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HomeMy WebLinkAboutMobile Computer Equipment on City Fire VehiclesCITY OF PALM DESERT CITY MANAGERS OFFICE STAFF REPORT SUBJECT: REQUEST FOR APPROVAL $72,795.73 EXPENDITURE TO PURCHASE AND INSTALL MOBILE COMPUTER EQUIPMENT ON ALL FRONT LINE CITY FIRE VEHICLES. SUBMITTED BY: Stephen Y. Aryan, Assistant to the City Manager DATE: December 8, 2005 ATTACHMENTS: 1) Equipment Cost Breakdown 2) Panasonic CF-18 Toughbook Information 3) Public Safety Commission Minutes RECOMMENDATION By Minute Motion: 1. APPROVE the Palm Desert Fire Department's request to purchase and install mobile computer equipment on all front line City fire vehicles. 2. APPROPRIATE $23,601 in Tribal Indian Gaming Grant funds to offset the cost of purchasing and installing mobile computer equipment on all front line City fire vehicles. 3. APPROPRIATE $49,194.73 from the Fire Fund account to purchase and install mobile computer equipment on all front line City fire vehicles. EXECUTIVE SUMMARY The Palm Desert Fire Department requests the installation of mobile laptop/tablet personal computers on all front line fire engines and ambulances. These new computers are portable units that can also be mounted within a vehicle. The portability aspect of these units allows fire personnel to take them within a business or residence to conduct inspections and/or Emergency Medical Services patient care reports. The computer will be connected to the Fire Department's internal network via a wireless network card and have a GPS component. This connection will allow instant communication between the emergency command center and the responding units. In addition, the computer will be equipped with a GPS automatic vehicle locator and be able to access information including hazardous materials safety data sheets, toxicology, facility inventory, and other electronic reference materials. The total cost of the units and installation is $72,795.73. However, the City has received $23,601 in the Tribal Indian Gaming Grant for 2005-2006, lowering the amount requested from the Fire Fund to $49,194.73 Fire Department Mobile Computer Equipment December 8, 2005 Page 2 of 4 DISCUSSION At the October 12, 2005, Public Safety Commission meeting, the Commission unanimously approved the recommendation that the City install mobile computer equipment on all front line City Fire vehicles. These new computers are portable units that can also be mounted within a vehicle. The portability aspect of these units allows fire personnel to take them within a business or residence when conducting business or providing emergency care. The software being installed consists of numerous components, including: Real Time Wireless Connection The computer will be connected to the Fire Department's internal network via a wireless network card and eventually through a wide area network. Such a connection will allow instant communication between the emergency command center and the responding units, allowing units to receive call information within the vehicles. Emergency vehicles will be able to access information such as hazardous material, toxicology and pharmaceutical databases. Staff vehicles such as battalion chiefs, inspectors, and EMS support staff will be able to remotely check schedules, send and receive emails, and conduct other administrative functions that now require them to be in their office. Integrated GPS and Automatic Vehicle Locator Each computer is equipped with an integrated Global Positioning System (GPS). The GPS component will allow the vehicle's location to be displayed within the map viewer. The GPS unit works in conjunction with the mapping software to route emergency vehicles from their current location to the incident, using the shortest route possible. The GPS device will also provide exact coordinates for fire units working with public safety helicopters and fixed -wing aircraft. The device runs an electronic automatic vehicle locator (AVQ, allowing the closest fire unit to be dispatched to an emergency incident based on their present location. GIS Based Mobile Mapping Solution The mobile mapper uses Graphic Information System (GIS) data to build map layers. Common map layers used will be: assessor's parcel information, streets, water systems, public facilities, and utilities. These data layers will display a very precise map to responding units. A unit will be able to either receive an address from the emergency command center or via manual input. The software will automatically route that unit to the address, utilizing the quickest route available. As the vehicle gets within a designated distance of the location, the map will adjust in size to display individual property addresses and hydrant locations. C 00Cuments and Settings\tstanley\Local SetungstTemporary Internet Filest01.1<181Mobile Fire Equipment Reports doc Fire Department Mobile Computer Equipment December 8, 2005 Page 3 of 4 Building inventory database (Pre -plans) The Riverside County Fire Department currently uses a computer aided drawing program for conducting pre -fire planning. A pre -plan contains an overview drawing of the property showing such items as hydrant connections, sprinkler connections and access points. A second detailed drawing of the building is also available illustrating the building's floor plan. Additional information such as construction type, fire systems, hazardous materials, and owner/occupant information is stored on the pre -plan. The mobile computers will use the latest pre -plan software that is linked to the mobile mapping solution. When an address is entered, the route to the incident is displayed and an icon will appear showing a preplan exists for the property. The First Look Pro software will be used to display not only pre -plan information, but also special area maps. These maps provide detailed information on the layout of larger occupancies. In the Palm Desert alone, over 100 special area maps exists. Placing these maps in an electronic database will save valuable time when responding to EMS incidents. Automated Patient Care Reports Fire personnel currently use a triplicate NCR (no carbon required) form to complete patient care reports. These reports are time-consuming to complete and require extensive review for quality assurance. The tablet computers will allow the department to meet this requirement, while improving efficiency via the ease of electronic data input and manipulation. Electronic Reference Materials Electronic copies of documents such as the Department