Speaker 1: Recommendation to authorize city manager to execute a ten year contract with two five year options to renew in an amount not to exceed 3020 annually for told not to exceed 640,000 over 20 years with gray wall software for the use of its virtual emergency operation center. Intelligent Emergency Operations Management Software.
Speaker 0: And did you have specific questions?
Speaker 8: I did. My my question had to do with we've been seeing a lot of different contracts come through. And some of the other ones that were in the the consent calendar also included information regarding different bids through an RFP. So I just my question had to do with whether or not we conducted an RFP for this software. And then my other question is, my understanding is that it is for emergency operation community communications. But seeing as this question came up with other vendors, I just wanted to know if there if this vendor provides any of the records, any of the data or provides any of the data with DHS or ICE.
Speaker 0: So staff who's going to be have access to it? Questions we have.
Speaker 2: The captain, however, and captains on back.
Speaker 0: Mayor?
Speaker 5: Yeah. No, man.
Speaker 0: Chief. Oh, sorry.
Speaker 2: I'm Chief.
Speaker 4: Deputy Fire Chief with back. But that's neither here nor there, so I didn't quite.
Speaker 2: Have a.
Speaker 4: Question from back there, so. And we'd like you to repeat it. And I think Captain Oliver is actually going to have to answer it, but. Okay. We'll see what we can do for you.
Speaker 8: So two questions. One is, if we conducted an RFP when we were figuring out which vendor to go with for our EOC. And then the second question is whether or not this vendor has some sort of BSI or data broker agreement with Department of Homeland Security or ICE. There's any retention of data and if they share.
Speaker 0: So on the first question, we didn't actually conduct an RFP, but we had vendors, about five vendors, and I could get you a list. I don't have all the names because we've had it for a couple of years. So we we looked at them, we tested them, we had them come in and present to a group of people, including at the time Bob Pond, who was the acting assistant city manager. And he actually oversaw the build of the EOC as well.
Speaker 3: So we looked at a variety.
Speaker 0: Of softwares and and came to the conclusion that for the value of what we got, it was the best choice. So we researched other departments that had some of these softwares and then came to the conclusion.
Speaker 3: To purchase it. It's a subscription.
Speaker 0: Mm hmm. So it's.
Speaker 3: You know, like most subscriptions you renew annually.
Speaker 0: It doesn't have any connection to ICE.
Speaker 3: It's an internal use software.
Speaker 0: So it doesn't go out to the public. It's not available to the public. I don't have.
Speaker 3: I don't have the city attorney.
Speaker 0: Here, but it does keep.
Speaker 3: A transcript, which is good for us when we're asking for reimbursement on disasters. So whenever you have a transcript of something, there's probably.
Speaker 0: You know, ways to.
Speaker 3: You know, public information records.
Speaker 8: But it's controlled by us. Right. The data and the transcript doesn't get sent externally. That's.
Speaker 0: Oh, no.
Speaker 3: No, no. It's completely internal.
Speaker 0: And I wanted to clarify, when you said it's not in regards to the public, people that are part of cert are part of this is what we used to, right? Yeah, we have rolled into that. As much as it's not open to the public, it is open to those of us that are part of cert, which I am, and I do always encourage other people to join. Yes. Member Ashcraft.
Speaker 2: Thank you. Deputy Chief is our Vic and Captain Oliver. And. Okay. So my quit and you know, speaking of cert, I believe I read that there is a cert training starting in April is that.
Speaker 3: April 12th.
Speaker 0: Starts the next.
Speaker 3: Course series. Okay.
Speaker 0: And then we'll have two more towards the fall. We kind of take a summer break and do some individual classes.
Speaker 2: Okay. Yeah. And we can go online and and.
Speaker 3: Register.
Speaker 0: And find out about it. And it's free and it's free.
