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Agenda Item No: 1.p
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: June 16, 2026
Submitted by: David Radomski
From: Police Department
Subject:
APPROVAL OF AGREEMENT EXTENSION WITH MARK43, INC. FOR COMPUTER AIDED
DISPATCH (CAD)/ RECORD MANAGEMENT SYSTEM (RMS)/ PROPERTY & EVIDENCE
SOFTWARE
Financial Impact:
Expense: $1,077,602.00 Total Purchase Price of Services Budget: $ 209,667.00 Year 1 Payment(101-206076660) General Fund FY 26-27 Summary:
This action will approve a five-year renewal agreement with Mark43, Inc. for continued CAD, RMS, Property & Evidence, CLETS connectivity, and related public safety software services, including Fire CAD, Fire Tablet Command integration, native CLETS connectivity, and Universal Search.
Recommended Action:
It is recommended that the City Council:
1. Approve the extension with Mark43, Inc. for its public safety software beginning in Fiscal Year 2026-2027 and ending in Fiscal Year 2030-2031 with a five-year total cost of $1,077,602; and
2. Authorize the City Administrator or her designee to execute all necessary documents, in a form approved by the City Attorney, to effectuate these actions.
Strategic Plan Statement:
This item is consistent with Goal No. 2: Public Safety and Goal No. 5: Organizational Excellence by supporting modern public safety technology, emergency communications, operational effectiveness, accountability, and service delivery.
Discussion:
In 2017, the Police Department selected Mark43 following a comprehensive evaluation of public safety software providers. Since implementation in 2018, Mark43 has served as the Department's primary CAD and RMS platform and has become an integral component of daily public safety operations. This software is critical to the Police, Fire, EMS, and Communications divisions.
The proposed agreement renews existing services and adds a bi-directional Tablet Command 1 interface, native California Law Enforcement Telecommunications System (CLETS) connectivity, and new Universal Search capabilities.
Tablet Command is a mobile incident management system used by fire personnel to coordinate emergency incidents, track resources, maintain accountability, and support command operations in the field. The proposed integration allows incident information to be shared automatically between the City's Fire CAD system and Tablet Command, improving operational efficiency and reducing duplicate data entry and leverages regional asset support.
CLETS is California's secure law enforcement communications network that allows law agencies to access state and national criminal justice information, including driver's license records, vehicle registrations, warrants, protective orders, and stolen property information. The proposed enhancement allows the City's public safety software to connect directly to that network.
Universal Search enables authorized users to conduct a single search across Mark43 records and connected external data sources, reducing the need to query multiple systems separately.
Combined with native CLETS connectivity, the feature can improve operational efficiency by providing access to relevant public safety information through a unified interface, subject to applicable security and access controls.
The Police Department has been highly satisfied with Mark43's performance, reliability, responsiveness, and partnership. The system has consistently met operational requirements while continuing to evolve through new functionality and enhancements.
The Police Department originally procured the Mark43 CAD and RMS platform through a competitive evaluation and selection process completed in 2017. Following implementation in 2018, Mark43 became the Department's primary public safety technology platform and now serves as the repository for operational records, workflows, system configurations, interfaces, and historical data.
The proposed agreement is a renewal of the City's existing Mark43 environment rather than the procurement of a new CAD/RMS system. Mark43 is the proprietary owner and sole authorized provider of the software, licensing, maintenance, hosted services, updates, support, and associated enhancements required to operate the City's existing platform. No other vendor can provide these services for the City's current Mark43 system without replacement of the platform.
Accordingly, staff determined that this procurement qualifies for the sole -source exception contained in Placentia Municipal Code Section 3.08.070(6), which authorizes the waiver of competitive bidding when a commodity or service is obtainable from only one vendor.
This renewal represents the first pricing increase to the Department's Mark43 services since the original implementation in 2018. Staff conducted market research and determined that Mark43 remains competitively priced and continues to provide substantial value for agencies of comparable size and operational complexity.
