For City Council Meeting March 11, 2025
TO: Honorable Mayor and City Council
APPROVAL: Tanya Williams, City Manager
FROM: Mark P. Kling, Chief of Police
Title
Request City Council to (1) Authorize the Purchase of Two PowerEdge R7625 Servers, One PowerEdge R6615 Server, Two PowerEdge 7615 Servers, and Related Chassis, Equipment, Hardware, and Software from Dell Technologies for a Total Cost of $293,865.56; and (2) Authorize the City Manager or her Designee to Execute all Documents.
(ACTION)
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RECOMMENDATION
Staff recommends that the City Council:
1. Authorize the purchase of two PowerEdge R7625 servers, one PowerEdge R6615 server, two PowerEdge 7615 servers, and related chassis, equipment, hardware, and software from Dell Technologies in the amount of $293,865.56; and
2. Authorize the City Manager or her designee to execute all documents.
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BACKGROUND
The Rialto Police Department has been working toward upgrading its Computer-Aided Dispatch (CAD) and Records Management System (RMS) to better serve the needs of the community and improve operational efficiency. On September 24, 2024, City Council approved the contract with Central Square Technologies LLC for the provision of upgraded public safety software for the new CAD RMS system. This new system will enhance dispatch, records management, and other core public safety functions, offering an integrated solution for law enforcement operations.
The servers currently in use at the Rialto Police Department are not capable of supporting the processing power required for the new CAD RMS system. After a thorough analysis of the infrastructure requirements for the project, it was identified a series of updated servers and related equipment would be necessary to ensure the success and smooth implementation of the system. These servers will provide the required processing capability and storage capacity for the effective operation of the new CAD RMS software.
ANALYSIS/DISCUSSION
The Rialto Police Department is taking steps to modernize its operations by implementing an upgraded Computer-Aided Dispatch (CAD) and Records Management System (RMS). In partnership with the National Public Safety Group and Central Square Technologies LLC, this project is designed to enhance public safety and improve operational efficiency. However, the current server infrastructure is not capable of supporting the full demands of the new system.
To provide the best law enforcement services to the City, its residents, and business owners, it is essential that the department's personnel, policies, training, and equipment are aligned with the most accurate and capable public safety software systems. Additionally, the department must be equipped to assess service levels, use data for resource allocation, conduct criminal investigations, and analyze crime trends to prevent future offenses effectively.
CAD and RMS systems are vital tools for documenting critical information that supports investigations and judicial processes. Inadequate management of this function could hinder the prosecution of criminal offenders and erode public trust. The department’s current software, designed in 1997, was once cutting-edge, featuring advanced client-server architecture, programming language, trackable information fields, and reporting functions. However, over time, this technology has become outdated, falling behind the more sophisticated systems available today.
The proposed servers were not included in the original contract with Central Square Technologies since a thorough analysis of the technical requirements for the CAD RMS system could only be conducted after the contract approval. This analysis determined whether the existing servers would be sufficient to support the upgraded infrastructure. The National Public Safety Group, Central Square Technologies, and the department’s IT team performed a detailed evaluation of the Rialto Police Department's needs. After completing this assessment, it was determined the existing servers did not meet the needs of the new system. The department’s IT team identified the necessary equipment needed and determined that purchasing new servers was essential to meet the infrastructure requirements of the project. Based on these updated requirements, staff is recommending the purchase of the servers and related equipment from Dell Technologies. These servers are crucial for supporting the new CAD RMS system and ensuring that the department meets the substantial completion milestones for the project.
Dell Technologies qualifies for this purchase as a "piggyback" vendor under the City of Rialto’s Municipal Code Section 2.48.210 General - Cooperative Purchasing Agreements (Piggybacking). This provision allows the City to utilize the Dell NASPO Computer Equipment PA (California contract C000001115143) for this procurement, streamlining the purchasing process and ensuring cost-effective and efficient acquisition of the necessary equipment. The department has collaborated with City Procurement, which has verified that this contract adheres to the requirements set forth in the municipal code.
Staff recommends that the City Council authorize the purchase of two (2) PowerEdge R7625 servers, one (1) PowerEdge R6615 server, two (2) PowerEdge 7615 servers, and related chassis, equipment, hardware, and software from Dell Technologies in the amount of $293,865.56.
ENVIRONMENTAL IMPACT
The proposed action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) 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 technology is consistent with meeting these objectives.
Goal 5-8: Provide effective and comprehensive policing services that meet the safety needs of Rialto.
Policy 5-8.4: Initiate proactive crime suppression and prevention strategies throughout the community.
LEGAL REVIEW
The City Attorney has reviewed this staff report and recommends approval.
FINANCIAL IMPACT
Operating Budget Impact
This report does not impact the operating budget.
Capital Improvement Budget Impact
Funding in the amount of $293,865.56 is available in Fund 33006151, project PDSTN, for the purchase of One PowerEdge R6615 Server, Two PowerEdge R7625 Servers, One PowerEdge R6615 Server, Two PowerEdge 7615 Servers, and Related Chassis, Equipment, Hardware, and Software from Dell Technologies.
Per Rialto Municipal Code Section: 2.48.145 a vendor disclosure form is attached.
Licensing
The purchase of the Dell Technologies equipment, hardware and software does not require a Rialto Business Licenses.