sr-101309-1gCity Council Meeting: October 13, 2009
Agenda Item: 1®~
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Recision of Council approval to purchase a Fire Station Alerting System
for the Fire Department from Westnet and authorize the purchase from
Advanced Electronics
Recommended Action
Staff recommends the City Council amend the past approval of the purchase of a Fire
Station Alerting System from Westnet, and instead authorize the City Manager to
negotiate and execute a contract with Advanced Electronics in an amount not to exceed
$153, 553.
Executive Summary
During the initial bid process, qualifying vendors submitted proposals that were deemed
unacceptable based on cost, and were therefore invited to resubmit bids per the City's
redefined requirements. On May 12, 2009, based on staff's recommendation, the
Council approved the purchase of a Fire Station Alerting System from Westnet, Inc., for
an amount not to exceed $190,000. Protracted contract negotiations with Westnet
followed, which led to a lack of faith in the company's interest in delivering their
proposed system according to the City's schedule. During this months-long period, staff
re-reviewed all proposals and found Advanced Electronics to be the best bidder based
on cost, experience on projects of a similar nature and the demonstrated ability to meet
the City's installation schedule.
1
Discussion
Advanced Electronics proposes to deliver, install, configure and maintain- astate-of-the-
art, IP-based Fire Station Alerting System. The total initial purchase cost is $153,553.
Annual maintenance costs will be $12,960 per year for years 2-5.
Financial Impacts & Budget Actions
The cost for the software, hardware, services and first year of maintenance will not
exceed $153,553. Funds are available in the Fire Dispatch CIP Account #
0014020.589000. Future maintenance costs will be requested in each fiscal year's
proposed budget and will be subject to Council review and approval.
Prepared by: David Yeskel, Systems Analyst
Approved: Forwar~t~ to Council:
Volf /~ P. La nt Ern
Infor ation Officer Ci anager
2
Reference Contract No.
9130 (CCS).