Computer-Aided Dispatch and Record Management System
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The document outlines the evaluation and negotiation process for acquiring a new computer-aided dispatch and records management system for the police department, as the current system, in use since 1990, struggles with technological limitations and minimal support. The goals include obtaining a functional and integrated public safety suite that leverages existing city investments and addresses departmental needs. After assessing vendor options, Tritech was selected due to its extensive public safety experience and solid implementation track record, with an anticipated full implementation timeline of 22-24 months following contract approval.
Computer-Aided Dispatch and Record Management System
- 1. Computer Aided Dispatch and Record Management System November 2015 Scott McCollum- Chief of Police
- 2. TriTech • Robert McGrath- Director of Sales, Southwest Region • Wes Amberboy- Account Executive College Station Contract Negotiations Team • Former Asst. Finance Director- Cheryl Turney • IT Director- Ben Roper • Senior Assistant City Attorney- Adam Falco • Risk Manager- Retha Youell • Contract Administrator- Michael Lucas Introductions
- 3. • The Police Department’s computer system is Enroute Public Safety System (formerly EAI then Geac) out of Tampa, Florida. • System was implemented in 1990 with an upgrade and system expansion in 2003. • Modules consist of: – Computer Aided Dispatch (Fire and Law) – Records Management (Law) – Mobile (Fire and Law) – Field Based Reporting (Law) Overview
- 4. • Ownership of the parent company has changed hands many times and system support has been minimal as of late. • Due to system’s limitations, other third party sub-systems and work around processes have been implemented to meet department’s growing needs. • Many of these sub-systems are not interfaced and remain disparate resulting in silos of information. • Technological advances have improved dramatically over this time, our current system has not. Overview (cont.)
- 5. • Current system uses a very dated and unconventional database making interfacing and enhancement difficult at best. • Parts of the system are very cumbersome and challenging to work with other commonly available technologies. • While the CAD module is dependable, there are no mapping capabilities for Dispatch or Mobile. • There are no built-in data analysis or analytical mapping capabilities in this information led policing age. • There are no built in reporting capabilities. Most all reports and analytics are accomplished through ad-hoc queries. Overview (cont.)
- 6. Project Goals • Acquire and successfully implement a single source, highly functional, intuitive, tightly integrated commercial off the shelf Public Safety Suite. • System must be built upon a sound high availability infra-structure with disaster recovery provisions. • System must leverage utilization of City’s investment in ESRI GIS software • System must address the functional needs of the department now and provide for a solid foundation to build upon in the future. • The vendor must provide project management, business analyst consultation, implementation services, data conversion, training, go- live support, and ongoing maintenance support.
- 7. Needs Analysis Process • Our first step in our acquisition process was to clearly identify Police and Fire functional needs. • Due to the ever changing landscape and complexity of information technology, we felt it was prudent to hire a consultant to assist in developing our functional needs, develop an RFP and assist with contract negotiations. • DeltaWRX of California was selected as our consultant in April, 2013. – Interviewed over 120 department employees from all components of the Police and Fire Department to discuss the functional needs of all aspects of the department. – Developed a functional need document – Developed an RFP
- 8. RFP Phase Once the needs analysis process was completed, DeltaWRX assisted us in the creation of a detailed RFP to include the following components: • Computer Aided Dispatch • Mapping • Mobile Data • Automatic Vehicle Location (AVL) • Law Enforcement Records Management • Evidence Management • Field Based Reporting • Jail Management • Interfaces and Integration • Reporting and Analytics • Dashboarding • Public Informational and Reporting Portal
- 9. Evaluation of RFP Responses • Infor • LOGISYS • New World • Southern Software • Spillman • Tiburon • TriTech • Vendor Experience • Contract Compliance • Hardware Design and System Architecture Approach and Security • Application Software and Integration • System Testing and Acceptance • Implementation and Project Management • Training and Documentation • Customer Service • Warranty and Maintenance Project Evaluation Team Members considered the following criteria:
- 10. Vendor Selection After evaluation, three top vendors were identified New World, Spillman and TriTech Vendors then provided demonstration sessions of their software. These demos were attended by the project evaluation team and members of other agencies. Following each demo, the project evaluation team members met to discuss pros and cons of each proposed solution. Reference Checks were then conducted on the top two candidates.
- 11. TriTech • Extensive History in Public Safety • 20 years of success • Exclusively focused on Public Safety • Solid Project Management • Solid Implementation Process • Privately held, financially sound. • 2500 clients, 7 countries • Experience with Texas Agencies • Solid top level partners in the industry • Once selected, the City went back to TriTech for a Best and Final Offer. Were able to significantly refine pricing without a loss to functionality.
- 12. TriTech Texas Clients • City of Austin/Travis County • City of Dallas • Fort Worth Police Department • Dallas/Fort Worth International Airport • San Antonio, Schertz, Bexar County Other Clients • Alexandria, Virginia- Police and Fire • Bay Area Rapid Transit- Oakland, California • Orange County Fire, Orange County California
- 13. Core Modules • Computer Aided Dispatch • Mobile Data • Mapping • Law Enforcement Records Management • Evidence Management • Field Based Reporting • Jail Management • Interfaces and Integration • Dashboarding • Analytics • Public Informational and Reporting Portal
- 14. Interfaces Project’s Standard Interfaces • ANI/ALI Interface • CAD to External System Incident Data Transfer Interface One • Alpha Numeric Paging Interface • CAD to 3rd Party CAD Advanced Interface • CopLogic/RMS Interface Custom Interfaces to be Developed by TriTech • Booking to Morpho Trust LiveScan • Laserfiche link with RMS • RMS Electronic Signature Capture for Property & Evidence • Inform Jail Electronic Signature Capture • Brazos Technology Unidirectional eCitation Import • Omega Interface • NCIC/State Message Switch
- 15. Contract Negotiations Very lengthy and extensive line by line review process. Some significant delay due to MUNIS implementation. Necessary to ensure highest level of value without any loss of functionality and to ensure highest level of protection of the City. • Obtained preferred client discount pricing with intent to become the first fully integrated TriTech suite agency in Texas. • Refined interface requirements • Refined implementation plan • Refined licensing scheme Much thanks to Cheryl Turney, Ben Roper, Adam Falco, Retha Youell, Michael Lucas and the TriTech team for tenaciously working through issues to find common ground and ultimately the best solution for the City of College Station.
- 16. Anticipated Implementation Timeline Should the contract be approved by you tonight. We would anticipated a kickoff implementation meeting in January due to upcoming holidays. We anticipate implementing CAD and Mobile first then Records Management and Evidence. All other modules would be subsequently implemented. Anticipated time for full implementation is 22-24 months.