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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 17, 2015 TITLE: AGREEMENT WITH TRITECH SOFTWARE SYSTEMS FOR AN INTEGRATED SOFTWARE SYSTEM FOR THE POLICE DEPARTMENT {STRATEGIC PLAN NO. 1, 2A} CITY MAN ER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: 1,.x_9 ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO Authorize the City Manager and Clerk of the Council to execute an eight -year agreement with TriTech Software Systems for the purchase and support of an integrated software system for the Police Department, commencing November 17, 2015, in an amount not to exceed $3,514,438.39, and an additional $213,000 contingency totaling $3,727,438.39, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Police Department is currently utilizing over 50 separate systems to perform routine dispatch and records management functions. In 2012, the Police Department began researching new integrated software systems to replace these obsolete, manual, and, in some cases, non - supported systems. The Police Department has completed the request for proposals (RFP) evaluation process and recommends the approval of an agreement with TriTech Software Systems to provide the Police Department's new integrated software system. The initial system purchase amount of $2,128,032.16 will be funded through asset forfeiture monies provided by the Department of Justice. The new system will result in efficiency savings equivalent to 7 additional patrol officers and 7 additional records clerks as well as a reduction of 750,000 printed pages each year. This agreement includes a two year implementation phase, followed by one year of full warranty coverage, and a five year maintenance period that will allow the Police Department to preserve the favorable conditions that were negotiated in the contract development process. Otherwise, the purchase agreement would expire once the system was installed and operational leaving the City subject to less favorable standard terms and conditions that are part of the vendor's prevailing support agreement. The Police Department provided project presentations and updates to the Public Safety Committee at their regularly scheduled meetings in April 2012, July 2012, and August 2013. The Committee was supportive of the project and the Department moved forward with drafting an RFP. In August 2015, Deputy Chief Schnabl of the Police Department made a final presentation to the Public Safety Committee with the findings of the search process in preparation for submitting a request to award the contract to TriTech. 2513-1