4 9
5 DATE: November 20, 2023
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Tracy Avelar, Police Chief
DEPARTMENT: Police
SUBJECT: PURCHASE MAINTENANCE RENEWAL FOR POLICE
DISPATCH CUSTOMER PREMISE EQUIPMENT AND
AUTHORIZING THE APPROPRIATION OF $18,714.75 FROM
THE GENERAL FUND BALANCE TO ACCOUNT NO. 001-0630-
421-4246 FOR FY 2023-2024
RECOMMENDATION
It is recommended that City Council approve the attached resolution (Attachment 1) authorizing the Foster City Police Department (FCPD) to purchase a one-year maintenance renewal from Intrado to maintain the existing Customer Premise Equipment (CPE) for the agency’s dispatch center and authorizing an appropriation of $18,714.75 from the General Fund to Account 001-0630-421-4246 for FY 2023-2024.
EXECUTIVE SUMMARY
The existing CPE was purchased and installed in 2014 and included a five-year maintenance agreement with Intrado. Since the expiration of the five-year maintenance agreement, the FCPD has annually renewed it because Intrado is the sole source provider of maintenance service for the existing CPE. Because of Intrado’s sole source status, bidding has been dispensed as allowed by Section 3.04.110 B of the Foster City Municipal Code. The FCPD has utilized one-year maintenance agreements, and this is year 10. Utilizing one-year maintenance agreements is the preferred method to obtain service because of the imminent implementation of the cloud based, NextGen 9-1-1 (NG9-1-1) system. NG9-1-1 is developed and will be deployed by the Cal OES 9-1-1 branch. However, delays have occurred in the deployment of NG9-1-1, so the FCPD
4 9
5 continues to use its current CPE. The renewal of this Intrado maintenance agreement allows the support of the current CPE until the NG9-1-1 system is ready for deployment. The one-year Intrado maintenance agreement cost $18,714.75. The cost of the agreement is reimbursed fully by the Cal OES; a Commitment to Fund document has been provided to confirm reimbursement (Attachment 3). Reimbursement is often provided within 30 days of the purchase.
BACKGROUND/ANALYSIS
CPE equipment is used to receive, and process calls made into the 9-1-1 system.
Some of the uses of the existing CPE include:
•Receive wireless and landline 9-1-1 calls into the dispatch center. •A text-to-9-1-1 system is in place to receive 9-1-1 text messages into the dispatch center.
•Identify the location of a person calling 9-1-1.
•Identify the location of calls into the 9-1-1 system that were dropped, abandoned by the caller, or misrouted.
•Provide the agency with reporting and analysis information to examine and understand historical activity involving the 9-1-1 system.
The existing CPE was purchased and installed in 2014. According to the Cal OES 9-1-1 Branch, the recommended life of a CPE system is five years, which is when replacement CPE systems are recommended. When purchased by this agency, the existing CPE included five years of maintenance from Intrado. Since the expiration of the five-year maintenance agreement, the FCPD has annually renewed it because Intrado is the sole source provider of service for the existing CPE. Because of Intrado’s sole source status, bidding has been dispensed as allowed by Section 3.04.110 B of the Foster City Municipal Code. Maintenance for years 6, 7, 8, and 9 have been purchased annually.
The Cal OES 9-1-1 Branch is working on a cloud-based 9-1-1 system that will take the place of the existing 9-1-1 system. The new system is referred to as NextGen 9-1-1 (NG9-1-1). Cal OES is working closely with vendors, such as Intrado, to make this system available as soon as possible; however, unsatisfactory performance when vendors test their CPE using the NG9-1-1 system have caused substantial delays in the release of NG9-1-1.
Development of the NG9-1-1 system has been ongoing for several years. Because of the significant improvements and capabilities expected of the NG9-1-1 system when compared to the existing 9-1-1 system, the FCPD made the decision to retain the existing 9-1-1 system and CPE until the NG9-1-1 system is available. With the regular maintenance and service that Intrado has provided, the existing CPE has continued to serve the agency and community well. This is expected to continue through year 10.
Until the NG9-1-1 is available, the existing CPE must be maintained and serviced regularly, and expeditiously when problems arise. The agency’s CPE is essential and is 4 9
5 heavily relied upon to provide necessary services to the community. Intrado has maintained the existing CPE for nine years; there have been no issues with Intrado’s service that would cause concern with renewing our agreement with Intrado for an additional year of maintenance and service. Included in the maintenance renewal from Intrado is software protection, remote technical support, on-site support, and hardware protection service. As the maintenance period began on 9/04/2023, Intrado confirmed the existing maintenance plan would continue uninterrupted as we work toward making payment.
Currently, NG9-1-1 deployment is behind schedule. The State has not provided an exact deployment time, but the FCPD will continue with the Intrado CPE maintenance service until final Implementation.
California Environmental Quality Act
Purchase of the one-year maintenance renewal from Intrado is not subject to review under the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.), including without limitation, Public Resources Code section 21065 and California Code of Regulations 15378 as this is not a “project” that may cause a direct, or reasonably foreseeable indirect, physical change in the environment.
FISCAL IMPACT
If approved, $18,714.75 will be appropriated to account No. 001-0630-421-4246 in the FCPD budget from the City’s General Fund. This purchase will be initially funded by the City and will be reimbursed to the City by the Cal OES 9-1-1 Branch. A Commitment to Fund document (Attachment 3) was provided by the Cal OES 9-1-1 Branch.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Public Safety and Social Equity
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Quote from Intrado for a maintenance renewal period of 9/04/2023- 9/03/2024
Attachment 3 – Form TD-288: Commitment to Fund document from the Cal OES 9-1-1 Branch