Consideration and Approval of Contract: Cooperative purchase through State of Arizona cooperative contract #CTR062609 with MSS Business Transformation Advisory, Inc. for CAD/RMS Migration Consulting.
 

1. Approve a cooperative purchase through State of Arizona cooperative contract #CTR062609 with MSS Business Transformation Advisory, Inc. in the amount of $150,000, plus the current local tax rate; and
2. Authorize the City Manager to execute all necessary documents.

The City is preparing for the critical process of selecting a new Computer-Aided Dispatch (CAD) and Records Management System (RMS) vendor to support public safety operations. To ensure this selection process is thorough, transparent, and strategically aligned with the City’s long-term needs, staff recommends engaging MSS Business Transformation Advisory, Inc. (MSS) an Arizona-based consulting firm with a strong track record in organizational process improvement, technology evaluation, and public-sector project support. 
 

MSS will guide the City through business process mapping, requirements development, and vendor evaluation to ensure that stakeholders across police, fire, IT, Coconino County and Northern Arizona University are aligned on priorities and that the final vendor selected will provide a modern, reliable, and cost-effective solution. Their expertise will help the City avoid costly missteps, reduce implementation risks, and ensure that the chosen CAD/RMS platform supports both current operations and future growth. The City of Flagstaff has successfully partnered with MSS Business Transformation on the implementation of OpenGov Procurement/Contracts and RTA Fleet Management software, realizing significant value through streamlined processes, improved efficiency, and measurable success in daily operations.

Approval of this cooperative purchase will allow staff to move forward with a structured, expert-led approach to selecting a CAD/RMS vendor, laying the foundation for improved public safety service delivery and operational efficiency. 

Project Name: MSS Business Transformation Consulting for CAD/RMS Migration
Cost: $150,000
Account Number Budgeted: 001-01-014-0047-1-4231
FY Budgeted Amount: $150,000 of $2,250,000 of the FY2026 Application Modernization budget
Grant Funded: No
Funding Source: General Fund

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1. Approve the cooperative purchase by accepting the statement of work and the State of Arizona cooperative contract #CTR062609 documents; or
2. Do not approve the cooperative purchase and do not proceed with the consulting expertise for procuring the software.

The City of Flagstaff has relied on the Hexagon CAD/RMS system for the past 22 years. While it has supported core public safety operations during that time, the system has become a legacy platform that no longer meets the City’s operational and technical needs. Frequent technical issues require increasing amounts of IT staff intervention and create inefficiencies for end users in Police, Fire, and Dispatch. These challenges hinder performance, and limit the City’s ability to take advantage of modern technology that can enhance public safety services.

To address these challenges, the City must modernize its CAD/RMS platform with a solution that is reliable, user-friendly, and scalable for future needs. Engaging MSS Business Transformation will provide the City with expert guidance throughout this process. MSS specializes in business process mapping, requirements development, and vendor evaluation, ensuring that stakeholders’ needs are fully captured and that the City selects a vendor capable of delivering a modern, cost-effective, and sustainable CAD/RMS solution. Their involvement will reduce risk, improve decision-making, and position the City for a successful transition to a new platform. The City of Flagstaff partnered with MSS Business Transformation to implement OpenGov Procurement/Contracts and RTA Fleet Management software, achieving strong results and gaining substantial value through more efficient processes and improved operational outcomes.

The Procurement Section identified a cooperative purchase agency contract to utilize the purchase of MSS Business Transformation Consulting for CAD/RMS Migration. The State of Arizona conducted a fair and competitive open procurement process through a Request for Proposals. Purchasing staff reviewed the Cooperative purchase contract, contract #CTR062609, for MSS Business Transformation Consulting for CAD/RMS Migration, and determined the procurement was a fair and competitive process, and that the resulting cooperative purchase contract is applicable to this project.

High Performing Governance:

• Encourage public trust through transparency, accessibility and use of the City's public participation policy.
• Become an employer of choice and provide employees with the necessary tools, training and support.

Safe and Healthy Community:

• Enhance community engagement and strengthen relationships between the community and public safety services
• Provide public safety services with resources, staff, and training responsive to the community’s needs

Team Flagstaff Strategic Plan:

• Provide exceptional service.

Goal PF.3. Provide high-quality emer- gency response and public safety servic- es including law enforcement, fire, medi- cal, and ambulance transport service
 

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Application Modernization