Title
Recommendation to Authorize the City Manager to Negotiate and Execute a Purchase Agreement, or in the Alternative a Lease Agreement, and Service Provider Agreement with Sun Ridge Systems Inc. for the Acquisition, Support, and Maintenance of a Computer Aided Dispatch, Report Management Systems in an Amount Not to Exceed $1,137,825 for Five Years, including a First Year Purchase Price of $820,905 and Annual Support Cost of $79,230 per Year for Four Additional Years. (Police 3121)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The Alameda Police Department (APD) is in desperate need of a new solution for the Computer Aided Dispatch (CAD) and Report Management System (RMS). After conducting a competitive bidding and rigorous selection process, Sun Ridge Systems has been identified as APD’s choice for a reliable and more efficient product.
BACKGROUND
The CAD/RMS components are the equivalent of the central nervous system of APD. Every detail from call intake, dispatching of calls, critical report details, computer entries, and evidence/property records is controlled by the CAD/RMS system. A request for service cannot be tracked or reproduced if the CAD system is not operating correctly. Officers rely on the system to document crimes and other interactions with members of the public. Traffic stop and citation records are also processed in the system. When the CAD/RMS system is not functioning properly, it has an adverse effect on the efficient operation of APD.
In 2016, APD obtained a new CAD/RMS system. In the three years following the purchase, the vendor changed ownership multiple times, resulting in several performance and technical issues that could not be implemented throughout the organization until March 2018. The technical support is still lacking, and overall performance compromises APD’s ability to produce timely reports internally and externally.
APD patiently attempted to work with the current vendor, Central Square, to improve the performance of their product. However, these attempts did not result in adequate improvements. The current system is incompatible with APD’s needs. The deficiencies in the system have created a continuous drain on staff time to correct internal reporting errors as well as unacceptable delays in completing mandated external reporting to state and federal agencies.
DISCUSSION
In May 2019, APD initiated a Request for Proposal (RFP) process to identify a new vendor. A total of four proposals were received. After reviewing the proposals and system features, Sun Ridge Systems, Inc. was selected as the preferred vendor.
Sun Ridge Systems is a leader in public safety software development, including CAD/RMS, mobile solutions, jail management systems, and crime analysis software systems. Their primary CAD/RMS solution is an integrated software suite known as “RIMS.” RIMS based CAD/RMS now has 36 years of use in multiple law enforcement agencies. Sun Ridge Systems services and supports agencies of all sizes. They provide service to 171 of the approximately 600 law enforcement agencies in California, all of whom endorse the product.
Many agencies in the local region currently use Sun Ridge Systems as their vendor, including the cities of Albany, Newark, and Livermore as well as the East Bay Regional Parks District. APD contacted each of the local agencies and received only positive reviews.
Included in this proposal are five mission-critical systems.
• Data Conversion;
• CAD system;
• RMS;
• PEMS (Property Evidence Management System); and
• Citizen Access Portal.
In addition to the benefits of a longstanding reliable and robust system, Sun Ridge Systems provides a citizen access portal called Citizen RIMS. This product offers instant access to crime data for anyone with an internet connection. Within Citizen RIMS, there are numerous benefits for our residents, but four stand out, including live incident mapping, incident mapping, crime mapping, and crime charts.
LIVE INCIDENT MAPPING
This shows what’s going on right now, mapping currently active calls for service (and officer initiated activity). Clicking on the map icon for an incident displays limited data available for the event. This function also has a feature that lets the user “slide” or move through what happened at any point in the past 24 hours via on-screen controls. For example, news media or citizens can locate an incident that happened an hour or 10 hours earlier in the day. APD can control what incidents are published. When mapped, an incident location is deliberately blurred to the nearest hundred block.
INCIDENT MAPPING
This pin mapping is for historical CAD data. It is, otherwise, functions similar to the Live Incident Mapping function using the same mapping categories described above.
