AGENDA ITEM TO: CITY COUNCIL FROM: CITY MANAGER. Item Number: Submitted By: Eric R. Nuñez Chief of Police

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1 AGENDA ITEM TO: CITY COUNCIL FROM: CITY MANAGER Item Number: Submitted By: Eric R. Nuñez Chief of Police 11 Meeting Date: Subject: Agreement with Spillman Technologies, Inc., for Computer Aided Dispatch and Records Management System (CAD/RMS) Equipment and Services RECOMMENDATION: It is recommended that the City Council take the following actions: a) Approve and authorize the Mayor to execute an agreement with Spillman Technologies, Inc., for their Computer Aided Dispatch and Records Management System (CAD/RMS) equipment and services; and b) Appropriate funds from General Fund reserves in the amount of $200,000 ($193,816 plus 3% for contingency costs) to fund the procurement of the new CAD/RMS system. SUMMARY: In 1996, the La Palma Police Department entered into an agreement with the City of West Covina to provide a CAD/RMS. The total price of the project was $71,568, with an annual hardware service fee of $18,000 and annual software maintenance fee of $8,600 (not included in the project price). At that time, West Covina was providing CAD/RMS services for a number of Orange and Los Angeles County police agencies. The total annual service fee for the West Covina CAD/RMS in 1996 was $24,600 and has continued to increase annually. The FY budget (Records and Communication, account number ) for the annual service fee is $85,500. The $60,900 difference in cost over a 16 year period equates to a total increase of approximately 245%.Over the last 5 years, we have seen a 30% increase in the annual service fee charged by West Covina with anticipated increases to continue. In addition to these rapidly increasing annual costs is a continuing overall frustration with West Covina CAD/RMS inefficiencies. These inefficiencies were created by extremely difficult data inquiry software which results in data inaccuracies, and a lack of consistency that prompted the search for a new CAD/RMS solution.

2 Page 2 The lack of quality service, escalating costs, the need to reduce General Fund expenditures and the potential to outsource dispatch services by changing from West Covina to another vendor caused the police management team to seek out other CAD/RMS vendors. After reviewing several other products and services, it became apparent that the only other vendor that could provide an affordable, reputable, and reliable option that would allow the Police Department the potential to outsource communications compatible with several other Orange County police agencies was Spillman Technologies. ANALYSIS: The West Covina system presents the following deficiencies and inefficiencies with their CAD/RMS program: Duplicate data entry Inability to adequately search on system data System lacks integrity and disparate systems do not share data Lack of integration among varied applications and inability to link or find critical information System is inconsistent about giving name and location warnings, creating liabilities affecting officer safety Multiple log-ins and passwords Services and support is lacking in every aspect of the program Lack of access to accurate, real-time information Inadequate statistical reporting capabilities No real connection to other departments Training for new personnel is difficult because basic training resources (such as training database and manuals) are not provided The Administrative, Management and Technical Staff are mostly comprised of full-time police employees of West Covina assigned to the West Covina Service Group and User Group as a primary or collateral assignment Annual service fee cost in FY : $85,500 (a 245% increase since 1996 includes upgrades to software and enhancements for end users) Spillman Technologies is currently working with several other agencies that still use West Covina to provide them with a new CAD/RMS solution. They provide over 1,800 predesigned

3 Page 3 reports that can be customized to meet the needs of the individual agency and users that cover topics of effective deployment, crime analysis, predictive mapping, Department of Justice (DOJ) reporting (Part I Crimes) and many other investigative and administrative analysis reports. They also provide Dashboard functionality that can be customized for individual users to monitor real-time data and trends. The Spillman CAD/RMS solution would provide the following: First-year Maintenance For the specific module(s) listed in this document, all upgrades and live-phone support services are included for the entire first year. Project Management and Installation Spillman will assign a Project Manager as the agency s single point of contact. This individual will coordinate Spillman s expert installation and training staff to ensure a smooth upgrade transition. Training All applicable training costs are included, whether training is conducted onsite, over the web, or using Spillman s training database. Note that some products do not require training. Included in the quote for purchase: CAD (Computer Aided Dispatch CAD Mapping-2 Seat Licenses Mobile Records-10 Seat Licenses Mobile State & National Queries- 10 Seat Licenses Evidence Management Law Records Personnel Management Pin Mapping 5-Seat Licenses Traffic Information Hub Sentryx GIS (Geobase) Go Live Project Management Etherlite-Quantity 1 Cisco 1811-Quantity 1 CompStat Dashboard E Interface- 1 Seat License

