City Council
Report
City Council Meeting: September 10, 2024
Agenda Item: 5.B
1 of 5
To: Mayor and City Council
From: Matthew Hallock, Fire Chief, Fire Department
Subject: Approval of First Agreement Modification with Intterra, LLC for Cloud-Based Common Operating Platform to Share Data Across Computer-Aided Dispatch Systems
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a first modification to SaaS Agreement #11550 in the amount of $154,000 with Intterra, LLC to provide a cloud-based common operating platform to share data across multiple computeraided dispatch systems across the region for the Los Angeles Area Fire Chief’s Association. This will result in a two-year amended agreement with a new total not to exceed amount of $943,251 and a total compensation not to exceed $2,289,730 should the City exercise its right to extend the agreement for the option term. Future years funding is contingent on Council budget approval and Federal Emergency Management Agency Homeland Security Grants;
2. Authorize budget amendment as outlined in the Financial Impacts & Budget Action section of this report (requires 5 votes); and
3. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Summary
The Los Angeles Area Fire Chief’s Association (LAAFCA) represents all 29 Fire Departments and over 9,000 firefighters within Los Angeles County. The development of a common situational awareness tool has been a longstanding desire of the region’s fire chiefs. This project will connect all computer-aided dispatch (CAD) systems in the region and provide real-time data to dispatch centers and fire departments. The Santa Monica Fire Department (SMFD) was asked by LAAFCA to procure and maintain the software, which is entirely funded by grant funds. The Santa Monica City Council 2 of 5
approved entering into an agreement with Intterra, LLC on March 19, 2024 to provide the necessary CAD software. Since then, additional grant funds have become available and they must be used by SMFD within the next twelve months. As a result, staff recommends that Council authorize a first modification to the City’s agreement with Intterra, LLC to increase the amount of the agreement by $154,000. These additional funds may be used to purchase additional system integrations, maintenance, and annual software licenses. The modified agreement will have a new not to exceed amount of $943,251 over two years, with a total not to exceed amount of $2,289,730 over five years if the three-year renewal option is exercised.
Discussion
The Los Angeles Area Fire Chiefs’ Association (LAAFCA) requested that the Santa Monica Fire Department (SMFD) assist with the procurement of a secure cloud-based mapping portal for the operational area to be used for all hazard operational situational awareness, incident management, pre-planning, and reporting/analytics. This software will have the ability to display all Fire service-related CAD data in a single mapping solution. The mapping solution would include:
• Unit and call locations
• Unit status / availability
• Hazard areas / high risk locations
• Integrated Preplans from software such as FirstDue
• Integrated preplans from existing PDF files
• Integrated incident management tools such as Tablet Command • Integrated Incident Action Plans
• Ability to integrate with previously established mapping tools owned and operated by Cal OES
• Data analytics in regard to calls for service, response times, call volume and call type
• Integration with existing WiFire and FIRIS situational awareness / predictive mapping tools
3 of 5
The purpose of this project is to provide a secure, cloud-based common operating platform that allows for seamless data sharing across multiple CAD systems within the region in real time. It is expected that most of the fire departments in LAAFCA will join the project immediately.
On March 19, 2024, Council approved the original agreement with Intterra for $789,251 for two years. This entire project will be funded with FEMA Homeland Security grants funds. There is no local match required and no General Fund monies will be spent on the project.
To date, Intterra has begun the integration process with CAD systems in Verdugo Fire Communications Center, Redondo Beach Fire, Torrance Fire, Los Angeles County Fire, Long Beach Fire, and Santa Monica Fire. Santa Monica Fire benefits from the overall system and will be able to create data dashboards, access real-time situational awareness, and access county-wide real-time data to ensure interoperability. These systems are being integrated simultaneously to ensure grant funds will be spent within the performance period.
In the intervening months since the original agreement was executed, SMFD has received an additional $54,000 in 2022 State Homeland Security Program grant funds.
This would fund another two CAD system integrations. Because the 2022 SHSP grant has a performance period of September 1, 2022 to May 31, 2025, time is of the essence to utilize these additional grant funds and start the CAD integration with additional agencies. These grant funds cannot be spent on other projects or SMFD-specific projects only and must be spent on this data-sharing platform. Staff also recommends approving an additional $100,000 in contract contingency, pending more grant funding, which will increase the contract amount to $943,251 over two years. The City of Los Angeles Mayor’s Office, which administers the grant funds, would notify Santa Monica if neighboring cities were unable to spend their grant awards and negotiate with Santa Monica on the grant amount and scope. If the City exercises its option to extend the agreement, the proposed modification will result in a total not to exceed contract amount 4 of 5
of $2,289,730 over five years. If additional grant funds become available, staff will utilize those funds to purchase additional system integrations, maintenance, and annual software licenses.
Environmental Review
The first modification to the Intterra agreement is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines, which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The modification increases the amount of the SaaS which is a subscription-based software solution that will be shared across multiple fire agencies and dispatch centers. Therefore, it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
Past Council Actions
Meeting Date Description
03/19/24 (Attachment A) Award Bid to Intterra for Los Angeles Area Fire Chief’s Association (LAAFCA) Mapping Solution
Financial Impacts and Budget Actions
Approval of the recommended action requires the following budget amendment.
FY 2024-25 Grant Budget Amendment
Establish Revenue Budget Appropriate Funds
Account Number(s) Amount Account Number(s) Amount
20190001.40429C $54,000 20190001.55517C $54,000
Staff seeks authority to approve funding from the Miscellaneous Grant Fund to increase the amount of agreement #11550 with Intterra, Inc. to provide a cloud-based common operating platform to share data across multiple computer-aided dispatch systems across the Los Angeles region.
5 of 5
Agreement #11550 Modification Request
Grant
Current
Authorized
Amount
FY 2024-25
Modified Request
Amount
Budget
Account # Total Amount
2022 UASI
(Years 1-2) $749,104 - 20190001.55518G $749,104
2022 UASI
(Years 1-2) $40,147 - 20140001.55518G $40,147
2022 SHSP
(Years 1-2) - $54,000 20190001.55517C $54,000
Pending
Grant Award - $100,000 Pending Grant Award $100,000
Future
UASI/SHSP
(Years 3-5)
$1,346,479 - Pending Grant Award $1,346,479
Total Award Amount $2,289,730
Future year funding is contingent on Council budget approval and the receipt of additional grant funds. If SMFD is not awarded these grant funds, SMFD is not obligated to fulfill the agreement with Intterra.
Prepared By: Jonathan Tang, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. Attachment A - March 19, 2024 Item 3J Staff Report
B. Intterra SaaS-Original Agreement
C. Oaks_Initiative-_Intterra
D. Levine Act Disclosure Form-Intterra