To: Honorable Mayor and Members of City Council
From: Robert Plummer, Police Chief
Prepared By: Imelda Preciado, Police Records Bureau Administrator
TITLE:
Title
Law Enforcement Records Management Software, Licensing and Services
LABEL
RECOMMENDED ACTION:
Recommendation
Authorize the City Manager, on behalf of the City, to execute an agreement with Mark43 to implement a Records Management System (RMS) to replace the current I/LEADS Records Management System and provide ongoing Software as a Service (SaaS). The agreement will have an initial term of six years for a total cost of $1,574,400, which will allow the City to comply with federal requirements to transition to the National Incident-Based Reporting System (NIBRS) by January 1, 2021.
Body
DISCUSSION:
BACKGROUND
The current Police Department Law Enforcement Records Management System (Hexagon I/LEADS RMS), which also supports the Napa County Sheriff’s Office, became operational in August 2006. The Napa Police Department was notified on December 11, 2013 that Microsoft planned to discontinue support for Visual FoxPro, which is the software programming language used to develop the I/LEADS Records Management System Software. Microsoft continued to provide support for Visual FoxPro until January 13, 2015. In 2016, Hexagon announced that I/LEADS would no longer be enhanced or further developed. I/LEADS customers were offered the solution to migrate to the Hexagon WebRMS Records Management System, which is equivalent in time and expense to a new RMS implementation.
Additionally, the Federal Bureau of Investigations (FBI) formally announced in 2016 its intention to implement the National Incident-Based Reporting System (NIBRS) by January 1, 2021 to replace the Summary Reporting System (SRS) of the Uniform Crime Reporting (UCR) Program. In its current configuration, I/LEADS does not have the ability to collect and report the required NIBRS data.
In September 2018, the Napa Police Department received a federal grant awarded by the Bureau of Justice Statistics’ (BJS) National Crime Statistics Exchange (NCS-X) program, an effort aimed at consistently generating nationally representative, incident-based data on crimes reported to law enforcement agencies. Napa’s grant, in the amount of $1,008,000, is designated for the procurement and implementation cost of a new RMS for the City and County certified to meet the FBI’s NIBRS requirements. The grant is also intended to compensate for consultant expenses to assist in the acquisition and implementation of the new RMS.
Grant funds for the UCR to NIBRS transition project will assist the Police and Sheriff’s Departments in seamlessly transitioning from the summary reporting system of the UCR program to NIBRS with a new RMS that is NIBRS compliant. Implementation of a new RMS is required to meet new State (CIBRS) and Federal (NIBRS) reporting requirements that become effective January 1, 2021.
SELECTION
The Police Department contracted with DELTAWRX Management Consultants to assist with a needs assessment; develop a request for proposals; assist in the evaluation and selection process; and lead contract negotiations for a new RMS. Upon the needs assessment completion, the Police Department released an RFP for a new RMS system in June of 2019. Six proposals were received, comprehensively reviewed, and evaluated by a selection committee from the Napa Police Department and Napa Sheriff’s Office.
In November 2019, two vendor firms identified as finalists were invited to Napa to present their team; provide an overview of their proposal; and demonstrate their proposed solutions. The demonstrations were attended by members of the RFP selection committee and subject matter experts. Subsequent to demonstrations, site visits of existing RMS customers of each vendor commenced at the following locations: Hawthorne Police Department, Oxnard Police Department, Seattle Police Department, King County Sheriff’s Department, Renton Police Department, and Richmond Police Department. The site visits provided favorable feedback for Mark43, and at the conclusion of the evaluation in December 2019, the RMS selection committee unanimously recommended Mark43 as the best-suited RMS public safety software for both the Napa Police Department and the Napa Sheriff’s Department.
Mark43 is a New York-based company with a local office in El Segundo, California. The proposed project manager is based at the Mark43 office in Southern California. Mark43 was founded in 2012 and is a relatively new company within the public safety software marketplace, providing some of the most contemporary records management technology available. Mark43’s RMS is a cloud-based subscription service, also known as Software as a Service (SaaS), that is scalable and configurable for each participating agency. Mark43 provides 24/7 technical support plus continuous application monitoring and tuning. Enhancements and upgrades to the system will be provided at no additional cost to the City and can be easily implemented with minimal Napa staff resources. With the SaaS approach, the City of Napa will not have the burden of maintaining the hardware and software necessary to operate the RMS. Additional staff resources will not be required to support the new system and existing resources can be leveraged to support other systems. During the site visits, agency support personnel and end-users indicated that the Mark43 software is well supported by the vendor and easy to use. Mark43 demonstrated that the application functions deemed essential by the RFP are currently operational in their product.
AGREEMENT
Under the agreement, Mark43 will provide the following services to configure and deploy their software to support the City and County’s law enforcement needs:
§ Prepare a SaaS cloud tenant for Napa to support configuration
§ Train Napa in configuration of the system to support law enforcement operations
§ Provide scripts for user acceptance testing
§ Convert and import existing RMS data into the Mark43 system
§ Train City and County trainers and administrative personnel
§ Support cutover of Napa to the Mark43 RMS
§ Maintain the RMS throughout the term of the agreement
The initial term of the agreement is six years with a total cost of $1,574,400. After the initial six years, the City may renew the agreement for an additional five years. The annual fees during the renewal term would be $154,464 per year, increased by the lesser of three percent (3%) or the percentage increase in the trailing twelve (12) month average San Francisco Bay Area Consumer Price Index.
FINANCIAL IMPACTS:
Mark43’s first year implementation cost of $802,080 will be paid entirely by the NCS-X grant funds. Subscription costs for the RMS will be $154,464 per year for years two through six of the agreement, to be included in the NPD operating budget. A portion of the annual subscription costs will be offset by the fees paid by the Napa County Sheriff’s Office for the dispatching services provided by the City.
CEQA:
The Police Chief has determined that the Recommended Action described in this Staff report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060 (c).
DOCUMENTS ATTACHED:
ATCH 1 - Mark43 Software License and Services Agreement
ATCH 2 - Mark43 Implementation Statement of Work
NOTIFICATION:
None.