4 Page 4 This is a standalone system which will save over $65,000 annually, based on the current quote of $20,000 for annual subscription costs. This evaluation has been ongoing for 12 months and site visits have been conducted in order to ensure functionality and to receive an accurate quote for services based on our size, calls for service, and frequency and depth of data inquiry. The police management team identified four specific characteristics that ensure integration of data with local, State and Federal data systems, as well as increased local control of data (sharing), as well as Spillman s record of implementation and maintenance/support. 1) Site License Spillman is the only vendor we reviewed that offers a site license. Their unique site license structure will help facilitate La Palma PD efficiency and productivity. We will not have to worry about the number of users on the system. There is no need to purchase additional licenses in the future should more users (terminals) become necessary. Users will never be locked out of the system because the maximum number of concurrent users has been reached. Because Spillman operates with a site license, La Palma Police Department can grant view-only access to any user for no additional cost. The site license structure promotes a scalable system; this feature is only magnified during times of special events and emergency situations when multiple resources will be mobilized all at once and additional access can be obtained without restrictions. There are no user license conflicts or issues with this company. 2) Data Sharing The Spillman system allows the exchange of information by connecting departments through fully integrated modules and immediate access to information. Mission-critical information can be shared among all departments, such as records, dispatch, corrections, and mobile. Additionally, Multi-jurisdictional data sharing will increase officer safety and improve productivity. With Spillman, all La Palma PD departments will have the ability to share information with virtually every police agency utilizing Spillman and with the State and Federal law enforcement agencies. 3) Statelink Statelink, as provided by Spillman, will allow La Palma Police Department to query State and national data while updating local records. Spillman is the only vendor that allows users to query, add, modify, cancel, or clear a record most other vendors allow for query only to the State database. With Spillman s Statelink, queries can be sent to local and State databases simultaneously. No other vendor offers such robust functionality with Statelink. 4) Maintenance and Support One of the main reasons La Palma Police Department is pursuing a new public safety software system is because our current vendor has not always been responsive to technology support needs and requests. The current vendor has consistently passed on the cost for every upgrade and modification to their system over the 16 year annual contract period. Spillman provides a significant number of public safety agencies both nationally and in the State of California with their CAD/RMS solution that references were easy to secure and not one derogatory comment was offered of the local agencies

