Regular Meeting
02/22/22 07:00 PM
Administrative Services
Tara Becerra
Purchase
Doc ID: 4938
AGENDA ITEM
AGENDA MATTER:
APPROVAL OF AGREEMENT FOR STATION ALERTING SYSTEM
EXECUTIVE SUMMARY:
On August 2, 2021 the purchase of a Station alerting system was brought to the City Council and approved for the use of American Rescue Plan funding (ARPA).
Staff seeks the City Council's approval to enter into an agreement with US Digital Designs (USDD) in the amount of $166,850.11 to purchase Software and Hardware for the G2 Phoenix Station Alerting system, and $5,799.45 for the Interface to Central Square Pro (CSPro) Series CAD software.
DISCUSSION:
Barstow Fire, Police, and Information Technology staff, have been working with USDD for approximately three years to purchase and implement this software. However, the system has been deferred until now, due to a lack of funding. The current system uses old technology, is failing, and cannot be repaired in the event of failure. Due to the increase in calls due to COVID -19, and the imminent failure of the current system, it has become imperative to replace the system with a modern technology solution for paging and toning. The proposed station alerting system will provide the ability to effectively tone and page fire staff to calls for service, increasing efficiency and potentially decreasing response times. Additionally, this system provides for dorm level toning to accommodate various sleeping schedules and calls for service, to provide an enhanced work environment for fire staff.
The selection of USDD is under sole source vendor terms, as CSPro does not have a completed custom interface with any other system than G2 Phoenix, and USDD is the sole vendor selling and supporting that system.
It is important to note that USDD provides the software and hardware for the G2 system. Staff will return to Council for funding allocation and bid award for the installation of the system hardware once the RFP process is completed.
Staff is bringing the installation items separately, as the price index for the USDD is scheduled to increase, and we can realize savings if a Purchase Order is submitted to USDD by February 23, 2022.
FISCAL IMPACT:
Funding is proposed to be appropriated from the American Rescue Plan Act (ARPA) Federal Grant.
Sufficient funding is available within the grant to appropriate$173,000 for the purchase of Digital Designs Software and Hardware in the amount of 166,850.11 and Central Square Software Interface: $5,799.45.
The total expected Hardware and Software cost is $172,649.56.
Regular Meeting
02/22/22 07:00 PM
Administrative Services
Tara Becerra
Purchase
Doc ID: 4938
AGENDA ITEM
RECOMMENDED ACTION:
Staff recommends the City Council approve the allocation total of $172,649.56 from the ARPA funding and authorize the City Manager to sign the necessary documents.