STAFF REPORT
Meeting Date:
December 9, 2025
CONSENT
11 SUBJECT: PROFESSIONAL SERVICES AGREEMENT TO PROVIDE PROJECT MANAGEMENT FOR THE CITY’S PUBLIC SAFETY COMPUTER AIDED
DISPATCH
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute a service agreement with National Public Safety Group for Computer Aided Dispatch and Records Management System project management services for a one time cost not to exceed $238,293; and
2. Find that the action does not constitute a project under the California Environmental Quality Act pursuant to Guidelines Section 15378(b)(4) and Section 15378(b)(5).
SUMMARY OF THE MATTER
In July 2025, the City received notice from Hexagon that it would pause the CAD implementation while it retrained and restructured its implementation teams after rapid nationwide growth. This change moved the original target date from May 2026 to early 2027, which is now the most realistic window for full completion.
During the pause, staff reviewed both the software platform and the project delivery approach. Industry feedback confirmed that Hexagon remains the preferred CAD system for public safety agencies. High demand and vendor scaling issues caused the delay, not any weakness in the product.
To maintain momentum and ensure proper oversight for a complex CAD and RMS implementation, staff recommends hiring National Public Safety Group as the new project manager. The firm specializes in public safety technology projects and has extensive experience with Hexagon deployments. Staff believes this change will provide the most direct and reliable path to completion without reducing system quality or performance.
DISCUSSION
Hexagon Delay and Revised Schedule
Hexagon began implementation in September 2024. In July 2025, the company paused the project to retrain and reassign staff due to unprecedented demand for its CAD and RMS platforms. This action shifted the expected completion date from May 2026 to early 2027, which is now the most realistic window for full completion.
City Work Efforts During the Implementation Pause
Staff remained active during the pause. The City completed hardware purchases, prepared infrastructure, and advanced internal system configurations to reduce future delays. Staff also continued data preparation, system mapping, and integration planning to remain ready for the next phase.
PROFESSIONAL SERVICES AGREEMENT TO PROVIDE PROJECT MANAGEMENT FOR THE CITY’S PUBLIC SAFETY COMPUTER AIDED DISPATCH
December 9, 2025
The project has now resumed in coordination with Hexagon and third-party vendors. Software development and system build tasks are in progress. Training, testing, and user transition will begin in the next calendar year under the direction of the new project manager to ensure consistent oversight and accountability.
Validation of Hexagon as the Preferred Platform
During the pause, staff reassessed whether Hexagon remained the right long term solution. Feedback from peer agencies, industry professionals, and regional partners confirmed that Hexagon remains the industry standard for CAD and RMS systems. The delay resulted from demand and staffing challenges, not from any deficiency in system design or performance.
Selection of National Public Safety Group
National Public Safety Group has direct experience managing Hexagon implementations and specializes in public safety technology projects. The firm has more than twenty years of experience supporting over three hundred public safety agencies, including major departments in California.
The City of Ontario recently worked with National Public Safety Group for its CAD upgrade and recommended the firm highly to the City for getting the CAD system launched.
The firm will:
• Evaluate schedule feasibility
• Review workflows and system configuration
• Coordinate with Hexagon
• Track contractual obligations and deliverables
• Manage project risks and changes
• Oversee data migration, testing, and validation
• Support training, deployment, and post launch stabilization Continuity of Public Safety Services
Staff recognizes and shares the community’s concerns regarding the project setbacks and the age of the current system. The City has taken steps to stay ahead of potential risks and is planning carefully to ensure that Police, Fire, and Marine Safety services remain fully operational and uninterrupted throughout the transition.
At the same time, the City is advancing the new Computer Aided Dispatch and Records Management System in a structured and deliberate manner. Staff remains committed to delivering a modern, reliable, and secure system that strengthens emergency response and aligns with current industry standards.
FINANCIAL ANALYSIS
The cost for National Public Safety Group totals $238,293, which is $132,443 higher than the amount previously proposed for the current consultant. Staff notes that the original project management estimate was likely understated based on the true scope, duration, and complexity of a full CAD implementation.
PROFESSIONAL SERVICES AGREEMENT TO PROVIDE PROJECT MANAGEMENT FOR THE CITY’S PUBLIC SAFETY COMPUTER AIDED DISPATCH
December 9, 2025
The proposed scope of work for National Public Safety Group also includes an additional component, valued at approximately $20,000, to conduct an independent audit of the Records Management System, launched earlier this year, to confirm correct configuration, data integrity, and proper launch. This service was not included in the previous scope and provides an added layer of quality assurance.
The existing project management budget has approximately $85,000 remaining and the project‘s contingency fund can absorb the extra cost. No additional appropriation is required.
Procurement Justification
Pursuant to Laguna Beach Municipal Code Section 2.30.050(g), the recommended action qualifies under the Best Interest of the City exception. A new competitive solicitation would delay the project further and would not add value given the limited number of firms with this level of qualification.
ENVIRONMENTAL ANALYSIS
This action is not subject to the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15378(b)(4) and (b)(5). The contract constitutes a funding and administrative activity that will not result in a direct or reasonably foreseeable indirect physical change to the environment.
ATTACHMENTS
1. Service Agreement with National Public Safety Group (Pgs. 4-24) Submitted By:
.
Approved: .David A Kiff
Jeremy Frimond, Assistant City
Manager
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Jeremy Frimond, Assistant City Manager Jerry Soto, IT Manager Mandy Low, Project Manager