TITLE
Recommendation to authorize City Manager to execute Thirteenth Amendment to Agreement No. 23214 with Tiburon, Inc., to upgrade the Police Department's Records Management System in an amount not to exceed $386,000. (Citywide)
DISCUSSION
On October 5, 1993, the City Council authorized Agreement No. 23214 with Tiburon, Inc. for
the purchase of Computer Aided Dispatch (CAD) and Records Management System (RMS)
software and maintenance for the Police and Fire Departments. That Agreement has been
amended several times to provide for customization of software, annual maintenance, and to
add maintenance for the system used by the City of Signal Hill.
The Tiburon software is at the core of the Police Department's computer systems, and is used
to manage all police reports, detective investigations, jail management, and the daily record
keeping of crimes and case dispositions. The software also provides an interface with the CAD
system at the Emergency Communication and Operations Center for data analysis by Police
Department employees. The Department has worked with Tiburon over the past several years
to improve the software, resulting in numerous enhancements to improve workflow. While the
ongoing technological progress has been satisfactory, it has now reached the point where a
major upgrade is necessary to bring the technology up to the current best practices of the
profession as well as to meet legislative mandates relative to the encryption of data. The
California Department of Justice requires the Police Department to encrypt all confidential data
transmissions between the City and the State to safeguard privacy.
This matter was reviewed by Senior Deputy City Attorney Donna F. Gwin on June 27, 2005 and
by Budget Management Officer David Wodynski on June 30,2005.
TIMING CONSIDERATIONS
City Council action is requested on July 12, 2005, to ensure replacement of the system with
updated technology as soon as possible because support for two of the major system
components has expired.
FISCAL IMPACT
Tiburon has provided a software solution that complies with the State mandate, and has agreed
to defer the initial payment of $68,840 until November 2006. The total cost of the Tiburon
contract for the upgrades and software will be $386,000. The Police Department will also be
purchasing a server at a cost of $43,900 through the Technology Services Department to run
the upgraded software. These purchases will be primarily funded with grant funds.
The General Grant Fund (SR 120) will provide $374,000 in funding as follows: $98,948 from the
Federal COPS Technology 2004 Grant; $148,649 from the Federal Local Law Enforcement
Block Grant (LLEBG) 2005; and $126,403 from the State Supplemental Law Enforcement
Services Fund Grant (SLESF) 2005. The remaining $12,000 will be funded through existing
General Fund (GP) budget in the Police Department (PD).
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
[Respectfully Submitted,]