Report to Mayor and City Council
Tuesday, April 20, 2021
Consent
SUBJECT:
Title
CONSIDERATION OF APPROVAL OF CONTRACT SERVICES AGREEMENT WITH TELANET MIDWEST, INC. FOR E911 SERVICES FOR THE CITY OF CARSON (CITY COUNCIL)
Body
I. SUMMARY
The City seeks Telanet Midwest’s (“Consultant”) E911 services for provision of bi-directional communications and control to the City’s Avaya System that will allow the City to ascertain the location of any 911 calls that originate from anywhere within City properties, including City parks, City Hall and Community Center (collectively, “City Properties”) and alert first responders of on-premise 911 calls originating from a user’s phone call made from within City Properties. Consultant’s technology is the only technology available that integrates with the Avaya System while providing device tracking to identify a caller’s exact location automatically without end user interaction or participation and in fact, Consultant has obtained a patent on this technology so that currently no other company is permitted to use it. The Consultant is the only company that can provide such services while interacting with the Avaya System, therefore, the City Manager finds that the services needed by City can only be obtained from one source thereby satisfying the sole source requirement under Section 2611(e) of the CMC.
The contract awarded to Consultant would be for three (3) years for a total not to exceed the amount of $38,712.76, with two (2) one (1)-year options to extend.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the bidding requirements of the Carson Municipal Code (CMC) pursuant to CMC Section 2611(e) ("Sole Source Purchasing"); and
2. APPROVE Contract Services Agreement with Telanet Midwest, Inc. and
3. AUTHORIZE the Mayor to execute the same upon approval as to form by the City Attorney.
Body
III. ALTERNATIVES
TAKE any other action the Council deems appropriate.
IV. BACKGROUND
The City currently utilizes a multi-line telephone system (“MLTS”) called the Avaya IP Office phone system (“Avaya System”) for all its telephonic needs. Kari’s Law, which is set forth in 47 U.S.C. § 623 and went into effect February 17, 2020, requires organizations that use a MLTS to provide callers with the ability to dial 911 directly from any telephone in the system without having to dial a prefix, such as “9,” to reach an outside line, and requires MLTS to provide notification to the facility using the system when a 911 call is made. Ray Baum’s Act, which is set forth in 47 U.S.C. § 615 and went into effect January 6, 2021, requires that all MLTS provide a "dispatchable location" and a callback number on all emergency 911 calls. “Dispatchable location” is defined as the “street address of the calling party and additional information such as room number, floor number, or similar information necessary to adequately identify the location of the calling party.” This E911 service will ensure the City is in compliance with both Kari’s Law and Ray Baum’s Act.
Telanet’s technology is the only solution currently available that integrates with the City’s Avaya IP Office phone system and that provides device tracking for any end point that may move from one location to another. This process is done automatically without end user or administrator interaction. It also provides alerting for on premise 911 calls originated from a user’s cell phone on an organization’s campus. This is the only solution of its kind that provides both device tracking and automation with cellular 911 integration in one platform. Telanet has obtained a patent on this technology so that currently no other company is permitted to use it. The Consultant is the only company that can provide such services while interacting with the Avaya System. Based upon this information,the City Manager finds that the services needed by City can only be obtained from one source thereby satisfying the sole source requirement under Section 2611(e) of the CMC.
Section 2611(e) of the City’s Municipal Code (“CMC”) allows the City to dispense with competitive bidding processes by use of the sole source exemption if the City Manager finds that the materials, supplies, equipment, or services are unique because of their quality, durability, availability, or fitness for a particular use and are available only from one (1) source, or, if available from more than one (1) source, can be purchased from the manufacturer or service provider for a lower price.
The contract awarded to Consultant would be for three (3) years for a total not to exceed amount of $38,712.76, with two (2) one (1)-year options to extend.
V. FISCAL IMPACT
The cost associated with the 3 year contract with Telanet Midwest, Inc. is not to exceed the amount of $38,712.76. There is no fiscal impact to the Information Technology department for the first year as the $14,335.50 cost of the first year of the contract is available in the adopted FY 2020-2021 budget. Information Technology will budget the required funds in the following fiscal years to fulfill the remaining contract amount.
VI. EXHIBITS
1. Telanet Contract E911. (pgs. 4 - 32)
2. Telanet Quote E911. (pgs. 33 - 35)
Prepared by: Kevin Kennedy, Information Technology Manager