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Home My WebLink About12/19/2001 - STAFF REPORTS (10) 9 Date: December 19, 2001 To: City Council From: Fire Chief and Procurement Manager AWARD RFP FOR PROVIDING A WIRELESS WIDE AREA NETWORK LINKING FIRE DEPARTMENT FACILITIES RECOMMENDATION: It is recommended that the City Council award Request for Proposal 08-02 for Providing and Installing a Wireless Wide Area Network linking Fire Department Facilities to Redrock Communications, Inc. of Irvine, CA in an amount not to exceed $176,791 and authorize the City Manager to execute a contract services agreement in a form acceptable to the City Attorney. SUMMARY: This contract will provide a state of the art wireless, wide area network linking all Fire Department facilities and City Hall allowing improved communications, record-keeping and training methodologies. Funding for this system has previously been authorized by City Council and is available. BACKGROUND: Four of the City's fire stations and the Fire Training Center do not have data links to the Headquarters Fire Station (442) and City Hall. This system will use leading edge technology to relay data and video over radios located at each site. This system will provide data transmission allowing the electronic transmission of incident reports,fire inspection data,training records,e-mail and internet capability, and video transmission of training materials. The Fire Department is mandated to maintain records for legal purposes, for grant purposes, and to submit of fire incident reports to the State using the National Incident Fire Reporting System (NIFIRS). The Fire Department has acquired software designed to keep track of the data necessary for the reporting of this information in the required format. Much of the raw data necessary is currently unreportable to the database because it is input at the individual fire stations which have no data link to the servers located at City Hall. The wireless system will allow the central collection of record and reports in data format that permits fire department management to generate quick and accurate reports and statistics in the required formats. This will be especially important as the Insurance Service Office is planning to grade our fire response system in 2002. In addition, it will allow video-on-demand broadcast capabilities from the Fire Training Facility to each site. Currently, on-duty fire personnel must leave their primary response areas in order to receive training at the Fire Training Facility (FTC) located on Alejo Road. This system will allow fire personnel to receive the training on their station TV sets, thus allowing the engine company to remain in their primary response area and reducing call response time from the FTC. In order to mitigate visual impacts the proposed wireless system will utilize "stealth" antennas at several of the fire facilities. Initial site surveys by the contractor have indicated that antenna heights of 40'-50' will be required at several stations. At these locations the proposed system 1/9 utilizes antenna structures built to look and act as flagpoles to achieve the required heights. The Planning Commission is very supportive of this innovative concept. The remaining sites will utilize roof mounted antennas. The visual impact will be minimal. RFP 08-02 was advertised and mailed to seventeen firms. Three proposals were received by the due date and time set for responses. Responding firms were, Redrock Communications,Scientech and Desert Wireless. An Evaluation Committee consisting of the Fire Chief, the Director of Information Technology, the Deputy Director of Aviation -Operations, the Fire Training Battalion Chief and Dr. Henry Richter, Ph.D., P.E., a local communications expert, evaluated the responses and recommend Redrock Communications for award. Funds for the purchase of this system are available in accounts 001-3520-50015 Specialized Equipment and 261-3600-53000 Fire Improvements. HAROLD E. GOOD BARY A. F EET Procurement Manager Fire Chief APPROVED: TAMES R. RUNGE Director of Information Technology APPROVED: DAVID H. READY i City Manager �! Attachment: Minute Order REVIEWED BY DEPT.OF FINANCE y� 2 phi -f4 ' PROOF OF PUBLICATION Inns Is space for County Clerk's Filing Stomp (2015.5.C.C.P) STATE OF CALIFORN[A County of Riverside lam a citizen of the United Scams and a resident of Proof of Publication of the County aforesaid; I am over the age of eighteen years,and net a party to or interested in the No.0234 CITY OF PALM SPRINGS above-entitled matter.I am the principal cleric of a MINUTE CAorR NO. 5977 printer of the,DESERT SUN PUBLISHING AWARDING AEOUEST FOR PROPOSAL 06-02.. COMPANY a newspaper of general circulation, FOR PROVIDING AND INSTALLING A WIRELESS printed and published in the CI[y of Palm Springs, RT- WIDE T FACIILAREA n I�[-9N O AEOPOGN( COMMUN FIRE ACA, County of Riverside,and which newspaper has been TI EXCEC.ED F IRSVINgE,CA IN AN AMOUNT NOT adjudged a newspaper of general circulation by the CITY MANAGER TO EXECUTE A CONTRACT Superior Court of the County of Riverside,State of SERVICES C TO TAGREEHE CITY AENT IN T TQRNIgY ACCEPT- Superior under the date of March 24,1988.Case I HEREBY CERTIFY than This Minute Order, Number 191236;that the notice,of which the awarding Rep e0 for Proposal 00-02 for Pro,id� m0 and Instaling a Wireless Wide Area NeTwork annexed is a printed copy(set in type not smaller (Inking Fire Department Facilities To Redrock COMMUr Cl Ipr10. Inc of Irvine. CA in an amount than non pariel,has been published in each regular not to exceed 3176,7991 and authorize The CITY Manager To execute a contracT servlces agree- and entire issue of said newspaper and no[in:my r'�enl n a roan 'icccplablo Io the was adopted by The City Council of the CITY or Coy Attorney supplement thereof on the following dares,[0 Wit: PAIm Springs, Callfornla, In a meetmq mereol Acccmbcr3lst nerd on the lslh duy of December, 20D1. ...._........._-- BY:lsl Patricia A.Sanders Cly Clerk Publish: December 31, 2001 _ Sho Desart Sun All in the year 1001 �-�-�------_-�— I certify(or declare)under penalty of perjury that the foregoing is true and correct- 2nd Dated at Palm Springs,California this--------day January of=-------- ,2002 Signature MINUTE ORDER NO. AWARDING REQUEST FOR PROPOSAL 08-02 FOR PROVIDING AND INSTALLING A WIRELESS WIDE AREA NETWORK LINKING FIRE DEPARTMENT FACILITIES TO REDROCK COMMUNICATIONS, INC.OF IRVINE, CA IN AN AMOUNT NOT TO EXCEED $176,791 AND AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT SERVICES AGREEMENT IN A FORM ACCEPTABLE TO THE CITY ATTORNEY I HEREBY CERTIFY that this Minute Order, awarding Request for Proposal 08-02 for Providing and Installing a Wireless Wide Area Network linking Fire Department Facilities to Redrock Communications, Inc. of Irvine, CA in an amount not to exceed $176,791 and authorize the City Manager to execute a contract services agreement in a form acceptable to the City Attorney, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 191h day of December, 2001. BY: PATRICIA A. SANDERS City Clerk y4