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TO: Mayor Richard Irvin
FROM: Natalie Wiza, Emergency Management Coordinator
Michael Pegues, Chief Information Officer
DATE: June 8, 2023
SUBJECT:
A resolution amending the original contract with ESi Acquisition, Inc., of Atlanta, GA, for a three-year agreement for Emergency Management software services in the amount of $73,684.34.
PURPOSE:
The WebEOC solution from ESi Acquisition, Inc., (ESi) is an Internet-based emergency management solution that provides a central location for situation awareness during an incident. If an incident occurs within the city, such as a tornado or severe flooding, WebEOC will be activated to help coordinate a fast and effective response. Once activated, Emergency Management team and external emergency partners will utilize WebEOC to track the incident and coordinate responses with City staff and external partners.
BACKGROUND:
The original purchase of the WebEOC platform on April 6, 2020 was purchased as an emergency purchase under the established City of Aurora State of Emergency as an operational need during the COVID-19 pandemic. The purchase of the original WebEOC Core subscription was initiated to provide Aurora Emergency Management Agency a program for use under the State of Emergency as no previously existing program was in place at the time of the pandemic.
WebEOC proved to be critical during the pandemic response as WebEOC is the world’s most widely-used incident management software, and the majority of the City's most critical local, state, and federal partners utilize WebEOC.
WebEOC is designed to provide a deep understanding of the needs of the emergency manager.
DISCUSSION:
This upgraded subscription is providing Aurora Emergency Management Agency and city staff dedicated to emergency and disaster operations a platform that will provide:
-- The same number of users within the WebEOC solution.
-- Integration with the City's mapping solution, ESRI ArcGIS, avoid duplication of efforts and allows for City GIS personnel to work directly inside the program developing maps for information and workflow processes.
-- A more user-friendly interface and platform allowing for the sharing of data and establishing common workflows which will lead to greater collaboration among departments, agencies and organizations, resulting in faster response and recovery.
-- Day to day capabilities to provide situational awareness to city officials and even allow for other departments to utilize the program under times of high demand. For example, Public Works Streets can use the platform to plan out calls for service after severe storms.
-- The delivery of messages via email and push notifications to keep all information in one place and ensure the recipient is notified.
During the pandemic response, EMA staff found WebEOC to be an invaluable communications and coordination tool and desires to extend the existing agreement.
While this upgraded service was not budgeted, funds are available in 101-1280-429.45.02 for this purchase.
IMPACT STATEMENT:
If this amendment is not approved City access to WebEOC will be restricted and communications during an emergency will be hindered.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution amending the original contract with ESi Acquisition, Inc., of Atlanta, GA, for a three-year agreement for Emergency Management software services in the amount of $73,684.34.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the original purchase of the WebEOC platform on April 6, 2020 was purchased as an emergency purchase under the established City of Aurora State of Emergency as an operational need during the COVID-19 pandemic; and
WHEREAS, EMA staff is highly-satisfied with the performance of the WebEOC platform and desires to extend and enhance the current agreement; and
WHEREAS, the majority of the City's most critical local, state, and federal partners utilize WebEOC.
WHEREAS, funding is available for 2023 in account 101-1280-419.45-02.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: Council approves amending the original contract with ESi Acquisition, Inc., of Atlanta, GA, for a three-year agreement for Emergency Management software services in the amount of $73,684.34.