the System with NTI to distribute non-
emergency information. However, any agreement reached between NTI and any
PARTICIPANT for the use of the System for non-emergency notification situations shall
exist only between NTI and the PARTICIPANT. In accordance with Pazagraph II. Hold
Harmless, above, COUNTY shall be held harmless and indemnified by the
PARTICIPANTS and NTI from any actions whatsoever arising from any
PARTICIPANT's use of the System for non-emergency services.
Page 3 of 5
All PARTICIPANTS have read and accept the terms and conditions found in COUNTY's
"Countywide Public Mass Notification System Policy and Guideline (June 30, 2008)",
attached hereto as Exhibit C.
VI. Compensation: All compensation owed by PARTICIPANTS to NTI shall be made
between PARTICIPANTS and NTI.
VII. Notice: Any notice or notices required or permitted to be given pursuant to this MOU
shall be submitted in writing and delivered in person, via electronic mail or via United
States mail as follows:
COUNTY:
County, Executive Office
Mass Notification System Program Manager
10 Civic Center Plaza
Santa Ana, Ca 92701
Teaza.leblanc@ocgov.com
PARTICIPANTS: Each PARTICIPANT shall provide to COUNTY a contact person
and notice information upon entering into this MOU.
Notice shall be considered tendered at the time it is received by the intended
recipient.
VIII. Confidentiality: Each party agrees to maintain the confidentiality of all related records
and information of the other party pursuant to all statutory laws relating to privacy and
confidentiality that currently exist or exist at any time during the term of this MOU. All
information and use of the System shall be in compliance with California Public Utilities
Code section 2872.
IX. Termination: The COiJNTY or any PARTICIPANT may terminate its participation in
this MOU at any time for any reason whatsoever. If any PARTICIPANT chooses to
terminate its participation in this MOU, the terminating PARTICIPANT shall provide
written notification in accordance with Pazagraph VII. Notice, above. Such notice shall
be delivered to the COUNTY 30 days prior to the determined termination date. A
terminating PARTICIPANT shall uphold the obligations contained in Pazagraph II. Hold
Harmless in its entirety and Pazagraph VIII. Confidentiality, above. Upon termination,
PARTICIPANT agrees to inform each PARTICIPANT user to stop using the System and
to relinquish all System access, user accounts, passwords and non-PARTICIPANT data
to COUNTY immediately. PARTICIPANT may choose to delete and/or export non-
public PARTICIPANT (aka inter-departmental) owned contact information, as well as,
export resident provided contact information prior to termination. Resident provided
contact information acquired through PARTICIPANT sources shall remain in the System
and available to the County for regional or multi jurisdictional notification use as needed.
Page 4 of 5
Should COUNTY discontinue its funding for the System, which shall be grounds for
COUNTY'S termination of its participation, COUNTY shall give PARTICIPANTS six-
month advance courtesy notice prior to terminating the Agreement. All other reasons for
terminating by COUNTY shall be valid upon providing notice to the PARTICIPANTS.
Upon tenmination by COUNTY, this MOU shall no longer be in effect.
Termination by a PARTICIPANT shall not be deemed an amendment to this MOU as
defined in Paragraph X. Amendments, below.
X. Amendments: This MOU may be amended only by mutual written consent of the parties
involved unless otherwise provided for in this MOU. The modifications shall have no
force and effect unless such modifications are in writing and signed by an authorized
representative of each party. Termination by a PARTICIPANT or adding a new
PARTICIPANT to this MOU shall not be deemed an amendment.
IN WITNESS WHEREOF, the parties hereto have caused this Memorandum of Understanding
to be executed by their duly authorized representatives as of the dates opposite the signatures.
COUNTY OF ORANGE
By; _ "~ .__-- / Date: -T - 31-0 8
Thomas Mauk, County Executive Officer
County of Orange
PARTICIPANT:
By:
Date:
Authorized Signature
Print Name and Title
APPROVED AS TO F OUNSEL,,
OPfiCE OP THE COUNTI' RNi
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APPROVED AS TO FORM:
City Tu tin
By: '~
D GLA HOLLAND
Ci v Attorney
Date: (I -l, 1 "~
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CONTRACT
FOR
PUBLIC MASS NOTIFICATION SYSTEM
WITH
THE NTI GROUP, INC.
Contract
Recitals .................................................................................................................................................. 4
Articles ..................................................................................................................................................4
Definitions ............................................................................................................................................. 4
General Terms and Conditions
A. Governing Law and Venue ....................................................:................-------.................................. 4
B. Entire Contnsct .................................................................................................................................. 4
C. Amendments ..................................................................................................................................... 5
D. Taxes ...................................................................................... ...................................................... S
E. Delivery ...............................................................................................................................:............ S
F. AcceptanceJPaymeM ......................................................................................................................... 5
G. Warranty ........................................................................................................................................... 5
H. Patent/Copyright MaterisllPropriety Infringement .......................................................................... 6
I. Assignment or Sub-contracting .......................................................................................................... 6
J. Non-Discrimination ........................................................................................................................... 6
K. Termination ...................................................................................................................................... 7
L. Consent to Breach not Waiver .......................................................................................................... 7
M. Remedies Not Exclusive .................................................... ................................... .................. 7
N. Independent Contractor .................................................................................................................... 7
O. Performance ................. .................................................................................................................... 7
P. Indemnification/Insurance ....................................................:....................._..................................--- 7
Q. Bills and Liens ............................................................................................................... ...............
.... 10
R. Changes ............................................................................................................................................ 10
S.. Change of Ownership ..............................................................:........................................................ Z O
T. Foroe Majeure ................................................................................................................................... 10
U. Confidentiality ................................................................................................................................. 10
V. Compliance with Laws .................................................................................................................... 10
W. Freight ............................................................................................................................................. 10
X. Pricing ............................................................................................................................................. l0
Y. Waiver of Jury Trial ......................................................................................................................... I 1
Z. Terms and Conditions ...................................................................................................................... 11
AA. Headings .............................................................................................. ............
.............................. 1
BB. Severability .................................................................................................................................... l l
CC. Calendar Day ................................................................................................................................. 1 l
DD. Attorney Fees ............................................................................................................................... 11
EE. Interpretation .................................................................................................................................. 11
FF. Authority ......................................................................................................................................... l l
GG. Employee Eligibility Verification ................................................................................................. 11
Additional Terms and Conditions
1. Scope of Contract .......................................................................................................................... 12
2. Term of Contract ........................................................................................................................... 12
3. Fiscal Appropriations .................................................................................................................... 12
4. Precedence ..................................................................................................................................... 12
5. Compensation ................................................................................................................................ 12
6. Project Manager-County/Contract~ ........................................................................................... 12
7. Contractor Personnel ................................................................................................................... 12
8. Reports/Meetings ..................................................................... ..
.................................................... 13
conaaix N 1000009Ed0 2 ans.~w
9. Contractor's Records ......................................................................
Conflict of Interest -Contractor ....................................................
10 ............................................... 13
............................................... 13
.
11. Ownership of Documents ...............................................................
12. Data-Title to ..................................................................................
13. Breach of Contract ..........................................................................
14. Contract Disputes ...........................................................................
........
W
k ...............................................13
............................................... 13
............................................... 13
.............................................. 14
............................................... 14
..............................................................................
or
15. Stop
16. Termination orderfy ....................................................................
17. Notices .........................................................................................
18. Incorporation .................................................................................
19. Usage .............................................................................................
20. Audits/Inspections .........................................................................
Conditions Affecting Worlc ...........................................................
21 ............................................... 14
................................................
................................................ 1 S
................................................ l5
................................................ 15
................................................16
.
22. Documentation .............................................................................................................................. ] b
23. Contractor's Expense ..................................................................................................................... 16
24. Gratuities .............................. ......................................................................................................... 16
2S. Authorization Warranty ................................................................................................................. 16
26. News/Information Release ............................................................................................................. 16
of Orange Child Support Enforcement Requirements ...................................................... 16
Count
27
y
.
28. Publication ....................................................................................
29. Errors and Omissions ....................................................................
30. Web Link ......................................................................................
..........................
it
S
c
31 ................................................. 17
................................................. 17
................................................. 17
................................................. 17
y ...............................................................
.
e
ur
Transmission of Messages; Data ...................---............................
32 ................................................. 18
.
33. Limitation of Liability ..................................................................
34. Cooperative Agreemelrt ................................................................
Contract Slgoatnre Pa~ ................................................................. ............................................... 18
................................................. 18
................................................. 19
Attachmeai!
A Sc~e of Work ............................................................................................................................... 20
B. Cost/Compensation for Contractor Sorvicea ................................................................................. 24
C. Staffing Plan .................................................................................................................................. 26
D. Implemerrtation Plan/Project Schodule .......................................................................................... 27
E. Support Services ............................................................................................................................ 37
F. Accxptance and Testing Procedures .............................................................................................. 38
G. Training ......................................................................................................................................... 40
1. Blank County of Orange Child Support Enforcement Certification Requirements Form ............. 4l
s ~lt~~_~
'This Agreement, (hereinafter referred to as "Contract', to provide a Public Mass Notification System, made and
entered into as of the date fully executed by and between The NTI Group, Ina, with a place of business at 15301 Ventura
Blvd., Building B, Suite 300, Sherman Oaks, CA 91403, (hereinafter referred to as "Contractor"), and the County of
Orange, a political subdivision of the State of California, (hereinafter referred to as "County"} which may be referred to
individually as "Party" or collectively as "Parties".
RECITALS
WHEREAS, Contractor responded to a Request for Proposal (RFP} to provide a Public Mass Notification System,
as further set forth herein; and
WHEREAS, the Contractor responded and represented that its proposed services shall meet or extxed the
requirements and specifications of the RFP; and
WHEREAS, the County of Onsrige Board of Supervisors has authorized the Purchasing Agent a his designee to
enter into a Contrail to obtain a Public Mass Notification System;
NOW, THEREFORE, the Parties mutually agree as follows:
Definitions:
1. Update. The teen "Update" shall mean any bugs, patches, fixes, enhancements, improvements to the system.
2. Upgrade. The tenor "Upgrade" shall mean platform changes, addition of new modules or new integration
poirita or the creation of naw versions.
3. Documentation. The term "Documentation" shall mean all written and ekctroriic manuals, training material,
or other associated printed materials and updated versions thereof, which aro necessary or useful to the
County in its use of the Solution provided hereunder
4. Solution. The term "Solution" shall mean the entire Public Mass Notification Solution, inclusive of system
access, training, documentation, and support.
General Terms And Coadidow
A. Govereins I.aw aril Veane. This Contract has been negotiated and execubal in the state of California and shall be
governed by and construed under the laws of the state of California. In the event of any legal action to enforce or
interpret this Contract, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange
County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court,
notwithstanding Code of Civil Procedure section 394. Furthermore, the parties specifically agree to waive arty and all
rights to roquest that an action 6e transferred for trial to another County.
B. Entire Contract: This Contract, and its Attachments, which have been incorporated, when acxepted by the
Contractor either in writing or by the shipment of any article or other commencement of performance hereunder,
contains the entire Contract between the parties with respect to the matters herein and there are no restrictions,
promises, warranties or undertakings other than those set forth herein or referred W heroin. No exceptions,
alternatives, substitutes or rovisions are valid or binding on County unless suthoriaod by County in writing.
Electronic accxptanee of any additional terms, conditions or supplemental Contracts by any County employee or
agent, including but not limited to installers of equipment, shall not be valid or binding on County unless accxpted in
writing by the County's Purchasing Agent or his designee, hereinattor "Purchasing Agent".
ca~rnci Niooooo9sso 4 3nsros
C. Ameadmeab: No alteration or variation of the terms of this Contract shall be valid unless made in writing and
signed by the Parties; no oral understanding or agreement not incorporated heroin shall be binding on either of the
Parties; and no exceptions, alternatives, substitutes or revisions aro valid or binding on County unless authorized by
County in writing.
D. Taws: Unless otherwise provided herein or by law, price quoted does not include California state sales or use tax.
E lDeNvery: Time of delivery of goods or Services is of the essence in this Contrail. County reserves the right to refuse
any goods or services and to cancel all or any part of the goods not conforming to applicable specifications, drawings,
samples or description, or services that do not conform to the prescribed staterrrcnt of work. Acceptance of any part of
the order for goods shall not bind County to accept future shipments, nor deprive it of the right to return goods aheady
accepted, at Contractor's expense. Over shipments and under shipments of goods shall be only as agreed to in writing
by County. Delivery shall not be deemed to be complete until. all goods, or services, have actually been received and
accepted in writing by County.
F. Acceptaaoe/Paryateatw Unless otherwise agreed to in writing by County, acceptance of the Public Mass Notification
Solution shall not be deemed complete unless in writing and until all the goods/servicea have actually been r+cceived,
inspected, and tested to the satisfaction of County, includmg but not limited to the testing set forth in accordance with
Attachment F for the Softwaro. In the event that this Contract is tetrninated by County prior to acceptance of the
Sottwaro, County shall return the Software to Conhactor and shall not be required to pay any charges, fee, rates,
hourly bills, invoices or a~ other monies for any services rendered to the County under Chia Contract prior to the date
of termination. County agrees that it may not utilize the Public Ma.4s Notification Solution for any purpose othex than
testing unless it has provided its acceptance in accordance with this paragraph.
