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File #: 21-415    Version: 1 Name:
Type: Consent Calendar Status: Agenda Ready
File created: 3/4/2021 In control: Council and Authorities Concurrent Meeting
On agenda: 9/28/2021 Final action: 9/28/2021
Title: Action on Agreement with US Digital Designs for a Fire Station Alerting System
Attachments: 1. DRAFT Agreement with US Digital Designs
REPORT TO COUNCIL
SUBJECT
Title
Action on Agreement with US Digital Designs for a Fire Station Alerting System

Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
Public Safety Dispatchers rely on the fire station alerting system to notify fire station(s) of an incoming emergency. The fire station alerting system provides personnel with the necessary details to respond to the incident.

The existing fire station alerting system was installed over 20 years ago and is at end-of-life status. The new fire station alerting system will help the Fire Department meet its performance objectives and will contribute to enhanced firefighter wellness and resilience.

DISCUSSION
Pursuant to City Code Section 2.105.330, a formal Request for Proposal (RFP) was conducted as the solicitation method for this procurement, with the award recommendation based on "best value". The factors considered in the award were experience, technical capability, and cost.

In 2020, a competitive Request for Proposal (RFP) was advertised on the City's bid notification system for a Contractor to provide a fire station alerting system. Sixty-three vendors viewed the RFP, and three proposals were received from Bryx, Inc., PURVIS Systems, and US Digital Designs, Inc. (USDD), respectively. Proposals were independently evaluated by four representatives from the Fire Department and two representatives from the Department of Information Technology. The evaluation criteria set forth in the RFP were experience, technical capability, and cost. Finalists were required to participate in demonstrations and the City elected to conduct a Best and Final Offer (BAFO) to ask clarifying questions regarding the proposed solution and to provide proposers a final opportunity to revise their proposed costs.

References were checked with City of Palo Alto, Mountain View Fire Department, and the Santa Clara County Fire Department. All references checked positive.

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