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ADOPT FINDINGS APPROVING AN EXCEPTION TO THE COMPETITIVE BID PROCESS TO ENTER INTO A FIVE-YEAR AGREEMENT WITH TABLET COMMAND, INC.
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Adopt findings approving an exception to the competitive bid process and authorize the City Manager to enter into a five-year agreement with Tablet Command, Inc. (Tablet Command) in the amount of $187,873; and,
2. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Tablet Command is a resource management software tool that is designed to run on an Apple operating system using iPads. Tablet Command Computer Aided Dispatch (CAD) interface allows calls to be transmitted during dispatch to Tablet Command with all pertinent call information: integrated mapping, auto-populated graphical interface, records, and saves previous incidents.
The City has entered into two agreements with Tablet Command. The original agreement (2013 Agreement) with Tablet Command was approved by Council as part of Stockton Fire Department’s Mobile Data Computer (MDC) project on December 23, 2013. A subsequent agreement (2016 Agreement) (2016-09-01-S004) was established for an annual service fee commencing October 1, 2016, for a term of three (3) years, with an option to extend for successive one-year periods for up to two (2) years. The 2016 contract was subsequently amended three (3) times, increasing the contract amount to $66,388. The second amendment of the 2016 Agreement included the purchase of a two-way software interface. SFD has continued to pay one-way interface fees until the new Fire CAD is in service and two-way integration can be utilized.
Council approval is required to continue services with Tablet Command as the cost of services will exceed City Manager spending authority of $75,000. The recommended motion will authorize the City Manager to enter into a five-year agreement (Attachment A) with Tablet Command in the amount of $187,873.
DISCUSSION
Background
Tablet Command is a cloud-based, resource management tool that is designed to run on an Apple operating system using iPads. Tablet Command CAD interface allows calls to be transmitted during dispatch to Tablet Command with all pertinent call information: integrated mapping, auto-populated graphical interface, records, and saves previous incidents.
2013 Agreement - Activate the CAD integrated system with Stockton FD
The 2013 agreement (2013-12-17-1208) was approved by Council as part of SFD’s MDC project. Two amendments were processed with the 2013 agreement. The first amendment was issued to (a) extend the term of the agreement to continue for one (1) year beginning January 1, 2016, to December 31, 2016, and (b) to replace the annual site license maintenance fee and annual tablet device fee with an amended Fee Schedule effective January 1, 2016. The second amendment deleted Section 6.D-Publicity.
2016 Agreement - Application Programming Interface
The 2016 agreement (2016-09-01-S004) with Tablet Command was established for an annual service fee commencing October 1, 2016, for a term of three (3) years, with an option to extend for successive one-year periods for up to two (2) years. During the 2016 agreement term, two (2) amendments were approved administratively.
On April 19, 2017, at a regular meeting of the San Joaquin County Regional Fire Dispatch Authority (JPA), members of the JPA voted unanimously to purchase a two-way software interface at a cost to be borne entirely by the JPA, but divided equally among the five (5) member agencies (20% each). The interface was requested by JPA members to allow the member agencies to more effectively utilize Tablet Command services which are a vital part of collecting dispatch information, navigation, and on-scene incident management. The first amendment for $18,500 was approved on May 31, 2017, to integrate the two-way interface with Total Command CAD. The two-way function has not yet been implemented and is awaiting implementation of the new Fire CAD. SFD will continue to pay one-way interface fees until the two-way interface is implemented. The second amendment for $15,108 was approved on January 8, 2019, for an additional 18 view-only licenses and a mobile Tablet Command annual subscription for 51 to 100 users. The third amendment was approved administratively on November 7, 2019, extending the contract for six (6) months, ending March 31, 2020, and adding twenty-six (26) user licenses and 100 user subscriptions, increasing the contract amount to $66,388.
Present Situation
The City of Stockton Tablet Command account is the primary license for all San Joaquin County agencies (City of Lodi, Manteca/Lathrop Fire Protection District, City of Manteca and South San Joaquin County Fire Authority - SSJCFA). The software’s utilization by these agencies is due to its low cost of ownership, ease of use, and increasing functionality for unit status management, mapping, etc. The CAD feed into Tablet Command is foundational to the services SFD provides throughout San Joaquin County.
The proposed third agreement is specific to the services utilized by SFD from Tablet Command. SFD will continue to utilize one-way integration, where information is pushed from Tablet Command to SFD. Once the new Fire CAD is in service, SFD will begin utilizing two-way integration, where information will be sent and received between Tablet Command and SFD. SFD will continue to pay one-way interface fees until the two-way interface is implemented, at which time we will begin to pay at the two-way interface rate.
It is recommended that Council approve a motion authorizing the City Manager to enter into an agreement with Tablet Command for a five-year term in the amount of $187,875.
FINDINGS
Stockton Municipal Code section 3.68.070 provides for an exception to the competitive bidding requirements in cases where the City Council has approved findings which support and justify the purchase via a sole source vendor. Staff requests an exception based on the following findings:
1. Tablet Command is the sole source for Tablet Command software.
2. The City of Stockton Tablet Command account is the primary license for all JPA agencies (City of Stockton, City of Lodi, Manteca/Lathrop Fire Protection District, City of Manteca, and SSJCFA).
3. The CAD feed into Tablet Command is foundational to the services SFD provides to JPA members.
4. Tablet Command CAD interface allows calls to be transmitted during dispatch to Tablet Command with all pertinent call information allowing users access to information relating to a call in real-time, with the added utility and convenience of portability of the tablet while on-scene.
FINANCIAL SUMMARY
The cost of this five-year service agreement for two-way integration is $187,875 (Attachment B). Annual two-way integration fee for the first year is $34,000, with estimated annual increases not to exceed 5% for the remaining years. One-way integration cost amounts to $134,826 for five-years (Attachment C). Annual one-way integration fee for the first year is $24,400, with estimated annual increases not to exceed 5% for the remaining years.
SFD will be billed for one-way integration services until the Fire CAD is in service and begin utilizing two-way integration. The Fire Department has an approved annual budget allocation of $23,000 for one-way integration services. The additional annual cost to convert to the two-way integration will be included in the department’s future annual budget.
|
Annual Service Fee |
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
TOTAL |
|
One-way integration |
$24,400 |
$25,620 |
$26,901 |
$28,246 |
$29,659 |
$134,826 |
|
Two-way integration |
$34,000 |
$35,700 |
$37,485 |
$39,360 |
$41,328 |
$187,873 |
Attachment A - COS SFD- Tablet Command Service Agreement
Attachment B - SFD 2 Way Revised Quote # QU0190
Attachment C - SFD 1 Way Revised Quote # QU0189