SR-101-003-04-08
Council Meeting: October 12, 2004 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to purchase Automated Staffing Software for
Police and Fire Departments from Principal Decision Systems,
International (PDSI).
Introduction
This staff report recommends that the City Council authorize the City Manager to
negotiate and execute a sole source contract with Principal Decision Systems,
International (PDSI), for the purchase of an automated staff scheduling and
notification system for the Police and Fire Departments, using a recently awarded
Homeland Security Grant.
Background
Pursuant to Homeland Security requirements, the Police and Fire Departments
must be able to quickly recall staff in the event of an emergency. The current
manual notification process is both labor- and time-intensive, resulting in an
unacceptably slow staffing fulfillment in an emergency scenario.
Discussion
In the search for an automated staffing/notification solution, staff evaluated
multiple vendors’ systems for their ability to be customized to fit Police and Fire’s
complex call-out requirements per existing policies and procedures. PDSI’s
TeleStaff was identified as the only system able to take into account these
extensive public safety requirements, while offering immediate, automated
notification. TeleStaff applies organization-specific rules in a decision-making
hierarchy to automatically notify staff – via phone, email and pager – with the
details of their required attendance. Affected staff may then respond securely via
telephone or internet regarding their availability.
Ordinance Number 1743 (CCS), Section 5, paragraph 2.24.080 (a) of the Santa
Monica Municipal Code allows exception to competitive bidding when goods are
purchased from a sole provider. Staff has evaluated the quotation submitted by
PDSI, Inc. and finds that it meets City specifications.
Budget/Financial Impact
Funds of $111,518 are available from Homeland Security Grant funds at the
following accounts: C200607.589000 ($36,897, Fire) , C200738.589000
($24,724, Police) and C200608.589000 (49,897, Police).
Recommendations
It is recommended that the Council authorize the City Manager to negotiate and
execute a sole source contract with Principal Decision Systems, International, in
the amount of $111,518 for the purchase of the TeleStaff system for the Police
and Fire Departments.
Prepared By: James T. Butts, Jr., Chief of Police
Jim Hone, Fire Chief
Bill Kolberg, Deputy Fire Chief
David Yeskel, Systems Analyst