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HomeMy WebLinkAbout2006-08-22 - AGENDA REPORTS - EMERGENCY NOTIFICATION CONTR (2)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT: Agenda Item CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval: Item to be presented by: August 22, 2006 Nff.01-A Kevin o. AWARD OF CONTRACT FOR AN EMERGENCY NOTIFICATION SYSTEM Administrative Services RECOMMENDED ACTION City Council reject all proposals, and award a five-year contract under a Federal General Service Administration (GSA) Schedule 70 purchase agreement to Twenty First Century Communications, in an amount not to exceed $91,255, to provide the City with an automated emergency notification system. 2. City Council accept and appropriate Office of Homeland Security State Homeland Security Grant in the amount of $91,255 to expenditure Account Number 74420-8001, and increase revenue estimates for Fund 109-6714 by $91,255. City staff applied for and received a Federal grant in the amount of $91,255 from the Department of Homeland Security to fund an interactive high-speed telephone notification system, also referred to as a Reverse 911 System. This type of system provides emergency notifications to community residents, City emergency management personnel, and police and fire personnel via landline, cell phone, email, Black Berry, text message, or other communication device. More specifically, this system will provide the City with an invaluable tool that can be utilized in times of emergencies to provide residents with critical information such as evacuation notices. All households and businesses in the City of Santa Clarita can receive automated notifications within a maximum of two hours of activating the Reverse 911 System. The system can also be utilized to provide similar notices to residents within the surrounding unincorporated County, depending on the specific situation and need. The system also has the capability to notify the public of street closures due to construction projects or other issues that could impact community residents. Additionally, this system will also serve as a First Responder tool that can concurrently notify specific City personnel or all City staff to report to work during an emergency APPROWED as the situation dictates. Technology Services, in conjunction with the City's Purchasing Division, utilized a Request for Qualifications (RFQ) process to identify potential vendors and competitively award a contract for this system. The RFQ developed by City staff was circulated to the Chamber of Commerce and Valley Industrial Association (VIA) and downloaded off the City's website by more then 60 individual companies. In addition, an RFQ was hand -delivered to the City's local AT&T company representative. A total of six proposals were received, of which staff elected to have three vendors provide system demonstrations. All proposals were reviewed, and the system demonstrations were attended by staff from Emergency Services, Public Works, and Technology Services. A total of three vendors were invited to provide pricing, based on the RFQ requirements. Upon review of the proposals, staff became aware that more competitive pricing was available through a Federal General Services Administration (GSA) Schedule 70 purchase agreement. Based upon this information, staff contacted all three vendors and provided each of them with an opportunity to provide the City with revised quotes that reflected GSA Schedule 70 pricing. Staff received the following proposals, which reflect pricing for a three-year agreement for services with a base of 8,000 minutes available for use in providing emergency notifications for residents via the telephone: Twenty First Century $ 66,000 Quest Communications $102,728 3N $106,595 Based on the revised proposals received, City staff determined that Twenty First Century Communication was able to provide the City with a proposal that was the lowest in price and met all of the City's technical requirements. As Twenty First Century's pricing was well below the amount of available Homeland Security grant funding, staff elected to enter into a five-year agreement with this vendor and contract for a total of 60,000 prepaid minutes. At this time, staff recommends that the City Council reject all proposals associated with the RFQ process and enter into a five-year contract with Twenty First Century Communications to provide Santa Clarita with a emergency notification system. ALTERNATIVE ACTIONS 1. Do not award contract to Twenty First Century Communications. 2. Other action as directed by Council. FISCAL IMPACT Funds for this expenditure, in the amount of $91,255, will be provided by the Department of Homeland Security grant, and appropriated to account number 74420-8001. The costs associated with future annual maintenance of this system are $10,000 and will be requested as part of the FY I 1-12 budget process.