SR-07-28-2015-3Qado Report
01., 91
it Council
%ania Monica'
City Council Regular Meeting: July 28, 2015
Agenda Item: ,B-Q
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer, Software Systems, Information Systems
Department
Subject: Modification to Contract #9130 with Advanced Electronics for Fire Station
Alerting System Maintenance
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a third modification to
agreement #9130 in the amount of $72,180 with Advanced Electronics, Inc., a
California -based company, for maintenance and support of Fire's Zetron Station
Alerting System. This will result in an eleven -year amended agreement with a
new total amount not to exceed $317,785, with future year funding contingent on
Council budget approval.
2. Authorize the Chief Information Officer to issue any necessary changes within
contract authority.
Executive Summary
The Fire Department contracts with Advanced Electronics for the support and
maintenance of the Zetron Station Alerting System. All renewal options under the
current agreement have been exercised. The Fire Department needs continued support
of the system, which alerts fire personnel of current emergency incident response
needs. A modification to the agreement is required to extend the term of the agreement
for one -year, with four additional one -year renewal options to continue the system's
maintenance and support services. This third modification would increase the contract
by $72,180 resulting in an eleven -year amended agreement in the amount not to
exceed $317,785.
Background
On October 13, 2009 (Attachment A), Council authorized an agreement with Advanced
Electronics for the purchase and maintenance of a Fire Station Alerting System for the
City's four fire stations, training center, and the Public Safety Facility. On April 12, 2011
(Attachment B), Council authorized a first modification to the agreement to expand the
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system by adding turnout timers to assist crews in reducing turnout time (the delta
between dispatch time and en route time). On June 10, 2014 (Attachment C), Council
authorized a second modification to the agreement to include additional licenses to
support the combined Fire and Police dispatch operations.
Discussion
Advanced Electronics is the only authorized Zetron Station Alerting System service
provider. The Software Maintenance and Support Agreement ensures the availability of
technical support and hardware repair and replacement. The system purchase and six
year maintenance costs under the original agreement total $230,605. The additional
licenses authorized for purchase under the second modification total $15,000. This
request to extend the term of the agreement for one year, with four additional one -year
renewal options, will cost $72,180. This will result in an eleven -year amended
agreement with a total not to exceed contract amount of $317,785.
In 2015, the annual maintenance for the sixth year of the agreement was paid in
advance of the purchase of additional licenses thus exhausting the amount earmarked
for the additional licenses. This staff report seeks to restore the funding for those
licenses in addition to the cost of future annual support and maintenance.
Staff is currently evaluating new station alerting systems via a Request for Information
(RFI) and Request for Proposal (RFP) with plans to replace the system at all Fire
Stations at the time the new Fire Station 1 is constructed. As Fire Station 1 is still in the
planning stages, the current system must be maintained until it can be fully replaced in
all Fire Stations. A staff report will be presented to Council for the purchase of a new
station alerting system at that time.
Vendor 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 the selection criteria in SMMC 2.24.073, Advanced Electronics was
recommended as the best qualified firm. Staff recommends Advanced Electronics
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provide Zetron Station Alerting Maintenance on a sole source basis. The manufacturer,
Zetron, has specified Advanced Electronics as the sole provider for the City of Santa
Monica and is the only vendor that is authorized to provide maintenance of the system.
Financial Impacts and Budget Actions
The contract modification to be executed with Advanced Electronics is $72,180, for an
amended contract total not to exceed $317,785. Funds for hardware and software
support and maintenance services are available in the FY 2015 -16 budget in the Fire
Department. The contract modification in the amount of $14,436 will be charged to
account 01312.533580. Future year funding is contingent on Council budget approval.
Prepared By: Benjamin Steers, Systems Analyst - Public Safety
Approved Forwarded to Council
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Jory Wolf, Chief Information OfficW4 /2015
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Attachments:
Elaine M Polachek, Asst, City MaWdyig015
A. October 13, 2009 Staff Report (web link)
B. April 12, 2011 Staff Report (web link)
C. June 10, 2014 Staff Report (web link)
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Reference:
Modified Agreement No. 9130
(CCS)