Consideration and Approval of Contract: The Cooperative Purchase Contract with Russ Bassett Corp in the amount of $429,803 to replace and update the Computer Aided Dispatch (CAD) consoles in the Flagstaff Police Department Communications Center.

1. Approve the Cooperative Purchase Contract through the HGAC Cooperative Contract EC07-20 with Russ Bassett Corp. in the amount of $429,803 to replace and update the CAD consoles in the Flagstaff Police Department Communications Center; and
2. Authorize the City Manager to execute all necessary documents.

The CAD consoles in the Flagstaff Police Department were last replaced in 2011. These consoles are used 24/7/365 by dispatchers answering emergency calls for service and dispatching law enforcement and fire. The current consoles have parts that are starting to break and they no longer make the parts to fix them. Each console is supposed to have personal climate devices that provides heat in the winter and cooling fans in the summer. The personal climate devices no longer work at any of the CAD consoles. Dispatchers have been utilizing space heaters in the winter to stay warm since the temperature of the center has to stay cool due to the computer equipment. The proposal from Russ Bassett Corp (Russ Bassett) includes replacement of all the CAD consoles with an additional three (3) consoles. The new consoles will have personal climate devices that provide warmth in the winter and cooling fans in the summer. They will have ambient lighting that is easier on a dispatcher’s eyes especially during 12-hour graveyard shifts. They also have the ability to be lifted and lowered so dispatchers are able to stand during their shifts. Russ Bassett offers a ten (10) year every part warranty on all their equipment.

The cost of the CAD console replacement has been approved by the budget team using infrastructure reserve funds in the General Fund.

Priority Based Budget Key Community Priorities and Objectives Carbon Neutrality Plan Regional Plan

Yes. Council approved a communication center update in 2011.
 

1. Approve the Cooperative Purchase Contract with Russ Bassett in the amount of $429,803.00 to replace the CAD consoles in the the Emergency Communications Center;
2. Reject the Cooperative Purchase Contract with Russ Bassett in the amount of $429,803.00 and direct staff to conduct a solicitation; or
3. Reject the Cooperative Purchase Contract and keep the current CAD consoles in the Emergency Communications Center. This option is not recommended by staff as there is a significant need for updating this equipment.

The CAD consoles in the Emergency Communications Center (ECC) were last replaced in 2011. The ECC dispatches for Flagstaff Police Department, the Greater Flagstaff Regional Fire Department, Pinewood Fire Department, Blue Ridge Fire Department, Forest Lakes Fire Department, Coconino County Sheriff's Office, Forest Service, and the Park Service. Technology has improved to where we can provide our dispatchers consoles that lift so they can stand during 12-hour shifts, ambient lighting that is easier on the eyes and causes less strain, and personal climate devices to keep dispatchers comfortable throughout their shifts. It is essential to update and replace this equipment to meet the needs of these agencies. 

Purchasing reviewed cooperative purchase options and determined that the HGAC Cooperative Contract EC07-20 with Russ Bassett Corp. was valid and within the scope of the materials and services needed.

The Emergency Communications Center values providing exceptional customer service to our community members. By providing our dispatchers comfortable equipment that works allows them to continue to provide exceptional customer service.
 

The Emergency Communications Center values the service we provide to our community. We offer the community the ability to sit in with our dispatchers during their shifts. We also conduct presentations for various groups within our community.