HomeMy WebLinkAbout2011/08/16 Item 04CITY COUNCIL
AGENDA STATEMENT
~ ~~~ CITY OF
CHUTA VISTA
08/16/2011 Item
ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ACCEPTING $592,000 FROM THE STATE
OF CALIFORNIA E-911 REPLACEMENT FUND FOR
POLICE COMMUNICATIONS CENTER TECHNOLOGY
IMPROVEMENTS
SUBMITTED BY:
REVIEWED BY
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA WAIVING THE COMPETITIVE FORMAL
BID REQUIREMENT AND AUTHORIZING THE POLICE
DEPARTMENT TO CONTRACT WITH ARCHONIX
SYSTEMS, LLC FOR CAD INTERFACE AND GIS
MAPPING INTEGRATION SOFTWARE SERVICES AND
APPROPRIATING $120,453 TO THE CAPITAL
EXPENDITURES CATEGORY OF THE FISCAL YEAR
2011/2012 POLICE DEPARTMENT BUDGET
CHIEF OF POLIC
CITY MANAGE
r:02
4/STHS VOTE: YES X NO
SUMMARY
The State of California has a program to fund replacement of equipment for public safety
dispatch centers. Every five years, the City of Chula Vista is eligible to replace dispatch
equipment via State funds. The last upgrade to the City of Chula Vista's Police Dispatch
Center equipment was in 2004. Staff previously received Council approval in 2009 to
begin replacement of the City's E-911 system. Since then, the Police Department has
accrued additional funding and is ready to move forward with the E-911 replacement
project. Additionally, as part of this project, the Department must contract with the
current Computer Aided Dispatch (CAD) software vendor for important CAD interfaces
to the new phone systems, as well as GIS interfaces for the mapping systems.
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ENVIRONMENTAL REVIEW
This proposed activity has been reviewed for compliance with the Califomia
Environmental Quality Act (CEQA) and it has been determined that the activity is not a
"Project" as defined under Section 15378 of the State CEQA Guidelines because it will
not result in a physical change in the environment; therefore, pursuant to Section
15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no
environmental review is necessary.
RECOMMENDATION
Council adopt the resolutions.
BOARDS/COMMISSION RECOMMENDATION
Not Applicable.
DISCUSSION
The Police Dispatch Center located inside the Chula Vista Police Department, is
designated as a "Primary Public Safety Answering Point", or PSAP. The significance of
this designation by the Federal Communications Commission (FCC) and the State of
California signifies that the call center is the entity that receives all the wire line and
wireless 911 calls from the public within the Chula Vista jurisdictional boundaries. While
the majority of our 911 calls come directly from persons requesting emergency
assistance, we also receive a significant number of transfer 911 calls from other agencies.
In calendar year 2007, our center operated eight "Radio/Call Taker" positions, three of
which are dedicated "Call Taker" only positions. According to call statistics for calendaz
year 2010, the City of Chula Vista dispatch center handled a total of 370,324 calls (both
911 and non-emergency calls). Of the total calls, 83,324 were 911 emergency calls, with
an additional 12,391 being abandoned 911 emergency calls (caller hung up after dialing
911).
The State of Califomia operates the "E-911 Replacement Fund" which is funded through
assessments on phone bills to both residents and business' in California. These funds are
used to ensure that PSAP's have equipment that can handle the phone traffic and provide
the best technology to entities respondmg to 911 calls for service. Each five yeazs, the E-
911 Replacement Fund will designate funds to jurisdictions to update their call centers.
The previous equipment that was funded for the Police Dispatch Center exceeded its five-
year maintenance agreement (which is also paid via the State E911 project). Therefore
the City of Chula Vista is eligible to purchase new, state of the art dispatch equipment
and software. There have been significant advances in both hardwaze and software for
dispatch centers, including mapping of incoming calls, automated vehicle location, and
other technical improvements which make dispatching more efficient and cost effective.
