201 S. Anaheim Blvd.
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Anaheim, CA 92805
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www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
FIRE AND RESCUE DEPARTMENT
DATE: SEPTEMBER 12, 2023
FROM: FIRE AND RESCUE DEPARTMENT
SUBJECT: APPROVE AGREEMENT WITH LOCALITY MEDIA, INC. DBA
FIRST DUE FOR FIRE RECORDS MANAGEMENT SYSTEM
ATTACHMENT (Y/N): YES ITEM # 09
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve the Agreement for Services (Agreement) between the City of Anaheim (City) and Locality Media, Inc. dba First Due to provide a fire records management system for a term of three years with two one-year optional renewals, for a total contract not to exceed $594,058; and,
2) Approve a not-to-exceed 10% contingency of the total contract in the amount of $59,405 for unforeseen circumstances or additional services and authorize the Fire Chief to approve the additional work with First Due, if needed, for a total not-to- exceed amount of $653,463; and
3) Authorize the Fire Chief, or designee, on behalf of the City, to execute the Agreement and future amendments to the agreement, subject to the City Attorney making non- substantive changes.
DISCUSSION:
At the July 18, 2023 City Council meeting, the City Council approved a one-year extension with Emergency Reporting to continue providing a hosted Fire Records Management System (Fire RMS). The one-year extension was recommended to provide Anaheim Fire & Rescue with additional time to complete RFP # 310-AFR-12/07/2022 for a new Fire RMS. The goal of the RFP was to select a new Fire RMS that will serve as a unified platform across the department, consolidating various legacy software systems that support fire suppression operations and the Community Risk Reduction Division. A unified platform will improve data-sharing and ongoing business activities across Anaheim Fire & Rescue.
On December 7, 2022, the City issued RFP # 310-AFR-12/07/2022 for a new Fire RMS using the City’s online solicitation system, Planet Bids. The RFP outlined the mandatory functions for the new Fire RMS including fire suppression and investigation, supply orders & inventory, apparatus management, inspection, pre-incident planning, personnel management, GIS mapping, exposure tracking, and call alerting. Four proposals were Approve Agreement with Locality Media, Inc. dba First Due for Fire Records Management System September 12, 2023
received and evaluated in accordance with Council Policy 4.1. The evaluation involved ranking each proposal based on the following criteria:
The quality and completeness of the submitted proposal, including the availability of the mandatory management.
Understanding of project objectives.
Project approach and offering.
Experience and Expertise.
Verifiable references.
The competitiveness of the respondents’ proposed fees.
Based on the above criteria, the firms were ranked as follows:
Firm Ranking
Locality Media, Inc. dba First Due 1
EPR Systems, Inc. 2
ImageTrend, Inc. 3
ESO Solutions, Inc. 4
First Due scored the highest points based on their proposal submission, experience, and background with RMS services. First Due has met all indicated requirements per the RFP posting, and was found to have the most comprehensive feature rich Fire RMS on the market, allowing Anaheim Fire & Rescue to consolidate nearly all software products/systems used to run the core of the operation. In the region, other fire departments that utilize the First Due RMS include Huntington Beach, Pasadena, and Santa Monica.
First Due will be responsible for the software implementation, configuration, data migration, and staff training that will guide Anaheim Fire & Rescue through a successful implementation.
In support of fire suppression operations, First Due will provide situational awareness by displaying a list of all current active incidents, relevant pre-incidents plans associated with a building, and real time building construction and hazardous material information. En route to an incident, this information will better prepare the responding crews to determine the resources and actions necessary to mitigate anticipated emergencies. For the Community Risk Reduction Division, First Due will incorporate GIS and current addressing components necessary for permitting functions, allow inspection reports to be emailed to business owners from the field, and provide online credit card payment options for inspection and permitting fees, thereby increasing efficiencies for staff as well as providing excellent customer service to our business owners.
Staff recommends that the City Council approve the Agreement with First Due in the not- to-exceed amount of $594,058 to implement the First Due RMS for an initial three year term with two one-year optional renewals. The Agreement will also include a not-to- exceed 10% contingency of the total contract in the amount of $59,405 for unforeseen circumstances or additional services, if needed, for a total not-to-exceed amount of $653,463. The implementation of the First Due RMS will need to be completed prior to the existing Emergency Reporting RMS software end date of July 31, 2024.
Approve Agreement with Locality Media, Inc. dba First Due for Fire Records Management System September 12, 2023
IMPACT ON BUDGET:
Sufficient funds are available in Anaheim Fire & Rescue’s Fiscal Year 2023/24 General Fund Budget. Funding for subsequent years will be subject to Council’s approval of budget appropriations.
Respectfully submitted,
Patrick J. Russell
Fire Chief
Attachment:
1. Agreement with Locality Media, Inc. dba First Due