DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Annual Contract for Digital Sandbox Maintenance & Support with Watchboard Module for Emergency Operations Center
SUMMARY:
An Ordinance authorizing a contract with Digital Sandbox, Inc. for the upgrade of the current Digital Sandbox 7 (DS7) monitoring module to Watchboard. Watchboard functions inside DS7, which is an application that stores regional Critical Infrastructure and Key Resources (CI/KR). There are currently over 8,400 CI/KR assets in the system spanning 16 critical infrastructure sectors identified by the Department of Homeland Security. DS7 also functions as a risk management system allowing consequence, vulnerability, and threat assessments to be performed, providing an overall risk value for each CI/KR asset. Prioritizing these risk values is part of a framework for emergency planning and implementing protective measures. This upgrade will improve situational awareness by providing a geographic view of these CI/KR assets in relation to significant events or incidents within an operational area. The initial cost of implementation is $55,000.00. Subsequent maintenance and support for this and currently utilized Digital Sandbox modules are included in this contract. Funding in the amount of $55,000.00 is available in the FY16 Office of Emergency Management Adopted General Fund Budget.
BACKGROUND INFORMATION:
The San Antonio Office of Emergency Management (SAOEM) is responsible for all large-scale emergency planning, preparation and response for the City of San Antonio, as it faces multiple threats from both man-made and natural disasters. The City of San Antonio has used DS7 for CI/KR data collection and risk analysis since 2009. DS7 is used to support a variety of activities that include critical infrastructure data collection, protection, threat/vulnerability assessments, damage assessments, risk management, and resource allocation. Watchboard provides an interface that allows public safety personnel to toggle live data being fed into the system from multiple outside sources within a map display. These include Suspicious Activity Reports (SARs), field intelligence being sent in by users in the field, the locations of field users during special events, monitoring Fire/EMS/Law Enforcement calls for service as well as more static data such as CI/KR assets. Fusion Centers, Emergency Operation Centers, Incident Management Teams around the country are all utilizing this application to gather and manage intelligence and threats, and to assist in managing local/regional/state emergencies and disasters.
This contract is upon award through September 30, 2017 with four, one year renewal options.
ISSUE:
The Office of Emergency Management is currently utilizing DS7 and has current maintenance and support for all installed modules through September 30, 2016 with Digital Sandbox. This action will allow for an upgrade of the current DS7 monitoring module to Watchboard to improve situational awareness by providing a geographic view of these CI/KR assets in relation to significant events or incidents within our operational area.
The software upgrade and maintenance is being purchased as Sole Source according to the provisions of Texas Statutes Local Government Code 252.022.07. No other source can supply the services listed. Vendor acknowledges, with his/her signature, that all services offered are considered a Sole Source.
This contract is exempt from competitive bidding and is excluded from the Small Business Economic Development Advocacy program.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the San Antonio Office of Emergency Management, Southwest Texas Fusion Center and local incident management teams will not have the capabilities needed to efficiently and effectively manage or monitor actual or potential incidents. This upgrade will expand upon current capabilities to monitor and respond to both natural and man-made disasters.
FISCAL IMPACT:
Funds are not encumbered by this ordinance. All expenditures will be in accordance with the Department's adopted budget approved by City Council. Purchases made by the Department are as needed and dependent upon available funds within their adopted budget. Funding in the amount of $55,000.00 is available in the FY16 Office of Emergency Management Adopted General Fund Budget.
RECOMMENDATION:
Staff recommends approval of this ordinance to authorize the purchase of the Watchboard module through Digital Sandbox to expand situational awareness capabilities during the management of large scale disasters for an initial cost of $55,000.00. The total contract value will not exceed $275,000.00 for the initial term and all renewal options.
This contract was procured by means of sole source and a Contracts Disclosure Form is not required.