Report Prepared by: Marvin Dillsaver, Communications Supervisor, Police Department
Title
SUBJECT: Approval of Agreement with Tyler Technologies in the Amount of $32,000 for a Custom Interface to Securely Connect the Police Department and District Attorney’s Records Management Systems and Authorization for the Use of Pooled Cash for the Purchase Until Reimbursement from the County of Merced
REPORT IN BRIEF
Merced Police Department is requesting reimbursable funds to purchase a custom interface to connect the Merced Police Departments Records Management System with the Merced County District Attorney’s Office Records Management System.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving an increase to revenue account 001-1002-332-01-01 Police Operations Cost Recovery in the amount of $32,000 and appropriating the same to expenditure account 001-1002-522-17-00 Police Operations Professional Services; and,
B. Approving an Amendment with Tyler Technologies for Custom Software Interface; and,
C. Approving a Special Service Agreement with Merced County for cost recovery reimbursement; and,
D. Authorizing the use of pooled cash for the purchase of the custom interface until the City receives reimbursement funds from the County of Merced; and,
E. Authorizing the City Manager or Assistant City Manager to execute all necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by Staff; or,
2. Deny; or,
3. Refer back to staff for recommendation of specific items
AUTHORITY
City of Merced Charter Section 200.
CITY COUNCIL PRIORITIES
As provided for in the 2018-19 Adopted Budget
DISCUSSION
During fiscal year 2017/18, the Merced Police Department (MPD) was approached by the Merced County District Attorney’s Office (DA) with a specific request to interface their Karpel Records Management System (RMS) with the MPD’s Tyler Technologies Records Management System (RMS). The DA informed the MPD that they would fund the project for the interface because it would significantly assist them with their workload and their ability to process cases faster. This custom interface will electronically transfer case data securely between the RMS of the MPD and the RMS of the DA. All suspect, victim, and witness information associated to a case will be transferred automatically and the interface will notify the MPD of files that have been delivered.
The interface will save time for MPD staff because cases will not have to be hand delivered. Cases will be electronically sent to the DA. It will also assist the MPD and the DA in providing a faster and more efficient manner of exchanging confidential information.
The interface will need to be sold to the MPD as the custom interface will be written by Tyler Technologies, which is the MPD’s vendor for their RMS. The interface will be installed on servers at the MPD. Tyler Technologies has done this same type of interface for the Merced County Sheriff’s Office (SO) who also uses Tyler Technologies for their RMS. Due to the fact that the DA is not a Tyler customer, the City of Merced has entered into an agreement with the County of Merced to reimburse the City fully for the purchase price of the interface. It should be noted that this is a custom interface and it has no maintenance associated with it. The DA is aware of this and that they may need additional funding if something fails after an upgrade to the RMS at the MPD. Upgrades to the RMS are rare, and only done once or twice a year. The likelihood of something failing is minimal.
The MPD is requesting the use of pooled funds to purchase the interface. Once the interface has been paid for by the City of Merced, the County of Merced will reimburse the City for the funds spent.
IMPACT ON CITY RESOURCES
An increase in the amount of $32,000 to Police Operations Cost Recovery Revenue Account 001-1002-332-01-01 and appropriation of the same for expenditures to Police Operations Professional Services account 001-1002-522-17-00 is needed. The Department is requesting the use of pooled cash until the reimbursement of the purchase can be processed by Merced County.
ATTACHMENTS
1. Agreement
2. Quote from Tyler Technologies for Custom Interface