SR-06-10-2014-3Pi Council Report
ID
City of
Santa bionics°
City Council Meeting: June 10, 2014
Agenda Item: 3—F
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Modification to Agreement with Advanced Electronics for Additional
Software Licenses and Services for Fire Station Alerting System
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a second modification to
Contract #9130 in the amount of $15,000 (includes contingency of $10,000), with
Advanced Electronics, Inc., a California -based company, to provide additional
software licenses and configuration services for the Zetron Fire Station Alerting
system. This will result in a six year amended agreement with a new total amount
not to exceed $230,605, with future year funding contingent on Council budget
approval.
2. Authorize the Chief Information Officer to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
In October, 2009, Council authorized the City Manager to negotiate and execute an
agreement with Advanced Electronics to provide a Fire Station Alerting System for the
City's four fire stations. Additional software licenses and configuration services are
necessary to support the system under the upcoming consolidated Public Safety
Dispatch Center. Staff recommends amending the agreement in order to add the
necessary software licenses and services at a cost of $15,000, which will result in a new
total contract amount not to exceed $230,605.
Discussion
A 2009 RFP process solicited proposals from vendors capable of modernizing the Fire
Department's Station Alerting system, which is used to dispatch Fire personnel to
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emergency incidents. Purchase of such a system ( Zetron) was necessary to coincide
with the then - reactivation of the Fire Dispatch Center. Additional Zetron software
licenses are necessary to configure and activate new dispatch workstations in the new
Public Safety Dispatch Center in July, 2014, where both Police and Fire dispatch
operations will operate jointly for the first time. Under the joint Police /Fire dispatch
scenario, three additional workstations — for a total of six - are necessary to
accommodate the combined Calls for Service for both departments. Dispatchers at any
workstation will then be able to assign Police or Fire units to a call as necessary.
The need for additional licenses and configuration costs require additional funding.
Staff recommends a second modification in the amount of $15,000 (includes
contingency of $10,000) for the additional work authorized to date as well as any future
needs.
Contractor Selection
In 2009, the City published a Request for Proposals (RFP) for a Fire Station Alerting
System. Three proposals were evaluated based on cost, technology solution,
experience on projects of a similar nature and the ability to meet the City's installation
schedule. Based on these criteria, Advanced Electronics was recommended as the
best bidder to provide a Fire Station Alerting System in accordance with the City's
specifications. As the manufacturer's authorized system integrator for this project and
current contracted service provider, Advanced Electronics must provide these three
additional licenses, along with installation and configuration services, for a total cost of
$15,000.
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Financial Impacts & Budget Actions
The contract amendment to be executed with Advanced Electronics is $15,000 for an
amended contract total not to exceed $230,605. Funds are available in the FY 2013 -14
budget in division 01227; contract will be charged to account 01227.533120.
Prepared by: David Yeskel, Systems Analyst
roved:
ory If
C 'e nforma ion Officer
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Forwarded to Council:
Rod Gould
City Manager