For City Council Meeting June 25, 2024
TO: Honorable Mayor and City Council
FROM: G. Michael Milhiser, Interim City Manager
AUTHOR: Mark P. Kling, Chief of Police
Title
Request City Council to 1) Approve a Software Support Renewal Agreement in the Amount of $208,509.56 with Central Square Technologies, LLC, a Delaware limited liability company, for the Rialto Police Department Records Management System, Mobile Data, Computer Aided Dispatch, Property/Evidence Systems, CrimeMapping.com, CrimeView Desktop and Dashboard for Fiscal Year 2024/2025; and 2) Authorize the Interim City Manager, or his Designee, to Execute all Documents.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
1) Approve a Software Support Renewal Agreement in the amount of $208,509.56 with Central Square Technologies, LLC, a Delaware limited liability company, for the Rialto Police Department Records Management System, Mobile Data, Computer-Aided Dispatch, CrimeMapping.com, CrimeView Desktop and Dashboard for Fiscal Year 2024/2025; and
2) Authorize the Interim City Manager, or his designee, to execute all documents.
BACKGROUND
The Police Department currently uses software from Tritech Software Systems, a Central Square Company, to operate the Records Management System (RMS); Mobile Data Computer System (MDC); Computer Aided Dispatch System (CAD); Automatic Vehicle Location (AVL), Property/Evidence Systems; CrimeMapping.com; CrimeView Desktop and Dashboard systems.
For many years, the Rialto Police Department has used the Tritech Software System for this purpose, and it has been determined the system is a sole-source exception for ensuring continuity of use and maintenance of this important system.
Annually, the City Council has approved the maintenance agreement for this system.
ANALYSIS/DISCUSSION
The Rialto Police Department is currently using Tritech Software System for its public safety systems. Although, the Rialto Police Department is in the process of selecting a new vendor for the police software system, the changeover will not take place until a vendor has been selected, all modules have been completely built and legacy data migrated into the new system. Until such time, the Rialto Police Department must continue to rely on the Tritech Software System for daily police operations.
The Tritech suites utilized by the department for daily operations include the following: Records Management System (RMS) provides a full-featured solution to vital records management. It integrates with other applications to include Mobile, Computer Aided Dispatch (CAD) and Evidence software. Vision Mobile (VM) provides field units with a wide range of information via a laptop and/or touch screen application. The application is integrated with Vision CAD and Vision RMS. This application allows for user access to criminal databases, property databases and Field Base Reporting. Vision CAD Maintains features for call intake, prioritization, unit dispatch and status, and includes enhancements to mapping and system integrations with Mobile and RMS.
Vision Automated Vehicle Locator (AVL) is an application that accepts GPS data from the patrol unit and transmits that data and mobile units to CAD for use in identifying unit location for prioritization and emergency situations. Crimemapping.com extracts data from the Records Management System through an automated import process and shares crime data with the community.
Crimeview Dashboard rests on ESRI’s ArcGIS server mapping engine and organizes complex information from multiple databases into visualizations that provide an instant snapshot of current activity. Crimeview Desktop is a mapping platform that uses Computer Aided Dispatch and Records Management System data to allow end-users to visualize crime geographically. This software gives Automatic Vehicle Locator (AVL) for field personnel, location of CAD history calls, location of 911 calls, and plots activated cell towers.
In June 2014 Tritech Software Systems was approved as a sole source provider for maintenance services as having licensing rights to the existing Tritech software that is utilized by the Rialto Police Department. Staff worked with the city’s Purchasing Division and determined that this purchase is acceptable as specified under Rialto Municipal Code 2.48.280 - Sole source procurement by the city.
On December 2, 2014, the Police Chief executed a Software Support Agreement with Tritech Software Systems, a company later acquired and merged with Central Square Technologies, LLC. A copy of the agreement is included as Attachment 1. A Software Support Renewal Agreement is provided to extend the term of the agreement for one year through Fiscal Year 2024/2025 at a maintenance fee of $208,509.56; a copy is included as Attachment 2.
ENVIRONMENTAL IMPACT
The proposed action does not meet the definition of a project as defined by Section 15378 California Environmental Quality Act (CEQA). A “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and excludes the following:
1) Continuing administrative or maintenance activities, such as purchases for supplies, personnel-related actions, general policy, and procedure making
2) Organizational or administrative activities of governments that will not result in direct or in direct physical changes in the environment.
GENERAL PLAN CONSISTENCY
The City of Rialto has outlined key goals and objects relating to public safety. The purchase of this technology is in consistence with meeting these objectives.
Goal 5-8: Provide effective and comprehensive policing services that meet the safety needs of Rialto.
LEGAL REVIEW
The City Attorney's Office has reviewed the staff report and the agreement and approved it as to form.
FINANCIAL IMPACT
Operating Budget Impact
Funding in the amount of $208,509.56 in General Fund Account No. 10106151 52021, is included in the proposed Fiscal Year 2024/2025 budget for the annual maintenance agreement and subscriptions with Tritech Software Systems, a Central Square Company.
Per Rialto Municipal Code Section: 2.48.145 a vendor disclosure form is attached.
Capital Improvement Budget Impact
There is no impact to the Capital Improvement Budget.
Licensing
The vendor is supplying s subscription and maintenance software service. A business license is not needed for this renewal.