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RESOLUTION NO. 2015-208 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE FORMAL BID REQUIREMENT AND APPROVING AN AGREEMENT BETWEEN THE CITY AND WINBOURNE CONSULTING, LLC TO PROVIDE PROJECT MANAGEMENT SERVICES FOR COMPUTER AIDED DISPATCH AND JAIL MANAGEMENT SYSTEM
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
The Police Department is in the initial planning stage of upgrading its Computer Aided Dispatch (CAD) system and Jail Management System (JMS) to streamline and enhance operations through greater automation and integration. Because of the proven performance demonstrated during the Department’s recent Mobile Data Computer project and unique knowledge of Chula Vista police technology operations, the Police Department is recommending to contract with Winbourne Consulting LLC to provide project management services for the CAD and JMS upgrade.
ENVIRONMENTAL REVIEW
The Development Services Director has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity, approving an agreement for project management services for computer aid dispatch and jail management, is not a “Project” as defined under Section 15378(b)(4) of the State CEQA Guidelines because it is a fiscal activity that will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is necessary.
BOARD/COMMISSION RECOMMENDATION
Not Applicable.
DISCUSSION
The Police Department relies on its Computer Aided Dispatch (CAD) system to assist Police Department staff in the Dispatch Center in dispatching, tracking, monitoring and documenting each service activity which requires a dispatched response from the Police Department. A correctly functioning CAD system augments, assists, and automates service delivery, which should result in a safer environment for patrol officers responding to calls for service, and high levels of quality service for citizens. All aspects of the Department’s CAD system are optimized to reduce response times and correctly time-stamp and document almost every service activity. Additionally, the data collected by the Department’s CAD system are used for hundreds of public safety reports ranging from daily crime analysis, yearly reports, and periodic reports to the City’s Growth Management Oversight Committee (GMOC). As such, the Department’s CAD system is a key business tool that impacts every facet of Department operations.
The current CAD system, manufactured by Archonix Systems, was installed over eighteen years ago, is technologically obsolete and has few of the modern features of contemporary top tier CAD system vendors. Reliance on such obsolete CAD technology seriously impedes system reliability, response times, data collection and data mining. The Department’s CAD system also experiences routine technical failures, sometimes weekly, which disrupt operations and cause unnecessary time and expense to correct. Such routine failures jeopardize officer safety and public safety and reduce the overall efficiency of the Department.
The Department’s Jail Management System (JMS) is also obsolete, inefficient and without vendor support. The Department’s JMS solution is also a critical business tool that is used to manage and track arrestees and detainees. The health, wellbeing and efficient management of those entrusted to the care of the Department during arrest or detention is of paramount concern to the Department. The current JMS solution is not sufficient to meet the Department’s contemporary or future needs. Issues surrounding custody or detention are always fraught with liability;, an effective JMS system is critical to documenting, mitigating and managing potential exposure to liability. The Department plans to upgrade its JMS system as a “module” incorporated into the CAD upgrade project. This is a cost-effective and efficient way to upgrade the Department’s JMS solution.
The Department has determined it is critical to begin planning the CAD/JMS upgrade process immediately in order to streamline and enhance operations through greater automation and integration. The goal of such an upgrade is to further enhance service delivery and provide more timely and accurate data by which to make strategic public safety, budgetary and management decisions. This undertaking will not be swift or inexpensive. The CAD and JMS systems directly or indirectly affect virtually every unit in the Department and must be interoperable with other law enforcement systems and databases. As such, the transition from the current CAD/JMS vendors to a new vendor must be meticulously planned with the assistance of an outside consultant.
