Title
RESOLUTION NO. 2017-043 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE FORMAL BID REQUIREMENT AND APPROVING AN AGREEMENT WITH SECURUS TECHNOLOGIES, INC. TO SUPPORT AND MAINTAIN EXISTING COMPUTER AIDED DISPATCH SOFTWARE, HARDWARE, AND RELATED PRODUCTS
Body
RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
Body
SUMMARY
Pursuant to Chula Vista Municipal Code 2.56.070 relating to contracts exceeding $100,000, the Police Department is requesting to waive the competitive formal bid requirement and approve an agreement with Securus Technologies, Inc. to support and maintain existing Computer Aided Dispatch (CAD) software, hardware, and related products.
ENVIRONMENTAL REVIEW
Environmental Notice
Environmental Notice
The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Body
Environmental Determination
This proposed activity has been reviewed for compliance with the California Environmental Quality Act (CEQA) and it has been determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is necessary.
BOARD/COMMISSION RECOMMENDATION
Not Applicable.
DISCUSSION
The Chula Vista Police Department Communications Center uses a Computer Aided Dispatch (CAD) system to facilitate processing and prioritization of requests for public safety services, to deploy and manage public safety resources, and to facilitate electronic communications between the Communications Center and a variety of public safety personnel. The CAD system is a critical technology component, which serves as the lynchpin of the 911 emergency service framework for the police department. CAD is critical because it is used to dispatch police officers to citizens’ calls for service, and its efficiency and performance directly impact response times and officer safety. The department’s CAD system is also the central repository for all records and data related to calls for service. It is a key performance measurement tool used by supervisors and managers to make important tactical and strategic decisions. Finally, the CAD system’s reliability and stability are critical, because it must have continuous availability. In short, CAD is the virtual and technical heart of all police department operations, especially pertaining to the delivery of emergency and non-emergency public safety services.
The Police Department recently entered into an agreement with Motorola Solutions, Inc., to replace the existing CAD system. During this transition to Motorola’s CAD system, the existing CAD system requires continued maintenance until Motorola’s CAD system is configured and successfully deployed.
The Police Department’s current CAD system is approximately 19 years old. The Police Department has maintained maintenance agreements throughout this time with the CAD vendor to provide ongoing software licensing, technical support, maintenance and support of the CAD system. The most recent CAD maintenance agreement was executed on March 23, 2010, between the City and Archonix Systems, LLC. Since that time, Archonix Systems, LLC, was acquired by Securus Technologies, Inc., necessitating a new support agreement.
The Police Department is requesting to waive the formal bid requirement and approve the agreement with Securus Technologies, Inc. CAD system technologies are proprietary to their vendors. The ability to license, maintain, and effectively support the existing CAD system is exclusive to Securus Technologies, Inc.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the 500-foot rule found in California Code of Regulations Title 2, section 18702.2(a)(11), is not applicable to this decision for purposes of determining a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. The agreement with Securus Technologies supports the goal of Operational Excellence by providing maintenance services to critical public safety infrastructure.
CURRENT YEAR FISCAL IMPACT
Approval of this resolution will approve an agreement with Securus Technologies Inc. and allow the Police Department to continue ongoing maintenance of the existing CAD system. The maintenance cost covering the 12-month period of July 1, 2016 to June 30, 2017 is $150,876. This cost is already included in the FY 2016/17 adopted budget, resulting in no net fiscal impact to the General Fund.
ONGOING FISCAL IMPACT
The Police Department anticipates implementing the Motorola CAD system in July 2017, after which the maintenance agreement with Securus Technologies will no longer be necessary.
In the unlikely event the replacement is delayed and it is necessary to renew the agreement with Securus Technologies into future fiscal years, the maintenance costs are limited to an annual increase of 3%.
With the anticipated implementation of the Motorola CAD system in July 2017, maintenance costs for the new system has been included in in the City’s Infrastructure, Facilities and Equipment expenditure plan (Measure P funding), resulting in no net fiscal impact to the General Fund.
ATTACHMENTS
Attachment 1: Agreement with Securus Technologies, Inc. to provide Software License, Maintenance and Support for Computer-Aided Dispatch System
Staff Contact: Phil Collum, Police Lieutenant, Jail Manager