Susana Alcala Wood, City Attorney Jorge Oseguera, City Auditor Mindy Cuppy, City Clerk Howard Chan, City Manager John Colville, City Treasurer City Council Report
915 I Street, 1st Floor
Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-00464 March 1, 2022 Consent Item 15
Title: Agreement Amendment: SPIDR Tech, Inc Subscription
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager, or the City Manager’s designee, to execute an amendment of the City’s subscription agreement with SPIDR TECH, Inc., extending the agreement to expire on December 28, 2024 to continue the City’s use of SPIDR Tech’s law enforcement community engagement software platform in an amount not to exceed $339,272.
Contact: Robert McCloskey, Police Captain, (916) 808-0800, [email protected]
, Office of Investigations, Police Department
Presenter: None
Attachments:
1-Description/Analysis
2-Agreement
3-Sole Source Letter
File ID: 2022-00464 Consent Item 15
March 1, 2022
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City of Sacramento
Description/Analysis
Issue Detail: The Sacramento Police Department (SPD) requests authorization to suspend competitive bidding requirements and enter into a three-year agreement with SPIDR Tech, Inc. (SPIDR Tech). The SPD recently completed a pilot program of SPIDR Tech’s law enforcement community engagement software platform (City Agreement 2021-0271). The software provides an innovative platform designed to communicate with crime victims via computer-generated SMS text messages and emails to provide informational updates and resources through the course of an investigation. SPD will use this technology to provide a level of communication with our customers that cannot be achieved with existing personnel. The software also surveys customers about their experience with SPD. The survey component is especially unique in that it collects feedback directly from crime victims, as opposed to community surveys which are distributed at large.
SPIDR Tech Inc., is the sole source provider of the software subscription (Letter attached).
Therefore, it is in the best interest of the City to suspend competitive bidding and enter into an agreement with SPIDR Tech Inc., for the subscription service in an amount estimated not to exceed $339,272 through December 27, 2024.
Policy Considerations: The recommendations contained in this report are consistent with: 1) Sacramento City Code Section 3.64.040.A.1.b requiring City Council approval for supplemental agreements that increase the contract to $250,000 or greater.
Economic Impacts: None
Environmental Considerations: Not applicable
California Environmental Quality Act (CEQA): The proposed activity is not a project pursuant to the California Environmental Quality Act (CEQA), CEQA Guidelines Section 15378(b)(5). The activity is an organizational or administrative activity of governments that will not result in direct or indirect physical changes in the environment and is not subject to CEQA. CEQA Guidelines Section 15060(c)(3).
Sustainability: Not applicable
Commission/Committee Action: None
Rationale for Recommendation: SPIDR Tech is an innovative software platform and the only one in the industry that provides law enforcement the ability to communicate using automated text messages and e-mail to communicate directly with members of our community who have
File ID: 2022-00464 Consent Item 15
March 1, 2022
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City of Sacramento
been victimized by crime. The agreement will permit SPD to use three modules of the product and dramatically improve our ability to provide valuable updates and resources and solicit feedback from customers. During our 90-day trial phase, 88% of our customers responded that they like receiving text message updates about their case. The three modules available with this product are described as follows:
Patrol Module: Provides citizens an immediate response by automatically sending a text message after receipt of a crime report and it informs callers of response time delays, which decreases the number of non-emergency calls to the Communications Center and increases capacity for answer incoming emergent calls. Once a crime report has been received and approved by a supervisor, the SPIDR Tech solution sends the reporting party a link to crime specific information, resources, and next steps.
Investigation Module: Provides crime victims contract information for assigned investigators and sends updates of their investigations.
Insight Module: Allows SPD to solicit feedback via an automated, electronic survey from our customers. This provides the opportunity to gather consistent quantifiable data which can be used to improve service delivery.
For victim and officer safety, the software product is not activated in all categories of crime reports.
Financial Considerations: On-going funding for this project was authorized and added to SPD’s Critical IT Infrastructure Capital Improvement Project (CIP) (F11100600) during the Fiscal Year 2021/22 budget proceedings.
Local Business Enterprise (LBE): The minimum LBE participation requirement will be waived upon City Council approval as the City will suspend competitive bidding and utilize an alternate procurement method to select a vendor.
Proprietary and Confidential 1
SPIDR TECH SOLE SOURCE JUSTIFICATION
FOR ENGAGE PLATFORM
Updated 2/1/2020
OVERVIEW
To: City and County Procurement Departments
Re: Sole Source Justification for SPIDR Engage
This letter serves to justify SPIDR Tech’s status as the sole source provider for a community relations focused software platform. The justification is based upon SPIDR Tech’s unique ability to provide the features described below in its Engage platform. The following platform 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 connect ion to DB servers, making the workflows unique.
▪ Automates the generation, compiling, sending, and logging of crime-specific, customized, 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, 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, message delivery, text and email templates, and message category levels. ▪ Utilizes white labeled domains and security so message domains match the agency’s domains.
Proprietary and Confidential
2 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 systems (CAD, RMS, etc.).
Built-in Automation of Customer Service Messages
▪ Proprietary algorithms that clean and transform all pertinent RMS and CAD data without user input.
▪ Proprietary algorithm that ensures the non -duplication of people records. ▪ Proprietary algorith m that identifies and organizes opportunities to send emails, texts, and survey invitations to victims of crime and requestors of service. ▪ Proprietary algorithm that generates automated messages that 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 Case Management software.
◦ 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 and surveys in multiple languages. ◦ Agencies have the ability to configure delivery windows, delivery times, delivery delays, and delivery criteria.
People Database, Messages, and Surveys
▪ Automatically generate, update, and maintain a list of people who have interacted with the Police Department. Automatically draws those people from the Police Department’s existing Records Management System (RMS).
▪ Advanced 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 of people in the platform database.
Proprietary and Confidential
3 ▪ Agencies have the ability to create new offense codes to improve the proprietary algorithm’s ability to recognize victims of crime that require additional engagement. ▪ Automatically send text message receipts to callers of 911, either immediately or on a specified delay.
▪ Automatically send an “Arrest Notification” via text and/or email to victims of crime to update them of the arrest as it pertains to their crime report. ▪ Automatically send a “Delayed Arrival Message” via text to 911 callers whose incidents are in queue for a customizable amount of time. For example, if the incident has been queued for 30 minutes without an officer response.
▪ Send automated, mobile-friendly surveys to victims of crime and requestors of service at specified time intervals. Surveys can be completed on tablet, mobile phone, or computer. ▪ Receive automated daily survey updates to a specified distribution list of command staff, providing an easy way to take action on daily survey responses. ▪ Send all communication through a white labeled domain with agency-branded messages.
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.
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.