Okaloosa County BOCC — May 3, 2016 — Mass Notification System - South Courthouse Annex — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 3, 2016 TO: Honorable Chairman and Members of the Board FROM: James Puckett SUBJECT: Mass Notification System - South Courthouse Annex DEPARTMENT: Facility Maintenance BCC DISTRICT: 3 STATEMENT OF ISSUE: Request approval of an emergency purchase order to Advanced Protective Technologies to provide equipment for and installation of a mass notification system in the South Courthouse Annex for security purposes. BACKGROUND and ANALYSIS: The need for a mass notification system has previously been identified and included in the FY15 and FY16 budget. However, the installation of the system has not been accomplished in prior budgets. The closure of the Crestview Courthouse and the relocation of the Judges to the South Courthouse Annex has created an immediate need to have a mass notification system in place as soon as possible. The increase in court activities with all inmate related cases being facilitated at the South Courthouse has created an emergency situation for court related functions to include: Security, Court Administration and the Clerk of Court. A mass notification system is used to implement an action plan in case of an emergency at a specific location. In addition to a fire alarm, a mass notification system is used to alert employees and/or the visiting public to any situation where the health and safety of those present are in danger. A mass notification system will allow emergency notifications for staff and general public in the following categories: Evacuation (fire, smoke, gas leak, bomb threat) - Lockdown (inmate escape, active shooter) - Emergency Medical (employee and visitor personal injuries) - and Weather Related (tornado, hurricane, strong wind). Facility Maintenance staff met with representatives with Advanced Protective Technologies who had prepared a quote for installation of an Alertus Text-To-Speak (TTS) Speaker System in the South Courthouse. Also, staff has met with and discussed the situation with Purchasing and the Clerk of Court concerning the immediate need for the system installation. A delay in the installation of the system could place employees and the public at a risk. The TTS System utilizes a self amplified speaker with an Alert Beacon. The speaker emits a message that is either pre-recorded or in special circumstances, can be texted into the system by authorized personnel. The speaker also displays this message on the speaker pad. The Beacon is a strobe light used to alert the hearing impaired, and they meet the National Fire Protection Association (NFPA) code. The proposed system has been reviewed by Court Security and they are in agreement that it will meet the need in the Courthouse. This proposed system design is expandable so that it can be used in multiple buildings with the ability to be independent from each other. The proposal for the South Courthouse Annex will utilize 14-15 TTS speaker modules with the Alert Beacons. The proposed system is expandable to 2000 modules with beacons. This will allow expansion to other county buildings such as the Shalimar Administrative Building, Brackin Building in Crestview, and the new Crestview Courthouse utilizing the same system. The quoted cost is $55,657.60 and installation can begin within two weeks of an order being placed with Advanced Protective Technologies. Funds have been identified in the FY16 Capital Outlay Budget (3120-562290 - $60,000) and are available. OPTIONS: Approve/Disapprove for Advanced Protective Technologies to install a mass notification system in the South Courthouse Annex as soon as possible. RECOMMENDATION: Request Board approval for an emergency purchase order to Advanced Protective Technologies to install a mass notification system in the South Courthouse Annex as soon as possible. Total cost $55,657.60 coming from FY16 Capital Outlay Budget (3120-562290) RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator