REPORT TO THE CITY COUNCIL
FROM: BILLY ALCORN, Fire Chief
Fire Department
SUBJECT
Title
Approving revision of cooperative purchase agreement with Locality Media, Inc. dba First Due for the purchase of a Records Management System (RMS) software license for a term of three years, for the total amount not to exceed $354,000.
Body
RECOMMENDATION
Staff recommends City Council approve the revised Cooperative Purchase Agreement with Locality Media, Inc. dba First Due for a Records Management System (RMS) software license for a term of three years, for the total amount not to exceed $354,000.
EXECUTIVE SUMMARY
City Council approved the Cooperative Purchase Agreement with Locality Media, Inc. dba First Due on December 5, 2024. It was discovered that the insurance requirements had been updated by Risk Management just prior to the council meeting. The agreement has been updated to reflect the new insurance requirements and, per City Attorney’s office, requires approval by City Council.
BACKGROUND
In late 2021, the department experienced significant failure of the fire prevention software being used when the invoicing export supported by Emergency Reporting was terminated. In addition, the department was missing out on capturing valuable data information on our incident reports because the fields to capture the information did not exist. The need to move to a new platform to replace both Emergency Reporting and Tiburon became a high priority.
Between October 2021 and November 2022, the functionalities of a new platform were evaluated, and companies were contacted for demonstrations. The foundational needs were occupancy management (to include inspection and invoicing), pre-incident planning, and incident reporting. Based on these needs, First Due and ESO were recommended as the top-rated Fire RMS systems by other agencies throughout California and the U.S. In addition to these two companies, the Fire Department also reached out to Streamline and FlowMSP for demonstrations.
The result of the demonstrations was that Streamline and FlowMSP do not support the incident reporting need. Incident reporting is a requirement of the National Fire Incident Report System and therefore an absolute need in the new platform chosen. ESO was unable to provide a demonstration despite numerous communications to get one scheduled. First Due not only is able to meet all the needs identified, but in addition, they are able to also provide a community engagement module and a mobile responder module that the department is looking towards potentially replacing or integrating with our current Tablet Command software in the future.
The department was able to determine that the City of Santa Monica had recently performed a bidding process for a new Records Management System which resulted in an award to First Due. It was also determined that the scope of work requirements of Santa Monica were similar to those of Fresno. The Fire Department presented the Cooperative Purchase Agreement for City County approval at the December 5, 2024 council meeting. The agenda item passed as a consent item. At that time, the department was notified by purchasing that Risk had updated the insurance requirements but there was not time to update the agenda. The agreement has now been updated. Per City Attorney’s office, the item must go before City Council for approval of revised insurance requirements.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a project as defined by CEQA.
LOCAL PREFERENCE
Local preference was not implemented, the City is using a cooperative purchase agreement to purchase this software license.
FISCAL IMPACT
No fiscal impact to the General Fund as this is for revisions to insurance requirements only.
Attachment: Cooperative Purchase Agreement with Locality Media, Inc. dba First Due