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APPROVE A MOTION ADOPTING FINDINGS SUPPORTING A SOLE SOURCE EXCEPTION TO THE COMPETITIVE BIDDING PROCESS AND APPROVING A CHANGE ORDER TO TIBURON/TRITECH SYSTEM IMPLEMENTATION TERMS AND CONDITIONS TO INCLUDE PURCHASE OF FIRE COMPUTER AIDED DISPATCH MODULE WITH ASSOCIATED TRAINING, PROJECT AND MAINTENANCE FEES
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a motion to:
1. Approve a change order to the Stockton Police Tiburon/TriTech System Implementation contract to include the Computer Aided Fire Dispatch module, along with associated additional Interface Modules, Staff Training and Project and Maintenance Fees for a total project cost not to exceed $597,718.
2. Approve findings that support and justify an exception to the competitive bidding process consistent with Stockton Municipal Code requirements.
3. Appropriate $163,718 from the Computer Internal Service Fund 502 fund balance.
4. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of the motion.
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Summary
The Computer Aided Fire Dispatch (CAD) module is an integrated software product that provides a tool to accept and manage 9-1-1 calls for service from the public. It is used by emergency communications personnel in centralized, public-safety call centers and field personnel utilizing mobile devices. CAD services include call input, call dispatching, call status maintenance, event notes, field unit status and geotracking, and call resolution and disposition. Ideally, both Fire and Police CAD systems are integrated, thereby benefiting from economies of scale in needed server and backbone infrastructure, training, and technical support.
The current Fire CAD software suite is seriously outdated and cannot meet the needs of the Department for integration with other mission-critical systems or offer the functional capabilities necessary for modern fire dispatch. It must therefore be replaced. Staff recommends purchasing the Fire Dispatch module for the current Tiburon/TriTech software system at Stockton Police Dispatch. This system is referred to as Tiburon Command CAD V2.9, and the Fire module has an estimated cost of $461,494. In addition to the purchase price we are requesting a project contingency amount of $69,224 (15%), and project management services of approximately $67,000. Staff anticipates using the project contingency amount for critical items that may be identified during implementation that could possibly delay and/or prevent successful implementation if not completed. Project management is necessary because the Information Technology (IT) and Fire Departments do not have available staff with the technical expertise to properly and efficiently manage such a project.
Staff is recommending Council authorize a not-to-exceed price for the project in the amount of $597,718.
DISCUSSION
Background
In 1995, the Stockton Fire Department changed CAD vendors to Logistic Systems, Inc., and began using the Logisys CAD System. Since then, the Stockton Fire Department has upgraded twice, once in 2006 and again in 2011, and currently is using Logisys Northstar version 4.4.
Over the last several years, numerous technical support issues have surfaced with the current Logisys software. This includes stability issues and connectivity problems with support for Mobile Data Computers such as those mounted in Stockton Fire response vehicles. Logistics Systems is a very small company based in Missoula, Montana, and consequently obtaining general technical support in a timely fashion has sometimes been problematic. Additionally, interfacing to other third party mission-critical systems, such asTablet Command (incident management), FireHouse (records management), and the departments’ auto vehicle locator (AVL) system, remains incomplete. Lastly, Logisys has no current plans to upgrade their core product to support key safety features, such as pre-plans for structure fires and prevention efforts, mobile messaging between units, and hydrant locations, as part of system core functionality. As such, the Logisys CAD software is old and seriously outdated, and no longer can serve the needs of a busy regional fire dispatch center.
Another consideration is how well Public Safety organizations can share emergency incident information. Consolidation of the Public Safety information systems for dispatch, records and mobile computing was identified in various audit and strategic planning recommendations for the City of Stockton over the last several years. The most current direction came from the Management Partners Threshold Analysis report for Stockton Regional Fire Dispatch and the Citywide Technology Strategic Plan adopted by City Council in 2012.
