Crprate NO: R091 Reprt COUNCIL DATE: April 19, 2004 REGULAR COUNCIL TO: Mayr and Cuncil DATE: April 2 nd 2004 FROM: Fire Chief FILE: 1360-20 SUBJECT: Award Cntract t FDM Sftware Ltd. fr a Cmputer Aided Fire Dispatch (CAD) and Integrated Fire Recrds Management System () RECOMMENDATION Cuncil award a cntract fr the acquisitin and implementatin f a Cmputer Aided Fire Dispatch (CAD) and Integrated Fire Recrds Management System () frm FDM Sftware Ltd fr $1,253,558. BACKGROUND Current Situatin/ Business Prblem In 1990, the Surrey Fire Department purchased and implemented its first Cmputer Assisted Dispatch (CAD) and Recrds Management System (). At that time, the prjected service life was 7 years. The department has been able t extend its prjected service life with in huse expertise; hwever, the hardware platfrm is well past its expected use life. It is whlly dependent n a diminishing supply f used parts and specialized supprt while expsing the Fire Department and its clients t an everincreasing risk f system failure. With the retirement f the Wang Cmputer System, where fire inspectin recrds reside, and the urgent need t maintain the current dispatch custmer base and t attract new business, it is time t prceed with the replacement f the Geac Fire CAD system with new sftware and hardware.
Future Visin The selected CAD/ system frm FDM Sftware, unlike mst systems which use prprietary cmputer prgramming, is an pen architecture system which allws much easier integratin with current r future sftware. FDM's pen architecture design allws alignment f the Fire Department's IT architecture with the City's IT architecture and will ffer pprtunities t leverage the City's current investment in the cmputing infrastructure including its ERSI based Gegraphical Infrmatin System (GIS). In additin, the newer technlgy platfrm will enable the Department t take advantage f technlgies such as the Internet, graphical user interface (GUI) and Windws. DISCUSSION CAD/ Replacement Optins Analysis Three ptins were cnsidered and evaluated fr the replacement f the current Fire Dispatch/ cmputer system. 1.0 OPTION A: Partner with the RCMP Under this ptin, the hardware and sftware (Xwave) currently in use by RCMP wuld be mdified t the meet requirements fr Fire Dispatch. This ptin analysis was part f the study initiated in February 2001 by the City Manager's ffice t determine the feasibility f a jint services peratinal cmmunicatins center and cmmn technlgies platfrm with the RCMP. 1.1 Analysis and Evaluatin The RCMP use Xwave Sftware fr their CAD and and it was specifically develped fr plice dispatch and recrds management. It des nt address the Fire CAD and Recrds management requirements A sftware develpment partnership was prpsed by Xwave t develp the fire CAD cmpnent. This wuld require the Fire Department t develp specificatins fr the fire CAD cmpnent and fr Xwave t custmize the existing sftware r create new sftware mdules. Extensive testing wuld be necessary prir implementing the newly created sftware. High cst fr sftware develpment/custmizatin
N Fire Recrds Management Cmpnent A partnership with a third party was prpsed at extra cst High risk as n prven fire capability High verall cst Unable t establish prduct cmpletin and implementatin time frame Unin and infrastructure issues Physical cnstraints f the RCMP building 1.2 Cst Capital (CAD): $1,200,001 On-ging: Nt available as prduct is in develpment : Must use FDM at $459,600 per year plus interface csts 1.3 Cnclusin Based n the amunt f sftware custmizatin and the risk f nt having a prven fire capability, this ptin is cnsidered nt viable. In additin, the Recrds Management cmpnent wuld be an extra cst. 2.0 OPTION B: A Jint ECOMM/Surrey Fire Dispatch Under this ptin, Surrey wuld jin ECOMM fr the delivery f dispatch services t Surrey and its custmers. This ptin came abut as a result f a prpsal ECOMM presented t Surrey in December f 2001 t have the City f Surrey act as a backup site t their peratin. A prject team cnsisting f IT technical and Fire management staff was established t evaluate the suitability f the dispatch sftware and t assess the n-ging cst f data cmmunicatins. 2.1 Analyses and Evaluatin
ECOMM des nt supprt alternate cmmunicatin methds such as virtual private netwrks via the Internet r Citrix t deliver data cmmunicatins r dispatch infrmatin t the varius Surrey and Surrey custmer fire halls. A separate cstly netwrk wuld be required. ECOMM was unable t prvide a reliable cst estimate fr the n-ging data cmmunicatins ECOMM recmmended FDM t prvide an system but culd nt ffer any cnnectivity csts and prvided a $500,000 prcurement cst figure ECOMM uses prprietry sftware fr their dispatch. Cstly t maintain, t receive enhancements and t cnfigure t fit Surrey's business needs. 2.2 Cst Capital(CAD): On ging: $36,000 implementatin cst $147,000 per year fr use f the sftware levy ptin $70,000 fr fiber ptic redundant cnnectin Unable t prvide statin cnnectivity slutin : ECOMM estimate f $500,000 fr FDM system 2.3 Cnclusin The failure f ECOMM t prvide a slutin t the technical issues and a firm cst estimate n a recrds management system has eliminated them frm further cnsideratin. 3.0 OPTION C: Replace current hardware and sftware with new sftware and hardware Under this ptin the current CAD/ cmputer system wuld be replaced with a new, packaged applicatin sftware perating n a new hardware platfrm. Dispatch services wuld cntinue t be delivered fllwing current business practices.