Staff evaluated the feasibility of replacing the Department's CAD and RMS environment and determined that doing so would not be in the City's best interest. Transitioning to a different vendor would require an estimated 18- to 24 -month implementation effort involving 2 procurement, software configuration, testing, training, business process redesign, interface redevelopment, and extensive data migration activities.
Additionally, the Department's operational records, historical data, workflows, and integrations currently reside within the proprietary Mark43 ecosystem. Migrating this information to another platform would require significant expense, create operational risk, and disrupt mission -critical public safety services. Based upon market research, implementation costs, migration complexity, and operational impacts, staff determined that renewing the existing Mark43 agreement is the most cost-effective and operationally sound solution.
Approval of this agreement will ensure the continued operation of mission -critical public safety technology systems while advancing the City's commitment to providing a safe, family -friendly environment through proactive policing, efficient emergency response, and modern technology solutions that enhance transparency, accountability, and organizational effectiveness.
Financial Summary:
Funding for the first year of the agreement is included in the Fiscal Year 2026-2027 budget and is available in General Fund Account No. 101-206076660 (Software and Subscriptions).
Future annual subscription costs will be incorporated into subsequent budget cycles and appropriated through the annual budget process.
The total five-year agreement amount is $1,077,602.
Attachments
2026 Direct Order Form - CA - Placentia Police Department Q-02178.2_Q-02389.1.pdf 3 MARK43
ORDER FORM
Mark43, Inc.
8 West 40th Street, 2nd Floor
New York, NY 10018
Bill to:
Subscriber Name:
Address:
Billing Frequency:
Payment Terms:
City of Placentia Police
Department
401 E Chapman Ave
Placentia, CA 92870
Annual
Net 30
Quote Number:
Offer Valid Through:
Sales Contact:
Start Date:
End Date:
Billing Contact:
Biling Contact Email:
Purchase Order. Is a purchase order required by Subscriber to purchase? Yes Q-02178.2, Q-02389.1
July 31, 2026
Chase Clucas
[email protected]
June 1, 2026
June 30, 2031
Sergeant David Radomski
[email protected]
No
SaaS Services. Product descriptions for the Services noted below are set forth at httos://mark43.com/Mark43-Product- Catalooue:
Year 1 SaaS and Recurring Services
(June 1, 2026 — June 30, 2027)
Qty (if applicable)
Price to Subscriber
Mark43 RMS
Including Property and Evidence
Mark43 CAD
Mark43 Fire CAD
OnScene for CAD
Universal Search
CommSys ConnectClC State Only
Not to Exceed 57 total sworn
Not to Exceed 57 total sworn
Not to Exceed 39 total sworn
Not to Exceed 60 total sworn
Not to Exceed 57 total sworn
Site License for Not to Exceed 57 total sworn
$70,731.00
$70,731.00
$44,192.00
$0.00
$4,095.00
$14,918.00
$204,667.00
nd Recurring Services
Qty (if applicable)
Price to Subscriber
Mark43 RMS
Including Property and Evidence
Mark43 CAD
Mark43 Fire CAD
OnScene for CAD
Universal Search
Not to Exceed 57 total sworn
Not to Exceed 57 total sworn
Not to Exceed 39 total sworn
Not to Exceed 60 total sworn
Not to Exceed 57 total sworn
CommSys ConnectClC State Only Site License for Not to Exceed 57 total sworn $68,555.00
$68,555.00
$42,833.00
$0.00
$3,969.00
$14,459.00
1 4
Interface Maintenance: Standard
Not to Exceed 1 Interface(s)
$3,000.00
$201,371.00
Year 3 SaaS and Recurring Services
Qty (if applicable)
Price to Subscriber
Mark43 RMS
Including Property and Evidence
Not to Exceed 57 total sworn $71,983.00
Mark43 CAD Not to Exceed 57 total sworn $71,983.00
