Consideration and Approval of Contract: Cooperative Purchase contract with Insight Public Sector, Inc., in the amount of $50,959.45 for SPIDR Tech victim notification software.

1. Approve the Cooperative Purchase Contract with Insight Public Sector, Inc., in the amount of $50,959.45 for the SPIDR Tech victim notification software; and
2. Authorize the City Manager to execute all necessary documents.

SPIDR Tech is a software program that works directly with the Computer Aided Dispatch (CAD) system and the Records Management System (RMS) to provide victims of crime automatic updates pertaining to their case. It starts at the creation of the call by sending a text message to the caller with the event number, it will update them throughout the call with the responding officers name and contact information, if there is a delay due to priority calls it will send the caller a notification advising of the delay. If a case is referred to detectives it will update the caller with the detective’s name and contact information. When the case is closed it will send the caller a survey asking for feedback on how their experience was with the Flagstaff Police Department (FPD). SPIDR Tech is completely customizable so it can fit the needs of the FPD. It provides better customer service by providing up to date information to the caller about their case. It will also reduce administrative call volume into the Emergency Communications Center from customers needing to follow up on their cases. The budget team has approved the cost of the software however it is reimbursable through a state grant that can be applied for once the program is implemented.

The cost of the software was approved in FY 2023-24 Budget and is fully reimbursable by a state grant once implementation is complete. This software purchase was budgeted for in the Flagstaff Police Department budget in account 001-04-061-0224-2-4231.

Priority Based Budget Key Community Priorities and Objectives
Carbon Neutrality Plan
Regional Plan

No.

1. Approve the Cooperative Purchase Contract with Insight Public Sector, Inc. for the SPIDR Tech victim notification software in the amount of $50,959.45 which will be reimbursed by a state grant; or  
2. Reject the Cooperative Purchase Contract with Insight Public Sector, Inc. in the amount of $50,959.45. This option is not recommended by staff as there is a significant benefit to communicating with the public and reducing non-emergency call volume in Emergency Communications Center.

The Emergency Communications Center (ECC) is the Primary Service Answering Point (PSAP) for Northern Arizona. The ECC answers approximately 280,000 emergency and non-emergency calls each year. Many of the non-emergency calls for service are for customers wanting updates on their case or needing to know the officer that responded. Implementing the SPIDR Tech software will reduce the number of the administrative calls because it keeps the customer updated as their case progresses. We would be providing a better customer service experience because the customer will know which officer is in charge of their case and how to contact them with follow up questions. The communication process is completed when the customer receives a feedback survey that we can use to improve our customer service.  

The Purchasing section has reviewed the competitively solicited cooperative purchase options available and confirmed that the Cobb County Purchasing Department conducted a competitive and open procurement process to establish a national cooperative contract with OMNIA Partners, through Request for Proposal Solicitation No. 23-6692 that resulted in Contract No. 23-6692-03 with Insight Public Sector, Inc. The cooperative purchase contract has been verified as valid and appropriate for the purchase of the specified equipment and software and presents the best value to the City.

• SPIDR Tech is fully customizable to fit the needs of the Flagstaff community and the FPD.
• The cost is reimbursable by a state grant once it is implemented.
• The software automatically notifies the victim any time there is a change in their case.
• Reduces the amount of administrative calls coming into the Emergency Communications Center.

The Emergency Communications Center (ECC) values providing exceptional customer service to community members. The purchase of SPIDR Tech allows us another way we can communicate with the community and receive feedback from them. 

The survey that SPIDR Tech provides as part of their victim notification software allows the community to give positive or negative feedback to the FFD.