APPROVED AS TO FORM AND LEGALITY
___________________________
CITY ATTORNEY’S OFFICE
OAKLAND CITY COUNCIL
RESOLUTION NO. ______________ C.M.S.
RESOLUTION: (1) AUTHORIZING THE CITY ADMINISTRATOR TO
ENTER INTO A N AGREEMENT WITH IMAGE TREND LLC TO
REPLACE THE OAKLAND FIRE DEPARTMENT ’S RECORDS
MANAGEMENT SYSTEM (RMS) WITH NATIONAL EMERGENCY
RESPONSE INFORMATION SYSTEM COMPLIANT ARTIFICIAL
INTELLIGENCE POWERED FIRE AND EMS RMS SOFTWARE AT A
COST OF ONE MILLION SIX THOUSAND SIX HUNDRED AND FI FTY NINE DOLLARS ($1,006,659), FOR THE TERM OF J ANUARY 1, 2026 THROUGH DECEMBER 31, 2028, WITH THE OPTION TO EXTEND THE
AGREEMENT UP TO TWO YEARS, A T AN ADDITIONAL COST OF
THREE HUNDRED SIXTY TWO THO USAND FIVE HUND RED AND
EIGHTY FOUR DOLLARS ($362,584) AND WITHOUT RETURN TO CITY
COUNCIL, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED
ONE MILLION THREE HUNDRED SIXTY NINE THOUSAND TWO
HUNDRED AND FORTY THREE DOLLARS ($1,369,243) ; AND (2)
WAIVING THE COMPETITIVE MULTI -STEP SOLICITATION
PROCESS FOR IT CONTRACTS AND THE LOCAL/SMALL LOCAL
BUSINESS ENTERPRISE REQUIREMENT S FOR THE AGREEMENT
WITH IMAGE TREND LLC
WHEREAS, the Oakland Fire Department must comply with all mandatory emergency incident reporting requirements pursuant to the California Incident Data and Statistics (CalStats) program and the United States Fire Administration; and
WHEREAS, a fire department records management system (RMS) is a valuable source for ensuring regulatory compliance, accurate incident reporting, enhanced incident tracking and analysis, and as a resource readily available to identify relevant community risk reduction strategies based on data analysis; and
WHEREAS, by continued participation in the United States Fire Administration reporting system, the OFD can assist in analyzing the nation’s fire problem s, develop national public education campaigns, make recommendations for national codes and standards, determine consumer product failures, identify the focus for research efforts, and support federal legislation; and
2 WHEREAS, the City of Oakland (City) previously contracted with Zoll Medical for RMS s ervices, which will not support the United States Fire Administration’s new mandatory NERIS incident reporting system; and
WHEREAS, OFD has since determined through the testing of three different software platforms, the Image Trend emergency management software system w ill better meet its needs now and in the future; due to being more streamlined, having an enhanced user interface, providing an easier way to implement the new National Emergency Response Information System ( NERIS) reporting standards, and contains all the elements and components needed for a records management system to support comprehensive public safety strategies; and
WHEREAS, the Image Trend software suite is cloud-hosted and includes data and analytics tools, artificial intelligence capabilities, seamless workflows , and can be fully integrated with the Motorola Pl Computer Aided Dispatch (CAD) System and other critical public safety systems; and
WHEREAS, the Image Trend software suite is used by over 20,000 fire departments, hospitals, and ambulance companies nationwide; and
WHEREAS, the City Council hereby finds that this agreement is for services of a technical, scientific or professional nature; and
WHEREAS, the City Administrator has determined that the proposed contract is of a professional and temporary nature and shall not result in the loss of employment or salary by any person having permanent status in the competitive civil service; and
WHEREAS, Oakland Municipal Code (OMC) section 2.04.042.A requires that the City Administrator conduct a competitive multi-step solicitation process for the acquisition of any computerized or information technology (IT) systems; and
WHEREAS, OMC section 2.04.42.D provides that the City Council may waive the competitive process upon a recommendation of the City Administrator and finding and determination by the City Council that it is in the best inte rests of the City to waive the solicitation processes; and
WHEREAS, the City Council may waive the Local/Small Local Business Enterprise (L/SLBE) Program requirements, last amended by Ordinance No. 13825 CMS (January 6, 2025); and
WHEREAS, for the reasons provided above and in the agenda report accompanying this legislation, City staff’s recommends that it is in the best interest of the City to accept the internal working group’s recommendation to utilize the Image Trend software suite and waive the competitive mu lti-step solic itation process and L/S BE requirements for the contract award of this proposed IT system; and
3 WHEREAS, funding for the five -year agreement through December 31, 2030, shall not exceed $1,006,659. For the period of January 1, 2026 through December 31, 2030, funding for Image Trend services is appropriated in the FY25 – FY27 General Fund (1010) Account (55214); now, therefore, be it
RESOLVED: That the City Council finds and determines the forgoing recitals to be true and correct and hereby adopts and incorporates them into this Resolution; and be it FURTHER RESOLVED: That the City Administrator is authorized to enter into an agreement with Image Trend LLC to replace the Oakland Fire Department’s Records Management System (RMS) at a cost of one million six thousand six hundred and fifty nine dollars ($1,006,659), for the term of January 1, 2026 through December 31, 2028, with the option to extend the agreement up to two years, at an additional cost of three hundred sixty two thousand five hundred and eighty four dollars ($362,584) and without return to City Council, for a total contract amount not to exceed one million three hundred and sixty nine thousand two hundred and forty three dollars ($1,369,243); and be it
FURTHER RESOLVED: That for the reasons provided above and in the Agenda Report accompanying this legislation, City Council finds it is in the best interests of the City to waive the competitive multi-step solicitation process for IT contracts and the (L/SLBE) Program requirements, and so waives such requirements; and be it FURTHER RESOLVED: That the agreement and any subsequent amendments or extensions shall be reviewed and approved by the Office of the City Attorney for form and legality prior to execution and placed on file in the Office of the City Clerk.
IN COUNCIL, OAKLAND, CALIFORNIA,
PASSED BY THE FOLLOWING VOTE:
AYES - BROWN, FIFE, GALLO, HOUSTON, RAMACHANDRAN, UNGER, WANG, AND
PRESIDENT JENKINS
NOES –
ABSENT –
ABSTENTION –
ATTEST:
ASHA REED
City Clerk and Clerk of the Council of the
City of Oakland, California
3457216/AS