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Home My WebLink About13 - Replacement Mobile Data Computers & IT EquipmentaLW Pp�T CITY OF NEWPORT BEACH City Council Staff Report Agenda Item No. 13 January 8, 2013 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Fire Department Scott Poster, Fire Chief 949 - 644 -3101 sposter(a nbfd.net PREPARED BY: Rob Williams, Assistant Chief 949 - 644 -3045 rwilliams(@nbfd.net APPROVED: jNn, Q TITLE: Replacement of Mobile Data Computers and New Information Technology Equipment on Fire Department Response Vehicles ABSTRACT: Fire Department emergency response vehicles (Ladder Trucks, Pumpers, Rescue Ambulances, and Command Vehicles) are equipped with a Mobile Data Computer (MDC). An MDC is an integral component of dispatching and emergency response. It is linked to a secure system maintained by Orange County Communications and MetroNet Dispatch, who in turn provide critical information to emergency units. This information includes, but is not limited to, incident location, vehicle status, incident information & tracking, mapping, and hazardous materials. The current MDC system and equipment has exceeded its service life and is failing. This results in a loss of valuable information for personnel responding to incidents, and excessive costs to maintain obsolete equipment. MetroNet Dispatch is upgrading core technologies utilizing broadband communication equipment purchased through an Urban Areas Security Initiative (UASI) funded grant. This upgrade requires the replacement of legacy equipment. New equipment is vital to continue the excellent service provided to the residents and visitors of Newport Beach. Furthermore, new technology is required by the Orange County EMS Authority to increase the security and capability of our emergency vehicles that incorporates a key safe, drug safe, and automatic vehicle locater. The new technology will be linked to the City IT infrastructure for better security and reporting. RECOMMENDATION: Approve Budget Amendment 13BA -025 appropriating $192,302.90 in the Equipment Replacement, Internal Service Fund, account number 6120 -9110, for the purpose of replacing Mobile Data Computers and new technology equipment on Fire Department response vehicles. Replacement of Mobile Data Computers and New Information Technology Equipment on Fire Department Response Vehicles January 08, 2013 Page 2 Authorize staff to enter into a purchase agreement with Datalux for the purchase of Mobile Data Computers. FUNDING REQUIREMENTS: There are sufficient resources in the Equipment Replacement fund for the proposed purpose. The attached budget amendment provides the budgetary authority for the expenditure. DISCUSSION: The Fire Department utilizes communication technology to provide excellent service to the residents and visitors of Newport Beach. Emergency vehicles (Ladder Trucks, Pumpers, Rescue Ambulances, and Command Vehicles) are outfitted with a Mobile Data Computer (MDC). Emergency response vehicles require information systems and related technology to meet the service requirements while lowering net operating costs. The Fire Department must replace the current MDCs since they are failing frequently and will not support the next generation software. Additionally, each vehicle will require computer hardware to communicate with the dispatch center and allow remote management of new, required security devices. The MDC is used to receive incident information securely from the dispatch center. It allows units to communicate with dispatch and other units, receive mapping information for faster response, understand potential hazardous materials and business information, and communicate relevant HIPAA information. Also, it will have the ability for dispatch to locate and assign the closest unit to an incident for faster service. MDCs were first installed on Fire Department emergency vehicles over 12 years ago. There have been numerous upgrades in both equipment and software during that time. Furthermore, it has been a number of years since the last equipment purchase and warranties have expired. The current computer hardware is obsolete and fails frequently, causing a loss of critical information to emergency vehicles and increasing maintenance costs for the City. In addition, to meet current Emergency Medical Services (EMS) requirements relating to chain of custody of federally controlled drugs, electronic safes with unique access codes and audit capability must be installed. Knox MediVaults will need to be installed on all apparatus that provide paramedic services. Previously purchased Knox KeySecure devices that are used in conjunction with the MediVaults, will need to be installed to control access to "limited access keys." This reduces the City's liability in the event that the "limited access keys" were used to gain unauthorized access to facilities. The integration of the security devices into the onboard broadband network allows for IT staff to remotely program and audit each device at the request of Fire Management. Replacement of Mobile Data Computers and New Information Technology Equipment on Fire Department Response Vehicles January 08, 2013 Page 3 The proposed new equipment and technology will include the installation of new, ruggedized MDCs, broadband routers with GPS tracking and real -time reporting, industrial grade network switches, and other related peripherals including security devices to all of the front -line and reserve apparatus. A UASI grant will fund the purchase and installation of all required antennas, and broadband routers with GPS tracking. The design of the proposed system is a standards based, open architecture allowing individual components to be replaced without affecting the remaining system. The expected useful life of all proposed hardware is 5 years. All of the proposed technology hardware and software have been evaluated by City personnel, or is currently in use by the City. The Fire and IT Departments concluded that the Datalux Tracer T5 is the best equipment suitable for our needs. These are the same computers used by the Newport Beach Police Department. This computer meets all of the hardware requirements of the current and proposed software suites. Its form factor allows it to easily fit in any apparatus, including those with limited space, and uses a touch screen technology that is enhanced to eliminate erroneous touches in rough driving conditions. It can easily be serviced by City IT technicians and it has an extended warranty of 5 years. Total project costs to upgrade all equipment and technology are estimated at $247,000. Through previous purchases by the Fire Department and offset funds from the UASI grant, the necessary funds required are $192,302.90. The Finance Department recommends that the purchase and installation of the MDC equipment and new required technology be funded from excess reserves in the Equipment Replacement, Internal Service Fund. Finally, future technology replacement will be funded from the Equipment Replacement, Internal Service Fund. This will ensure all new vehicles and equipment will be outfitted properly with updated technology installed during the vehicle build process. This will expedite the deployment process and reduce ongoing maintenance costs and staff time. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. Replacement of Mobile Data Computers and New Information Technology Equipment on Fire Department Response Vehicles January 08, 2013 Page 4 NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by Scott L. Poster Fire Chief Attachment: Budget Amendment CHY Of Newport Beach NO. BA- 13BA -025 BUDGET AMENDMENT 2012 -13 AMOUNT: $1s2,3o2.so EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance X Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance Transfer Budget Appropriations No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase expenditure appropriations from the Equipment Fund unappropriated fund balance for the purchase of Mobile Data Computers for Fire Department vehicles. AI,000N I INU tN I KY: BUDGETARY FUND BALANCE Fund Account Description 610 3605 Equipment Fund - Fund Balance REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Division Account Division Account Division Account Division Account Division Account Signed: Signed: Description Amount Debit Credit $192,302.90 t (/ /J( / - 3 -- I Approval: Finance Director Date ci'Ul Date Signed: _ V \AYULNW 7 ' l // 1/0 VUL_ —1-10 I3 City Council Approval: City Clerk Date Description Number 6120 Equipment Replacement Number 9110 Mobile Data Computing $192,302.90 Number Number Number Number Number Number Number Number t (/ /J( / - 3 -- I Approval: Finance Director Date ci'Ul Date Signed: _ V \AYULNW 7 ' l // 1/0 VUL_ —1-10 I3 City Council Approval: City Clerk Date