PREPARED BY: SGT. J. BENONE DATE OF MEETING: 04/17/17
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND AGREEMENTS RELATIVE TO THE CITY’S COMPUTER AIDED DISPATCH(CAD)/RECORDS MANAGEMENT (RMS) SYSTEM BUILD-OUT AS FOLLOWS: (1) ACCEPT ALL MASTER PURCHASING AGREEMENTS AND CALIFORNIA PARTICIPATION AMENDMENTS RELATED TO HEWLETT PACKARD AND COMPUTER DISCOUNT WAREHOUSE (CDWG) PRODUCTS; (2) PURCHASE CAD/RMS SERVERS AND THEIR RELATED EQUIPMENT, SUPPORT AND MAINTENANCE FROM CDWG; (3) ENTER INTO AN AGREEMENT WITH STRATEGIC PRODUCTS AND SERVICES (SPS) FOR THE PURCHASE OF EQUIPMENT AND PROFESSIONAL SERVICES; AND (4) ENTER INTO AN AGREEMENT WITH SHARED SERVICE PROVIDER DATA (SSP) FOR THE PURCHASE OF EQUIPMENT, SUPPORT AND INSTALLATION IN AN AMOUNT TOTALLING $302,000 WITH A 15% CONTINGENCY FOR A TOTAL AUTHORIZATION OF $347,000 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.
BACKGROUND
On July 27, 2016, the Richmond Police Department presented all West County 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 and 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 the community, the Police Department elected to opt-out as a member of the CAD/RMS (computer-aided dispatch/records management system) consolidated consortium, effective July 1, 2017. City Council ratified this action on January 17, 2017.
As a result, a letter was sent to Richmond Police Chief Allwyn Brown and Richmond Mayor Tom Butt notifying them 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.
Discussions ensued between the San Pablo, Pinole and Hercules Police Departments about forming a tri-city partnership in which the Pinole Police Department would provide Dispatch services and the San Pablo Police Department would host and maintain the CAD and RMS servers and related equipment.
On March 6 2017, the City Council approved the concept of a tri-city agreement with the Cities of Hercules and Pinole as CAD/RMS partners and with the understanding that follow-up actions would be necessary during the transition and before the final agreement was presented to Council for approval to maintain continuity of police dispatch and record services.
The City’s current CAD and RMS software vendor, Tyler Technologies, will provide server migration from the Richmond PD servers to the new CAD/RMS servers to include system assurances and software installation which were ratified by the City Council on March 6, 2017.
Computer Discount Warehouse (CDWg) and Hewlett Packard
It is the desire of the Police Department to purchase the new CAD/RMS servers and their related hardware, software licensing, peripheral equipment, and maintenance service/support through the Computer Discount Warehouse (CDWg). CDWg is located in Vermont Hills, Illinois and is a leading multi-brand technology solutions provider to business, government, education, and healthcare organizations in the United States. The City of San Pablo has used CDWg for the purchase of information technology equipment since 2008.
San Pablo Municipal Code #3.16.110. E. (Cooperative Purchasing) allows the City to forego a formal bid process for the purchase of equipment, materials, supplies and services and buy directly from a vendor if the price was established by competitive bidding by another public jurisdiction (“piggybacking”). Staff requests approval to make such purchases from CDWg based on competitively bid contracts by the State of Minnesota, the State of Arizona and the National IPA Cooperative Purchasing Program as follows. The required CAD and RMS related hardware, software licensing, and maintenance support/services to be purchased from CDWg through these cooperative agreements totals $192,000 including sales tax with no shipping at no charge. Additional detail on specific equipment, software, services, etc. can be found in the Resolution and Attachments for this item.
Strategic Products and Services (SPS)
In order to build out the new CAD/RMS network, the City of San Pablo Information Technology (IT) Division desires to contract with Strategic Products and Services (SPS) to design, integrate, implement and support the new CAD/RMS interconnected communications systems (SPS specializes in multi-platform integrations). The new CAD/RMS system includes multiple platforms such as communication connections to the Contra Costa Sherriff’s Office, CLETS/NCIC, the Pinole Police Department, and the Hercules Police Department.
SPS has been utilized by the City of San Pablo in the past to build the City’s computer network infrastructure, telephone system, and email system. Hence, SPS is familiar with the City’s information technology infrastructure and the City’s requirements for operational readiness.
San Pablo Municipal Code #3.16.110. B. (Specialized Services Combined with Equipment and/or Products) allows the City to forego formal and informal bidding requirements for Contracts involving the acquisition and/or installation of equipment, intellectual property or other tangible products if there is a need for the retention of specialized services, such as consulting, training, installing, maintaining or servicing the products. Because of SPS’s special and unique knowledge of the City’s communication and information systems, staff requests authority to deal directly with SPS and again forego formal or informal bidding requirements.
SPS engineers have examined our networking requirements and have provided a quote which includes hardware, equipment, a one-year maintenance plan for hardware and professional services/engineering. Total cost, including sales tax, shipping and handling is $69,000. Additional detail can be found in the Resolution and Attachments to this report.
Shared Service Provider Data (SSP Data)
The CAD/RMS System is required to have a recovery/backup system in place to ensure data stored in the system is regularly preserved. The San Pablo IT Division desires to utilize Shared Service Provider Data (SSP) to purchase and install a recovery/backup appliance. SSP is local to the area with offices in Richmond, Ca. The City of San Pablo utilized SSP Data to provide the backup solution for its current computer network infrastructure. SSP Data is familiar with the City’s information technology infrastructure and the City’s requirements for operational readiness.
San Pablo Municipal Code #3.16.110. B. (Specialized Services Combined with Equipment and/or Products), allows the City to forego formal and informal bidding requirements for Contracts involving the acquisition and/or installation of equipment, intellectual property or other tangible products if there is a need to retain specialized services, such as consulting, training, installing, maintaining or servicing the products. Because of SPS’s special and unique knowledge of the City’s communication and information systems, staff requests authority to deal directly with SPS and again forego formal or informal bidding requirements.
SSP Data has provided a quote for the back-up appliance, a Unitrends 818S with a three-year support package, a disk archiving unit, and sixteen additional hard-drives at a total cost of $41,000, which includes sales tax. Additional detail can be found in the Resolution and Attachments to this report.
FISCAL IMPACT
The total cost related to CDWg, Hewlett Packard, SPS, and SSP Data purchases is $302,000. Adding a 15% contingency amount of $45,000, if needed for unforeseen expenditures, including but not limited to additional equipment, hardware, software, support, services, and maintenance to ensure operational readiness of the CAD and RMS infrastructure would increase the total authorized cost to $347,000. This amount will be paid using existing budget resources from the FY 2016/17 Police Department Special Department Expense line item (100-2110-44000-CAD-RMS).
In order to keep within the new Tri-City CAD/RMS System deadline of July 1, 2017, a purchase order for the procurement of the CAD & RMS servers their related equipment, support and maintenance has been completed and sent to CDWg. Staff also seeks ratification of this action.