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HomeMy WebLinkAboutRes2005-097 Sponsored by: Corbridge ..... CITY OF SEWARD, ALASKA RESOLUTION 2005-97 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING A SOLE SOURCE PURCHASE IN AN AMOUNT NOT TO EXCEED EIGHTEEN THOUSAND TWO HUNDRED FIFTY DOLLARS ($18,250.00) TO EQUIP THE SEWARD EMERGENCY COMMUNICATION CENTER TO STANDARDIZE AND ENHANCE CALL TAKING PROCEDURES BY THE SEWARD DISPATCH CENTER WHEREAS, the Seward Police Department has Twenty Three Thousand Three Hundred Seventy Six Dollars and Sixty One Cents ($23,376.61) remaining in two separate grant funds for the upgrade of police dispatch equipment; and WHEREAS, the Police Department has reviewed a number of different computer aided dispatch (CAD) programs in the past two years, with the goal of finding a program that would streamline call taking procedures for fire, medical and police calls for assistance; and WHEREAS, the Police Department desires to enhance its ability to handle calls in a consistent manner, and to have an upgradeable program that will work with the 911 and radio systems; and .... WHEREAS, the Police Department desires to consolidate current handwritten records (phone logs, radio logs and j oumals) into a computerized database, allow sufficient information to be typed into each call record, simplify data extraction for evidentiary purposes, and streamline the question set asked by dispatchers; and WHEREAS, the program must have established protocols meeting national standards for police, fire and medical calls, and have the ability to customize additional protocols to fit other agency needs; and WHEREAS, the Police Department desires the ability to access backup documentation easily and quickly and to provide in-house quality assurance; and WHEREAS, the Police Department desires on-call technical support and vendor stability and longevity, and finds that many new companies market software for Dispatch Centers, and go out of business in a short period oftime; and WHEREAS, the Department attended demonstrations of the different programs available, including: Spillman, TriTech, EmergiTech, Priority Dispatch, ACS, PowerPhone Total Response and Motorola, with the average cost of these programs at approximately Fifty Thousand Dollars ($50,000) per dispatch position; and .... WHEREAS, yearly maintenance on the programs varies from Two Thousand Seven CITY OF SEWARD, ALASKA RESOLUTION 2005-97 , ..J Hundred Thirty-seven Dollars ($2,737) for PowerPhone Total Response to over Seven Thousand Dollars ($7,000) for Spillman; and WHEREAS, the administration recommends the purchase of the Total Response system by PowerPhone, at a cost of Eighteen Thousand Two Hundred and Fifty Dollars ($18,250), including two licenses. The annual maintenance of this program is Two Thousand Seven Hundred Thirty Seven Dollars ($2,737); and WHEREAS, Seward dispatch currently handles approximately Thirty Thousand (30,000) phone calls per year, where many of these are calls represent requests for information and are not emergencies. Using this type of system will enable the dispatchers to handle calls for service more efficiently; and WHEREAS, Seward City Code ~6.1 0 .120( a )(9) exempts from the competitive procurement process, "the purchase of electronic data processing software and hardware systems and communications equipment". NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: j , ..... Section 1. The Seward City Council hereby authorizes a sole source purchase of the Total Response computer aided calling handling software, in an amount not to exceed Eighteen Thousand Two Hundred Fifty Dollars ($18,250) from PowerPhone. Section 2. Funding is available from the Police Console Grant Fund equipment account no. 651-6512-5930 in the amount of Four Thousand Two Hundred and Sixty Two Dollars and twenty eight cents ($4,262.28) and from the Homeland Security Grant Fund equipment account no. 651.6513-5930 in the amount of Thirteen Thousand Nine Hundred Eighty Seven Dollars and seventy two cents ($13,987.72). Section 3. This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 10th day of October, 2005. THE CITY OF SEWARD, ALASKA ~L ~-f~ Vanta Shafer, Mayo I ....J CITY OF SEWARD, ALASKA RESOLUTION 2005-97 ...... AYES: Dunham, Valdatta, Lorenz, Clark, Branson, Amberg, Shafer NOES: ABSENT: ABSTAIN: ATTEST: (City Seal) ~~\,'lr-n .Sll"".. ~..." --l 0 - f2k. "1' ..,,~ ~ a...... "4 ~ ~~"'" .:- (j~ ...~l'POJJ:.... 'A)~^ ...:~ $ ...;~vv "1AI)ii::'."""'