The Stockton Fire Department’s Secondary Public Safety Answer Point (PSAP), or Communications Center, is responsible for dispatching first responders to emergency situations initiated by 9-1-1 calls, or other communications modalities, such as alarms. The primary tool for managing these emergencies in real-time is the CAD system. The CAD system is the nexus for virtually all initial emergency actions - it provides the command and control support that tracks the emergency and the evolution of events associated with the emergency. The real-time, comprehensive data available within CAD provides for situational awareness and is the most logical component for interoperability and data sharing between Public Safety and other 3rd party applications.
The Stockton Police Department has been supported by a Tiburon CAD system since the late 90’s. They are currently upgrading to Tiburon’s latest CAD platform that supports comprehensive dispatching and incident control while managing emergency situations with speed and efficiency by providing immediate address verification, automated unit recommendations, and fully integrated maps. Review of product offering from CAD vendors revealed that Tiburon/TriTech has a Fire Dispatch module that can operate without additional hardware and within the same environment as that utilized by the Police Department for its CAD system upgrade, presently underway.
Finally, in August 2015, City of Stockton became a founding member of and service provider to a regional fire dispatch Joint Powers Authority, the San Joaquin County Regional Fire Dispatch Authority (JPA). The JPA members, in addition to City of Stockton, are Lathrop-Manteca Fire District, City of Lodi, City of Manteca, and more recently, City of Tracy. The expanded fire dispatch coverage area and significantly increased call volume places new demands on an already outdated and overtaxed CAD system.
For these reasons, the Fire Department formed a Core Team, consisting of IT, SFD and ECD staff and management, plus fire dispatch JPA members, to identify options for replacement and create a business case for the purchase of a replacement system.
PRESENT SITUATION
The Core Team evaluated the potential for remaining with Logisys, as well as several other options, and narrowed the final review to two vendors, Tyler Technology and Tiburon/TriTech. These two vendors were selected for review based on departmental fit for price and functionality. It was determined that either of the products would provide the required functionality to support Stockton Fire for the foreseeable future. But because the Tiburon/TriTech Fire CAD module can operate on hardware already being installed by the police department, it therefore has a much lower price than a similar standalone system. Furthermore, there is potential for further synergy to be gained by having Fire and Police CAD from the same vendor. Also, by utilizing common computer infrastructure, the level of internal technical support provided by IT can be managed far more efficiently and effectively, going forward. Based on this information, the Fire Department is recommending purchase of the Tiburon/TriTech Fire CAD through an amendment via Change Order to the existing agreement with Tiburon/TriTech.
In June 2016, the Fire Department received Tiburon/TriTech’s Change Order Proposal (Attachment A), Terms and Conditions, pricing quote, and hardware/software specifications for an upgrade to the Command CAD V2.9 CAD/RMS Fire Dispatch solution (Attachment B). The Terms and Conditions for adding the Fire module to the Police system provide a scope-of-work to upgrade the system, support provisions during the upgrade, staff training, licensing, and yearly maintenance fees.
As was stated previously, using the existing Tiburon/TriTech contract with Stockton Police, the Stockton Fire Department can be added as a new service to the City’s CAD system at a fraction of the costs that would be required to move to any other CAD provider. The additional service requires no additional hardware to be purchased aside from that already procured for the Police project. System administration for the Fire service is minimal, and City IT will ensure a level of consistency in how the system is maintained for both Police and Fire, and not be in the position of maintaining multiple, differing, CAD systems for the two departments.
Also, the use of a single CAD system allows for seamless integration of Police and Fire calls and requests for service versus having to pay for extensive interfacing between two different CAD vendors. Real time information is available for unit and event status monitoring and for real time updating of calls between the two departments. The ability to create combined calls at time of initial reporting ensures a time savings for dispatch of the first responders and faster onsite time to the scene of the incident.
The Tiburon/TriTech Mobile product facilitates the exchange of detailed information with the field. Mobile capabilities include real time queries to State and local databases, digital dispatching, status reporting, self-initiated incident reporting and tracking, hazard and prior response warnings, and emergency notifications.
