HomeMy WebLinkAboutItem M 9141
AGENDA STAFF REPORT i
4�Cq�FORN�P f
DATE: October 24, 2016
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Joe Miller, Acting Chief of Police
SUBJECT: Approval of a Budget Amendment and Appropriation
of Funds
SUMMARY OF REQUEST:
That the City Council:
1. Adopt Resolution 6692 Approving a Supplemental Appropriation of
$446,955 to Purchase a New Computer Aided Dispatch and Records
Management System for West Cities Police Communications; and
2. Approve an appropriation of $447,000 from the General Fund for this
purchase.
BACKGROUND AND ANALYSIS:
West Cities Police Communications (West-Comm) provides police dispatching
services for Cypress, Los Alamitos, and Seal Beach. Each city funds and
provides services to support West-Comm. West-Comm, and each of the three
member cities, currently contracts with the City of West Covina for use of the
Computer Aided Dispatch and Records Management System (CAD/RMS).
For nearly two decades, the CAD/RMS services provided by West Covina have
failed to meet the needs of West-Comm and the three cities. Over this
timeframe, it was determined a new system would be critically necessary
and West-Comm would lead the replacement process. Benefits of West-
Comm overseeing the transition to a new system include the need for
standardized software and hardware centralized within West- Comm, which all
member cities utilize, as well as financial savings due to consolidating the
purchase into a single contract.
In October of 2014, West-Comm published an RFP soliciting proposals for
CAD/RMS software and implementation services. The general needs and goals
expected from the new system included:
Agenda Item M
• Additional functionality for all four participants (West-Comm, Los Alamitos
Police, Cypress Police, and Seal Beach Police)
• Elimination of manual paper processes/standalone systems
• Improved data availability and tools for crime and traffic collision analysis
• Updated mapping capabilities with the ability to utilize other databases for
comparison countywide
• A new Jail Management System to assist staff with meeting State
Mandated Requirements under Title 15 of the California Department of
Corrections and Rehabilitation Operations and Program Regulations
• Compliance features to meet State Mandated Requirements relative to
Racial Profiling (Assembly Bill 953) and Use of Force (Assembly Bill 71)
incidents
Through a competitive Request for Proposal process with 337 potential
requirements for functionality, eight different companies provided submittals.
After the eight submittals were reviewed, four were invited to make physical
presentations to a roundtable of expert work groups, including: Police
Dispatchers, Patrol Officers, Records Supervisors, Case Managers,
Property/Evidence Technicians, Crime Analysts, and Detention Center Staff.
After all four were presented, West-Comm and all three other police departments
selected a new CAD/RMS solution: SunGard.
SunGard's CAD/RMS system is an industry standard, fully-integrated solution
that supports day-to-day operations with real-time information and analytics,
offering substantially more features than the current system offered by West
Covina. The SunGard system will automate mandated state and federal monthly
crime statistics and provide accurate records searches.
SunGard has been in existence for more than 30 years and has contracted with
over 520 agencies nationwide, making them an industry leader in public safety
software solutions that supports day-to-day operations with real time information
and analytics. SunGard's CAD/RMS has been selected by multiple law
enforcement agencies, including the Newport Beach and Costa Mesa Police
Departments.
The $1,475,100 project budget includes all hardware, software, and
implementation costs. West-Comm will bill member cities (based on the current
cost sharing allocation) for the project in FY 2016-17, creating a need for the
supplemental appropriation.
Estimated Project Costs Amount
Software and Installation $789,676
Equipment and Installation 267,175
Personnel Training 265,530
Geographical Information Systems 83,283
Page 2
Estimated Project Costs Amount
Additional FY 2016-17 Operating Costs 56,361
Miscellaneous - Other 13,075
TOTAL $ 1,475,100
Funding by Member Agency Amount
City of Cypress (45.3%) $ 668,220!
City of Los Alamitos (24.4%) 359,924
City of Seal Beach (30.3%) 446,955
TOTAL $ 1,475,100
On-going costs of approximately $195,000 associated with the SunGard
CAD/RMS will be included in future West-Comm budgets. These costs will be
distributed utilizing the current cost sharing allocation and Seal Beach's share will
be $59,900: a cost savings once Seal Beach no longer has to pay West Covina
$74,963 annually.
On October 10, 2016, the City of Cypress City Council considered this
recommended appropriation, and voted unanimously in favor of funding the
project.
