To:   HONORABLE MAYOR AND                   From:   Dale Foster

                        CITY COUNCIL                                                        Larry D. Lisenbee

                                                                                                           

   Subject:   See Below                                                    Date:   August 13, 2003

 

COUNCIL DISTRICT:  City-wide

 

Subject:             ADOPTION OF AMENDMENTS TO THE 2003-2004 ANNUAL APPROPRIATION ORDINANCE IN THE GENERAL FUND FOR THE FIRE/POLICE COMPUTER AIDED DISPATCH (CAD) SYSTEM

 

 

RECOMMENDATION

 

It is recommended that the City Council approve the following appropriation actions in the General Fund for Fiscal Year 2003-2004:

 

1.      Establish an appropriation in City-wide Expenses to the Fire Department in the amount of $1,000,000 for Computer-Aided Dispatch System Replacement;

 

2.      Decrease the Reserve for Computer Aided Dispatch (CAD) System Replacement

by the amount of $1,000,000.

 

 

BACKGROUND

 

The Police Department’s Supplemental Law Enforcement Services (SLES) Fund Reserve for the Computer-Aided Dispatch System was created with grant funding in Fiscal Year 1998-1999 and funds were added into the reserve for three consecutive years, for a total of $4,730,922.   Funds from SLES were appropriated in May 2002, and the contract was awarded to the CAD vendor in March 2003.  Council established a General Fund Reserve for Computer Aided Dispatch (CAD) System Replacement of $1 million in February 2001 to fund the portion of the project that applies to Fire Department operations.  In order to use the reserve funds for the CAD system, appropriation action is necessary.

 

 

ANALYSIS

 

Police and Fire Communications has been utilizing a Computer Aided Dispatch (CAD) system since San Jose assumed the responsibilities for 9-1-1 emergency communications services in 1990.  The current CAD utilizes software designed in the 1980’s and hardware that was upgraded in 1995.  The manufacturer of the existing hardware no longer supports their older product.  Furthermore, modern CAD systems of today provide improved capabilities and enhancements such as an Automated Vehicle Location (AVL) system that will allow dispatchers to ascertain the closest unit to a call for service and thus improve overall response times.

 

The CAD upgrade project is on schedule; hardware for the main Dispatch system and network upgrades will be installed starting in September 2003.  Training on the new system for Dispatchers will begin in October.  “Go-Live” is currently projected to be June 2004.

 

The City set aside funds in the General Fund to implement the Fire Department requirements of the new CAD system.  The major components for the Fire Department are an upgraded Fire Station Alert System and the replacement of the Mobile Data Computers (MDCs) in the Fire emergency response vehicles.

 

The MDCs will take advantage of the new CAD system features, primarily Automated Vehicle Location (AVL) and mapping functionality.  These features will reduce response time to emergency calls for service.  The AVL component recommends the closest, most appropriate emergency response vehicle to the situation regardless of the closest station.  The automated mapping display will include recommendations for the best travel route to the scene.

 

The Fire Station Alert System connects with the current CAD system and notifies each station of the emergency response required.  The City’s current Station Alert System is thirteen years old.  Key components are no longer manufactured and replacement parts are difficult to obtain.  The new CAD system requires an upgrade to these systems to allow the Fire Station Alerting System to remain functional.

 

 

PUBLIC OUTREACH

 

Not Applicable.

 

 

COORDINATION

 

This memorandum has been coordinated with the City Attorney’s Office, the Police Department, and the Department of Planning, Building and Code Enforcement. 

 

 

BUDGET REFERENCE

 

            Fund:                General Fund

Reference:        2003-2004 Appropriation Ordinance, Section No. 2.27, Appn. No. 7642

 

 

COST IMPLICATIONS

 

There are no cost implications for the CAD system upgrade since current-funding levels for maintenance will be sufficient for supporting the new CAD system.  This Council item is consistent with General Principle #2 of the Mayor’s Budget Strategy to “focus on protecting our vital core city services” in that upgrades to the CAD system will enable the Fire Department to continue to respond to emergency calls for service as quickly as possible.

 

 

CEQA

 

Not a project.

 

 

DALE FOSTER

Acting Fire Chief

 

LARRY D. LISENBEE

Budget Director