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SUBJECT:
FISCAL
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SUMMARY:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR/PUBLIC SERVICES AND INFRASTRUCTURE DECEMBER 5, 2023
PURCHASE OF NEW PUBLIC SAFETY COMMUNICATIONS CENTER
CONSOLES AND STORAGE FOR NEW PUBLIC SAFETY BUILDING
EXPENSE: $ 237,031.14 TOTAL PURCHASE PRICE OF FURNITURE BUDGETED: $2,123,310.00 PROJECT CONTINGENCY BUDGET
In 2020, the City began planning to construct the public safety building which would include a new Public Safety Communications Center (the "Center"). As a result of creating a new space for the Center, new consoles and storage space are necessary to outfit the new space to provide first responder services for the City's police, fire and emergency medical service functions. When the City's fire department was created in 2020, several enhancements were made to the existing Public Safety Communications Center. These changes included adding additional staffing per shift, adding additional monitors at each console workstation, and upgrading and integrating software to allow for functionality across all public safety disciplines. With the new Center now being constructed at a separate location, additional furniture is necessary to accommodate the daily operations and Staff.
The consoles are recommended to be purchased from Russ Bassett for 9-1-1 Equipment & Services (Russ Bassett). Per the City's existing purchasing and contract guidelines, the City may "piggyback" onto existing government contracts previously awarded through a competitive bidding process. The Houston -Galveston Area Council of Governments awarded a contract to Russ Bassett for communications centers. Accordingly, the City is now able to utilize the aforementioned competitive bidding process results for its own procurement process. The console purchase costs associated will be funded by the public safety building project's contingency account.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the sales contract with Russ Bassett for 9-1-1 Equipment & Services, totaling $237,031.14 for the purchase of equipment, delivery, and installation of eight (8) public safety communications center consoles, personal storage, and storage drawers from the public safety building project's contingency account; and
1.g.
Dec. 05, 2023
City Council Agenda
December 5, 2023
2. Authorize the City Administrator and/or his designee to execute all the necessary documents, in a form approved by the City Attorney.
DISCUSSION:
In July 2020, the City began providing its residents with fire and emergency medical services through the Placentia Fire and Life Safety Department and Lynch Ambulance. As a result of providing these additional services, several enhancements were made to the City's Public Safety Communications Center. These changes included adding additional staffing per shift, adding additional monitors at each console workstation, and upgrading and integrating software to allow for functionality across all public safety disciplines.
As part of now providing all City -operated public safety services (police, fire, EMS), the current Public Safety Communications Center now staffs three (3) to four (4) dispatchers at any given time. By providing additional consoles within the new Center facility, there will be additional space available for the on -duty supervisor to monitor daily operations as well as any trainees.
Thus, Staff is seeking to purchase and install eight (8) consoles within the new Communications Center as well as personal storage space for each employee, and storage drawers to house confidential paperwork. The new consoles will allow for monitors to be displayed similarly at each workspace, allow for climate control at each position, and provide the employees with ample desk space to be able to carry out required daily tasks.
The consoles are recommended to be purchased from Russ Bassett for 9-1-1 Equipment & Services. Russ Bassett is the City's current console provider and Placentia IT, Orange County Radio Communications, and AT&T 9-1-1 technicians are familiar with their operation and setup.
Russ Bassett is also an industry leader in 9-1-1 public safety console furniture.
FISCAL IMPACT:
Per Placentia Municipal Code Section 3.08.070(3)/(4), the City is allowed to procure goods or services outside the formal bidding process when the item can be obtained from a cooperative purchasing program or from vendors awarded contracts after a competitive bid process established by another governmental agency. The City utilizes this practice for the purchase of most of its Targe purchases, including other public safety equipment. In addition to outlining the specific equipment that the Communications Center will need, the unique sourcing of the equipment purchase, and installation was also identified. The Houston -Galveston Area Council of Governments (H -GAC) maintains publicly bid contracts for various types of equipment and materials purchased by local governments. Any local government can piggyback off the set unit bid pricing contained within these agreements. H -GAC awarded a 9-1-1 Equipment & Services contract to Russ Bassett which is valid through June 30, 2025. Russ Bassett has provided fixed unit pricing for all consoles recommended. Numerous local communications centers have purchased some of their communications furniture and equipment through the H -GAC program.
City Council Agenda
December 5, 2023
The equipment project proposal (Attachment 1) for all eight (8) consoles, personal storage space, and storage drawers delivery and installation for the new Communications Center totals $237,031.14. A maximum amount is utilized as the cost for the equipment noted above does include sales tax, which is calculated and applied at the time of taking delivery from the manufacturer. The recommended actions include authorization for the City Administrator to authorize the maximum amount of $237,031.14 for the purchase. Funding for this purchase will come from the Public Safety Building's project contingency account.
Prepared by:
.1.
ie Acosta -Rey
unications Manager
Reviewed and approved:
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David Radomski
Sergeant — It / Special Projects
Reviewed and approved:
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Luis Estevez
Deputy City Administrator
Attachments:
1. Russ Bassett Project Proposal
2. HGACBuy Contract Information
Reviewed and approved:
Rosanna Ramirez
Deputy City Administrator
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
Damien R-Affula`'-==a.
City Administrator