Mark43 Fire CAD Not to Exceed 39 total sworn $44,975.00 OnScene for CAD Not to Exceed 60 total sworn $0.00
Universal Search Not to Exceed 57 total sworn $4,167.00 CommSys ConnectClC State Only Site License for Not to Exceed 57 total sworn $15,182.00 Interface Maintenance: Standard Not to Exceed 1 Interface(s) $3,150.00 Year 4 SaaS and Recurring Services
Qty (if applicable) Price to Subscriber
Mark43 RMS
Including Property and Evidence
Not to Exceed 57 total sworn
Mark43 CAD Not to Exceed 57 total sworn
Mark43 Fire CAD Not to Exceed 39 total sworn
OnScene for CAD Not to Exceed 60 total sworn
Universal Search Not to Exceed 57 total sworn
CommSys ConnectClC State Only Site License for Not to Exceed 57 total sworn Interface Maintenance: Standard Not to Exceed 1 Interface(s) $75,582.00
$75,582.00
$47,224.00
$0.00
$4,375.00
$15,941.00
$3,308.00
$222,012.0
Year 5 SaaS and Recurring Services Qty (if applicable)
Price to Subscriber
Mark43 RMS
Including Property and Evidence
Not to Exceed 57 total sworn
Mark43 CAD Not to Exceed 57 total sworn
Mark43 Fire CAD Not to Exceed 39 total sworn
OnScene for CAD Not to Exceed 60 total sworn
Universal Search Not to Exceed 57 total sworn
CommSys ConnectClC State Only Site License for Not to Exceed 57 total sworn Interface Maintenance: Standard Not to Exceed 1 Interface(s) $79,361.00
$79,361.00
$49,585.00
$0.00
$4,594.00
$16,738.00
$3,473.00
2 5
Total SaaS Services
$1,072,602.00
One -Time Professional Services
Qty (if applicable)
Interface Development: Standard
1 interface(s)
Total
$5,000.0
Renewal Term and Pricing. Unless Subscriber provides 60 days' notice of termination prior to the End Date, the SaaS Services will auto -renew for a 5 year term at an increase of 5% year over year for each year of the renewal term.
Additional increases may be applied at any time during the Term if required quantities increase.
Invoicing and Payment. Subscription Fees are payable upfront annually. Mark43 will issue the first invoice on or after the effective date of this Order Form and each subsequent invoice (if any) on or after the anniversary thereof. Subscriber shall pay all invoices to Mark43's nominated bank account within thirty (30) days of the date of the invoice.
Payment Schedule
Due Date Amount Due
Year 1 Payment(s)
Year 2 Payment(s)
Year 3 Payment(s)
Year 4 Payment(s)
Year 5 Payment(s)
July 1, 2026
(Coverage Dates: June 1, 2026 — June 30, 2027)
July 1, 2027
July 1, 2028
July 1, 2029
July 1, 2030
$209,667.00
$201,371.00
$211,440.00
$222,012.00
$233,112.00
$1,077,602.00
This Order Form is entered into in accordance with and it incorporates the terms of the Software License and Services Agreement and any attached schedules (the "SLSA" or "Agreement"). Except as otherwise provided in this Order Form, previously executed Order Form(s) remain in effect. This Order Form does not incorporate any other terms, whether oral or written, and whether contained in a purchase order or otherwise and, for the avoidance of doubt, prevails over any terms contained therein. By signing below, the parties agree to be bound by the terms of this Order Form. Each party represents and warrants that this Order Form is executed by a duly authorized legal representative of such party.
This Order Form may be executed in counterparts (including electronic copies) each of which will be deemed an original, with all counterparts constituting one agreement.
Mark43, Inc.
Name:
Title:
Signature:
Date:
Subscriber
Name:
Title:
Signature:
Date:
3 6
Optional Add -Ons. The following modules are provided as optional and are not included in the fees proposed above.
Optional Item
Qty (if applicable)
SaaS and Recurring
Services
One -Time Professio
Services
RMS 18: ReportAl
RMS 19: BriefAl
1 user(s)
1 user(s)
$400.00 per user
$400.00 per user
$0.00
$0.00
4 7