City Council Meeting - FINAL

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Meeting Date: 11/03/2020  
Co-Submitter: Dan Musselman From: Katie Brandis, Dispatch Supervisor

Consideration and Approval of Contract: Consideration of the Hexagon Contract for the Computer Aided Dispatch (CAD) upgrade for the amount of $709,227.48.
  1. Approve the contract for the Computer Aided Dispatch (CAD) software and hardware upgrade with Hexagon in the amount of $709,227.48; and
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
Staff is requesting approval of the contract for the Computer Aided Dispatch (CAD) software and hardware upgrade with Hexagon. The CAD upgrade has been delayed several years due to budget constraints and we are now at the point where the upgrade is critical to continuing operations. The last upgrade was in 2011. The contract is for the Flagstaff Police Department Communications Center. The current CAD software is version 9.1. The contract would upgrade the system to version 9.4. Version 9.1 is no longer supported by Hexagon. The hardware is currently out of warranty, expired and leaves us open to cyber-attacks. The Communications Center has recently experienced several failures with our current system due to the age of the software and hardware. Failures in the system could cause a delay in our ability to dispatch first responders to life threatening emergencies.
The attached Scope of Work outlines the cost of the software and hardware. The purchase of the CAD upgrade provides efficient and effective emergency communication of the Flagstaff 911 Communications Center. The amount requested includes the software, hardware, and taxes.
In accordance to IGA A2005-0118 #2 section 9-e the City of Flagstaff will “pay for the cost of the software upgrades and maintenance contracts for CAD and RMS. Flagstaff will invoice the other parties to this agreement for their pro rata share of software upgrades and maintenance contracts”. We receive contributions to offset the cost from our partners.
Financial Impact:
The budget team approved $550,000 for the CAD software upgrade and $275,000 for the hardware replacements. To offset the cost of the hardware we froze two dispatch positions and used salary savings from vacant officer positions. These “dispatch” costs are shared with the County, Forest Service, NPS, NAU and Fire Departments based on the shared law enforcement facility Intergovernmental Agreement. Forest Service, BNSF, and National Park Service (NPS) each pay $5,000 each year for limited dispatch services. The individual fire departments pay a fee per call. The estimated fee per call for FY21 is $45.57. The Coconino County Sheriff’s Office pays approximately $188,512 of the shared cost and NAU pays approximately $30,000.
Policy Impact:
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance: Serve the public by providing high quality internal and external
customer service.
High Performing Governance: Encourage public trust through transparency, accessibility and use of the City’s public participation policy.
High Performing Governance: Become an employer of choice and provide employees with the
necessary tools, training and support.
Safe and Healthy Community: Provide public safety with the resources, staff and training to
respond to community needs.
Team Flagstaff Strategic Plan: Provide exceptional service.
Has There Been Previous Council Decision on This:
Yes. This software has been utilized by the City's Police Department for some 15 years. The last CAD upgrade was approved by Council in 2011.
Options and Alternatives:
Approval of this contract will allow the Flagstaff 911 Communications Center to update this crucial operating system. Disapproval will not allow us to complete the upgrade leading to failures of the system that is no longer supported by Hexagon.
The Flagstaff Police Department is responsible for the management of the Flagstaff 911 Communications Center. This Communications Center is the primary 911 center for southern Coconino County and the primary dispatch for four (4) law enforcement agencies and six (6) fire agencies. We interact with 42 other public safety agencies when determining the best responses to calls for service involving law enforcement, fire and medical requests.
Key Considerations:
Software and Hardware upgrades are crucial to our CAD system and users. This upgrade will also provide the options to integrate upcoming technology like Text-to-911. The upgrade will also make the processing and storage of those calls faster and easier to process. CAD is used to originate calls for service therefore it is important that we continue to expand our ability to document and track how calls for service are best handled in our Communications Center. CAD uses Global Positioning Systems (GPS) to track and dispatch the closest fire units to fire calls ensuring that the citizens are provided the best and fastest service possible.
Community Benefits and Considerations:
The CAD is an integral system to 911 to allow the Flagstaff 911 Communications Center to provide the best possible emergency response to the citizens, visitors, and the many agencies the Communications Center dispatches for.
Sole Source Justification


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