SR 05-25-2021 3I
City Council Report
City Council Meeting: May 25, 2021
Agenda Item: 3.I
1 of 4
To: Mayor and City Council
From: Bill Walker, Fire Chief, Fire Department
Subject: Award Request for Proposal to Federal Engineering, Inc. for an Evaluation of
Regional Dispatch Opportunities
Recommended Action
Staff recommends that the City Council:
1. Award RFP# 276 to Federal Engineering Corporation for professional services
for the Fire Department; and
2. Authorize the City Manager to negotiate and execute a professional services
agreement with Federal Engineering Corporation, in an amount not to exceed
$160,550 for three years, with future year funding contingent on Council budget
approval and award of future grant funding.
Summary
The cities of Santa Monica, Culver City, Beverly Hills, El Segundo, Manhattan Beach,
Redondo Beach and Torrance are seeking to explore a regional, consolidated fire dispatch
center. This may include options for joining existing consolidated centers or creating an
independent center. Options for additional public safety fire agencies and / or other public
safety partners would also be evaluated.
The business impetus for the RFP was the desire to have a consolidated Fire Only dispatch
center for the west side cities, similar to the model provided by Verdugo Fire Dispatch. The
seven cities that developed the RFP all have opportunities to regionalize dispatch based on
their migration to a regional radio system and the realization that many of the agencies
share common software programs for station alerting, records management systems,
staffing management systems and learning management systems.
Discussion
The cities of Santa Monica, Culver City, Beverly Hills, El Segundo, Manhattan Beach,
Redondo Beach and Torrance are interested in determining potential options for a
3.I
Packet Pg. 170
2 of 4
consolidated dispatch and exploring existing best practices. Cities are interested in this
evaluation in an effort to assess the potential to improve operational and business
efficiencies. The agencies understand and accept that the vision of a single, combined Fire
Dispatch Center requires an initial thorough analysis. Considering that fact, the Client
Agencies recommend that the vendor provide a roadmap to consolidation with clear
milestones that align the Client Agencies more uniformly with a consolidated center. The
purpose of the Professional Services Agreement between Federal Engineering and the City
of Santa Monica is to ensure all elements of the scope of work as outlined in the RFP are
completed to the satisfaction of the City and its partners.
This project is funded through the Los Angeles Area Fire Chief’s Association (LAAFCA),
comprised of 29 fire chiefs throughout Los Angeles County. The El Segundo Fire
Department was recently awarded $250,000 from the State Homeland Security Grant
Program (SHSGP) grant from Los Angeles County to complete the evaluation of regional
dispatch opportunities. El Segundo Fire was unable to fulfill the grant requirements as the
funded agency, and the funds were transferred to the Santa Monica Fire Department. The
additional funds were included in the $936,711 SHSGP 2019 grant acceptance staff report
Council approved on December 15, 2020. In support of the regional effort and as a partner
agency in this evaluation, the Santa Monica Fire Department (SMFD) sponsored the
Request for Proposals and would continue regional support by coordinating and hosting the
grant funding as well as providing contract and grant management. Any remaining funds
from the initial grant would be reprogrammed per the grant guidance and after receiving
approval from LAAFCA.
Past Council Actions
Meeting Date Description
12/15/20 (attachment A) SHSGP 2019 Grant Acceptance staff report.
Vendor/Consultant Selection
Bidder Recommendation
Best Qualified Firm Federal Engineering, Inc.
3.I
Packet Pg. 171
3 of 4
Evaluation Criteria The proposal from Federal Engineering, Inc. was evaluated based on the
criteria in SMMC 2.24.190, including credentials and experience, demonstrated skills to provide the analysis, price, and compliance with
City specifications. The City is not required to select the proposal with the lowest price.
Municipal Code SMMC 2.24.190
Submittals Received
Federal Engineering, Inc. $139,610
Shpigler Consulting $180,375
IXP Consulting $270,411
Winbourne Consulting $314,310
Mission Critical Partners $210,881
Bid Data
Date Posted
Posted On Advertise In (City Charter & SMMC) Vendors
Downloaded
Date Publicly
Opened
12/17/2020 City's Online
Bidding Site
Santa Monica Daily
Press
29 02/04/2021
Best Bidder Justification
A representative committee from each of the Cities that authored the RFP
reviewed all five proposals. Three of the proposals were eliminated due to
available budget and/or lack of the experience and skill necessary to provide a
quality work product based on a project of this complexity. The committee then
interviewed the two remaining firms. Based on this criteria and criteria in SMMC
2.24.190, staff recommends Federal Engineering, Inc. as the best qualified firm to
provide professional services based on the firm’s area of expertise, experience
with similar projects, budget, and ability to provide quality work product.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the State Homeland Security Grant
Program (SHSGP) grant fund to award a professional services agreement with Federal
Engineering, Inc. to provide professional services to evaluate regional dispatch
opportunities for the Fire Department. This agreement is exploratory, the Fire
Department will return to Council to present the report’s findings and seek further
Council direction on any recommendations that impact Santa Monica directly. Budget
and staffing impacts would be identified as part of this report. Future years’ funding is
contingent on Council budget approval and award of future grant funding.
3.I
Packet Pg. 172
4 of 4
Professional Service Agreement
FY 2020-21 Budget
Request Amount
Department Account # Total Contract Amount
$160,550 20190001.55517B $160,550
Prepared By: Laura Smart, Admin Analyst (Fire)
Approved
Forwarded to Council
Attachments:
A. 12-15-20 Staff Report (Web Link)
B. Oaks 01-29-21
3.I
Packet Pg. 173
City of Santa Monica, California
Evaluation of Regional Dispatch Opportunities
Copyright Protected Do Not Duplicate 63
• OAKS Initiative Notice
3.I.b
Packet Pg. 174 Attachment: Oaks 01-29-21 (4533 : Award RFP for Dispatch Evaluation to Federal Engineering)