For City Council Meeting February 11, 2025
TO: Honorable Mayor and City Council
FROM: Tanya Williams, Acting City Manager
AUTHOR: Brian Park, Fire Chief
Title
Consideration of a Contract with Genasys Inc. for the Implementation of the Genasys EVAC Evacuation Management Platform in the amount of $161,635
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
1. Approve a contract with Genasys Inc. to implement the Genasys EVAC evacuation management platform for an initial three-year term at $27,300 per year, with an option for two additional years based on performance.
2. Authorize the City Manager or their designee to execute all necessary documents to effectuate this contract.
BACKGROUND
The City has recently developed contemporary emergency planning and preparedness plans, including the Emergency Operations Plan (EOP) and the Local Hazard Mitigation Plan (LHMP). While these plans have significantly enhanced emergency preparedness, there remain opportunities for improvement in training, planning, and evacuation notification processes.
The Genasys EVAC system is a state-of-the-art evacuation management and public notification platform that improves emergency response capabilities through real-time, zone-based management. Compared to legacy processes, this system can reduce evacuation notification time by up to 90%, allowing first responders and emergency management teams to coordinate evacuations more efficiently and effectively.
ANALYSIS/DISCUSSION
The implementation of Genasys EVAC will provide the City with significant advancements in emergency preparedness, particularly in wildfire, flood, and large-scale incident evacuations. Key benefits of this system include:
• Intelligent Evacuation Zone Mapping - Enables real-time, flexible, and adaptive evacuation planning that can be customized for different emergency scenarios, including wildfires, floods, and hazardous material incidents.
• Rapid Multi-Channel Notification - Allows emergency officials to issue evacuation notices through text, phone calls, emails, social media, and siren alerts, ensuring maximum public reach.
• Enhanced Situational Awareness - Provides emergency responders with real-time data and visualization tools, improving response coordination and reducing decision-making time.
• Automated and Streamlined Response - The system allows for automated alerts and evacuation orders, improving response speed and minimizing reliance on manual messaging systems.
• Seamless Public Engagement - Includes a mobile-friendly self-service portal where residents can receive updates, check their evacuation status, and access emergency information.
Procurement
This contract can be secured through the NPP Sourcewell cooperative purchasing agreement, streamlining the acquisition process and ensuring cost efficiency.
ENVIRONMENTAL IMPACT
The proposed action does not meet the definition of a project under Section 15378 of the California Environmental Quality Act (CEQA) and will not result in any physical changes to the environment.
GENERAL PLAN CONSISTENCY
The implementation of Genasys EVAC aligns with the City's public safety and emergency preparedness goals, ensuring enhanced emergency response capabilities and increased community resilience.
Goal 5-2: Create a more flood-safe community through development standards and infrastructure improvements.
Goal 5-5: Minimize impacts to public health, safety, and welfare as a result of seismic and geologic hazards.
Goal 5-6: Assess critical infrastructure and maintenance standards and make improvements to help the community withstand current and forecasted hazard events.
Goal 5-7: Provide culturally relevant preparedness resources, hazard education, and emergency notifications.
Goal 5-8: Ensure that first responders and the Emergency Operations Center (EOC) have adequate capacity to respond to hazard events.
LEGAL REVIEW
The City Attorney's Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT
Operating Budget Impact
• The proposed contract with Genasys Inc. is for $27,730.00 per year for an initial three-year term, with an option for two additional years based on performance, totaling a potential five-year contract value of $161,635 (including one-time implementation fee of $22,985.00).
• This program is anticipated to be funded primarily, if not entirely, through available grant funding designated for emergency preparedness and public safety initiatives.
Capital Improvement Budget Impact
There is no impact on the capital improvement budget.
Licensing
Prior to execution of the Professional Service Agreement/Purchase Order, the vendor shall submit a business license application and pay a Business License tax at the rate of $129.00, as well as Administration and State fees.