of Transportation Emergency Response Guide, military and civilian aircraft guides, operating plans and other electronic reference material can be kept in the database. This information is currently carried in dozens of binders on the vehicle. Please note that the three main software vendors are all required in their contracts with the County to provide training. Administrator training has already occurred for Fire Department Information Technology staff. Fire Station personnel will be trained using a "Train the Trainer' concept. All software updates will be provided as part of the contract for a period of three years. Riverside County EMS staff will update the Emergency Medical Services Patient Care Report Software. It is not expected that the pre -plan software will need updates for the foreseeable future, as the current software is being updated after 10 years. The mapping software will require periodic updates. Fire Department GIS staff will update the GIS mapping data four times annually. The proposed mobile computer equipment is under the manufacturers one-year warranty for parts and defects. The County of Riverside has extended the warranty to three years, which includes an annual catastrophic event replacement if the unit is damaged beyond repair. C Occuments and Settingsystanleylocai Settings\Temporary Internet RestOLK18\MOb1Ie Fire Equipment Reportl doc Fire Department Mobile Computer Equipment December 8, 2005 Page 4 of 4 FISCAL IMPACT Mobile Computer Equipment for Engines/Ambulance (Including software licensing and labor costs) Specialized Mounting Equipment Battalion Chiefs Mobile Computer/Mounting Equipment TOTAL COST 1,843.00 $13,874.47 $7,078.26 $72,795.73 The City has received $23,601 in the Tribal Indian Gaming Grant for 2005-2006, lowering the amount requested from the Fire Fund to $49,194.73. Please note that this equipment is for vehicles operated primarily within the City of Palm Desert and no other jurisdiction. The City's Information Technology staff have also priced the above equipment and indicated that pricing is inline with what they could purchase them for. Once installed in the vehicles, the computers will be maintained, repaired, and replaced by the County. The maintenance costs will be tied into the service delivery component of the fire services contract with the County, which does not impact the FY05-06 fire budget. Fire personnel will provide additional information during the FY 2006-07 budget review for these costs. At the end of the three-year period the County will explore options for continued maintenance and/or replacement if warranted. Submitted by: Atephe ��Y. Aryan Assistant to-the-e Approved by: nager Reviewed by: j"), � �04�/� Paul Gibson Director of Finance . Sheila R. GilligA Assistant City Ma Carlos L. Orte City Manager C Documents and Settings4stanieytLocal Settings\Temporary Internet RIWOLK18\Wbile Fire Equipment Reportl doc munity Services . . -m o0 J N 3. 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Palm Desert Fire Services Monthly Report - August, 2005 Commissioner Lebel noted that he had requested at the last meeting that the section of the report entitled "Major Noteworthy Events" include the total number of man hours for each item. Mrs. Gilligan responded that with all the recent wildfires, staff had not had a chance to follow up with the Fire Department on this request; however, this information would be included on future reports. Commissioner Lebel moved to, by Minute Motion, receive and file the Palm Desert Fire Services Monthly Report for August, 2005. Motion was seconded by Commissioner Kirkwood and carried by a 4-0 vote, with Commissioner Butzbach ABSENT. B. Palm Desert Target Team Monthly Statistics - August, 2005 Lt. Thetford updated the Commission on the recent bank robberies as well as the walk-in robbery at a nail salon on El Paseo. Commissioner Nethery complimented the Target Team for the great job it is doing for the City of Palm Desert. Commissioner Kirkwood moved to, by Minute Motion, receive and file the Palm Desert Target Team Monthly Statistics Report for August, 2005. Motion was seconded by Commissioner Nethery and carried by a 4-0 vote, with Commissioner Butzbach ABSENT. C. Palm Desert Station - Traffic Collision Statistics for August, 2005 Commissioner Nethery moved to, by Minute Motion, receive and file the subject report for August, 2005. Motion was seconded by Commissioner Kirkwood and carried by a 4-0 vote, with Commissioner Butzbach ABSENT. D. Consideration of Riverside County Fire Department Proposal to Expend Indian Gaming Grant Funds and General Fund Monies to Purchase and Install Mobile Computer Equipment on All Front Line City Fire Equipment. Chief Witten reviewed the staff report, noting that due to State budget cuts, the Fire Department had not received as much in Indian Gaming Grant funding as it needed to install computers on all its necessary equipment. Additional funding would be needed in order to include computers for two of the engines and two Chief vehicles. Mrs. Gilligan noted that she and Chief Otero had met subsequent to 3 PRELIMINARY MINUTES PUBLIC SAFETY COMMISSION OCTOBER 12, 2005 the Agenda preparation, and he noted that if the City of Palm Desert approved funding in the amount of $8,000, the two engines and two Chief vehicles could be equipped with the computers. Chief Witten noted that for the Fire Marshal's vehicle, the City of Rancho Mirage would pay for the mounting hardware and docking station. Mrs. Gilligan added that if the Public Safety Commission agreed, it could recommend to the City Council approval of the additional $8,000 so that all of the engines and the two vehicles (Fire Marshal and Chief) could be equipped with the necessary computers. Commissioner Lebel moved to, by Minute Motion: 1) Recommend that the Palm Desert City Council concur with the Fire Department's proposal to expend approximately $47,000 in Indian Gaming Grant funding and General Fund monies to purchase and install mobile computer equipment on all front line City fire equipment; 2) recommend that the Palm Desert City Council approve additional funding in the amount of $8,000 to equip two fire engines and vehicles for the Fire Marshal and Chief with the same mobile computer equipment. Motion was seconded by Commissioner Kirkwood and carried by a 4-0 vote, with Commissioner Butzbach ABSENT. VII. CONTINUED BUSINESS None Vill. OLD BUSINESS None IX. REPORT ON CITY COUNCIL ACTION (S) X. REPORTS AND REMARKS A. Update on the Citizens on Patrol Program (Item F) 4