City Council
Report
City Council Meeting: March 19, 2024
Agenda Item: 5.J
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To: Mayor and City Council
From: Matthew Hallock, Fire Chief, Fire Department
Subject: Award Bid to Intterra for Los Angeles Area Fire Chief’s Association (LAAFCA) Mapping Solution
Recommended Action
Staff recommends that the City Council:
1. 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;
2. Award RFP# 383 to Intterra, LLC to provide a cloud-based common operating platform to share data across multiple computer-aided dispatch systems across the region for the Los Angeles Area Fire Chief’s Association; and
3. Authorize the City Manager to negotiate and execute an agreement with Intterra, LLC, in an amount not to exceed $789,251 (including a $60,000 contingency) for 2 years, with one additional 3-year renewal option in the amount of $1,346,479 (including a 15% contingency), for a total amount not to exceed $2,135,730 over a 5-year period, with future year funding contingent on grant funding and Council budget approval.
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. With funding from the 2022 Urban Areas Security Initiative (UASI) grant and future grants, the Santa Monica Fire Department (SMFD) will procure and maintain the software product. Staff recommends approval of an agreement with Intterra in an amount not to exceed $2.1 million over a five-year period.
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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
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.
The annual costs and funding sources for the proposed award to Intterra are shown in the table below. The first two years include a total contingency of $60,000 and are fully funded from the 2022 UASI grant (approximately $790,000 is dedicated for this project), which the Council awarded to SMFD and to the Information Services Department on 3 of 5
May 23, 2023 (Council Item 5K). The first renewal option for three years is subject to receiving additional grant funding and contains a 15% contingency. While grant funding is unpredictable, this project is connected to the national priorities identified in the UASI guidelines, which include the enhancement of regional preparedness and capabilities in high-threat, high-density areas. The proposed agreement with Intterra will be contingent on future grant funding. Since Intterra is providing a Software-as-a-Service (“SaaS”) solution, the City would not renew the annual subscription if grant funding became unavailable in future years.
Cost Source
Year 1 $405,454 2022 UASI Year 2 $383,797
Year 3 $427,122 Subject to Grant
Funding Year 4 $448,455
Year 5 $470,902
Total $2,135,730
Vendor Selection
Bidder Recommendation
Best Bidder Intterra, LLC
Evaluation Criteria Cost of services, cost control, startup and ongoing fees; Ability to meet work plans and timelines; Product demonstration and functionality; References; Experience/ Technical competence.
Municipal Code SMMC 2.24.180
Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
10/09/2023 City's Online
Bidding Site
Santa Monica Daily Press 67 11/27/2023
Best Bidder Justification
After a competitive process that was vetted by both the Los Angeles City Mayor’s Grant Office and the City of Santa Monica Purchasing Agent, three vendors responded to the RFP. However, only two vendors submitted responses that were then evaluated by a cadre of regional public safety professionals. Upon evaluation, Intterra was Responses to RFP
CentralSquare Technologies McMaster Carr Supply Intterra, LLC 4 of 5
selected based on the collective evaluation factors contained within the RFP. One of the factors included overall project cost that detailed a significantly lower cost than the other proposal.
Environmental Review
The award to Intterra is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines.
The contract is covered by the commonsense exemption 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 agreement is for a 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.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Miscellaneous Grants Fund to award an agreement with Intterra, LLC to provide a cloud-based common operating platform to share data across multiple computer-aided dispatch systems across the Los Angeles region.
Agreement Request
Current Year
Request Amount
Amount for
Future Years
FY 2023-24 Budget
Department Account # Total Amount
Years 1-2 $365,307 $383,797 20190001.55518G $749,104
$40,147 $0 20140001.55518G $40,147
Years 3-5
$1,346,479 Pending Grant
Award $1,346,479
Total Award Amount $2,135,730
Future year funding is contingent on Council budget approval. Future year expenditures are also contingent on SMFD being awarded additional Urban Area Security Initiative grant funds via LAAFCA. If SMFD is not awarded these grant funds, SMFD is not obligated to fulfill the agreement with Intterra.
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Prepared By: Jonathan Tang, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. Oaks_Initiative-_Intterra
B. Levine Act Disclosure Form-Intterra