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A RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR A RECORDS MANAGEMENT SYSTEM IMPLEMENTATION SERVICES FOR THE COMMERCE CITY POLICE DEPARTMENT TO AXON ENTERPRISE, INC.
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Summary and Background Information:
The City of Commerce City has grown, and experienced an increase in cases and related records. The Commerce City Information Technology Department and Police Department are seeking to implement a new Records Management System (RMS) to be used by the Commerce City Police Department (CCPD). The City requires the RMS to be a reliable and secure cloud-based solution with a software as a service (SaaS) model. The CCPD currently uses a regional RMS administered through ADCOM (the regional communications/dispatch center). The RMS system provided by ADCOM has been marked by technical issues and repeated downtime. Recently, the current RMS system was down for months, causing serious logistical problems for the CCPD. The status quo is no longer tenable. The new RMS will prevent the CCPD from having to rely on outside agencies to support the software used to document criminal investigations while providing dedicated support within the Commerce City IT Department. This approach will provide secure access and storage of critical records and provide City staff with the oversight and management of this information.
One of City Council's Strategic Goals is to protect resident health, safety, and education by promoting public safety, environmental health, and sustainability. One way this goal can be accomplished is by investing in police departments, preventing crime, and preparing for natural disasters. A robust, reliable and scalable records management system will allow CCPD to do this by improving accountability for parking and traffic violations, engaging in proactive and preventative measures in Court all while increasing efficiencies within the department to increase the CCPD engagement in the community.
A formal solicitation/RFP process was conducted in partnership with PD and IT staff and we are confident that the implementation of the Axon RMS will provide CCPD with:
• Improved efficiency for public safety RMS to ease the administrative burden and lessen service interruptions through seamless workflows and integrations with other systems.
• The ability to maintain compliance with ever-evolving public safety policies, laws, and mandates with a cloud-based, vendor-hosted, CJIS, and NIBRS-compliant product suite.
• Access to advanced analytics tools for reporting and to help capture ongoing statistical data, produce custom reports, and measure system performance
• Integration with other Axon products, such as body warn cameras and evidence storage environments
The costs for this project are included in the funding sources as outlined below.
The current project plan includes a multi-year effort to configure, train, and implement this system. The project would tentatively kick off in Summer 2024 and the project is anticipated to be complete in 2026. The City has conducted an RFP process in accordance with the City's procurement policy.
The following shows the schedule of events pertaining to the RFP process.
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Solicitation Activity |
Date (s) |
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Publication and distribution of the RFP: |
February 09, 2024 |
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Question submittal deadline: |
February 23, 2024 |
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Question answer deadline: |
March 01, 2024 |
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RFP response deadline: |
March 08, 2024 |
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Vendor finalist selected: |
April 08, 2024 |
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Contract negotiation finalized: |
July 1, 2024 |
The City received six responses to the RFP. The Police Department and IT staff evaluated all six vendors for functionality, technical and security requirements, approach to system implementation, and support. Axon stood out as the best solution for Commerce City.
Staff Responsible (Department Head): Justin Bingham, Director of IT and Darrel Guadnola, Police Chief
Staff Members available if questions arise: Tiffany Chacon, Deputy Director of IT and Greg Sadar, Deputy Police Chief
Financial Impact: Professional Services to implement a new Police RMS system- $1,692,000.
Staff Recommendation: Staff recommends moving forward awarding the contract to Axon Enterprise, Inc for the implementation and support for the Records Management System subject to finalization of the contract and executed by the Commerce City Manager.
Suggested Motion: I move to approve Resolution 2024-047, authorizing award of contract for Records Management System Implementation Services for the Commerce City Police Department to Axon Enterprise, Inc.