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Home My WebLink About2006-06-07 STAFF REPORTS 2Q �OF V A LM sA4 iy c u ui 'Y X } C C�AOPAL ED,P3'� gIIFORN� City Council Staff Report DATE: June 7, 2006 CONSENT CALENDAR SUBJECT: Purchase Cyrun CAD and RMS Computer System FROM: David H. Ready, City Manager BY: Palm Springs Police Department SUMMARY The Police Department is requesting City Council authorize the purchase of the Cyrun Computer Aided Dispatch (CAD) and Records Management System (RMS.) RECOMMENDATION: 1. Adopt Minute Order No_ authorizing the City Procurement Department to purchase the Cyrun`s Alliance PD Central CAD and RMS software system in the amount of$298,730. 2. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: In 1998, The City of Palm Springs contracted with Tiburon for a computer aided dispatch and automated records system for the Police Department. There are no other law enforcement agencies in the Coachella Valley that use this system. Currently Indio and Cathedral City Police Department use the Cyrun Alliance PD Central for their computed aided dispatch and automated record systems. Their system has been in place for over five years and has been reported as functional, meeting the needs of the police departments. Since the computer aided dispatch and automatic records systems were not built in collaboration, the transfer of data between the Palm Springs Police department and our allied agencies is intermittent or non-existent. Criminals are mobile and many of the crimes committed in Palm Springs are by suspects who live in another part of the Coachella Valley. Crime often crosses over the Item No. 2 .Q. City Council Staff Report June 7, 2006 -- Page 2 Purchase Cyrun CAD and RMS city borders; for example criminals steal from one location and move the stolen property to another. The implementation of the new records system will allow our police department to become more efficient and effective in sharing of criminal activities with the cities of Indio and Cathedral City. It will also improve planning and assessment of crime trends and traffic related issues as well as improve emergency and mutual aid responses. Regionalized communications and data bases are now the standard that the entire law enforcement community is working towards, and this conversion to Cyrun will be the first step towards a complete system that included both data and radio interoperability. In addition, this program will also have redundant data storage. If a data entry is made in Palm Springs that information will be stored on the Palm Springs server as well as the Indio and Cathedral City servers. This provides a level of data security in the event one of the police departments were damaged or compromised, the data would be recoverable from either of the two other servers. There will be confidentiality agreements in place between the cooperating law enforcement entities. The Palm Springs Police department staff has worked closely with members of the Indio and Cathedral City police department and recommends an alternative method of transferring the data between the police cars and communication centers. Currently all agencies are using a modem and radio type infrastructure. This technology is limiting and found not be as efficient since many modems become defective in the extreme heat and must be replaced on a regular basis. Staffs from all of the police agencies have concluded that the data transfer solution is to use wireless air cards which allows the transmission of data up to 300 times faster than modems. The alternative method of transmitting data will require a monthly fee per card and the lease of a T1 line which are necessary to share data. Additionally, the Palm Springs Fire Department currently uses the Firehouse software program as their database for all fire related information. The data in this program is manually entered, and is also imported from the CAD system. Cyrun will work directly with Firehouse to ensure the interface works properly and is fully functional for testing during the Final Acceptance testing phase of this project. Fire Department Staff is supportive of the switch to Cyrun. Cyrun's software product meets the system architectural and design standards of an 'Open Architecture', Microsoft Windows based Client-Server application. The functional components of the product are complete and the user interface is non-redundant, thus minimizing the work tasks of the operator. Also, Cyrun is one of the few California based companies in the market, and is the only vendor with a product that is specifically focused to law enforcement in the State of California. The City recently contracted with Third Wave Corporation in Los Angeles to evaluate the current CAD/RMS system and write a Scope of Work for a new system. Based upon City Council Staff Report June 7, 2006 -- Page 3 Purchase Cyrun CAD and RMS their study, they provided a written opinion that the City would be justified in proceeding with a sole source purchase of the Cyrun system. Since Indio Police Department and Cathedral City Police department use the Cyrun Alliance PD Central as their software for computer automated dispatch and automatic record management, the only source available for our police department which will allow us to efficiently share data is the Cyrun Company. FISCAL IMPACT: No fiscal impact to the 06/07 general fund budget. The total cost of this project is $298,730. This project will be included in the 06/07 capital improvement budget and will be completely paid for by grant funds. The police department was successful in obtaining $240,000.00 in Federal Buffer Zone Protection Program (BZPP) grant money that will be used for this project. The Federal Grant Administrator (Office of Homeland Security) approved using this grant to purchase the Cyrun system using the City's sole source procedure. That approval was granted in writing on May 31, 2006. The Police Department has also obtained $48,229 in grant money from the Bureau of Justice Assistance (Federal — Ed Byrne grant) and will use $10,501 from the Local Law Enforcement Block (LLEBG) for the purchase. Gary J dr , Police Chief David H. Ready, City Mane' �- Attachments: Minute C16ar; opy of letter re: sole source authorization. MINUTE ORDER NO._ ADOPT MINUTE ORDER NO._AUTHORIZING THE CITY PROCURMENT DEPARTMENT TO PURCHASE THE CYRUN ALIANCE PD CENTRAL COMPUTER AIDED DISPATCH AND RECORDS MANAGEMENT SYSTEM IN THE AMOUNT $298,730 AND AUTHORIZE THE CITY MANAGER TO EXECUTE ALL NECESSARY DOCUMENTS. I, James Thompson, City Clerk of the City of Palm Springs hereby certify that this Minute Order, Authorizing the City Procurement Department to purchase the Cyrun's Alliance PD Central CAD and RMS software system in the amount of $278,730 and authorize the City Manager to execute all necessary documents was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 7th day of June, 2006. James Thompson, City Clerk 06/02/2006 10: 47 7603238173 PSPD ADMINISTRATION PAGE 02/02 JUN-03-S006 03:72 FROM: T0:7G03238173 4p4,@E nereH 5 May 31, 2000 row, "pe Sergeant Mitch Spike OFPfIRTMENr e p Palm Springs Police Department 200 South Civic Drive Palm Springs, CA 92262 RE: Sole source for Palm Springs PC) Dear Sergeant Spike, This letter is to notify you that the Office of Homeland Security (OHS) has approved your BZPP sole source request for the Palm Springs Police Department to purchase a multi jurisdiotional data sharing system through Cyrun Corporation. if you have any questions or need assistance regarding BZPP please do not hesitate to contact me. Sincerely, Kim Dana Staff Analyst I Riverside County Fire Department/Office of Emergency Services Grants Unit cc: File