3.1 Analysis and Evaluatin A Request fr Infrmatin was issued t the marketplace in 2001. Ten vendrs respnded t the RFI and submitted prpsals. A three-step evaluatin prcess cnsisting f a high level assessment, fllwed by a detailed evaluatin f the prducts that met the initial assessment criteria, which was then fllwed by prduct demnstratins and feedback frm vendr clients. In additin t the prduct evaluatin, the shrt listed vendrs were evaluated based n a matrix f the fllwing criteria: vendr qualificatins implementatin effrt timelines supprt capabilities dispatch client's requirements custmer feedback Prcess and infrmatin detail are attached as an Appendix 3.2 Cnclusin FDM is the preferred prduct n the basis f system integratin, CAD and integratin, GIS integratin, pricing, functinality, and cmpatibility with ur dispatch clients. CONCLUSION
It is recmmended that Cuncil authrize the expenditure f $1,253,558 frm the 2004 Capital Prgram t execute a purchase agreement fr the acquisitin and implementatin f a Cmputer Aided Fire Dispatch (CAD) and Integrated Fire Recrds Management System () frm FDM Sftware Ltd. The expenditure includes: hardware, sftware and implementatin services t replace current McDnnel Duglas (GEAC) CAD and system. Detailed prpsal infrmatin is cntained in Appendix I. The Infrmatin Technlgy Investment Cmmittee (ITIC) has apprved this investment in technlgy and the GM f Finance cnfirms funds are available. Len Garis Fire Chief cc: Umendra Mital, City Manager Vivienne Wilke, G.M. Finance, Technlgy & HR Geff Samsn, ITIC Chair q:\admin\crp reprts\fire cad recrds.dc JMR 4/19/04 9:25 AM APPENDIX I The fllwing table prvides a summary f the 10 prpsals evaluated. All figures are in Canadian Dllars and where US dllar figures were quted the amunts have been cnverted t Canadian amunts using a cnversin factr f 1.33. Vendr CAD Capital Capital Hardware Ttal Cst Operating Cnclusin f Analysis and Evaluatin Shrt Listed FDM Fully integrated
Sftware $556,500* $459,600 $92,300 $1,253,558 $113,600 CAD/ system. The prduct met all f the functinal, technical and implementatin requirements Number f large and small installatins in BC, acrss Canada and USA Lcal Vendr Current dispatch custmers use Cmpatible with ESRI and aligned t city's architecture Cst effective data cmmunicatins Multi-agency sftware Opprtunities t sell services and als market CAD services Best package business functinality, integratin, cst, business risk * Includes AVL and mbile capability GEAC (new hardware and sftware Enrute Fire CAD upgrade) $613,635 $459,600* $92,300 $1,354,122 $151,800 N cst t partner with FDM plus integratin cmplexity Higher cst cmpared t FDM Higher Operating Csts * FDM
Xwave $1,200,000 $459,600* *FDM $92,300 $1,981,533 Nt Available prduct in develpment Partnership t develp fire CAD cmpnent Prduct still in develpment n prven capability N High risk N timeline available Prduct Evaluatin Summary cn't Vendr CAD Capital Capital Hardware Ttal Cst Operating Cnclusin f Analysis and Evaluatin Unable t Meet the Initial Assessment Criteria GEAC (text Fire re-hst upgrade) $573,000 $459,600* *FDM $92,300 $1,310,643 $77,200 N cst t partner with FDM plus integratin cmplexity Text versin des nt prvide new technlgy functinality. N AVL capability ECOMM (PRC Altaris CAD) $36,000 implement $500,000* $39,000 $722,250 $217,000 N reliable cst estimate and technical
Remte withut cnnectivity t Surrey r Client fire halls slutin t cnnecting Surrey and client fire halls withut develping a separate cstly netwrk. *FDM N N interfaces develped Intergraph Did nt respnd t the RFI Map based CAD prduct currently in use at City f Burnaby Crysis $1,000,000 t $1,230,000 Included in CAD $92,300 $1,468,361 $135,000 t $145,000 Psix technlgy platfrm Incmpatible technlgy Cncern re: delivery based n user cmments Tritech $1,130,000 $459,600* *FDM $92,300 $1,966,600 $153,890 NT4 platfrm GIS based n MapInf Cmplexity f FDM link ESC Electrnic Surveillance Crpratin Nt respnded t the RFI Brchure included Brief presentatin at Canadian Fire Chief Cnference PRC independent submissin $1,220,000 $690,000 $92,300 $2,242,461 Nt prvided Unix r NT4 Pricing based n an Ecmm glden
licensing prvisin Estimated FDM Prject Cst Capital Csts Cst Item Current CAD System - Surrey and Clients Annual CAD Sftware $ 407,400 Sftware $ 509,600 Hardware $ 92,300 Implementatin Services $ 156,800 PST $ 87,458 Ttal $ 1,253,558 Operating Csts
Cst Item Current Geac CAD System FDM System Savings/yr - Surrey and Clients Annual Annual Hardware Maintenance $ 40,000 $ 8,500 Supprt $ 22,000 $ 113,600 Data Cmmunicatins $ 96,000 $ 30,000 Ttal $ 158,000 $ 152,100 $ 5900