REPORT TO COUNCIL
SUBJECT
Title
Approval to Negotiate and Execute an Agreement with Mark43, Inc. for the Purchase of a Records Management System [Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
The Santa Clara Police Department's Records Unit currently uses Tiburon Records Management System (RMS) to file police reports, maintain accurate records of law enforcement documents, and submit required data to the Department of Justice. The system has been identified for replacement due to its age and will no longer be supported by the vendor. In addition, the system will not meet pending State and Federal hardware, software, network and security requirements scheduled to become effective on January 1, 2021.
In June 2016, City Council approved a FY 2016/17 Capital Improvement Program (CIP) Budget for a new Computer Aided Dispatch (CAD)/RMS solution. In October 2017, Hexagon Safety & Infrastructure (Hexagon) was selected through a competitive solicitation process to deliver the new CAD/RMS solution, which included software, hardware, professional services, integration, and ongoing maintenance and support. Because data is shared between the CAD system and RMS, one of the selling features of Hexagon CAD/RMS was an integrated solution for both applications.
On November 5, 2018, the City went live with the CAD portion of the Hexagon solution. The RMS portion of the project was delayed and, therefore, the RMS portion of the project with Hexagon was terminated. On November 19, 2019, Council approved the amendment to descope the RMS portion of the contract and reduce compensation by $632,154. As part of the amended agreement, the first year of maintenance totaling $273,102 on the CAD portion of the project was also waived.
A balance of $1,350,519 is available in this CIP for RMS.
DISCUSSION
In July 2019, the City issued a Request for Proposal (RFP) for a Records Management System, using the City's e-procurement ...
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