HomeMy WebLinkAboutFCS-17-130 - Region of Waterloo - Implementation of a Common Technology Platform - Kitchener Fire Dispatch
REPORT TO:Committee of the Whole
DATE OF MEETING:2017-06-26
SUBMITTED BY:Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
P
REPARED BY:Ryan Scott,Buyer,519-741-2200 ext. 7216
WARD(S) INVOLVED:N/A
DATE OF REPORT:2017-06-01
REPORT NO.:FCS-17-130
SUBJECT:Region of Waterloo - Implementation of a Common
Technology Platform for KitchenerFire Dispatch
___________________________________________________________________________
RECOMMENDATION:
That the City enterinto an agreement withthe Regional Municipalityof Waterloo
and such other parties as may be required, subject to the satisfaction of the City
Solicitor,for the implementation,use and maintenanceof a Common Technology
Platformincluding use of Hexagon software productsat an estimated
implementation cost of $1,039,867.50, plus H.S.T. of $135,182.78, for a total of
$1,175,050.28, plus ongoing annual maintenance costs; and,
That the City enterinto an agreement with Intergraph Canada Ltd. doing business
asHEXAGON Safety & Infrastructure, Mississauga, Ontariofor the use of
Hexagon products; subject to the satisfaction of the City Solicitor.
BACKGROUND:
Existing dispatch technologies utilized by the Kitchener Fire Department (KFD) have
exceeded the anticipated life cycle. In 2014, a feasibility report was prepared and
confirmed that implementation of a shared emergency dispatch service between Police,
Emergency Medical Services (EMS)and Fire is feasible. In 2015, afunctional review of
the fire computer aided dispatch (CAD) system confirmed that capabilities could be
maintained or enhanced if migration to a shared platform is implemented.
The common technology platform maximizes the sharing of information between police
and fire dispatch centres; while eliminating the need for each centre to maintain their
own independent system. Information is shared as well as resources of personnel.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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InJanuary 2017, CAOsand public safety leaders from Waterloo Region, and
communities of Kitchener, Cambridge and Waterloo, agreed on a model in which the
Intergraph CAD system used by Waterloo Regional Police Service (WRPS) will be
expanded to support the dispatch operations of the Cambridge and Kitchener fire
departments, on a shared basis with WRPS.
WRPS will lead the project implementation team. Thisteam will include subject matter
experts from WRPS information technology division, and the Cambridge and Kitchener
fire departments. They will interact extensively with all key stakeholders, including the
four township fire departments (Woolwich, Wellesley, Wilmot and North Dumfries).
The project implementation plan assumes that fire’s transition to the Intergraph CAD will
be undertaken concurrently with the project to replace the Region’s public-safety grade
(p25) voice radio communications system; this, to attain cost savings from concurrent
project implementation.
Thisproject is scheduled to start in June 2017 andbe substantially complete by
September 30, 2018.
REPORT:
Article 9 -170.9.1 (c) of the Purchasing By-law allows for acquisition by negotiation
where there is a proven need for product standardization which is necessary to ensure
compatibility with existing products, standards, services, systems or strategies.
A collaborative purchasing approach ensures a standardized and consistent experience
throughout the Region and will allow the City to maintain the existing functionality as
well as the potential for shared knowledge and the sharing of best practices. Utilizing
the same software will provide a consistent interface and provide increased
opportunities for system enhancements and efficiencies.
This recommendation is supported by J.Rehill,Fire Chief,D.Resendes,Manager of
Emergency Communications, C. Marks, Program Manager, FireSystems and Projects,
andR. Scott,Buyer.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
The net cost for this (A), is fair and reasonable for a project of this scope and the upset
limit is within the funding available (B) for this project. Funding for this project is
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included within the approved capital budget. The estimated surplus (D) willremain in the
account to deal with any unforeseen costs that arise duringtheproject implementation.
Financial Summary for
Region of Waterloo – Implementation of a Common Technology
Platform for Kitchener Fire Dispatch
Estimated Cost
City of Kitchener costs, including HST1,175,050.28
less: HST rebate (116,881.11)
Net Cost Being Awarded1,058,169.17 A
Projected Costs:
Software maintenance, Licenses and Interfaces136,706.83
Waterloo Regional Police Project Administration & Implementation 110,918.40
Kitchener Fire Staff Time 227,000.00
Contingency 10% of total costs 153,279.44
Estimated Cost$1,686,073.83 C
Budget for this Phase of Work
Fire CAD Replacement1,500,000.00
Fire Technology Account (Development Charge Funded) 285,000.00
Total Budget$1,785,000.00 B
Estimated Surplus (B -C) 98,926.17 D
The projected costs above include approximately $250,000in estimated annual
operatingand maintenancecosts that will be funded from the project account during
implementation. Ongoing funding will be determined as part of the 2019 budget
process. Potential funding sources include increases to the existing dispatch recoveries
and other operating budget adjustments.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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