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Home My WebLink AboutE-20 Staff Report - Spillman Modules Touch, Mobile Arrest and Brazos CONSENT ITEM E-20 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: MIKE BERTELSEN, CHIEF OF POLICE DATE: MAY 18, 2020 SUBJECT: APPROVE PURCHASE OF MOTOROLA SOFTWARE MODULES: SPILLMAN TOUCH, MOBILE ARREST FORM, AND BRAZOS INTERFACE BACKGROUND The police department currently utilizes public safety software through Motorola. There are three modules within the public safety software platform that would enhance the department’s functionality and they were budgeted for by the police department. The total cost for the three modules is $42,710.03. It is recommended the City Council approve this purchase to further the mission of utilizing police technology to benefit the city. RECOMMENDATION(S): Staff recommends the City Council take the following actions: 1. Waive the competitive bidding process as authorized under Azusa Municipal Code Section AMC 2-517(a)(22), which provides exceptions for the competitive bid and RFP processes under the following exception: Specialized computer software and hardware. 2. Approve a purchase agreement with Motorola Solutions for the acquisition of the Spillman Touch software module. 3. Approve a purchase agreement with Motorola Solutions for the acquisition of the Brazos XML Interface module. APPROVED CITY COUNCIL 5/18/2020 4. Approve a purchase agreement with Motorola Solutions for the acquisition of the Spillman Mobile Arrest Form module. ANALYSIS: While all three of the modules are Motorola products, they perform different functions within the software suite. a) The Spillman Touch module is an interface of our police software which will allow the public safety software to be accessed via external devices like tablets and smart phones. It would allow for command staff to be fully aware of the details on active incidents from remote locations at all times. It minimizes the need to call into the station regarding the event as they can see it in real time themselves. This alleviates some of the burden on patrol and dispatch personnel who are actively working the event. The interface could also be available to other divisions in the police department like the Detective Bureau. With a tool like this the detectives would be able to access previous history at locations, previous call data, etc… while out in the field on active investigations. b) The Brazos XML interface will allow the electronic ticket writers to communicate directly with the Spillman public safety software at the end of an officer’s shift. Currently, when an officer writes a ticket, a records specialist must manually enter the data into the system and process the data to send to court. Moving to an electronic submission system will streamline and minimize the workload of the records specialists and has been shown to improve data accuracy as it minimizes the transfer of data and provides a direct route. The interface will also minimize the ticket processing time and expedite transmission to the court system. c) The Spillman Mobile Arrest Form is a new component of the police software system which will simplify the data entry process for officers while working in the field. It allows for them to streamline their entries and has been shown to improve data accuracy as it minimizes the transfer of data from the jail screen and provides a direct route. The form was also created to assist with the required transition to the FBI's National Incident-Based Reporting System (NIBRS) set for January 1, 2021. The Motorola modules will be purchased from Motorola Solutions, Inc. The Azusa Police Department has utilized the Motorola Flex CAD/RMS software system for the past five years as the primary police software. The acquisition of these specific modules from Motorola allows for greater efficiency and operability of the systems by the police department which qualifies this for a sole source purchase. FISCAL IMPACT: The Motorola modules were included and approved in the FY 2019/20 Police Department budget in the following amounts: 1. Funds for the purchase of the Motorola Solutions Spillman Touch module total $15,690 and will be paid from General Fund account #10209410007143. 2. Funds for the purchase of the Motorola Solutions Spillman Mobile Arrest Form module total $14,638.21 and will be paid from General Fund account #10209410007143. 3. Funds for the purchase of the Brazos XML Interface module total $12,381.82 and will be paid from General Fund account #10209410007143. Prepared by: Reviewed and Approved: Tamara Patlogar Sergio Gonzalez Administrative Services Manager City Manager Reviewed and Approved: Mike Bertelsen Chief of Police Attachments: 1. Quotes and Purchase Addendum Quote and Purchase Addendum Quoted Date: February 14, 2020 Quote Number: 200215 Quote Expiration: May 14, 2020 Prepared By: Tally Gochis Services Included  First-year Maintenance – For the specific module(s) listed in this document, all upgrades and live phone support services are included for the entire first year.  Project Management and Installation – Motorola Solutions will assign a Flex Project Manager as the agency’s single point of contact. This individual will coordinate Motorola's expert installation and training staff as needed to ensure a smooth upgrade transition. Included in Quote Spillman Touch Package Quote $15,690.00 Future Maintenance  Future maintenance is estimated for your planning purposes and is not included in this purchase.  2nd-year maintenance will begin 12 months from production implementation. 2nd-year Maintenance Total: $2,145.31 The Customer’s signature below constitutes its agreement to purchase the licenses, products and/or services according to the terms quoted by Motorola Solutions within this document. This document shall serve as an addendum to the Purchase Agreement previously entered into between the Customer and Spillman Technologies. The terms and conditions of the Purchase Agreement, as well as the related License Agreement and Support Agreement, shall apply to the items quoted herein. Azusa Police Department Customer Name Authorized Signature Date Print Name and Title Quote and Purchase Addendum Quoted Date: February 14, 2020 Quote Number: 200214 Quote Expiration: May 14, 2020 Prepared By: Tally Gochis Services Included  First-year Maintenance – For the specific module(s) listed in this document, all upgrades and live phone support services are included for the entire first year.  Project Management and Installation – Motorola Solutions will assign a Flex Project Manager as the agency’s single point of contact. This individual will coordinate Motorola's expert installation and training staff as needed to ensure a smooth upgrade transition. Included in Quote Mobile Arrest Form Package Quote $14,638.21 Future Maintenance  Future maintenance is estimated for your planning purposes and is not included in this purchase.  2nd-year maintenance will begin 12 months from production implementation. 2nd-year Maintenance Total: $1,661.34 The Customer’s signature below constitutes its agreement to purchase the licenses, products and/or services according to the terms quoted by Motorola Solutions within this document. This document shall serve as an addendum to the Purchase Agreement previously entered into between the Customer and Spillman Technologies. The terms and conditions of the Purchase Agreement, as well as the related License Agreement and Support Agreement, shall apply to the items quoted herein. Azusa Police Department Customer Name Authorized Signature Date Print Name and Title Quote and Purchase Addendum Quoted Date: February 14, 2020 Quote Number: 190214 Quote Expiration: May 14, 2020 Prepared By: Tally Gochis Services Included  First-year Maintenance – For the specific module(s) listed in this document, all upgrades and live phone support services are included for the entire first year.  Project Management and Installation – Motorola Solutions will assign a Flex Project Manager as the agency’s single point of contact. This individual will coordinate Motorola's expert installation and training staff as needed to ensure a smooth upgrade transition. Included in Quote Brazos XML Interface Package Quote $12,381.82 Future Maintenance  Future maintenance is estimated for your planning purposes and is not included in this purchase.  2nd-year maintenance will begin 12 months from production implementation. 2nd-year Maintenance Total: $2,215.12 The Customer’s signature below constitutes its agreement to purchase the licenses, products and/or services according to the terms quoted by Motorola Solutions within this document. This document shall serve as an addendum to the Purchase Agreement previously entered into between the Customer and Spillman Technologies. The terms and conditions of the Purchase Agreement, as well as the related License Agreement and Support Agreement, shall apply to the items quoted herein. Azusa Police Department Customer Name Authorized Signature Date Print Name and Title