June 21, 2022
Police Department
DATE: June 21, 2022
TO: Mayor Butt and Members of the City Council
FROM:
Louie Tirona, Acting Chief of Police
Subject:
Proposed 5-year, $927,000 contract amendment, with
Mark43 for continued use of critical dispatching and
records software.
FINANCIAL IMPACT: The Police Department has budgeted for the $360,000 annual cost of Mark43 in the departments’ FY 2022-2023
budget and will budget accordingly for the remaining
years of the contract. Account strings 01191021-400209
and 01197021-400209.
PREVIOUS COUNCIL
ACTION:
May 16, 2017
STATEMENT OF THE
ISSUE:
The Police Department currently uses Computer Aided
Dispatch (CAD) and Records Management System
(RMS) from Mark43 for its critical dispatching and
records software. The Department is requesting approval of a contract amendment to extend the current term of
the contract for guaranteed fixed pricing until June 30, 2027.
RECOMMENDED ACTION:
APPROVE a first contract amendment with Mark43 to
increase the contract amount by $927,000, for a total
payment limit not to exceed $2,427,000, and a term
extending through June 30, 2027 - Police Department
(Acting Chief Louie Tirona 510-621-1802).
AGENDA
REPORT
June 21, 2022
DISCUSSION:
The previous computer aided dispatch (CAD) and records management (RMS) software system had been in use since 2003, and it had its limitations. It was a Windows-based system requiring regular manual updates that consume personnel time, and it was not compatible with the latest software technologies. The Mark43 computer aided dispatch and records management system is cloud-based, not reliant on locally maintained hardware, and can be used on a variety of platforms, e.g., smart phones, tablets, and Mac operating systems. This cloud-based system is more agile, secure, efficient, and cost-effective to operate.
In May 2017, the Richmond Police Department (RPD) switched to Mark43 CAD and RMS software based on a Request for Proposals (RFP) sent to 180 vendors. The initial five-year contract, in the amount of $1,500,000 provided a fixed annual subscription fee with no increases year after year. Since RPD plans on continuing using this product for years to come, RPD staff has negotiated with Mark43 to provide existing subscription pricing for the duration of the proposed amended contract, which is reduced from the initial contract amount following the schedule below. In addition, Mark43 has agreed to include their mobile app that’s currently in development at no additional charge to the Police Department when, and if, the mobile app is released.
FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27
CAD $ 180,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 RMS $ 180,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 360,000 $ 200,000 $ 200,000 $ 200,000 $ 200,000
Based on the fixed pricing schedule that is not adjusted for the cost of inflation, or common annual increases, RPD staff recommends that the City Council approve the five-year, $927,000 contract amendment for the Mark43 system to extend the contract expiration to June 30, 2027, to keep critical dispatching and records software working continuously.
DOCUMENTS ATTACHED:
Attachment 1 –Contract Amendment 1
Attachment 2 –Original Contract
Attachment 3 –IT Authorization Form