Title
Sheriff’s Office recommending the Board:
1) Approve a budget transfer increasing appropriations in fixed assets and decreasing appropriations in computer software correcting action taken on December 2, 2020, Legistar 20-1539, based on guidance received from the Auditor's Office in order to properly account for the purchase of the Sheriff's Office Records Management System; and
2) Approve addition of the Records Management System to the Sheriff's Office FY 2020/21 fixed asset list.
FUNDING: Special Revenue Funds.
Body
DISCUSSION / BACKGROUND
On December 2, 2020, the Board approved Legistar # 20-1539 which included a budget transfer in the amount of $1,325,815 for a new comprehensive records management system for the Sheriff’s Office. There is now a need to correct this budget transfer to properly account for the purchase as a capital expenditure which will allow for the asset to be depreciated over time. Per Board Policy B-16 the addition of the Records Management system to the County's Fixed Asset List requires board approval as does the accompanying budget transfer.
In an effort to provide a reference for the Board and public, we are including the full discussion and background used from Legistar #20-1539 in regard to the Records Management System purchase.
As part of the County’s Strategic Plan, the Sheriff’s Office, acting as facilitator, had established a committee to develop 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 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.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
Legistar # 20-1539, 12/2/20.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO.
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
Please forward signed budget transfer to the Auditor's Office
STRATEGIC PLAN COMPONENT
Providing support to the community strengthens public safety.
CONTACT
Undersheriff Bryan Golmitz