ITEM 4. 9
CITY MANAGER' S REPORT
MARCH 11, 2024 CITY COUNCIL REGULAR MEETING
ITEM:
RECOMMENDATION:
APPROVE AN AGREEMENT FOR A RAPID
EMERGENCY RESPONSE SYSTEM AND RELATED
BUDGET AMENDMENT
Adopt a Resolution Approving an Agreement
for a Rapid Emergency Response System and
Related Budget Amendment
SUMMARY:
To help protect the public and employees within City facilities, panic buttons were previously installed to alert emergency personnel in the event of a safety emergency.
The current system for emergency rapid response is not compliant with recommendations from Federal Emergency Management Agency ( FEMA) nor the Department of Justice ( DOJ) and is reaching technological end of life. The proposed new rapid emergency response system would reduce the delay in response when City staff press the panic buttons. The proposed upgraded system for rapid emergency response is intended to improve the security infrastructure and enhance safety by reducing the response time in emergency situations. This system will alert first responders and occupants of certain City facilities of an emergency with directions on how to proceed to safety and is compliant with recommendations issued by DOJ and FEMA.
The proposed rapid emergency response system uses a variety of devices such as panic buttons, pull switches and strobe lights to quickly alert the occupants of the building that an emergency alarm has been triggered and provides audible instructions to safely exit the City facility. The system will simultaneously alert police, fire and medical personnel to respond to the City facility where the alert was initiated.
This will increase the security infrastructure by reducing the amount of time it takes for emergency responders to be alerted of the emergency and be dispatched to the location. The rapid emergency response system allows for communication through a control panel to communicate internally to the entire City facility at once. Details of the system are not published to prevent potential security threats, misuse of information and potential malicious activity. Staff proposes for the system to be installed at the locations listed for the amounts included on Table 1 below. There will also be an annual fee of $ 14, 304 for annual service and inspections of the monitoring of the system.
Table 1
City Hall 21, 692
Generations Center 21,34
Community Center 19,89
Animal Center 19,89
Police Department 17,44
Senior Center 17,44
CITY MANAGER' S REPORT: MARCH 11, 2024 PAGE 2
APPROVE AN AGREEMENT FOR A RAPID EMERGENCY RESPONSE SYSTEM
AND RELATED BUDGET AMENDMENT
A contingency of $ 13, 000 for required infrastructure and implementation of the system is also being requested.
Staff is requesting City Council approve an agreement for an emergency rapid response system for an initial purchase price of $ 129, 86 that comes with equipment, installation and the first -year monitoring services and a contingency of $ 13, 000 for implementation and required infrastructure for a total of $ 142, 896. The funds for this were not budgeted and staff is requesting a budget amendment to increase CIP GG 19- 07 Citywide Surveillance Systems to cover the expenses.
BACKGROUND:
The current emergency response system is over ten ( 10) years old and is reaching the technological end of life and has a delay in communicating with emergency first responders like police, fire and medical personnel. Therefore, ISD staff proposes a new emergency response system to enhance the safety of the public, employees and contractors who may be in a City facility at the time of an emergency. Enhancement of the City' s security infrastructure and direct engagement with Lathrop Police Department and Lathrop Manteca Fire Department will reduce the time it takes first responders to be dispatched. This new system utilizes a variety of devices such as mobile panic buttons, pull switches and control panels to allow users to quickly alert emergency responders and building occupants of an emergency. The control panel allows for communication such as verbal instructions on how to proceed to safety internally and control of the strobe lights. Unlike other rapid response systems, the proposed system is compliant with the recommendations issued by FEMA for Incident Command Structure and Mult- Hazard Communication. This system is also compliant with requirements issued by the Department of Justice ( DO)) regarding active shooter compliance.
Details of this emergency response system are not published in order to protect the City from potential security threats, misuse of information and potential malicious activities. This system will become a critical component of security infrastructure in the buildings listed in Table 1 for the amounts listed. There will also be an annual fee of $ 14, 304 for annual service and inspections with monitoring of the system. A contingency of $ 13, 000 is being requested for required infrastructure and implementation of the system as the quotes were prepared remotely without the vendor physically visiting the sites.