G. W'rraaty: Contractor roprosenb acrd warrants that the CTY Service will perform in a commercially reasonable std
professional manner and will conform substantially W the description of the service as described in Section 1. The
County accepts that the CTY Service is not intended to replace notification to First Responder services (such as, for
example purposes only, 911, firo, police, emergency medical, and public healthy which should have already been
notified and deployed. Moreover, the County accepts that the CTY Service is not designed for use in any situation
whore failure of the CTY Service could lead to death, personal injury, or dama~ to property. Contractor will zees
commercially neasonabk efforts to assure that the CTY Service remains available for access by Coumy twenty-low
(24) lours per day, seven (~) days per week, three hundred sixty-five (365) days per year, excluding scheduled
maintenance. In the event the CTY Service experiences unscheduled unavailability, Contractor will notify the
party/parties responsible within twenty-few (24) hours and cooperate with the party/parties to resolve such problem
as soon as possible. In the event that the CTY Service fails to comply with the above warranty, the County shall
promptly inform Contractor of such fact, and Contractor, upon receipt of such notice and at its expense, will use
commercially roasonsbk efforts to correct any verifiable errors (by ropair, replacement or n-performance) so that the
CTY Service complies with such wararrty as soon as possible, but not more than thirty (30) days after written notice
from the County ("Cure Period"). In the event that such repair or roplacenrent cannot be done within the Cure Period,
then the CouRrty, at its sole option, may either. (i) extend the time for Contractor 1n cornet such breach, if correction is
commercially roasonable; or (ii) terminate the Contract, in which case, in addition to any other right or remedy the
County may have, Contractor shall refund to the County the prorated sum of monies paid but not utilized hereunder.
a. Contractor will have no obligation with respect W the foregoing limited waranty to the extent the error or
noncompliance was caused, in whole a in part, by the negligence or improper use of the CTY Service by the
County ar a third party, or a breach by the County of its obligations under this Contract. Nor will Contractor be
responsible for delays, errors, failures to perform, interruptions or disruptions in tfie services contemplated under
this Contract caused by or resulting from arty act, omission or condition beyond Contractor's reasonable control,
whether or not far+eseeable or identified, including without limitation, the loss of, or improper access to Recipient
Data, unauthorized access or interception of such data, transmission errors or corruption or security of information
carried over telecommunication lines, failure of digital transmission finks, hostile network attacks or network
congestion, or acts of God, strikes, lockouts, riots, acts of war, governmental roguhrtiona, shortage of equipment,
Conuactl~10000096a0 S
materials or supplies, fire, power failure, earthquakes, severe weather, floods or other natural disaster or the
County's, a User's or any third party's applications, hardware, software or communications equipment or facilities.
b. Exce~exuressly stated otherwise in this Contract, the CTY Service is provided "AS IS" with no guarantee that
it is en+or free, will perform or be unintenvpted, or that defects can or will be corrected. Contractor makes no
warranties, express or implied, with respect to the CTY Service, including without limitation, in connection with
third party applications, and Contractor specifically disclaims all other wanarrties regarding the CTY Service
including any implied warranties of merchantability or fitness for a particular purpose, or any warranties arising
from a course of dealing, course of performance, usage of the trade or trade practice.
H. Patent/Copyrigbt IVlaterialdProprietary laMngemeat: Contractor will defend or settle any action brought
against the County to the extent that it is based upon a claim that the CTY Service, as provided by Contractor to the
County under this Contract and used within the scope of this Contract, infringes any copyright, trade secret, U.S.
patent or other proprietary right. Contractor's obligations hereunder are contingent on the following conditions:
1. The County must notify Contractor in writing promptly after County becomes aware of a claim or the possibility
thereof; and
2. The County will cooperate with Corrtrsctor in ttre settlement, compromise, negotiation, and defense of any such
action. Contractor will reimburse County for reasotrabb out of pocket expenses that it incurs providing that
assistance; and
3. The County must provide Contractor with all information related to the action that is reasonably roquested by
Contractor, and
4. If as a resuk of an infringement claim the County's use of some or of all the CTY Service is enjoined by a court
of competent jurisdiction, Contractor will at its option and at expense either.
a. Modify or replace either aft or the infringing part(s) of the CTY. Service so that they are no longer
infringing, provided drat the so modified CTY Sevcicx is functionally equivalent in all material respects to
the infringing parts of the CTY Service; or
b. Procure the right for Corrtractor to continue using the infringing part of the CTY Service; or
c. If neither of the foregoing options is available to Contractor using commercially reasonable efforts,
Contractor will terminate the Contract and promptly refund to the County all amounts paid by the County
to Contractor, with respect to such affected service.
5. Contractor shall not be liable hcrwnder for any settlement made by County without Contractor's advance written
approval or for arty award from any action in which Contractor was not granted control of the defense.
I. Assigametat or 3ub~eoatractiyl: The terms, covenants, and conditions contained heroin strati apply to and bind the
heirs, successors, executors, administrators and assigns of the Parties. Furtlrermor+e, neither the performance of this
Contract nor any portion thereof may be assigned or sub-contracted by Contractor without the express written consort
of County. Any attempt by Contractor to assign or sub-contract the performance or any portion thereof of this
Contract without the express written consent of County shall be invalid and shall constitute a breach of this Contract.
J. Non-Diacrlmiaatioa: In the performance of this Contract, Contractor agroes that it will comply with the
requirements of Section 1735 of the California Labor Code and not engage nor permit any subcontractors to engage in
discrimination in employment of persons because of the race, religious cu+eed, color, national origin, ancestry, physical
disability, mental disability, medical condition, marital status, or sex of such persons. Contractor acknowledges that a
violation of this provision shall subject Contractor to all the penalties imposed for a violation of anti-discrimination
law or regulation including but not limited to Suction 1720 ~ ggA. of the California Labor Code.
Contrux N10000098t0 6 3,25roi
K. Termi~adon:
Termiaadon for Cosrwenicnce. The County can terninau this Contract for convenience by giving Contractor thvty
(30) days prior written notice of termination, provided, however, that, the County agrees that in the event of such
Termination for Convenience, the County will pay to Contractor all casts incurred by the Contractor and accepted by
County in providing the CTY Service to the County to the date of such termination. These costs will specifically
include one hundred percent of the cost incurred by the Contractor for licxnsing data to the County, and any other
verified costs incun~ed by Contractor, which will be prorated to the date of termination, provided however, that the
aggregate of such costs will not exceed the annual Service Fee.
Terminsdog With Cause. Either party may terminate the Contract in the event of a material breach by the other
party, which breach remains uncured foe ten (10) days folbwing written notice W the breaching party. In the event of
a termination by County for an uncured material breach, the County will receive a pro rata refund of any amounts paid
but not utilized hereunder.
L. Consort to Bt~eaclit Not Waiver: No tenor or provision of this Contractor shall be deemed waived and no breach
excused, unless such waiver a consent shall be in writing and signed by the Party claimed to have waived or
consented. Any consent by any Party to; or waiver of, s breach by the other, whether express or implied, shall not
constitute consent to, waiver of, or excuse far any other difFeient or subsequent breach.
M. Remedies Not E=clruive: The remedies for breach set forth in this Contrail are cumulative as to one another and as
to any other provided by law, rather than exclusive; and the expression of certain remedies in this Contract does not
preclude resort by either Party to any other remedies provided by law.
N. I~depes~deot Contractor: Contractor shall be considered an independent COntrscb~r and neither Contractor, its
employees nor anyone working under Contractor shall be considered an agent or an employee of County. Neither
Contractor its employees nor anyone working under Contactor, shall qualify for workers' compensation or other
fringe benefits of arty kind through County.
O. Perfarmas~ee: Contractor shall perfonrn all work under this Contrail, taking necessaq+ steps and precautions to
perform the work to County's satisfailion. Corrtraetor shall be responsible for the professional quality, technical
assurance, timely completion and coordination of all documentation and other goods/services furnished by the
Contractor under this Contract. Contractor shall perform all work diligently, carefully, and in a good and workman-
like manner, shall furnish all labor, supervision, machinery, equipment, materials, and supplies necessary thereforo;
shall at its sole expense obtain and maintain all permits and licenses required by public authorities, including those of
County required in its governmental capacity, in connection with performance of the work; and, if permitted to
subcontract, shall be fully responsibk for all work perfomred by subcontractors.
P. Indemsi8catioo/Iasuraaoe:
INDEMNIFICATION PROVISIONS
Contractor agrees to indemnify, defend with counsel approved in writing by County, and hold County, its ekcted and
appointed officials, officers, employees, agents and those special districts and agencies which County's Board of
Supervisors acts as the governing Board ("County Indemnitees'~ harmless from any claims, demands or liability of
any kind or nature, including but not limited to personal injury or property damage, arising fimn or related to the
services, products or other performance provided by Contractor pursuant to this Contract, as specified in Attachment
A, Scope of Work. if judgment is entered against Contractor and Courrty by a court of competent jurisdiction because
of the concurrent active negligence of County or County Indemnitees, Contractor and County agree that liability will
be apportioned as determined by the court. Neither Party shall request a jury apportionment.
INSURANCE PROVISIONS
Contract N t0000093a0 7 3,2510=
Prior to the provision of services under this Contract, the Contractor agrees to purchase all required insurance at
Contractor's expense and tp deposit with the County Certificates of Insurance, including all endorsements required
herein, necessary W satisfy the County that the insurnnce provisions of this Contract have been complied with and to
keep such insurance coverage and the certificates therefore on deposit with the. County during the entire term of this
Contract In addition, all subcontractors performing work on behalf of Contractor pursuant to this Contract shall
obtain insurance subject to the same terms and conditions as set forth herein for Contractor.
All insurance policies required by this Contract shall declare any deductible or self-insured reterrtion (SIR) in an
amount in excess of $25,000 ($5,000 for automobile liability which shall specifically be approved by the County
Executive Office (CEO~Office of Risk Management. Contractor shall be responsible for reimbursement of any
deductible to the insurer. Any self-insured reterrtions (SIRS) or deductibles shall be clearly stated on the Certificate of
Insurance.
If the Contractor fails to maintain insurance acceptable to the County for the full term of this Contract, the County
may terminate this Contract.
Ousliiied Inaorer
The policy or policies of insurance must be issued by an insurer licensed to do business in the state of California
(California Admitted Carrier).
Minimum insurance company ratings as determined by the most current edition of the Best's Kev IEtatist
~eideJPro~ty-CasuaHv/United States or ambestcom shall be A- (Secure Bests Rating) and VIII (Financial Sire
Category).
if the carrier is anon-admitted carrier in the stale of California, CEO/Olt'xx of Risk Management retains the right to
approve or reject carrier after a review of the company's performance and financial ratings.
The policy or policies of insurance maintained by the Contractor shall provide the minimum limits and coverage a9 set
forth below:
Commercial General Liability with broad form
property damage and contractual liability
Autonwbile Liability including coverage
for owned, non-owned and hired vehicles
Miaimnm Limit
$1,000,000 combined single
limit per occurnence
S2,000,000 aggregate
$1,000,000 combined singb
limit per occurrence
Workers' Compensation
Employers' Liability Insurance
Statutory
$1,000,000 per occurrence
All liability insurance, except Professional Liability, required by this Contract shall be at least $1,000,000 combined
single limit per occurrence. Professional Liability may also be provided on a "claims made" basis. The minimum
aggregate limit for the Commercial General Liability policy shall be $2,404,000.
The County of Orange shall be added as an additional insured on all insurance policies required by this Contract with
respect to work done by the Contractor under the terms of this Contract (except Workers' Compensation/Employers'
CaNwct NI000009d~ $ 3!~lOa
Liability). An additional insured endorsement evidencing that the County of Orange is an additional insured shall
accompany the Certificate of Insurance.
All insurance policies required by this Contract shall be primary insurance, and any insurance maintained by the
County of Orange shall be excess and non-contributing with insurance provided by these policies. An endorsement
evidencing that the Contractor's insurance is primary and non-contributing shall specifically accompany the
Certificate of Insurance for the Commercial General Liability.
All insurance policies npquirod by this Contract shall give the County of Orange 30 days notice in the event of
cancellation. This shall be evidenced by an endorsement separate from the Certificate of Insurance. In addition, the
cancellation clause must include language as follows, which edits the pro-printed ACORD certificate:
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING COMPANY WILL MAIL 30 DAYS WRITTEN NOTICE
TO THE CERTIFICATE HOLDER NAMED TO THE LEFT
All insurance policies required by this Contract shall waive all rights of subrogation against the County of Orange and
members of the Board of Supervisors, its elected and appointed officials, officers, agents and employees when acting
within the scope of their appointment or employment.
If Contractor's Professional Liability policy is a "claim made" policy, Contractor shall agroe to mairrtain professional
liability coverage for two years following completion of Contract.
The Commercial General Liability policy shall contain a severability of interests clause.
The Contractor is aware of the provisions of Section 3700 of the California Labor Code which ntquires every
employer to be insured against liability for Workers' Compensation or be self-insured in accordance with provisiana
of that code. The Contractor will comply with such provisions and shall furnish the County satisfactory evidence that
the Contractor has secured, for the period of this Contract, statutory Workers' Compensation insurancx snd
Employers' Liability insurance with minimum limits of 51,000,000 per occurrence.
Insurance certificates should be forwarded to the agency/department address listed on the solicitation.
If the Contractor fails t4 provide the insurance certificates and endorsements within seven days of notification by
CEO/Purchasing ortheagency/departma~t pur+chaaing division, award may be made to the next qualified Offeror.
County expressly r+aains the right to require Contractor to increase or dxrease insurance of any of the above
insurance types throughout the term of this Contract. Any increase or decrease in insurance will be as deemed by
County of Orange Risk Manager as appropriate to adequately protect County.
County shall notify Contractor in writing of changes in the insurance requirorrienb. If Contractor does not deposit
copies of acceptable certificates of insurance and endorsements with County incorporating such changes within thirty
days of receipt of such notice, this Contract may be in breach without further notice to Contractor, and County shall
be entitled to all legal remedies.
The procuring of such required policy or policies of insurance shall not be construed to limit Contractor's liability
hereunder nor to fulfill the indemnification provisions and requirements of this Contract.
Contract N 1000009880 9 3/151'08
The County of Orange Certificate of Insurance and the Special Endorsement for the County of Orange can be utilized
to verify compliance with the above-mentioned insurance roquirementa in place of commercial insurance certificates
and endorsements
Q. Bills and Liew: Contractor shall pay promptly all indebtedness for labor, materials and equipment used in
performance of the work. Contractor shalt not permit any lien or charge to attach to the work or the premises, but if
any does so attach, Contractor shall promptly procuro its rolease and, in accordance with the requirements of
paragraph "P" above, indemnify, defend, and hold County harmless and be responsible for payment of all costs,
damages, penalties and expenses rotated to or arising from or related thereto.
R. Changes: Contractor shall make no changes in the work or perform any additional work without the County's
specific written approval.
S. Change of Ownerships Contnactor agt+ees that if there is a change or transfer in ownership of Contractor's business
prior to completion of this Contract, the new owners shall be required under terms of sak or other transfer to assume
Contractor's duties and obligations contained in this Contract and complete them to the satisfaction of County.
T. Force tNajeare: Cartrsctor shall not be assessed with liquidated damages or unsstisfadory performance penahies
during any delay beyond the time named for the performance of this Contract caused by any ad of God, war, civil
disorder, employment strike or other cause beyond its reasonable control, provided Contractor gives written notice of
the cause of the delay to County within 36 (thirty-six) hours of the start of rite delay and Contractor avails himself of
any available romedies.
U. ConBdeatiality: Contractor agroes to maintain- the confidentiality of all County and County-related records and
information pursuant to all statutory laws relating to privacy and confidentiality that currently exist or exist at any
time during the term of this Contract All such records and information shall be considered confidential and kept
confidential by Contractor and Contractor's staff, agents and employees.
