M E M O R A N D U M
DATE:
November 1, 2022
TO:
Adam Politzer, Interim City Manager
FROM:
Jeff Jennings, Chief of Police
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into A Purchasing and License Agreement with Sun Ridge Systems, Inc. For The Software Licensing, Services, Support, and Hardware Necessary to Implement A Computer Aided Dispatch And Records Management System (CAD & RMS) For The Police Department In An Amount Not to Exceed $383,720, Authorizing an Additional Appropriation of $38,280 To Cover Additional Emeryville Police Department Costs For Hardware, Software, And Training To Support The Project, And Appropriating Funding From The Sources Identified Within The Fiscal Impact Section.
RECOMMENDATION
Staff recommends that the City Council approve the above-entitled resolution authorizing the City Manager to enter into an agreement with Sun Ridge Systems, Inc. for the purchase of a replacement Computer Aided Dispatch / Records Management System (CAD / RMS) for the Police Department.
BACKGROUND
On July 19, 2022, the Emeryville Police Department (EPD) presented a resolution and associated staff report to the City Council to request issuance of a Request for Proposal (RFP) for a Computer Aided Dispatch & Records Management System (CAD & RMS). The City Council approved the resolution (22-111) and the RFP was released to the public. During the RFP process, the Police Department solicited input from a variety of CAD & RMS vendors regarding proposal submissions.
At the close of the RFP process, the Police Department conducted an evaluation and a rating of the single vendor submission. Sun Ridge Systems, Inc. submitted a proposal for their CAD & RMS system, called RIMS. The Police Department staff reviewed the submitted proposals, evaluated the bid proposal using the evaluation criteria set forth in the RFP, and conducted extensive outreach to other law enforcements in Alameda County who use the RIMS system and received favorable feedback. Staff also conducted research into different modules and systems available within the RIMS system. Based on overwhelmingly positive feedback, observed demonstrations at other RIMS system users, and the intuitive end user experience, feedback, and customer service, EPD staff determined RIMS is a best-fit solution for the City of Emeryville’s Police Department.
DISCUSSION
The CAD/RMS system is one of the most critical software systems used by any law enforcement agency. Accurate records and data retrieval are essential for effective police duties and management. Reporting accurate crime data is a fundamental expectation of the community and EPD wants to improve meeting that expectation with the most effective available technology. An RMS system that requires less staff time to write and approve police reports, better data retrieval, more transparency, and better public access to crime data were all criteria Police Department staff considered in making their recommendation.
Based on the research staff completed about the RIMS system, staff were able to conclude that the system will meet and, in many cases, exceed, all requirements outlined in the RFP.
The Police Department staff worked with the City’s IT Department, Finance Department and the City Attorney’s Office on planning and transitioning to a new CAD & RMS system. The details of this project and system transition have the support of the other City Departments who have a role in this project.
Based on the bid proposal from Sun Ridge Systems, Inc., the Police Department is confident the RIMS system will meet the needs of a full-service CAD / RMS system. The project timeline is expected to take 6-10 months from contract signing to “Go Live.”
FISCAL IMPACT
Staff reviewed the current approved budget and identified several funded accounts which will be used for this purchase. The total amount needed to fund this project has been determined to be $422,000. This amount covers both the Sun Ridge Systems, Inc. contract for an amount not to exceed $383,720 as well as additional costs for hardware, software, and training to support the project in an amount not to exceed $38,280.
The identified funding sources are detailed below:
Transfer $122,000 from the GIS Development project, CIP# IT-03, Fund 670, project number 01670111, Transfer $100,000 from the Records Management project, CIP# IT-06, Fund 670, project number 18670011, Transfer $20,000 from the Police Administration Building project, CIP# CF-18, Fund 475, project number 21475003 to CIP# IT-05, Computer Aided Dispatch/Records Management System (CAD/RMS), project number 17670013; Decrease Police Department operating budget for FY22/23, general fund 101-2200-73350 by $105,000 and 2200-77260 by $7,800 And appropriate a total of $180,000 from the general fund to fund 670 for CIP# IT-05, Computer Aided Dispatch/Records Management System (CAD/RMS), project number 17670013.
STAFF COMMUNICATION WITH THE PUBLIC
Staff presented this proposal to the Public Safety Committee on July 14, 2022 and shared the Committee’s comments in the staff report for the July 19, 2022, City Council meeting. The City Council approved a resolution on July 19, 2022, to release an RFP for a new CAD / RMS system (22-111). These discussions and documents reflect the public outreach that was conducted prior to requesting City Council approval of this contract for a new CAD / RMS system.
CONCLUSION
Staff recommends approval of the Resolution.
PREPARED BY: Oliver Collins, Captain
Jeff Jennings, Chief of Police
APPROVED AND FORWARDED TO THE
CITY COUNCIL OF THE CITY OF EMERYVILLE:
Adam Politzer, Interim City Manager
ATTACHMENTS
Draft Resolution
Professional Services Contract - Sun Ridge Systems, Inc. 2 Police Department CAD/RMS System
City Council Meeting | November 1, 2022
C A L I F O R N I A