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Funding & allotments

How SETNA CPE money actually moves

Call-volume methodology stays (Chapter III). Dollar estimates must use the active MPA after RFP 26-16743 award. Official amounts always come from the Branch letter.

How allotments work

CPE Fixed Allotments fund a standard 9-1-1 call-handling system sized for approximately P.01 grade of service, using measured ECaTS call volume and standard system elements under the active CPE Master Purchase Agreement.

Busy-month

Level 2

0 – 800 calls / busy month

Busy-month

Level 3

801 – 1,200 / busy month

Busy-hour

Level 4

1,201 – 15,000 / busy month

Busy-hour

Level 5

> 15,000 / busy month

Level 1 is sunset. Levels 4–5 use busy-hour methods (with abandoned-call allowances per policy). Confirm the current Operations Manual for exact formulas and cloud multipliers.

Check your allotment

Planning tool vs official letter. Pre-filled with the sample PSAP you are viewing as.

Funding level

L5

busy-hour method

Typical positions

60–67

Planning band, not a funded count

Planning note

Large / metro: expect a Branch analysis pass. Estimators here cannot replace ECaTS + MPA cost-workbook review.

Not a funding commitment

Official dollars come only from the Branch Fixed Allotment letter using active MPA pricing. After RFP 26-16743 award, do not quote from 2020 workbooks.
  • · Level 1 is sunset. Official dollars always come from the Branch Fixed Allotment letter.
  • · Call-volume methodology is Chapter III. Dollar estimates must use the active MPA after RFP 26-16743 award — not 2020 workbooks.
  • · Levels 4–5 use busy-hour methods (with abandoned-call allowances per policy). A busy-month figure only places you in the band.
  • · MPA prices are maximums. Shopping multiple authorized contractors can improve value inside the same configuration.

Level 2

0 – 800 calls / busy month

Busy-month

Level 3

801 – 1,200 / busy month

Busy-month

Level 4

1,201 – 15,000 / busy month

Busy-hour

Level 5

> 15,000 / busy month

Busy-hour

CPE funding process (direct MPA path)

Analogy: allotment is a gift card. TD-288 is cashier approval. TD-284 is the delivery receipt.

  1. 00 →

    Watchlist

    Advisor / PSAP · Eligibility month known

  2. 01 →

    Advance Notice

    PSAP · Form received & logged

  3. 02 →

    Allotment letter

    Branch · Letter on file with $

  4. 03 →

    Vendor selection

    PSAP · Authorized contractor picked

  5. 04 →

    SOW + quote review

    Advisor · Advisor-clean package

  6. 05 →

    Purchase package

    PSAP + Advisor · Complete packet

  7. 06 →

    TD-288

    Branch · Signed commitment + TK#

  8. 07 →

    Install

    Vendor / PSAP · Ready for AT (≤180 days)

  9. 08 →

    TD-284

    PSAP · Acceptance date locked

  10. 09 →

    Pay

    Branch / fiscal · Invoice or TD-290 paid

  11. 10 →

    Residual

    PSAP · Clocks closed or zero

  12. 11

    Closeout

    Advisor · Red folder archived

Advanced Notification

Reservation, not boarding pass

Submit about one year or less before need. Late notice delays projects and Branch budgeting. The letter is the commitment context; this form is the signal.

Signals CPE funding need up to ~1 year before eligibility. This is a reservation, not a boarding pass — the allotment letter is closer to boarding.

Residual funds

Residual equals allotment minus final cost of the complete system replacement (or certified upgrade). Only items on the current Branch residual list, used in direct support of 9-1-1 call delivery, planned with the project.

Typical timing

Quotes / POs

Commonly within 90 days of TD-284 acceptance (confirm current policy).

Typical timing

Claims

Often within 12 months of acceptance for residual claims.

Hard nos

Network circuits without explicit policy; unscoped office furniture; spending residual before knowing complete system cost; mixing ATA into CPE residual.

Approved-list browser

Illustrative Chapter III-style catalog. Always confirm the live Operations Manual list before you promise a purchase.

  • yes

    Additional funded-style workstations after primary CPE

    Must match funded configuration rules.

  • yes

    9-1-1 call-taker headsets

    Call-taking positions, not admin phones.

  • yes

    Dispatcher chairs

    Quantity caps historically exist.

  • maybe

    9-1-1 call-taker furniture / consoles

    Workstation vs storage rules. Need layout diagrams.

  • yes

    Mapping monitors

    In the 9-1-1 work area.

  • maybe

    GIS services / software / equipment

    Only when the residual path allows; GIS allotment is a different pot.

  • maybe

    Backroom power, cabling, interface, redundant networking in the center

    Must directly support 9-1-1 traffic to the call taker.

  • yes

    9-1-1 logging recorder

    For 9-1-1, not general admin recording.

  • yes

    Reader boards / pre-arrival instruction

    Confirm current list membership.

  • yes

    PMP/ENP certified consulting for the CPE replacement

    Tied to the replacement project.

  • maybe

    Temporary relocation of 9-1-1 positions

    Project-tied; not a remodel budget.

  • no

    Break-room fridge / lobby TV / general office chairs

    Vendor enthusiasm is not the list.

  • no

    Network circuits / ESInet / NGCS

    Different contract and funding track.

  • no

    Training charged to CPE residual

    ATA is a separate allotment.

  • no

    Staffing, overtime, facility lease

    Local cost.

  • no

    MAC / relocation after install (unscoped)

    Often PSAP-paid unless the SOW already funded it.

Request residual items

Queues a residual package for Advisor review. Run the eligibility checker first. Demo stores this on the device.

Residual eligibility checkerFull residual guide

Reimbursement claims (TD-290)

Use when the PSAP paid the vendor and seeks SETNA reimbursement for pre-approved items. Attach TD-288, invoices, and proof of payment. Claim amount must not exceed the TD-288. Prefer direct funding (vendor → State) when Chapter III allows it.

Claim checklist

5-year CPE cycle

  1. Year 0

    Install + TD-284

    Warranty / package maintenance begins. Residual clocks start.

  2. Years 1–4

    Maintain

    Covered under the project maintenance structure.

  3. Year 5

    Refresh eligibility

    Advanced Notification window; full replacement or certified upgrade.

  4. Years 6–7

    Extended maintenance

    May be Branch-approved year-to-year; new SOW aligns with up to two years continuation.

  5. Year 8+

    Local responsibility

    Maintenance generally PSAP-funded unless Branch exception.

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