Police Department staff originally brought forwazd a report to the City Council on April
7, 2009 accepting $444,000 from the State of California E-911 Replacement Fund
(Resolution 2009-072). Since that time, the department has accrued additional funds and
now the fund balance stands at $592,000. This allotment is based upon the number of
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calls for service the dispatch center handled in 2010, plus the number of years that have
passed since our last 911 equipment upgrade (2004). These funds can only be used to
replace dispatch center software and equipment, and do not have any matching
requirements.
The pricing terms for the equipment have been already been negotiated between the State
and eight (8) vendors by way of the State's "master purchase agreement." The master
purchase agreement consists of the State's standard purchasing agreement terms and the
miscellaneous product pricing rates negotiated by the State specific to each of the eight
vendors. On October 2006, the State awarded contracts to eight contractors who were
responsive to State RFP 54159 requirements. On April 7, 2009, the City Council
approved utilizing the State of California's Master Purchase Agreement #5-06-58-(11-19)
for the purchase of the new E911 equipment (Resolution 2009-073).
The Department evaluated two manufacturers ofE911 phone systems: 1) Positrons Viper
E911 system; and 2) Plants CML E911 system. Each manufacturer was reviewed by staff
consisting of subject matter experts from the Dispatch Center, Information Technology
Systems, and the Police Departments Technology Unit. Staff ultimately chose Positrons
Viper E911 system for the following reasons:
1) Easy graphical user interface (GUI) -Staff felt that Positrons GUI offered the
easiest layout and functionality of a very complex system. Large on-screen
buttons, customizable layouts and placement of critical functions offered each
dispatcher the ability to quickly recognize incoming calls, see important
information and be able to create custom layouts of the screen to meet their
individual needs.
2) Fully fault tolerant -Positron is highly fault-tolerant, with never more than 50%
of any one function affected by a single failure. In most cases, there are fully
redundant standby systems where failure results in no loss of functionality. Even
with a 100% failure of the software systems, the dispatch center can continue to
accept 911 calls into the center. Positrons system is 100% redundant, meaning
that if any subsystem were to go down, there is an automatic switchover to the
backup system allowing seamless operational capabilities.
3) Scalable for Future Technology -Carries both voice and data on a single physical
network, and easily accommodates future technologies as they become
mainstream, such as Automatic Location Information (ALI). Further, because the
system is software based (as opposed to hardware based), it can adapt to emerging
communication technologies such as receiving texts, video streams, and other
methods of communicating emergencies. Positron was engineered to support
proposed I3 industry standards for native VoIP 9-1-1 calls when such service is
available.
4) Ease of deployment/maintenance -Positron can be delivered fully staged from
the factory, allowing rapid deployment. Remotely manageable and upgradeable,
Positron provides rapid and lower-cost maintenance.
5) Price -The Positron Viper E911 system was $18,536 cheaper than Plants CML
E911 system.
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The Police Department is also recommending waiving the formal competitive bidding
process to contract with Archonix Systems, LLC for work related to establishing an
interface between the new 911 phone system and the Departments current CAD system.
Additional work is also required to establish an interface between the City's GIS system,
the CAD system, and the new 911 phone system for mapping capabilities. The total
estimated cost to create the new interfaces is $102,500. These systems are critical to the
overall 911 system as they allow important information from the 911 system to be
transferred directly to the City's CAD systems (address info, location data, etc) as well as
transferring information to the City's mapping system. The new mapping system from
Archonix will ultimately allow the City to implement Automatic Vehicle Locating (AVL)
functionality in the near future. Because of the scope and price of AVL, that project will
be delayed until after implementation of the new 911 phone system and the identification
of funds to implement AVL (estimated at an additional $100,000). Because of the
proprietary nature of the CAD software, Archonix Systems, LLC is the only vendor
which can perform these system upgrades. The additional $17,952 being appropriated by
this action will be utilized to purchase upgraded computer equipment for the dispatch
center.
The total cost of the Positron Viper E911 system and required interfaces with the CAD
and GIS systems, as well as equipment is $429,571. The State of California will fund
$418,275 with the remaining $11,296 to be funded by the Police Departments Asset
Seizure Fund.
