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Title:
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RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO APPROVING THE CONCEPT OF A TRI-CITY AGREEMENT WITH THE CITIES OF HERCULES AND PINOLE FOR POLICE RECORDS AND DISPATCH SERVICES AND AUTHORIZING THE CITY MANAGER TO SIGN AN AMENDMENT TO THE EXISTING AGREEMENT, DATED FEBRUARY 14, 2003, BETWEEN TYLER TECHNOLOGIES AND THE SAN PABLO POLICE DEPARTMENT FOR CAD AND RMS SERVER MIGRATION SERVICES IN THE AMOUNT OF $56,301 INCLUDING A 15% CONTINGENCY AMOUNT OF $8,447 FOR A TOTAL COST OF $64,757 USING EXISTING BUDGET RESOURCES FROM THE FY2016/17 POLICE DEPARTMENT SPECIAL DEPARTMENT EXPENSE LINE ITEM (100-2110-44000)
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PREPARED BY: SGT. J. BENONE DATE OF MEETING: 03/06/17
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO APPROVING THE CONCEPT OF A TRI-CITY AGREEMENT WITH THE CITIES OF HERCULES AND PINOLE FOR POLICE RECORDS AND DISPATCH SERVICES AND AUTHORIZING THE CITY MANAGER TO SIGN AN AMENDMENT TO THE EXISTING AGREEMENT, DATED FEBRUARY 14, 2003, BETWEEN TYLER TECHNOLOGIES AND THE SAN PABLO POLICE DEPARTMENT FOR CAD AND RMS SERVER MIGRATION SERVICES IN THE AMOUNT OF $56,301 INCLUDING A 15% CONTINGENCY AMOUNT OF $8,447 FOR A TOTAL COST OF $64,757 USING EXISTING BUDGET RESOURCES FROM THE FY2016/17 POLICE DEPARTMENT SPECIAL DEPARTMENT EXPENSE LINE ITEM (100-2110-44000)
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
BODY
COMPLIANCE STATEMENTS
New CAD/RMS Services Alternative is an adopted policy item under the FY 2015-17 Council Priority Workplan Update, effective October 1, 2016.
CEQA Compliance Statement
This proposed action is not a project under CEQA pursuant to Guidelines Section 15378(b) (5): Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment. If a project, then the Ordinance is exempt from the provisions of the California Environmental Quality Act, (CEQA), under CEQA Guidelines ? 15061(b)(3), in that it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
BACKGROUND
On July 27, 2016, the Richmond Police Department presented all consortium members with a notice of intent to terminate consortium Records Management and Consolidated Communications services, which were being provided by the Richmond Police Department.
Staff discussed options with the City Council's Public Safety Standing Committee on November 15, 2016. The Committee directed staff to explore alternate service models, including a new Tri-City model with the Cities of Hercules and Pinole.
After evaluating several options related to San Pablo Police Department's operational efficiency and ensuring that the Department continues to improve upon service commitments to our community, the San Pablo Police Department elected to opt-out as a member of the CAD/RMS consolidated consortium, effective July 1, 2017 as ratified by the City Council on January 17, 2017.
In order to comply with the terms of the letter from the Richmond Police Department, a letter was sent notifying Police Chief Allwyn Brown and the City of Richmond Mayor Tom Butt of the City's intent to terminate all consortium records management and consolidated communications services provided by the Richmond Police Department effective July 1, 2017.
The San Pablo, Pinole and Hercules Police Departments have continued discussions about forming a tri-city partnership where the Pinole Police Department will provide communication (dispatch) services and the San Pablo Police Department will host and maintain the CAD and RMS servers and related software. Key staff members of the three cities are meeting to discuss and memorialize the arrangement in agreements for ultimate consideration by the City Council.
However, in the interim, for a successful transition from the Richmond Police Department hosted consortium to the tri-city partnership, the current CAD & RMS vendor, Tyler Technologies, will need to conduct a server migration from the Richmond Police Department servers to new tri-city partnership servers housed at the San Pablo Police Department.
Tyler Technologies will provide the following professional services:
1. Server Migration
2. Systems Assurances and software installation
* Message switch installation
* Provide support to include configuring system variables for operating system and interfaces
* Reconfiguration at go live date (Configure operating systems and interfaces)
* Migrate all application software and agency data
3. Fixed Installation fees to include:
* CAD Pager Interface
* 911 interface
* State NCIC
* On Line CAD interface to State/NCIC
* Livescan interface
* Citizen reporting interface
* On line property checks interface to State/NCIC
* ARIES interface
4. Third Party Products and Service
* Message switch (provided by IBM) with a three (3) year warranty
During the server migration project Tyler Technologies technicians will need to be physically present at the San Pablo and Richmond Police Departments. Tyler Technologies estimated travel and living expenses for two (2) trips at $2,000 per trip, which is included in the total cost.
FISCAL IMPACT
Contract cost for the server migration, including equipment, hardware, travel expenses, and an IBM three (3) year warranty related to the message switch total $56,310. Adding a 15% contingency amount of $8,447, if needed, would bring the authorized cost to $64,757 and would be paid using existing budget resources from the FY 2016/17 Police Department Special Department Expense line item (100-2110-44000). Other transition actions may need to be taken during this interim period before an agreement is finalized, which will be brought back to the City Council if they exceed the City Manager's contracting authority.