SR 08-23-2022 5I
City Council
Report
City Council Meeting: August 23, 2022
Agenda Item: 5.I
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To: Mayor and City Council
From: Danny Alvarez, Fire Chief, Fire Department
Subject: Award RFP 304 to Locality Media LLC (DBA First Due) for Preplan, Fire
Inspection and other Fire Related Records Management Software for the Fire
Department
Recommended Action
Staff recommends that the City Council:
1. Award RFP 304 to Locality Media LLC (DBA First Due) for Preplan, Fire
Inspection, and other Fire related records management software for the Fire
Department
2. Authorize the City Manager to negotiate and execute an agreement with Locality
Media LLC, in an amount not to exceed $340,000, that includes $20,000 in
contingency for a five-year term, and with future years funding contingent on
Council budget approval.
Summary
The Santa Monica Fire Department (“SMFD”) responds to approximately 17,000 calls
for service annually, including responding to fire, medical, and other emergencies. The
Department currently responds from five stations utilizing seven front-line engines, one
staffed aerial ladder truck, one Hazardous Materials Unit, one Urban Search and
Rescue Unit, one Aircraft Rescue Firefighting Unit, and one Battalion Chief Command
Vehicle. The Fire Prevention Division completed 5,482 annual inspections in FY2021-
22. The Department utilizes approximately forty iPads and thirty cell phones to perform
daily services. Locality Media LLC DBA First Due has been selected as the best bidder
to deliver to SMFD a software application that provides an automated preplanning user
interface that can be viewed by responding units based on the address of an incident
and can also provide electronic fire inspection capabilities.
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Discussion
SMFD was in need of a solution that could provide situational awareness by displaying
a list of all current active incidents and could provide push notifications to all SMFD
employees. This software would provide users with any relevant pre-incident plans
associated with the building, then push notifications to department mobile devices. This
is important for Fire Department personnel to determine the resources and actions
necessary to mitigate anticipated emergencies at a specific facility. The First Due
software will interface with the City’s Computer aided Dispatch (CAD) System and can
provide real-time data to Fire first responders.
The First Due solution will allow Fire Prevention personnel to:
• access all of the City’s current fire inspection data
• conduct in-the-field electronic inspections of various occupancies
• create an inspection report following the inspection with capability to print or send
to the customer electronically
• create, issue and track annual permits
• create analytical reports for inspections, permits and invoicing data
First Due’s improved inspection reporting functionality will allow inspection data to be
transmitted to the third-party biller in real time improving efficiencies and collection
capacity. The software has automated functionality that can export billing data to the
City’s Tyler Munis Enterprise Resource Provider which will allow for the automated
processing of inspection invoices. This software is also compatible with the existing
iPad tablet devices owned by the Fire Department.
Bidder Recommendation
Best Qualified Firm Locality Media LLC DBA First Due
Evaluation Criteria
The following criteria was used to determine best qualified
firm: experience and ability to perform, project approach,
value added/breadth of service, and virtual demonstration of
software functionality.
Municipal Code SMMC 2.24.190
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Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
01/27/2022 City's Online
Bidding Site
Santa Monica Daily Press 4 02/14/2022
Submittals Received
Locality Media LLC DBA First Due
Advanced Problem Solving
Best Bidder Justification
Locality Media LLC DBA First Due is deemed the best bidder due to their experience
with other fire agencies, their aptitude to articulate their ability to perform the scope of
work, the identified project approach, and their virtual demonstration of software
functionality which exhibited their value added and breadth of services provided.
The second bidder, Advanced Problem Solving was scored as a non-responsive
bidder since they could not perform the scope of work as detailed in the Request for
Proposal specifications.
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Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award an agreement
with Locality Media LLC DBA First Due for Preplan, Fire Inspection and other Fire
related records management software services. Future years funding is contingent on
Council budget approval.
Agreement Request
FY 2022-23 Budget Request Amount Operating Account # Total Contract Amount
$58,683 01190001.529230 $340,000
Prepared By: Terese Toomey, Principal Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. First Due Oaks Initiative Form
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CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5.Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
5.I.a
Packet Pg. 104 Attachment: First Due Oaks Initiative Form (5274 : Award RFP for Preplan, Inspection, Records Software for Fire Department)