DECISION MAKER CONFLICT
Staff has reviewed the property holdings of the City Council and has found that Council
Member Steve Castaneda has property holdings within 500 feet of the boundaries of the
property which is the subject of this action. Although this could create a conflict for the
Council Member, pursuant to California Code of Regulations section 18704.2 no conflict
exists.
CURRENT YEAR FISCAL IMPACT
Approval of these resolutions will not subject the City to any fiscal responsibility for the
new E-911 equipment/software from Positron, as both the purchase price and
maintenance agreements are included in the overall purchase. The State of California will
pay the E-911 vendor directly from the City's E-911 allocation, and will reimburse the
City an additional $120,452 for the CAD modifications/upgrades required. Minor
equipment upgrades not covered by the State of California's E911 program will be
funded via the Police Departments Asset Seizure Fund ($11,295) which has akeady been
included in the fiscal year 2011/2012 Police Department budget. Approval of this
resolution will appropriate $120,452 to the Police Department budget to purchase the
CAD modifications/upgrades required. The State of California will reimburse the City for
these modifications; therefore there is no impact to the General Fund.
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08/16/2011, Item
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ONGOING FISCAL IMPACT
All maintenance costs associated with the purchase of the new E911 system will be
included as part of the States E911 funding, therefore no additional General Fund
expenditures will be required for the maintenance of the new E911 system.
ATTACHMENTS
City Council Resolutions 2009-72, 2009-73
Prepared by: Edward Chew, Administrative Services Manager, Police Department
4-5
RESOLUTION N0.2009-072
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ACCEPTING $444,000 FROM THE STATE
OF CALIFORNIA E-911 REPLACEMENT FUND FOR
POLICE COMMUNICATIONS CENTER TECHNOLOGY
IMPROVEMENTS
WHEREAS, the Police Communications Center located inside the Chula Vista Police
Department is designated as a "Primary Public Safety Answering Point"; and
WHEREAS, the Police Dispatch Center receives all wire line and wireless 911
emergency calls from within Chula Vista jurisdictional boundazies; and
WHEREAS, the State of California's E-911 Replacement Fund provides critical funding
to local Primary Public Safety Answering Points; and
WHEREAS, the City of Chula Vista has received notification that a total of $444,000 has
been allocated from the E-911 Replacement Fund to fund critical equipment replacement in the
Chula Vista Dispatch Center.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby accept 5444,000 from the State of California E-911 Replacement Fund for
Police Communications Center technology improvements.
Presented by
u, ~.
Riehazd P. Emerson
Police Chief
Approved as to form by
Bart C. Miesfeld
City Attorney
4-6
Resolution No. 2009-072
Page 2
PASSED, APPROVED, and ADOPTED by the City Council of the City of Chula Vista,
California, this 7th day of Apri12009 by the following vote:
AYES: Councilmembers:
NAYS: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
Bensoussan, McCann, and Cox
None
Ramirez
Castaneda
Cheryl Cox, M or
ATTEST:
0
Donna R. Norns, CMC, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN DIEGO )
CITY OF CHULA VISTA )
I, Donna R Norris, City Clerk of Chula Vista, California, do hereby certify that the foregoing
Resolution No. 2009-072 was duly passed, approved, and adopted by the City Council at a
regulaz meeting of the Chula Vista City Council held on the 7th day of Apri12009.
Executed this 7th day of Apri12009.
'7~r .~1
Donna R Nom , C C, City Clerk
4-7
RESOLUTION N0. 2009-073
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA PARTICIPATING IN THE STATE OF
CALIFORNIA'S MASTER PURCHASE AGREEMENT #5-06-
58-(11-19) TO PURCHASE POLICE COMMUNICATIONS
RELATED EQUIPMENT AND SOFTWARE
WHEREAS, the Chula Vista Police Department has been allocated $444,000 from the
State of California's E-911 Replacement Fund for technology improvements in the Police
Communications Center; and
WHEREAS, Chula Vista Municipal Code 2.56.140 and Council Resolution 6132
authorizes the Purchasing Agent to enter into cooperative bid agreements with other
governmental agencies; and
WHEREAS, in October 2006, the State of California awazded contracts to eight
contractors who were responsive to State RFP 54159 requirements for E-911 equipment
replacement; and
WHEREAS, entering into a cooperative bid agreement with the State of California will
ensure the best possible pricing given the purchasing power of the State of California.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby authorize the Purchasing Agent to participate in the State of California's
Master Purchase Agreement #5-06-58-(11-19) to purchase police communications related
equipment and softwaze.
