Administrative
Report
H.16., File # 22-4608 Meeting Date: 9/6/2022
To: MAYOR AND CITY COUNCIL
From: JOE HOFFMAN, CHIEF OF POLICE
TITLE
APPROVE A THIRD AMENDMENT TO THE AGREEMENT WITH MARK43, INC. TO MODIFY THE ANNUAL PAYMENT SCHEDULE TO REFLECT THE ACTIVATION DATE OF MARCH 1, 2022, ADD
ADDITIONAL TERMS AND CONDITIONS FOR THE COMPLETION OF A LASERFICHE INTERFACE FOR A ONE-TIME COST OF $35,000, AND INCLUDE A DATALAKE STATISTICAL ANALYSIS CONNECTION SERVICE FOR AN ANNUAL AMOUNT OF $10,000, INCREASING THE TOTAL NOT TO EXCEED AMOUNT OF THE AGREEMENT TO $218,340 PER YEAR FOR THE
EXISTING TERM OF THE AGREEMENT
EXECUTIVE SUMMARY
Approval of this third amendment to the existing agreement with Mark43, Inc. (Mark43) modifies the payment schedule to reflect the software activation date of March 1, 2022, for the company’s Computer Aided Dispatch (CAD) and Records Management System (RMS) and adjusts the remaining billing periods to coincide with the City of Redondo Beach’s calendar for each fiscal year.
This amendment also incorporates the Datalake connection statistical software subscription fee into the annual maintenance costs, and includes one-time development costs to configure an RMS interface with Laserfiche.
BACKGROUND
An agreement with Mark43 was approved by the Redondo Beach City Council on December 19, 2017 to provide the City with its RMS software. City Council approved the first amendment to the Agreement on July 2, 2019 adding CAD services, and a second amendment on July 6, 2021 adding an interface with the Fire Department’s Records Management System.
A third amendment is requested to modify the existing payment schedule to reflect the activation date of March 1, 2022 and to align the annual payments with the City of Redondo Beach fiscal year cycle.
The third amendment will also add an interface between Mark43 and Laserfiche, as well as add a Datalake connection for statistical analysis.
Laserfiche is the document management system that the City of Redondo Beach utilizes for archival and backup purposes. The interface between Mark43 and Laserfiche will allow for continuity in the backup and archival process and ensures that Police Department records are accessible in compliance with the City’s record retention policy and the California Public Records Act. The additional one-time cost of $35,000 for the Laserfiche interface development was appropriated as part of the FY 2022-23 budget.
H.16., File # 22-4608 Meeting Date: 9/6/2022
A Datalake statistical analysis software connection to Mark43 allows real-time access to all captured data captured by the RMS system to generate ad hoc queries used to generate datasets for complex analysis and statistical inquiries. This analysis is critical to provide accurate crime reporting and evaluate Department processes to facilitate the efficient and data-backed deployment of resources.
The cost for the Datalake connection is $10,000, per year and is included in the existing Police Department operating budget.
An initial payment of $69,636.93, was previously made to Mark43 for the period of March 1, 2022 - June 30, 2022, which is reflected in the attached Amendment. Approval of the third amendment will adjust the billing cycle to July 1 - June 30 of each remaining year of the Agreement. The billing period adjustment brings payments in line with the City’s fiscal year calendar.
COORDINATION
The Police Department coordinated with the City Attorney’s Office and Information Technology Department.
FISCAL IMPACT
No additional appropriation of funds is requested for the approval of the third amendment. Funding for the one-time cost of the RMS Laserfiche interface of $35,000 was approved by City Council as part of the FY 2022-23 budget per Decision Package #29. Funding for the $10,000 annual subscription fee for the Datalake statistical analysis software connection is available in the Police Department’s operating budget.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Third Amendment to Agreement with Mark43, Inc. · Agmt - Second Amendment, First Amendment and Original Agreement with Mark43, Inc. · Insurance - Mark43, Inc.