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HomeMy WebLinkAboutItem 2d: Professional Services Agreement with Blackboard Connect Inc. for Emergency Mass Notification System.DATE: February 19, 2013 TO: Honorable Mayor and City Council FROM: Kurt Norwood, Acting Fire Chief By: Barry Spriggs, Battalion Chief Fire Department SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH BLACKBOARD CONNECT INC. FOR EMERGENCY MASS NOTIFICATION SYSTEM SERVICES IN THE AMOUNT NOT TO EXCEED $30,000 FOR THE PERIOD OF MARCH 1, 2013, THROUGH FEBRUARY 28, 2014, WITH THE OPTION FOR THREE (3) ADDITIONAL ONE YEAR EXTENSIONS THROUGH FEBRUARY 28, 2017 Recommended Action: Approve SUMMARY The Fire Department recently solicited bids for a professional services agreement for a mass notification system for the City of Arcadia in order to reach residents and businesses in a timely manner in the event of a community emergency. Upon reviewing the bid documents, Blackboard Connect Inc. was determined to be the lowest responsible bidder. It is recommended that the City Council authorize and direct the City Manager to execute an agreement with Blackboard Connect Inc. in the amount not to exceed $30,000 for Fiscal Year 2012 -13. Funds have been budgeted in the FY 2012 -13 Fire Department budget. BACKGROUND During times of emergency, the ability to disseminate information to members of the public in an efficient and effective manner is critical. An emergency mass notification system, commonly referred to as a reverse 911 system, allows officials to release timely information to a large number of citizens during and after a local or regionalized emergency, such as wild fires, severe storms, or earthquakes. The system can deliver alerts, warnings, and instructions to residents and businesses using pre- recorded telephone messages, and has the capability to send text messages and a -mails to registered users. Some uses of an emergency mass notification system can include, but are not limited, to the following: Emergency Mass Notification System Services February 5, 2013 Page 2 of 3 • Evacuation orders or warnings • Boil water orders • Information on evacuation center locations or shelter sites • Debris removal information • Daily updates on the City's response to a disaster In recent years, there have been two local emergencies during which a mass notification system would have been extremely useful. During the Station Fire in 2010, the City of Arcadia utilized city personnel to hand - deliver evacuation notices and incident updates, home -by -home, to citizens that reside in the foothill portion of Arcadia. After the windstorms in December 2011, the City utilized the Arcadia Unified School District's mass notification system to disseminate warming center information as well as the mass notification system of Waste Management, the City's garbage collection provider, to inform residents about debris pickup. Since those incidents, City staff was directed to explore options for establishing an independent, City of Arcadia emergency mass notification system capable of quickly and effectively delivering pertinent messages to Arcadia residences and businesses. DISCUSSION In September 2012, a Request for Proposals was issued for a City of Arcadia mass notification system. Bid packages were sent to four (4) industry vendors, and two (2) vendors submitted a proposal: Vendor Address Cost ECN at Avtex 3500 American Blvd., Ste 300 Did not respond Bloomington, MN 55431 Nixle PO Box 2881 Did not respond Westfield, NJ 07090 Blackboard Connect Inc. 15301 Ventura Blvd., Bldg B, $26,400 Ste 300 Sherman Oaks, CA 91403 Emergency Communication 9 Sunshine Blvd $32,695 Network Ormond Beach, FL 32174 Emergency Mass Notification System Services February 5, 2013 Page 3 of 3 Upon reviewing the bid documents, Blackboard Connect Inc. was determined to be the lowest responsible bidder. Blackboard Connect Inc. currently supports more than 550 agencies and communities nationwide. Local agencies and communities that utilize Blackboard Connect are Arcadia Unified School District (2007), the City of San Marino (2007), Temple City (2007), and the City of Irwindale (2010). In addition, Blackboard Connect Inc. is also the provider of AlertOC, the mass notification system for the County of Orange and all if its cities. FISCAL IMPACT The annual cost of the system is $26,400. The City can use the system as much or as little as it desires for this flat rate fee. Sufficient funds have been allocated in the FY 2012 -13 Fire Department operating budget for a mass notification system under account number 001 - 2201 -6160. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a Professional Services Agreement with Blackboard Connect Inc. for Emergency Mass Notification Services in an amount not to exceed $30,000 for the period of March 1, 2013, through February 28, 2014, with the option for three (3) additional one year extensions through February 28, 2017. •