Agenda Report
Fullerton City Council
MEETING DATE: September 19, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: adam loeser, fire chief
PREPARED BY: ANDREW YANG, ADMINSTRATIVE ANALYST I
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH locality media, inc. and glass box technology, inc. amendment no. 7 for fire department records management software
SUMMARY
Staff requests City Council approve a three-year agreement with Locality Media, Inc. (dba “First Due”) for Fire Department records management software and Amendment No. 7 to Professional Services Agreement with Glass Box Technology, Inc. (“Glass Box”).
RECOMMENDATION
Approve professional services agreement with Locality Media, Inc. for a three-year term with option to annually renew Agreement for an additional two years and authorize City Manager, or designee, to execute and administer agreement, options to renew and related documents, pending Risk Management insurance requirements approval and in a form approved by the City Attorney.
Approve Amendment No. 7 to Professional Services Agreement (PSA) with Glass Box Technology, Inc. dated July 1, 2022 for services to integrate software with the City of Fullerton network infrastructure and Fire Department applications.
Authorize Administrative Services Director, or designee, to issue $57,500 purchase order with Locality Media, Inc. (dba First Due) for Year 1 of records management services and software.
Authorize $98,640 budget transfer and appropriation for Fiscal Year (FY) 2023-24 from the General Fund (Fund 10) fund balance to the IT Fund (Fund 68).
CITY MANAGER REMARKS
The City Manager recommends approval.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Public Safety.
FISCAL IMPACT
The proposed three-year agreement with Locality Media, Inc. for record management services and software totals $154,188.88. Year 1 costs for FY 2023-24 consist of a $12,000 one-time implementation fee and $45,500 software services for a total $57,500. Year 2 and 3 annual software costs total $47,372 and $49,266, respectively. Each year may have a maximum 4% increase after the initial three-year term if the City exercises renewal option years. The Fire Department budget can absorb Year 1 Locality Media implementation and software costs. Staff would incorporate the additional software services and cost into IT internal service fund allocations in the upcoming budget process.
This project would outsize Year 1 costs in FY 2023-24 and include additional $98,640 project implementation costs for the Glass Box Scope of Work for software network integration. The Fire Department does not have sufficient budget to absorb this cost. The $98,640 budget request from available General Fund (Fund 10) fund balance would cover Glass Box project implementation and integration support services.
DISCUSSION
Background
The Fire Department has used a locally developed application called “4D Fire 2004” for nearly twenty years as the core management software program for operations, including Suppression, Prevention and Emergency Medical Services. The program, originally developed for Microsoft Windows 2000, has entered legacy status and now lacks critical feature updates and security support from the current developer Kronos, Inc.
The Department has dire need of a new, comprehensive management software solution specifically developed and tailored for the complexities of emergency services. The Locality Media Inc. software solution “First Due” offers a single state-of-the-art, cloud-based platform adopted by fire departments across the country.
The First Due software suite provides the latest technologies for Fullerton firefighters to respond more effectively to an emergency incident with modern tools for pre-planning and dispatch. For example, the application provides full Google Maps integration, live apparatus status and incident notes from Metro Net (the City’s Fire and EMS Dispatching provider). First Due also provides extensive tools for asset management and medication tracking. The software suite includes modules for personnel scheduling and administration and communication between stations and fire apparatus. The application incorporates record-keeping, which will help the Department maintains federal database compliance with reporting requirements, such as National Fire Incident Reporting System. Lastly, the Department Fire Prevention Specialists would have access to a modern fire inspection and permitting solution to keep residents and businesses safe and in compliance with the Fire Code.
The City would procure software and services utilizing OMNIA cooperative agreement / contract #RCA-017-21010004 with Carahsoft Technology which conforms with City Purchasing Policy, Administrative Policy 4.1.2. Section IV.F of Policy 4.1.2 allows exceptions to the Open Market Process when “a vendor who has been awarded specific items or services in a contract, within the previous 365 days, resulting from a formal competitive bid by another governmental agency or by the federal government, or at any time during the term of an existing contract. This includes, but is not limited to, General Service Agreements, California Multiple Award Schedule agreements, or “piggyback” contractual agreements of other governmental agencies.” Staff requests City Council approve the Locality Media agreement for the new First Due records management software and licensing for an initial three-year term, as total costs would exceed $100,000 over the term of the agreement. The ongoing annual budgetary impact of First Due after implementation totals approximately $44,000 to $46,000 above the cost for the 4D Fire 2004 software. The Locality Media software application provides the functionality and tools for the Fire Department to respond more effectively to emergency incidents and comply with reporting requirements.
City Council approved a PSA with Glass Box for Information Technology Management Services on July 1, 2022. Glass Box provides general IT management services with projects requiring separate scopes of work outside of the underlying contract under the PSA. Integrating the First Due software suite with current City IT infrastructure expands the scope of services in the Glass Box PSA. Staff requests City Council approve Amendment No. 7 to the 2022 Glass Box PSA for First Due software network integration.
Attachments:
Attachment 1 – Locality Media, Inc. Professional Services Agreement Attachment 2 – Locality Media, Inc Addendum to Purchase Order Agreement Insurance Requirements Attachment 3 – Amendment No. 7 to 2022 PSA with Glass Box Technologies, Inc.
Attachment 4 – Carahsoft Technology Corporation Regional Cooperative Agreement Attachment 5 – Amendment No. 1 to Carahsoft Technology Corporation RCA cc: City Manager Eric J Levitt
Locality Media, Inc. PSA and Glass Box Technology, Inc. Amendment No. 7 September 19, 2023 - Page 2