AGENDA ITEM NO. 14 CITY OF HAWTHORNE CITY COUNCIL AGENDA BILL
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- Claud Fields
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1 AGENDA ITEM NO. 14 CITY OF HAWTHORNE CITY COUNCIL AGENDA BILL For the meeting of February 14, 2017 Originating Department: Police Department City Manager: Arnold Shadbehr Chief of Police: Robert Fager SUBJECT: Initiate and act as contractual hub on behalf of the member cities of the South Bay Regional Public Communications Authority (SBRPCA) for our collaborative purchase, development and support of a new Police Computer Aided Dispatch (CAD) / Records Management System (RMS). RECOMMENDED MOTION: Authorize the City Manager to enter into contract with mark43 Software Systems and CitCom Inc., on behalf of the SBRPCA members cities, for the forthcoming CAD / RMS system evolution. NOTICING PROCEDURES: A notice was not required to be posted or published. FISCAL IMPACT: No final impact to Hawthorne general fund. The cumulative project cost for CAD / RMS systems via mark43 Software Systems is (NTE) $1.4M. The cumulative project management cost via CitCom Inc. is (NTE) $262,080. Payments of these costs are derived from existing allocation agreement calculations via member cities of SBRPCA. Hawthorne will act as a pass-through for billing and payments to cities accordingly. Hawthorne's estimated payment portion within this project ($ K) will be paid via monies under the authority of the Police Chief, encumbered in the Police Department s Asset Forfeiture account. Agenda Bill: Approval of mark43 Contract (Cont.)
2 REPORT SUMMARY: BACKGROUND In June, 2014, the South Bay Regional Public Communications Authority (SBRPCA; historically also known as RCC for Regional Communications Center), approved a Public Safety Technology Modernization Project Plan/Business Case to upgrade and/or replace the existing Tiburon/2000 police and fire Computer Aided Dispatch (CAD), Records Management System (RMS), Jail Management System (JMS), and associated interfaces. Following a competitive procurement, the consortium retained a public safety technology consultant (CitCom, Inc.) to assist with the modernization process. Over a ten month period, endusers from the consortium s agencies participated in focus groups that defined 2,439 contemporary technical and functional requirements which were included in a comprehensive Request for Proposals (RFP), issued in April, SELECTION PROCESS In response to the RFP, four companies submitted proposals: Intergraph (now Hexagon), mark43, SunGard, and TriTech (which now owns Tiburon, the consortium s current vendor). Each written proposal was thoroughly evaluated against sixteen weighted selection criteria, as defined in the RFP. All four proposals were considered viable solutions, with comparable functional and technical capabilities, as depicted in the following graphic: In October, 2015, each company provided an onsite product demonstration and corporate overview. Based on their observations and the input from end-users, the RCC Selection Committee invited mark43 and TriTech to continue in the evaluation process as semi- finalists. Both companies Agenda Bill: Approval of mark43 Contract (Cont.)
3 provided additional onsite rounds of technical and end-user product demonstrations in January and February, 2016, respectively. At the conclusion of the Selection Committee s semi-finalist interviews, the two companies were invited to submit a Best & Final Offer (BAFO). The BAFO s were analyzed, and the Selection Committee assigned final scoring to each proposal, as follows: Criteria Summary Weight mark43 TRITECH 1 Adherence to Format Completeness of Proposal Quality/Depth of References Post Implementation Support Financial Stability/Resources Experience/Expertise of Staff Business and Technical Functionality References Integration and Interfaces Hardware Cost Willingness to Negotiate Implementation and Data Conversion Project Management Training Documentation SELECTION In May, 2016, based upon the results of the competitive procurement, the SBRPCA Selection Committee recommended mark43 as the finalist vendor. mark43 is a New York-based company with a local office in El Segundo (staffed by the proposed RCC project team). The company is one of the newest within the public safety software marketplace, and provides some of the most contemporary dispatch and records management technology available. Of the four companies that responded to the RFP, mark43 s proposal proved to be the best fit for the consortium, particularly in the following areas: Law Enforcement Records Management System (RMS): The mark43 RMS (brand-named COBALT) is a comprehensive web-based solution that is uniquely scalable, and configurable for each of the consortium s agencies. Agenda Bill: Approval of mark43 Contract (Cont.)
4 Technical Support: mark43 provides 24/7 technical support plus continuous application monitoring and tuning. Enhancements and upgrades are included at no additional cost. Intuitive Design: During semi-finalist demonstrations, 82% of end-user participants ranked mark43 s software as Extremely or Very Easy to Use (compared to 36% for the TriTech solution). Cost: mark43 s cost was the least expensive of the four submitted proposals. COST STRUCTURE The total cost of the purchase and implementation of the project will be shared by all user cities of the group. The cost allocation is made up of a formula that measures several key statistics from each city such as: 1. Number of Police Officers 2. Number of Firefighters 3. Number of support staff that access the system 4. Total CAD incidents 5. Part 1 crimes 6. Number of Arrests 7. Daily Reports generated in the ARS/RMS system This cost allocation has been presented and agreed upon by all participating agencies, resulting of these final breakdowns: Hawthorne 24.26% Culver City 18.61% Gardena 18.38% Manhattan Beach 13.56% El Segundo 10.47% Hermosa Beach 07.86% El Camino/Compton College 06.86% Agenda Bill: Approval of mark43 Contract (Cont.)
5 CitCom, Inc. was selected via SBRPCA member-city approvals to oversee the project development and management for this system s transition and integration (see Attachment 2 ). As in our current contract with TriTech/Tiburon, the City of Hawthorne will manage the contract and payments with both mark43 and CitCom, Inc. Hawthorne will bill other cities based on the cost allocation agreement and handle payment to mark43. Hawthorne will charge and recover administrative-based fees of 15% for this capacity. This is the same general model and business practice we (Hawthorne) have been doing with our current vendor, on behalf of SBRPCA, for the last decade. ATTACHMENT: 1. mark43 Contract 2. CitCom, Inc. Contract
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