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.
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