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Home My WebLink About2009/04/07 Item 4CITY COU NCI L AGENDA STATEMENT ~~ ,~,,~;;~ c1Tr os= ----- CHUTAVISTA 04/07/2009 Item ITEM TITLE: 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 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AUTHORIZING THE CITY'S PURCHASING AGENT TO REQUEST THE STATE OF CALIFORNIA TO PURCHASE COMMUNICATIONS RELATED EQUIPMENT AND SOFTWARE FOR ITS POLICE DEPARTMENT USING TERMS NEGOTIATED BETWEEN THE STATE AND VENDORS ACCOMPLISHED THROUGH THE STATE OF CALIFORNIA'S MASTER PURCHASE AGREEMENT #5-06-58-(11-19) SUBMITTED BY: CHIEF OF POLICE ~+ r Q-2P6 REVIEWED BY: CITY MANAGE 4/STHS VOTE: YES NO X 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. ENVIRONMENTAL REVIEW This proposed activity has been reviewed for compliance with the California 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. 4-1 03/24/2009, Item '"'~ Page 2 of 3 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 Califomia signifies that the call center is the entity that receives all the wire line and wireless 911 calls from the public within the Chula Vistajurisdictional 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, the City of Chula Vista dispatch center handled a total of 483,501 calls (both 911 and non- emergency calls). Of the total calls, 90,878 were 911 emergency calls, with an additional 12,937 being abandoned 911 emergency calls (caller hung up after dialing 911). The State of California operates the "E-911 Replacement Fund" which is funded through assessments on phone bills to both residents and business' in Califomia. These funds are used to ensure that PSAP's have equipment that can handle the phone traffic and provide the best technology to entities responding 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 is nearing the end of 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 hardware 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. The City of Chula Vista's allotment from the State for this project is $444,000. This allotment is based upon the number of calls for service the dispatch center handled in 2007, 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 awazded contracts to eight contractors who were responsive to State RFP 54159 requirements. The Police Department is currently 4-2 03/24/2009, Item Page 3 of 3 evaluating each of the eight vendors in order to ensure the best value for our allotment, and the best equipment/softwaze for this allotment. Therefore, in order to take advantage of the pricing terms that have already been negotiated by the State, staff requests Council provide authority to the purchasing agent to use the master purchase agreement to request the State to purchase. Chula Vista Municipal Code 2.56.140 and Council Resolution 6132 authorizes the Purchasing Agent to use cooperative bid agreements negotiated by other governmental agencies to purchase equipment. The City will submit purchase orders for equipment to the State. The State then makes direct payment to the supplier using the standard agreement applicable to the specific vendor which is part of the master purchase agreement. Therefore, no appropriations to the budget are needed to purchase the equipment or software. Because the standard agreements are too voluminous to attach to the staff report, and may not even apply depending on what specific vendor the City selects, staff will make them available at the hearing if requested to do so. 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 boundazies 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. FISCAL IMPACT Approval of these resolutions will not subject the City to any fiscal responsibility as both the purchase price and maintenance agreements are included in the overall purchase. There is no impact to the General Fund. ATTACHMENTS None. Prepared by: Edward Chew, Administrative Services i~/anager, Police Department 4-3 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTNG $444,000 FROM THE STATE OF CALIFORNIA E-911 REPLACEMENT FUND FOR POLICE COMMLMCATIONS 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 Vistajurisdictional boundaries; and WHEREAS, the State of California's "E-911 Replacement Fund" provides critical funding to local Primazy 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 $444,000 from the State of California E-911 Replacement Fund for Police Communications Center technology improvements. Presented by Richard P. Emerson Police Chief Approved as to form by Bart Miesfeld'" Citv Attornev 4-4 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AUTHORIZING THE CITY'S PURCHASING AGENT TO REQUEST THE STATE OF CALIFORNIA TO PURCHASE COMMUNICATIONS RELATED EQUIPMENT AND SOFTWARE FOR ITS POLICE DEPARTMENT USNG TERMS NEGOTIATED BETWEEN THE STATE AND VENDORS ACCOMPLISHED THROUGH THE STATE OF CALIFORNIA'S MASTER PURCHASE AGREEMENT #5-06-58-(11-19) 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, the City will not have to use any of its own fiords to purchase the equipment for technology improvements; and WHEREAS, the selection and purchase of the requested equipment will be administered by the State; and WHEREAS, Chula Vista Municipal Code 2.56.140 and Council Resolution 6132 authorizes the Purchasing Agent to use cooperative bid agreements negotiated by other governmental agencies to purchase equipment; and WHEREAS, in October 2006, the State of California awarded contracts to eight contractors who were responsive to State RFP 54159 requirements for E-911 equipment replacement; and WHEREAS, using the master purchase agreement negotiated by the State of California will ensure the best possible pricing because the City can utilize the purchasing power and collective bargaining capability of the State of California to purchase equipment and software using State fiords. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby authorize the Purchasing Manager use the State of California's Master Purchase Agreement #5-06-58-(I1-19) to request the State to purchase police communications related equipment and software. Presented by Approved as to form by F~ GPs Richard .Emerson Police C f ~~ ~~P~y Bart Miesfeld City Attorney 4-5