For City Council Meeting [June 26, 2018]
TO: Honorable Mayor and City Council
APPROVAL: Robb R. Steel, Interim City Administrator
FROM: Mark P. Kling, Interim Chief of Police
Title
Request City Council to Approve a Records Management System, Mobile Data, Computer Aided Dispatch, Property/Evidence Systems, CrimeMapping.com, CrimeView Desktop and Dashboard Annual Maintenance Agreement with TriTech Software Systems in the Amount of $150,114.42 for Fiscal Year 2018/2019.
(ACTION)
Body
BACKGROUND:
The Police Department currently uses software from TriTech Software Systems 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.
ANALYSIS/DISCUSSION:
The Tri-tech Vision software suite includes the following:
Records Management System (RMS) provides a full-featured solution to vital records management. It integrates with other applications to include Mobile, CAD and Evidence software while providing seamless data transfer. The most recent version incorporated additional fields to improve data capture for later analysis. We currently hold 27 Vision RMS licenses
Vision Mobile (VM) provides field units with a wide range of information via a laptop and/or touch screen application. The application is designed with the user in mind and is integrated with Vision CAD and Vision RMS. This application allows for user access to criminal databases, GPS mapping, property databases and Field Base Reporting to name a few.
Vision Computer Aided Dispatch (CAD) Maintains features for call intake, prioritization, unit dispatch and status, and includes enhancements to mapping and system integrations with Mobile and RMS. We currently hold 50 CAD licenses.
Vision AVL (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 Records Management System through an automated import process and shares crime data with the community. This web based system provides citizens with timely information about crime in their neighborhood and allows users to create personalized queries and set alerts that track crime.
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 a mapping platform that uses Computer Aided Dispatch and Records Management System data to allow end users to visualize crime geographically. It offers a simple interface that allows for advanced analyses including hot spot mapping and repeat calls reporting.
Part of the continued successful operation of these systems depends on the Police Department’s ability to contact TriTech Software Systems during times of difficulty or system failure, thus; an annual maintenance agreement with TriTech Software Systems is needed. The annual maintenance agreement provides for coverage of RMS 8x5 software support an annual cost of $28,717.21; Mobile 8x5 Software Support at an annual cost of $33,314.19; VisionMOBILE at an annual cost of $4,096.02; CAD 24x7 Software Support at a cost of $60,293.69; Maintenance Contracts at an annual cost of $2,189.18; FBR 8x5 Software Support at an annual cost of $2,585.45; TriTech.com annual subscriptions $7,460.60; CrimeView Desktop Maintenance $3,781.58; CrimeView Dashboard Maintenance $5,953.50 and CrimeMapping.com annual cost of $1,323.00. There is an additional annual fee of $400.00 for remote support connectivity by TriTech Software Systems.
In June 2014 TriTech Software System was approved as a sole source provider for maintenance services as having licensing rights to the existing TriTech software that is utilized by Rialto Police Department.
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 has reviewed and approved this staff report.
FINANCIAL IMPACT:
Operating Budget Impact
Funding in the amount of $139,056.34 in General Fund Account No. 010-500-6151-2021 and $11,058.08 in General Fund Account No. 010-500-6152-2021 is included in the FY2018/19 proposed budget for the annual maintenance agreement and subscriptions with TriTech Software Systems. Per Rialto Municipal Code Section: 2.48.145 a vendor disclosure form is attached.
Capital Improvement Budget Impact
No impact to the City of Rialto’s Capital Improvement Budget.
Licensing
The vendor is supplying s subscription and maintenance software service. A business license is not needed for this renewal.
RECOMMENDATION:
Staff recommends that the City Council approve an Annual Purchase Order in the amount of $150,114.42 for the annual maintenance agreement with TriTech Software Systems for the RMS, MDC, CAD and Property/Evidence systems, CrimeMapping.com, CrimeView Desktop and Dashboard annual maintenance agreements.