The Police Department is requesting to waive the competitive formal bid requirement and is seeking authorization to contract with Winbourne Consulting LLC to provide consultant services for the CAD/JMS project. Because of the proven performance demonstrated during the department’s recent Mobile Data Computer (MDC) project, the Department is recommending to contract with Winbourne Consulting LLC for this complex endeavor. During the MDC project, this consultant has gained a unique familiarity of integration with the current CAD system and a deep understanding of the Police Department’s network. Not only did Winbourne Consulting complete the Department’s MDC project on time, but the final consulting cost came in 40% less than budgeted. Additionally, this project may require the consultant to receive approval from the State of California Criminal Justice Information Services (CJIS) for any network changes, which the proposed consultant was able to gain approval from the state for significant network changes during the MDC project.
Winbourne Consulting LLC has provided similar public safety Information and Technology (IT) consulting services to many agencies across the United States. A few of Winbourne’s past public safety IT consulting clients include the following agencies:
• Las Vegas Metropolitan Police Department
• New York City
• Fairfax County, Virginia
• Montgomery County, Maryland
• City of Charlotte, North Carolina
• State of New Jersey
Winbourne was also selected to be the project management consultant for the Murrieta Police Department’s Police and Fire CAD upgrade which is in progress. Murrieta is in the final stages of finalizing its Request for Proposal (RFP) which should be released August 14, 2015.
Police Department staff contacted Murrieta’s police communication’s manager for feedback on their experience with Winbourne’s service to date during their CAD project. Feedback was extremely positive, including the statement that the consultant’s service has been “superb”, very thorough and detailed. Murrieta’s communications manager has been very happy with the service to date, and she highly recommends Winbourne’s consulting service for the Chula Vista Police Department’s CAD/JMS project.
Finally, the two project management consultants to be provided by Winbourne live locally, which will save on commuting, lodging and per diem costs that come with vendors who are based in another city. Their experience and expertise will focus on maximizing the Police Department’s current infrastructure to minimize overall project costs, while completing research and preparing specifications for CAD and mobile solutions that will enhance the overall effectiveness and efficiency of the department.
Police Department staff has been working closely with City Information Technology Services staff in planning the CAD upgrade project. The City’s Director of Information Technology Services, Edward Chew, has reviewed Winbourne’s proposal and supports the Police Department’s sole-source request to utilize Winbourne Consulting LLC as a cost effective and highly qualified IT consultant service for the CAD/JMS project.
If the Department were required to hire another consultant, it would add time and costs to the project as another consultant would need to spend a significant amount of time becoming familiar with the Department’s operations and protocols.
DECISION-MAKER CONFLICT
Staff has determined that the action contemplated by this item is ministerial, secretarial, manual, or clerical in nature and, as such, does not require the City Council members to make or participate in making a governmental decision, pursuant to California Code of Regulations Title 2, section 18704.4(a)(1). Consequently, this item does not present a conflict under the Political Reform Act (Cal. Gov't Code § 87100, et seq.). Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. This resolution supports the goal of Strong and Secure Neighborhoods by equipping personnel with adequate resources for community policing.
CURRENT YEAR FISCAL IMPACT
Approval of this resolution will approve an agreement between the City and Winbourne Consulting LLC to provide project management services for the CAD/JMS upgrade. The total cost for these services is $215,520. The current budget includes one-time funding for the CAD/JMS consultant costs. Because funding has been identified in the current fiscal year, no further appropriations are requested at this time.
ONGOING FISCAL IMPACT
Despite the Police Department’s best efforts, it has been very difficult to obtain a reliable cost estimate from any CAD vendor due to the complexity of CAD installations. The best-guess estimate for the replacement of the CAD system is between $1.5 million and $1.8 million. The annual maintenance fees are estimated at $200,000. The cost of the CAD system would be identified via the RFP process facilitated by Winbourne Consulting, LLC, and is projected to be requested in the City’s FY 17-18 budget. The Police Department has been working closely with the Finance Department to identify future funding sources for CAD implementation beginning in July 2017. A funding source has yet to be identified.
ATTACHMENTS
Agreement with Winbourne Consulting LLC to provide project management services for Computer Aided Dispatch and Jail Management System
Staff Contact: Vern Sallee / Jonathan Alegre