Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Cooperative Agreement with the Alameda County Fire Department for a Fire Station Alerting System in an Amount Not to Exceed $534,587.14, Out of Which $400,000 Was Already Pre-Paid in FY 2023-2024, with $134,587.14 to be Paid in FY 2025-2026 Using Funds Already Appropriated in the Current Fiscal Year Budget
Staffreport
COUNCIL PRIORITY
• Public Safety
SUMMARY AND RECOMMENDATION
The Alameda County Fire Department embarked on a project to upgrade the alert system in its dispatch and fire stations to enhance emergency response efficiency. Staff recommend that the City Council adopt a resolution that approves a Cooperative Agreement with the Alameda County Fire Department (ACFD) for the installation of the Phoenix G2 Fire Station Alerting System at all San Leandro fire stations in an amount not to exceed $534,587.14.
BACKGROUND
The Alameda County Fire Department (ACFD) provides fire and emergency response services within the City of San Leandro under an existing services contract. As part of this collaboration, the City is generally responsible for "hard costs" related to the use of fire stations including the fire station alerting system. To enhance emergency response efficiency, there is the need for an upgraded fire station alerting system to be installed in all San Leandro fire stations.
The Alameda County Fire Department (ACFD) is overseeing a regional project to replace the entire fire alerting system-including dispatch and all fire stations-across all jurisdictions dispatched through the Alameda County Regional Emergency Communications Center (ACRECC). To secure this system, ACFD utilized a piggyback approach through a competitive procurement process to identify a new system vendor. Ultimately, Alameda County adopted resolutions to allow installation services to be added directly to the components vendor’s contract.
Discussion/Analysis
The project to update the fire station alerting system at San Leandro fire stations involves the installation of the Honeywell Phoenix G2 Station Alerting System. This system will modernize dispatch alerting capabilities, providing faster and more reliable alerts for emergency personnel. The project scope includes procurement, ethernet cabling, installation of system components (speakers, lights, controllers), electrical work as needed, and patch/repair of impacted walls and ceilings. The new system will extend alerts into all areas of the station, providing significantly better coverage than the current system.
The Project will be implemented at all San Leandro fire stations:
Station 9 - 450 Estudillo Avenue;
Station 10 - 2194 Williams Street;
Station 11 - 14903 Catalina Avenue;
Station 12 - 1065 143rd Avenue;
Station 13 - 637 Fargo Avenue
In order to effectuate the installation, staff recommend that the City Council approve and authorize the City Manager enter into a Cooperative Agreement with ACFD for the fire alerting system. This will result in efficiencies associated with ACFD's procurement and systemwide upgrade. The not-to-exceed amount of the Cooperative Agreement is $534,587.14. ACFD has contracted for the installation and will assign a Project Manager to oversee and coordinate the work with City staff. The City will provide timely access, approvals, and support to ensure successful completion. Upon completion, the City will assume ownership and maintenance responsibility for the system. The upfront service and warranty costs are approximately $21,700 for two years and included in the total project cost.
Financial Impacts
Sufficient funds were included in the Fiscal Year 2023-2024 and 2025-2026 General Fund budget for Station Alerting System:
FY 2023-24, prepaid: $400,000
FY 2025-26, General Fund: $134, 587.14
Total: $534,587.14
This Council action will not impact fund balance because funds are included in the FY2025-2026 adopted budget.
ATTACHMENTS:
A: Resolution to Authorize the City Manager to Execute a Cooperative Agreement with the Alameda County Fire Department for the Fire Station Alerting System
B: CSA between the City of San Leandro and Alameda County Fire Department
C: Components and Prices
D: Station Floor Layouts
PREPARED BY: Paige Bowie, Division Chief, Alameda County Fire Department