Contractor Informations The County will maintain the confidentiality of Cothactor Data, the CTY Service,
Account Information, training materials, and the member pager of the Contractor Website (colkdively, "Contractor
Information''') with the same degree of care that it uses to protect its own confidential information, but in no event
kss than a reasonabk degree of carer provided, however, that, the Coutrty may disclose Confidential Information to
the extent required by law or in rosponse to a written Public Reconda Request under California Law. In the event that
disclosure is mandated, each Party agrees to provide notice to the other prior to such disclosure together with a list
and copies of, all documents that will be disclosed.
V. Compliance with Laws: Contractor represents and warrants that services to be provided undo this Contract shall
fully comply, at Contractor's expanse, with all standards, taws, stawtes, restrictions, ordinances, roquirements, and
regulations (collectively "laws"), including, but not limited to those issued by County in its governmental capacity
and all other laws applicable to the services at the time services aro provided to and accepted by County. Contractor
acknowledges that County is relying on Contractor to ensure such oomplianoe, and pursuant to the rcquirernatts of
paragraph "P" above, Contractor agrees that it shall defend, indemnify and hold County and County Indemniteea
harmkss from all liability, damages, costs and expenses arising from or related to a violation of such laws.
W. Fr~eigitt (F.O.B. Destination): Contractor assumes full responsibility for all transportation, transportation scheduling,
packing, handling, insurance, and other services associated with delivery of all products deemed necessary under this
Contract
X. Pricitg: The Contract price shall include full compensation for providing all required goods in accordance with
required specifications, or services as specified herein or when applicable, in the Scope of Work attached to this
Contract, and no additional compensation will be allowed therefore, unless otherwise provided for in this Contract,
Conuacr N1000009sE0 I 0 3BSN6
Y. Waiver of Jury Trial: Each Party acknowledges that it is aware of and has had the opportunity to seek advise of
counsel of its choice with respect to its rights to trial by jury, and each Party, for itself and its successors, creditors,
and assigns, does hereby expressly and knowingly waive and release all such rights to trial by jury in any action,
proceeding or counber+claim brought by any Party hereto against the other (and/or against its officers, directors,
employees, agents, or subsidiary or affiliated entities) on or with n:gard to any matters whatsoever arising out of or in
any way connected with this Contract and /or any other claim of injury or damage.
Z. Terms and Coudiitioos: Contractor acknowledges that it has read and agrees to all teams and conditions included le
this Contract.
AA. Headia;s: The various headings and numbers herein, the grouping of provisions of this Contract into separate
clauses and paragraphs, and the organizatan hereof are for the purpose of convenience only and shall not limit or
otherwise affect ttre meaning hereof.
BB. Ssverability: If any tern:, covenant, condition or provision of this Contrnct is held by a eouR of competent
jurisdiction to be invalid, void or unenforceable, the remainder of the provisions hereof shall remain in full foroe and
effect and shall in noway be affected, impaired or invalidated thereby.
CC. Calendar Days: My reference to the word "day" or "days" herein shall mean calendar day or calendar days,
respectively, unless otherwise expressly provided.
DD. Attorneys Fees: In any action or proceed'mg to enforce or interpret any provision of this Contract, or where any
provision hereof is validly assayed as a defense, each party shall bear its own attorney's fees, ~ and expenses.
EE. Iaterpretatiou: This Contract has been negotiated at arm's length and between persons sophisticated and
knowledgeable in the matters dean with in this Contract. In addition, each Party has been represented by experienced
and knowledgeable independent Legal oounsd of their own choosing, or has knowingly declined to sa'Ic such counsel
despite being encouraged aced given the opportunity to do so. Each Party further acknowledges that thry have not
been influenced 'to any extent whatsoever in executing this Contract by any other Party heroto or by any person
ropnasarting them, or both. Accordingly, any rule of law (including California Civil Code Section 1654} or legal
decision that would require infierpr+etation of arty ambiguities in this Contrset against the Party that has drafted it is not
applicable and is waived. The provisions of this Contract shall be interpreted in a reasonable manner to affect the
purpose of the Partial and this Contract.
FF. Authority: The Parties to this Contract r+epreserrt and warrant that this Contract hsa been duly authorized and
executed and constitutes the legally binding obligation of their respective organiTBtion or entity, enforceable in
accordance with its terms.
GG. Employee Eligibillt~ Veriflcatios+: The Coatrsctor warrants that it fully complies with all Federal and State statutes
and regulations regarding the employment of aliens and others and that all its employees performing work under this
Contract melt the citizenship or alien status roquiremertt set forth in Federal statues and regulations. The Contractor
shall obtain, fi+mn all employees performing work hereunder, all verification and other documentation of employment
eligibility status roquir+ed by Fedexal or Stabs statutes and rogulations including, but not limited to, the Immigration
Reform and Control Act of 1986, 8 U.S.C. § 1324 et seq., as they currently exist and as they may be hereafter
amended. The Contractor shall retain all such documentation for all covered employees for the period prescribed by
the law. The Contractor shall indemnify, defiend with counsel approved in writing by County, and hold harmless, the
County, its agents, officers, and employees from empkryer sanctions and any other liability which may ba assessed
against the Contractor or the County or both in connection with any alleged violation of arry Federal or State statutes
or regulations pertaining to the eligibility fm employment of any persons performing work under this Contract.
CaMraa N10000096e0 I 1 3.~ZSroi
Additional Tertns and Conditions
1. Scope of Contract: This Contract, including Attachments, specifies the contractual terms and conditions by
which Contractor shall provide County a Public Mass Notification Solution under a fixed price contract for
services as further set forth in this Contract.
Z. Term of Contract: The initial tam of this Contract is for throe (3) years effective on dte lobe execution is completed
by both Parties, continuing for three (3) years from that data unless termsrtated by County. Cattract may be renewed far
up to two (2) additional one-year, consecutive tams, upon mutual agreement of the Parties. County is not requirod to
provide a reason, ar rationale in the event it elects not to nx:ew the Contract. Approvals are subject to approval by the
County Board of Supervisors.
3. Fiscal Approprlatioas: This Contrail is subject to and contingent upon applicable budgetary appropriations
being approved by the County of Orange Board of Supervisors for each year during the term of this Contrail. If
such appropriations are not forthcoming, the Contract will be terminated without penalty. Contractor
acknowledges that funding or portions of fimding for this Contract may also be contingent upon the receipt of
funds from, and/or appropriation of funds by, the state of California to County. If such funding and/or
appropriations arc not forthcoming, or are otherwise limited, County may immediately terminate or modify this
Contract without penalty.
4. Precedence: The Contract documents consist of this Contract including its Attachments. In the event of a
conflict between the Contract documents, the order of precedence shall be this Contract, then the Attachments.
S. Compeoaatlon: The Contractor agrees to accept the specified compensation as set forth in Attachment B as full
remuneration for performing all services and furnishing all staffing and materials t+equired, for airy reasonably
unforoseen difficuitiea which may arise or be encounta+ed in the execution of the services until aoceptancx, for
risks connected with the servicxs, and for perforntartce by the Contractor of all its duties and obligations
herounder.
6. Coaaty and Contactor Project Manager The County shall appoint a project manager to act a~a liaison
between the County and the Contractor during the term of this Contract ("County Project Manager"). The County
Project Manager shall coordinate the activities of the County staff assigned to work with the Contractor.
Contractor shall appoint a project manager to dinrct the Contractor's efforts in fulfilling Contractor's obligations
under this Contract ("Contractor Projcct Manager"). Contractor Project Manager shall be subject to approval by
the County and shall not be changed without the written consent of the County Project Manager. The County
Project Manager sha0 have the right to require the remmval and replacement of the Contractor Project Manager
from providing services to the County under this ContracK. The Courtly Project Manager shall notify the
Contractor in writing of such action. The Contractor shall accomplish the removal within 14 calendar days after
written notice by the County Project Manager. The County is not roquired to provide any mason, rationale or
factual information in the event it elects to request the nymoval of Contractor Project Manager from providing
services to the County under this Contract.
7. Contractor Perwerrd: In addition to the rights set forth in paragraph 6, the County Project Manager shall have
the right to nxluir+e the removal and replacement of any of Contractor's personnel from providing services to the
County under this Contract. The County Project Manager shall notify the Contractor Projod Manager in writing
of such action. The Contractor shall accomplish the removal of the specified personnel within one (1) calendar
day after written notice by the County Project Manager. The County is not r+oquir+ed to provide any reason,
rationale or factual information in the event it elects to request the removal of any of Contractor's personnel from
providing services to the County under this Contract.
Coadnct N10000098a0 12 325,'06
8. Reporta/Meetiagp: The Comractor shall develop reports and any other relevant documents necessary to
complete the services and requirements as set forth in this Cormract The County's Project Manager and the
Contractor's Projeil Manager will meet on reasonable notice to discuss the Contractor's performance and
progress under this Contract. If requested, the Contractor's Project Manage and other project personnel shall
attend all meetings. The Contractor shall provide such information that is requested by the County for the
purpose of monitoring progress under this Contract.
9. Contractor's Records: The Contractor shall keep true and accurate accounts, records, books and data which
shall correctly reflect the business transacted by the Contractor in acxordance with generally accepted accounting
principles Those rec.:ol~ds shall be stored in Orange County for a period of four years after final payment is
received from the County. Storage of records in another county will require written approval from the County of
Orange assigned buyer.
10. Conflict of Ieterat - (Contractar): Contractor shall exa+cise reasonable care and diligence to prevent any
actions or conditions that result in a eonfliil with the best interests of the County. This obligation shall apply to
the Contractor, the Contractor's empbyeea, agents, nlativea, sub-tier Conttacbots; and thied parties associated
with accomplishing work and services hereunder. Contractor's efforts shalt includq but not be limited to
establishing precautions to prevent its employees or agents from making, receiving, providing or offering gifts,
entertainmerllt, payments, loans or other considerations which could be dcemed to appear to influence individuals
to ail contrary to the best interest of the County.
11. Ownership of Docaalteab: The County has permanent ownership of all directly connected and derivative
materials produced under this Contract by the Contractor. All documents, reports and other incidental or
derivative work or materials furnished hereunder shall become and remains the property of the County and may
be used by the County as is may require without additional cost to the County. None of the documents, reports
and other incidental or derivative work or furnished materials shall be used by the Contractor without the ezpr+ess
written consent of the County.
The County acklawledges'and accepts that the Connect-CTY Service ("CI'Y Service") and all docume~, data,
and other materials provided by Contractor to the County pursuant to the provision of the CTY Service are not
purchased or developed with County funds. Accordingly, nothing in this Contract glarlts or transfers to the
County any ownership rights in the foregoing materials. However, any materials provided by the Courrty to
ContracWr pursuant to the provision of the CTY Servicx, will belong to the County.
12. Data - Tkk to: All materials, docurrlents, data or information obtained from the County data files err any County
medium furnished to the Contractor in the performance of this Contrail will at ail times remain the property of the
County. Such data or information may rat be used or copied for direct or indirect use by the Contractor after
completion or termination of this Contract without the express written consent of the County. All materials,
documents, data or information, including copies, must be returned to the County at the end of this Contract.
13. Breach of Coatraet: The failure of the Contractor to comply with any of the provisions, covenants or conditions
of this Contrail shall be a material breach of this Ccxrtract. in such event the County may, and in addition to any
other remedies available at law, in equity, or otherwise specified in this Contract:
1. Afford the Contractor written notice of the breach and ten calendar days or such shorter time that may be
specified in this Contract within which to cure the breach; and
2. Discontinue payment to the Contractor for and during the period in which the Contractor is in breach; and
3. Offset against any monies billed by the Contractor but yet unpaid by the County those monies disallowed
pursuant to the above; and
Cptlracl N 1000009880 13 3@3lOa
registered or certified return receipt requested mail. Each such notice shall be sent to the respective Party at the
address indicated below or to any other address as the respective Parties may designate from time to time.
For Contractor.
The NTT Group, Inc.
15301 Ventura Blvd., Bldg. B, Suite 300
Sherman Oaks, CA 91403
Attn: Daniel Petersen
Phone: 818-808-1452
For Coin
County of Orange
CEO/1T/Finance 8t Contracts
l S01 E. St. Andrew Plsce, god Floor
Santa Ana, CA 92705
Attn: Barbara Voelkel
Deputy Purchasing Agent
714-834-7144
714-796-8416 Fax
18. Ineorporatio~: This Contract, its Attachments A through G, are attached hereto and incorporated by reference
and made a part of this Contract.
19. Usa=e: No guarantee is given by the County to the Contractor regarding usage of this Contract Usage, figural, if
provided, are approximate, based upon the last usage. T'he Contractor agues to supply services and/or
commodities requested, as needed by the County of Orange, at pries listed in the Contract, regardless of quantity
requested.
20. Aadiifa/Jlaspectlons:
Contractor agrees to permit the County's Auditor-Controller or the County's authorized representative (including
auditors from a private auditing fnm hirod by the County) access during normal working hours to ail books,
accounts, records, reports, fih;:, financial records, supporting documentation, including payroll and accounts
payableheceivabk records, and other papers or property of Contractor for the purpose of auditing or inspecting
any aspect of perfonmance under this Contract. T'he inspection and/or audit will be confined to those matters
connected with the performance of the Contract including, but not limited to, the costs of administering the
Contract The County will provide rzasonabb notice of such an audit ar inspection.
T'he County reserves the right to audit and verify the Contractor's records beforo payment is made.
Contractor agrees to maintain such records for possible audit for a minimum of four years after final payment,
unless a longer period of records retention is stipulated under this Contract or by law. Contractor agrees to allow
interviews of arty employees or others who might reasonably have inforn~ation related to such records. Further,
Contractor agrees to include a similar right tb the County to audit records and interview staff of any subcontractor
related to performance of this Contract.
Should the Contractor cease to exist as a legal entity, the Contractor's records pertaining to this Contract shall be
forwarded to the surviving entity in a merger or acquisition or, in the event of liquidation, to the County's Project
Manager.
Contract N 1000009880 15 LZSroi
21. Coalitions Afteetin; Work: The Contractor shall be responsible for taking all steps reasonably necessary to
ascertain the nature and location of the work to be performed under this Contrail and to know the general
conditions which can affect the work or the cost thereof. Any failure by the Contractor to do so will not relieve
Contractor from responsibility for successfully performing the work without additional cost to the County. The
County assumes no responsibility for any understanding or representations concerning the nature, location(s) or
general conditions made by any of its officers or agents prior to the execution of this Contract, unless such
understanding or representations by the County are expressly stated in the Contrail
22. Docremerrtatio^: The Contractor shall provide County with and maintain two (2) copies of a comprehensive
Solution Documentation manual designed to document the Software functions, guide trained users and train future
users as well as providing technical specifications to allow Software and Solution management by County staff.
The Contractor further agrees that the County may reproduce such manuals for its own use in maintaining the
Softwaro Products provided hereunder. The County agt+ees to include the Cotltractor's copyright noticx on any
such documentation reproduced in accordance with copyright instructions to be provided by the Contractor.
