DATE: April 19, 2022
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute an Agreement with Day Wireless Systems for Conversion of the Station Alerting System for all Fire Stations to Make All Systems Compatible with the System at the New Fire Station 6/Fire Training Center, in an Amount Not-To-Exceed $300,000
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute an agreement with Day Wireless Systems (Day Wireless) for the conversion of the fire station alerting system for all fire stations to make all systems compatible with the system at the new Fire Station 6/Fire Training Center (FS6/FTC) in an amount not-to-exceed $300,000.
SUMMARY
The construction of the new FS6/FTC includes a new station alerting system by Locution Systems, Inc., (Locution). The current fire station alerting system at all fire stations is a custom designed and built system. In order for the Locution station alerting system to work at FS6, all other fire stations will need to be converted to the Locution system. This agreement is for Day Wireless to install the necessary Locution equipment at all other fire stations.
BACKGROUND
During the design phase of the new FS6, an opportunity arose to update the fire station (also referred to as “the station”) alerting system to the Locution System, a system that is more widely used by emergency service agencies due to the upgraded services provided. The alerting system provided by Locution fixes problems with current alerting systems, such as the inability to alert multiple units/stations simultaneously during a call for service without disconnecting the distressed callers, unclear dispatches, and more. The upgraded system will reduce the response times for emergency responders by enabling fire crews to be dispatched to the address of a known emergency simultaneously, as information is being received by Hayward Dispatchers. Most importantly, however, the Locution station alerting system is compatible with the New World CAD software, currently used by both the Hayward Fire and Police Departments. All other alerting systems that are available would have to build and integrate a new program to enable compatibility with New World CAD. For this reason, on January 22, 2019, the City Council approved a sole source justification for the use of Locution fire alerting systems at the Hayward Fire Department.
Following the sole source justification approval, the City entered into a construction contract with Locution Systems, Inc., for the installment of Location alerting systems at the FS6. Because FS6 is now equipped with the Locution alerting system, all other fire stations must upgrade to that system, as well, for compatibility purposes.
For this reason, the City has already purchased the Locution alerting system equipment necessary for installment at each of the eight (8) fire stations, via use of a purchase order, meaning the remaining step is to get the equipment installed at all eight (8) fire stations.
DISCUSSION
On September 29, 2021, the City of Hayward submitted a Request for Proposals for installation services and received two proposals back. The City received a proposal from Day Wireless, on March 8, 2022. Day Wireless Systems, a DBA of Day Management Corporation, is a premier provider of wireless solutions and the installation and support of systems for government, public safety, healthcare, commercial and education customers. The proposal received by the City of Hayward indicated that, if selected, Day Wireless would install, optimize, and test the system via use of certified audio radio frequency technicians from the Day Wireless office in Benicia, California. The proposal also contained a system pricing list indicating the estimated cost for installation and maintenance services.
Aside from Day Wireless, the City received only one other proposal for the work, which was from Fisk Electric, a certified installer located in the Las Vegas area. The proposal did not include any cost estimate. Staff decided to proceed with Day Wireless since they are a certified installer located locally, which will be helpful for maintenance purposes moving forward and since they provided a clear proposed budget.
Due to the above, staff recommends that Council authorize the City Manager to execute an agreement with Day Wireless Systems in an amount not-to-exceed $300,000, for the installation and maintenance of the Locution Fire Alarm System at all City of Hayward Fire Stations (excluding FS6 which already has this system installed).
ECONOMIC IMPACT
This agenda item will have no direct impact on the local economy.
FISCAL IMPACT
Staff recommends funding the agreement amount with Day Wireless Systems through the FS6/FTC project. The total estimated project cost is $70.9 million. As of FY 2022, Council has authorized the appropriation of $66.7 million. The remaining $4.2 million will be considered for approval and appropriation as part of the FY 2023 CIP budget process.
The estimated project cost at the time of award are as follows:
Construction Contract $52,397,000
Construction Contingency (ACO) $5,239,700
Consultant Design $5,000,000
Construction Management Administration $4,000,000
Inspector of Record Service & Special Testing $1,500,000 Demolition of old Fire Station and FTC $425,000
Temporary Housing $500,000
Permit & Utility Fees $940,000
Fixture, Furniture & Equipment $600,000
Staff Construction Administration $300,000___
Total $70,901,700
Staff recommends funding the agreement amount of $300,000 through use of Construction Contingency funds. Currently, $1,967,346 of the $5,239,700 construction contingency has been expended.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Improve Infrastructure. Specifically, this item relates to the implementation of the following project:
Project 12: Construct the Fire Station and FTC
SUSTAINABILITY FEATURES
The recommended action for this report will not directly result in physical development, purchase or service, new policy or legislation related to sustainability.
PUBLIC CONTACT
No public contact was made for this item.
NEXT STEPS
If Council approves, staff will route the agreement to be executed by the City Manager.
Prepared by: Dave Hung, Senior Civil Engineer
Kathy Garcia, Deputy Director of Public Works
Recommended by: Garrett Contreras, Fire Chief
Alex Ameri, Director of Public Works
Approved by:
Kelly McAdoo, City Manager