Dear Mayor and Council Members,
On behalf of City Manager Ed Shikada, please see staff responses below for questions from Council Member Tanaka on the Tuesday, November 12 Council Meeting.
Item 6: Approval of the Tri-Cities Consortium Computer Aided Dispatch System Software Agreement with Sun Ridge Systems Inc. in an Amount Not to Exceed $339,857 for Five Years to Implement a New Computer Aided Dispatch System for the Communications Departments of Palo Alto, Mountain View, and Los Altos; CEQA Status - Not a Project
1. The contract’s 5% annual increase in maintenance fees represents a substantial cumulative cost over five years, yet the proposal does not specify what value these increases provide beyond standard support and updates. Given the significance of this ongoing financial commitment, what assurances are in place to confirm that each increase translates into clear service enhancements? Ensuring a transparent fee structure linked to measurable improvements would allow the City to better assess the long-term value of this investment.
Staff response: During Sun Ridge’s annual conference, the vendor presented the system enhancements and new interfaces they are in the process of developing, many of which the Consortium is interested in pursuing. While this development is not linked to any measurable improvements, the long-term value of said improvements would align with the 5% annual maintenance increase. For Palo Alto, the 5% maintenance increase is $11,200 over the length of the contract.
2. Integration with existing platforms is critical to the effectiveness of this CAD system, especially within the highly coordinated realm of public safety. The current proposal, however, does not include a detailed integration assessment or technical plan, leaving potential gaps in compatibility and cost projections. What specific measures have been taken to ensure full compatibility with Palo Alto’s existing infrastructure, and what contingency plans are in place should integration challenges arise? A comprehensive integration plan would be essential to prevent costly delays and maintain the integrity of public safety operations.
Staff response: As with any new system, integration with existing platforms will be necessary for continuity of operations. The RFP detailed the interfaces used by all three cities and were reviewed at length during both the virtual and in person demonstrations conducted by Sun Ridge. In addition, the Consortium sent out technical questionnaires to existing Sun Ridge customers requesting information regarding Sun Ridge’s ability to
implement and maintain their CAD system and any interfaces to said system. Sun Ridge will provide the Consortium with a project implementation plan, to include interface testing and development. In the event integration challenges arise, the Consortium would hold off on the contract’s final acceptance milestone payment (25% of contract amount), until such time as all interfaces were complete and functional. As noted in the staff report, staff are aware that there are interfaces with existing and planned interfaces that will likely require additional resources to ensure this new system meets all the multi-departmental requirements prospectively for operation.
3. This contract limits the vendor’s liability for indirect or consequential damages, potentially shifting a significant amount of risk onto the City should the system underperform or fail. In light of the critical role of a CAD system in emergency response, what additional safeguards or performance-based penalties are being considered to ensure that the vendor remains accountable for meeting operational standards? Strengthening vendor accountability would protect the City from unanticipated financial and operational risks associated with system performance issues.
Staff response: In the event of indirect or consequential damages conducted by Sun Ridge, the Consortium would seek financial restitution through negotiations and/or legal measures.
4. The cost-sharing model in this proposal is based solely on population across the Tri-Cities Consortium, with Palo Alto responsible for 37.96% of the expense.
However, there is no information linking this cost to actual system usage, anticipated benefits, or operational demand. Has an analysis been conducted to verify that Palo Alto’s contribution accurately reflects its expected usage, and if not, would a model based on specific usage metrics provide a more equitable allocation? A clearer justification of the cost distribution would help ensure a fair financial commitment aligned with actual benefit.
Staff response: Sun Ridge calculates CAD costs based on the population served. The current Memorandum of Understanding (MOU) between Los Altos, Mountain View, and Palo Alto details the cost allocation calculation for the CAD system. As per the agreement, if the vendor’s cost is determined by population, each city’s share of the total project cost shall be calculated by using the following formula: (1) each city shall pay a one-third (1/3) share of fifty percent (50%) of the total project cost and (2) each city shall also pay a proportionate share of the remaining fifty percent (50%) of the total project cost. This proportionate share shall be calculated based on the ratio of population served by each city to the total population served by the system using 2020
census statistical information. The population of the Stanford community is included in the population for Palo Alto.
5. The proposal places extensive implementation responsibilities on the City’s IT department, requiring significant staff time and technical support for system setup and configuration. Given the current workload of the IT department, has an assessment been conducted to determine if additional staffing or vendor support will be necessary to prevent delays and avoid impact on other City projects? Addressing these resource demands in advance would help ensure a smooth, timely deployment of the system without overburdening City personnel.
Staff response: During the CAD RFP process, the City’s IT department was contacted regarding the potential of Palo Alto hosting CAD (the existing Hexagon CAD system is hosted by Mountain View) in the event Sun Ridge was selected as the vendor. Palo Alto currently hosts the Consortium’s Sun Ride Records Management System (RMS). The CAD system will use the same database and application servers as the existing RMS system. As such, Palo Alto will not need to add new servers.