HomeMy WebLinkAbout9/17/2003 - STAFF REPORTS (8) DATE: September 17, 2003
TO: City Council
FROM: Chief of Police and Director of Procurement & Contracting
APPROVE STATE-FUNDED UPGRADE OF POLICE DEPARTMENT 9-1-1 SYSTEM
RECOMMENDATION:
It is recommended that the City Council approve a State-funded upgrade to the Police
Department's 9-1-1 communications equipment by Verizon and authorize the City Manager
to execute all documents necessary therefor.
SUMMARY:
This action will allow the City to execute the documents necessary for a State-funded
upgrade to the Police Department's dispatch center.
BACKGROUND:
The State of California's Department of General Services,through its Telecommunications
Division 9-1-1 Emergency Communications Office, collects funds to support 9-1-1
infrastructure throughout the State. The Police Department's dispatch center is allocated
funds based on the call volume processed. Over the past five years, the allocation formula
has resulted in an accumulation of$288,000 for the dispatch center.
The funding from the State 9-1-1 Emergency Communications Office is to be used for
items/services directly related to the 9-1-1 system in the dispatch center. The upgrades to
the system include new computer workstations for the dispatch positions, a variety of
software improvements to aid with reporting and resource management and uninterruptible
power supplies. The improvements, amounting to $169,969.87, includes equipment,
installation, software, training and five years of system maintenance and will be provided
by Verizon via a State of California contract, the original provider of the equipment to be
upgraded.
The State offers two methods of drawing the collected funds - direct payment from the
State to the vendor, or reimbursement to the City of funds expended for approved
purchases. Budget considerations made the direct pay method the preferred option for the
City. Pursuant to procedures for this payment method,the City has utilized a State contract
to procure the upgrade and has requested and received a funding commitment from the
State for this purchase.
The direct payment funding procedures require the City to issue a zero-dollar purchase
order to Verizon, allowing Verizon to pass title to the equipment to the City. The payment
obligation for the equipment ordered on the purchase order is the State's. Staff
recommends that the City Council authorize the City Manager to sign this and any other
related paperwork necessary to complete this State-funded purchase.
Per program guidelines, funds remaining in the State-held account for the dispatch center
must be expended by the end of this calendar year. At the close of the calendar year any
unspent funds will be reallocated to other 9-1-1 centers. A new accumulation of funds for
future system improvements will begin next calendar year. Staff is working to identify other
qualifying expenditures to utilize this resource to the fullest extent prior to the close of the
calendar year.
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HAROLD E. GOOD GARY Jl/A/AND ON
Director of Procurement & Contracting Police hie
City Manager
Attachment: Minute Order
REVIEWED BY DEPT.OF FINANCE
MINUTE ORDER NO.
APPROVING ASTATE-FUNDED UPGRADE
TO THE POLICE DEPARTMENT'S 9-1-1
COMMUNICATIONS EQUIPMENT BY
VERIZON AND AUTHORIZE THE CITY
MANAGER TO EXECUTE ALL
DOCUMENTS NECESSARY THEREFOR
I HEREBY CERTIFY that this Minute Order approving a State-funded upgrade to the Police
Department's 9-1-1 communications equipment byVerizon and authorize the City Manager
to execute all documents necessary therefor, was approved by the City Council of the City
of Palm Springs, California in a meeting thereof held on the 17th day of September, 2003.
PATRICIA A. SANDERS
City Clerk