CITY OF RIALTO
SOLE SOURCE/STANDARDIZATION VENDOR REQUEST
VENDOR: SPIDR Tech, Inc.
ADDRESS: 1 N. MacDonald Suite 500 Mesa, AZ 85201
REQUSITION NUMBER:
Standardization: The City requires the items) to standardize parts, design quality, etc. (explain in more detail below).
Sole Source: No other items are known to exist which perform the same function.
Proprietary: The item is held under exclusive title, trademark or copyright by a private person or company; or a proprietary distributorship.
1. Describe the product/service:
Using an agency-specific Records Management System (RMS) and Computer Aided Dispatch (CAD) connection, the SPIDR Engage platform automatically compiles and sends communications as emails or as SMS (text) messages to people who interact with your agency. The platform can ingest data via an API or via a direct connection to DB servers, making the workflows unique.
2. Describe how the product or service is unique and/or one of a kind:
Automates the generation, compiling, sending, and logging of crime-specific, customized, personalized, one to one messages to victims of crime based on RMS report data. Uses triggers customized based on the agency's specifications for the generation, compiling, sending, and logging of incident-specific, customized, personalized, one to one messages to reporting parties based on CAD data. Uses triggers customized based on the agency's specifications.
3. Is the product or service available from other sources? This product and features are unique to SPIDR Tech, Inc. Fontana Police Department is currently utilizing SPIDR Tech, Inc. for the above described services and has conducted due diligence in selecting vendor.
4. Can your requirements be modified so that competitive products or services may be used? Please explain:
No other platforms have the capabilities or clearances to capture the CAD and RMS data for generation, compiling, sending, and logging of crime-specific, customized, personalized, one to one messages to victims of crime.
5. Submit a detailed memo explaining the steps taken to determine this is a sole source vendor and justify the need.
See Attached
Requestor Signature: Date: 04/21/2023
Approvals:
CHIEF OF POLIE Let
Depar ment Head Chief F nance Offider
City Manager Purchasing Manager
CHEA
RIALTO POLICE DEPARTMENT
MEMORANDUM
RIALTO POLICE
TO: Arron Brown, Acting City Manager
FROM: Jonathan Palmer, Administrative Sergeant
SUBJECT: SPIDR Tech, Inc.
DATE: April 21, 2023
4. 24.13
This memorandum serves to justify SPIDR Tech's status as the sole source provider fo a community relations focused software platform. This justification is based upon SPIDR Tech's unique ability to provide the features described below in its Engage platform. The following is only available for purchase from SPIDR Tech, Inc.
SPIDR Engage Platform
Software Overview:
• Cloud-hosted platform that allows agencies to engage with their communities using data- driven and focus-driven policing models.
• Using an agency-specific Records Management System (RMS) and Computer Aided Dispatch (CAD) connection, the SPIDR Engage platform automatically compiles and sends communications as emails or as SMS (text) messages to people who interact with your agency. The platform can ingest data via an API or via a direct connection to DB servers, making the workflows unique.
• Automates the generation, compiling, sending, and logging of crime-specific, customized, personalized, one to one messages to victims of crime based on RMS report data. Uses triggers customized based on the agency's specifications. • Automates the generation, compiling, sending, and logging of incident-specific, customized, personalized, one to one messages to reporting parties based on CAD data.
Uses triggers customized based on the agency's specifications. • No local storage infrastructure or software needed.
• Controlled access to all sensitive data. Fully compliant with CJIS policies. • Configurable integration with Law Enforcement data systems: RMS and CAD. • Highly configurable with customization on the agency, division, crime type, message templates, text and email templates, and message category levels. • Utilizes white labeled domains and security so message domains match the agency's domains.
Software Specifications:
• Cloud-hosted infrastructure, requiring no local server infrastructure or specialized software. All usage of Engage takes place via a standard web browser. • Controlled access via predefined roles and permissions and optionally integrated with an agency's existing authentication / authorization services (LDAP). • Complete customization of controlled access by system administrators. • Automated, continuous data synchronization from source of systems (CAD, RMS, etc.).
Built-in Automation:
• Proprietary algorithms which clean and transform all pertinent RMS and CAD data without user input.
• Proprietary algorithm which ensures the non-duplication of people records within the platform.
Proprietary algorithm which identifies and organizes opportunities to send emails, texts and survey invites to victims of crime and requestors of service. • Proprietary algorithm which generates automated messages which can be emailed and/or SMS messaged to victims of crime and requestors of service. • Messages include relevant data variables extracted directly from CAD, RMS and outside sources.
• Messages are rendered from agency-specific, crime-specific templates. • Agencies have the ability to add attachments to each template. • Agencies have the ability to send messages in multiple languages. • Agencies have the ability to configure deliver windows, delivery times, delivery delays and delivery criteria.
People Database, Messages and Surveys:
• Automatically generate, update and maintain a list of people the Police Department has a community-focused interest in building relationships with. Automatically draws those people from the Police Department's existing Records Management System (RMS) • Advance search allows users to search platform database by person name, officer name, incident number, report number, CAD event number, business name, crime type, crime code, date range and person number.
• Proprietary person de-duplication automatically cleans incoming data and prevents duplication records of people in the platform database. • Agencies have the ability to create new offense codes to improve the proprietary algorithm's ability to recognize victims of crime which require additional engagement. • Automatically send text message receipts to callers of "911", either immediately or on specific delay based on crime type.
• Send automated, mobile-friendly surveys to victims of crime and requestors of service at specified time intervals. Surveys can be completed on tablet, mobile or computer. • Send all communication through a white labeled domain.
Quality Assurance and Oversight:
• Pending area allows agencies to provide internal quality assurance to all messages. • Pending area allows users to flag messages for quality assurance and discuss a resolution internally in the platform.
• Pending area allows agencies to suppress messages to prevent them from going out.
• Manage the quality control process and hierarchical approval process required to ensure consistency and value achieved from each communication. • Collaboratively discuss requests.
Freedom of Information Act (FOIA) Workflow:
• Allows for all person data to be easily exported to support the execution of all FOIA requests.
• Permanently archive and store all communications sent to the public and those kept internal to the Engage platform.
The fundamental goal of the Rialto Police Department's acquisition of SPIDR Tech Engage platform is to improve the relationship with the community with continued transparency.