City Council
Report
City Council Meeting: August 23, 2022
Agenda Item: 5.I
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To: Mayor and City Council
From: Danny Alvarez, Fire Chief, Fire Department
Subject: Award RFP 304 to Locality Media LLC (DBA First Due) for Preplan, Fire Inspection and other Fire Related Records Management Software for the Fire Department
Recommended Action
Staff recommends that the City Council:
1. Award RFP 304 to Locality Media LLC (DBA First Due) for Preplan, Fire Inspection, and other Fire related records management software for the Fire Department
2. Authorize the City Manager to negotiate and execute an agreement with Locality Media LLC, in an amount not to exceed $340,000, that includes $20,000 in contingency for a five-year term, and with future years funding contingent on Council budget approval.
Summary
The Santa Monica Fire Department (“SMFD”) responds to approximately 17,000 calls for service annually, including responding to fire, medical, and other emergencies. The Department currently responds from five stations utilizing seven front-line engines, one staffed aerial ladder truck, one Hazardous Materials Unit, one Urban Search and Rescue Unit, one Aircraft Rescue Firefighting Unit, and one Battalion Chief Command Vehicle. The Fire Prevention Division completed 5,482 annual inspections in FY2021-
22. The Department utilizes approximately forty iPads and thirty cell phones to perform daily services. Locality Media LLC DBA First Due has been selected as the best bidder to deliver to SMFD a software application that provides an automated preplanning user interface that can be viewed by responding units based on the address of an incident and can also provide electronic fire inspection capabilities. 2 of 4
Discussion
SMFD was in need of a solution that could provide situational awareness by displaying a list of all current active incidents and could provide push notifications to all SMFD employees. This software would provide users with any relevant pre-incident plans associated with the building, then push notifications to department mobile devices. This is important for Fire Department personnel to determine the resources and actions necessary to mitigate anticipated emergencies at a specific facility. The First Due software will interface with the City’s Computer aided Dispatch (CAD) System and can provide real-time data to Fire first responders.
The First Due solution will allow Fire Prevention personnel to:
• access all of the City’s current fire inspection data • conduct in-the-field electronic inspections of various occupancies • create an inspection report following the inspection with capability to print or send to the customer electronically
• create, issue and track annual permits
• create analytical reports for inspections, permits and invoicing data First Due’s improved inspection reporting functionality will allow inspection data to be transmitted to the third-party biller in real time improving efficiencies and collection capacity. The software has automated functionality that can export billing data to the City’s Tyler Munis Enterprise Resource Provider which will allow for the automated processing of inspection invoices. This software is also compatible with the existing iPad tablet devices owned by the Fire Department.
Bidder Recommendation
Best Qualified Firm Locality Media LLC DBA First Due
Evaluation Criteria The following criteria was used to determine best qualified firm: experience and ability to perform, project approach, value added/breadth of service, and virtual demonstration of software functionality.
Municipal Code SMMC 2.24.190
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Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
01/27/2022 City's Online
Bidding Site
Santa Monica Daily Press 4 02/14/2022
Submittals Received
Locality Media LLC DBA First Due
Advanced Problem Solving
Best Bidder Justification
Locality Media LLC DBA First Due is deemed the best bidder due to their experience with other fire agencies, their aptitude to articulate their ability to perform the scope of work, the identified project approach, and their virtual demonstration of software functionality which exhibited their value added and breadth of services provided.
The second bidder, Advanced Problem Solving was scored as a non-responsive bidder since they could not perform the scope of work as detailed in the Request for Proposal specifications.
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Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award an agreement with Locality Media LLC DBA First Due for Preplan, Fire Inspection and other Fire related records management software services. Future years funding is contingent on Council budget approval.
Agreement Request
FY 2022-23 Budget Request Amount Operating Account # Total Contract Amount $58,683 01190001.529230 $340,000
Prepared By: Terese Toomey, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. First Due Oaks Initiative Form