Staff is requesting City Council approve an agreement for an emergency rapid response system for $ 129, 86and contingency of $ 13, 000. The funds for this were not budgeted and staff is requesting a budget amendment to increase CIP GG 19- 07 Citywide Surveillance System to cover the expenses.
REASON FOR RECOMMENDATION:
The rapid response emergency system proposed to be added to CIP GG 19- 07 Citywide Surveillance System represents an effort to utilize technology to enhance the safety of the public, employees and contractors who may be present in a listed City facility during an emergency.
CITY MANAGER' S REPORT: MARCH 11, 2024 PAGE 3
APPROVE AN AGREEMENT FOR A RAPID EMERGENCY RESPONSE SYSTEM
AND RELATED BUDGET AMENDMENT
FISCAL IMPACT:
There is not sufficient funds available in CIP GG 19- 07 Citywide Surveillance System to cover the cost of an emergency rapid response system. Staff recommends a budget amendment of $ 142, 896 to transfer from the General Fund subject to reimbursement from Measure C Fund 1060 to cover the cost of the camera surveillance system. Staff is requesting Council approve the below budget amendment to increase the budget for CIP GG 19- 07 Citywide Surveillance System.
Increase Transfer Out
1060- 9900-90- 9010 $ 142, 896
Increase Transfer In
3010- 9900- 393- 00 GG 19- 07 $ 142, 896
Increase Appropriation
3010- 8000- 430- 37- 00 GG 19- 07 $ 142, 896
ATTACHMENTS:
A. A Resolution Approving an Agreement for a Rapid Emergency Response System and Related Budget Adjustment for CIP GG 19- 07 Citywide Surveillance Systems
CITY MANAGER' S REPORT: MARCH 11, 2024 PAGE 4
APPROVE AN AGREEMENT FOR A RAPID EMERGENCY RESPONSE SYSTEM
AND RELATED BUDGET AMENDMENT
APPROVALS:
andes Date
Information Systems Director
Cari Jam
Finance ' d' ector
09-1- q
Date
02/za?& l
Mich' el King Date
Assistant City Manger
2/%/ Z0Z4
Salvador Navarrete Date
City Attorney
St en J. Salvatore
City Manager
3• (0.24
Date
RESOLUTION NO. 24 -
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP TO APPROVE
AN AGREEMENT FOR THE RAPID EMERGENCY RESPONSE SYSTEM WITH
COMMAND AND CONTROL AND RELATED BUDGET AMENDMENT
WHEREAS, the current system for emergency rapid response is reaching end of life and this is causing a delay in response when City staff uses the panic buttons; and
WHEREAS, the current system is not currently in compliance with recommendations from Federal Emergency Management Agency ( FEMA) nor Department of Justice ( DOJ); and
WHEREAS, a new upgraded system for rapid emergency response will improve the security infrastructure and enhance safety by reducing the response time in emergency situations; and
WHEREAS, this rapid emergency response system uses a variety of devices such as panic buttons, pull switches and strobe lights to quickly alert the occupants of the building that an emergency is occurring and how to safely exit the building; and
WHEREAS, the system will simultaneously alert police and medical personnel to respond to the building. The rapid emergency response system allows for communication through a control panel to communicate internally to the entire building at once; and
WHEREAS, details of the system are not published to prevent potential security threats and malicious activity; and
WHEREAS, funds for this were not budgeted and staff is requesting a budget amendment of $ 142, 896 to increase CIP GG 19- 07 Citywide Surveillance System to cover the expenses.
NOW, THEREFORE, BE IT RESOLVED, the City Council of the City of Lathrop does hereby approve of an agreement for the rapid emergency response system with command and control and related budget amendment of $ 142, 896.
The foregoing resolution was passed and adopted this 11th day of March 2024, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney