City Council Report
915 I Street, 1st Floor
Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-01242 June 28, 2022
Title: Agreement: Police Automated Records Management System [Published for 10- Day Review on 06/17/2022]
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager, or the City Manger’s designee, to execute an agreement with Versaterm Public Safety Inc., to continue maintenance and support services for the Police Record Management, Computer Aided Dispatching, and the Mobile Data Terminal/ Mobile Report Entry systems; for a total not-to- exceed amount of $5,500,000 and a term of up to 10 years, expiring on August 1, 2032.
Contact: Marnie Stigerts, Police Captain, Office of the Chief, (916) 808-0800, [email protected]
, Police Department
Presenter: None
Attachments:
1- Description/Analysis
2- Agreement
Description/Analysis
Issue Detail: In 2001, the Sacramento Police Department’s (“SPD”) Records Management System (RMS), Computer Aided Dispatch (CAD) and Mobile Data Terminal (MDT) systems were aging and needed to be replaced. Versaterm Public Safety Inc. (Versaterm) was selected as the primary provider of software and related services for this project following an extensive evaluation of vendors in the marketplace. Versaterm has been utilized by the SPD for more than 17 years. The company is extremely responsive, competent, and their products are reliable and well designed.
SPD utilizes the Versadex CAD system to enter emergency and non-emergency calls for service from citizens and to dispatch police resources to those calls. The Versadex MDT provides communications between police dispatch and officers in the field that are responding to calls for service. Versadex RMS is a case management system which includes, but is not limited to, taking reports from the public, managing investigations, tracking evidence and property as well as inventories personnel assets.
Policy Considerations: Contracts for nonprofessional services involving an expenditure of $250,000 or more are subject to Council approval. (City Code sections 3.64.020). The Sacramento City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to council action. This item was published for 10-day review on June 17, 2022, in compliance with the City Code.
Economic Impacts: Not applicable.
Environmental Considerations: Not applicable.
California Environmental Quality Act (CEQA): This action concerns administrative and professional activities that will not have a significant impact on the environment, and therefore, does not constitute a “project” as defined by the CEQA Guidelines, per Sections 15061(b)(3) and 15378(b)(2).
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: Approval of this contract by Council will allow staff to continue utilizing the current Computer Aided Dispatch (CAD) system, Mobile Data Terminal (MDT) system and Records Management System (RMS). These systems allow officers to complete reports on computers and route them electronically to supervisors, and throughout the SPD as needed for investigation, analysis, or other functions. Virtually all information contained in a report will be available immediately throughout the Department. The systems also have an Automatic Vehicle Location (AVL) system and integrated mapping. These features allow dispatchers and field supervisors to better manage responses to emergency calls for service by showing where available resources are in real time. All these systems are critical for providing officer efficiency and public safety for numerous aspects of police operations; without it, daily operations would be severely impacted.
The ability to continue using Versaterm since 2002 is a substantial benefit to the Department because all users have been trained and all internal systems point to Versaterm. Engaging in research for a new Automated Records Management System would take approximately five to ten years to choose, switch to, and integrate.
Financial Considerations: Existing General Fund resources will be used to pay for the annual support and maintenance.
Local Business Enterprise (LBE): Versaterm is not an LBE. The minimum LBE participation requirement is waived as the City has suspended competitive bidding and utilized an alternate procurement method to select a vendor.