03.08 Police Software CAD/RMS FY191. SUBJECT
Agreement with TriTech Software Systems (TriTech) for annual maintenance and upgrade
services to the CAD & Mobile solutions component of the Police Department's Computer Aided
Dispatch and Records Management System (CAD/RMS).
2. SUMMARY
The Department is requesting approval to upgrade the CAD & Mobile solutions component of the
CAD /RMS software system to accommodate several application improvements. The annual
software upgrades and maintenance services will continue to provide support and upgrade services
for systems vital to the operations of the Department for fiscal year 2018 -2019 (FY19).
3. RECOMMENDATION
1. Approve annual maintenance agreement with TriTech in an amount not to exceed $110,259,
and;
2. Approve Inform CAD & Mobile purchase agreement with TriTech in an amount not to exceed
$427,000, and;
3. Authorize the Mayor and City Clerk to execute the agreements on behalf of the City.
4. FISCAL IMPACT
Upon adoption of the proposed FY19 annual budget, funds will be available to cover the cost of
the annual maintenance as follows:
100.4011.51780.00000 Administration - Other Contractual Services $110,259
Funds are budgeted and available to cover the cost of the CAD & Mobile upgrade as follows:
500.4011.56032.20336 CIP- Computer Aided Dispatch Upgrade $400,000
570.4011.56032.20336 CIP- Computer Aided Dispatch Upgrade 27,000
Total $427,000
5. STRATEGIC PLAN GO
Ia. Provide for a Safe Community Provide staffing and resources to deliver services that ensure
public safety.
6. GENERAL PLAN IMPLEMENTATION
Public Safety Goal 6.0 Provide public safety services of the highest quality.
Policy 6.1: Provide the Police Department with adequate personnel, equipment and state- of -the-
art technology to effectively combat crime, meet existing and projected service demands, and
provide crime prevention programs. These resources should be provided prior to anticipated
needs.
7. DISCUSSION and BACKGROUND
The Police Department purchased and implemented the VisionAIR RMS system in 1999. The
system has been a stable and reliable CAD /RMS product. However, it has exceeded end of life
and is no longer being supported by the current vendor, TriTech. The inability to secure technical
support and upgrades along with other software compatibility issues encouraged the Department
to research other options for replacement of the dated CAD /RMS product. After considering all
options, a switch to a different vendor of CAD /RMS products would have been unrealistic and
cost - prohibitive.
To secure the continuation of technical support and upgrades needed for basic operations, the
Department proceeded with upgrading the RMS component of the CAD /RMS software systems.
The functionality of the newest TriTech RMS product was similar to what the Department was
currently using making the learning curve and training shorter and less complicated. Migration
and integration of data were straightforward and far less costly than using another product. In
addition, the RMS upgrade included Field Base Reporting (paperless reporting), a process that
would streamline the reporting process resulting in a savings of hundreds of man - hours. The RMS
upgrade portion of the project has been completed. Similarly, the Vision CAD & Mobile solutions
component of the CAD /RMS software has been re- engineered and also requires upgrades.
TriTech's Inform CAD & Mobile solutions upgrade will provide several application improvements
and will complement our recently purchased TriTech RMS and Field Based Reporting system.
The new CAD software will also provide mobile mapping and allow for a server software upgrade.
The Inform CAD & Mobile solutions upgrade of the CAD /RMS software system is scheduled to
be completed by June 30, 2019.
The City enters into a Consultant Services Agreement with TriTech for annual software upgrades
and maintenance services. Annual renewals provide for continued support and upgrade services
for these systems vital to the operation of the Department. As TriTech is proprietary software,
non - renewal would effectively stop all hot - fixes, product updates, and upgrades. Based on the
ITEM 2 6/12/18
complexity of the CAD /RMS software system, the Department is requesting the continuation of
annual software upgrades and maintenance services with TriTech for a total amount of $110,259.
The proposed annual maintenance cost is approximately a 3% increase from the previous year.
Upon adoption of the proposed FY19 annual budget, funds will be available to cover the cost of
the annual maintenance renewal. The proposed cost of the Inform CAD & Mobile upgrade is
$427,000, which includes $377,000 for licensing, implementation, training, and maintenance,
along with a $50,000 contingency to accommodate additional or unforeseen modifications needed
to satisfy system requirements. As sufficient funding for the CAD & Mobile upgrade was included
in the fiscal year 2017 -2018 Capital Improvement budget, no additional funding is required.
The Police Department recommends continuation of annual software upgrades and maintenance
services with TriTech and the proposed upgrade of the CAD & Mobile solutions component of the
CAD /RMS software system for a combined contract amount not to exceed $537,259.
8. ATTACHMENTS
• Maintenance Consultant Services Agreement with TriTech
• Inform CAD & Mobile System Purchase Agreement with TriTech
• Subscription Service License & Use Agreement
• Software Support Agreement
• Statement of Work — Inform CAD & Mobile
ITEM 3 6/12/18