TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Michael Lang, Fire Chief
Kevin Tiscareno, Division Chief
James Craig, Fire Captain
SUBJECT:Title
Consideration of a Resolution Approving an Agreement for Renewal of Subscription Based Fire/Emergency Medical Service (EMS) Incident and Fire Inspection Reporting Services with Locality Media, Inc. dba First Due, Extending the Term and Increasing the Maximum Compensation to an Estimated Value of $86,656 (Fire Chief Lang).
A) WAIVE FORMAL BIDDING (SOLE SOURCE)
B) ADOPT RESOLUTION NO. 23-0139
Body
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RECOMMENDATION:
Staff recommends that the City Council:
a) Waive formal bidding per Manhattan Beach Municipal Code (MBMC) Section 2.36.140 (waivers) due to sole source.
b) Adopt Resolution No. 23-0139 approving a renewal to the Agreement For Services with Locality Media, Inc. dba First Due (First Due) for subscription based fire/ emergency medical service (EMS) incident and fire inspection reporting in an amount not-to-exceed $86,656 and to extend the term for five years.
FISCAL IMPLICATIONS:
The amount requested for the five-year term of this agreement is for a total not to exceed $86,656. Sufficient funds for the $15,683 required for the first renewal term are available in the Fiscal Year 2023-2024 Fire Department’s Prevention Program Budget. Future years will be budgeted accordingly for this subscription.
BACKGROUND:
First Due is a cloud-based, all-in-one software suite designed to consolidate all Fire & EMS asset tracking, incident pre-planning, fire inspections permitting and billing, and National Fire Incident Reporting System records management functions into a singular platform.
The fire service is continuing to innovate to meet the needs of our customers and to satisfy the oversite expectations of its stakeholders. An emphasis on enhanced quantitative data analysis delivers on the demands of modern firefighting and response as well as integrates fire department operations and records management into modern administrative practices. From pre-incident planning to emergency response and incident reporting, fire and EMS agencies are able to use First Due to effectively manage day-to-day operations and engage long-term strategic planning in a single platform.
The Fire Department entered into an agreement with Emergency Reporting (ER) for incident reporting on January 30th, 2020, and has been utilizing their software ever since. In early 2022, the fire department began exploring the enhanced capabilities of First Due, including Community Connect, after recognizing the shortcomings of the current solution and began a pilot program in November 15, 2022, for a one-year term. The fire department now wishes to renew and extend the agreement with First Due for an additional five years and transition away from Emergency Reporting. Emergency Reporting is a Record Management System (RMS) however, First Due, not only provides RMS, it provides a robust platform with more features and will allow both suppression and fire prevention personnel to utilize this tool.
DISCUSSION:
First Due consolidates multiple platforms used by firefighters to meet the standards of the fire service and National Fire Protection Association. The easy-to-use application reduces time by having to use other programs that don’t have the flexibility offered by First Due. The program can be used in the field for situational awareness when responding to incidents and for documentation. The ease in use and accessibility allows firefighters to input reliable data in a timely manner. First Due has become the leading program being used by multiple fire departments within Los Angeles County and in the nation.
First Due is the sole source for fire and life-safety based occupancy management, automated pre-planning, mobile and web response, inspections, permitting, invoicing, and community engagement. They provide a comprehensive inspections module, including functionality for field inspections, virtual inspections, scheduling systems, pre-incident planning, and violation management tools. In addition, one of the primary reasons they are sole source is they offer a one-of-a-kind interactive “Community Connect” platform. This allows residents and business owners to share critical life safety information on their homes and businesses. As a result, competitive bidding is not possible on this product.
Staff recommends that the City Council waive formal bidding requirements in accordance with Municipal Code Section 2.36.140 (waivers) due to sole source and Adopt Resolution No. 23-0139 approving a five-year renewal agreement for services with Locality Media, Inc. dba First Due (First Due) for subscription based fire/emergency medical service (EMS) incident and fire inspection reporting in an amount not-to-exceed $86,565.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 23-0139
2. Renewal Agreement- Locality Media, Inc. dba First Due
3. Agreement- Locality Media, Inc. dba First Due (2022)
4. Sole Source Letter