Currently, IT and the Fire Department lack the proper in-house resources to provide adequate project management expertise and services. Normally, a project manager, working directly with IT and Fire dispatch operations, would guide the project including planning and execution, then monitor and control the project through its development on to completion. Specific project management expertise is required in order to provide expertise in Public Safety CAD implementation to support mission critical infrastructure. The Fire Department will solicit proposals for project management services in support of the installation of the Tiburon/TriTech CAD module and that cost is estimated to be $67,000. Since this system upgrade is beneficial for fire and emergency dispatch operations, the JPA Board authorized provide funds to reimburse the City for the project management cost.
Staff is therefore requesting authorization to purchase of the Tiburon/TriTech CAD/RMS system for Fire for a total estimated cost of $ 461,494, plus a 15% project contingency amount of $69,224. Project management costs are estimated at $67,000. Since this system upgrade project is beneficial for fire and emergency dispatch operations, the JPA Board approved to provide funds and reimburse the City for the project management cost.
The total not-to-exceed price for CAD purchase, contingency and project management is $597,718.
FINDINGS
Stockton Municipal Code section 3.68.070 provides a sole source exception to the competitive bidding process in cases where the City Council has made findings that support and justify the exception. The recommended findings are as follows:
• Tiburon/TriTech’s Command CAD V2.9 is able to meet the business requirements as identified through a collaborative users group.
• Replacement of the Logisys CAD system currently in use is an urgent matter. Intermittent system instability, combined with difficulties in obtaining vital technical support, plus an out-of-date feature set, make rapid replacement a necessity.
• In the 2016-17 fiscal year, the City of Stockton entered into an operating agreement with the SJCRFDA to provide dispatch services to the JPA member agencies (Council Resolution 2016-07-12-1203). The resulting increase in call volume, as well as the requirement for expanded reporting and analytic capability, make replacement of the existing Logisys fire dispatch CAD software a mission-critical item.
• Potential economies of scale exist in purchasing the Fire CAD module, as it will leverage mapping and premise history information, integrate seamlessly with the SPD CAD platform and therefore speed implementation, and reduce overall cost because no additional server equipment is needed.
• An upgrade to Tiburon/TriTech Command CAD V2.9 is the most cost effective solution, and is within the allotted budget for the project.
FINANCIAL SUMMARY
The total cost of this Fire Dispatch Systems Upgrade Project (FD-CAD) and the recommended funding sources are summarized below:
|
Expense Type |
Fund/Account |
Amount |
|
Fire Dispatch Module Tiburon Inc. Contract |
Total Cost = $461,494 |
|
|
|
|
|
|
Funded by: |
Fire Dept. General Fund (010-2660) Emergency Com. Budget |
$367,000 |
|
|
Computer ISF (502-0000) Appropriation from Fund Balance |
94,494 |
|
|
|
|
|
Project Contingency |
15% of Tiburon Inc. Contract Proposal |
|
|
Funded by: |
Computer ISF (502-0000) Appropriation from Fund Balance |
69,224 |
|
|
|
|
|
Project Management |
|
|
|
Funded by: |
Fire Dispatch (042-2660) Operating Budget |
67,000 |
|
|
|
|
|
TOTAL PROJECT COST |
|
$597,718 |
The cost proposal from Tiburon Inc. to add the Fire Dispatch upgrade module involve services and software license fees, which according to the vendor are non-taxable. Any sales tax associated with additional critical items identified during the project implementation period under the Tiburon contract will be paid out of the project’s contingency fund.
The Fire Department has an approved budget allocation in 2016-17 fiscal year for necessary computer and office equipment replacement and upgrades for the Emergency Communications Division of $367,000. The San Joaquin County Regional Fire Dispatch Authority (JPA) Board approved to provide funds and reimburse the City for the project management cost of $67,000. With the recommended appropriation of $163,718 from the Computer Internal Service Fund 502 fund balance, sufficient funds will be available for the total project cost of $597,718.
The annual maintenance fees after the first year will be budgeted in the Computer Internal Service Fund 502-5113 and will be incorporated into future Annual Budget requests.
Attachment A - Tiburon/TriTech Change Proposal and Statement of Work - Tiburon/TriTech Fire CAD Module
Attachment B - Tiburon/TriTech Sales Quotation, Terms & Conditions