As part of the City's IT Master Plan implementation, the Police Department, working with IT and Purchasing, prepared an item that was brought before the City Council on September 8, 2016, (Resolution# 122-16). The City Council approved a contract between the City and SunGard in the amount of $1,148,510.84 to implement a new Computer Aided Dispatch (CAD)/Records Management System (RMS). The CAD/RMS is the Police Department’s core business software and encompasses a majority of our business processes.
The Kick-off Meeting for this project occurred on December 6, 2016, which triggered a series of discovery sessions and a gap analysis. It is typical for projects of this magnitude for there to be opportunities for increased efficiencies and a greater return on investment.
During our discovery sessions, it has been determined that the current Automatic Vehicle Location (AVL) System, provided by ATT Fleet Complete, will not integrate with SunGard, therefore, we are seeking to migrate to SunGard’s AVL product. This migration will not only allow for the full utilization of GEO location features as it relates to the officer’s location, it also provides a savings to the City. The current solution costs $25 per month per vehicle, where the SunGard solution costs $15 per month per vehicle, which is an annual savings of $12,000 per year moving forward.
During the sales and negotiation process, the Department reviewed a list that we assumed was a complete list of module offerings from SunGard. After going through the discovery process, it was discovered that a critical module was not contained within the sales material, but is critical to the success of our implementation. This product is titled the ASAP Alarm Interface and it automates the delivery of the residential and business burglar alarms and delivers the information from the alarm companies into the CAD system, without an actual phone call. This will reduce the number of calls to the Communications Center by hundreds each year and ensure data accuracy. It also eliminates the need to call the alarm companies back because the interface provides for a two-way transfer of data. The Department was well aware of this module prior to the sales process and it was simply an oversight because the module was not listed in the vendor’s product literature.
The Calls for Service Module will also be added with this Change Order, but has been discounted 100%; therefore, it will not impact the contract amount.
The cost of the Alarm Interface is $22,260 and the cost of the AVL product is $23,000. After a credit of $9,541.77 for another module that is no longer needed, the difference from the original contact is $35,718.23. Upon implementation of the new AVL System, the City will begin to save $1,000.00 per month ($12,000.00 annually).
The Police Department is seeking the necessary approvals in order to move forward with the change orders and to continue to keep the project on track. We are scheduled for a “go live” date in September and the requested changes must occur in a timely fashion in order to maintain our project schedule.
This item also seeks to give the City Manager future change order authority up to 5% of the project, which is customary on projects of this size and complexity.