Title
Sheriff’s Office recommending the Board:
1) Approve the budget transfer increasing appropriations in the Sheriff's Office Budget and use of Special Revenue Funds in the amount of $1,825,815 for a new comprehensive records management system ($1,325,815), an increase ($250,000) to an existing FY 2020/21 budget line item for a license plate reader system, and a new Crime Scene Investigations Vehicle ($250,000) (4/5 vote required);
2) Approve changes and increases to the Sheriff's Office FY 2020/21 Fixed Asset List due to the increase in budget for the license plate reader system and the addition of the Crime Scene Investigations Vehicle; and
3) Approve contract with Sun Ridge systems in the amount of $1,325,815 for a perpetual term upon execution of the agreement for a comprehensive records management system.
FUNDING: Special Revenue Funds.
Body
DISCUSSION / BACKGROUND
Sheriff's Office is requesting an increase in appropriations in order to make the following changes to the FY 20-21 Budget :1) procure a new records management system not to exceed $1,325,815, which includes a $150,000 change order tolerance that is only applicable if requested by County 2) increase the amount budgeted in FY 2020/21 for a license plate reader system by $250,000 due to camera enhancement and increased locations identified, bringing the total costs of the project to roughly $600,000 3) purchase of a Crime Scene Investigation Truck Chassis,Truck body and additional components for an estimated $250,000.
In consideration to the County’s Strategic Plan, the Sheriff’s Office established a committee, acting as the facilitator in efforts to establish an integrated law enforcement system (ILES) by 2020. The ILES committee created a Gantt chart (method used to track project progress versus a planned completion date)and project charter outlining the project scope, objectives and timeline of this project.
ILES project management identified multiple subject matter experts and appointed leads throughout the Sheriff’s Office who were tasked with performing needs assessments including the general technology requirements. The system functionality had to support the following applications: Computer Aided Dispatch (CAD), Record Management System (RMS), and Jail Management System (JMS). We included additional requirements from our allied agencies including the District Attorney’s Office, Probation Department, Placerville Police Department, and South Lake Tahoe Police Department to draft a Request for Information/Request for Proposal document that was approved by the El Dorado County Procurement Manager. Ultimately, the allied agency requirements that were specifically tailored for the allied agencies are not included in the final product chosen by the Sheriff's Office. Separate agreements with the DA, Probation and the local police departments may be authored to arrange access to the Sheriff's Office system according to terms agreed upon on at a later date. Thus, the final solution that was chosen includes the Computer Aided Dispatch (CAD), Record Management System (RMS), and Jail Management System (JMS) applications.
The Sheriff's Office ILES team reviewed and validated requirements based on vendor responses. Nine agency interviews and three site visits were performed to ensure an efficient solution would be found. The assessment of our functional needs affirmed the recommendation to select Sun Ridge System Inc's. RIMS product as our new CAD, RMS, and JMS system. Following this assessment, the contract was submitted to both Risk Management and County Counsel for review. Both departments have approved this agreement.
ILES project sought to overcome the following limitations of our current system:
● All agencies are on different systems with separate access controls. Authorization credentials are redundant and decentralized making access very difficult to grant and control.
● Law enforcement data is stored in different databases creating redundant entry and inefficiencies.
● Opportunities to visualize data from the services offered by different agencies are lost resulting in missed patterns and ineffective service delivery.
● Interfaces between some systems exist but are limited, unidirectional and costly to maintain.
● The systems were built on dated architecture, costly to maintain, and are aging beyond their useful life.
● A tightly integrated law system would provide better service to the public, increase officer safety, increase productivity, lower costs, and improve stability for the future
The results of our research affirmed our recommendation to move away from Tracnet, and identified RIMS as the best replacement.
Sun Ridge Systems, Inc. is an established company with a reputable reputation and completed projects for over 127 agencies. Features analysis between RIMs and Tracnet showed RIMS is the better option because it has a user friendly search interface, Call For Service (CFS) and mapping capabilities, and it supports mobile and tablet devices allowing for greater ease when staff is working off site. Their MobileRims application allows our deputies to use mobile devices such as a tablet or mobile phone to respond to calls with more information at their fingertips. This access will increase both officer safety and efficiency. Additionally, Sun Ridge Systems offers excellent 24/7 service and support. Finally, on an annual basis, RIMS implements critical Law Enforcement features and updates their system to work better with our ever-changing computing environment.
The purchase of the license plate reader system put the Sheriff's Office in a better position to track crime suspect's entry points, respond to kidnappings, and to solve crimes in general throughout the County as a manner of ensuring public safety, preventing crime and utilizing public information as a means of justice. Nearly seventy percent (70%) of crimes committed involve a vehicle and license plates are public information since they are provided by the Department of Motor Vehicles. Utilizing a license plate reader system allows for the identification of vehicles, tracks leads and helps law enforcement capture the evidence needed to solve crimes. Additionally, license plate readers have proven to be an effective method to solve methamphetamine trafficking cases when illegal substances are transported throughout an area. This License Plate Reader System will not be utilized to monitor citizens, but rather a means to protect them from those seeking to do harm in our community. After conducting a thorough review of key access points throughout the County it was determined that additional intersections and cameras needed which has changed the project scope compared to when the budget line item was brought to the board during the FY 2020/21 recommended budget hearings. If this agenda item is approved additional special revenue will be used to fund the additional equipment and software meaning there will not be an increase to net county cost to fund this project.
The current Crime Scene Investigations (CSI) vehicle is an aging ambulance that was purchased by the county for $1. It has been utilized as the CSI vehicle for over 10 years and served its purpose when needed, however it is not ideal given its age and the wear and tear that has been put on the vehicle. Since it was previously utilized as an ambulance, this vehicle has not been customized or purposefully built for the CSI function, therefore, CSI tools and equipment do not fit properly in the current vehicle. While there are many drawers and cabinets, they are not built for the size of items that we utilize. In turn, nearly all the CSI equipment is laid on the floor of the vehicle for transportation and then rummaged through to find the proper piece of equipment needed at a crime scene. The vehicle can only hold minimal amount of equipment and personnel. Due to this, CSI members are required to travel to a crime scene in their personnel vehicles or are forced to find a patrol vehicle that they can use. Another hindrance is that the ambulance is not 4 wheel drive meaning many areas in the County are off limits for travel causing tools and equipment to be move erroneously from the ambulance to whatever vehicle is available causing unnecessary delay. Finally, the ambulance has a number of mechanical and engine issues, and currently will not start due to a possible electrical issue. It has over 170,000 miles on it and is at its end of life.
Because of the number of issues with this vehicle, CSI Members must unload and load equipment into detective vehicles, patrol vehicles, or their personnel vehicles. This dramatically increases the amount of time required for CSI to complete their mission and lowers the quality of work that we can do. In short, the current CSI vehicle does not operate at all and will require likely massive amounts of work to become functional. It has been constantly worked on and continues to fail. Even if this work is completed, it will still lack necessary functions, such as 4x4, seating capacity, and other equipment related to CSI jobs to be a functional CSI vehicle. The Sheriff's Office will be utilizing Special Revenue Funding to cover the cost of the equipment meaning there will not be an increase to net county cost for the purchase of this vehicle.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Procurement and County Fleet
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no impact to the Net County Cost. Special Revenue Funds will be used.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Undersheriff Bryan Golmitz