01-20-1998 - Information Management SystemCity of West Covina
Memorandum
TO: City Manager
CityCouncil AGENDA
FROM: Richard E. Greene
ITEM NO. G-1
Fire Chief DATE JANUAPY 20,1998
SUBJECT: Information Management System
Summary: The West Covina Fire Department requires an updated management
information system in order to provide effective emergency services to the
Community as well as to provide an innovative combined information
system that the City can market to others through the Police Department's
West Covina Services Group.
Following the authorization of the Fire Department's capital improvement
project for a new information system, the Fire Department requested a bid
from The Fire Coach, Fire Service Computer Solutions as the sales
representative of SunPro RMS Software. The Fire Coach, Fire Service
Computer Solutions has responded with a bid of $70,245.96.
The Fire Department is requesting that budgeted Capital Improvement
Project funds be used for this purchase.
Background:
During the 97-98 Capital Improvement Project budget sessions the Fire Department was
given authorization Ito replace it's current antiquated information system. The new
system was designed to meet the needs of not only the Fire Department but also the needs
of the Citywide Geographic Information System Project and the West Covina Services
Group. The SunPro Records Management System (RMS) software was selected for its
ease of use, open design, compatibility and the enhancements it provides our record
system. Its popularity with local fire departments combined with West Covina's
Computer Aided Dispatch software will also improve the ability of the West Covina
Services Group to market the police computer system they provide.
Currently the Fire Department information system operates on data circuits going to the
five stations on analog modem lines running at 9.6 Kbd. Today an inexpensive fax
machine operates at, 28.8 Kbd. When this system was installed in 1986 the only device
driven was a printe f for dispatching of alarm calls. In 1988 the system expanded -to
include terminals. Overall the data system has remained unchanged with the exception of
minor software fixes.
The ne-,v Fire Depa
faster on digital lin
system, there must
Fire Department in
capability.
The Fire Departm,
personnel to use tl
The SunPro RMS
System upgrade.
that are currently 1
been unavailable i
resources for the c
Discussion:
Iment information system is designed to run up to thirty time (30X)
�s and new hard,, are. In addition to improving the speed of the
)e an improved method to manage the information produced by the
a systematic and usable way. We do not currently have that
[t requires software that allows it's department managers and
resources and information in a timely, efficient and effective way.
)ftware is an integral part of the Fire Department's Information
i.is software package in combination with hardware improvements
sing place will enable our Fire Department to use information that has
the past. We will be able to determine the most effective use of our
editions that exist in West Covina.
The SunPro Records Management System (RMS) will provide our Fire Department the
ability to use the data that is collected daily such as fire reports and emergency medical
data to optimize services for West Covina. SunPro RMS provides standardized input and
reporting of data. In addition, it will also allow the use of this same data in other
software such as word processors, spreadsheets, databases, graphics and charting
software, specialized analysis packages and desktop publishing packages. SunPro
products are written with open, standards based Microsoft development tools for
Windows and Windows NT environments. This protects our Fire Department from the
risks associated with proprietary systems.
SunPro RMS provides comprehensive management of critical department information.
The SunPro RMS software package consists of eight core modules. The configuration
requested also includes an additional module to transfer our current computer aided
I.
dispatch information directly into the SunPro Records Management System.
SunPro RMS is currently available and requires minimal installation and training costs.
This is not a custom software package produced "as we go". All modules are tested and
in full use in other fire departments. This is a fully integrated package and all modules
are functional. SunPro RMS provides a complete data dictionary with its software. This
allows the user to know the location of all collected data, including the table name and
size. The user now is empowered to use collected data in any fashion they wish. A
custom report, data for another program or part of a larger relational database are
examples of the freedom this gives the user.
Financial
Funding for this s
The Fire Coach, F
$70,245.96 and is
Conclusion:
Personnel from (
analyzed all asps
readily available
file format comp
of performance,
products.
M is available in the Capital Improvement Project (C.I.P.) fund.
Service Computer Solutions Company has submitted a bid of
"sole source bidder"
nmunications, Information.Services and the Fire Department have
of this system. They have determined that this system is the only
oduct that meets our requirements for operating system compatibility,
bility, support, and ease of use from a company with a proven history
;cessful projects and longevity in the area of Fire Service software
It is recommended that the City Council take the following actions:
1. Waive the formal bidding process due to the single supplier of this product.
2. Authorize the Fire and Finance Departments to negotiate a sole source contract with
The Fire Coach, Fire Service Computer Solutions for the purchase of SunPro
Record Management Software.
Richard E. Greene
Fire Chief
REG:ck