REPORT TO THE CITY COUNCIL
October 23, 2014
FROM: JERRY DYER, Chief of Police
Police Department
BY: SHARON J. SHAFFER, Deputy Chief
Support & Special Services Division
SUBJECT
Title
Authorize the Chief of Police to renew a multi-year agreement with Hubb Systems, LLC (Data911) in the aggregate amount of approximately $855,000, with the option to extend for two additional years, for maintenance of law enforcement mobile computing hardware and software systems
Body
RECOMMENDATION
It is recommended that Council authorize the Chief of Police to renew an agreement, which has been reviewed and approved by the City Attorney's Office, and provides for the ongoing maintenance and support of existing Hubb Systems, LLC (Data911) computing hardware and software systems for fiscal years 2015-2017. Council approval would also allow the Chief of Police to extend this agreement for two consecutive 12-month periods based on acceptable contract performance by Data911.
EXECUTIVE SUMMARY
Data911 has been under contract with the Fresno Police Department for the past 17 years providing mobile computing capabilities for our agency. Data911 utilizes proprietary software to provide a wide range of software applications that allow for efficient and effective delivery of police services. Data911 software systems include Computer Aided Dispatch, Mobile Report Entry System, Automated Vehicle Locator System, and Mobile Data Systems (MDS). This renewal would allow the Police Department to continue utilizing this integral technology provided only by Data911.
The Data911 software system is instrumental in the collection of Crime View data which is used to direct resources and responses to crime throughout the City. Data911 will also be instrumental in relaying information to the Real Time Crime Center, which is designed to improve the department's response to emergency situations.
Council approval would authorize the Chief of Police to enter into a contract with Data911 for fiscal years 2015-2017. Once approved, the contract would be retroactive from July 1, 2014, and end June 30, 2017. After that, the Chief of Police and Data911 would have the option to renew for two consecutive 12-month periods on the same terms and conditions, except the annual fee will be subject to the mutual agreement of the parties.
BACKGROUND
The City and Data911 first entered into contract in December 1997 to purchase a Field Automation System (FAS) for the Fresno Police Department. The FAS system included integrated computer aided dispatch to allow the closest field unit to be dispatched to emergency calls for service; a mobile report writing platform to improve officer efficiency and move toward a paperless system; and an automated vehicle locator system that allows for a coordinated police response to emergency calls for service, while enhancing officer safety.
Data911 software systems are also currently used in providing information to the Department's Crime View Unit, providing the ability to track crime occurrences and emerging trends on a daily basis, allowing for effective deployment of police resources. In addition, the Department is currently establishing a Real Time Crime Center which will utilize systems including Data911 to provide officers immediate information when responding to emergency calls for service and potentially dangerous situations.
In December 2003, City Council approved an agreement between the Police Department and Data911 to provide software upgrades and MDS extended warranty service as part of the FAS contract. The agreement ended in September 2009. A subsequent contract was approved by the City Council in November 2010. This agreement concluded on June 30, 2014.
Annual Data911 maintenance and service costs have been reduced over time, in part due to lessened hardware needs. Under the City approved 2003 contract, annual payments over five years averaged $450,000 annually. The contract approved in November 2010 was reduced to approximately $268,000 per year.
The current agreement would maintain the current service level with Data911 at an annual cost of $285,000 through June 31, 2017.
ENVIRONMENTAL FINDINGS
Not applicable. This is an agreement for software maintenance and service.
LOCAL PREFERENCE
Local preference was not given. Data911 is proprietary licensed software not provided by a local firm.
FISCAL IMPACT
The Police Department will utilize revenue in their existing operating budget designated for the required contract. No additional General Fund Revenue is being requested for FY 2015 and contract costs under this multiyear agreement will similarly be included in the Police Department operating budgets for fiscal years 2016 and 2017.
SJS/rev 10/1/14
Attachments:
01.0 - Agreement - D911 - SES and MDS Extended Warranty - 2014-09-05
02.0 - Consolidated Exhibits