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Home My WebLink AboutPowerPhone - Software Upgrade Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Schenita Stewart, Police Chief Subject: Approval of Sole-Source upgrade to PowerPhone Total Response with Offsetting Grant Funds from the State of Illinois. Date: July 22, 2024 Recommended Action: Staff recommends that the City Council authorize the City Manager to approve an upgrade of the Evanston Police Department PowerPhone (PO Box 911 Madison, CT 06443) software to PowerPhone Total Response. The upgrade includes CAD integration, call assessment, customizable protocols, reporting, and more. A sole-source purchase requires a two-thirds vote of the City Council. Funding Source: Funding of $68,599.00 will be provided by the Emergency Telephone System account 205.22.5150.65515 (Other Improvements) with a FY24 budget of $480,000.00 and a YTD balance of $376,288.90. Expenses will be offset by an EMD Protocol CAD System integration grant our department was awarded by the State of Illinois in the amount of $68,599.00. Grant funds will be distributed in FY25. Council Action: For Action Summary: The Evanston Police Department Communications Bureau uses PowerPhone created protocols for select emergency calls. The protocols provide scripted instructions used to gather information and assist the caller through their emergency. The current version of the agency software has no customization options and is not interfaced with the Computer Aided Dispatch (CAD) software. The PowerPhone Total Response software would create a more effective, efficient, and customizable protocol system for the department. The implementation of this software would allow the department to better serve the Police and Fire Departments through the use of CAD-integrated protocols, robust reporting, and custom protocol functionality. In addition, the use of customized protocols and the PowerPhone-created mental-health call protocols will benefit the agency in our collaboration with the Evanston Parks and Recreation CARE teams and Trilogy’s Field Responders. Additionally, it provides the agency with the ability to proactively prepare for the mandates from the Illinois CESSA legislation in July of 2025. CAD integration will occur with the rollout of Tyler Tech Enterprise CAD. In the meantime, the agency will benefit from the use of the standalone full version of PowerPhone’s Total Response program. Legislative History: The FY24 Emergency Telephone System budget was approved at the October 26, 2023 meeting. The FY24 City Budget was adopted at the December 11, 2023, meeting of the City Council. Attachments: Document # 22399 Evanston IL Upgrade to Total Response Sole Source Letter Power Phone upgrade Page 2 of 13 Page 3 of 13 Page 4 of 13 Page 5 of 13 Page 6 of 13 Page 7 of 13 Page 8 of 13 Page 9 of 13 Page 10 of 13 Page 11 of 13 Page 12 of 13 Nicole LaSota 7/30/2024 Account Manager Exhibit 9 Section 19, Pg.9 SOLE SOURCE JUSTIFICATION (Requester completes Section A and B) SECTION A - SOLE SOURCE PURCHASE: Complete if sole source purchase is $1,500 or over, AND competition is not available. Sole Source approvals are valid one year from approval date, unless specified elsewhere. Requisition No. (if applicable): Amount: Date: Supplies/Services Required (be specific): Proposed Vendor Vendor No: Requested by: Dept: Ext: Justification prepared by: Dept: Ext: Check One: The requested supply/service is a sole source procurement due to: AVAILABILITY/ONE OF A KIND – No competitive product exists or is available from another vendor. COMPATIBILITY – Must match existing piece or brand of equipment and is available from only one vendor. REPLACEMENT/MAINTENANCE – Repair or maintenance for specific brand of existing equipment and is available from only original equipment manufacturer or designated service dealer. OTHER - Provide below full explanations, details, complete descriptions, and relevant reasons to support the sole source justification: SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above justification/information is accurate and complete to the best of my knowledge and that I have no personal interests relative to this request. (Name and Signature of Requester) (Date) SECTION C - TO BE:COMPLETED BY PURCHASING AGENT: Based on the information provided in Section A and attached supporting documents, I concur / do not concur (see below) with purchase to be a Sole Source. Do not concur for the following reason(s): (Name and Signature of Purchasing Agent or Other) (Date) Page 13 of 13 $68,599.00 07/12/24 EXISTING SOFTWARE UPGRADE POWER PHONE INC 104157 CHRISTOPHER VOSS POLICE-COMMUNICATIONS 5068 CHRISTOPHER VOSS POLICE-COMMUNICATIONS 5068 4 UPGRADE TO EXISTING SOFTWARE 07 / 29 / 2024 Doc ID: 74c3e2fd7e9e38fb1bee3ec3c5b07ab0ac6ec13a Sole-Source with PowerPhone - Software for EPD Approval_of_Sole-...Funds_from_th.pdf 74c3e2fd7e9e38fb1bee3ec3c5b07ab0ac6ec13a MM / DD / YYYY Signed 07 / 29 / 2024 16:06:13 UTC-5 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Carina Sánchez (csanchez@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.76 07 / 29 / 2024 16:30:28 UTC-5 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 66.158.65.76 07 / 29 / 2024 16:30:38 UTC-5 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 66.158.65.76 07 / 29 / 2024 16:35:15 UTC-5 Viewed by Carina Sánchez (csanchez@cityofevanston.org) IP: 66.158.65.76 07 / 29 / 2024 16:54:48 UTC-5 Signed by Carina Sánchez (csanchez@cityofevanston.org) IP: 66.158.65.76 The document has been completed.07 / 29 / 2024 16:54:48 UTC-5