Failure to supply the roquested user manuals and other associated printed materials shall be considered a material
breach. County may immediately terminate without penalty.
23. Contractor's Expeese: The Contracts will be responsible for all costa related to photo copying, telephone
communicsitions, fax communications, and parking while on County sites during the perforniarlce of work and
services under this Contrail unless otherwise specified. The County will not provide free parking for any service
in the County Civic Center.
24. Gntnities: The Contractor warrants that no gratuities, in tht form of entertainment, gifts or otherwise, wero
offerod or given by the Contractor or any agent or representative of the Contractor to any off'ieer or employee of
the County with a view toward securing the Contract or securing favorable te~rnent with respell m any
determinations concerning the performance of the Contrail. For breach or violation of this warranty, the County
shall have the right to terminate the Contract, either in whole or in part, and any k-ss or damage sustained by the
County in procuring on the open market arty goods or services which the Cartractor agreed to supply shall be
bonne and paid for by the Contractor. The rights and remedies of the County provided in the clause shall not be
exclusive and are in addition to any other rights and remedies provided by law or under the Contrail.
25. Authorization Warranty: The Contractor represents and warrants that the person executing this Contrail on
behalf of and for the Contractor is an authorized agent who has actual authority to bind the Contractor to each
and every tenor, condition and obligation of this Contract and that all roquirements of the Conrtractor have been
fulfilled to provide such acdra) authority.
26. NeMS/Iaformrrtioa Itekase: The Contractor agrees that it will not issue any news releases in connection with
either the award of this Contnsct or any subsequent amendment of or effort under this Contrail without first
obtaining review and written approval of said news releases from the County through the County's Project
Manager.
27. County of Orange Child Support Enforcement Itegairemenb (Exhibit I - BL>rk County of Orange Clriid
Support Eaforcee~e~t Certiflcatloa Regairemenb Form): In order to comply with the child support
enforcement requirements of the County of Orange, within ten days of notification of selection of award of
Contract but prior to official award of Contract, the selected Contractor agrees to famish to the Deputy
Purchasing Agent:
A. In the case of an individual Contractor, hisJher name, date of birth, Social Security number, and
residence address;
Contract N 1000009680 l 6 MSI~
B. In the case of a Contractor doing business in a form other than as an individual, the name, date of
birth, Social Security number, and residence address of each individual who owns an interost of
10 percent or more in the contracting entity;
C. A certification that the Contractor has fully complied with all applicable federal and state
reporting requirements regarding its empbyees; and
D. A certification that the Contractor has fully complied with all lawfully served Wage. and Earnings
Assignment Orders and Notices of Assignment and will continue to so comply. The required
certification is listed in Exhibit 1. A blank Exhibit I is attached hereto.
Failuro of the Contractor to timely submit the data and/or certifications required may result in the Comract being
awarded to another Contractor. In the event a Contract has been issued, failuro of tha Contractor to comply with
all foderal, state, and local reporting requiromenta for child support enfor+oerrrart or to comply with all lawfully
saved Wage and Earnings Assignment Orders and Notices of Assignment shall constitute a material breach of the
Contract. Failuro to curo such breach witfiin 60 calendar days of notice from the County shall constitute grounds
for termination of the Contract
28. Peblicatlon: No copies of sketches, schedules, written documents, computer based data, photographs, maps or
graphs, including graphic art work, resulting from performance or prepared in connection witfi this Contract, aro
to be released by Contractor and/or anyone acting under tho supervision of Contractor to any person, partnership,
company, corporation, or agency, without prior written approval by the County, except as necessary for the
performance of the services of this Contract. All press releases, including graphic display information to be
published in newspapers, magazines, etc., are to 6e administered only by tfie County unless otherwise agreed to
by both Parties.
29. Errors and Omisdons: All reports, files and other documents prepared and submitted by Contractor shell be
complete and shall be carefully checked by the professional(s) identified by Contractor as project manager and
key personnel attached herctq prior to submission to the County. Contractor agras that County review is
discretionary and Contractor shall not assume that the County will discover errors and/or omissions. If the
County discovers any erors or omissions prior to approving ContracWr's reports, files and other written
documents, the reports, files or documents will be returned to Contractor for correction. Should the County or
others discover errors or omissions in the report, files or other written documents submitted by Corrtitaetor aflser
County approval thereof, County approval of Corrtractoi+s report, files or documents shall not be used as a
defence by Contractor in any action between the County and Contractor, and the reports, files or documents will
be returned to Contractor for correction.
30. Web Linlc: Contractor grants to the County a limited non-exclusivq royahy-free licettso to placa one of the
digital images of the Contractor's Connect-GTY Sign-up Logo (the "lmaa+e"~ on an appropriate page of the
County's Internet site ("Coun~r Site"), with a hyperlink to Contractor's CTY Web Portal ("Lir ").
31. Secarity: All passwords and user names (collectively, "Account Informatj~"~ provided by Contractor are
deemed Contractos Confidential Irfov~nration. The County is responsible for (i) knowing who has access to its
applications and servers; (ii) keeping track of login accounts; (iii) County-side security with respect to Account
Information; (iv) for activities that occur under its account; and (v) providing its Users with notice of the tenors
and conditions under which access to the CTY Servicx is granted. The County agrees to (i) immediately notify
Contractor of any unauthorized use of Account Information or breach of security pertaining to the CTY Service,
ContractN1000009ia0 17 ~nS~01
and (ii) ensure that Users exit from their accounb at the end of each session. Contractor is responsible for
implementing adequate security precautions for matters under its diroct control.
32. Transmission o[ Messages; Data: County will be responsible for the content of the messages transmitted by
Users using the CTY Service and agrees not to send communications to a Recipient who "opts-out", i.e., who has
indicated that he/she does not wish to receive a communication from the County. The County will only use the
Contractor Data to contact individuals pursuant to the use of the CTY Service and is prohibited from downloading
or nralcing copies of Contractor Data. Any search and on-screen .display functionality is rostricted to resolving
incidents or assisting an individual or business entity inquiring about the use of its information pursuant to the
CTY Service.
33. Ltmlbtioa of Liability: if the County suffers damages arising from ar relating the CTY Servicx, then
Contractor's aggregate liability to the County will be as follows: (s) For ityGentional or willful misconduct on the
part of Contractor, Contractor's liability will not be limited. (b) For all other misconduct, Contractor's aggregate
liability will be limited to the lesser of (i) actual diroct damages or (ii) the total foes paid by the County to
Contractor under this Centred. hs no event will Contractor, its officers, or employees, be liable far any indirect,
punitive, roliance, special, consequential, or other damages of airy kind or nature whaboever, suffered by the
County or any third party arising out of this Contract ar the transactions contemplated hereby, even if Contractor
has been advised of the possibilities of such damages or should have foreseen such damages.
34. Cooperative A=rYemeat (Other Orange County Jnrisdic8ona Only)
Other jurisdictions within Orange County who have not contracted for their own requirements may desiro to
participate in this Contract. The Contractor will be requested to service these entities and will be given the
opportunity to accept or reject the additional requirccnenb. if the Contractor elect to supply the other entities,
orders will be placed directly by the entity, and each entity will make payment directly to the Contractor.
These entities will hold harmless the County of Orange from ail claims, demands, actions or causes of actions of
every kind resulting diroctly or indirectly, arising out of, ar in any way connected with the use of this contract.
The cooperative etrtrties aro responsible for .obtaining ell certificates of insurance and bonds roquined. The
Contractor is respons'bk for providing each cooperative entity a copy of the Contract upon request by the
cooperative entity. The County of Orange makes no guarantee of usage by other users of this Centred.
Contract N 1000009580 I $ 3/25l'OS
Contract Si~aturo Page
The Parties fiereto have executed this Contract on the dates shown opposite then respective signatures below
THE N1'I GROUP, lrrc.:
Sign ro. ~~~
Print Name < <.J
pre~~d~tr~' ~~ lard (~nnul-
Title
o$
Date
Si tuts V__._r
~YU.Ct. V~1o r~na.-'-
Print Name
SV ~ o~ ~t ry~t,r~cQ
Title
-~~~-I a$
ate
• If the coatracdng party ie a corporation, (2) two sigauttnres are regnired ae hrther set forth in this paragrapY.
The first signature shall be: (a) the Chairman of the Board; b) tfie Presidetrt; or c) any Vito President. The second
signature shah be a) the Secretary; or 2) atry Assistant Sect+etaty; or 3) the Chief Financial Ufficar or d) any Assistant
Troasura.
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COUNTY OF ORANGIE
A politicatl subdivision oft/he State of California
BY C::~d~~~C_
Date Jr
Approved by Board of Supervisors on: ~ ~~~
APl•ROVED AS TO FORM:
COUNTY COUNSEL /
Date 4
Cor~ct N1000009tt8p 19 3l~5/03
ATTACHMENT A
SCOPE OF WORK
PUBLIC MA33 NOTIFICATION SYSTEM
A. BACKGROUND
The County seeks to enhance its ability to deliver critical, timo-sensitive information to citizens and businesses by
broadcasting to phone and e-mail devices far emergency notification purposes through a mass notification system
with County-wide citizen contact data and geographical caning capability. County has contracted with the
County's top two phone providers, Verizon erect ATdtT, for County-wide E911 phone data. An online citizen
subscription process will be implemented via the County's website to coiled additions! citizen contact
infonmation (mobile, VOID and o-mail), and possibly preferonce data (preferred language, notification types, etc.).
At minimum, County shall update phone provider data quarterly. Ckizen subscription data is expected to be
updated in real-time or daily.
Within Orange County, a variety of mass notification services or systems have alrrrsldy been implemented by
individual cities. The primary use of these systems is to provide citizens with safety information; however, some
aro also used for general information notices as well. The goal of the County is to benefit from economks of scale
by implementing a County-wide system that will be accessible to all Orange County cities including those not
participating in the County's law enforcement services program.
B. SCOPE OF PROJECT
Contractor shall implentetrt a County-wide public mass notification system with the primary objective of quickly
delivering alert, warning and instructional emergency messages via phone and/or a-mail to Canty residents and
businesses during time of disaster. The production ~Y system shall be licensed for use throughout Orange
County's entire rzgion.
Contractor shall implement a system for County with sufficient administrative controls to manage system use
across County and city public safety jurisdictions. System users shall only be capable of accessing information
and launching notification sessions to citizens within their jurisdiction. The system shall have sufficient
fundionatity, security and bandwidth to accommodate County-wide data, regional use, multilingual outbound
messages, geographical call fist generation and tiered system administration and use.
Business Requiremrenta of a County-wide mass notification system include, but are not limited to, a solution that
(not specified in order of priority):
• Is established and specifically designed to facilitate public mass notification distribution.
• Offers tiered administration and security levels to optimize, manage and control system use.
• Allows citizens to register phone numbers and o-mail addresses via the County's website.
• Is capable of disseminating messages via telephone and a-mail.
• is capable of disseminating messages to TTD'1TTY devices.
• [s capable of disseminating messages in citizen's preferred language (Spanish, Vietnamese or English).
• Contains accurate, up-to-date County-wide constituent phone and e-mail data
• Contains up-to-date County geographical maps.
• Is capable of geo-coding ATdtT and Verizon phone data to County-wide geographical maps.
• Is capable of generating call lists via geographical map selection.
• Is designed and managed with sufficient security, backup and redundancy.
• Is available 99.0594 of the time..05% allowed for planned system maintenance.
• Can deliver a 30 second message to 10,000 citizen phone numbers within 10 minutes.
s ~ ~ : ~ ' s ~ ~i. I . MMI...
Contractor shall perform services as follows or otherwise agreed to in writing by County:
Ca~ds~t N 1000009810 20 3/25Ni
I . Contractor Solatlo~
Contractor shall provide afully-hosted, web-based Application Service Provider (ASP) solution that wilt
provide the County an emergency public mass notification system, including all hardware, software and
communications equipment required to support the business objectives. "Emergency" shall be defined as
any communication deemed by County to be:
• Life-threatening to the public; or
• Harmful to individuals, animals and/or property from man-made or natural threats
Contractor's solution shall provide the following:
e. Spell of Massage Iklivery - S1i.As: Contractor shall maintain Service Level Agreements (SLAB)
with multiple telecommunications providers which allow it to initiate at least 2,000,000 60-second
voice messages per hour. Contractor shall be able to initiate at least 1,000,000 e-mail and e-mail-
based text messages (SMTP) per hour, Contractor shall be able to initiate at kart 360,000 SMS text
messages (SMPP) per hour. Further, the Contractor shall utilize reliable and proven delivery
methods, including superior call routing, throttling, and load balancing via proprietary algorithms.
b. System Reliability and Redundancy: Conhactor shall maintain a redundant, zero single point-of-
failuro system. Contracts shall utilize multiple delivery methods (e.g., Time Division Multiplexing
(TDM~ Voice over ]trternet Protiocol (VoIP), SMS, and a-mails multiple telecommunications
partners, and draw from multipb data centsers that span all throe national power interconnects.
• Coapaltlbility: Contractor's service utilizes an open architecture which allows for ongoing
expansion to include new technologies a3 well as contact capacity. Further, as afully-hosted,
web-based Application Service Provider (ASP) solution, Contractor's service does not roquire
any software download or herdwaro installation. The service can be utilized on arty standard
web-enabled device or telephone.
c. System Secarltyt
• Transmbsion Secarity: Contractor shall utilize secure transmission for all data transfer to and
from County's sites. This includes secure socket layer or secure ftp that uses 128 bit SSL
encryption a better.
• LDAP 3ecarity Providon: Contractor's system will integrate diroctly vis LDAP for County end
user authentication, albwing users to have the same user name and password for Contractor's
service that they currently use for their employee log in, but that information is not passed to
Contractor. It also ensuros that, should a user no longer be an employee, that user is immediately
unable to use the system without the County having to take further action.
• Call Aatlwrizatlo~: Contractor's Call Authorization feature will r+cquire County-authorized
individuals to approve arty message before it is sent based upon client-defined issues as well as
user roles and rights. Approval may be granted securoly using just a telephone. County may set
its own paranletars around notification event which will prevent users from sending an
unaudrorized call or sending a call at an inopportune time of night.
• PIN AutlYe•tiicatlon: Contractor's service offers the option to require the call recipiern enters a
PIN beforo a massage is played. This feature may be turned on for a call by call basis. This
feature is primarily used for inter-office and/or divisional transmissions to confirm that the
correct recipient is reviewing contiderrtial information.
• Hienrehleal Controb: County will be able to segment which users have access to communicate
with which recipients based upon County-defined and controlled roles and rights per user type.
