Recommendation to adopt Specifications No. RFP PD19-065 and award a contract to CentralSquare Technologies, LLC, formerly TriTech Software Systems, of Lake Mary, FL, to provide, implement, and maintain a Police Records Management Software (RMS) system and requisite hardware, software and licensing, in the amount of $1,794,702, with a 15 percent contingency in the amount of $269,205, and ongoing annual maintenance and licensing, in the amount of $388,784, for a period of one year, for a total contract amount not to exceed $2,452,691 for year one, with the option to renew for four additional one-year periods, with annual maintenance and licensing increases of 5 percent, at the discretion of the City Manager; authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments; and Increase appropriations in the General Services Fund Group in the Technology and Innovation Department (TI) by $100,000, for as-needed professional services to install and configure the hardware and software necessary to integrate the RMS p
Thank you. I think the last item before we get to the some of the more the staff ones and other with interest of the questions here, let's go to item nine. Report from police and technology and innovation. Recommendation to award a contract to Central Square to provide. Implement and maintain a police records management software system or a total contract amount not to exceed 2,452,691 citywide. Okay. Can I get a motion in a second, please? Catherine appears. Thank you. I'd like to hear a staff report before I ask questions. Sure. We will have Lia Ericsson, our technical innovation director, and help lead that staff report. I will say that this is a very good investment. This is money that has already been set aside that the council invested in. There is a federal mandate to be able to do this type of system to increase our performance or increase our reporting. And this will really help us with transparency of data. So I'll turn it over to Leah, please. Good evening, Mayor, and members of City Council. Before you is a recommendation for the city manager to enter into an agreement with Central Square Technologies for purchasing and implementing an upgrade to the police department's record management system or arm's. Yara MMS is a mission critical application that stores and retrieves police records. The Arms is the authoritative source of data and reporting for the Long Beach Police Department. The current ARMAS application has been in place since 2012. The impetus to upgrade is twofold. First, the current AMAs environment is running on aging technology that is reaching end of life. And second, new reporting mandates set forth by the U.S. Department. Department of Justice will go into place in January 2021. Current reporting standards are limited to nine crime offenses, whereas the new reporting standards account for 52 different offenses. These new offenses are in keeping with modern law enforcement challenges such as animal cruelty, hacking and identity theft. In addition, the new reporting standards will allow for granular incident data, such as time to be captured as discrete data points. This is counter to the current method of reporting in which most data points are contained within a narrative format. The city's current arms is unable to conform to the standards required by the DOJ. A full arms system upgrade will be required for the city to conform to the DOJ's reporting standards. Migrating to a more modern platform platform will bring additional benefits to the police department in the city of Long Beach. Specific examples include lessening reliance on paper processes. Police intends to digitize processes like traffic collisions that are currently conducted via paper. The net effect will be less time to complete processes due to digital workflows and more timely access to granular data for reporting. Improving customer experience for the public. This shift to digital processes, granular data capturing an authoritative reporting platform will better serve the public who seek police records. For example, the police department processes on average 13,000 requests for traffic collision reports. The process to intake, retrieve and produce these reports is largely manual and paper driven. The public and staff alike can expect a more streamlined process as a result of the upgrade, with shorter response times to record requests. Reducing reliance on third party applications is another benefit due to data sprawl and a legacy system. Please staff can currently rely on a bevy of applications to access their data in modern Iot. Ms. are a must serve system will serve as an authoritative single source of data and reporting tool. And lastly, enhancing reporting through better data. By having more granular data, the city will be able to readily produce detailed crime reports based on metrics such as the demographics of victims and or offenders offense occurrence by the time of day and or offenses, including the use of a weapon. City manager Tom Modica said this is better transparency. Central Square was selected as the firm to provide a modern armés after the conclusion of a competitive procurement process. Proposals from five qualifying respondents were considered by a multidisciplinary team from the Technology Innovation Department and Police Department. The selection committee selected Central Square based on technical, product capability, cost and references. The total requested contract authority is 2.5 million and reflects the requisite cost to fully fund the project for two years, including purchase of hardware, software, licensing and maintenance. The request a contract term is one year with four optional one year renewals. The request. The contract authority includes the upfront cost, the one time upfront cost for the project of 1.8 million. Which includes the hardware, software, licensing and maintenance, a 15% contingency and an annual maintenance cost of about 380,000. In year one with annual increases of 5% in subsequent years. In