Speaker 2: So my question on this, this sounds like pretty awesome software. And I do understand that it's a renewal of a subscription that you've had and the software is manages communications in a disaster and linking parties in various parts of the city and to get information in real time out there, which is great and up on screens in the EOC. My my question because this is 32,000 a year, up to ten for a ten year contract and then it can be renewed. And so I see that we've got the funding in the Facilities and Maintenance Fund, Emergency Opera EOC fund for two fiscal years, the one we're in now 20 1718 and next fiscal year 1819 and but future years funding remains at council discretion through the biennial budget process. My question is this. I mean, has the EOC established a budget for what you need? Because just at our last council meeting, when we were looking at the mid-year budget and sort of an overview, there was an item I think it was for remind me what it was, but.
Speaker 0: It was for the operating costs of the building, like gas and electric and some things like that.
Speaker 3: But we're working on bringing you a budget because there's really a whole world of, you know, managing disasters.
Speaker 0: And all the things that come along with that. So we really do have some expenses.
Speaker 3: And for clarity.
Speaker 0: You know, we thought it would be nice to have something you could really well.
Speaker 2: And what I'd like to know is.
Speaker 4: I'd just like to add that it's, it's part of our mid-cycle we.
Speaker 2: Can anticipate.
Speaker 4: Yeah, absolutely. So that is actually in the mid-cycle as part of our.
Speaker 2: Okay. That I will hold my questions until then. But, but, and so just for clarity, we would get an overview of what a year's budget for the EOC look like.
Speaker 0: And we're bringing this to you now because of your $75,000 cap. And so, you know, we don't spend.
Speaker 3: That each year, but over the course of the term of going on with a subscription.
Speaker 0: Fee, it will go over the budget.
Speaker 2: Yes. So understood. And I appreciate that. Okay. Thank you for answering my questions. And with that, I'm prepared to move that. We the recommendation to authorize city manager to execute a ten year contract with 2 to 5 year options to renew in an amount not to exceed $32,000 annually for a total not to exceed $640,000 over 20 years with great software, Great Wall Software, LLC for the use of its virtual emergency operation center intelligence emergency operation management software.
Speaker 0: That was a mouthful. So our second it that I had had a question, I wanted to clarify as much as I think you were trying to say this as much as it is a ten year contract are being asked to approve you can also terminate you said with 60 days notice we're not we can always get out of the ten years. Yes, very simple to get out of. It's like a.
Speaker 3: Subscription.
Speaker 0: And in fact, it's a little padded in case they you know, we have some, you know, add some more licensing or do any additions or do any extra work. So it's actually not that much per year. I think we were at 28,000, including all our CERT members. So it is lower than that. We just wanted to.
Speaker 3: Build a little buffer for any.
Speaker 0: Changes that may come down the pike. And so you can't it's.
Speaker 3: A subscription, so you can get out of that subscription easily.
Speaker 0: At any time. So thank you for clarifying that member matter.
Speaker 4: I think that's a very important point for the public to know because 20 years in the software contract is.
Speaker 0: Now. It seems like a very long time, but you can get out at any time. And it was just too.
Speaker 4: Just wondering why if we get out there and we just buy a subscription the next five years.
Speaker 3: We we could, but then we'll have to repeatedly come back and ask if we're really enjoying it. We'll move on.
Speaker 0: And if we're not, we'll get out. And right now it's been really.
Speaker 3: Really good and usable software.
Speaker 0: For us, really proving itself. All right. So there's motion on second. All those in favor I motion carries unanimously. Thank you very much. Thank you. So that completes our consent calendar. Now we are on 6 a.m..
Speaker 1: Introduction of ordinance approving a second amendment to a license with amber connecticut for 24 months for use of unimproved lots located at 641 West Redline Avenue at Alameda Point, an authorized city manager to execute necessary documents.
Recommendation to Authorize the City Manager to Execute a 10 Year Contract, with Two Five-Year Options to Renew, in an Amount not to Exceed $32,000 Annually for a Total not to Exceed Amount of $640,000 Over 20 Years, with Gray Wall Software, LLC for the Use of its Virtual Emergency Operation Center Intelligent's (VEOCI) Emergency Operations Management Software. (Fire 706)