• Aadit Trail: The System provides an audit trail of all user and session activity.
d. System Data:
• Dad Management: The solution has an interface to allow System users, who have been granted
appropriate system permission, to Add, Edit and Delete contact records as desired. This includes
all records; enterod manually, E911 data and citizen opt in.
• Data Import: ContrscUor shall provide data upload (i.e. "buck loading"), data integrity cleansing
and management of County-provided data, including initial and routine E911 data sets. System
shall identify E911 data record source accordingly.
Cwt N 1000009430 21 3RSN3
• Data Iat~riity: The Systems contact database is designed to conform with the NENA 2.1
standard data structure. Uploaded and manually entered contact records shall be storod using
standard terminology where applicable (ie address prefix, address suffix, city name, etc.). System
to enforce data irnegrity throughout the entire application.
• Doh Br~ktip: Contractor is responsible for providing sufficient data backup and disaster
recovery operations to protect the County's data from becoming damaged, destroyed or
unavailable.
• User-defined Cont'igrrabk Aelds: Contractor's service will allow for user-defined configurable
fields.
• Doh Provision tram Directory Services: Upon County's request and upon execution of a
written amendment to this Contract, Contractor may provide telephone data at additional cost to
the County.
e. Ease of Use and Access Features:
• Remote Access: Contractor's service provides a stroamlined solution for priority situations that
allows users to record and send messages from a remote location using just slouch-tone phone.
All County approved authorized users will be provided with DiaFln Messaging Cards.
• BiH~aal Coaamuuity Web Porbtl: Contractor shall provide a secure County-specific Web
page m gather County constituents' a-mail addresses, cell phone numbers, unlistied phone
numbers and language preference. At minimum, web portal shall be available in English,
Spanish and Vietnamese languages. Citizens shall have the ability to Add, Edit and Delete opt in
data. Web portal shall offer security mechanisms to validate users and prevent unauthorized use.
• Ease of GroepiiK for Targeted Meswgia; -Contractor's service will enable users to quickly
and easily pr+e-define groups for statly volunteers, intrg-department teams, languages, and
speciahy groups (e.g., day care centers, senior cane facilities). The user has the ability to storo
recipients by an unlimited numberof groups.
Features for Ease otUse 8c Ma:iairm Outreact.:
• . Maltl-Modality Delivery Methods and Devlees: Contractor shall provide a zer+o-singk-point
of-failrn+e system through multiple delivery methods {e.g., Time Division Multiplexing ('TDM),
Voice over ]nternet Protocol (VoIP), SMS, and o-mail). The advice delivers via multiple
methods, includmg o-mail and SMS, and albws for delivery to multiple device types--including
cell phone, PDA, pager, and TTY/TDD devices, as well as the traditional land phone-for rapid
and inclusive access.
• I~eractive 3^rvey: Contractor's interactive survey feature albws users to create a message
in the form of a customized survey to send to contacxs. The recipients hear a message that
contains a question that they aro asked bo respond b via their telephone keypad. The results
are tabulated by the Contractor's service and then provided to users via the websibe and o-
mail reports.
• Messyle Scripd^g atld Storage: Contractor's service shall come with a library of sample
scripts and provides the option for the authorized user to record and send a message
immediately or pro-record and store messages in their message library for use at a later time
or date.
• GIS Coerpadbility: Contractor shall provide compatibility with the County's G[S maps.
With or without GIS, users can target specific areas on a map using the Systems integrated
Geo-Calling feature. Contractor's service will be capable of cleating specific call lists for a
certain area of the County using criteria such as radius, ZIP coder and arbitrary shapes using
GIS mapping. Users can also cxeate a polygon area by clicking as marry points on a map as
are needed to indicate the desired calling area. The user may even draw a shape of a donut to
remove a segment of the database (e.g., the "hold' of the donut is excluded from the call).
Thin feature provides great flexibility in mapping selections to optimally gee-target the
audience to raxive specific messages.
• CAP: ContracMr's service is fully compatible with the "Common Alerting Protocol Version
1.1" (CAP v 1.1). Therefore, rite service user has the ability to create and issue CAP alerts that
carn~x ivrooooo98so 22 sRS~os
adhero to the 1.I standard. As a result of the service's compatibility, the County can easily
access this simple format for exchanging all-hazard alerts and warnings across multiple
networks, maximizing outreach to all constituents through a user friendly process. This
protocol also adheres to expected upcoming WARN Commission recommendations for best
practices in alerting systems. These alert can be utilized by additional entities and agencies
for the purposes of disseminating CAP related information.
g. Reports:
• Built in Reports: The Solution includes several detailed reports to assist users to monitor
and maximize usage of the system.. Report data can be exported to MS Excel.
• Ad-hoc Report: The solution offers ad-hoc report generation. Contractor's Client Care
Tcam will support and/or aid in the development and creation of additional reports as needed.
2. Technical architecture. fuaMioaal coataoaeat. haQiemeatation reanixemeab and msinteoaace
re d
Contractor's servicx is a filly-hosGod, web-based Application Service Provider (ASP) solution. The
service does not require any specific hardware or software requirements from the County. No
component or specific configurations are xtiquired to use the service. So long as the County user has a
telephone and web-erxabied device (e.g. computer) available, the user can send a message. The user can
also rocord and send a message using Daly a tehphone when necessary. The service is fully independent
of the County's 1T hardware and telecommunication system. Contractor utilizes an open architecture to
albw for rapid expansion as our clients' needs grow. The architecture exists on hardware ranging from
Dell web and application servers, to Cisco networking equipment, to EMC storage arrays.
3. Contractor shall provide staffing as specified in Attachment C
4. Imalemeatatioa Servieea: Contractor shall perform and complete the services, tasks, and obligations in
acxondanoe with Attachment D, "Implementation Plan/Project Schedule".
5. Traialat. Maso~t sad 1Doeameatstloa: The Contractor shall provide County with and maintain two
(2) copies of a comprehensive Public Mass Notification System Manual designed to document the
proposed solutions softwaro functions, guide txairxed users on detail process steps and train fixture users.
Additionally, technical specifications, including a network diagram of the systems architecture, data
dictionary and data schema, shall be provided to allow proper maintenance of the System by County
network and database administrator staff. The County may copy all Manuals and Documentation provided
by Contractor for use and distribution to County public safety departments as needed. The contractor
shag provide al! technical, administrative and user training required fa county staff to use the software
solution.
6. SaaDOrt Servkxs:
Contractor shall provide support services in accordance with Attachment E to this Contract.
7. Testlaa sad Acceutsnce: Contractor shall provide a testing and accxptance plan (Attachment ~ to be
agreed to and completed by County prior td award of Contract. Said tasks shall include, but shall not be
limited td verifying: system installation and configuration, tiered administration, user creation and
management, County-wide data and map import, reconciliation and maintenance, citizen opt-in data
processes, custom and geographic call list generation, outbound telephone message launch, outbound a
mail message launch, use of surveys, monitoring of outbound session activity and validation of reports.
8. Traiaia
Contractor shall provide training in accordance with Attachment G.
coeua rriooooo98ao 23 32s~os
ATTACHMENT B
COST/COMPENSATION a'OR
CONTRACTOR SERVICES
1. COMPENSATION: This is a fixed price Contract between the County and the Contractor for a Public Mass
Notification System as further described in this Contract. The Contractor agrees to supply all goods and
services to provide and fully implement the Public Mass Notification System Solution. The Contractor agrees
to accept the specified compensation as set forth in this Contract as full nununeration for. performing all
services and furnishing all staffing and materials required, for any reasonably unforeseen difficulties which
may arise or be encountered in the execution of the services until acceptance, for risks connected with the
services, and for performance by the Contractor of all its duties and obligations Hereunder. The County shall
have no obligation to pay any sum in excess of total Contract amount specified herein unless authorized by
amendment.
2. PAYMENT: The total base Contrast amount for the first three years shall not exceed: S 1.688.037
a. Base Costs -Unlimited Emergency and Inter-Department Message Usage: County shall purchase
Unlimited Emergency Message Usage service from Contractor at a cost of 50.55 per household. The
Parties agree that for the purposes of this fixed-price Contracx, the number of households (including
rosidence and estimated business addresses) shall be 1,023,OS3, based on available consensus household
count data. Base cost includes an unlimited number of County and City user access accounts.
Year One Year Two Year Three
Unlimited Emergency 8t Inter-Department
Me U
$O.SS x 1,023 053 SS62,679 5562 679 5562,679
b. Optional Costs -Premium Data: County has elected not to purchase Premium Data from Contractor at
execution of this Contract. Should County elect to purchase such Pranium Data from Contractor at a future
date, a written amendment executed by both Parties shall be issued, and pricing for such data, for the term
of this Contract, shall be as follows:
Premium Data
$0.40 household
c. Optional City (or other Orange County jurisdiction) Costa -Upgrade to include Unlimited Non-Emergency
Message Usage: For any jurisdiction within Orange County there shall be the option to upgrade, through
separate contrnct with Contractor, bo include Unlimited Non-Emergency Message Usage at a cost not to
exceed:
o~ad i
Upgrade to include Unlimited Non-
Eme n Massa e U e
S ] .00 r 'urisdiction household
3. PAYMENT TERMS:
a. Unlimited Emergency and Inter-Deparonent Message Usage -Invoices will be paid monthly in arrears
upon receipt of invoicx.
coou.~,cNiooooo9aao 24 3nsroa
b. Premium Data - if County elects to purchase Premium Data, invoices will be paid on a ono-time basis in
advance.
c. City Upgrade to include Non-Emergency Message Usage: City Upgrade will be paid for under separate
contract(s) between Contractor and the City.
Contractor shall reference Contract number on invoice. Payment will be net 30 days after receipt of an
invoice in a format acceptable to the County of Orange and verified and approved by the agency/department
and subjeil to routine processing roquiroments. The responsibility for providing an acceptable invoice rests
with the Contractor.
Billing shall cover services and/or goods not previously invoiced. The Contractor shall roimburse the County
of Orange for any monies paid to the Contractor for goods or services not provided or when goods or services
do not meet the Contrail requirements.
Payments made by the County shall not pt~eclude the right of the County from theroaRer disputing any items
or services involved or billed under this Contract and shall not be oonstrtmd as acceptance of eery part of the
goods or services.
4. PAYM~NT/INVOICING INSTRUCTIONS:
The Coredactor will provide an invoice on Contractor's letterteead for services renderead. Each invoice will
have a number and will include the following information:
1. Contractor's name and addross
2. Contractor's romittsnce address (if differatt from 1 above)
3. Name of County ag~eeecy or department
4. County Contract number
5. Cost
6. Comrsctor's Federal I. D. number
7. Total
The responsibility for providing an acceptable invoice to the County for payment rests with the Contractor.
Incomplete ~ incorrect invoices are not acceptable and will be returned m the Contractor for corroction. The
County Project Manager, or designee, is rospoersibb for approval of invoices and subsequent. submittal of
invoices to the Auditor-Controller for processing of payment.
invoices and support documentation are to be forwarded to:
County of Orange - CEO/1T
Attn: Tears Le Blanc, Program Manager
10 Civic Center Plaza, god Floor
Santa Ana, CA 9270]
Contract N10000098i0 2S 3,'251Of
ATTACHMENT C
STAFFING PLAN
StagtO perform C09traCt dOtiea
Name Clasai8eatio atioe
Bin Chen Pro'eet Ma
Tom Melander Pro'ect S iaiist Client Care
Deanna Ellis Technical Mana
David Garcia In ion S ialist
Mario J Vice Proside Client Caro
Joshua Roth Chief Teehnolo Officer
Contractor shall obtain approval from County Project Manager in advance and in writing prior to making any
substitutions for individual projecx team members. Contractor may not request changes to the number of
types of classifications.
Roka and Reapaasibilities
Contractor Roles and Responsibilities shall include, but not be limited to, the following:
1. Coatrsictor Project Manager: Thin individual leads the implementation, training, and roll-out process
from a management perspective. All daily activities, such as ensuring timely scheduling and training
ultimately rest with the Contractor Project Manager. The rest of the project team supports this resource.
In addition, the Contractor Project Manager will report to the Program Manager and will work together to
ensure all issues, risk, and change is managed, monitored and controlled.
2. Project Clle~t Cars Specialist: An additional team of Client Can Specialists work under the
leadership of the Contractor Project Manager. Their role is to provide training support, and client
services for all County needs, requests and support issues. The Team shall include dedicated Specialist
who will be dedicated to the County for the life of the Contract. Each Project Specialist will be assigned
as a liaison to a specific component of the Project, such as Divisional Training City and Agency
Training, and is responsible for day-today management as well as performing regular new user -and
refresher training.
3. Techeical Manager: This individual works under the Project Manager to ensuro the smooth progre,4sion
of all technical deliverables, including but not limited to managing the testing process and managing any
customization that needs be delivered. This resource will also work with the Contractor Integration Team
to ensure the upload of data and automation of all notification services. This resource is the technical
project lead responsible for creating and achieving sign-off on the test plan.
4. County's Project Team: The County's Project Team will include at least the County Project Manager.
This resource will meet weekly with the Contractor Project Manages to discuss steps towards
achievement of deliverables and additional items.
Centres N 10000098~U 26 3R5Ai
A7TACHM~N'1' D
1MTLBMeN7'ATION PLAN/PROJBCT SCHIeDUL6
Contractor will have its Connect~TY service configurod and ready for County testing within thirty (30) days of
award of contract. Contractor and County Project Managers will mutually work together to refine the attached
exemplar Gantt chart to accommodate the County's Mass Notification System deliverable and implementation Go
Live timeframe.
2. Deliverable 1: Project Coatrol Document
Within two weeks of contract signature, Contractor will provide the County with a detailed project control
document (PCD). Project Control Document will include the folknving:
a. Project organization roles and responsibilities
b. Assumptions
c. Detailed Work Plan
d. Deliverable List
e. Milestone Chart
f. Project Gaunt Chart
g. Communication Plan
h. Risk Management
i. Change Managemenrt Process
j. Testing Strategies
k. Training Strategies
1. Escalation Procedures
The folbwing deliverables will be provided within the timeframes of the agreed upon (revised) implementation
Gantt schedule:
2. Deliverable 2: Project Maaa;emeat
Contractor's Project Manager shall address documentation needs, including weekly Project Status Reports
and any variances, if variances are recommended and approved, the Project Manager shall be responsible for
regular updates to the Detailed Work Plan, Milestone Chart and Risk Management sectiom of the PCD within
the required timeline. Contractor's Project Manager shall meet with the County's Project Manager at least
weekly or as requested by the County. Contractor shall prepare the first status report within 14 calendar days
of Contract execution, which will include the following data as per the County's roquest
a. Period covered by the Report;
b. Tasks scheduled for completion which wet+e completed;
c. Tasks scheduled for completion which were not completed;
d. Tasks not scheduled for completion which were completed;
e. Tasks scheduled for completion next reporting period;
f. Issues resolved;
g. Issues to be resolved with recommended solution; and,
h. Summary of project status as of reporting date.
