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Report regarding a resolution approving a consulting services agreement with Daryl D. Jones, Inc., for Telecommunications Engineering and Police Information Technology Administration Services for a three-year term in an amount not to exceed $650,000 and authorizing the City Manager to execute the consulting services agreement. (Ken Chetcuti, Police Captain)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution approving a consulting services agreement with Daryl D. Jones, Inc., for telecommunications engineering and police information technology administration services for a three-year term in an amount not to exceed $650,000 and authorize the City Manager to execute the consulting services agreement.
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BACKGROUND/DISCUSSION
The City of South San Francisco Police Department (SSFPD) has had a consulting services agreement with Daryl D. Jones Inc. (Consultant), for the last 30 years. Mr. Jones was a city employee between 1981 and 1994 with responsibilities like those of the current consulting services agreement. For the past 25 years, Consultant and team have worked closely with the City’s Information Technology (IT) Department, building a strong relationship and providing necessary services.
The Consultant provides uniquely specialized services that are essential to the operation of the SSFPD’s communications technology needs. Consultant and team are recognized throughout the Bay Area as stand-alone experts in their field, and the services of the Consultant has been used by all law enforcement agencies in the area for many years. There are no other known companies that can provide the depth and breadth of service provided by the Consultant.
SCOPE OF SERVICES
Consultant will serve as the administrator and engineer for City public safety telecommunications systems and facilities, and computer technology related to law enforcement systems. Responsibilities include routine administration for the SSFPD’s computer aided dispatch, message switching systems, and police records management systems.
Additionally, Consultant will do the following:
- Participate with City staff on matters related to public-safety information technology planning including computer, radio, telephone, and data communications systems.
- Develop and maintain professional relationships with the city management team.
- Serve as a principal systems administrator and engineer for all law enforcement information management systems and public safety telecommunications systems.
- Advise on matters related to system and network security, including compliance with Lawnet and Department of Justice requirements.
- Be available to respond to requests for technical assistance from SSFPD staff after normal business hours.
- Provide consulting and problem resolution assistance for matters related to the Law Enforcement Records Management System, Computer Aided Dispatch System, Mobile Data System, and Message-Switching System.
- Provide the IT Department with troubleshooting guidance and direction when feasible on the Records Management System, Computer Aided Dispatch System, and Mobile Data System to assist in supporting the SSFPD.
- Assist with the administration of all electronic equipment used in the public-safety communications center, including E-911 and the dispatch center facility.
- Participate in budget preparation and administration for law enforcement technology.
- Represent the SSFPD at various local, state, and regional professional seminars, conferences, presentations, etc.
- Assist in the training and duty assignments of police personnel.
- Maintain current detailed documentation and provide to the IT Department related to the Law Enforcement Records Management System, Computer Aided Dispatch System, Mobile Data System, Message-Switching System, Radio System, and Microwave System, including network drawings, circuit information, contact information, and all other relevant information to support the systems.
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- Notify the IT Department and provide any new documentation on all new equipment, software, circuit installations, and other technology used in the SSFPD.
• Technical assistance and systems design for upcoming initiatives, including:
Continuing Projects (2025-2028):
• Next Generation 911 (NG911): Modernization of emergency call routing using VOIP.
• ERRCS Coordination: Ensuring radio systems do not interfere with public safety frequencies.
The proposed consulting services agreement with Consultant, provides for a three-year average cost of $216,667 per year. Under the agreement, Consultant will typically be on site Monday-Friday. Consultant will field calls on a regular, 24x7 basis, including weekends, without additional charges. Based on a 40-hour work week, hourly rate is $104.16 per hour.
Over the many years, Consultant has proven to be a highly skilled engineer who was instrumental in providing input for the police dispatch center. Consultant and team also collaborated with the IT team for the smooth transition into the new City facilities.
The critical factor in the staff recommendation to retain Consultant is flexibility and around-the-clock coverage to support SSFPD. Consultant regularly responds to requests for technical assistance from SSFPD staff, as well as from the Pacifica Police Department who is under contract with the City. Requests typically pertain to computer-aided dispatch, mobile data systems, and dispatch radio issues. On average, Consultant responds to six after-hours’ calls per week, some at 3:00 a.m. Most are handled remotely while others take several hours to complete.
It is not feasible for the IT Department to take on the services provided by Consultant due to the unique nature of those services. Even if the IT Department were able to take on some of the services, there would still be a need to contract with an outside vendor to supplement those services that are beyond the scope and ability of what the IT Department can provide. The other Bay Area agencies that contract with Consultant have also determined that it would be too expensive to provide the services rendered by Consultant, and that contracting with Consultant is the most effective way to ensure complex communications technology needs are met.
As part of evaluating the current proposed agreement, SSFPD worked closely with the IT Department to determine which areas of services could potentially be picked up by IT. Staff reviewed different levels of support, work knowledge, experience, and IT staff resources. Staff determined that continuing a services agreement with Consultant would provide less risk, reduce costs, and allow IT staff more time to focus on routine desktop and mobile computer support, and on other City-related calls. Furthermore, the IT Director determined that if the City replaced Consultant, there would be a need to hire at least two new full-time employees with radio and police department experience to manage the complex dispatch and radio communication system. The City would also need to establish a contract with an outside company, for more complex radio issues. Two new employees with benefits could cost more than $350,000 per year.
Staff therefore recommends that the services agreement with Consultant be authorized pursuant to the “sole source” procurement method under the South San Francisco Municipal Code (SSFMC). The “sole source” procurement method is used to describe instances where the products or services the City desires to obtain are available only from one vendor, and the City is procuring such product or service from that vendor instead of going through the open market procedure.
SSFMC 4.04.080(a) permits the City to dispense with open market procedures if a commodity can only be obtained from one vendor.
Staff recommends that the City Council authorize use of the “sole source” procurement method as the specialized services that Consultant provides cannot be obtained from any other vendor.
FISCAL IMPACT
Funding is budgeted in the SSFPD Fiscal Year’s Budgets (2025-26, 2026-27, and 2027-28).
RELATIONSHIP TO STRATEGIC PLAN
This item meets the City’s strategic planning goal: #3 Public Safety - Skilled police, fire, emergency medical & disaster management.
CONCLUSION
The staff of the South San Francisco Police and Information Technology Departments both recommend authorizing the contract for Daryl D. Jones Inc., for three years. Consultant and team provide necessary services to keep the SSFPD at the forefront of technology. This is the most cost-effective and low-risk option for providing the citizens of South San Francisco and its contract cities with the best engineering and support.
It is recommended that the City Council adopt a resolution approving a consulting services agreement with Daryl D. Jones, Inc., for telecommunications engineering and police information technology administration services for a three-year term in an amount not to exceed $650,000 and authorizing the City Manager to execute the consulting services agreement.