September 15, 2026
Library and Community Services
DATE: September 15, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Sam Vaughn, Deputy Director of Community Services –
Office of Neighborhood Safety (ONS) and Community
Crisis Response Program (CCRP)
Michael Romero, CCRP Program Manager
Joan Binalinbing, Associate Administrative Analyst
Subject:
Contract with Treadwell LLC for Software Integration of Computer-Aided Dispatch Software and Record
Management System
FINANCIAL IMPACT: The proposed $13,820 expenditure is included within the approved Fiscal Year 2026–2027 Community Crisis
Response Program budget (Account String:
01401113-400209).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
Reach Out with Compassion and Kindness (ROCK)
responders use Mark43 to receive call information from
the Richmond Communications Dispatch Center and
Apricot 360 to manage program records. Because the
systems do not currently exchange data, responders
must manually re-enter basic call information. The
proposed contract with Treadwell LLC will integrate the two systems to reduce duplicative data entry and improve documentation efficiency.
RECOMMENDED ACTION:
APPROVE a sole-source contract with Treadwell LLC to
oversee the integration and maintenance of the
Community Crisis Response Program’s computer-aided
dispatch and records management systems, including
automated data fields to improve documentation
efficiency, for the term of September 15, 2026, through September 14, 2027, in an amount not to exceed
AGENDA
REPORT
September 15, 2026
$13,820 – Community Services Department (Sam
Vaughn 510-620-5404/Michael Romero 510-620-
6791/Joan Binalinbing 510-620-6531).
DISCUSSION:
The Community Crisis Response Program (CCRP) is seeking approval of a contract with Treadwell LLC to support the integration of two systems currently used by Reach Out with Compassion and Kindness (ROCK) responders: Mark43, which provides call information from the Richmond Communications Dispatch Center, and Apricot 360, which is used to document and manage program records. The proposed contract will be in effect from September 15, 2026, through September 14, 2027.
ROCK responders use Mark43 to receive and review dispatch information related to calls for service. Following each response, City staff document client demographics, the purpose of the contact, interventions provided, outcomes, and other program information in Apricot 360. The two systems do not currently exchange data, requiring responders to manually re-enter basic call information already captured through dispatch.
Treadwell LLC will develop and maintain a custom integration between Mark43 and Apricot 360 that will automatically transfer designated dispatch information into the appropriate fields in Apricot 360. This will reduce duplicative data entry, improve documentation accuracy and efficiency, and allow responders to devote more time to program operations and community response.
Richmond Municipal Code Section 2.52.326 permits a sole-source procurement when, following a good-faith review of available sources, the City determines that only one source is available for the required service. City staff determined that Treadwell LLC is the sole source for the proposed integration based on its existing role supporting the Community Crisis Response Program’s Apricot 360 records management system.
Bonterra LLC, the provider of Apricot 360, contracts with Treadwell to provide system buildout, configuration, and maintenance services. Through the City’s existing Bonterra contract, Treadwell project managers have worked with City staff to develop and configure the program’s records management system and are already supporting its technical environment. Contracting directly with Treadwell will allow the same team to develop the integration between Apricot 360 and Mark43 within the existing system configuration, without requiring a separate provider to recreate or assume responsibility for work already performed.
CCRP staff is requesting approval for the one-year contract with Treadwell to develop a custom automation and maintenance between Apricot 360 and Mark 43 for a contract amount that is not to exceed $13,820.
September 15, 2026
DOCUMENTS ATTACHED:
Attachment 1 – Treadwell LLC Sole Source
Attachment 2 – Treadwell LLC Contract