HomeMy WebLinkAboutItem 10d - Purchase Order for Fire Station and Apparatus Upgrades
DATE: August 6, 2019
TO: Honorable Mayor and City Council
FROM: Michael E. Lang, Fire Chief
By: Chen Suen, Battalion Chief
SUBJECT: PURCHASE ORDER WITH PRESIDIO NETWORKED SOLUTIONS
GROUP, LLC TO PERFORM FIRE STATION AND APPARATUS
UPGRADES RELATED TO A NEW IP-BASED CAD SYSTEM AND
RELATED MAPPING SOFTWARE AS REQUIRED BY VERDUGO FIRE
COMMUNICATIONS IN AN AMOUNT NOT TO EXCEED $53,242.45
Recommendation: Waive the Formal Bid Process and Approve
SUMMARY
In August 2017, Verdugo Fire Communications (“Verdugo”), the City of Arcadia’s fire
dispatch provider, began the process of upgrading their Computer-Aided-Dispatch
(“CAD”) system. Utilizing the City of Glendale’s cooperative purchasing pricing (also
known as “piggybacking”), it is recommended that the City Council waive the formal bid
process and approve a Purchase Order with Presidio Networked Solutions Group, LLC
(Presidio) to perform fire station and apparatus upgrades related to a new Internet
Protocol (“IP”) based CAD system and related mapping software, as required by
Verdugo Fire Communications system, in an amount not to exceed $53,242.45.
Attached is the City of Glendale’s Master A greement with Presidio for the same suite of
services.
BACKGROUND
Verdugo dispatches Fire/EMS resources for 14 agencies within Los Angeles County,
including the Arcadia Fire Department. The estimated resident population in the 135
square mile area is approximately 800,000 people with an assessed property value of
over $121 billion. Historically, Verdugo handles up to 10% of all emergency incident
volume in the Los Angeles County area with over 156,000 phone calls annually
resulting in 80,000 incidents per year.
For several years, Verdugo recognized the need to upgrade their current 3 0-year-old
CAD system to continue to provide critical public safety dispatching functions. The CAD
Purchase Order for Fire Station and Apparatus Upgrades
(New IP-Based CAD System & Related Mapping Software)
August 6, 2019
Page 2 of 3
system and related mapping software serve as the primary method of obtaining and
verifying the emergency incident location from 9-1-1 callers and the subsequent
processing, dispatching, and managing of all fire department resources to emergency
incidents.
As part of Verdugo’s CAD upgrade, the new CAD system changes the way the Arcadia
Fire Department’s Mobile Data Computer (“MDC”) devices and station alerting system
communicate with Verdugo. Currently, data is transmitted and received from Verdugo
via Motorola Radio Data Modems. As part of the required CAD upgrade,
communication from the end user to Verdugo will change to an internet -based
connection operating over common carrier cellular data networks such as Verizon.
DISCUSSION
In order to ensure the full interoperability, high availability, and consistency of the data
network, Verdugo recognized the importance of selecting a central ven dor to manage,
design, provide, and implement the project. Through a comprehensive and competitive
review process recently completed by the City of Glendale, along with technical experts
from the Cities of Burbank and Pasadena, Presidio was selected to provide project
management, design, provisioning, equipment and on -site implementation services to
establish and upgrade the Verdugo Fire data network. On February 5, 2019, the City of
Glendale City Council approved a Master Agreement with Presidio to provid e the
aforementioned services including maintaining equipment configuration, providing
software updates, and maintaining network security.
The City of Arcadia’s Purchasing allows the utilization of “piggybacking” in its
procurement process. Essentially, it is a form of intergovernmental cooperative
purchasing in which a public agency uses an existing public contract to procure similar
items or services with the same bulk pricing. This method allows savings in time,
resources, and cost by leveraging on another agency’s successful competitive bidding
process with the benefits of volume or bulk pricing.
The City of Glendale’s five-year Master Agreement was executed on June 26, 2019,
with an optional five one-year contract extensions. Piggybacking with the City of
Glendale’s Master Agreement with Presidio will ensure centralized and streamlined
vendor resources that will ultimately result in consistency within the Verdugo network.
This will provide the assurance of a successful roll out of the entire Verdugo
communications network. Additionally, Verdugo negotiated competitive group pricing,
which individual agencies would not have been able to obtain separately.
Finally, Verdugo concluded that Presidio possesses the specialized technical skills,
knowledge, and expertise necessary to provide project management, design,
provisioning, implementation, and ongoing operational managed services, as needed.
Given Presidio’s highly competitive pricing obtained by the City of Glendale’s formal
Purchase Order for Fire Station and Apparatus Upgrades
(New IP-Based CAD System & Related Mapping Software)
August 6, 2019
Page 3 of 3
solicitation process and their demonstrated understanding of the data network design
specific to Verdugo Fire Communications system, it is vital that the City of Arcadia
award a contract with Presidio for its fire station and apparatus upgrades relating to its
CAD system and related mapping software.
ENVIRONMENTAL ANALYSIS
This proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
The total cost for this project, which includes the removal of current radio equipment,
installation of upgraded equipment, the equipment itself, and all other necessary
provisions as it relates to the Verdugo CAD is not to exceed $53,242.45.
The Fiscal Year 2019-10 Equipment Acquisition Budget includes $100,000 under the
Fire Department’s Fire Communication and Technology Equipment Replacement
Program for this project. Therefore, sufficient funds are available.
RECOMMENDATION
It is recommended that the City Council waive the formal bid process and approve a
Purchase Order with Presidio Networked Solutions Group, LLC to perform fire station
and apparatus upgrades related to a new IP-Based CAD system and related mapping
software as required by Verdugo Fire Communications in an amount not to exceed
$53,242.45.
Attachment: City of Glendale’s Master Agreement with Presidio Networked Solutions
Group, LLC
ATTACHMENT