Presented by
I
~_
Richazd P. Emerson
Police Chief
Approved as to form
C_ ~~-' /~4Puz4
Bart C. Miesfeld
Attorney
4-S
Resolution No. 2009-073
Page 2
PASSED, APPROVED, and ADOPTED by the City Council of the City of Chula Vista,
California, this 7th day of April 2009 by the following vote:
AYES: Councilmembers:
NAYS: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
Bensoussan, McCann, and Cox
None
Ramirez
Castaneda
Cheryl Cox, Ma r
ATTEST:
Donna R. Noms, M ,City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN DIEGO )
CTTY OF CHULA VISTA )
I, Donna R. Norris, City Clerk of Chula Vista, California, do hereby certify that the foregoing
Resolution No. 2009-073 was duly passed, approved, and adopted by the City Council at a
regulaz meeting of the Chula Vista City Council held on the 7th day of Aptil 2009.
Executed this 7th day of Apri12009.
d1 `
Donna R Norris, CMC, City Clerk
4-9
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ACCEPTING $592,000 FROM THE STATE OF
CALIFORNIA E-911 REPLACEMENT FUND FOR POLICE
COMMUNICATIONS CENTER TECHNOLOGY
IMPROVEMENTS
WHEREAS, the Police Communications Center located inside the Chula Vista Police
Department is designated as a "Primary Public Safety Answering Point"; and
WHEREAS, the Police Dispatch Center receives all wire line and wireless "911"
emergency calls from within Chula Vista jurisdictional boundaries; and
WHEREAS, the State of California's "E-911 Replacement Fund" provides critical
funding to local Primary Public Safety Answering Points; and
WHEREAS, the City of Chula Vista has received notification that a total of $592,000 has
been allocated from the E-911 Replacement Fund to fund critical equipment replacement in the
Chula Vista Dispatch Center.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby accept $592,000 from the State of California E-911 Replacement Fund for
Police Communications Center technology improvements.
Presented by Approved as to form by
~~
David Bejarano
Police Chief
Glen R. Googirt~ ~ ~~ ~
City Attorney
4-10
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA WAIVING THE COMPETITIVE FORMAL BID
REQUIREMENT AND AUTHORIZING THE POLICE
DEPARTMENT TO CONTRACT WITH ARCHONIX
SYSTEMS, LLC FOR CAD INTERFACE AND GIS MAPPING
INTEGRATION SOFTWARE SERVICES AND
APPROPRIATING $120,453 TO THE CAPITAL
EXPENDITURES CATEGORY OF THE FISCAL YEAR
2011/2012 POLICE DEPARTMENT BUDGET
WHEREAS, the Chula Vista Police Department has been allocated $592,000 from the
State of California's E-911 Replacement Fund for technology improvements in the Police
Communications Center; and
WHEREAS, Chula Vista Municipal Code 2.56.140 (B)(4) authorizes the City Council to
waive the competitive bid process when "A commodity or service available from only one
known source as the result of unique performance capabilities, manufacturing processes,
compatibility requirements or market conditions" ;and
WHEREAS, in order to update the City's E-911 equipment, the Police Department must
also contract with Archnix Systems, LLC, the current Computer Aided Dispatch (CAD) software
vendor, to update the various interfaces between the new E-911 system, and the current CAD
system; and
WHEREAS, the State of California will reimburse the City of Chula Vista $120,453 to
make the needed upgrades and updates to the CAD software.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby waive the competitive formal bid requirement and authorize the Police
Department to contract with Archonix Systems, LLC for CAD interface and GIS mapping
integration software services and appropriate $120,453 to the Supplies and Services category of
the fiscal year 2011/2012 Police Department budget.
Presented by Approved as to form by
David Bejarano Glen R. Googi qj ~ A;/~ cj
Police Chief City Attorney
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