Police Department
www.santa-ana.org/police
Item # 34
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 7, 2023
TOPIC: First Amendment to Agreement with TriTech Software Systems for Computer Aided Dispatch and Records Management System Software
AGENDA TITLE
First Amendment to Agreement with TriTech Software Systems for Computer Aided Dispatch and Records Management System Software (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute the First Amendment to the agreement with TriTech Software Systems for the continued implementation as well as support and maintenance of Computer Aided Dispatch and Records Management System software for an additional three-year period beginning November 23, 2023 through November 22, 2026, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
In November 2015, the City Council approved Agreement #A-2015-252 wherein TriTech agreed to provide an integrated computer system consisting of a Computer Aided Dispatch system (CAD) and a Records Management System (RMS), including applicable interfaces, software, equipment and services, and ongoing annual software support for the Police Department.
The original agreement was presented to Council as an eight-year agreement, comprised of a three-year implementation plan followed by five years of support and maintenance. The CAD portion of the system was implemented as scheduled. However the implementation for the RMS portion has taken much longer than anticipated. This amendment will allow for an additional three years of support and maintenance of the system as well as provide more time for the outstanding portions of the project to be completed.
The primary delay for the RMS is related to producing crime statistics as required by the
First Amendment to Agreement with TriTech Software Systems for Computer Aided Dispatch and Records Management System Software
November 7, 2023
3 8
1 1
California Department of Justice and the Federal Bureau of Investigation. Efforts are still underway to achieve this and additional time is needed to complete this integral part of the project. Beyond this, there are interfaces to other Police Department systems that are still being implemented. Also, work related to this project is in progress to update the computer servers used for this system to enhance the City’s cyber-security.
Though Council approved an amendment to the City’s agreement with Axon Enterprise, Inc. for the use of their Records Management System on March 21, 2023, this new system will take time to implement. This amendment to the agreement with TriTech Softare Systems will allow for the continued use of the current Records Management System until the new solution is deployed. Further, this amendment will allow for the support and maintenance of the CAD portion of the system, which is not being replaced.
FISCAL IMPACT
The proposed amendment only changes the term of the agreement. The original agreement contains sufficient spending authority to fund the additional years of support and maintenance due to a cost savings of approximately $655,000 stemming from the delay in the completion of the RMS implementation. The table below summarizes the available balance:
Original Agreement Not-to-Exceed Amount $3,514,438.39
Total Expenditures to Date 2,432,262.50
Remaining Balance $1,082,175.89
Funding for the first additional year of support and maintenance is included in the FY 23-24 budget, PD Information Services, Contract Services-Professional account no. (01114425-62300). Funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
EXHIBIT(S)
1. First Amendment to Agreement with TriTech Software Systems Submitted By: David Valentin, Police Chief
Approved By: Steven A. Mendoza, Acting City Manager