The Police Department currently utilizes 98 technology applications to perform functions without proper associated integration between systems causing the Police Department to duplicate work in multiple areas which lowers work quality and productivity. One of the 98 applications is a Public Safety Solution that does not provide the Department with adequate business process and workflow. The Police Department is in need of a public safety and justice system that delivers information to the point of need, leverages existing data, strategizes on crime patterns and promotes streamlined communication between multiple Police agencies thereby increasing collaboration and reducing operational costs.
ClientFirst Consulting,reviewed the Police Department's applications and recommended a replacement of the current public safety solution during the 2015 IT Strategic Master Plan.ClientFirst and IT discovered the need to consolidate applications to introduce a system that leverages all current technology and improves processes.
ClientFirst recommended three vendors to the City. The City’s IT Division reviewed the recommended vendors and introduced the top two vendors to the IT Steering Committee. The Steering Committee is comprised of various top-level City Directors and Managers.
The IT Steering Committee and the Police Department reviewed in-depth demonstrations and voted to select the Sungard Public Safety Solution. The procurement of this public safety solution includes an extended business analysis that reviews all current workflow processes to ensure best practice is being used and productivity is increased.
The Purchasing Division has participated in the process from the start and made the recommendation to negotiate with Sungard. Purchasing went through the process of benchmarking the pricing for a Public Safety Solution providing proper comparison to the market so the City is assured the best pricing.
The Assistant City Attorney, Finance Director, Purchasing Manager, IT Manager and Assistant Police Chief negotiated and redlined the Contract with Sungard Public Sector to secure an Enterprise Site License at the cost of a multi user, non-enterprise site license saving the City thousands of dollars in licensing fees.
The Finance Director further was able to secure a $75,000 reduction in cost and a Contract based on Timeline Project baselines where portions are paid based on status of projects.
The total License Fee is $621,910. Annual Maintenance Fees are $123,889.60. The Agreement also provides for an implementation cost of $462,160 to encompass training and data conversion, equipment charges of $28,440.84 and Travel estimated at $36,000.