~ = ;~ -+- 0\ ~ Q .. C:~'] ft, T . '3 ~ .: U..t"..,: :t..:LI : 0 ;: : \ : ~ .. . ~ . IIiI ~ . ~ ~ ~ (')"'V" q oft t,. ~ t~.:>::~..;1.'i? 1 ,\Cj~.;':.~__:t":,~ ~~f.~)'-,.~...~.~...l.~'. f- f,:: ;,'~ ,;~.. "'4.) <: f).:::: ;:~\,..t'" :1' t,;I.,,' a '. ).\",,' .i>:t~ll'f:''''''' .... .... Council Agenda Statement Meeting Date: October 10, 2005 To: Clark Corbridge, City Manager From: Tom Clemons, Chief of Police Agenda Item: Purchase of Dispatch Call Taking Program BACKGROUND & JUSTIFICATION: The purpose of this type of program is to standardize and enhance the call taking procedures currently being used by Seward Dispatch Center. Being able to improve the level of service to the residents of the Seward area is a priority. This program will bring the dispatch center into compliance with standards set by the Department of Transportation, National Emergency Number Association and the National Fire Protection Agency. This program will also help to improve dispatcher skills allowing them to meet certification requirements. It will also provide backup documentation and validation for performance reviews. The Police Department has been researching Computer Aided Dispatch programs for the last two years. There are many highly advanced programs on the market and many companies with products to meet those needs. Some of these companies are only in existence for a short time leaving no availability in the future for updates or technical support. During research the Police Department personnel viewed demonstrations from several companies and determined the program that best met the needs of the Department. The ideal program is from Power phone called Total Response. This company has been in the public safety business since 1984. They have a nationally recognized program that meets the standards of the Department of Transportation. The program will work with the communication systems currently being used in the dispatch center. The program also enables the Department to consolidate several currently hand written records into a consolidated computerized record. Dispatch will be able to customize procedures in this program for incidents that are unique to the Seward area. This program allows the Dispatch Center to track and retrieve records for evidentiary purposes in a timely, efficient manner. The program is easy to use and has a built in training module. This program will also allow use in the event of a major emergency at the Emergency Operations Dispatch at the fire hall without additional cost to the City. There is on-line training and certification available and certified instructors are available for on-site training and certification INTENT: Enhance the service provided to the community by improving the call taking/handling of calls more efficient. Enable the department to store and/or retrieve data efficiently and make relevant information readily accessible for evidentiary purposes. To have a program that will allow us to comply with national and state recognized standards for dispatch. Provide quality assurance on all calls received or handled by the department and to enhance the dispatcher’s skills. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. FISCAL NOTE: The cost of the program, installation and training for the Total Response Program by PowerPhone is Eighteen Thousand Two Hundred Fifty Dollars ($18,250.00). The annual maintenance of this program is Two Thousand Dollars Seven Hundred and Thirty Seven Dollars ($2,737.00) billed annually. Funds are available in the 2003 Homeland Security 651-6512 and State Grant 651-6513 for this amount. By purchasing and receiving this program before the end of October it can be funded with grant monies from Homeland Security and the State grants for dispatch upgrades. If the monies are not used by the end of October they must be returned to the State. Approved by Finance Department: ________________________ RECOMMENDATION: Council approves Resolution#______ and authorizing the City Manager to purchase the Total Response call handling software in the amount of Eighteen Thousand Two Hundred Fifty Dollars ($18,250.00). Funding to be from the Police Capital Projects State Grant, Fund 651-6512 for a total of Four Thousand Two Hundred and Sixty Two Dollars and twenty-eight cents ($4,262.28) and Fund 651-6513 for a total of Thirteen Thousand Nine Hundred Eighty Seven Dollars and seventy-two cents ($13,987.72) for a total of Eighteen Thousand Two Hundred Fifty Dollars ($18,250.00).