SR-700-001-03 (2)
Purch:DH:RAH:
F:\FINANCE\PURCH\STFRPTS\SRBDCAD.DOC
Council Meeting: December 11, 2001 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Contract with PSSI, Inc. for Computer-Aided Dispatch (CAD) Software and
Support and Award a Purchase Order to Motorola, Inc. for Mobile Data
Computers for the Fire Department
Introduction
This report recommends that City Council authorize the City Manager to negotiate and
execute a contract with PSSI, Inc. for Computer-Aided Dispatch (CAD) software and
first-year support in the total amount of $130,896, including applicable sales tax, and
on-going support and maintenance in the amount of $13,000 annually. This report also
recommends an award of purchase order be made to Motorola, Inc. for Mobile Data
Computers (MDCs) in the total amount of $138,990, including applicable sales tax.
Background
In an effort to increase efficiencies and create accurate records that link to Police
Department dispatch records, the Fire Department has researched the implementation
of a computer-aided dispatch system (CAD) that will replace the current manual
dispatch system and be compatible with the Police Department?s CAD system. The use
of a centrally located or linked CAD server computer, sharing the same geo-base and
time source, will eliminate the potential for time variances and the possible
complications that might arise. The CAD system would be linked to the Emergency 911
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system, so that the time of the call, the address, name and telephone number are
automatically recorded.
The Mobile Data Computers (MDCs) would allow the units in the field to quickly and
accurately report their status to dispatchers without using the voice radio channel. At
the same time, this information would automatically be added to the incident report, via
the CAD system.
Discussion
PSSI, Inc. has been the Police Department?s CAD software provider since 1991 and is
the logical choice to provide Fire Department CAD software and support. PSSI, Inc.?s
CAD software tightly integrates Police and Fire dispatch operations, providing multi-
departmental dispatching on one system. Motorola, Inc. has also provided Mobile Data
Computers (MDCs) for the Police Department dispatching and message functions since
1995. The MDCs communicate with the CAD software through interfaces provided by
Motorola, Inc. and PSSI, Inc. The addition of Motorola, Inc.?s MDCs in the Fire
Department vehicles would provide timely dispatch, communications, hazmat and site-
specific information to Fire emergency staff.
PSSI, Inc.?s CAD software and support and Motorola, Inc.?s MDCs are proprietary
products not sold through distributor networks. In order for the Police Department?s
current CAD software and MDCs to interface with the Fire Department?s proposed CAD
system, it is necessary for these items to be obtained from these vendors. The
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hardware and software solutions provided by PSSI, Inc. and Motorola, Inc. would
integrate the functions necessary to have coordinated dispatch and messaging
functions for both the Police and Fire departments.
Ordinance Number 1743 (CCS), Section 5, paragraph 2.24.080 (1) of the Santa Monica
Municipal Code allows exception to competitive bidding for proprietary items of original
equipment manufacturers and/or their authorized exclusive distributors as in this case.
Staff has evaluated the quotations submitted by PSSI, Inc. and Motorola, Inc. and finds
that they meet City specifications.
Budget/Financial Impact
The PSSI, Inc. software and first-year support contract will not exceed $130,896. In
subsequent years, on-going support and maintenance costs will be approximately
$13,000 annually; it is anticipated that the City will require on-going support for the
useful life of this equipment. Funding for subsequent years will be included in future
City budget requests to fulfill contract payment obligations. Fiscal year 2001/2002
appropriation authority for the contract with PSSI, Inc. and the purchase order to
Motorola, Inc. is in the Capital Improvement Budget account number
C01068302.589000, ?CAD System for Fire Department?.
Recommendation
It is recommended that City Council authorize the City Manager to negotiate and
execute a contract with PSSI, Inc. for Computer-Aided Dispatch (CAD) software and
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first-year support in the total amount of $130,896, including applicable sales tax and for
on-going support and maintenance in an amount of $13,000 annually. It is also
recommended that a purchase order be awarded to Motorola, Inc. for the purchase of
Mobile Data Computers (MDCs), in the total amount of $138,990, including applicable
sales tax.
Prepared By: Bill Kolberg, Deputy Chief
David Yeskel, Systems Analyst
Diane Howell, Purchasing Agent
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