City Council Meeting - FINAL (AMENDED)

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Meeting Date: 11/07/2023  
From: Katie Brandis, Dispatch Supervisor

Consideration and Approval of Contract: Cooperative Purchase Contract with Russ Bassett Corp. in the amount of $383,053.33 for Computer Aided Dispatch (CAD) consoles in the Flagstaff Police Department (FPD) Emergency Communications Center.
  1. Approve the Cooperative Purchase Contract with Russ Bassett Corp. in the amount of $383.053.33 for CAD consoles in the FPD Emergency Communications Center; and
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
The CAD consoles in the FPD Emergency Communications Center were last replaced in 2011. The Emergency Communications Center dispatches for FPD, the Greater Flagstaff Regional Fire Department, Pinewood Fire Department, Blue Ridge Fire Department, Forest Lakes Fire Department, Coconino County Sheriff's Office, Forest Service, and Park Service. These consoles are used 24/7/365 by dispatchers answering emergency calls for service and dispatching law enforcement and fire. The current consoles have parts that are starting to break, and they no longer make the parts to fix them. Each console is supposed to have personal climate devices that provides heat in the winter and cooling fans in the summer. The personal climate devices no longer work at any of the CAD consoles. Dispatchers have been utilizing space heaters in the winter to stay warm since the temperature of the center has to stay cool due to the computer equipment. The purchase from Russ Bassett Corp. (Russ Bassett) includes replacement of all the CAD consoles with an additional three consoles. The new consoles will have personal climate devices that provide warmth in the winter and cooling fans in the summer. They will have ambient lighting that is easier on a dispatcher’s eyes especially during 12-hour graveyard shifts. They also have the ability to be lifted and lowered so dispatchers are able to stand during their shifts. Russ Bassett offers a ten (10) year every part warranty on all their equipment.
Financial Impact:
The cost of the CAD console replacement has been approved as part of the FY2023-24 Budget with the Police Department budget in account 001-04-061-0224-2-4231 for $600,000.
Policy Impact:
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Safe and Healthy Community: Providing public safety services with resources, staff & training responsive to the community’s needs.
Carbon Neutrality Plan
DD-2: Assist in providing public safety services with adequate resources and staff time in ensuring that our neighborhoods are safe for community members.
Regional Plan
Goal NH. 1. Foster and maintain healthy and diverse urban, suburban, and rural neighborhoods in the Flagstaff Region.
Has There Been Previous Council Decision on This:
Yes. The City Council approved an Emergency Communications Center update in 2011.
Options and Alternatives:
  1. Approve the Cooperative Purchase Contract with Russ Basset in the amount of $383,053.33 for CAD consoles in the FPD Emergency Communications Center; or
  2. Reject the Cooperative Purchase Contract with Russ Bassett in the amount of $383,053.33 and keep the current CAD consoles in the FPD Emergency Communications Center.
The Purchasing Section has reviewed the competitively solicited cooperative purchase options available and confirmed that the Houston-Galveston Area Council (H-GAC) conducted a competitive and open procurement process through a Request for Proposal Solicitation that resulted in Cooperative Agreement - Contract ID:1085 and/or EC07-23 with the Russ Bassett Corp.This contract has been verified as valid and appropriate for the purchase of the specified equipment and presents the best value to the City.
Community Benefits and Considerations:
The FPD Emergency Communications Center values providing exceptional customer service to our community members. By providing our dispatchers comfortable equipment that works allows them to provide exceptional customer service.
Cooperative Purchase Contract
Exhibit A - Quote
Exhibit B - Agency Contract


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