Additional reporting may be included as agreed upon by the County and Contractor Project Managers in
consultation.
3. Deliverable 3: Basinesa Process Overview
Upon the completion of the discovery phase of the project with the County, Contractor will provide the
tequirod summary report of the existing mass notification systems, needs assessment, and recommendations
for best practices.
Gannet N1000009Ea0 27 ~~
Contractor will provide a Best Practices for Use Guide as part of the Implementation. Clients' typical noels
in this phase arr. identification of User Rights and Roles for system use and establishment of best practices
policies and procedures.
4. Deliverable 4: Data loading and maintenance
Contractor will work with the County to load E911 data and additional data files as needed. Contractor will
assign an Integration Specialist to work with the County's team. The upload and update process will be
performed in a secure environment. Contractor will provide a system that allows the County to send data over
encrypted lines using SSL to ensure data is fully protected.
Deliverable 4.1- Snctxsafhtlb Loaded Data
Contractor will provide the requisite Data Load Report and Certification to the County.
5. Deliverable S: System Test Plan and Resnlb Report
Contractor will provide the County with a System Test Plan which includes a Module Tcst, and Integration
Test, and Stress Test, snd a Regression Test in accordance with Attachment F, Testing.
Deliverable S.1- Perfona Svrtem Test
Contractor will perform the requisite system tests as required by the County in Contractor's existent testing
environment or other appropriate environment as governed by the System Test Plan for component and
functionality testing for County sign-off.
Deliverable S.2 -System Test Result Report
Contractor will provicb the County with reporting of documented results of each System Test conducted and
certify successful testing results as required.
6. DeBverabk 6: User Acceptance Test and Test Result Report
Contractor will provide User Acceptance Test as required in a simulated environment as required, per
Attachment F, A~ptance.
Deliverable 6.1-User Acceptance Test Result Report
Contractor will provide the required User Acceptance Test Result Report within one week of tests as
required per Attachment F, Acceptance.
7. Delherable 7: System Training and Docamentatiaa
Contractor will provide s detailed training plan, perform user training as desired by the County and provide
system documentation training material per Attachment G, Training.
8. Deliverable 8: System Implementation
Contrsctor will roll-out Public Muss Notification Services to the County. Apost-implementation review
report will be developed and provided to the County.
9. Deliverable 9: Performance Benchmark Verification
Deliverable 9.1-Performance Benchmark Veri/icadoa PLas
Contractor will provide the requested Performance Verification Plan with test plan and scenarios for the
County's approval. The Performance Verification Plan shall dovetail with the sample Gantt chart, as
customized vis-l-vis the County requirements.
iv - Performan Be chmark Veri catlb
Contractor shall conduct the Performance Benchmark Verification of the System mutually agrced upon with
the County, and complete corrective action as needed, and certify as such in writing at the time of completion.
10. Deliverable 10: Litiate Post Implemengttion Maintenance and Support
Contras N 1000009880 28 3@S~Oi
Contractor will implement, and continue to provide through the life of the contract, maintenance and support
services per Attachment. E of this Contract.
11. Deliverable 11: Poet Impkmentatlon Services
Contractor shall provide ongoing "post-implementation" services throughout the lifetime of the Contract.
Such services include, but are not limited to, the following:
• Oa;oin; Training Unlimited training, new user training and refresher training are included at no
additional cost within the lifetime of the Contract.
• 24/7/365 Technical and Client Support: Provided through a toll free number and via a-mail. All users
have unlimited access to this level of support through the life of the Contract.
• Usage Report: Contractor provides usage reports quarterly. Each user's account also contains real-time
access to reports.
• Assessment and )Evaluation -Contractor will work with the County to develop benchmarks and assist in
evaluating progress toward those benchmarks.
Deliverable 11.1- Provide Additbnal T niece
Contractor provides this service at no additional cost to the County. Contractor shall include a systemized
method for ongoing training within the Training Plan to be delivered to the County.
Deliverable 11.2 - Connty Anoroved Conenltlna Services
Contractor provides a Project Manager at the County's disposal to address these needs.
Deliverable 113 -Additional System Docmnentation
Contractor provides a Project Manager at the County's disposal to address these needs.
con~racr N iooooo~8ao 29 ~asros
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ATTACHMENT E
SUPPORT S~atVICES
Support Services Availability: Contractor's Client Care Team will be available to assist County 24/7/365.
Contractor shall provide 24/7/365 human Client Care technical snd customer support fa County to address
service and/or maintenance issues through a 24 hour toll-frx support line at (866) 435-7684. The "hot line"
number connects users to our Client Care Specialists directly. Telephone response time, in the unlikely event
that it is not immediate, is within fifbron (15) minutes or less. Client Care suppoR is also available through e-
mail access.
2. Contractor Staging: Contractor shall not outsource Client Care to call centers or other third party agencies.
All Client Care is performed directly by full time employees of Contractor who have cleared through
background checks and are trained in the secure handling of data and County/municipality-specific Wads. All
Client Care Specialists are cross-trained in customer and technology support. Should they encounter an issue
that Wads escalation for resolution, the Specialist will immediately involve the appropriate member of the
Contractor technology team. Additionally, County will be assigned two (2) account personnel that are
specific to the account for proactive and ongoing caro. County shall be provided unlimited, included support
for all purposes (e.g. bst password, support placing a call) and for all County users. Conhactor has Client
Caro Specialists kxatod throughout the country to maximize Client Caro up-time should a regional disruption
occur.
3. Client Care Services:
a. Contractor shall empower technical d'iroctors to load and integrate data from their database systems to our
contact management system.
b. Contractor shall provide "Quick Reference Guides" for users, replete with message script templates as
well as "tips and tools" on how to create quality outbound messages to the community.
c. Contractor shall assign County a Client Caro Specialist who will help drive usage of the system. Based
on experience in serving other clier~ of Contractor's service, Specialists offer coaching on message
length, frequency of use, content, and term to ensure receptiveness and satisfaction from rocipients. The
Specialist leads the County through an assessment and evaluation process to ensuro the benefits from
using the Contractor's service aro tracked and documented.
EscalaHoo: County shah address all questions and complaints first through Contn;ctor's Help Desk, or, at
County's discretion, immediately escalate issues to the Account Manager and/or Director. [f the Client Care
Specialist supporting the County user is unable to resolve the issue immediately for the user, the Specialist
will open a trouble ticket and immediately escalate the issue to the next tier of Client Care management. The
tiers of escalation aro typically as follows:
Level One -Help Desk
Leval Two -Account Manager
Level Throe -Account Director
Level Four -Senior Account Diroctor
Level Five -Vice President of Client Care
5. Release cycle and process for installing system updates, patc6a, fixes, etc.: Contractor rolls out all minor
updates and revisions onto the website as seamless upgrades, typically on a quarterly basis. Changes aro
made to the Help Menu simultaneously.
ConUSCt N1000009880 37 3:~„x
ATTACHMENT F
ACCEPTANCE AND TESTING PROCEDURES
1. Testia;
As part of Contractor's service project deliverables for rollout, Contractor shall provide the County with a
System Test Plan which includes a Module Test, and Integration Test, and Stress Tcst, and a Regression Test.
Contractor's System Test Plan shall include but not be limited to the following:
a. Introduction;
b. Assumptions;
c. System Test Plan;
d. System Test Objectives;
e. System Test Acceptance Criteria;
f. .System Test Schedule;
g. Responsibilities;
h. Resource Requirements;
i. Procedures;
j. Test Cases;
k. Performance Tests;
1. Disaster Recovery Tests.
Many of the Tests listed above are part of Contractor's regular testing process. Contractor's service is tested
through daily use. Additionally, Contractor will expand the listing above into a comprehensive System Test
Plan for the County's approval.
Contractor shall perform the requisite system tests as required by the County in Contractor's existerrt testing
environment or other appropriate environment as governed by the System Test Plan for component and
functionality testing for County sign-off.
Contractor shall provide the County with reporting of documented results of each System Test conducted and
certify successful testing results as required.
z. Acceptance
Contractor will provide the requin~ User Acceptance Test Results Report within one week of tests as
required. Contractor shall include all County required elements in the plan, such as purpose, scripts,
objectives, roles, and problem resolution. A high level Teat 8t Acceptance Reauhs Report format that
Contractor has found successful previously is listed below. This format will be customized to meet the
specific needs of the County.
Test asd Accephnce Results Report
a. Scope dt Plan Overview
b. Testing Approach
c. Test Schedule (Test ID#, name, description, time and date of execution)
d. Description of Setup Procedures
e. Description of Action Procedure
f. Description of System Results
g. Description of Expected Resulb
h. Description of Actual. Resuhs
i. Variance Reporting
j. Resource Requirements for Resolution
k. Corrective Action
I. Summary of Results (with Signature/sign-off line)
m. Conclusion
conk x~ooooo9sso 38
This Test and Acceptance Results Report shall demonstrate services perform as r+equirod and that all features
and functions operate as specified.
3. New Feature and Eohancenent Testing
Contractor shall put all new feutures and enhancements through rigorous testing including Alpha and
Beta phase as appropriate prior to rolling out the feature to the client facing interface. Contractor uses a
combination of automated and manual testing to perform ongoing quality assurancx testing of the service.
For automated testing, Quality Assurance (QA) personnel shalt utilize Mercury's QuickTest Pro. Manual
testing will be performed on a case-by-ease basis for testing whero automation will not suffice. All issues
are tracked in an internal bug tracking system and subsequently monitored by not only the individual QA
personnel, but also all the Directors involved in the development and release of a featuro. QA personnel
are invoWed from the beginning of the software development lifecycle and see each feature through from
development to final launch and validation. Contractor shall employ QA personnel who has undergone
and cleared thorough background checks and possess quality assurance backgrounds and expertise.
All major upgr~es and updates shall include new user documentation and training as requested.
Unlimited new and rofresher training is available to all users at any time throughout the lifetime of the
contract, should it be desired.
If a problem is identlAed daring testing of the proposed systea that cannot be remedied within the agreed
upo^ time, the Contractor shall snbmtt a written r~aponse to the Coenty indicatln= as snctr and the Conaty
shall then return the rystem to the Contractor and the Contract shall be termieated in accordance with
Paragnpr F, Acceptance, of thh Contract.
caiasce Nrooooo9eao 39 3r2srot
ATTACHMENT G
'TRA)QYING
Contractor shall provide unlimited training, new user training, snd refresher training to all County users as an
included cost of service throughout the lifetime of the Contract. Contractor recommends aweb-enabled
computer and telephone to accomplish the training. Training can begin within two (2) to four (4) weeks of
Contract execution. Contractor will train as many users as the County deems fit, at all levels of staff and
management that will be using the service. Initial•training for Technical Training (System Administrators} and
End Users typically is performed in a ninety (90) minute training session. Sessions can seat up-to 25 participants
per session. For on-site training, the County provides a central site for training. The number of users can be
adjusted at the County's request. Contractor shall provide aTrain-the-Trainer model at County's ~+equest.
Contractor shall provide refresher training on-site or via web-access training, at the County's preference.
typically, refresher and new user training is requested by the County annually, and the County may request it at
any time, as many times as preferred. Additionally, online help menus and refresher Flash videos are available on
the servica as well.
Contractor shall provide the following documentation to County:
1. End Users -User Guides, Send-A-Message Cheat Sheet, and Dial-in messaging card.
2. System Administratorsll'ochnical -All items above, plus the following items: User Management Guide,
County Best Practices Guidelines, Introduction betters, and other Forms, Data Refererxx Guide and
Upload Reference Guido
3. Train the Trainer Users -All items above minus the Data Reference Guide, plus the following items:
Trainer Script for Presentation, Trainer's handbook, Trainer's Guide to Best Practices.
co~c~taoooo9aao ~l0 ~ns:~oa
EXHIBIT I
County of Orange Child Support Enforcement
Certification Requirements
In order to comply with child support enforcement requirements of the County of Orange, within 10 days of
award of Contract, the successful Contractor must furnish to the agency/department deputy purchasing agent:
A. In the case of an individual Contractor, his/her name, date of birth, Social Security number, and residence
address;
B. In the case of a Contractor doing business in a form other than as an individual, the name, date of birth,
Social Security number, and residence address of each individual who owns an interest of l0 percent or
more in the contracting entity;
C. A certification that the Contractor has fully complied with all applicable federal and state reporting
requirements regarding its employees; and
D. A certification that the Contractor has fully complied with all lawfully served Wage and Earnings
Assignment Orders and Notices of Assignment and will continue to so comply.
The certiflcatioas will b-e stated as follows:
"I cert~ that is in full compliance with all applicable federal and slate reporting
requirements regarding its employees and with all lawfully served iYage and Earnings Assignment Orders and
Notices of.lssignments acrd will continue to be in compliance throughout the term of Contract
with the County of Orange. 1 understand that failure to comply shall constitnte a material breach of the contract
and that failure to cw~e such breach within 10 calendar days of notice from the County shall constitute grounds
for termfnation of the contract.
It is e~cpressly understood that this data will be traaamitted to governmental ageacies clwrged with the
estbiislunent and. enforcement o! child support orders and for no other ptirposes sad will be field
confidential by those agencies. '
Failure of the Contractor to timeh- submit the data and/or certiflcatioas regained above or to comply with
aU federal and state reporting requirement for child sapport enforcement or to comply with aU hawttilly~
served Wage and Earnings Asaigament Orders and Notice of Assignment shall coastitnte a material
breach of the Contract. Failnre to core such breach within 10 calendar days of notice from the County aiall
constitute grounds for termination of the Contract.
After notification of award, the successful Contractor may use the forms supplied herein, to furnish required
information listed above.
conraccrr~ooooo9sso 41 3;is,~os
COUNTY OF ORANGE CHILD SUPPORT ENFORCEMENT
CERTIFICATION REQUIREMENTS
A. In the case of an individual Contractor, his/her name, date of birth, Social Security number, and
residence address:
Name:
D.O.B:
Social Security No:
Residence Address:
B, In the case of a Contractor doing business in a form other than as an individuai, the name, date of
birth, Social Security number, and residence address of each individual who owns an interest of
10 percent or more in the contr~ing entity:
Name:
D.O.B:
Social Security No:
Residence Address:
Name:
D.O.B:
Social Security No:
Residence Address:
Name:
D.O.B:
Social Security No:
Residence Address:
(Additional sheets may be used if necessary)
Caitract N1000009880 ~#2 ?i:3io=
C. A certification that the Contractor has fully complied with all applicable federal and state
reporting requirements regarding its employees; and
D. A certification that the Contractor has fully complied with all lawfully served Wage and Earnings
Assignment Orders and Noticxs of Assignmcnt and will continue to so comply.
