Title
Contract for Crew Callout System (NB)
Staff recommends establishing a contract with ARCOS, Inc. for a subscription to an automated system for crew callout notifications.
Explanation
When utility emergency response personnel are needed outside of regular work hours to assist in restoration services, systems operations dispatchers are responsible for calling crews to report to work. The dispatchers are responsible for handling outage-related calls while concurrently summoning the required emergency response crews including electric and gas line workers, utility line locators and field service technicians. By implementing an automated crew notification system, dispatchers will be able to focus their attention on critical restoration tasks without also having to manually call crews. The automated system will increase the efficiency of dispatchers' response to restoration activities while facilitating and expediting crew notification for unplanned events.
ARCOS, Inc. is the most widely used web-based application with 24/7 availability that is specifically designed for the utilities industry. The company has over 10 years of experience providing this service to utilities and has improved restoration efforts for its customers by as much as 20%. The estimated cost of the contract is $95,000 which includes a one-time set up cost, training and travel expenses, and a 36-month subscription service for 100 users. The contract will include provisions to add other GRU departments to the contract if needed.
Recommendation
The City Commission: 1) authorize the General Manager, or his designee, to negotiate and execute a contract for a subscription with ARCOS, Inc., a specified source, for an automated crew callout notification system, subject to the approval of the City Attorney as to form and legality; and 2) approve the issuance of purchase orders in amounts not exceeding budgeted amounts for each year of the contract, subject to the final appropriatio...
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