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HomeMy WebLinkAbout1986-04-01; City Council; 8577; Computer Aided Dispach System(^1 I CIV , OF CARLSBAD — AGENL BILL ARtf £5" 7 7 MTG.V1/86 DEPTPCH TITLE: PURCHASE OF COMPUTER AIDED DISPATCH SYSTEM OPPT HD/^^-^ 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 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 19 20 21 22 23 24 25 26 27 28 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~