HomeMy WebLinkAbout1986-04-01; City Council; 8577; Computer Aided Dispach System(^1 I
CIV , OF CARLSBAD — AGENL BILL
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DEPTPCH
TITLE:
PURCHASE OF COMPUTER
AIDED DISPATCH SYSTEM
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CITY ATTY\i£^.
CITY MGR. -^&~
RECOMMENDED ACTION:
Adopt Resolution No. JPy/f V authorizing the purchase of a Computer Aided
Dispatch System.
ITEM EXPLANATION
The 1985-86 Capital Improvement Program includes $300,000 for the purchase of a
Computer Aided Dispatch System to be installed at the Carlsbad Safety and
Service Center. The automated dispatching system will greatly increase the
response capability of the Police, Fire and Emergency Services. Request for
Proposals were developed by City staff and the City's consultant, Henry L.
Richter, Ph.D. The Request for Proposal included three levels of capability and
complexity. The first level was a Computer Aided Dispatch (CAD) System; second
level was the CAD, plus a Management Information System (MIS); and the third
level was a CAD, plus MIS and a Record Management System (RMS). Three systems
were chosen to allow the City to weigh the features and capabilities against
the cost, thereby maximizing the use of the budgeted funds.
In accordance with Section 3.28.120 of the Municipal Code, Notice to Bidders was
published and Request for Proposals was sent to nineteen companies. Four
responses were received, opened, witnessed and recorded on March 5, 1986.
Evaluation of the proposals was based on each company's technical ability and
previous experience in the automated emergency dispatching systems, the
personnel assigned to the project, the financial responsibility of the company,
and the total cost of the project.
The lowest responsive bidder for the system was submitted by PRC, Public
Management Services, 18700 Beach Boulevard, Suite 230, Huntington Beach, CA
9264-8. It is recommended the City purchase the second level - CAD plus MIS, in
the amount of $266,574-. The additional cost to go to Level III (RMS) exceeds
the budget allocation and can be considered as a possible addition at a later
date.
Q
> FISCAL IMPACT
O
01 The Capital Improvement Budget includes $300,000 in Account #140-840-2110-3195
to cover the cost of the CAD system.
EXHIBITS
1. Tabulation of Bids - Exhibit A
2. Memorandum from City's Communication Consultant dated March 20, 1986.b
3. Resolution No.
Oz
OO
EXHIBIT "A"
TABULATION OF BIDS
LEVEL ONE - CAD ONLY
CDS* NCR PRC
$112,921
76,490
189,511 $299,445
7(12,000)
10,000
211,511
6,583
3,038
2,025
LEVEL TWO - CAD
189,511
-none-
14,490
204,001
22,000
226,001
LEVEL THREE - CAD +
204,001
70,429
57,960
332,390
22,000
354,390
-i \3)
10,689
4,933
3,288
11,088
7,421
317,954
11,104
incl.
4,287
+ NIS
299,445
-none-
32,500
331,945
18,509
350,454
NIS + RNS
331,945
251,574
583,519
18,509
602,028
???
incl.
17,384
$111,689
119,098
1,846
232,633
Incl.
incl.
232,633
5,265
18,692
232,633
4,719
28,953
269
266,574
incl.
266,574
232
628
266,574
38,500
54,880
747
360,701
incl.
360,701
7,326
20,393
500
TETRATECH
Hardware
Software
Performance Bond
Add
Color CRTs
E-911
Adjusted Bid
Includes:
Sales Tax
Installation
Shipping/Insurance
Level 1
Hardware
Software
Performance Bond
Bid Price
Add
Color & E-911
Adjusted Bid
Includes:
Sales Tax
Installation
Level 2
Hardware
Software
Performance Bond
Bid Price
Add
Color & E-911
Adjusted Bid
Includes: (Total 1+2+3)
Sales Tax
Installation
Shipping/Insurance
*Bid was non-responsive to the specifications. There were 40 exceptions taken;
no project manager was designated, no quote on color CRT terminals, no corporate
financial data and 8 month delivery which is longer than the desired time
period.
$289,962
incl.
incl.
289,962
6,888
289,962
-none-
39,734
329,696
incl.
329,696
329,696
196,318
65,013
590,937
incl.
590,937
RICHTER GROUP
Communications Consultants
Henry L. Richter, PhD, PE
178 W. LONGDEN AVE.
ARCADIA, CA., 91006-8231
818 / 445-0249
March 18, 1986
Chief Vincent M. Jimno
CARLSBAD POLICE DEPARTMENT
1200 Elm Avenue
Carlsbad, CA 92008
77-1/259
Dear Chief Jimno:
This is to formalize my recommendation to the City of Carlsbad
concerning your purchase of a computer aided dispatch system. I have
analyzed the bids that were submitted to the City on March 5; bids
were received from the following four contractors: Command Data
Systems, NCR, PRC, and Tetra Tech.
My analysis shows the lowest compliant bid to be PRC. Although the
Command Data Systems bid at first glance appeared to be the lowest,
that is a questionable assumption, since a number of corrections need
to be made to equalize the offerings to the basis stated in the RFP.
Command Data Systems took forty exceptions to the specifications as
written — indicating desired City features that could not be met by
their system. There were a couple of exceptions so severe as to
constitute a veto in my estimation. On the other hand, PRC included
several items in their bid price that were options desired by the
City such as color CRTs and the E911 interface. When adjustments
were made for these, the price gap narrowed rapidly. Undoubtedly, if
enough effort were applied by Command Data Systems to totally meet
the City's bid specifications, this, in my estimation, would inflate
the price considerably above that of PRC.
Certainly as submitted, PRC is the lowest compliant bidder, and I
would advise the City to award the contract to them.
Should there be any questions, please do not hesitate to call.
Cordially yours,
Henry L. Ricfcter, Ph.D., PE
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RESOLUTION NO.8484
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALFORNIA, ACCEPTING A BID AND
AUTHORIZING THE EXECUTION OF A PURCHASE ORDER
FOR A COMPUTER AIDED DISPATCH SYSTEM
BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the bid of P.R.C. Public Management Services, 18700 Beach
Boulevard, Suite 230, Huntington Beach, CA 92648, is hereby accepted and the
Purchasing Officer is hereby authorized to execute a Purchase Order for the
purchase of a Computer Aided Dispatch System and a Management Information Systar
in the amount of $266,574.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the
City of Carlsbad on the 8th day of April , 1936, by the
following vote, to wit:
AYES: Council Members Casler, Lewis, Kulchin, Chick and Pettine
NOES: None
ABSENT: None
MARY H. CASLER, MayorJ
ATTEST:
ALETHA L.
(SEAL)
UTENKRANZ, City Clerk T~