On October 17, 2016, the City of Los Alamitos City Council considered this
recommended appropriation, and voted unanimously in favor of funding the
project.
The West-Comm Board is scheduled to consider awarding the SunGard
CAD/RMS contract in November.
The project schedule calls for West-Comm to complete the transition from West
Covina to SunGard by the first quarter of 2018.
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this item.
LEGAL ANALYSIS:
No legal analysis is required for this item.
FINANCIAL IMPACT:
Seal Beach's share of the CAD/RMS system is $446,955. The costs for the
CAD/RMS project were not included in the FY 2016-17 Budget because they
Page 3
Seal Beach's share of the CAD/RMS system is $446,955. The costs for the
CAD/RMS project were not included in the FY 2016-17 Budget because they
were not known with any certainty at the time the budget was prepared. Budget
Amendment BA 17-04-02 is requested as follows:
Description Account Revised/Adopted Proposed Budget(diff)
Budget Budget Amendment
West Comm 001-035-46000 $ 750,900 $ 1,197,900 $ 447,000
Sufficient funding to provide for the initial purchase is available in the
Unrestricted Reserves.
The estimated annual ongoing costs to Seal Beach are projected to decrease by
$15,100 once the transition to SunGard is complete.
Seal Beach's Ongoing Annual
Costs Current Proposed Difference
West Covina Contract Costs $74,963 -$74,963
West-Comm Decreases SunGard $59,800 $59,800
TOTAL $74,963 $59,800 ($15,100)
RECOMMENDATION:
That the City Council:
3. Adopt Resolution 6692 approving a Supplemental Appropriation of
$446,955 to Purchase a New Computer Aided Dispatch and Records
Management System for West Cities Police Communications; and,
4. Approve an appropriation of $447,000 from the General Fund for this
purchase.
SUBMI TED BY: NOTED AND APPROVED:
LCA 4
Joe Mill: , Acting Chief of Police 1111F. Ingram, City M.T.:ger
Prepared by: Philip Gonshak, Acting Police Operations Commander
Attachments:
A. Resolution 6692
Page 4
RESOLUTION NUMBER 6692
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
APPROVING A PROFESSIONAL SERVICES AGREEMENT
WITH SUNGARD THROUGH WEST CITIES POLICE
COMMUNICATIONS FOR POLICE COMPUTER AIDED
DISPATCH AND RECORDS MANAGEMENT SYSTEM AND
SERVICES TO THE CITY FOR COMPREHENSIVE
MANAGEMENT
THE SEAL BEACH CITY COUNCIL DOES HEREBY FIND AND RESOLVE:
Section 1. The City Council has previously approved agreements through
West Cities Police Communications for the contract service of Computer Aided
Dispatch Records Management System.
Section 2. The City Council intends to implement a new Computer Aided
Dispatch Records Management System which enhances services.
Section 3. This award of a professional services agreement is categorically
exempt from review under the California Environmental Quality Act (CEQA)
pursuant to CEQA Guidelines Sections 15301, 15305, and/or 15331, and
statutorily exempt from CEQA review because it provides services to replace
existing services will not cause any physical change or adverse impact on the
environment. This project is further categorically exempt pursuant to Section
15061(b)(3) of the State CEQA Guidelines because it can be seen with certainty
that there is no possibility that the services will have a significant effect on the
environment.
Section 4. The City Council hereby approve Budget Amendment BA 17-04-02
to allocate $447,000 in account number 001-035-46000 for West Cities Police
Communications to exercise an agreement with Sungard as follows:
Description Account Revised/Adopted Proposed Budget(diff)
Budget Budget Amendment
West Comm 001-035-46000 $ 750,900 $ 1,197,900 $ 447,000
Resolution Number 6692
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 24th day of October, 2016 by the following vote:
AYES: Council Members: None
NOES: Council Members: None
ABSENT: Council Members: None
ABSTAIN: Council Members: None
Sandra Massa-Lavitt, Mayor
ATTEST:
Robin L. Roberts, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Robin L. Roberts, City Clerk of the City of Seal Beach, do hereby certify that
the foregoing resolution is the original copy of Resolution Number 6692 on file in
the office of the City Clerk, passed, approved, and adopted by the Seal Beach
City Council at a regular meeting held on the 24th day of October, 2016.
Robin L. Roberts, City Clerk