September 26, 2023
Agenda Item No. 9
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Jeff Boyles, Fire Chief - 949-644-3101, [email protected] PREPARED BY:
Raymund Reyes, Administrative Manager, [email protected]
PHONE:
949-644-3352
TITLE:
Purchase of Phoenix G2 Fire Station Alerting Systems
ABSTRACT:
Fire station alerting systems notify all personnel within a station of an incident via any combination of audible alarms, lights and/or digital communications. These systems are found in the City of Newport Beach’s (City) eight stations and Lifeguard Headquarters and are typically linked with a Computer Aided Dispatch (CAD) system. A new alerting system manufactured by US Digital Designs, Inc., called the Phoenix G2 (G2) was purchased and installed in 2019 following the construction of the Corona del Mar Fire Station No. 5. The recently completed Lido Peninsula Fire Station No. 2 also received the system. The G2 system has proven successful and offers benefits over the system currently being used in other stations. Funding to upgrade the remaining stations and Lifeguard Headquarters with this system was approved as part of the Fiscal Year 2022-23 Capital Improvement Program (CIP) Budget, which has been carried-over to Fiscal Year 2023-24. Staff is now requesting approval to purchase additional G2 systems.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve the single source selection and purchase of US Digital Designs, Inc. Phoenix G2 Fire Station Alerting Systems for Fire Stations 1, 3, 4, 6, 7, 8 and Lifeguard Headquarters for a total cost of $322,079.60, and authorize the City’s Finance Department to issue the Purchase Order.
DISCUSSION:
The Fire Department has relied on a Westnet, Inc. manufactured station alerting system for over 25 years. It provides a zoned electronic system that uses alerting modules for visual (lights) and audio (speaker) notifications. However, the City’s Information Technology (IT) Division has no ability to perform any maintenance or troubleshooting; any system modification or repair requires manufacturer support or service due to its proprietary nature.
During the construction of the new Corona del Mar Fire Station No. 5, the Fire Department and IT Division sought out alternative, more modern alerting systems. Based on research and review of existing systems, including those used by neighboring agencies, the City requested proposals from several manufacturers, including the incumbent firm. The G2 system manufactured by US Digital Designs, Inc. (USDD) stood out due to its improved technology, including low bandwidth and web-based access, and parts availability. The G2 system incorporates light and audio notifications using strobe lights and speakers as well as additional visual features using tv monitors and LED message signs. It is also capable of email and text notifications through a mobile application. Most importantly, IT Division staff can quickly troubleshoot the system and provide support or repairs without having to rely on outside service technicians, since components consist of “off-the-shelf” components.
The City Council approved the purchase in 2019 and the system was installed in Corona del Mar Fire Station No. 5. The system performed well, and another system was purchased and installed at the new Lido Peninsula Fire Station No. 2. In order to upgrade the remaining stations and establish a single platform, staff is requesting the single source purchase of G2 systems for Stations 1, 3, 4, 6, 7, 8, and Lifeguard Headquarters, for a total cost of $322,079.60. Staff will prepare a bid for the installation and low voltage cable work following the procurement of the equipment.
FISCAL IMPACT:
Sufficient funding for this purchase is available from the Public Works Department Capital Improvement Program (CIP) budget. Expenses will be charged to the Fire Station Alerting system Project Account, 01201925-980000-23M11.
Account Description Account Number Amount
General Fund – Fire 01201925-980000-23M11 $ 322,080
Station Alerting System __________________
Total: $ 322,080
Vendor Purpose Amount
US Digital Designs Equipment Purchase $ 322,080
__________________
Total: $ 322,080
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A – US Digital Designs Phoenix G2 Alerting System Quote 9-3
9-1
Purchase of Phoenix G2 Fire Station Alerting Systems
September 26, 2023
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