STAFF REPORT
Meeting Date:
May 12, 2026
CONSENT
12 SUBJECT: APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH US DIGITAL
DESIGNS FOR FIRE STATION ALERTING
RECOMMENDATION: It is recommended that the City Council:
1. Approve a Professional Services Agreement with US Digital Designs for the purchase and installation of a Phoenix G2 fire station alerting system in an amount not to exceed $329,910.66;
2. Authorize the City Manager, or designee, to execute the agreement and any necessary related documents, in a form approved by the City Attorney;
3. Authorize a reduction in $35,000 from the IT budget (account 1101205-72111) and an increase in the Fire Department budget (account 1412406C-80010) to fully fund the project;
4. Authorize the transfer of $35,000 from the General Fund (#110) to the Wildfire Mitigation and Fire Safety Fund (#141); and
5. Determine that the proposed project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (Class 1 – Existing Facilities).
SUMMARY OF THE MATTER
This is report recommends that the City Council approve a Professional Services Agreement with US Digital Designs for the purchase and installation of a Phoenix G2 fire station alerting system in an amount not to exceed $329,910.66, and authorize a $35,000 budget transfer to fully fund the project.
The City’s existing fire station alerting system is approximately 11 years old, lacks modern monitoring capabilities, and has become increasingly difficult to maintain due to its proprietary design. These limitations reduce system reliability and delay identification of equipment failures. The proposed system will modernize alerting technology, improve reliability, automate dispatch processes, and integrate with the City’s planned Computer-Aided Dispatch (CAD) system upgrade.
The total project cost of $329,910.66 will be funded through a combination of Fire Department funds and a transfer from the IT budget. This project supports the City Council’s Strategic Priority of wildfire mitigation and public safety technology improvements by enhancing emergency response capabilities.
To address these deficiencies, the recommended actions include authorizing the City Manager to purchase a Phoenix G2 fire station alerting system from U.S. Digital Designs for an amount not to exceed $330,000; and to authorize a transfer of $35,000 from IT account 1101205-72111 to Fire Department account 1412406C-80010 to fully fund the purchase of a new fire station alerting system which includes critical technology infrastructure that supports system integration, reliability, and ongoing functionality.
APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH US DIGITAL DESIGNS
FOR FIRE STATION ALERTING
May 12, 2026
DISCUSSION
The existing WestNet fire station alerting system is approximately 11 years old and has become increasingly difficult to maintain and service. The system lacks monitoring capabilities, preventing Fire Department staff from being proactively alerted to component failures and resulting in issues only being identified after system downtime occurs. In addition, the system’s proprietary design restricts service and maintenance to the manufacturer, creating ongoing challenges for City IT personnel and limiting the City’s ability to efficiently support and sustain the system.
The proposed fire station alerting system will provide advanced, modernized technology and integrate seamlessly with the City’s planned Computer-Aided Dispatch (CAD) system upgrade, significantly improving dispatch efficiency, reliability, and response times.
Under the existing system, dispatching a 911 call requires a largely manual, multi-step process. Dispatch staff must determine the call type and location, enter details into the CAD system, review and select the appropriate apparatus, and manually initiate station alerting through tones and lights. Dispatchers are then required to wait for tones to complete before providing a verbal dispatch—typically repeated twice. This process can require the dispatcher to place the caller on hold or temporarily disconnect in order to complete the necessary steps, potentially delaying critical assistance during emergencies. In total, the current workflow consists of approximately seven discrete steps.
The proposed Phoenix G2 system from US Digital Designs automates key components of this workflow, effectively reducing the process from approximately seven steps to three. Once the dispatcher confirms the call type, location, and recommended units within the CAD system, the alerting process is initiated automatically. Multiple stations and apparatus are notified simultaneously, station lighting is activated appropriately, and a clear, automated voice dispatch is broadcast throughout the fire stations. This streamlined approach eliminates the need for dispatchers to pause or interrupt communication with callers, allowing them to remain engaged and provide continuous assistance during emergencies.
System Comparison
Feature Existing System Proposed System
Dispatch Steps ~7 steps ~3 steps
Monitoring Limited Real-time system monitoring
Dispatch Process Manual Automated
Dispatcher Availability Interrupted Continuous
Maintenance Manufacturer-dependent More flexible support
FINANCIAL ANALYSIS
The total project cost is $329,910.66. Staff recommends funding the purchase with $295,000 from the Fire Department budget, supplemented by a $35,000 transfer from IT account 1101205-72111 (CAD/RMS).
The available balance in this account is $176.372. The IT contribution is appropriate given the system’s reliance on technology infrastructure and integration with the City’s CAD system. Staff is requesting a transfer from the General Fund (#110) to the Wildfire Mitigation and Fire Safety Fund (#141) for $35,000.
APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH US DIGITAL DESIGNS
FOR FIRE STATION ALERTING
May 12, 2026
Pursuant to Laguna Beach Municipal Code Chapter 2.30 and the City’s Purchasing Policy, the City may utilize cooperative purchasing agreements when it is in the City’s best interest.
This purchase will be made through a cooperative purchasing agreement using contracts established by NPPGov and the Oregon League of Cities with US Digital Designs. These contracts were competitively procured, ensuring pricing is fair and reasonable while eliminating the need for a separate formal bidding process.
This approach provides administrative efficiency and complies with the City’s purchasing requirements..
ENVIRONMENTAL ANALYSIS
The proposed action involves the purchase and installation of a fire station alerting system within existing City-owned fire stations. The project consists of the installation of equipment and minor interior modifications to existing public facilities and does not involve expansion of use beyond that previously existing. Accordingly, the project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (Class 1 – Existing Facilities), which exempts the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures involving negligible or no expansion of existing or former use. The proposed project does not involve unusual circumstances, does not result in significant cumulative impacts, and will not result in damage to scenic resources, historic resources, or environmentally sensitive areas. Therefore, none of the exceptions identified in CEQA Guidelines Section 15300.2 apply.
ATTACHMENTS
1. Professional Services Agreement (Pgs. 4-43)
Submitted By:
. Approved: .David A Kiff
Niko King, Fire Chief Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Andrew Hill, Deputy Fire Chief Kirsten Gallacher, Senior Administrative Analyst