Report Prepared by: Lance Eber, Crime Analyst, Merced Police Department
Title
SUBJECT: Authorization to Waive the Competitive Bidding Requirements and Approval of an Amendment to the Agreement with Tyler Technologies for the Purchase of the Socrata Public Safety Analytics Software Subscription for Three Years in an Amount not to Exceed $38,320
REPORT IN BRIEF
Approves an amendment to the City’s existing agreement with Tyler Technologies for the purchase of the Socrata Public Safety Analytics Software Subscription for three years including initial installation, training, and ongoing maintenance.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the competitive bidding requirements - purchases necessary for standardization on particular types of equipment;
B. Approving an 8th amendment to the original contract with Tyler Technologies for the purchase of a new software subscription (Socrata Public Safety Analytics) to the existing public safety software package from Tyler Technologies; and,
C. 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 3.04.110B, 3.04.210 of the Merced Municipal Code requiring council approval for contracts involving professional services exceeding $30,000 dollars and waiving of the competitive bidding requirements for purchases necessary for standardization of particular types of equipment.
CITY COUNCIL PRIORITIES
Enhance the efficiency and productivity of public safety staff by using technology to operate in a more resourceful manner.
DISCUSSION
On November 5, 2018, the City Council approved the Acceptance of Grant Funding in the amount of $105,000 from the California Office of Emergency Services (OES) through their Geographic Information Systems 9-1-1 funding program. The Police Department submitted a request to use part of this funding to purchase a three year subscription to use Socrata Police Safety Analytics through Tyler Technologies.
Socrata Public Safety Analytics is a map-centric tool that provides a more complete picture of calls for service by displaying data in an easy-to-use interface for quick analysis. This tool pulls data quickly and efficiently to create a variety of maps that can be broken down by beats, districts, quadrants, or regions. The ability to quickly obtain this data will assist the department to quickly determine the accuracy of the locations of calls for police service and will speed up the process to verify, update, and correct addresses that can’t be mapped.
Data is displayed primarily through pin mapping, but honeycomb heat mapping, and choropleth mapping are also available. Each of these map views provides users with the ability to analyze locations of calls for service and other data related to the call for service. With pin mapping, all occurrences of data sets used are pinned to the map and allow users to view detailed information for each individual occurrence in a geospatial manner.
The Police Department’s existing Tyler Technologies server will be connected to the Socrata Crime Analytics Subscription. Once connected, Tyler staff will test and ensure data is being captured properly. As part of the project, Tyler will train users through the various options and capabilities related to accurately locating calls for police service and correcting errors. Tyler will provide ongoing training and support as needed.
All funding is from the OES GIS 9-1-1 funds already approved at the November 5, 2018 City Council Meeting.
IMPACT ON CITY RESOURCES
The Police Department will incur the expenses up front and get reimbursed from the state. The OES GIS 9-1-1 funds have already been appropriated to 001-1002-523.43-00.
At the conclusion of the three year subscription, the Police Department will need to pick up the annual expense of the Socrata Public Safety Analytics subscription.
ATTACHMENTS
1. Tyler Technologies Original Contract
2. Tyler Technologies Scope of Work
3. Tyler Technologies amendment for Socrata Public Safety Analytics subscription
4. State of California, OES TD-288 Authorization to Purchase