Title
Recommendation to Authorize the City Manager, or Her Designee, to Negotiate and Execute a Purchase Agreement with Tri Tech Software Systems on Forms Acceptable to the City Attorney to Furnish, Install, and Implement an Upgrade to the Police Department’s Computer Aided Dispatch (CAD) and Records Management Systems (RMS) Utilizing Previously Approved Funds, in an Amount not to Exceed $995,000, in a Technology Account, Resulting in No Additional Costs to the City, and Accompanying Five Year Software Support Agreement. (Police 3113)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the City Manager, or her Designee, to Negotiate and Execute a Purchase Agreement with Tri Tech Software Systems on Forms Acceptable to the City Attorney to Furnish, Install, and Implement an Upgrade to the Police Department’s Computer Aided Dispatch (CAD) and Records Management Systems (RMS) Utilizing Previously Approved Funds in a Technology Account, Resulting in No Additional Costs to the City, and Accompanying Five Year Software Support Agreement
BACKGROUND
The Computer Aided Dispatch (CAD) and Records Management System (RMS) platforms used by the Alameda Police Department are a main, mission critical integrated system that supports most of the City’s public safety activities.
On June 11, 2013, the City Council adopted the FY 2013-15 budget, which included a $995,000 Capital Improvement Project for the replacement of our current CAD/RMS. Tiburon, Inc. had presented the Police Department with a proposal for a CAD/RMS upgrade, for a fixed price of $727,252.
On December 2, 2014, City Council authorized the City Manager to negotiate and enter into a contract with Tiburon, Inc. (Exhibit 1). On January 21, 2015 the Police Department began to work with Tiburon Inc. on a “Total Command” CAD and “Total Enforcement” RMS upgrade project.
In February 2015, Tiburon Inc. was purchased by Tri Tech Software Systems. Eventually, Tri Tech Systems Software absorbed Tiburon Inc. and its products, including Total Command and Total Enforcement. As a result, the Tiburon products have been designated as products “no longer in development”. Due to this, the Department stopped this project in January 2016.
DISCUSSION
The approved Tiburon Inc. upgrade project was intended to transition the Police Department from an expiring platform to one that would be supported for years to come (Exhibit 2). However, as a result of the dissolution of Tiburon Inc. in December 2015, the Department halted the project under the current contract. The Department chose to upgrade to Tri Tech Software Systems’ product known as “Inform” for both CAD and RMS because there would be no additional cost. In March 2016, the Department sent key representatives to local law enforcement agencies, (Oakland and Concord Police) to view Inform demonstrations and spoke to other Tri Tech Software Systems clients, (Bart Police, Milpitas Police, Contra Costa County Sheriff) and had positive reviews of their product. The Department then began to re-negotiate the details for a new Statement of Work with Tri Tech Software Systems.
The specifics of the newly proposed CAD/RMS upgrade are outlined in the attached Tri Tech Software Systems Statement of Work (Exhibit 3). This document has been vetted by the Department’s Information Technology Coordinator and meets the Department’s needs. The attached Purchase Agreement has also been vetted by the City Attorney’s Office (Exhibit 4).
To ensure a Software Support Agreement is maintained with the Department and Tri Tech Software Systems, the Department negotiated a five year Software Support Agreement (Exhibit 5). Historically, the Master Support Agreements have been paid out of the Police Department Budget. The CAD/RMS upgrade will be paid from the Capital Improvement Project Fund.
FINANCIAL IMPACT
There is no additional financial impact expected as Tri Tech Software System’s (Tri Tech) proposal is honoring the Tiburon Inc. contract price of $727,252. No additional appropriations will be requested for the CAD/RMS Inform product from the Capital Improvement Project Fund.
Currently, $491,264 of the $727,252 Tiburon Inc. contract has been invoiced and paid by the Department. Tri Tech proposes closing out the Tiburon Inc. contract using $171,812 of the already paid $491,264, leaving $319,452 credit. The current outstanding unpaid difference left on the Tiburon Inc. contract is $235,988. Staff negotiated with Tri Tech to combine the remaining unpaid balance with the credit of $319,452, to establish the new Tri Tech Software Systems “Inform” Project Implementation contract of $555,440. This will keep the overall capital project cost within the Council approved amount.
There will be additional operating costs for a Software Support Agreement. Staff will use the existing General Fund Police Department Operating Budget to cover costs for the first year of support services. The cost for the first year (FY 2016-17) is $121,844, bringing the project total to $677,284. The subsequent two through five years go up incrementally by five percent (5%) from the first year, resulting in an additional cumulative amount of $551,421. These annual payments will be built into the subsequent annual Police Department Budget.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action conforms to the Alameda Municipal Code and applicable City policies.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects, which have the potential for causing a significant effect on the environment. This project is exempt pursuant to CEQA Guidelines section 15061(b)(3).
RECOMMENDATION
Authorize the City Manager, or her Designee, to negotiate and execute a purchase Agreement with Tri Tech Software Systems on Forms Acceptable to the City Attorney to Furnish, Install, and Implement an Upgrade to the Police Department’s Computer Aided Dispatch (CAD) and Records Management Systems (RMS) utilizing previously approved funds in a technology account, resulting in no additional costs to the City and accompanying five year software support agreement.
Respectfully submitted,
Paul J. Rolleri, Chief of Police
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. 12/2/2014 Staff Report
2. Tiburon Inc. Enhanced Proposal
3. Tri Tech Statement of Work
4. Tri Tech Systems Purchase Agreement
5. Tri Tech Software Support Agreement