AGENDA ITEM EXECUTIVE SUMMARY
ITEM TITLE
title
Authorize the Town Manager to Negotiate and Execute a Sole Source Contract for Fire Department Records Management
presenter
RESPONSIBLE STAFF, TITLE, DEPARTMENT
Jay Mebane, Fire Chief, Fire Department
ACTION/DECISION POINTS, INCLUDING STAFF RECOMMENDATION
Council must approve or deny authorizing the Town Manager to negotiate and execute a sole source contract for First Due hosted by Locality Media, Inc.
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LEGISLATIVE CONTEXT
Sole source purchases must be approved by the governing board of a political subdivision of the State pursuant to N.C.G.S. 143-129(e) (6) <https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_143/GS_143-129.pdf>.1
BACKGROUND AND CONTEXT
Chapel Hill Fire uses FirstDue to manage various fire department records including incidents, training, and scheduling. The sole source provider for this database is Locality Media, Inc. The FY 25 cost is $49,690, FY 26 $49,549.50 and FY 27 $52,026.98 for a total of $151,266.48 during the contract term.
TRADEOFFS, ALTERNATIVES, IMPACTS
If council elects to not approve this request the department would be without a records management system. This lack of system would result in fire department records reverting to paper copies.
fINANCIAL IMPACT
The fire department FY25 budget includes funding for this purpose and anticipates future budgets would include funding for FY26 and 27.
ATTACHMENTS
Resolution
Draft Contract
A RESOLUTION AUTHORIZING THE TOWN MANAGER TO NEGOTIATE AND EXECUTE A SOLE SOURCE CONTRACT FOR FIRE DEPARTMENTS RECORD MANAGEMENT SOFTWARE (2024-09-25/R-2)
WHEREAS, Chapel Hill Fire uses FirstDue to manage fire department records.; and
WHEREAS, the sole source provider for this database is Locality Media, Inc.; and
WHEREAS, sole source purchases must be approved by the governing board of a political subdivision of the State pursuant to N.C.G.S. 143-129(e) (6) <https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_143/GS_143-129.pdf>.1
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorize the Town Manager to negotiate and execute a sole source contract for FirstDue.
This the 25th day of September, 2024.
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