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CITY COUNCIL AGENDA REPORT
City of Anaheim
FIRE AND RESCUE DEPARTMENT
DATE: JULY 18, 2023
FROM: FIRE AND RESCUE DEPARTMENT
SUBJECT: APPROVE SECOND AMENDMENT TO THE AGREEMENT FOR
FIRE RECORDS MANAGEMENT SYSTEM
ATTACHMENTS (Y/N): YES ITEM # 10
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion, waive the competitive proposal requirements of Council Policy 4.1 and approve the Second Amendment, in substantial form, to the Agreement with Backdraft OPCO, LLC dba Emergency Reporting, to extend the contract term by one year for a Fire Records Management System in an amount not to exceed $67,512.60; authorize de minimis changes to the Amendment that do not substantially change the terms and conditions as determined by the City Attorney’s Office; and authorize the Fire Chief, or designee, to execute and administer the amendment.
DISCUSSION:
In July 2018, the City Council authorized the award of Request For Proposal (RFP) # 310-AFR-12/19/2017 to Emergency Reporting for the Fire Records Management System (RMS) project. The contract provided for the use of the Emergency Reporting RMS for deployment planning, performance analysis, and external reporting related to fire suppression operations. The term of the contract was for an initial three-year period, with up to two optional one-year extensions, with the last extension scheduled to expire on July 31, 2023.
Since implementing Emergency Reporting to support fire suppression operations, the software used by the Community Risk Reduction Division to track and manage fire and life safety inspection data is no longer supported by the manufacturer and requires replacement. In December 2022, RFP #310-AFR-12/07/2022 was published on Planet Bids for a new Fire RMS to support fire suppression operations and fire and life safety inspections. Using a singular software platform will improve data-sharing and ongoing business activities across the Fire & Rescue Department. The RFP process to select a new Fire RMS is ongoing and a recommendation for contract award will be scheduled at a future City Council meeting.
The Second Amendment to the Agreement with Emergency Reporting will extend the contract term by one year until July 31, 2024 for the same compensation amount as in Approve Second Amendment to the Agreement for Fire Records Management System July 18, 2023
previous years (the Fire & Rescue Department will be invoiced per transaction, where the total fees will not exceed $67,512.60 per year). The one-year extension will provide the Fire & Rescue Department with a functioning RMS and the time to complete the RFP process for a new Fire RMS, schedule the RFP award recommendation at a future City Council meeting, and implement the new Fire RMS to support fire suppression operations and fire and life safety inspections. To ensure continuity of service, City staff recommends approving the Second Amendment to the Agreement with Emergency Reporting.
IMPACT ON BUDGET:
Sufficient funds are available in the Fire & Rescue Department’s Fiscal Year 2023/24 General Fund Budget.
Respectfully submitted,
Patrick J. Russell
Fire Chief
Attachments:
1. Second Amendment to Agreement (substantial form)
2. Original Agreement with First Amendment