4 8
1 1
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Information Technology
Meeting Date: November 12, 2024
Report #:2409-3524
TITLE
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
RECOMMENDATION
Staff recommends the City Council approve and authorize the City Manager or their designee to execute the Tri-Cities Consortium Contract (Attachment A) with Sun Ridge Systems, Inc., for a Computer Aided Dispatch System for a term of five (5) years and a total amount not-to-exceed $339,857. This represents Palo Alto’s share of the costs as shared with the cities of Mountain View and Los Altos.
EXECUTIVE SUMMARY
A Computer Aided Dispatch (CAD) system facilitates incident response and communication.
CAD systems, in many cases, are the first point of entry for information regarding an incident.
Typical CAD system functions include resource management, dispatching, unit status management, call disposition, interfacing with mobile data computers (MDCs), and interfaces with external local, state, and federal information systems.
BACKGROUND
In 2008, the City Managers of Los Altos, Mountain View, and Palo Alto agreed to a broad initiative of sharing public safety technology as a method to conserve resources, improve response times, increase the resiliency and the redundancy of these critical systems, and to enhance interoperable communications between first responders in the three cities. This initiative presented the “virtual consolidation” concept and the framework to share public
4 8
1 1
safety technology and communication systems. In 2012, the Tri-Cities Consortium was formed by agreement1.
The Consortium collaborated to cost share the purchase of Communications systems, jointly procured a Computer Aided Dispatch (CAD) and Records Management System (RMS) through Intergraph Corporation. The CAD system was implemented in 2013.
In 2020, the Consortium purchased Sun Ridge’s Police Records Management System (RMS)2.
The CAD license was purchased as part of the project to allow the department to collect state- mandated Racial and Identity Profiling Act (RIPA) data, pursuant to AB 953, using Sun Ridge’s call for service module.
ANALYSIS
Procurement Process
In July 2023, the City of Los Altos, acting as the Contractual Agent of the Consortium, issued a Request for Proposal (RFP) for a new Computer Aided Dispatch system. Palo Alto Municipal Code (PAMC) 2.30.360(j) allows for an exemption from competitive solicitation requirements for cooperative purchases with one or more other public agencies, provided the services are solicited using methods substantially similar to the City’s. The City of Los Altos has a public procurement procedure consistent with Palo Alto and the Consortium followed those procedures in the review and election of a CAD vendor. Three proposals were received in response to the RFP. Palo Alto Police, Fire, and Information Technology staff carefully reviewed each firm’s qualifications and submittal in response to the criteria identified in the RFP.
The Consortium created a committee consisting of employees at all levels and positions within the three citys’ police and fire departments. The committee was tasked with carefully reviewing each firm’s qualifications and submittals in response to the criteria identified in the RFP. The committee assessed each proposal via an assessment point rating scale based on quality and completeness of the proposal, functionality and performance of the solution, methodology and proposed approach to project management, implementation and training, experience, financial stability, record of performance, customer support, and compliance with applicable laws, regulations, and policies. The committee also assessed the following: compliance to essential features and interface needs, level of service and responsiveness, cost of implementation and maintenance, and proposer’s willingness and ability to negotiate a contract acceptable to each city. Sun Ridge Systems, Inc. (Sun Ridge) was recommended by the committee as the preferred 1 City Council, February 21, 2012; Agenda Item #6, SR#1829 https://www.cityofpaloalto.org/files/assets/public/v/1/from-archive/agendas-minutes-reports/reports/city- manager-reports-cmrs/2012/id-1829.pdf
2 City Council, November 30, 2020; Agenda Item #9, SR#11763 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports- cmrs/year-archive/2020-2/id-11763.pdf
4 8
1 1
solution due to the quality of their services, the experience of their staff, and their ability to provide future services. The cities of Los Altos, Palo Alto, and Mountain View’s staff have reviewed and recommend the approval of the agreement.
FISCAL/RESOURCE IMPACT
Palo Alto’s fees for this project are shared by the Consortium and charged at 37.96% of the total cost. These costs are allocated according to the City and Stanford’s population statistics from 2020, as agreed in the Tri-Cities Consortium Memorandum of Understanding. The full portion of the Sun Ridge contract, including the first year’s annual maintenance fees for Palo Alto, will be $339,857. The total purchase will be $789,966, divided between the three cities, based on population. The cost for Palo Alto's portion of the installation and implementation is $243,787 (first-year costs) and is expected to complete in late FY 2025. As with any new system, integration with existing platforms will be necessary for continuity of operations. Staff are aware that these interfaces with existing and planned interfaces require additional resources to ensure this new system meets all the multi-departmental requirements for operation.
The FY 2025 Adopted Capital Budget included the full funding necessary for the implementation for this project under project TE-23000. Ongoing support costs are anticipated beginning in FY 2026 at an annual cost of approximately $24,000, with maintenance costs increasing 5% annually. Funding for maintenance of a CAD system is already budgeted annually in the Information Technology Department and the costs are allocated to the Police Department. This practice will be continued in future budget cycles, subject to City Council approval.
The Consortium has included a payment schedule, both in the RFP and the attached Sun Ridge contract. Mountain View is the Fiscal Agent for this project and will submit invoices to Palo Alto as the project progresses through to completion.
STAKEHOLDER ENGAGEMENT
This contract was evaluated and agreed to by the cities of Los Altos, Mt View, and Palo Alto. In addition, the contract was reviewed and coordinated with internal departments including legal, procurement, and financial functions to ensure alignment with City policies and procedures.
4 8
1 1
ENVIRONMENTAL REVIEW
These services do not constitute a project for the purposes of the California Environmental Quality Act.
ATTACHMENTS
Attachment A: Sun Ridge Systems, Inc. Software and Services Agreement APPROVED BY:
Darren Numoto, Chief Information Officer