Consideration and Approval of Contract:  Amend the current Agreement with Intergraph Corporation doing business as Hexagon Safety & Infrastructure to include a Custom I/LEADS Data Conversion.

Approve the Amendment for the custom field data migration to the computer automated records system contract approved by Council on January 20, 2015.  The original contract amount was $495,000.00. The Amendment allows us to incorporate our current software custom fields into the new WebRMS software upgrade.  Software upgrades are crucial to all of our records system users in order to continue our ability to document and track incidents and subjects across all local jurisdictions.  Five agencies currently use the Intergraph I/leads Records Management Software.  This upgrade will allow us to meet our legal mandate of Uniform Crime Reporting and have a system that is properly maintained on a yearly basis and maintains our current database.  This Amendment allows us to keep our historical data and to add information to the database with the upgrade.

There are 401 User Interface Customizations which have been created over the past 16 years.  Of those 401 custom fields, 194 custom fields are used by the Flagstaff Police Department.  The total cost for the data implementation is $112,408, and the total budget for this contract is $131,737 in account number 001-04-061-0220-2-4231.  The Flagstaff Police Department’s portion will be $35,960.02.  Some examples of the custom fields include report routing fields, domestic violence fields, and gang related fields in the incident and arrest modules.

The cost of the Amendment will be shared between five (5) Northern Arizona Police Agencies (Flagstaff Police Department, Coconino County Sheriff's Office, Coconino County Detention Facility, Northern Arizona University Police Department and Williams Police Department). The Flagstaff Police Department will be responsible for paying the initial amount up front and then will be reimbursed by the other agencies.   The final cost breakdown is as follows:

• Flagstaff Police Department - $35,960.02
• Coconino County Sheriff's Office - $53,571.41
• Coconino County Detention Facility - $16,594.95
• Northern Arizona University Police Department - $4,661.04
• Williams Police Department - $1,620.58

Effective Governance (Public Safety)

The Amendment to the Intergraph/Hexagon software and custom field upgrades allows us to transfer and maintain our current custom records management database to use when reporting crimes and incidents, and to run crime statistics and reports. 

 The original contract in the amount of $495,000.00 was approved by Council January 20, 2015. (Item 10B)

1. The Council may approve the Amendment to the current Intergraph WebRMS software upgrade contract to include the custom fields migration.
2. The Council may choose to reject the Amendment to the contract. If the Amendment is rejected, the custom fields will not be transferred to the WebRMS upgrade causing a loss of historical data.

In 1997, the City and County realized their law enforcement facilities were not adequate to meet the growing needs of both agencies.  Agreements were made and beginning in 2000, agencies started moving into the shared building.  City and County leadership realized further efficiencies could be gained by sharing services that both agencies needed.  This resulted in a shared Dispatch Center, shared Information Technology Department, shared Facility Management and shared Records Section.  In 2000, a shared Computer-Aided Dispatch System was purchased along with a shared Records Management System from Intergraph Public Safety Corporation (also called Hexagon). 

The Records Management System continues to be the central repository where all City Police, Coconino County Sheriff, Northern Arizona University Police, Williams Police, and Coconino Detention Facility reports are received, stored, and disseminated in both paper and electronic formats.  Many other local criminal justice agencies (i.e. City Court and Prosecutor, Adult Probation, Gang Intelligence and Team Enforcement Mission (GITEM) and the Bureau of Alcohol, Tobacco and Firearms) have immediate electronic access to the Records Management System.

Electronic information is entered into the Intergraph Public Safety Records Management System and hard copy documents can be electronically scanned and attached to allow both on and off-site criminal justice staff to view or reproduce reports from their local workstations.  Detailed electronic information is now available on over 2,014,025 calls for service, over 390,599 incident and crime reports, 272,973 vehicles, 203,954 arrests, and 161,550 jail bookings.

Over the years the system has been upgraded and expanded based on the needs of the agencies using it.  We have several additional modules and interfaces that have been created and purchased to allow information sharing.  For example some of these modules allow for on-line police reporting, call for service research, crime mapping, field report writing, critical event notifications, warrant checks, FBI crime reporting, along with many other modules to allow for data research.

In January 2015 an upgrade with Intergraph Corporation entitiled "I/LEADS Upgrade to Web RMS, CAGIS and BI Direct" was approved moving the shared Records Management System at the Law Enforcement Administrative Facility to a web based Records Management System.  The current project is in the implementation phase.  During the first few months of the implementation we discovered custom fields created by all five agencies would not transfer over to the new web-based product.  The custom fields were created to be more specific to our agencies and to allow us to track and gather necessary information to assist with creating a more transparent agency. 

There are 401 User Interface Customizations which have been created over the past 16 years.  Of those 401 custom fields, 194 custom fields are used by the Flagstaff Police Department.  The total cost for the data implementation to include the custom fields is $112,408.  The police department’s portion would be approximately $35,960.02.   These are custom fields to include: report routing fields, domestic violence fields, and gang related fields in the incident and arrest modules.
 

Software upgrades are crucial to all of our records system users in order to continue to expand our ability to document and track incidents and subjects across all local jurisdictions.  Five agencies (CCSO, CCDF, NAU, WMS PD, and FPD) currently use the Intergraph I/leads Records Management Software.  In January of 2015, the City Council approved the Web Based Records Management System (WebRMS) upgrade. The amendment allows us to implement the current custom modules all five agencies have created and continue to have access to our historical data to refer to when necessary. 

There are 401 User Interface Customizations which have been created over the past 16 years.  Of those 401 custom fields, 194 custom fields are used by the Flagstaff Police Department.  The total cost for the data implementation is $112,408.  The cost for the custom field data implementation is shared between five agencies.  The police department’s portion would be approximately $35,960.02.  Below is a cost breakdown for each agency for the custom fields data implementation:

FPD		$35,960.02
CCSO		$53,571.41
CCDF		$16,594.95
NAUPD		$4,661.04
WMSPD		$1,620.58
Total		$112,408.00

The Flagstaff Police Department values customer service and citizen trust. The custom fields were created specifically for our agencies.  The modules allow us to gather data and have the ability to analyze the data to allow leaders and the community to understand the current and past crime trends.

These custom fields allow us to meet the needs of our citizens, senior leadership and our own agency inquires for information.