Report Prepared by: Marvin Dillsaver, Communications Supervisor, Merced Police Department
Title
SUBJECT: Approval of Amendment to Agreement with Tyler Technologies for the Purchase of the Citizen Reporting Interface Software Module and Attendant Maintenance Agreement and Purchase of Subscription Services for an Online Citizen Reporting System Through LexisNexis for an Amount Not to Exceed $20,099
REPORT IN BRIEF
Approves an amendment to the City’s existing agreement with Tyler Technologies for the purchase of a new software module, which will include increasing the module’s maintenance to the existing maintenance agreement with Tyler Technologies and; also approves a subscription service with LexisNexis for the Desk Officer Reporting System which will allow crime reports, tips and other documents to be filed with the Merced Police Department online.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a 6th Amendment to the original contract with Tyler Technologies for the purchase of a new software module to the existing public safety software package from Tyler Technologies; and,
B. Approving a Software Subscription Agreement with LexisNexis; and,
C. Approving Law Enforcement Agreement with LexisNexis; and,
D. Authorizing the City Manager or the Assistant City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Refer back to staff for reconsideration of specific items as requested by Council; or,
3. Take no action.
AUTHORITY
Charter of the City of Merced, Section 200 et seq.
Chapter 3.04, Section 3.14.110B, of the Merced Municipal Code requiring council approval for contracts involving professional services exceeding $30,000 dollars.
CITY COUNCIL PRIORITIES
Enhance the efficiency and productivity of public safety staff by using technology to operate in a more resourceful manner.
DISCUSSION
The Police Department would like to purchase additional Tyler Technology software and subscription services to allow for additional opportunities for the community to file reports. This additional module will allow an automated connection between the LexisNexis online reporting secured hosted software subscription. The LexisNexis software subscription will allow for the Police Department to allow additional community members the ability to process reports online.
The Police Department currently utilizes custom-made software created by the Information Technology Department to take in online crime reports. The Police Department has outgrown the software and needs more complex automation to increase the department’s operational efficiency as more citizens look to take advantage of online crime reporting.
With the addition of the LexisNexis subscription, the additional Tyler Technology software module will allow the online reports to be filed online. Once approved, similar to our handwritten reports, the online report will be processed automatically and loaded into our RMS system. This can speed the processing of the reports and make them available to the community and insurance companies faster. These online reports can be made available to the reporting party or insurance companies through a secure online connection similar to what we use currently for our accident reports. The faster we turn a report around the faster the insurance company can obtain the report and can start the claim process for the insured. This new addition will make processing of reports more efficient and save time and money.
The cost of the Citizen Reporting Interface software includes a one-time license investment of $11,700 and a fixed installation service fee of $2,320 and an annual maintenance fee of $2,457.
The maintenance for this module will be added to our existing maintenance contract dated July 1, 2013. The maintenance for Citizen Reporting Interface will be broken down as follows (which are estimates based on a March contract execution):
|
March 1, 2019-June 30, 2019 (Pro-rated based on contract signature date) |
$ 819.00 |
|
July 1, 2019 - June 30, 2020 (Contract ends) |
$ 2,457.00 |
The LexisNexis Software subscription ($1,315.00/month for two years):
|
March 1, 2019 - June 30, 2019$ 5,260.00 |
|
The total cost to implement the Citizen Online Reporting system for the remaining of this fiscal year including all maintenance, subscription, and support fees will be $20,099.00. Police salary savings from FY2018-19 budget will be transferred to account 001-1006-522-22-00 to fund this project.
IMPACT ON CITY RESOURCES
Police Department salary savings from FY2018-19 will be used to fund the Citizen Online Reporting Software implementation for FY2018-19. The software subscription and maintenance costs for FY2019-20 will be included in the annual budget process.
ATTACHMENTS
1. Tyler amendment for Citizens Reporting Interface
2. LexisNexis Subscription Agreement
3. LexisNexis Law Enforcement Agreement
4. Tyler Technologies-Original Contract