Consideration and Approval of Sole Source Purchase:  Consideration and approval to purchase an upgrade to the Police Department’s Public Safety Computer Automated Records System, to a WEB based Records Management System and Services through Intergraph Corporation, in the amount of $500,000 plus applicable taxes.  Funding of this request will come through the FY2016/17 budget process.   (THIS REQUEST IS TIME SENSITIVE DUE TO A JANUARY 31, 2015 DEADLINE BY THE VENDOR, SAVING THE CITY SUBSTANTIAL MONEY)

The Intergraph Corporation who is the vendor for the shared Records Management System at the Law Enforcement Administrative Facility is migrating all its customers to a web based Records Management System.  Our current Intergraph Records Management System which we have used for over 12 years will no longer be supported at the end of 2017.  Intergraph is offering a discount price of $500,000 for those agencies who commit to purchasing the upgrade.  To lock in the discount price we have to commit to the purchase by January 31, 2015. Intergraph expects the price tag to be closer to $700,000 for those agencies who wait to purchase the upgrade at a later time. 

Approval of the upgrade agreement with Intergraph Public Safety will allow the City to obtain implementation services, project management and training along with the upgrade.  The vendor is a sole source provider in that they can transfer our existing records system client data into the new web based system and all of our current interfaces and other programs will be supported as well.  Our Computer Aided Dispatch System is also an Intergraph product allowing for smooth transfer of call for service data between the systems. 

Subsidiary Decisions Points: Software upgrades are crucial to all of our records system users in order to continue to document and track incidents and subjects across all local jurisdictions, and provide intelligence reports to help prevent crime. 

The Police Department pays for system upgrades and maintenance as outlined by previous intergovernmental agreements.  The City bills out partner agencies for reimbursement.  By approving this agreement and purchase the City locks in the price at $500,000. The bill out of the $500,000 is based on the number of user seats per agency using the system.  This is an unbudgeted request and will need future funding.  The Police Department will request half of the funds ($250,000) for the upgrade as one time request in FY 2016, and the other half in FY 2017 ($250,000).

1. Williams  PD will pay 4.93% or ($24,401)
2. NAU will pay 10.56%f cost ($52,289)
3. CCSO will pay 27.11% or ($134,208)
4. City of Flagstaff will pay 57.39% or ($284,102)

Effective governance: Our Records Management System stores and retrieves information on incidents, arrests, warrants, property, case management, field interviews, traffic stops, citations, and many other types of information required to manage a public safety agency.  Through Interfaces, it allows the public to purchase police reports on line.

The Council approved the last upgrade agreement with Intergraph dated July 5th, 2011 in the amount of $121,355.

Should the upgrade agreement not be approved, the current Records Management System will no longer be supported and its useful life will likely end in December of 2017.

Changing to another computer vendor would be twice as costly as the upgrade amount due to the initial purchase price, purchasing new interfaces and converting our existing data to a new system.  Additionally there is no guarantee that our Intergraph Computer Aided Dispatch System and the Intergraph Jail Management System will be able to integrate with records systems from other vendors. 

In 1997, the City and County realized that 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.  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 purchased to allow information sharing.  For examples 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,  etc..

Traditionally, we would complete an upgrade on one of our two main systems, Records Management or Computer Aided Dispatch, every year.  In recent years we have skipped upgrades to help defer costs.  Our last upgrade to our records system was completed in 2011.

Software upgrades are crucial to all of our records system users in order that we can continue to expand our ability to document and track incidents and subjects across all local jurisdictions.  This upgrade will allow us to continue to meet a state mandate of Uniform Crime Reporting.  Many enhancements, “fixes” and additions to the system are only available with the most recent upgrade.  
 
Our Records Management System stores and retrieves information on incidents, arrests, warrants, property, case management, field interviews, and many other types of information required to manage a public safety agency. Additionally, officers in the field are able to use Intergraph’s Field Reporting program that allows them to access Intergraph’s Records Management software, report incidents, and accidents and transfer queries and responses using wireless technology. This promotes more efficient use of time by enabling officers to complete reporting tasks in the field instead of at the station. They can open and work on multiple reports at the same time, while maintaining data integrity and reducing reporting errors.

We realize this upgrade puts an enormous financial burden on the City, and we have requested to break the expense between fiscal year 2016 and fiscal year 2017, at $250,000 per year. We will formally request this funding during the budget process this year.  

The Police Department pays for the Records Management System upgrade as outlined in an Intergovernmental Agreement, and then bills out partner agencies.  The bill out of the $500,000 is based on the number of user seats per agency.

1. Williams  PD will pay 4.93% or ($24,401).
2. NAU will pay 10.56%f cost ($52,289).
3. CCSO will pay 27.11% or ($134,208).
4. City of Flagstaff will pay 57.39% or ($284,102).

Through the use of our combined Records Management System we are able to share data across agencies.  This  allows us to easily identify repeat offenders, hot spots of criminal activity and areas of concern to officers of all agencies.  The data and reports generated help us identify dangerous intersections and high crime areas so we can allocate more resources into those areas and help prevent crime and loss of life.  

Officers in the field type their police reports on their Mobile Data Computers in their cars.  Through interfaces these reports are uploaded wirelessly into our Records Management System and then disseminated electronically to the courts and prosecutors as needed.  Co-location of these types of services increases cost efficiencies for all agencies involved.  

Having a quality Records Management System is integral to providing good customer service to the citizens of Flagstaff and Coconino County.  We use statistical reports and graphs to inform the community of crime trends and rely on this data for our Compstat initiative.  The public can run their own reports as well as request and pay for police reports on-line.

The Intergraph Corporation is upgrading their records system to a web based platform.  They are allowing their customers to purchase the upgrade for the discounted price of approximately $500,000, if the City and partner agencies commit to the purchase by January 31, 2015.  It is the wish of our partner agencies to stay with the Intergraph due to the quality of product, ease of integration with our other systems, and interfaces with outside programs/agencies.  If we do not commit to purchase now and try to purchase later it is expected that the price will be closer to $700,000.

Few other systems allow for multiple agencies to share one system and the transfer of our existing data to a new vendor would be very costly. If all agencies purchased their own system this would be a larger financial burden on all agencies and would require further cost expenditure to be able to integrate a program to search the surrounding agencies records data.