Title
Police Records Management System (RMS) - Requirements Contract - ITR 22-052 (Ordinance S-48216)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Motorola Solutions to purchase a Police Records Management System (RMS) for Phoenix Police Department (PPD). Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $8,500,000.
Report
Summary
The PPD urgently needs to fast-track and replace its current, heavily customized Records Management System (RMS) with a Commercial-Off-The-Shelf (COTS) technology for a new state-of-the-art RMS system. The RMS solution will provide an innovative, flexible, and sustainable solution that supports the critical needs of a 21st-century law enforcement agency and its associated justice partners to deliver superior service for the community they serve. In addition, updated technology will help the City's goal to become and remain compliant with National Incident Based Reporting System (NIBRS) and Department of Justice (DOJ) standards, offer new or enhanced capabilities and more efficient processes, including records and documents, Data Warehouse/Business Intelligence, and potential use of Artificial Intelligence (AI).
The Contractor can provide an initial on-premise based solution. This includes all modules supplied by the contractor and includes the following City's existing RMS required environments: development, test, staging, training, and production, as well as a plan with future opportunities for a hybrid or cloud-based infrastructure solution.
Procurement Information
An Invitation to Respond (ITR) 22-052 was conducted in accordance with Administrative Regulation 3.10. The notification was sent to 460 suppliers. Six firms met minimum qualifications and were invited to respond. Of those, one withdrew from the process.
The three highest scoring responsible vendors were invited to the demonstrations. A seven-member panel evaluated and scored the demonstrations and submittals based on the following criteria (1,000 total points):
Functional Requirements: 350
Project Approach and Plan: 200
Support Capacity (SLAs): 150
Experience: 125
Security and Technology: 100
Pricing & Licensing Cost: 75
Motorola Solutions received the highest score of 748 points. The remaining vendor scores are listed as follows:
Vendor 2: 674 points; and
Vendor 3: 553 points.
The Assistant Finance Director and Chief Information Officer recommend that the offer from Motorola Solutions be accepted as the highest scored, responsive, and responsible offer that is most advantageous to the City.
Contract Term
The five-year contract term will begin on or about Dec.15, 2021.
Financial Impact
The aggregate contract value will not exceed $8,500,000, which includes an estimated cost of $7,500,000 plus a $1,000,000 contingency amount. Funding will be identified in the Police Department's budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Lori Bays, Deputy City Manager Inger Erickson, and the Police and Information Technology Services departments.