"1 cert~ that
is in full compliance with dl applicable federal acrd state
reporting requirements regarding its employees and with all lawfidly served Wage and Earnings
Assignment Orders and Notices of Assignments and will continue to be in compliance throughout
the term of Corrtraret
with the Cowety of Orange. I understand that failure to
comply shall constitute a material breach of the Contract and that failure to cure such breach
within !0 calendar days of notice from the County shall constitute groundt~'or termtnatlon of the
Contract
Authorized Signature Name
Title
convect rrtooooo9aao ~a3 s,zs.roa
NONDISCLOSURE AGREEMENT
NONDISCLOSURE AGREEMENT BETWEEN
PACIFIC BELL TELEPHONE COMPANY dba SBC CALIFORNIA,
ANO
THE COUNTY OF ORANGE CALIFORNIA
THIS AGREEMENT, effective this 26th day of June , 2008, ("Effective Dated is between PACIFIC BELL
TELEPHONE COMPANY dbs SBC CALIFORNIA, a California corporation (hereinafter "SBC Califomia~, County of
Orange (hereinafter'Customer") and NTI Group, Inc. (herofnafter "Subcontractor.
1. Customer has requested Neighborhood Call service from SBC Catifornia under SBC California's TariR, CAL.P.U.C.
NO. A9.2.8 and agrees to comply with all provisions of SBC California's Tariff, CAL.P.U.C. NO. A9.2.8.
2. Customer has idsrttified Subcontractor as its agent for obtaining Neighborhood Call subsrxiber information
SBC California for provision of community alerts and notifications to citizens as defined in California Public
Commission Code Sections 2872 and 2881.1 and ss allowed in SBC California's TariA, CAL.P.U.C. NO. Afiy_
the event Customer ebds to no longer use Suboontndor for obtaining Neighborhood Call subscriber irNor
Customer shall provide SBC Calitomia written notice of such change 30 days in advance of Subcorttrador~ eye~K.~
stelae being terminated by Customer.
3. Subcontrsctor certifies that it has reviewed the terms and conditions of the SBC California TariA, CAL. P.U.C. NO.
A9.Z.8 for Neighborhood Csll and specifically A9.2.88.2.b which stipulates in part: "The Neighborhood CaN
datsbsse information provided to Customer pursuant to this tariff is confidential and proprietary and such
infomtation will be held in corMdence and ony used and disclosed to Customers employees a its subcoMractore
and agents with a need to know for purposes of providing a community alert and notifications to citizens ss defined
in California Public Utilities Code Sections 2872 and 2891.1. Customer agrees that esch of ib empbyees,
subcontrsctors or agent receiving or having access to the Neighborhood Call database irtforrtation wiN be
informed that such information is subject to the terms and conditions of this tariff and the Neighborhood Call
database information will remain the propeAy of Pacific; that the Neighborhood Call database informatior witi be
treated with the same degree. of can as Customer affords to its own highly confidential and proprietary information;
and thst the Naighbofiood Csll database information wfil not be reproduced in any manner, ankles otherwise
specificeNy autitorized in writing by Padfic. Upon request, Customer will promptly return to Pacific ap Neighborhood
Call database information in a tangibb form or certify to Pscific that such information has been destroyed.'
4. Subcontractor sprees to comply with each of the obligations contained in SBC California's Tariff, CAL. P.U.C. NO.
N .2.8.6.2.b for Neighborhood Call TariM. Notwithstanding the preceding sentence, Subcontractor sgrees that no
ighborttood Call subscriber information wi8 shard with any rton-empktyee of Suboontrador, whether it tie a
subcontractor or agent. without the written suthorixation of Customer and the execution of a Nondisclosure
Agreement with SBC California.
5. This Nondisdosuro Agreement shaft bs in effect from the Effective Date until such time that Customer terminates its
request for Neighborhood Call service from SBC Calitorrtia or Customer elect to no bngsr use Subcontractor for
obtaining Neighborttood Call subscriber information. 3ubcorttracxors duly to keep the iVeighbofiood Call
subscriber iMomtation r~rtfidential shah continue beyond the term of this NondisGosuro Agreement until such time
that Subcontractor returns to SBC California aM Neighborhood Caq subscriber information in a tarpible form or
certifies to SBC California that such information has heart destroyed.
8. Nothing c~rttained in this Nondisclosure Agroement shall be construed as granting or coMerring any right by
license or otherwise in any Information.
7. This Nondisdosun Agreement shall ttenefit and be binding upon the parties hereto and their respective
subsidiaries, affiliates, successoa and assigns.
8. This iVondisclosure Agreement shah be governed by and construed in accordance with the laws of the State of
California, irrespective of its choice of laws principles.
[SIGNATURE PAGE FOLLOWS]
PACIFIC BELL TELEPHONE COMPANY dba
SBC CALIFORNIA
By:
Print Name:
Title:
Date Signec
XXXX (Subcontractor and/or Agent)
Print Nam
Title:
XXXX (Customer)
1
By: __
Print Name: Teara Le Blanc ~~-~~_
Title rP oaram Mananer
Date Signed: June 30.2008
Date Signed:
Countu Execufii've O
Countywide Public Mass Notification System
Policy and Guideline
Effective: June 30, 2008
I. PURPOSE
The purpose of this document is to provide governance and guideline on the use and
administration of a County of Orange, Countywide Public Mass Notification System,
hereinafter referred to as "System". This document is intended to be general, describing
countywide policies, jurisdictional roles and responsibilities and activation guidelines rather
than specific step-by-step procedures. The step-by step procedures for activation and use
will be maintained in a separate document maintained by the Orange County Sheriffs
Department Emergency Management Bureau as part of the County's overall planning and
response efforts.
II. SYSTEM DESCRIPTION
The primary intent of the Countywide Public Mass Not cation System is to disseminate
early waming and time sensitive information to county businesses and residents during
time of an emergency event. The Public Mass Notification System is only one component
of the County of Orange Public Waming System. As deemed fit by local authorities, the
System should be used in conjunction with the other public waming mechanisms, including,
but not limited to, the Emergency Alert System, sirens and route alerting.
The Mass Notification System is available 24/7 and has been pre-loaded with Orange
County landline phone numbers (including unlisted) and countywide geographic maps.
Additionally, citizens have the option to provide additional contact information via self-
registration from county and participating city websites. Upon local authority decision to
activate, the System will be used to send a message, describing the situation and
recommended action the public should take, to affected businesses and households via
telephone, e-mail and/or text.
The County of Orange, County Executive Office (CEO), is the sponsor of the Countywide
Public Mass Notification System initiative and will take appropriate measures to ensure that
the System is in a state of operational readiness at all times. It is the responsibility of all
participating Agencies to maximize Citizen benefits from the System.
While the County's intent for implementing and maintaining the System is for "emergency"
use, upon consent from local authorities, cities may optionally use the System to
disseminate "government-related" non-emergency notifications to citizens and organization
resources within its jurisdiction. See Section V. Authorized Use and. Section VIII. Cost for
policy guidelines relating to non-emergency use.
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Counfu Exec~at>Z've
Countywide Public Mass Notification System
Policy and Guideline
III. GOVERNANCE
The County of Orange CEO\Chief Information Office will manage the Mass Notification
System as a countywide asset under the rules and protocols approved by the Emergency
Management Council (EMC) and Operational Area (OA) Executive Board, and agreed upon
by each individual Agency when they opt into the system.
Use of the System by each Agency is contingent upon that Agency abiding by the contract
with the mass notification vendor, and the protocols established by the Emergency
Management Council and Operational Area Executive Board.
The System utilizes the 9-1-1 database to complete the not cations. The use of the 9-1-1
database is regulated by the California Public Utilities Code (CPUC) sections 2872 and
2891.1. The information contained in the 9-1-1 database is confidential and proprietary and
shall not be disclosed or utilized except by authorized personnel for the purpose of
emergency notifications.
The County of Orange, CEO\Chief Information Office is responsible to ensure that the
provisions of the contract are implemented properly. Authorized users must respect the
integrity of the database, understand the privacy issues and fully comply with the policies
and protocols outlined in this document. If violations of the contract provisions or the
EMC/OA Executive Board-approved protocols are made by any individual or Agency, the
County of Orange, CEO\Chief Information Office reserves the right to disable that
individual's or Agency's login(s).
IV. GENERAL SYSTEM FEATURES
At minimum, the CEO shall acquire and maintain a Public Mass Notification System capable
of meeting the following requirements.
A. Licensed for use throughout the County's entire region
B. Capacity to send a 45 second message to 10,000 residents and businesses within
10 minutes
C. Capacity to send messages via phone, e-mail and text
D. Accessible via the public Internet
E. Provides audit trail logging and reporting
F. GIS map interface for geographic call list generation
G. Citizen self-registration web portal (available in English, Spanish and Vietnamese)
H. Interactive phone survey technology and reporting
I. IVR based notification setup and execution
J. Capable of identifying constituents preferred language and sending message in
English, Spanish and Vietnamese
K. Capable of identifying special needs populations such as those who may need
special care during an emergency
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Couni~ Execufii've
Countywide Public Mass Notification System
Policy and Guideline
V. AUTHORIZED USE
The Mass Notification System is designed to be a countywide asset, available to all
Agencies that have a dedicated public safety answering point (PSAP) and resident
population they are responsible to make protective action recommendations for.
An Agency may participate in the countywide System at no charge when used for
emergency purposes. Agencies wishing to participate may do so by having an authoritative
representative sign the "Orange County Public Mass Notification System° MOU. Upon
signing the agreement, the Agency will be provided a local administrator account, a vendor
provided user manual and initial training. Throughout the term of the agreement, the
Agency may use the System to send an unlimited number of emergency notifications to the
public as well as an unlimited number of emergency and non-emergency inter-department
messages. It is recommended that each participating Agency develop and maintain written
procedures to identify and address the Agency's speck use of the System within the scope
of this policy guide.
Agencies authorized to join the system at no cost are limited to the incorporated cities in the
Orange County Operational Area, County agencies and departments, Califomia State
University, Fullerton and University of California, Irvine. Each participating Agency will
maintain, at minimum, a Local Agency Administrator responsible for implementing and
administering use of the System at the local level.
A. Emergency Use
Use of the Mass Notification System for emergency activity contains two components: (1)
the need to disseminate critical, safety-related information to individuals within a short
timeframe, and (2) communicating with safety-responder staff, volunteers and involved
parties about an approaching or present emergency event.
Emergency Public Notifications are limited to:
1. Imminent or perceived threat to life or property
2. Disaster notifications
3. Evacuation notices
4. Public health emergencies
5. Public safety emergencies
6. Any notification to provide emergency information to a defined community
As a general rule, the System is to be used when the public is being asked to take some
action (e.g. evacuate, prepare to evacuate, shelter in place, boil tap water before drinking,
missing child, notification of closure of the incident). The following criteria should be utilized
to assist with determining the need to issue an alert:
1. Severity. Is there a significant threat to public life and safety?
2. Public Protection. Is there a need for members of the public to take a protective
action in order to reduce loss of life or substantial loss of property?
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County Executl've O
Countywide Public Mass Notification System
Policy and Guideline
3. Warning. Will providing warning information assist members of the public in
making the decision to take proper and prudent action?
4. Timing. Does the situation require immediate public knowledge in order to avoid
adverse impact?
5. Geographical area. Is the situation limited to a defined geographical area? Is
that area of a size that will allow for an effective use of the system, given the
outgoing call capacity?
6. Are other means of disseminating the information inadequate to ensure proper
and time delivery of the information?
If the answer to ALL of these questions is "Yes", then an activation of the Mass Notification
System for emergency purposes is warranted.
Emergency Response Not cations are limited to:
1. Contacting first responders to advise of an emergency
2. Contacting first responders to report for duty due to an emergency
3. Contacting key staff regarding an emergency or crisis situation
4. Contacting agency employees/DSWs to report at a different time or location (or
provide an update) due to an emergency
5. Exercises
Emergency considerations:
1. Notification shall clearly state situation is an emergency
2. Message length shall not exceed 60 seconds
3. Always provide a phone number or website where the public can obtain additional or
updated information
4. An all clear not cation should be sent when applicable
B. Inter-Department Communication
Participating Agencies may use the Mass Notification System for non-emergency inter-
departmental business communication as needed, without cost. It is recommended that
individual Agencies identify where this would add value to their operations and establish
separate written protocols and procedures for this use.
C. Non-Emergency Public Use
Use of the Mass Notification System for non-emergency public announcements requires
pre-authorization from the local Agency. Non-emergency use shall be consistent and in
compliance with the non-emergency guidelines included within. Agencies who contract to
use the countywide System for non-emergency activity agree to give precedence to
emergency notification call-outs by delaying or terminating non-emergency notification
sessions if needed to increase emergency message success. The primary concern for point
of failure in this situation is not the Mass Notification System, but the telephone port capacity
of local phone providers responsible for delivering calls to residents. Cost associated with
non-emergency public notifications is the responsibility of the local Agency, See section VIII.
Costs.
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Counih~ Execuih've
Countywide Public Mass Notification System
Policy and Guideline
Non-emergency public notification use is prohibited for any of the following purposes:
1. Any message of commercial nature
2. Any message of a political nature
3. Any non-official business (e.g. articles, retirement announcements, etc.)
4. To send a message to an E911 obtained data source; see Section III, Governance,
for additional information relating to E911 data use restrictions
Non-emergency considerations:
1. Citizens can become desensitized to too many government messages
2. Clearly identify sender or announcement as non-emergency
VI. AUTHORIZED SYSTEM USERS
In general, those authorized to make not cations will be officials in the local police, fire and
city manager departments.
County Administrator: The CEO\Chief Information OfFce will act as the Countywide Public
Mass Notification System County Administrator. County Administrator responsibilities are
covered in section IX. System Administration and Operation.
County User: County Coordinated Communications Center Control One and Emergency
Management Bureau personnel will be setup as °County" users. County Users will have
permission to access and launch emergency notifications to all jurisdictions within Orange
County consistent with County Operational Area public safety response guidelines.
Local Agency Administrator. A minimum of one designated Local Agency Administrator will
be required for each Agency participating in the countywide System. Local Agency
Administrator responsibilities are covered in section IX. System Administration and
Operation.
Local Agency User. Participating Agencies may have an unlimited number of Local Agency
Users. Local Agency Users will have access to resident contact records within their
jurisdiction as well as neighboring jurisdictions with an established MOU agreement. Local
Agency Users will be authorized and managed by the Local Agency Administrator and may
have varied system permissions.
