HomeMy WebLinkAboutAgenda Statement 1988/01/19 Item 7COUNCIL AGENDA STATEMENT
• Item /
Meeting Date 1/19/88
ITEM TITLE: Resolution/3s'~/- Approving Agreement with Rapid Action
Associates to Develop a Data Processing Master Plan
for the Public Safety Services
~i
SUBMITTED BY: Director of PublicJSafety (4/5ths Vote: Yes_NoXX)
REVIEWED BY: City Manage~j
In 1985 Alta Consulting Services Incorporated (ACSI) was
hired by the City of Chula Vista to analyze the City's Public
Safety Communications Systems, procedures and equipment and
make recommendations for improvement and modernization. Many
of these changes are now in the process of being implemented.
One of the ACSI recommendations pointed out the need for
the development of a Data Processing Master Plan for the
automation of the Public Safety records and reports. Staff
is recommending the hiring of a consultant to research and
develop this master plan.
RECOMMENDATION: That Council approve the agreement with
Rapid Action Associates and authorize the
• Mayor to sign on behalf of the City Council
BOARDS/COMMISSION RECOMMENDATION: N/A
DISCUSSION:
In January of 1986 Alta Consulting Services completed their
analysis of our communications systems and presented the
City with a detailed report that included a number of
recommendations for improving existing systems and
facilities.
One of the key elements underlying many of the improvements
is the automation of records and procedures. ACSI
recommended the development of a Data Processing Master Plan
for the Public Safety Departments. This plan would focus
on the use of electronic data processing equipment for
automating the department's record keeping process. When
ACSI examined the current records procedures they discovered
a system that was primarily manual and labor intensive. The
experience of numerous other cities similar to Chula Vista
in size and demographics suggests that automation of both
Fire and Police records can increase the efficiency of
departmental operations by minimizing redundant record
keeping, prevent misplaced records and reduce errors.
Through increased efficiency, automated records management
• can offset future need for additional personnel. Such cost
Page 2, Item 7
Meeting Date 1/19/88
• avoidance helps justify the cost of an automated records
system.
The Master Plan will reveal records management hardware and
software needs, develop a plan to interface with the
Automated Regional Justice Information System (ARJIS) and
our Public Safety Computer Aided Dispatch Systems (CAD).
Finally, this Master Plan will be coordinated with the City's
Data Processing Program and equipment.
ACSI recommended that the City retain a consultant to
research and prepare this Data Processing Master Plan. In
October of 1987 staff prepared an RFP and invited responses
from thirteen vendors who had experience in this type of
project. The RFP advised vendors that $20,000 would be the
maximum amount of funds available for the project. Two
vendors, Schema Systems and Rapid Action Associates,
responded to the RFP.
A team composed of Data Processing and Police staff
interviewed the two vendors. In their analysis, staff
considered the following factors.
1) Firm's experience in the field
• 2) Expertise and profile of vendor's personnel
3) Work concept and approach
4) Proposed fee to complete project
After the interview process, staff contacted agencies that
had been serviced by the two vendors. Very positive feedback
concerning both vendors was received. Both vendors are very
knowledgeable and have completed several projects that were
judged successful by the recipient agencies.
Schema Systems teamed with ACSI in conducting the Basic
Communications Systems Study, the Master Plan and the CAD
specifications for Chula Vista. In that respect they can
be said to have a "knowledge edge" in reference to this
project. Rapid Action Associates, on the other hand, greatly
impressed staff with their grasp of the primary issues in
this project. The project work plan they presented was very
thorough and exhibited an in-depth understanding of the
project. Their staff has both the practical and technical
expertise necessary for the project.
In summary, both vendors are well qualified and capable of
performing the study but staff is recommending Rapid Action
Associates based on the opinion that they will be able to
• provide the City with the most complete Master Plan and that
Page 3, Item 7
Meeting Date 1/19/88
• their staff, in the study process, will be able to transfer
significant knowledge to our employees that will be
beneficial as we implement the plan.
The contract with Rapid Action Associates will require the
project to begin no later than thirty days following signing
of the agreement and will be completed within four months.
Rapid Action Associates has agreed to complete the project
for a fee not to exceed $20,000.
FISCAL IMPACT: $20,000 has been allocated in the Police
Department budget
•
the City Council of
Chula Vista, California
Dated