City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: MARCH 7, 2023 FROM: FIRE DEPARTMENT WARDS: ALL
SUBJECT: FIVE-YEAR AGREEMENT FOR FIRST-IN ALERTING MAINTENANCE AND SERVICES WITH WESTNET, INC., IN THE AMOUNT $316,694 FOR ONSITE MAINTENANCE, REPAIR, AND TECHNICAL SUPPORT OF THE FIRE STATION ALERTING SYSTEM ISSUES:
Approve the Agreement for First-In Alerting Maintenance and Services with Westnet, Inc., in the amount of $316,694 for onsite maintenance, repair, and technical support of the fire station alerting system for a five-year term ending on December 13, 2027.
RECOMMENDATIONS:
That the City Council:
Approve the Agreement for First-In Alerting Maintenance and Services with Westnet, Inc., in the amount of $316,694 for onsite maintenance, repair and technical support of the fire station alerting system for a five-year term ending on December 13, 2027; and Authorize the City Manager, or designee, to execute the maintenance services agreement with Westnet Inc., including making minor and non-substantive changes.
BACKGROUND:
The City of Riverside Fire Department (RFD) currently utilizes the First-In Fire Station Alerting System to receive notifications for emergency responses. The alerting system is specifically designed to reduce response times by utilizing advanced technology and allows RFD to quickly respond and provide emergency services to Riversides community.
On August 14, 2007, Riverside City Council approved the purchase of and authorized the Purchasing Manager to issue a purchase order to Westnet in the amount of $81,717.31 for the “First-In” station alerting system for the Arlington Fire Station.
DISCUSSION:
Currently all 14 RFD fire station have the First-In Fire Station Alerting System installed from Westnet, Inc. including onsite maintenance, repair, and service to be scheduled as needed. The proposed five-year maintenance service agreement would renew the current comprehensive preventative maintenance program.
Purchasing Resolution No. 23914, Section 702(u) Acquisition of Services, states that, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(u) When the Procurement is for the renewal of maintenance, license(s), support, or a similar need for existing technology systems, including hardware, and the items are procured from the vendor/seller that was originally selected based on the City’s procurement standards, provided that 1) the vendor has been used consecutively since then and 2) if there are any non-substantive changes to the procurement, the Manager is satisfied that the best price, terms and conditions have been negotiated”.
Westnet is the inventor, manufacturer and sole provider of the First-In Fire Station Alerting System installed in all 14 RFD stations. They hold numerous patent and registered intellectual property rights for their product and are the only maintenance provider for their system. It is critical for RFD operations that the First-In Fire Station Alerting Systems to be properly maintained and operational.
The Purchasing Service Manager concurs that the recommended actions are compliant with Purchasing Resolution No. 23914, Section 702(u).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 2 – Community Well-Being and Goal No. 2.6 – Strengthen community preparedness for emergencies to ensure effective response and recovery.
Community Trust – Funds used will maintain and service the First-In Alerting system, which allows for a quick alert to our fire station for emergency incidents in all Wards.
Equity – Every City of Riverside Fire Station has the First-In Alerting system, which allows for a quick alert to our fire station emergency responses within all areas of Riverside.
Fiscal Responsibility – Maintaining a service contract prevents emergency repairs and maintenance to the Fire Station alerting system, which prevents unplanned repairs of equipment.
Innovation – The First-In Alerting system is the most contemporary fire station alerting system and provides for a quick and organized Fire Station alerting for Fire Department personnel.
Sustainability & Resiliency – The funding for the First-In Alert system will continue play a part in keeping the Fire Department response times within the current and future requirements allowing the organization to provide exceptional service well into the future.
FISCAL IMPACT:
The total fiscal impact associated with the approved maintenance services agreement with Westnet, Inc. is a total of $316,694 over the 5-year term of the contract, or $63,338.80 per year. Sufficient funding for is budgeted and available in the General Fund, Fire Operations, Professional Services Account No. 3510000-421000.
Prepared by: Michael D. Moore, Fire Chief
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Mike Futrell, City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Agreement for First-In Alerting Maintenance and Service Westnet Agreement ● Page 2