addition, the recommendation includes a one time appropriation in the Department of Technology and Innovation for 100,000 for as needed professional services to lend technical aid. Given the project's aggressive implementation schedule to meet the new DOJ reporting deadline. As City Manager Tom Modica mentioned, the project will be primarily funded by a one time appropriation of 2 million. The general fund group in the police department that was set aside for this purpose by city council and a 500,000 DOJ grant appropriated to the group General Grants Fund Group. Ongoing annual maintenance costs will be paid by TDI and recovered from the police department via the annual TID MRU. This concludes my report and I'm joined by subject matter experts from police and technology innovation. We'd be happy to answer any questions you may have. Thank you, Councilman Pearce. Yes, thank you. Thank you, Lia. And for those listening at home. Leah is our director of I.T., who is going to be managing this project. I've got a couple of questions for Tom Modica. If you could outline who's involved in this, you know, understanding first what exactly is required by the DOJ, by what dates. And if we feel like we're going to meet those expectations or if we could delay this item. I know the answers, but I want you to just say it for the public. And then understanding how police and I team or the I.T. team work together. If you could go through the 2 seconds. Sure thing. So the DOJ requirement is that we have a system in place that meets their expectations by January 21. So we quickly put this together and put the funding in place that the Council put in last year. We are here to bid that project out. Even a week delay is going to impact us in their ability to deliver this project. And frankly, this project is going to be a very, very difficult to hit that deadline, even if we don't have any delays in terms of the project structure, the way that we run technology projects in the city, as we lead those through the Tech and Innovation Department. They then reach out to all the different subject matter experts throughout the city that need to be a part of that system. That's one thing. And here it's primarily the police department, because this is the system that captures all of the police reporting that is done on every single day, whenever there is incident reports or anything else that will go into this system. And then this is the system that we help to provide crime data and all those types of things that we want to know what's going on in our community. The project lead is tech and innovation, and they have a number of staff that that are dedicated to this project working with the contractor and then with police for technical assistance. Thank you for that, Tom. I really do appreciate that that you listed out the fact that this is really about onboarding a new system and that the system is about transparency. I know that in my. Four years on council that it has been very difficult when we've requested data to get data and to get it quickly. And so would this new system allow us to pull. Data more quickly and more information than we. Currently can? Councilwoman or council members and Mr. Mayor, Robert Luna here speaking up to answer that question. When we understand the requests coming in, we do our best to fulfill them. At the end of the day, the system that we're going to have is going to make it much easier for us to deliver information out to the public. Right now, the system we use is antiquated. A lot of times there's requests coming in or it takes actual people to start doing hand searches for a lot of the information. And I know there's a high level of frustration from many people out there. This system will completely change and revolutionize the way we provide information, specifically crime data out to the public. They're going to know more than they've ever known. We're going to be putting straight out to them with a lot of detail. So that's why we're recommending for this item to go forward. Thank you so much for that, Chief. I really appreciate it. And I just I got. A whole bunch of emails, calls. Text messages about this. So that's why I want to make sure that the public understands that this is a system that is going to allow us to get what we've been talking about, which is transparency and access. So I have. To make sure I ask all my questions. Tom Modica We talked in support of this item. We have the framework, which is really where we're going to address policy, recognizing that this is just putting in place a mechanism to get data and that the money has already been spent for this. This is not us asking for the money right now is saying that we've already allocated it and we have to do it in accordance with the DOJ. But next, as we go through the process of. Listening, I would like to. Make sure that I publicly ask for a public study session on police records and the state law and what we can do locally and what we can't do locally. So that's as part of our reconciliation. I would like to make sure that we have that public opportunity to really understand state law, what the boundaries are, and what we as a city can do to help our police department and our public. And so with that, I look forward to hearing other people's thoughts on this and might have missed a question or two. If I do, I'll come back up. Thank you. Okay. Thank you, Councilwoman. I do have I do have a shit on the floor by now by Councilwoman Mongo and council councilman's in Dallas. Is that a motion or just or you skipped the speech. He also mentioned has. It was muted. I was cued up to set it up. But if that's already been taken, I just I support this item. I support anything that promotes transparency. And I think that this is going to be great. And I'm very happy to have Lia being the lead on this. So thank you. Your. Councilwoman Mongeau. I'm sorry she made the motion, Councilman. They had second thoughts. Richardson. Thanks, Mr. Mayor. And then I'll be quick. I like a lot of the