Agenda Date: 01/15/2019
Subject:
Title
A resolution to approve an Intergovernmental Agreement with Arapahoe County for participation in a combined Records Management System
Body
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Presented By: |
Doug Stephens, Chief of Police |
REQUESTED COUNCIL ACTION:
Does city council support an Intergovernmental Agreement (IGA) between Arapahoe County and the Littleton Police Department (LPD) regarding the acquisition and use of a combined Records Management System (RMS)?
BACKGROUND:
The LPD has utilized its stand-alone RMS since 1999. This RMS is accessible only by LPD personnel, with some limited access to Littleton Municipal Courts. The system has reached the end of its effective life and LPD staff has been planning to replace it.
Arapahoe County purchased a new RMS in 2017, designed to allow multiple law enforcement agencies to share their data by using a single “combined” system. This RMS is similar to the consolidated Computer Aided Dispatch (CAD) system currently used by the Arapahoe County Sheriff’s Department (ACSO); and the Littleton, Englewood, Sheridan, Cherry Hills, and Greenwood Village Police Departments.
This RMS is the final component in a regional CAD/RMS system which allows the LPD to share dispatch and records data with neighboring law enforcement agencies.
PRIOR ACTIONS OR DISCUSSIONS:
On July 20, 2017, council approved Resolution 22-2017 approving an IGA with Arapahoe County for participation in a consolidated CAD system for the LPD.
On December 18, 2018, council approved on second reading, Ordinance 49-2018 approving a contract with TriTech Software Systems for the purchase and maintenance of LPD’s components for the combined RMS.
STAFF ANALYSIS:
The ability to share investigative and criminal justice records with neighboring law enforcement agencies is vital to the effective and efficient operations of the LPD. Currently, LPD personnel can access only internal records when conducting field operations or criminal investigations. Participating in a combined RMS will allow LPD personnel to access the records of ACSO; and the Englewood, Greenwood Village, Sheridan, and Cherry Hills Police Departments.
The current 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 combined RMS existed. With the recent acquisition and implementation of a new consolidated CAD system, the LPD greatly increased effectiveness and interoperability with neighboring police agencies. With the success of the CAD project, the executive team looked at the opportunity to build a regional combined RMS.
Arapahoe County purchased an RMS which can serve as a “hub” for a regional RMS for multiple agencies. The combined 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 combined RMS also saves significant cost due to shared costs among agencies.
FISCAL IMPACTS:
There is no additional fiscal impact as a result of this IGA.
The funding for the purchase of the RMS ($500,000) has been approved by council and vendor contracts have been executed as of 12/18/2018.
Attachment A of the proposed IGA addresses individual agency cost allocations for server and software maintenance. The 2019 LPD costs are included in the original project budget approved by council. Recurring software maintenance fees are included as part of LPD’s annual budget each year.
STAFF RECOMMENDATION:
Staff recommends council approve the resolution approving the IGA with Arapahoe County for LPD’s participation in the combined RMS.
PROPOSED MOTION:
Proposed Motion
I move to approve the resolution approving an Intergovernmental Agreement with Arapahoe County for participation in the Arapahoe County Combined Records Management System.