Agenda Item Wording:
title
Authorize the City Manager to enter into a purchase addendum to the Department’s existing five (5) year sole source contract with Motorola Solutions, to upgrade the Insight module, including associated maintenance costs, and Data Replication module for a total cost of $34,049 and appropriate $30,604 from the General Fund for FY 23/24.
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Deadline for Action: 8/7/2023
Submitting Department: Police Department
Contact Name and Phone Number: Chief Jason Salazar, ext. 4215, jason.salazar@visalia.city <mailto:jason.salazar@visalia.city> ; Captain Dan Ford, ext. 4151, Daniel.ford@visalia.city <mailto:Daniel.ford@visalia.city> ; Financial Analyst Liz Ybarra, ext.4250, liz.ybarra@visalia.city <mailto:liz.ybarra@visalia.city>
Department Recommendation:
Authorize the City Manager to enter into a purchase addendum to the Department’s existing five (5) year sole source contract with Motorola Solutions, to upgrade the Insight module, including associated maintenance costs, and Data Replication module for a total cost of $34,049 and appropriate $30,604 from the General Fund for FY 23/24.
Summary:
On July 18, 2022, City Council voted unanimously to authorize the City Manager to enter into a five (5) year maintenance contract with Motorola Solutions beginning July 1, 2021 and terminating June 30, 2026. The contract included service for the Department’s computer aided dispatch and records managements system (CAD/RMS), commonly known as Spillman. Spillman has several different systems integrated into the service (referred to as modules).
Since the initiation of the contract, MIS and the Department have determined that a Data Replication module will better protect the CAD/RMS system by improving security, auditing capabilities, and providing system standardization. Department staff have also been working with other agencies within Tulare County that are now using Spillman for their CAD/RMS. As a result, it is now necessary for the Department to update the software for our Insight module, which serves as a data bridge to these other agencies.
Background Discussion:
In August of 2015, the City purchased Spillman Flex to replace the antiquated CAD/RMS system. Spillman serves as the CAD/RMS system for both Police and Fire. In addition to the dispatching capabilities, Spillman also integrates with the City’s GIS mapping program by pulling the data from Spillman. The data from Spillman is also pulled by the Department’s Crime Analysis Unit for Department review of crime trends, public records requests, other City Departments’ requests, and for criminal investigations. In July of 2022, the City Council authorized the City Manager to enter into a five (5) year sole source contract to continue maintenance of pre-existing services with Motorola, the organization that had purchased Spillman Flex.
Since the authorization of this contract, MIS and the Department have identified a Data Replication module as an essential addition. The current storage method of data in Spillman requires staff to pull data from the primary module storing the data. Because of this, the data is subject to unintentional manipulation or deletion of data. Furthermore, it could lead to staff inadvertently affecting the programing of the Spillman software on the server.
City staff have determined that a Data Replication module would provide a solution to this problem. By having the data pulled onto a Data Replication module, we would provide a secondary database to retrieve information from. This would increase the level of security for our CAD/RMS data, provide better auditing capabilities to identify who is pulling the data, and provide system standardization.
The Department was also the only Tulare County law enforcement agency to use Spillman until recently. Within the last year, Tulare County Sheriff’s Office, Tulare Police Department, and Porterville Police Department all replaced their previous CAD/RMS systems with Spillman. As a result, external databases maintained by the Tulare County Sheriff’s Office previously used by staff are no longer available or updated.
However, because all agencies are using the same system, Spillman utilizes a module called Insight to serve as a bridge between agencies. This allows staff to retrieve information such as mugshots and other investigative information to help solve cases. The Department currently has this module; however, there have been no software upgrades or maintenance to avoid unnecessary costs up to this point. This purchase will provide the necessary upgrades and annual maintenance through the completion of the current Motorola contract.
Motorola does not provide the database server license needed for maintaining this module and requires that the agency provide necessary the SQL licenses. The City currently uses Microsoft for SQL licensing and would need to add two additional licenses.
Fiscal Impact:
Total cost of the contract amendment and required appropriation is indicated below:
|
Motorola Spillman Flex Software Contract Amendment C23011 |
|
Description |
FY 23/24 |
FY 24/25 |
FY 25/26 |
Total |
|
Insight Module |
$8,717.18 |
$ - |
$ - |
$8, 717.18 |
|
Data Replication Module |
$16,792.73 |
$1,689.00 |
$1,756.00 |
$20,237.73 |
|
SQL Licenses |
$5,094.00 |
$ - |
$ - |
$5,094.00 |
|
Total |
$30,603.91 |
$1,689.00 |
$1,756.00 |
$34,048.91 |
The existing contract (C23011) in the amount of $836,675 is billed annually and is paid thru 6/30/2024. It is budgeted in 2101-55520 and the new appropriations for FY23/24 should be added to the same budget. There is no sales tax charged to the software.
Prior Council Action: July 18, 2022: Council renewed the current five (5) year contract.
Other: N/A
Alternatives: Deny the motion.
Recommended Motion (and Alternative Motions if expected):
recommendation
Authorize the City Manager to enter into a purchase addendum to the Department’s existing five (5) year sole source contract with Motorola Solutions, to upgrade the Insight module, including associated maintenance costs, and Data Replication module for a total cost of $34,049 and appropriate $30,604 for FY 23/24.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Motorola quotes, CDW quote & 7/18 approved staff report.