discussion that I've heard already. I think it's important to note that, you know, I've advocated a number of people, advocated for a modern 21st century police department. And part of that means moving away from paper records to digitize records in a way that is consistent with national standards, allows a bit more transparency, access to data so we can make data driven decisions in terms of, you know, based on what's what's being reported. I think this you know, this this arm, this it's long overdue. I support moving forward with this. And I also want to recognize, I think with, you know, more folks paying attention to local processes, sometimes we do have to slow down and explain what things are. I like the idea of the suggestion of bringing forward a study session about record retention and what that looks like. There's been a lot of questions about, you know, the city clerk's process of of being consistent with state law on the destruction of records across all departments. And I think, you know, I think a study session would go a long way. Again, to update the council on what those laws are and what our practices are, and put us in a position to think about whether we want to make the investment into more records, retaining records for a longer period of time because of the cost associated with that. So all of these things are connected. And I think and I like the thoughtful nature of how everyone sort of framed. We all need to move to digitized data. We all need to support this, this and this so we can make better decisions moving forward. Thanks a lot. Thanks, Councilmember Ringa. He told this reporter with this item. The only question I have is knowing that technology is. Fragile. How long is this technology going to be available for and are we looking at another upgrade two or three years from now? All technology has a shelf life and it's unfortunate, but, you know, there's always new technologies coming around. I just wondering if this investment is the right investment we want to make. Obviously it is. But I'm just wondering what's going to happen two or three years from now when we're looking at technology advancing and having higher and better protocols for the retention of data? A councilmember. Go ahead. I'm sorry. Oh. Burying a body. Our business information services manager will answer that question. Thank you, Councilman, for the question. We have specked this out for a five year run, so we have sufficient hardware, software, licensing and warranties to support this application for a minimum of five years. Not to say that the application cannot expand. The software and hardware are architected in such a manner that we can continue to add to it, as opposed to have to rip it out and replace it going forward. The response. Gonzales Did you get a response you needed? Oak Country Council member Austin. Thank you. So my question and first of all, I completely support all transparency and upgrading our technology. I think that is really going to be part of our future, something that we can can ill afford to overlook. My question is more about the timing and potential opportunities and this question maybe for the manager. I'm not sure if our government relations staff is on deck when there's a lot of activity happening at every level of government, state government, as well as federal government. There is a call decrying greater transparency, more accountability and policing. I was just curious to know whether or not we do, we forecast or might there be opportunity for federal money to come in and and pay for something like this as opposed to us doing it today? And this just a cautious question. A Council council member Austin. I'm actually part of the project is covered by a DOJ grant. 500,000. In addition, some of the expenses for the feasibility study was also covered by a DOJ grant. And so the the remainder of the project is covered by a local share, which is consistent with, with other systems across the country. Thank you. Thank you. Public comment, please. We have two public comments. Our first speakers launched in. 3 minutes ago. But I'm. Laurie Smith. You have 3 minutes. Is this for? Item number 20. No, this is for. Yeah. I'm for item number 20. I'm sorry. Victor Boosie, you have 3 minutes. All right. We're talking about software and Long Beach PD. Let's not forget about Tiger techs. I remember Tiger Techs. And the way Long Beach PD were hiding messages, disappearing messages. We can't trust Long Beach PD. They are not to be trusted. Luna is not to be trusted. All those people in the Long Beach Police Department are not to be trusted. What kind of public servant uses Tiger text to hide what they're doing? Shady people hide what they are doing. Period. Point blank. I oppose. Item nine is a request from of PD for over $2.4 million in software to provide, implement and maintain a police record. More money for BP is not I repeat, is not the answer. More money to police is not the answer and is not the solution of the problem of police violence. This is not an area of debate. Black people are dying in Long Beach at a high rate. No more funding for arbitrary contracts. We must defend black lives again. We must defend black lives. We must use funds to reinvest in our community, especially Black Long Beach communities. The most marginalized of us deserve that. We must strengthen our civil services such as parks, housing, library services in Long Beach. We want to defund the police. We can't trust these fools with technology. The shaming the tiger takes proves it is no institution that was there to serve the public. Would you something like Tiger attack. Come on, now. Idea of my time. Thank you. That concludes public comment. Thank you. Roll call, please. District one. I just district to. I. District three. I am District four. I am District five. I. District six. I. District seven. I. District eight. District nine. Thank you. Ocean cares. Okay. Thank you. Great. Now we're gong to go to the rest of the meeting items. Item number eight.