Report Prepared by: Janet German, Management Analyst, Fire Dept.
Title
SUBJECT: Approval to Waive of the Competitive Bidding Requirement and Award a Five-Year Contract to Locality Media, Inc. dba First Due, Based Upon the Unique Aspects of the All-Inclusive Pre-Incident Planning Software and Services for a Total Five-Year Cost of $79,017
REPORT IN BRIEF
Considers waiving of the competitive bidding requirement and awarding a five-year contract to Locality Media, Inc. dba First Due, based upon the unique aspects of the all-inclusive pre-incident planning software and services for a total five-year cost of $79,017.
RECOMMENDATION
City Council - Adopt a motion:
A. Authorizing the waiving of the competitive bidding requirement due to sole source; and,
B. Approving the purchase of pre-incident planning software from Locality Media, Inc. dba First Due for a total five-year cost of $79,017; and,
C. Authorizing the City Manager or Deputy City Manager to execute the necessary documents; and,
D. Authorizing the Finance Officer to make the necessary budget adjustments.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions as specified by the City Council; or,
3. Deny the request; or,
4. Refer back to staff for reconsideration of specific items as requested by the Council; or,
5. Defer action to a future meeting (date and time to be specified in the motion).
AUTHORITY
Merced Municipal Code
• The Charter, Article II-Power of City, Sec. 200-Powers
• The Charter, Article XI-Fiscal Administration, Section 1105-Budget-Appropriations
• Title 3-Revenue and Finance-Chapter 3.04-Purchasing System-Article 3.04.210 - Exemptions from Competitive Bidding
CITY COUNCIL PRIORITIES
As provided for in the FY 2021/22 budget.
DISCUSSION
Background
Emergency response personnel frequently do not have the critical scene, occupancy, and building information they need when responding to calls, especially for residential structures where most call and injuries occur. Accurate pre-incident planning information is essential to improving the Merced Fire Department’s (MFD’s) services and beneficial outcomes in emergency situations.
Staff is requesting to purchase pre-incident planning software which automatically extracts critical data from a variety of data repositories (County Tax Assessor, Geographic Information Systems (GIS), Computer Aided Dispatch, Development Services, and the Fire Department) and creates pre-incident plans for all structures in MFD’s response area so that emergency response personnel have critical information before entering a property when responding to an emergency.
Staff evaluated several different pre-incident planning software solutions and determined that First Due’s software is proprietary and the only software that integrates and aggregates information that meets the needs of the department.
First Due’s software leverages connected data sources to build commercial and residential pre-plans that will remain current and update dynamically with new information and offers several key components that fit the MFD’s needs including:
• Communicating seamlessly with the MFD’s current tablet command software. This connectivity allows for immediate transfer of information to the line staff on scene.
• Live GIS data provides mapping information that is up to date.
• First Due communicates with the Merced County’s tax assessor data and seamlessly updates the data
• Provides one consolidated location for-pre-incident planning.
The subscription agreement is for an initial term of 12 months, which automatically renews for successive 12-month terms, which are cancellable with 60 days’ written notice.
Should the agreement extend beyond year five, the MFD will return to Council for approval of the subscription agreement.
IMPACT ON CITY RESOURCES
The proposed cost is as follows:
Funds have been appropriated in the current year budget under Fund 084-Measure “Y” Fire to cover the first-year cost of the subscription agreement. Future obligation will be budgeted with the annual budget process.
ATTACHMENTS
1. Agreement
2. Proprietary Letter