Agenda Date: 12/18/2018
Subject:
Title
An ordinance on second reading approving an agreement with TriTech Software Systems for the purchase and use of a police consolidated Records Management System (RMS)
Body
|
Presented By: |
Doug Stephens, Chief of Police |
REQUESTED COUNCIL ACTION:
Does city council support an agreement with TriTech Software Systems for the purchase and use of a police consolidated Records Management System (RMS)?
BACKGROUND:
The Littleton Police Department (LPD) has utilized its own Logisys RMS system since 1999. This is a stand-alone system accessible only by LPD personnel. It has reached the end of its life and needs to be replaced.
Arapahoe County purchased a new TriTech RMS system in 2017 designed to allow multiple law enforcement agencies in Arapahoe County to share a single RMS. Littleton, Greenwood Village, Englewood, Cherry Hills Village, and Sheridan all wish to join Arapahoe County as a regional consolidated RMS project similar to the regional consolidated Computer Aided Dispatch (CAD) system completed in 2018.
PRIOR ACTIONS OR DISCUSSIONS:
In 2017, the City of Littleton entered into an agreement with Arapahoe County for LPD’s participation in a consolidated CAD system. The consolidated CAD greatly improved inter-jurisdictional communications and efficiencies between the partnering police agencies in the county. Inclusion in the consolidated CAD project saved significant expense for the city compared to a stand-alone CAD system. TriTech Software Systems is the provider of the consolidated CAD system.
This ordinance passed on first reading on December 4, 2018.
STAFF ANALYSIS:
Accurate and timely records management is vital to the operations of the LPD and the city. Police records are legal documents subject to external review by the courts, media, and the public. Proper management of these records increases department efficiency and reduces civil liability. Police records are utilized by the municipal court system on a daily basis and the new RMS will improve efficiencies in the transfer of data from the LPD to the courts.
The current police RMS is nearly 20 years old and has reached its end of life. The LPD began researching stand-alone RMS options two years ago since no opportunity for a regional consolidated RMS existed at that time. With the recent acquisition of a new TriTech consolidated CAD system, the LPD greatly increased communications effectiveness and interoperability with neighboring police agencies. With the success of the consolidated CAD project, the executive management team began looking at the opportunity to build a regional consolidated RMS.
Arapahoe County purchased a TriTech RMS which has the capacity to serve as a “hub” for a regional consolidated RMS for multiple law enforcement agencies. The consolidated RMS allows agencies access to the records of all other participating agencies on a real-time basis. This provides greater efficiency through enhanced data sharing between agencies who may be investigating the same types of criminal activity and/or individuals. A consolidated RMS also saves significant costs due to shared costs among agencies.
LPD is participating in a consolidated CAD system provided by TriTech. The same agencies utilizing the consolidated CAD will also be joining the consolidated RMS. By utilizing TriTech for both CAD and RMS, these agencies can seamlessly share data related to dispatch and criminal justice records. Utilizing regional consolidated RMS and CAD systems allows the LPD to partner with Arapahoe County, Englewood, Sheridan, Cherry Hills Village, and Greenwood Village to greatly increase efficacy, while at the same time reducing costs.
OPTIONS/ALTERNATIVES:
Do not approve an agreement with TriTech Software Systems to purchase and use a police RMS as part of a regional consolidated project and instead purchase a stand-alone RMS (see fiscal impacts).
FISCAL IMPACTS:
The proposed project agreement is budgeted at $500,000 and funds have been allocated as part of the 2019 budget approved by council.
There is an approximate savings of $360,000 by approving this agreement over the purchase of a stand-alone RMS. This is due to the cost-sharing among participating agencies of major system components.
STAFF RECOMMENDATION:
Staff recommends council approve the agreement with TriTech Software Systems for the purchase and use of a police consolidated Records Management System.
PROPOSED MOTION:
Proposed Motion
I move to approve on second reading the ordinance approving an agreement with TriTech Software Systems for the purchase and use of a police consolidated Records Management System.