TO: Board of Supervisors
FROM: J.R. Rogers, Fire Administrator
REPORT BY: Stacie McCambridge, Staff Services Manager
SUBJECT: Peraton, Inc CAD to CAD Software PSA
RECOMMENDATION
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Approve and authorize Agreement No. 260193B with Peraton, Inc. to provide Computer Aided Dispatch services between the Napa County Fire/CAL FIRE LNU Peraton Altaris CAD and the City of Napa Central Square Hub CAD; approve purchase of capital assets; waive competitive bidding requirements and provide a sole source award due to technical compatibility requirements; and approve a Budget Amendment to increase Fire Operations appropriations by $217,000 for the first year of the Agreement. (Fiscal Impact: $285,000 Expense; Fire Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The County of Napa, through its Schedule A fire services contract with CAL FIRE, receives Emergency Dispatch services, which are provided to Napa County using the CAL FIRE St. Helena Emergency Command Center (St. Helena ECC) and its Computer Aided Dispatch (CAD) system. The St. Helena ECC is the primary contracted dispatch center for the Napa County Fire Department, CAL FIRE, Calistoga Fire Department, and St. Helena Fire Department. The expectation from these agencies is to receive a quick and accurate response for dispersing communication with the goal of emergency equipment responding to incidents as quickly as possible.
Both the St. Helena ECC and Napa Central Dispatch system communicate with each other when an emergency call is received. Both systems communicate through the CAD relaying important information related to the type of call, demographics of the call, time stamped, and response needed. Recently, Napa Central Dispatch moved to a new CAD system, Central Square. The new system Napa Central Dispatch is using, Central Square, does not completely communicate with the CAD system at the St. Helena ECC, causing a delay in sharing information. This change requires a new CAD to CAD system to maintain the same level of service and possibly elevate the service of response.
Today’s approval will allow the implementation of revisions required to the current St. Helena ECC CAD to CAD system to make the new connection to the Napa Central Dispatch. Peraton, Inc. will provide CAD to C2C services between the Napa County Fire/CAL FIRE LNU Peraton Altaris CAD and the City of Napa Central Square Hub CAD enabling data to be shared from the Public Safety Answering Point (PSAP) and the Secondary PSAP. This agreement incorporates the implementation and annual maintenance costs for two years in the total amount of $285,000. The costs incurred in implementation and maintenance to put the software in production of $217,000 exceed the capitalization threshold for intangible assets and therefore will be accounted for as a capital asset. The second year of maintenance will be expensed in 2026-2027 and will be an on-going expense in future budgets.
A Budget Amendment is a request to transfer $217,000 of the $285,000 Agreement to pay for Year 1 of the Agreement. The costs incurred for Year 1 include the software license and labor cost ($118,740), labor and installation for gateway and database ($33,120), GoLive and Acceptance labor along with the 1st year maintenance ($48,120), and the estimated annual AWS (Amazon Web Service) usage ($17,000) outlined in the Agreement. The remainder of the Agreement will be due during Year 2 of the contract and will be budgeted within the Fiscal Year 2026-27 Fire Fund Budget.
Requested Action:.
1. Approve a Budget Amendment increasing appropriations in 2100000-55600 (Fire Operations, Intangible Asset) in the amount of $217,000 for the purchase of dispatch software and Year 1 of Agreement, offset by use of available fund balance in Fund 2100. Year 2 of the Agreement will be included in the Fiscal Year 2026-27 Fire Budget.
2. Approve purchase of capital assets in the amount of $217,000 for computer software between the Napa County Fire/CAL FIRE LNU Peraton Altaris CAD and the City of Napa Central Square Hub CAD.
3. Request waiver of competitive bidding requirements and sole source award for $285,000 to Peraton, Inc. due to technical compatibility requirements, pursuant to County Ordinance Code 2.36.090.
4. Authorize and approve Agreement 260193B with Peraton, Inc in the amount of $285,000 and the term October 21, 2025 through October 21, 2027.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
2100 Fire Fund |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Emergency communication between the St. Helena ECC and Napa Central Dispatch could be delayed. The expectation from contracted agencies is to receive a quick and accurate response for dispersing communication with the goal of emergency equipment and personnel response to incidents. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Fire Fund will continue to annually budget for this agreement. |
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Consequences if not approved: |
The two CAD systems not communicating at the highest level may hinder receiving a quick and accurate response to the public. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.