For City Council Meeting September 24, 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 Five (5) Year Master Service Agreement with CentralSquare Technologies LLC. for Public Safety Software Systems in the Amount of $2,828,922. 2) Gain approval for the department to proceed with establishing a CAD/RMS Systems Administrator position, and 3) Authorize the Interim City Manager or Designee to Execute any and all Documents.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
• Approve the five (5) year Master Service Agreement with CentralSquare Technologies LLC. in the amount of $2,828,922 for Development, Implementation and Maintenance of an Upgraded Computer Automated Dispatch (CAD), Records Management System (RMS) and Mobile Data Software for the Rialto Police Department;
• Gain approval for the police department to proceed with establishing a CAD/RMS Systems Administrator position; and
• Authorize the Interim City Manager or designee to execute any and all Documents.
BACKGROUND
The Police Department is in need of enhancing public safety software systems to include purchasing a new Computer Aided Dispatch (CAD), Records Management System (RMS), Property and Evidence, and Mobile Data Software. These are enterprise-level software systems that are complex in nature and take an exorbitant amount of time and resources to implement. These systems have a large impact on law enforcement agencies’ day-to-day operations. Law enforcement agencies across the nation depend on these systems to provide service to the communities they serve and rely on these technologies to capture data necessary to remain in compliance with annual reporting requirements.
ANALYSIS/DISCUSSION
It is critical that law enforcement personnel, policies, training, and equipment offer the best possible law enforcement services to the City, its residents and business owners, using the most accurate and capable public safety software systems. The department must also have the ability to effectively evaluate service level measures, use data to assist with resource allocation, conduct criminal investigations, and track crime trends and patterns to effectively prevent crime. Law enforcement Computer Aided Dispatch and Records Management Systems serve as a valuable source to document relevant information essential to investigations and judicial processes. Failure to effectively manage this function can adversely affect the prosecution of criminal violators and cause a general loss of public confidence.
The existing software currently used by the police department was designed in 1997. At the time, the client-server architecture, the programming language, trackable fields of information, and the reporting functions were state-of-the-art. Over time, that technology became less effective compared to advanced software technologies available today. Simply put, this 27-year old technology is no longer cost and operational effective.
The department, through council approval has contracted with the National Public Safety Group (NPSG) to assist in determining the most effective CAD/RMS systems to compliment Rialto PD services. NPSG completed a comprehensive needs assessment study of the Rialto Police Department. The following information was identified as areas within the police department where existing software technology is not meeting the needs of the department:
• Fields of Information - existing systems have not evolved to stay in line with legislative updates and mandated reporting requirements to the California Department of Justice (DOJ), the California State Controller’s Office, and the Federal Bureau of Investigations (FBI). The police department often has to utilize alternate means to capture this information that are time consuming and impractical to comply with reporting. A new software system will allow automation of these processes, saving valuable time and costs.
• NIBRS/CIBRS - existing RMS is not compliant with this FBI reporting mandate which took effect January 2021. The DOJ has permitted extensions to the police department in an effort to transition RMS software to one that is compatible with reporting requirements; this extension will soon expire, requiring the police department to implement the necessary software to comply.
• Computer Aided Dispatch (CAD) - State 911 enhancements to technology cannot be interfaced with existing software. The new system will allow for faster collection and documentation of information from Rialto citizens requiring help.
• Report Approval (software) - reports cannot be accessed by the general agency (including investigators) until the report is fully approved by supervisors and processed by Records Division. This results in delayed data getting to the right people at the right time to handle timely follow up of recent and, at times, ongoing crimes.
• Manual Entry of Report Numbers - is still required in many cases (with the department’s current outdated software) and results in inaccurate entries, non-matching numbers, lost and misplaced reports.
• Redundant Data Entry - in the Property and Evidence Tracking area, court paperwork and external data repositories. In many instances, staff must enter the same data up to four times to properly document operations. In today’s software, this is easily reduced with available interfaces, automated printed forms and data reuse.
• Automatic Vehicle Locator (AVL) - today’s software has the ability to evaluate and recommend patrol units to handle rapid evolving radio calls, based on assignment, location and response to a call.
• Sophisticated Crime Analysis Reporting/Link Analysis/Crime Trends - the police department currently either does not have access to this type of information at all or must export their own data to complicated and expensive external sources such as Crystal Reports. This new updated system will offer access to real-time data to expedite the support role of the Crime Analysis Unit.
• Standard Searching - standard computer searches, such as aggregate crime totals in a certain area during a period of time, are generally not accessible directly to the end users, requiring them to request this information from more specialized units such as Crime Analysis. Current technology allows for visual dashboards of crime trends and hot spots which can be used by field supervision to intelligently pre-plan directed patrol efforts.