CRIME MAPPING
This is the common crime pin mapping feature where the user picks a date range and the crime types/categories to be mapped. APD controls exactly what crime data is published. Citizen RIMS automatically eliminates all restricted cases and agency confidential cases. Also, no incident is released until it has been approved. Clicking on a mapped case icon shows more information about the case.
CRIME CHARTS
This function summarizes Uniform Crime Reports (UCR) and the National Incident Base Report System (NIBRS) crime data in easily understood charts, with year to year comparisons.
ALTERNATIVES
• Negotiate and execute a purchase agreement and service provider agreement with Sun Ridge Systems for $1,137,825 for five years including a first year purchase price of $820,905 and annual support cost of $79,230 per year for four additional years. (Exhibit 1, the service provider agreement with Compensation Option 1, in substantially similar form, is attached.)
• The City Council could approve a five-year lease agreement with Sun Ridge Systems and pay an interest rate of 5% (simple compound) over the next five years at the cost of $237,882 per year, including support costs.
• Do not approve this purchase agreement, and continue to pay the maintenance support payment to Central Square of $134,333 per year.
FINANCIAL IMPACT
The total purchase price for the system, as recommended, is $1,137,825 for five years, including a first year purchase price of $820,905 and annual support cost of $79,230 per year for four additional years. The disbursement of funds will follow the below chart.
APD has $500,000 earmarked for technology from the City Council Meeting held on February 6, 2018 (attached, as Exhibit 3, are minutes from the February 6, 2018 City Council meeting, pages 17-18). In addition, $500,000 was allocated from the General Fund in Fiscal Year 2019-20 Budget. These funds, which are accounted for in the Information Technology Replacement Fund (Fund 704), will be used to pay for the new product, if approved by the City Council this evening. Budget in excess of the purchase price will provide contingency for the system implementation. Any unspent contingency balance after completion of the system installation and implementation will be returned back to the General Fund. Annual support costs will be incorporated in the future budgets of APD within the General Fund in the amount of $79,230.
The City Council previously approved the annual support cost of $134,333 per year for the existing vendor, and those monies are already incorporated in the current budget. The annual maintenance cost of the new system would be $55,103 less than the current annual payment.
|
Contract |
Authorized Amount |
Proposed Cost |
|
Approved Money for PD IT |
$500,000 |
|
|
Contract Signing |
|
$205,226 |
|
Software Installation Complete |
|
$205,226 |
|
Training Complete |
|
$205,226 |
|
Final Acceptance |
|
$205,226 |
|
Total |
$820,905 - $500,000 |
$320,905 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action comports with the Alameda Municipal Code and the City’s Administrative Policies and Procedures Number 5 (Purchasing Policy).
ENVIRONMENTAL REVIEW
This action is not a project for the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15061(b)(3) as there is no possibility that this action may have a significant effect on the environment.
CLIMATE IMPACTS
There are no climate impacts from executing this Agreement.
RECOMMENDATION
Recommendation to authorize the City Manager to negotiate and execute a Purchase Agreement, and Service Provider Agreement with Sun Ridge Systems Inc. for the acquisition, support, and maintenance of a Computer Aided Dispatch and Report Management System in an amount not to exceed $1,137,825 for five years, including a first year purchase price of $820,905 and annual support cost of $79,230 per year for four additional years.
CITY MANAGER RECOMMENDATION
The City Manager recommends the purchase of Sun Ridge Systems Inc. Part of the funding would be coming from the technology fund. Due to this, I would recommend that the City Council discuss other police technology after the City Council has an opportunity to review a privacy policy that I anticipate coming forward later this year.
Respectfully submitted,
Paul J. Rolleri, Chief of Police
By,
Matt McMullen, Police Lieutenant
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Draft Service Provider Agreement
2. Sun Ridge Systems Quote
3. Meeting Minutes from City Council Meet Held on February 6, 2018
cc: Eric Levitt, City Manager