Title
Enter into Agreements for Fire Station Alerting System Services and Equipment with U.S. Digital Designs, Inc. and Request Indemnification and Liability Exemptions (Ordinance S-48998)
Description
Request to authorize the City Manager, or his designee, to enter into agreements with U.S. Digital Designs, Inc. (USDD) for station alerting system services and equipment for the Fire Department. Additionally, request to authorize the City Manager, or his designee, to grant an exemption from the indemnification and liability provisions of section 42-18 of the City Code and allow inclusion of indemnification and limitation of liability provisions in the agreements. Further request authorization for the City Controller to disburse all funds in an amount not to exceed $12,500,000 over the life of the five-year contract.
Report
Summary
The Phoenix Fire Department (PFD) is currently utilizing proprietary software and equipment (station alerting system) critical to the regional dispatch system, fire, and emergency medical response for the Phoenix Fire Department and all Computer Aided Dispatch (CAD) partners. Fire station alerting equipment, refers to the equipment in fire stations that notifies firefighters on shift they are being dispatched on an emergency call. The systems manufactured by USDD are installed in all regional fire stations and contracted private ambulances at 183 locations. The equipment and maintenance are proprietary. In addition, the USDD alerting system has an interface with the current Northrup Grumman CAD system and the Motorola radio system. This combination of services, components and interfaces is used to facilitate seamless dispatching for first responders around the valley.
Additionally, information technology companies such as USDD provide increasingly complex products and services and will not agree to fully indemnify the City nor accept unlimited liability. Granting an exception would authorize the City to negotiate indemnification and assumption of liability provisions that best protect the City while still being aligned with information technology industry standards and acceptable to USDD.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as a result of a Determination Memo citing the unusual nature of the goods and services that require a specific vendor.
Contract Term
These five-year contracts will begin on or about Oct. 1, 2022.
Financial Impact
The aggregate value of both contracts will not to exceed $12,500,000 over the life of the five-year contracts. Funds are available in the Fire Department's budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Lori Bays and the Fire Department.