TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Robert D. Espinosa, Fire Chief
Ken Shuck, Battalion Chief
SUBJECT:Title
Consideration of One-Year Renewal of Fire Records Management System (RMS) Support and Maintenance Contract with Fire Information Support Services, Inc. in the Amount of $26,350.00 (Fire Chief Espinosa).
APPROVE AND APPROPRIATE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council approve the renewal of a one-year Fire Records Management System (RMS) maintenance contract with Fire Information Services, Inc. in the amount of $26,350.
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FISCAL IMPLICATIONS:
Sufficient funds are available in the Fire Department Budget to renew the annual maintenance agreement.
DISCUSSION:
This system is used for fire and rescue reports, staff scheduling, training records, fire prevention inspections, and personnel records, Renewal of this contract is necessary in order to obtain technical assistance with upgrades and repairs to the system as well as data compilation that is reported to the State of California and the National Fire Incident Reporting System.
Since inception, the Fire Department has incurred on-going maintenance costs associated with the automated system's software and hardware. This contract continues the agreement until June 30, 2015.
Fire Information Support Services, Inc. has assisted the City in numerous hardware upgrades and software updates; they are familiar with the system's configuration down to the component level. This vendor has consistently performed well, is responsive, and has provided excellent support during the last 12 years. In addition, this is the only vendor in our area that provides this type of specialized Fire RMS support. Therefore, staff recommends that the Council approve a one-year maintenance contract to Fire Information Support Services, Inc. in the amount of $26,350.
Contracts for services of specially-trained and professional persons such as this are exempt from bidding per Municipal Code Section 2.36.130 (professional services). However, because the value of the contract exceeds $20,000, City Council approval is necessary. The City may cancel the contract at any time without cause if necessary.
CONCLUSION:
Staff recommends that the City Council approve the renewal of a one-year Fire Records Management System (RMS) maintenance contract with Fire Information Services, Inc. in the amount of $26,350.
Attachment:
1. Contract with Fire Information Support Services, Inc.