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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: November 15, 2023
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager
Rolland Kornblau, Director of Information Technology
Department: Information Technology
Subject: Professional Service Agreement with CentralSquare Technologies, LLC. (All Wards).
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager or designee, to execute a five-year Professional Service Agreement with Central Square Technologies; and
2. Authorize the Director of Finance and Management Services to issue a purchase order to Central Square Technologies, in the amount of $51,504.93 for the first year commencing on the effective date November 15, 2023; with a not to exceed amount of $131,823.01 for the duration of the five-year agreement term.
Executive Summary
CrimeView is a software system that is used to assist in the day-to-day operation of collecting crime data to identify trends. CrimeView is migrating to cloud-based and will discontinue the on-premises system. The switch will allow for the continued use of the system, which offers the advantage of being more efficient with real-time analytics and insights for mapping and reporting used by the Police Department.
Background
The Police Department has used the CrimeView software system since 2007. The system is used as an internal and public-facing user interface that allows crime data to be displayed on map-related reports. The current system has been an on-premises architecture since its initial installation. Staff was advised in 2022 by the manufacturer, CentralSquare Technologies, that the on-premises version of CrimeView would be discontinued and unsupported by the end of the maintenance period, so a cloud-based 1 7
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system will be required. CentralSquare also advised that their supported cloud-based replacement for the on-premises CrimveView system will be CrimeView Analytics. Staff has researched alternatives to the CrimeView product, and no comparable system was discovered.
Discussion
The need of the cloud-based system upgrade for the Police Department will be required once the current on-premises system is discontinued. Upgrading will allow for the continued use of the CrimeView software system, which has been a proven tool to increase efficiency and assist to develop and analyze crime trends within the agency and a transparent way to distribute the data collected to the public. The cost provided is based on the quote received from CentralSquare for the upgrade and a 10% contingency. The funding for the upgrade has already been provided in the FY 2023/24 Adopted Budget.
The cost for the first year of the agreement is expected to be $51,504.93. Thereafter the recurring fees for system Software and Maintenance use as outlined in the quote will be $16,402.66 annually plus an additional 5% each year with a 10% contingency for applicable sales tax and potential unforeseen costs.
TABLE B: COST BY YEAR
Year 1 Year 2 Year 3 Year 4 Year 5 Total Cost
$51,504.93 $17,222.79 $18,083.93 $20,886.94 $24,124.42 $131.823.01 2021-2025 Strategic Targets and Goals
The request to purchase the upgrade to the current software aligns with Key Target No. 2: Focused, Aligned, Leadership and Unified Community. Software applications are maintained to achieve operational efficiencies and support organizational effectiveness of evolving processes.
Fiscal Impact
There is no fiscal impact associated with this item. Funding has been included in the FY 2023/24 Adopted Budget.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
TABLE A: 2023 COST
DESCRIPTION COST
Adopted Budget Available $118,102.16
CrimeViewAnalytics Subscription $46,822.66
10 % Contingency $4,682.27
Total Recommended Amount $51,504.93
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1. Authorize the City Manager or designee, to execute a five-year Professional Service Agreement with Central Square Technologies; and
2. Authorize the Director of Finance and Management Services to issue a purchase order to Central Square Technologies, in the amount of $51,504.93 for the first year commencing on the effective date November 15, 2023; with a not to exceed amount of $131,823.01 for the duration of the five-year agreement term.
Attachments
Attachment 1 - PSA- CentralSquare Technologies
Attachment 2 - SSJ - CrimeView Analytics
Ward:
All Wards
Synopsis of Previous Council Actions:
N/A