• Real-Time Crime Center - existing technology will not support the needs of the Real-Time Crime Center that will be part of the new police facility and improved law enforcement response to Rialto residents, businesses and visitors.
SELECTION PROCESS AND RESEARCH
Today’s Law Enforcement Computer Aided Dispatch and Records Management Systems are complex and more sophisticated than what our department currently uses. The department formed a 16-member users committee for evaluation purposes. Staff engaged in a comprehensive search for a more enhanced and user-friendly software system. In-person demos from four different companies were conducted as well as remote presentations. It was extremely important to evaluate these companies on all levels and have end users as part of the research team. Staff ranging from all areas of the police department were present and completed evaluation score sheets on each company. Additionally, staff conducted on-site visits to local agencies that use each of these products. These visits provided valuable feedback from agencies currently using the CAD/RMS systems evaluated.
After in-person demos and site visits concluded, the final two products being considered by staff were Motorola and CentralSquare. Staff agreed CentralSquare offered what the department needs and chose to move forward with CentralSquare as the product for the new CAD/RMS project. CentralSquare is a proven product in the state of California and proved that they will be able to meet the needs of our agency now and in the future. Currently, the department is using an outdated version of CentralSquare and the transition to the new product should be made easier having already established a familiarity with the company and their Tri-Tech systems. Although cost was not a determining factor in making this decision, it is important to note the price contrast between CentralSquare and Motorola. Below is a price chart showing the cost difference between the two products.
The implementation process for this project will be robust and require constant monitoring throughout the installation, 5-year processes and beyond. The Police Department has identified a need for a new CAD/RMS Systems Administrator position that will be assigned to the department’s robust Information Technology and Systems Bureau.
Through the process of selecting CentralSquare the following critical operational deficiencies were identified:
1. Through the 27-year usage of Tri-Tech, the department failed to consistently install new critical software updates and maintenance agreements due to the lack of personnel knowledgeable with the system.
2. The lack of consistent updating, starting back in 1997, dramatically hindered police personnel from utilizing the current systems to their fullest capabilities.
3. The hinderance was due to the fact there was no dedicated person to handle these duties and it often fell upon a sworn police officer with little to no knowledge of the system.
4. The end result culminated in the department’s CAD/RMS systems falling behind with critical updates and service capabilities that affected the day-to-day operations of the department.
5. Ultimately, the current system is too old and the new system with its improvements have unlimited benefits.
During the committee’s on-site visits to other police departments one glaring takeaway was the fact all of the agencies recommended establishing this position. Adding this position would ensure constant vigilance of our software and systems performances, identify deficiencies before affecting overall operations, help in the day-to-day functions of the systems, efficient implementation processes, and require installation of critical updates as planned in accordance to CentralSquare recommendations.
The department is currently researching costs associated with requesting council to approve the addition of a CAD/RMS Systems Administrator. The police department will bring back to council a personnel request for the addition of the CAD/RMS Systems Administrator in the near future.
On December 13, 2022, following their procurement policy, the Lubbock Police Department located in Texas awarded CentralSquare Technologies LLC. a Master Subscription Agreement. Staff worked with the city’s purchasing division and determined that this award is acceptable as specified in the City of Rialto Municipal Code Section 2.48.210 General - Cooperative Purchasing Agreements (Piggybacking), which states:
“Where advantageous for the City, the Purchasing Manager is authorized to purchase supplies, materials, equipment and contractual services through legal contracts of other governmental jurisdictions or public agencies without further contracting, solicitation, or formal bidding, provided such practice otherwise complies with state law. This practice
is commonly referred to as “piggybacking.” Utilization of cooperative purchasing agreements must include:
a) Minimal change in specifications from original bid.
b) Copy of the request for bids and all bids received for the subject item(s) by the originating agency.
c) Authorization from the originating agency to use the bid.
d) Authorization and agreement from the vendor to supply the supplies, materials, equipment or services in accordance with the terms of the bid.
e) Utilization of CMAS, GSA, or “County established contracts.”
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 indirect 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 service is consistent 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.
FINANCIAL IMPACT
Operating Budget Impact
This report does not impact the City’s operating budget.
Capital Improvement Budget Impact
Funding for year one (1), the upfront cost of the contract agreement, in the amount of $1,340,798, is budgeted and available in Fund 3300 for the public safety software system with CentralSquare Technologies LLC.
Funding of Fiscal Year 2025/2026 through Fiscal Year 2029/2030 annual subscription maintenance fees in the amount of $372,031, will be budgeted in Account 101061521 52011 through the annual fiscal year budget process.
Per Rialto Municipal Code Section: 2.48.145 a vendor disclosure form is attached.
Staff is working on the financial impact of a CAD/RMS System Administrator. Staff will present council the job functions and salary at a later date.
Licensing
This action does not trigger a requirement for a business license.