200 S. Anaheim Blvd.
Suite #620
Anaheim, CA 92805
Tel: (714) 765-5110
Fax: (714) 765-5288
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
FINANCE DEPARTMENT
DATE: FEBRUARY 13, 2024
FROM: FINANCE DEPARTMENT
SUBJECT: APPROVAL TO PURCHASE A WEB BASED SOFTWARE
PLATFORM, MAINTENANCE, AND LICENSING FOR
ANAHEIM FIRE AND RESCUE
ATTACHMENT (Y/N): YES ITEM # 09
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion, waive the sealed bidding requirement of Council Policy 4.0 and authorize the Purchasing Agent, or their designee, to issue a purchase order to BOLDPlanning Inc., Denver, CO, in the amount of $65,428 plus applicable tax, to develop a web based software platform, provide annual maintenance, and licensing for Anaheim Fire and Rescue (AF&R); grant the Purchasing Agent the authority to revise the contract amount for ongoing costs, as needed, for future contract renewal years, in accordance with approved budget appropriations for each applicable year; and authorize the City Manager or designee to execute the attached Software License Agreement.
DISCUSSION:
Anaheim Fire & Rescue’s Emergency Management Division is responsible for developing and maintaining the City of Anaheim’s (City) emergency plans. The plan includes the Continuity of Operations Plan, Emergency Operations Plan, and Hazard Mitigation Plan which are living documents that are designed to address the whole community in emergency operations by providing an overview on how to prepare for, mitigate, respond to, and recover from various emergencies. The Emergency Management Division identified the need for an improved plan maintenance system.
Following an extensive search and discussions with other emergency management agencies, AF&R determined a cloud-based platform by BOLDplanning to be the only product that meets all the City’s needs and therefore recommends waiving Council Policy 4.0.
The cloud-based proprietary system will provide the City with a comprehensive planning tool and allow the City to combine all plans under one platform. This will allow our organization, departments, and stakeholders a more effective way to share and manage information. The platform offers a Common Data Area (CDA) for the City’s plans, when changes to key data such as names, positions, facilities, or other plan information change, the CDA can be updated, and that information will automatically be applied throughout all plans. Instead of viewing these plans all as separate, isolated plans, they Approval to Purchase a Web Based Software Platform, Maintenance and Licensing for Anaheim Fire and Rescue February 13, 2024
can be developed as an integrated whole within a single system. The platform will automate tasks and consolidate input from all stakeholders when prompted by automatic reminders, truly making our plans living documents. This platform will also allow for better access to the emergency plans on any device from almost any location, increasing interoperability during an emergency.
Future year licensing and maintenance costs will be negotiated based on market conditions.
IMPACT ON BUDGET:
Sufficient funds are available in Fire and Rescue’s Emergency Management Performance Grant Fund and Fiscal Year 2023/24 General Fund Budget split $58,156 and $7,272 respectively. Future year costs will be funded through Fire and Rescue’s General Fund Budget.
Respectfully submitted, Concurred by,
Jered Rakosky Patrick Russell
Purchasing Agent Fire Chief
Attachment:
1. Software License Agreement