CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 22-309, Computer Aided Dispatch/Mobile Data System/Law Enforcement Records Management System, to Tyler Technologies, for an amount not to exceed $5,279,236.50, plus a 3% contingency on implementation cost, and for a ten-year term
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DEPARTMENT: Police Department
SUBMITTED BY: Jason Arres, Chief
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Staff currently utilizes Computer Aided Dispatch (CAD), Mobile Data Terminal (MDT) and Law Enforcement Records Management System (RMS) solutions to support daily operations of the Police and Fire Departments as well as the Emergency Communication Center.
The Police and Fire Departments are seeking to replace the current CAD, MDT and RMS solutions that have been in place since 2009. They are nearing end-of-life and lack many of the newer features and functionality of today’s systems.
The CAD solution is used by 911 telecommunicators who enter caller information, record response times, and relay confidential and restricted information to officers in the field.
The MDT solution is used by all field personnel (Police and Fire). This system receives information entered by 911 telecommunicators and uses it to respond to calls for service. This system also handles all ticketing and other administrative functions performed in the field.
The RMS solution is the repository of all call data, reports, and associated documents. It is used by sworn and civilian members of the Police Department for searching, storing, and managing reports and cases and is essential for tracking statistics and completing investigations.
On May 17, 2022, the City Council approved Procurement 22-097 to Federal Engineering to complete a needs assessment, a Request for Proposal (RFP), and RFP evaluation. Federal Engineering also assisted with vendor selection and contract negotiations due to the magnitude and impact of replacing these critical systems.
Along with Federal Engineering, the City developed a RFP which detailed vendor qualifications, product functionality, and software technical requirements. Additionally, the request outlined required and desired interfaces to improve operations for public safety staff.
In January 2023, the Police Department issued RFP 22-309, Computer Aided Dispatch/Mobile Data System/Law Enforcement Records Management System.
On March 21, 2023, the City Council approved Change Order #1 to Federal Engineering to assist with the implementation of a new CAD/MDT/RMS solution.
DISCUSSION:
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Advertisement Date: |
01/24/2023 |
Notices Sent: |
166 |
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Closing Date: |
03/10/2023 |
Planholders: |
26 |
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Proposals Received: |
4 |
Responses were received from the following vendors:
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Axon Enterprise, Inc |
Central Square Technologies |
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Tyler Technologies |
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Mark 43 |
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A selection team comprised of staff from the Police Department, Fire Department, and Information Technology Department evaluated the responses, which were scored based upon the criteria set forth in the RFP:
1. Capability, Capacity and Qualifications of the Firm (25%)
2. Suitability and Quality of the System Architecture (50%)
3. Suitability and Quality of the Project Implementation Approach (25%)
After reviewing and scoring of the responses, the selection committee invited the two top-scoring vendors, Tyler Technologies and Central Square Technologies, to attend interviews and conduct product demonstrations. Following the completion of the interviews/demonstrations, the selection committee rescored the vendors. The vendor with the highest qualification score, Tyler Technologies, was recommended for award. The table below provides a summary of the final qualification scores:
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Vendor |
Qualification Score |
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Tyler Technologies |
87 |
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Central Square Technologies |
75.25 |
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Mark 43 |
47.25 |
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Axon Enterprise, Inc |
47.25 |
In addition to the direct Tyler Technologies cost, the following elements are included in the overall CAD/RMS Capital Project (CE150).
1. The previously approved Federal Engineering Consultant (approved cost of $288,000).
2. Hardware/network costs to build out the CAD/RMS server environment. The initial hardware and software licensing costs will be approved through separate Council agenda items (estimated cost of $450,000).
3. Software, interface and ongoing support work for other products that interact with the CAD/RMS System (estimated cost of $300,000).
The total ten-year cost is estimated to be $6,400,000.
Items two and three above will be presented as separate purchases and are not included in this award.
The cost of the new CAD/RMS System will be offset by the elimination of the annual maintenance costs of the current CAD/RMS system, which is budgeted at approximately $300,000 in 2024, a 10% increase from 2023. An eight-year projected cost increase at 10% year over year would result in $3,700,000 spent for the current CAD/RMS software maintenance. The projected annual fees for Tyler Technologies over that same period are $3,607,000.
The term of the contract is ten years from the date of award until September 19, 2033.
The City will have an option to extend this contract indefinitely in one-year increments.
FISCAL IMPACT:
CIP#: CE150
The total capital cost for the CAD/RMS project implementation is estimated at $2,600,000, including Tyler Technologies costs, additional hardware/software costs, and consultant costs.
The 2023 annual budget included $2,760,000 for this capital project. It is anticipated that the full implementation cost will be incurred over two years, and 2023 costs will be well below the amount budgeted. As a result, the 2024 budget will include $1,750,000 for the remainder of the capital project costs.
Beginning in 2026, annual product licensing and software maintenance fees will be billed at $395,961 and increase by 2% each year through the contract term. Annual costs are an operating expense to be budgeted in the General Fund.
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Account Number |
Fund Description |
Total Budget Amount |
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21102200-551504 |
Capital Projects Fund |
$2,760,000 |