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HomeMy WebLinkAboutIR 8105 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8105 `"' TERFO -y 27, 1998 To the Mayor and Members of the City Council Januar J. XA Subject: Status Report on Computer Aided Dispatch (CAD) Project 1973 Introduction On July 15, 1997, the City Council received IR 8080 regarding the Computer Aided Dispatch and Mobile Data Computing project for Police, Fire and MedStar. A presentation was made to the City Council on July 15, 1997 describing the impetus for the project, progress to date, estimates of future expenses for the project, and a timeline for the next steps of the project. Impetus for a New System In March 1994 a fire resulted in the loss of 4 lives. This event precipitated events that focused attention on the Computer Aided Dispatch (CAD) System. While the CAD System did not contribute to the loss of lives, it was determined to be in need of replacement. The City Council in April 1994 directed staff to pursue this issue. The City subsequently contracted with Public Technology, Inc. (PTI) for a complete analysis of its public safety systems, which included the CAD System, PTI issued a report that named a number of reasons for replacing the existing system. City staff then developed an RFP and subsequently contracted with The Warner Group, Management Consultants, to complete a Technology Needs Assessment and to develop a Request for Proposal for a fully integrated public safety dispatch system, including CAD, Mobile Data Computing, Automatic Vehicle Location, and workstation/console furniture. Expected Benefits 1. The existing system needs to be replaced as it is not expandable, nor is it capable of handling the needs of Police, Fire and MedStar that have developed over time. 2. The new CAD System will utilize the latest technology that will establish a solid foundation for future systems, and provide rapid handling of calls for service. The RFP specifies totally redundant systems with built-in failover capabilities to keep systems online at all times. 3. The Automatic Vehicle Location System for the Fire Department and MedStar will enhance the tracking, positioning and dispatching of emergency response units. 4. The proposed Mobile Data Computing infrastructure will support field- based reporting, mapping, fingerprint scanning capability, photographic identification, scanner technology, hazardous material and heads-up displays. This will allow improvements in processes for Police, Fire and MedStar. 5. The new console furniture will meet ADA requirements and be ergonomically engineered for comfort over extended periods of time. Existing console systems are not ADA compliant. ........... 41, M n"V ISSUED BY THE CITY MANAGER F0iii"W'0'k%"TE_,' S ~ INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8105 RITE To the Mayor and Members of the City Council January27, 1998 Page 2 of 3 Subject: Status Report on Computer Aided Dispatch (CAD) Project Outline of Events 1 The proposal submission deadline for the CAD project was extended from August 14, 1997 to October 16, 1997 in order for the City to receive complete and comprehensive proposals. The City Council was made aware of this change in the July 15, 1997 presentation. 2. The RFP was distributed to eighty-one vendors, of which the city received a total of seven proposals on October 16, 1997. 3. The preliminary analysis of the seven proposals to identify finalists was performed by the Warner Group (under contract to the City for this project as previously approved by the City Council) and the CAD Project Team. They began the analysis on October 20, 1997 and completed it on December 19, 1997. 4. A short list of two vendors was selected as finalists. A complete presentation and discussion with the CAD Policy Team followed. The Policy Team agreed with the short list of selected vendors. They held their product demonstrations from January 13, 1998 through January 16, 5. The CAD Project Team will complete site visits for each of the finalists to installed and functioning sites from January 22, 1998 through January Bid Analysis Process Explained I. The last round of detailed questions for the finalists were submitted to the Warner Group on January 8, 1998. 2. The Warner Group will complete their review of the questions and a detailed economic analysis on February 5, 1998. 3. The Warner Group will present their final recommendation of the most appropriate vendor on February 6, 1998 to the CAD Project Team. 4. The CAD Project Team will begin their detailed evaluation process on February 9, 1998 and complete their selection of the most appropriate vendor by March 6, 1998. 5. The CAD Project Team's final selection will be proposed -to the-CAD Policy Team for approval during the week of March 9, 1998. 6. The CAD Policy Team will forward their recommendation to the City Council for approval and funding only after contract negotiations axe completed which could take from 1-2 months. The project will be funded from multiple sources. The Police portion of the project, which is the larger portion of estimated costs, will be bud .......... ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8105 o !91",Q To the Mayor and Members of the City Council January 27, 1998 Page 3 of 3 Ck 1-t Subject: 7873 Status Report on Computer Aided Dispatch (CAD) Project Crime Control and Prevention District budget. The Fire portion of the project will be budgeted in the general fund budget process or through certificates of obligation. The MedStar portion of the project will be budgeted by MedStar, not the ambulance authority, which is already subsidized by the City of Fort Worth. The City Council should anticipate that required funding would be split over this and the following two fiscal years. No final figures for total project cost are available at this time. Vendors proposed costs range from slightly lower to tremendously higher than the original estimates of$11,193,301. However, vendor proposals do not represent final figures. Vendor negotiations will proceed only after a finalist is selected. Staff will strive to bring the project in at a cost as close to the originally estimated budget as possible. Funding splits, using the original estimated project cost would be: Police (Crime District) $8,738,955 Fire $1,507,516 Medstax $946,830 Total $11,193,301 These funding splits are based on a pro rata distribution of shared components though the percentage of incoming calls transferred to Police, Fire and MedStar. Available statistics for a year show that 78 percent of incoming calls are transferred to Police, 13 percent to Fire, and 9 Percent to MedStar. All components that are directly attributable to a single source are included in that organization's estimated cost. The Crime Control and Prevention District under this scenario would be able to afford its share of the total project costs. 4ob Terrell City Manager j� FIE", ........... ISSUED BY THE CITY MANAGER FORT,WORTH,TEXAS