Current through Register Vol. 63, No. 9, September 1, 2024
(1) The Department uses funds in the 9-1-1
Subaccount to reimburse or pay the costs on behalf of the 9-1-1 jurisdiction.
The Department shall reimburse or pay a 9-1-1 jurisdiction only if that 9-1-1
jurisdiction has an approved 9-1-1 Jurisdiction Plan on file with the
Department that describes the capital and recurring costs of the 9-1-1
jurisdiction.
(2) In order to
obtain pre-authorization, the Department will work with the 9-1-1 jurisdiction
to establish a Not to Exceed Funding Level for cost of products and
services.
(3) Once a Not to Exceed
Funding Level is executed between the 9-1-1 jurisdiction and the Department,
the Department reviews each submission for reimbursement on the Department
approved form(s) for appropriateness of the payment, including a review of the
reasonableness of costs for products and services provided.
(4) The Department may consider requests by a
9-1-1 jurisdiction for approval of reimbursement for products and services if
the 9-1-1 jurisdiction:
(a) Demonstrates it is
unable to obtain and maintain satisfactory service levels from its current
provider;
(b) Provides
documentation satisfactory to the Department that the current provider has
failed to maintain service levels described in the provider's contract with the
9-1-1 jurisdiction and the parties have been unable to resolve the dispute in
accordance with the terms and conditions of the contract; and
(c) Certifies that the 9-1-1 jurisdiction has
complied with all applicable federal, state and local laws, including, but not
limited to, the Oregon Public Contracting Code.
(5) The Department provides all funds
requested by 9-1-1 jurisdictions under ORS 403.240 for costs incurred for
emergency communications services on a reimbursement basis. A request for
reimbursement must be for costs incurred for products and services provided to
the 9-1-1 jurisdiction in the previous calendar quarter or, for database
development, network and on-premises equipment that satisfies the requirements
of ORS 403.115(2) and (4), for costs incurred prior to the preceding calendar
quarter. The Department may not provide reimbursement for products or services
not provided to the 9-1-1 jurisdiction.
(6) The following costs of providing
emergency communications service are paid directly or reimbursed from the 9-1-1
Subaccount of the Emergency Communications Account, subject to available funds:
(a) Costs of the Network Exchange Services
necessary to provide the minimum grade of service defined in ORS 403.115; The
secure network and associated components that deliver an emergency call from
the caller to the primary PSAP with corresponding ANI and ALI
information;
(b) Costs for CPE for
a primary PSAP:
(A) Reimbursement for CPE for
a primary PSAP that is customer-owned and maintained is subject to the
Department's review and approval;
(B) An Application Programming Interface to
integrate ANI and ALI into a CAD system in use by a primary PSAP;
(C) On-going maintenance costs following the
warranty period, if any, complying with 104-080-0195 (1) (e);
(D) Payment of costs for on-going maintenance
of CPE for the primary PSAP following the expiration of the equipment's
warranty period must be made by submitting a copy of the maintenance contract
with an itemized listing of hourly labor rates and equipment costs to the
Department for approval.
(E) The
Department may make payment directly to the vendor upon verification that the
charges are for the CPE for the primary PSAP and services originally contracted
for and that the vendor's hourly labor rate does not exceed the prevailing
labor rate for similar communication equipment and services.
(F) All requests for reimbursement must be
for hardware received, services rendered, or both. ODEM may not provide
reimbursement for hardware or services to be provided at a future
date.
(G) An instant playback
recorder to record each incoming emergency call, preferably of a digital voice
storage type with no moving parts and capable of storing at least 10 minutes of
emergency calls;
(H) Mapping
software and hardware that displays the location of an emergency calling party,
from information in the ALI record and the capability of displaying street
address and the latitude and longitude of the emergency calling
party.
(I) Equipment allowing
direct communication with the caller.
(J) Uninterruptible power supply systems for
the components of an emergency communications system in the primary PSAP
meeting the requirements of the ODEM Policy, Uninterrupted Power Supply
(UPS).[1]
(K) Text-to-9-1-1 system
upon prior approval by the Department.
(L) Any 9-1-1 jurisdiction or provider
seeking reimbursement for MSAG or GIS services meeting the requirements of ODEM
Policy, 9-1-1 GIS / MSAG Funding:
(M) Costs of consulting services related to a
regional or statewide emergency communications system pursuant to contracts
approved and entered into by the Department. Consulting costs are paid by the
Department directly to the consultant.
(7) The Department provides a Statewide
Enterprise Management Information System (MIS). A 9-1-1 jurisdiction may
request access to the system. MIS provides various reports using a variety of
user defined criteria that provide:
(a)
ANI
(b) ALI
(c) Redundant method of capturing, storing,
retrieving or printing call detail information
(d) Document the transfer of voice or
data
(e) Document Selective
Transfers
(f) Document TTY / TDD
communications
(g) Document SMS
Text-to-9-1-1 sessions
(h) Provide
total of calls answered by position
(i) Provide average call ringing and call
handling timer per position
(j)
Document trunk usage for system performance
(k) Retrieve and display call detail data on
demand
(l) Document agent answering
performance for 9-1-1 calls
(m)
Document 9-1-1 calls by trunk group
(n) Document number of abandoned
calls
(o) Document agent average
speed to answer at 1 to 10 seconds, 11 to 15 seconds, 16 to 20 seconds, 21 to
40 seconds, 41 to 60 seconds, 61 to 120 seconds and 120 seconds or
more
(8) A request for
reimbursement must be made using a process established by the
Department.
(9) Failure to meet
prerequisites or submit requests for reimbursement in a manner required by the
Department may result in delay or denial of reimbursement.
Publications [1]: Publications referred to or incorporated by
reference in this rule are available from the Department and are also available
at https://www.oregon.gov/oem/Documents/ups_policy.pdf
Statutory/Other Authority: ORS 403.120; 2015 HB 2426
Statutes/Other Implemented: ORS 403 & 2015 HB
2426
