Title
Consider approving Resolution No. 2015-058 authorizing the purchase, installation and maintenance of a Fire Station Alerting System from US Digital Designs through the City's Cooperative Purchasing Agreement with the Local Government Purchasing Cooperative "Buy Board" to allow the Fire Department to connect into the North Texas Emergency Communications Center dispatching system, and take appropriate action.
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BACKGROUND:
At the January, 2015 North Texas Emergency Communications Center (NTECC) Board of Directors meeting, the Board received a request from the Fire Chief's to include a Fire Station Alerting (FSA) system into the scope of operations for NTECC. The Board approved the Fire Chiefs to move forward and research FSA solutions and then to report back to the NTECC Board with a recommendation.
A FSA system is a computerized dispatching system that allows Computer Aided Dispatch (CAD) software to decrease call processing and Fire Station alerting times. Unlike the current alerting systems that requires the Fire Dispatcher to manually dispatch the call over the radio using voice, a FSA system automatically alerts the Fire Station using a data feed. Once the Dispatcher enters the call type and location, the FSA automatically sends a data packet with the needed response information to the appropriate Fire Stations. A computer voice module at the Fire Station then "verbally" dispatches the call, while digital alert boards show in text the call information. This automation reduces call processing time, and more importantly, total response times.
Secondarily, a FSA system provides a continuous circuit check for connectivity between each Fire Station and the Dispatch Center. This allows both the Dispatch Center and the individual Fire Station to know when the data link is down, allowing for the system to be re-set, before a call for service is requested.
Finally, under a consolidated Fire Dispatch system, concurrent calls can and will come in to the dispatch center. Our existing dispatching system will require calls to be queued, then dispatched once the dispatching radio (audio) channel clears. This will result in extended dispatching/response times. The CAD driven FSA system does not require a radio channel to send the information to the Fire Station, thus almost eliminating call queuing.
The Fire Chiefs looked at three different FSA systems:
1. Purvis (Plano Fire Department)
2. WESTNET (College Station Fire Department)
3. US Digital Designs (Wylie and Allen Fire Departments)
The two primary systems that were researched and bid were WESTNET and US Digital Designs. Both systems meet the National Fire Protection Association 1221: Standard for the Installation, Maintenance, and Use of Emergency Service Communications Systems, and the ISO requirement for having multiple alerting pathways to each Fire Station.
The two vendors provided WebEx presentations on their systems and price quotes on what it would cost to install their system into our organization. The WebEx presentations included representation from all four Fire Departments, NTECC Managers, and Farmers Branch Information Services staff.
Chief Parker made a site visit to the College Station Fire Department and dispatching center to see the WESNET system in operation, and a large group (Farmers Branch, Coppell and Carrollton Fire Departments, NTECC & Farmers Branch IS staff) made a site visit to Wylie to see the US DIGITAL system operating in both their dispatch center and fire station.
OPERATIONS ADVISORY COMMITTEE RECOMMENDATION
Discussion amongst the Fire Chiefs after the WebEx presentations and site visits led to a consensus opinion that the US DIGITAL system's technology and ease of operation would best integrate into NTECC and each member Fire Department.
At the March 23rd NTECC Operations Advisory Committee (OAC) meeting, all four Fire Departments, NTECC and Farmers Branch IS staff, selected the US Digital FSA system as the vendor to move forward with.
NTECC
At the April 9, 2015 NTECC BOD meeting, the OAC findings were presented, and the US Digital Alerting system was selected as the FSA vendor for NTECC. The cost for the US Digital systems dispatch and back-up dispatch center software, hardware and installation is included in the NTECC technology budget. Each member city is responsible for purchasing a US Digital FSA system that meets their individual needs. A working US Digital FSA system is required to be in place prior to a city is capable to move to NTECC for dispatching service.
FUNDING & PURCHASING
Funds in the amount of $125,000 are included in the Fire Department's FY 2014-15 budget for the purchase and installation of a FSA system.
If approved, the US Digital FSA system will be purchased through SHI Buy Board under contract #409-12 at a cost of $110,345.21.
The FSA comes with a 1 year technical support/system warranty. The quote includes the 2nd year technical support cost.
SYSTEM COST
US Digital System |
Cost |
Fire Station #1 |
$35,468.00 |
Fire Station #2 |
$31,066.00 |
Fire Station #3 |
$36,524.00 |
Sub Total |
$103,058.00 |
US Digital Annual SupportCost |
|
2016-17 |
$7,287.21 |
Buy Board Contract Cost |
$ 110,345.21 |
RECOMMENDATION:
Recommendation by City Administration to approve Resolution No. 2015-058 authorizing the purchase, installation and maintenance of a Fire Station Alerting System from US Digital Designs through the City's Cooperative Purchasing Agreement with the Local Government Purchasing Cooperative "Buy Board" to allow the Fire Department to connect into the North Texas Emergency Communications Center dispatching system
ATTACHMENTS:
1. US Digital Designs NTECC Phoenix G2 Fire Station Alerting System [Phase 1 Basic] Price Quote
2. US Digital Phoenix G2 Fire Station Design Plans:
a. Fire Station No.1
b. Fire Station No. 2
c. Fire Station No. 3
3. SHI Buy Board Purchasing Agreement Contract # 409-12
4. Resolution No. 2015-058