REPORT TO COUNCIL
SUBJECT
Title
Action on the First Amendment to the Contract with DELTAWRX for Consultant Services related to the Police Records Management System software
Report
BACKGROUND
In March, 2016, DELTAWRX, LLC (DELTAWRX) was selected as the consultant to complete Phase 1 of the Computer Aided Dispatch (CAD)/Records Management System (RMS) upgrade project. This phase included a needs assessment; review of background materials including budgets, network diagrams, current license and maintenance agreements; a technology overview; facilitated interviews with key stakeholders within the organization; documented the current environment by shadowing employees; identified core business needs; and defined the scope of the new CAD/RMS upgrade project and its relevant components. The Police Department paid DELTAWRX $69,927 for Phase 1 from Fiscal Year 2015/2016 Capital Improvement Project (CIP) balance to support this preliminary phase of the CAD/RMS upgrade project.
Subsequently, in September 2016, Council approved an agreement (Attachment 1) with DELTAWRX in the amount of $259,116 to provide consulting services, including generating a Request for Proposal inclusive of technical specifications, industry standards and State and Federal hardware, software, network and security requirements, facilitating an objective and comprehensive proposal evaluation and vendor selection, assisting with negotiating a contract with the selected vendor on behalf of the City and overseeing implementation activities including ensuring the vendor has met all contractual obligations.
DISCUSSION
On November 5, 2018, the City went live with the CAD portion of the project, which included all new Mobile Data Computers with stronger wireless infrastructure in police vehicles. Despite City employee time and efforts, the selected vendor has been unable to deliver a records management system according to the production schedule. On January 22, 2019, the parties mutually agreed to amend the original contract to a CAD-only purchase. The terms of the amended agreement are currently being negotiated and staff will bring the approval of the amendment to Council for consideration.
Based on DELTAWRX’s working knowledge of our Police Department’s operations and the various current challenges facing the department regarding records management, DELTAWRX is well-positioned to efficiently and effectively lead the Department through the pending transition and the selection, procurement, and implementation of a new vendor capable of delivering an RMS to interface with Hexagon CAD, meet forthcoming California Incident Based Reporting System (CIBRS) requirements and support the Department’s report writing and records management business needs, among other requirements.
Therefore, staff seeks approval of Amendment No. 1 to the existing DELTAWRX contract (for Phases 2-4) such that DELTAWRX can provide necessary consulting services related to a new RMS. DELTAWRX has developed an aggressive project schedule, with system implementation beginning in Fall, 2019. The proposed not to exceed consulting fee is $154,011, inclusive of all administrative, travel, deliverable production and related expenses.
ENVIRONMENTAL REVIEW
This action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
The City Council approved $3,000,000 in Fiscal Year 2016/17 Capital Improvement Funding for the CAD/RMS upgrade project in June, 2106. There is sufficient funding in the project for the $154,011 increase in compensation for this contract.
COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and Police Department.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve and authorize the City Manager to execute an Amendment No. 1 to the Agreement, increasing compensation by $154,001, with DELTAWRX for Consultant Services related to the Records Management System software
Staff
Reviewed by: Michael J. Sellers, Chief of Police, Police Department
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Amendment No. 1 to Agreement with DELTAWRX