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APPROVE MOTION AUTHORIZING THE ACCEPTANCE OF REPLACEMENT 9-1-1 EQUIPMENT AND WORKSTATIONS FROM THE STATE OF CALIFORNIA 9-1-1 EMERGENCY COMMUNICATIONS OFFICE
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RECOMMENDATION
It is recommended that the City Council approve a motion:
1. Authorizing the acceptance of replacement 9-1-1 equipment and call-taker workstations from the State of California 9-1-1 Emergency Communications Branch, to be used in the Stockton Police Department's 9-1-1 Telecommunications Center; and
2. Approving findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process; and
3. Authorizing the City Manager to take necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
The Stockton Police Department’s (SPD) 9-1-1 system equipment is outdated and due for replacement. There are two components to be replaced: the phone system and the call-taker workstation furniture. The State of California 9-1-1 Emergency Communications Branch (CA 9-1-1 Branch) collects user fees specifically for replacement of these 9-1-1 systems at local entities. SPD has $635,000 encumbered for this project (Attachment A) and has selected vendors from the California Master Purchase Agreement to provide the necessary components. Staff is requesting City Council approval to accept the replacement equipment and workstations from the CA 9-1-1 Branch and approval of findings supporting an exception to the competitive bidding process by use of the California Master Purchase Agreement process.
DISCUSSION
Background
The SPD's 9-1-1 equipment, also known as Customer Premise Equipment, was initially upgraded to the Vesta platform in 2004, and last updated in 2011. The current equipment is now outdated and due for replacement. The State of California enacted legislation in the 1980’s to collect a fee on each landline phone service bill to fund Customer Premise Equipment in 9-1-1 call centers known as “Public Safety Answering Points.” These funds are allocated according to 9-1-1 call volume and permit 9-1-1 system upgrades on a five-year replacement cycle. The funding can only be used for equipment directly associated with the delivery and answering of 9-1-1 calls. This includes, but is not limited to, 9-1-1 telephone system computers, controllers, servers, cabling, services, and workstations.
The State of California awarded Master Purchase Agreements to nine (9) Contractors responsive to the Invitation for Bid (IFB 8500-2016). The Master Purchase Agreement process provides an effective and efficient procurement method for system replacement or certified upgrade of 9-1-1 equipment for Public Safety Answering Points. To procure the new equipment, a Public Safety Answering Point, in this case, SPD, requests the equipment from the Master Purchase Agreement through the CA 9-1-1 Branch. Once the request is approved, a 9-1-1 equipment allotment spending plan is issued, and the equipment is ordered by the State and delivered to SPD. This process allows for direct funding by the CA 9-1-1 Branch to the vendor; no use of City funds is required.
Present Situation
The SPD worked with the CA 9-1-1 Branch to consider and select replacement equipment/furniture (Customer Premise Equipment or CPE). Equipment consists of a new 9-1-1 phone system and new call-taker workstations. By using the Master Purchase Agreement for the Customer Premise Equipment purchases, the SPD will allow for direct billing to the CA 9-1-1 Branch via a City-issued "zero-dollar" purchase order (PO) for both the 9-1-1 phone system and call-taker workstation purchases.
9-1-1 Phone System
The SPD, using the Master Purchase Agreement, considered three (3) different phone systems: one (1) from Zetron (3200), one (1) from AT&T (Vesta), and one (1) from Positron (Viper). These systems were offered by two different vendors: Delta Wireless and Surveillance Solutions (Zetron), and AT&T (Vesta and Viper). SPD staff selected and the CA 9-1-1 Branch approved the Vesta system through AT&T as they are currently on the Vesta platform and appreciated the minimal training curve on the new equipment. The Stockton Fire Department was approved by City Council on January 9, 2018, to move from their current Zetron platform to the Vesta platform proposed by herein. SPD staff negotiated an agreement with AT&T (Attachment B) to provide the equipment, installation, and maintenance at the cost of $540,399.75 (Attachment C) which is $94,600.25 below the total allotment allowed under the CPE.
9-1-1 Call-Taker Workstations
The SPD considered three (3) different 9-1-1 call-taker workstation furniture systems: Synergy by Watson Furniture Group, Wright Line by Eaton, and Solution by Bramic. SPD staff selected and the CA 9-1-1 Branch approved the Watson Furniture Group workstations (Attachment D). Watson Furniture Group has an existing agreement with the State through the California Multiple Award Schedules (CMAS) program, which ensures competitive pricing and allows for direct billing to the State. SPD staff negotiated an agreement with Watson Furniture Group to provide and install four (4) dispatch workstations at the cost of $60,687.19.
Once approved, the project will proceed in two phases. The furniture installation will occur at the earliest time available based on coordinating between the vendor and COS with an anticipated timeline of first quarter 2019. The phone system installation will follow later, with an anticipated time of completion by June 30, 2019.
Findings
Stockton Municipal Code section 3.68.070 provides for an exception to the competitive bidding requirements in cases where there is a cooperative purchasing agreement authorized by the City Council for the purchase of supplies or services through other governmental jurisdictions or public agencies. The findings are as follows:
1. The current 9-1-1 system equipment and workstations are due for replacement.
2. The SPD has accrued sufficient Customer Premise Equipment Fixed Allotment Funding for its 9-1-1 system and workstation replacement.
3. The State of California has implemented a Master Purchase Agreement (IFB 8500-2016), which establishes a pre-qualified list of vendors to simplify the purchasing process for the City, utilizing fair and reasonable pricing.
4. The Master Purchase Agreement provides an effective procurement vehicle for 9-1-1 system replacement and allows for direct billing to the CA 9-1-1 Branch so that no City funds are required.
5. Using the vendors on the Master Purchase Agreement, SPD staff have evaluated several 9-1-1 telephone systems and workstation solutions and selected those that will provide the best alternative for the City.
6. The CA 9-1-1 Branch has approved the selected equipment.
7. SPD staff successfully negotiated substantial price discounts below the Master Purchase Agreement pricing for the 9-1-1 system equipment and workstations if the purchase is approved prior to December 31, 2018.
FINANCIAL SUMMARY
There is no financial impact to the City of Stockton. All costs related to the purchase and installation of the 9-1-1 phone system and 9-1-1 workstations will be paid directly to vendors from the CA 9-1-1 Branch.
Attachment A - CalOES Funding Letter
Attachment B - AT&T Scope of Work
Attachment C - AT&T Quote
Attachment D - Watson Furniture Quote