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October 7, 2025
ITEM TITLE
Agreement: Approve an Agreement with Locality Media, Inc., dba First Due, for Fire Department Staffing Software
Report Number: 25-0198
Location: No specific geographic location
Department: Fire
G.C. § 84308 Regulations Apply: No
Environmental Notice : The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines. Therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt a resolution entering into an agreement with Locality Media, Inc., dba First Due, for Fire Department Staffing Software.
SUMMARY
The Fire Department operates under complex staffing models to ensure all areas of operations are properly staffed to meet the needs of calls for service. In order to properly manage Fire personnel across all divisions, as well as the complex schedules of our operations and EMS divisions, a staffing software is utilized to ensure accuracy and reduce the administrative and supervisory burden.
On August 30, 2024 the City released a Request for Proposals (RFP) P14 -2025 for Fire Department Staffing Software and conducted a competitive RFP process, pursuant to Chula Vista Municipal Code section 2.56.080, to identify the most qualified and cost -effective service provider . Upon review of the responses and subsequent presentations of the finalists, staff is recommending awarding the agreement to Locality Media, Inc., dba First Due.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that th e activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because the proposed activity consists of a governmental P a g e | 2
fiscal/administrative activity which does not result in a physical change in the environment . T herefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
The Fire Department has over 300 full-time employees across four divisions: Operations, EMS, Training, and Administration. Our Operations and EMS division is staffed by sworn and non-sworn personnel 24 hours a day, 365 days a year. They staff response apparatus in 10 stations across the City. Thes e personnel work a modified Kelly schedule, which is a more complex schedul e than most industries. A specialty staffing software that is customizable and tailored to the Fire industry is needed to manage schedules and ensure all apparatus and positions are constantly staffed, even when personnel are on leave. This system must follow special rules to ensure all apparatus are filled as well as ensure the time and attendance of each employee. A system of this type must be user friendly so personnel can easily track and manage their schedules, while also providing robust reporting tools to support payroll processing and various staffing analyses.
In addition to the Operations and EMS divisions, the Training and Administration divisions also utilize this specialty staffing software. This software is used for a variety of tasks, such as training schedules, payroll processing, staffing analytics, and allows personnel to work across divisions to provide emergency response staffing. As personnel work across different divisions, various cost centers and units are utilized for proper tracking of hours worked to ensure payroll data is charged to the correct budgetary organization codes. The staffing software must be customizable and adaptable to the growing department, as well as accurately track time across various cost centers. The staffing software is critical in tracking personnel costs for specialty programs, such as grants, reimbursement for deployments and mutual aid, and special events, to a value of about $5 million annually.
The Fire Department has an existing staffing software agreement that will expire in 2026. The Fire Department issued a Request for Proposals (RFP) P14 -2025 for Fire Department Staffing Software and conducted a competitive RFP process, pursuant to Chula Vista Municipal Code section 2.56.080. After careful review of proposals and demonstrations of products, the selection committee determined Locality Media, Inc., dba First Due, is the most qualified and cost-effective vendor.
The initial term of this agreement is 21 months, with an expiration of June 30, 2027. After the initial term, the agreement will automatically renew for ten (10) successive one-year terms, subject to the right of either party to cancel the renewal. The terms state the service fees can be increased by no more than 5% per annum set forth in the previous term. This results in an estimated not to exceed amount for the life of the contract of $385,000.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
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Staff is not independently aware and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
There is no additional fiscal impact in the current year as a result of this action. The $23,600 cost for the Fire Department staffing software is already included in the Measure A Sales Tax Fund’s fiscal year 2025 –26 budget.
ONGOING FISCAL IMPACT
The initial term of the agreement is 21 months, ending on June 30, 2027. The agreement will automatically renew for up to ten (10) successive one-year terms, with the final term expiring on June 30, 2037. The annual cost for fiscal year 2026 –27 is $25,200. In subsequent years, the annual service fees may increase by up to 5% annually, applied to the prior year’s cost. Funding for the Fire Department staffing software is currently included in the Measure A budget and will continue to be considered as part of the annual budget development process. Over the full term, the total cost of the agreement is estimated not to exceed $385,000.
ATTACHMENTS
1. Agreement for Services with Locality Media, Inc.
Staff Contact: Emily Folker, Principal Management Analyst Harry Muns, Fire Chief