Inter-Department User. Inter-departmental users will have permission to inter-departmental
contact information only and are authorized to use the system solely for inter-departmental
communication including but limited to first responder and volunteer call-outs.
VII. ACTIVATION OF THE SYSTEM
Each Agency is responsible for launching messages to affected citizens and businesses
within their jurisdiction. Determination of authority to request activation of the Mass
Notification System rest with local officials, not with the County of Orange or the Orange
Page 5 of 9
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Counfiu Execut><'ve O
Countywide Public Mass Notification System
Policy and Guideline
County Sheriffs Department Emergency Management Bureau. Detailed activation
procedures shall be included in Local Agency Operating Procedure documents.
A. Public Notifications
1. The County of Orange is authorized to use the System to send notifications of regional
emergencies to any and all residents within the Operational Area (example: Health
Officer Countywide order). Upon sending a countywide notification, Orange County
Sheriff's Department Emergency Management Bureau will, as soon as possible, advise
the appropriate local Agency that mass not cations have been sent by the County to
residents of their cities.
2. Other than regional emergency notifications, public notifications are the responsibility of
the individual Agency. In the event that the geographical location of an incident requires
a message to be delivered to multiple jurisdictions, the responsible Agency will inform
each individual Agency so that they can send the message to those affected within their
own jurisdiction. Exceotion: Unless otherwise agreed by the Sheriffs Department and
the City, unincorporated neighborhoods embedded within City limits will receive mass
notification of local city emergency activity from City Officials when the County EOC is
not activated.
3. For an Agency wishing to send or receive messages to or from a neighboring Agency
during time of a multi jurisdictional incident, an MOU should be established between
both parties that grants permission for the handling Agency to send emergency
notification to residents within the affected Agency.
4. In the event a participating Agency is unable to send out an emergency message, the
Orange County Control One Coordinated Communications Center is available to act on
the local Agency's behalf.
5. Participating Agencies are authorized to develop pre-established notification lists and
messages to meet their individual needs. These lists may include special populations
(e.g. in-home care, schools, etc) or those susceptible to certain risks (e.g. homes within
dam inundation zone). It is the responsibility of the participating Agency to create,
maintain and update these lists.
B. Emergency Response and Inter-Department Notifications:
1. Each participating Agency is authorized to create employee/volunteer and department
call lists and pre-recorded messages.
2. It is the sole responsibility of each participating Agency to maintain these lists and to
launch notifications as deemed necessary.
VIII. COSTS
The County of Orange agrees to fund the System for notifications classified as "emergency
use". The County of Orange also agrees to continue to purchase updated E911 telephone
data and geographic maps.
Costs associated with use of the System for non-emergency activity is the responsibility of
the local Agency through separate contract with the mass notification Vendor.
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Countu Execut~'ve
Countywide Public Mass Notification System
Policy and Guideline
IX. SYSTEM ADMINISTRATION/OPERATIONS
Individual Agencies are responsible for providing logins and procedural training to key
individuals within their Agency responsible for using the Mass Notification System.
A. County Administrator
The County of Orange, CEO\Chief Information Office, will assign and maintain a designated
Mass Notification Program Administrator responsible for overall acquisition, accessibility,
maintenance, compliance and management of all components required to provide an
effective countywide mass notification system.
The County Administrator is responsible for:
1. System acquisition and contract management.
2. Policy management and as needed modification (in consultation with CEO, public safety,
emergency management and emergency response personnel.)
3. Audit compliance: routine monitoring of System use to insure policy and contract
compliance.
4. Access management: record management of signed MOU from each participating
Agency, distribution of local administrator accounts and updated local administrator
contact list.
5. Data management: E911 data acquisition, update and compliance monitoring.
Countywide map file acquisition, update and overall geo-coding.
6. Testing: facilitate routine System-wide test exercise, document overall test results and
recommend and execute, as needed, corrective action at the County level.
7. Public education campaign: initiate and facilitate public education campaign aimed at
making the public aware of the countywide public mass notification system initiative and
citizen web portal.
8. System support: provide support to Local Agency Administrators.
B. Local Agency Administrator
Participating Agencies agree to appoint a designated Mass Notification Local Administrator
responsible for leading, coordinating, monitoring and optimizing use of the Mass Notification
System at the local level. Local Agency Administrator shall act as the Agency's central point
of contact and will work collaboratively with the County Administrator to insure local use of
the system is within policy and MOU guidelines.
Local Agency Administrator is responsible for:
1. Contract acquisition if Agency will use the system for non-emergency purposes.
2. Local Agency Mass Notification Operating Procedure development and management.
3. Use compliance: routine monitoring to ensure System is used within the conditions and
terms of this document and associated MOU.
4. Access management: local user account distribution and management, record
management of MOU(s) and signed end user PBP.
5. Data management: perform routine data management, error-correcting and data integrity
updates to System contact and geo-coded map data.
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Counit~ Execufi~'ve O
Countywide Public Mass Notification System
Policy and Guideline
6. Testing: facilitate routine local System test exercise, document local test results and
recommend and execute, as needed, corrective action at the local level.
7. Public education campaign: initiate and facilitate public education campaign aimed at
making the local community aware of the intended use of the Mass Notification System
and citizen web portal
8. System support: provide support to local Agency end-users.
X. INFORMATION SYSTEMS AND SUPPORT
The CEO will acquire and maintain 24x7x365 vendor support for the Mass Notification
System. Participating Agencies are authorized to contact vendor support as needed.
XI. ROUTINE TESTING
The Mass Notification System will be tested quarterly. Test exercises will be geared towards
insuring that use of the System in an emergency is optimized. This includes testing
operational readiness, activation procedures and system effectiveness as well as validating
data and system processes. Through test exercises, System administrators and users will be
able to observe the mode of operation to augment and refresh System and process
knowledge.
Specific test exercise routines, roles, responsibilities and schedule will be detailed in the
Operational Area Standard Operating Procedure document:
By signing the Mass Notification System MOU, participating Agencies agree to take part in
quarterly Mass Notification countywide test exercises.
XII. DEFINITIONS
1. Agency -Any organization within the County of Orange who is responsible for protecting a
resident population and has a dedicated public safety answering point (PSAP).
Jurisdictionally this includes Orange County's incorporated cities, unincorporated area, the
University of Califomia, Irvine and Califomia State University, Fullerton.
2. System -All components of the Mass Notification System including hardware, software,
access portals, contact data and GIS maps.
3. Resident -Comprises households and businesses.
4. IVR -Interactive Voice Response is a phone technology that allows a computer to detect
voice and touch tones using a normal phone call. This technology will allow a user of the
Mass Notification System to launch a message to apre-defined call list when a pc or
Internet connection is not available.
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Execufiive
Countywide Public Mass Notification System
Policy and Guideline
Revision History:
Revision Date Author Descri tion
A ril 18 2008 PMNS Polic Committee Document on inated
Ma 19 2008 PMNS Executive Review Team Non-eme en session termination in Section V., Item C.
June 16 2008 Tears LeBlanc Exce tion clause in Section VII Item A. bullet 2.
Page 9 of 9
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AIertOC
'Enrollment Packet
PURPOSE:
The County of Orange is leading the implementation of a countywide public mass notification
system for the primary purpose of delivering critical, time-sensitive communication to the
public during local, multi-jurisdictional and regional emergency events. Orange County's
unincorporated cities, California State University, Fullerton and California University, Irvine are
invited to use this System per the associated MOU agreement. The intent of this package is to
provide required information and documents to interested entities so that they may sign-up to
access the System.
INSTRUCTIONS:
1. Review and become familiar with governing documents.
2. Have a person of authority sign the MOU Agreement (City Manager, Dean, etc.).
3. Identify a primary and backup local system administrator who will be responsible for
coordinating, managing and carrying out use of the mass notification system locally.
4. Complete AIertOC Participant Enrollment Form
5. Mail signed MOU and Enrollment Form to:
County of Orange
CEO\Chief Information Office
ATTN: Teara Le Blanc
10 Civic Center Plaza
Santa Ana, Ca 92701
6. Attend Local Administrator Meeting on July 29th, gam-10:30am
7. For additional information contact Teara Le Blanc, 714834-7079
RELATED (ATTACHED) DOCUMENTS:
# Document Purpose
1. MOU Agreement Agreement between county and participating entity on use of
the System
2. Usage Policy Provides general policy and guidelines on System use and entity
responsibility
3. Mass Notification Contract with Mass Notification System Service Provider, NTI
Vendor Contract Group, Inc.
4. E911 Disclaimer Disclaimer from AT&T on the appropriate use of E911 contact
data
5. Enrollment Form Information req'd to create local administrator accounts and
customize system setup preferences
6. FAQ'S Answers to already asked or anticipated questions
AIertOC Participant Enrollment Form
PARTICIPANT NAME:
(City, UCI or CSUF)
ASSIGNED DEPARTMENT:
Primary Secondary
Name: Name:
LOCAL Title: Title:
ADMINISTRATOR
Address: Address:
E-Mail: E-Mail:
Phone: Phone:
^ Emergency Notifications to the Public
TYPE OF USE ^Non-Emergency Notifications to the Public (see MOU and Vendor Agreement
for cost associated with non-emergency use)
(please select all
^ First Responder Notification
that apply)
^ Inter- Department Communication
Select languages which will be used to send public notifications
(select up to three)
^ English ^ Spanish ^ Vietnamese C+ther
Caller-ID phone number:
SYSTEM
PREFERENCES E-mail address ID:
(information in this
section is specific E-mail display name:
and customizable Default map center for geo-
for each participant) calling:
City Website URL:
Web portal contact #
E-mail address for web portal
Completed By: Date:
SYSTEM PREFERENCE DESCRIPTIONS
~ ne iaoie oeiow aescripes ine airrereni senings and preferences for the AIertOC system.
1 Caller ID phone number A valid city phone number (10-digits) that is displayed on
Caller ID devices and cell phones. It is recommended that this
phone number setting is used consistently, so that
constituents recognize the same phone number over time.
Note that any text tag displayed on Caller ID devices for the
phone number is controlled by the telephone company. The
text tag is the text description published by the phone
com any for the phone number.
2 E-mail address ID A valid city a-mail address that is displayed in the 'From' field
of all a-mail notifications sent from the Conned-CfY service. If
a constituent replies to the a-mail notification, the city will
receive the e-mail from the constituent.
If not set, the default a-mail address used is
email a~Dntigroup.com (will be changing to
email@blackboardconned.com). This a-mail box is not
monitored.
3 E-mail display name A text tag in the a-mail `From' field that identifies the sender.
If not set, the default a-mail display name is set to the city
name (e.g., City of ABC).
4 Default map center for geo-calling A valid city physical address that is used as the default address
for the ma center when usin the eo-callin feature.
5 City website address for web portal A valid city website address which contains the link to the
Conned-CTY web portal (usually the main city website).
6 Web portal phone number A valid phone number that is included in the body of the e-
mail confirmation sent to a constituent when signing up via
the web portal. This can be the same phone number used in
#1.
Note that the phone number is also inserted in the Terms of
Use' for the web portal. Confirmation a-mails are only sent if
a web portal a-mail address is set (see #7).
7 Web portal a-mail address A valid e-mail address included in the body of the a-mail
confirmation sent to the constituent who signed up via the
web portal and provided an a-mail address in their contact
information.
7 Web portal a-mail address (cont.) When this a-mail address is set, a confirmation e-mail is sent
whenever a constituent adds, edits, or deletes their
information via the web portal.
Note that the a-mail address is also inserted in the Terms of
Use' for the web portal.
8 Language Preference for web portal English is set as the default language. Additional language(s)
provided will be listed in a pull-down menu when a
constituent signs up via the web portal.
The language preference is stored in the web portal record
created for the constituent, and works with the 'Language'
filter in the Conned-CTY interface.
Answers to Already Asked and/or Anticipated Questions
i. Is the System implemented at the County EOC?
The System has been implemented for County EOC use and key staff has been trained.
2. Is the System ready to be implemented at the City level?
No. County Board of Supervisor approval of the MOU agreement was rescheduled to the
July 22"d meeting so that a change in the indemnification section of the document,
recommended by the City of Seal Beach, could be incorporated. This has caused a minor
schedule delay, but serves all cities well.
3. Why is this enrollment package being distributed if the MOU isn't scheduled to be
approved by the Board of Supervisors until July 22nd?
The MOU has been approved by County legal counsel and County risk management. The
intent of distributing this enrollment package earlier rather than later is to allow Cities who
have indicated enthusiasm of getting a mass notification system in place to begin internal
review, approval and planning.
4. What is the purpose of the Local Administrator meeting on July 29th?
^ To distribute Connect-CTY Local Administrator Welcome Material
^ To provide a demonstration of the Systems configuration
^ To discuss the role of System Administrators
^ To coordinate implementation of the System at the local level
^ To share the plan for public awareness activity
^ To discuss System testing
5. When will City staff receive training?
After County BOS MOU approval and upon County receipt of a signed MOU and enrollment
form from City, Local Administrators will receive a System user account and Vendor contact
name and number to schedule System training. If possible, and depending on the number
of persons trained per City, Conned-CTY would like to train a few cities at a time. Local
Administrators will be responsible for coordinating training for their city users.
6. How will the Public become aware of the System?
^ A meeting is scheduled July 14th with County and City PIO's to begin initial
discussion and coordination of AIertOC public awareness effort.
^ Even though the County has implemented the System at the EOC, public awareness
effort has been placed on hold until this effort can be coordinated to reduce citizen
confusion.
7. Who created the mass notification system usage policy document?
County and City emergency management staff worked together to develop the AIertOC
usage policy. IT was then reviewed and approved by asub-committee of EMC staff.
8. Will the phone message to residents come from a City Official or from the County?
In general
^ for local emergencies it will come from a City Official
^ for regional emergencies it will come from County OA staff
^ for all other communication it will come from a City Official
For detailed information, please see the usage policy.
9. How will Cities get information for their website~
^ Each city will have a unique URL link to its AIertOC web portal; this information will
be provided upon receipt of a signed MOU and enrollment form
^ City staff can work directly with Connect-CTY to make minor customizations to their
portals if desired
^ An AIertOC logo and website called www.AlertOC.com is being created and will be
shared when complete.
10. Who do we contact to purchase non-emergency use of the System?
Chad Castruita
Regional Director
Blackboard Connect
818-808-1780
ii. Was E911 data purchased for all households within Orange County? How often is it going
to be updated
Yes, E911 data was purchased from AT&T and Verizon and provides contact information for
all of Orange County's households registered in the 911 database. The current .plan is to
purchase updates quarterly. Upon use of the System, this will switch to monthly if deemed
appropriate.
12. Will County staff be able to see all City contact information stored in the System?
No. The System has been configured to only share household data amongst County/City
users. City Department data will not be visible unless the City specifically provides access.