Agenda

Return

10.

City Council Regular Meeting

Meeting Date:

12/19/2023

BACKGROUND

The Schertz Police Department is currently utilizing Niche as its Records Management System (RMS). The City is looking to implement a new records management system that provides for the storage, retrieval, retention, manipulation, archiving, and viewing of information, records, documents, or files pertaining to law enforcement. The goal is to streamline the process, and make report writing and information gathering and retrieval less difficult and more efficient.

The City issued a solicitation for proposals (RFP) from qualified firms with demonstrated competence and experience in Police RMS systems. Seven (7) proposals were received in response to the solicitation. Proposals were reviewed by key City stakeholders (IT and PD), and scored initially based on criteria including cost, proposer's experience, qualifications, reputation, quality of proposed services and responsiveness of the proposal. The top three ranked firms were invited for an on-site demonstration. After the demonstrations, the top two finalists were identified and the City requested Best and Final Offers (BAFOs) from each. After review of the BAFOs, the City recommends awarding the contract to Tyler Technologies.

GOAL

The goal of the project is to identify best value replacement of the current RMS system.

COMMUNITY BENEFIT

The new system will better serve the Police department and the Schertz residents, as it includes components that will facilitate improved and faster reporting procedures, crime analytics and trends. All of this means that officers will spend less time on administrative duties and will thereby increase their presence in the community.

SUMMARY OF RECOMMENDED ACTION

Approval of Resolution 23-R-121

FISCAL IMPACT

After Best and Final Offers, Tyler Technologies' proposal was the lowest cost and included the following:

One-Time Implementation Fees - $291,170
Recurring Annual Fees - $148,737. Tyler agreed to hold this cost firm for three years, after which it will increase by 3% through Year 5.

Total Yr 1 cost to implement: $439,907.

Approximately $400,000 was approved in FY 22/23 for this project. Estimated savings from the current RMS when its switched over is $32,000 annually.

RECOMMENDATION

Staff recommends that City Council authorize a contract with Tyler Technologies for Police Records Management System.

Attachments
Resolution 23-R-121 - RMS
Tyler Proposal BAFO