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Home My WebLink About08/15/1989, C-4 - COMPUTER AIDED DISPATCH SYSTEM i - Meeting Date: 5-15-89 lll►�I i��III '1I��I city of SSanSUIS OBI SPO. Item No.: e ACOUNCIL AGENDA REPORT' - Ny FROM: James M Gardiner, Chief of Police3' Tom Stewart, Support Systems Manager,, SUBJECT Computer Aided Dispatch System RECOMMENDATION Authorize Staff to obtain bids for the purchase of EVEREX computer equipment required to implement the Computer Aided Dispatch System developed by VIA/SYS and authorize the CAO to award a contract to the lowest responsible bidder. BACKGROUND The Computer Aided Dispatch System is a computer/communication system which is used to coordinate and control public safety personnel and equipment in response to emergency calls, to provide unit status, to track incidents, to obtain occupancy informa- tion, and for the conduct of routine operations. In addition, the system collects data used in preparing. police reports, it insures that public safety operations are conducted in a logical and consistent manner, and it provides for City interface with the 911 emer- gency telephone number. As such, this System is essential to the effective and timely operation of public safety operations in the City of San Luis Obispo (Police, Fire, Public Works). The Computer Aided Dispatch System now in use. is 10 year old. Due to the age of both the hardware and software, it is an expensive system to maintain and will become less cost effective as the equipment and software become older. As such, the Staff identified the replacement of the Computer Aided Dispatch system as a significant objective to be accomplished by August 1989 in the 1987-89 Financial Plan. The major phases in the replacement of the CAD system are identified in the Goals and Objectives reported to the City Council quarterly. In addition, a summary page is attached which provides the phases in the development and implementation of the CAD system. The City Council authorized Staff to replace the communications console on February 7, 1989 as the first step in the replacement of the CAD system. The CAO authorized Staff to purchase the VIA/SYS software necessary to operate the CAD system in July 1989. The final action required to complete and implement the CAD system is to purchase the equipment used to link the communications system with the command, control, and recordkeeping components. The Police and Fire Department have developed the software for the CAD system in conjunction with VIA/SYS over last 18 months. VIA/SYS was selected after a review of software companies was conducted by the Police and Fire Department. VIA/SYS was selected based on their experience in municipal .systems, past performance with the City in developing the Police Records Management System, and their knowledge of City oper- ations. Computer Aided Dispatch Systems software is not an off the shelf software program available on the market. This software is developed to the unique specifica- tions of each public safety agency. The CAD software developed by VIA/SYS has been tested by City employees and evaluated by a committee from the Police and Fire Depart- ments and the Technical Systems Coordinator. The CAD system was developed and tested on an EVEREX computer. As such, VIA/SYS recommends that the City purchase EVEREX computers to implement their sys tem. VIA/SYS can not guarantee response time of the CAD system if the City selects equipment not used in the development and testing of their software. In addition, selection of other equipment may result in additional costs necessary to modify software Ito perform in accordance with specifications_ For the reasons _ acy of San LUIS ompo j01096 COUNCIL AGENDA REPORT 'AN listed above, the City should purchase the Computer Aided Dispatch System devel- oped by VIA/SYS at this time. Without the software developed by VIA/SYS, the replacement of the CAD system would be delayed an additional 12 to 18 months. FISCAL IMPACT The funding for this project is in the Capital Improvement Fund. The City Council authorized $270,000 for this project. The City Council authorized the Staff to purchase the communications console on February 7, 1989 at a cost of $159,000. The remaining balance is available to purchase the software and hardware required to complete the CAD system. The approximate cost of the hardware is $60,000. ALTERNATIVES 1. Select the Computer Aided Dispatch system developed by VIA/SYS as recommended. 2. Obtain competitive bids from software vendors to develop a CAD system. 3. Do not replace the CAD system currently used. RECOMMENDATION Authorize Staff to obtain competitive bids for EVEREX computer equipment rcquircd to implement the Computer Aided Dispatch System and authorize the CAO to award the contract to the lowest responsible bidder. APPROVAL / tty Admirlistrative Officer City Attorney Finance Director 7 •Police Chief i r Fire Chief NJ 7-77 i Technical ems Coordinator Attachment — Communication Center Improvement Program phases of development i Computer Aided Dispatch System Specs available in Council Office for inspection. i COMMUNICATIONS CENTER IMPROVEMENT PROGRAM PHASES OF DEVELOPMENT Phase Description Costs A. Study and Evaluation of needs, existing systems In-house enhancements and improvements, availability of features and requests for proposals. B. Improvements and enhancements to Communciations Console equipment which houses: Radio Control and Electronics devices Furniture and related components Local transmitters and control stations Central Electronics Bank Installation labor ---_---_--- Total bid price for above: 5159000.00 'Moss. Baa •warded to MOtorC1• CowwuntcN/ens - Resolution 6373 1939 Games) C.1 . Computer Aided Dispatch Software that will allow the dispatcher to track field units and activities, record incoming criminal complaints, fire and rescue calls for service; provide an active interface between the 9-1-1 Emergency Telephone System and a local computer data base; allow access to the Police Records Management System, other local data bases, state and national law enforcement data bases, and capture management information. ------___-- Estimated Cost 3 25,000.00 C.2. Computer Aided Dispatch Hardware consisting of a file server, local area network, bridges to remote data bases modem communications to other city facilities, three dual display dispatcher work stations, related printers, cabling and installation. _______-_-_ Estimated Cost $ 601,600.00 D. Selection of a vendor and hardware for the replacement of the Fire Department Rsoonse Vehicle Radio Printer System, This phase is to be completed after installation. testing and acceptance of the Computer Aided Dispatch Software and Hardware in Phase C. 1 and 2. --_----__-- Estimated Cost s 26.000.00 Total Anticipated Cost 3 670,000.00 F="X FA .rF3IT •• r-a 11-3 RECEIVED. MEE11NG AGENDA1*2 ,L DATE 8 fS= ITEM # 7 CITY CLERK MN kM 25kSM 10 RESOLUTION NO. ( 1989 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO APPROVING SPECIFICATIONS, AUTHORIZING STAFF TO ADVERTISE FOR BIDS AND AUTHORIZING CAO TO AWARD CONTRACT TO SUCCESSFUL BIDDER WHEREAS, funds are available for the acquisition of hardware for the Public Safety Dispatch Computer Aided Dispatch System through the Equipment Replacement Fund; and WHEREAS, the hardware required ha_s: been specified and called for by the software vendor; NOW THEREFORE BE IT RESOLVED, that the City Council hereby approves the specifications titled "Computer Aided Public Safety Dispatch Hardware and Related Equipment" ; directs staff to advertise for bids; and authorizes the CAO to award the contract to the lowest most responsible bidder if be.low the estimated amount. On motion of , seconded by , and on the following roll call vote.: AYES: NOES: ABSENT: the foregoing resolution was passed and adopted this day of 1989. MAYOR ATTEST: CITY CLERK APPR . " ity A istrative Officer r City A t t ney k Denotes action by Lead Person Re§pond by: F.i ance Director . �/ ndl l`c 5 c ty Atty. police. Chief ��Cleek-ong . && hiblArgP_ Fire Chief