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County to pursue RFP for automated station/voice dispatch system after vendor talks
Summary
Montezuma County staff presented quotes for the Phoenix g2 automated dispatch system (about $71,000–$77,000 plus a $6,800 CAD interface and annual fees) and the board directed staff to work with fire chiefs and issue an RFP to compare options and confirm procurement path.
County staff presented vendor quotes for an automated station and voice dispatching system and the board agreed to pursue an RFP to test whether the Phoenix g2 offering is sole source or whether comparable systems exist.
Lauren described two vendor quotes for the Phoenix g2 system — about $77,008.99 for one package and a $71,000 option for a cloud‑hosted setup — and said the company offered 24 or 28 app licenses that could be shared among local fire and EMS agencies. “They gave us 2 quotes, 1 for $77,008.99, and the other 1 was... I think it was 71,000,” she said. Staff also cited a $6,800 cost to add a CAD interface that automates radio dispatching so that when units are placed on a CAD call the system sends the dispatch automatically.
Rick and other staff described tests elsewhere (La Plata/Durango) that showed mixed results on overall time savings. Staff said the Phoenix g2 interface could reduce paging time considerably but that practical savings may be 35–40 seconds after accounting for tones and radio constraints; a phone app feature that plays the call on the device could further reduce dependence on pagers.
Procurement staff advised that US Digital Designs submitted a sole‑source letter claiming unique ownership of the Phoenix g2 system’s components, but that if other vendors have similar systems the county’s procurement rules would require an RFP and sealed bid process. “We have to put it out for sealed bid because it’s obviously over the threshold,” procurement staff said. The board agreed staff should work with the fire chiefs and ambulance services to finalize technical requirements and submit specifications to Travis for an RFP; the county’s procurement office will run the 14‑day advertisement and public opening if appropriate.
Board members stressed speed and coordination: staff was instructed to place the item on a special meeting agenda as soon as the RFP specifications are ready rather than wait for the next quarterly meeting.