5 Page 5 contacted. Spillman has never failed an implementation in 30 years of being in business and has an outstanding reputation for being responsive and providing a quality product and service. With Spillman, all upgrades, enhancements, bug fixes, and other maintenance needs are included with their support and maintenance fee. Other benefits provided with Spillman support include the following: Toll-free hotline support After-hours support Online support Additionally, Spillman s extensive knowledgebase allows agencies to search thousands of Spillman records including online documentation and manuals; popular support issues and common problem records; Spillman in Action case studies and videos; media coverage; press releases; and more. All of the modules provided by Spillman were developed, tested, and installed at over 985 public safety agencies nationwide. Additionally, Spillman is the sole developer and supporter of their public safety site and public safety is the only software Spillman focuses on. This practice ensures that the Spillman modules are tightly integrated. Data is entered once into the system and never needs to be entered again, as it is shared from module to module. The Police Department currently invests hundreds of man hours annually to manually enter data because West Covina is not a fully integrated product. With an integrated software package, efficiency will significantly increase throughout the agency, further supporting a return on our purchase. Our research has included extensive communication with other California public safety agencies. These discussions have consistently reiterated the stability of the Spillman company and the long-term value of their product. It is also apparent that agencies that purchase the Spillman software stay with Spillman; with 52% of Spillman customers having at least a 10- year relationship with the company. Of those customers, 24% have used Spillman for more than 15 years. Approximately 8% have used Spillman software for more than 20 years. La Palma Police Department can likewise be assured that a purchase of the Spillman system will be a long-term investment and a tremendous cost savings that will increase every year. In the Fiscal Year budget, we paid our current provider $85,500 for annual maintenance for our CAD/RMS. Based on our current provider s history of increases and recent conversations with their staff regarding future costs, we have included a conservative 3% increase to each year for the annual service fee so that the Fiscal Year costs for West Covina is estimated at $87,100. Future annual estimated maintenance costs for Spillman are expected to be $19,300 over the next four years. Although Spillman does not report an increased cost for their annual service fee after year four, a 3% increase is reflected in year five for illustration and comparison purposes. Below is a chart estimating five year costs for both providers. Our current CAD/RMS maintenance costs have increased a total of more than 30% since FY

6 Page 6 Projected Annual Service Fee Costs Provider Year 1 Year 2 Year 3 Year 4 Year 5 Total 5 yr costs WCUG $87,088 $89,701 $92,392 $95,164 $98,019 $462,364 SPILLMAN $19,264 $19,264 $19,264 $19,264 $19,842 $ 96,898 SAVINGS $67,924 $70,437 $73,128 $75,900 $78,177 $365,466 FISCAL IMPACT: This purchase would have to be made immediately to avoid paying West Covina their annual service fee due July 1, The total cost of the project is $193,816. Included in the package are: First Year Maintenance Project Management and Installation Training Estimated Cost of Spillman CAD/RMS, FY : Spillman CAD/RMS $193,816 West Covina Annual Service Fee Savings ($ 87,088) Estimated Cost for Spillman (1 st year service included) $106,728 Should City Council approve moving forward with entering into an agreement with Spillman Technologies, an increase to appropriations would need to be made in FY to the Records and Communications program budget (Account # ). Therefore, the recommended action also includes an appropriation of $200,000 from General Fund reserves in FY in order to pay the initial start-up costs for switching CAD/RMS to Spillman Technologies. Attachments: 1. Proposed Budget Appropriaton Resolution

7 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA PALMA AMENDING THE FISCAL YEAR ADOPTED BUDGET WHEREAS, the City Council originally approved the Fiscal Year Budget on June 19, 2012; and WHEREAS, the Police Department s Records and Communication program budget was adopted on June 19, 2012, incorporating various personnel and maintenance and operations appropriations, including funds for the current records and communications software system; and WHEREAS, the City Council has been presented with a proposal to change providers of the records and communications system for the La Palma Police Department; and WHEREAS, the upgrade to a different system requires $200,000 in initial project start-up funding; and WHEREAS, the City Council has indentified a need to appropriate funding using available fund balance from the General Fund in the amount of $200,000 for the completion of the project; and NOW, THEREFORE, The City Council of the City of La Palma does hereby resolve as follows: SECTION 1. A budget amendment and allocation of $200,000 from available fund balance in the General Fund to increase appropriations to the Records and Communications Account ( ). APPROVED AND ADOPTED by the City Council of the City of La Palma at a regular meeting held on the 5th day of February, Steve Hwangbo Mayor

8 ATTEST: Laurie A. Murray, CMC City Clerk

9 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS. CITY OF LA PALMA ) I, LAURIE A. MURRAY, City Clerk of the City of La Palma, California, DO HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of said City at a regular meeting of said City Council held on the 5th day of February, 2013, and that it was so adopted by called vote as follows: AYES: NOES: Laurie A. Murray, CMC City Clerk