Title
AN ORDINANCE AMENDING THE 2024 BUDGET OF THE CITY OF COMMERCE CITY, COLORADO, BY TRANSFERRING PORTIONS OF THE UNENCUMBERED FUND BALANCES OF THE GENERAL FUND AND INFORMATION TECHNOLOGY FUND FOR A TOTAL AMOUNT OF $1,392,000 FOR COSTS ASSOCIATED WITH THE POLICE RECORDS MANAGEMENT SYSTEM AND AUTHORIZING THE EXPENDITURE THEREOF.
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Summary and Background Information:
Staff is bringing forward an ordinance to amend the 2024 Budget to appropriate resources to purchase professional services for the implementation of a new Police Records Management System. 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 RMS will allow the CCPD to do this by improving accountability for parking and traffic violations and engaging in proactive and preventative measures in Court, all while increasing efficiencies within the department to increase the CCPD’s engagement in the community.
A formal solicitation/RFP was conducted and Resolution 2024-047, award of RMS contract to Axon Enterprise, is on the June 17, 2024 City Council agenda. This proposed budget amendment ordinance facilitates the initial implementation of the RMS, and includes professional services to implement a new Police RMS at a total cost of $1,692,000.
Funding Sources:
• 2024 Adopted Budget - $300,000 (approved in the original 2024 budget approved by City Council)
• General Fund Unassigned Fund Balance - $694,000 (provided for in this proposed Ordinance 2592)
• IT Undesignated Fund Balance - $698,000 (provided for in this proposed Ordinance 2592)
Total Project Cost: $1,692,000
Police Department and IT Department staff will be available to answer questions you may have.
Staff Responsible (Department Head): Darrel Guadnola, Police Chief & Justin Bingham, IT Director
Staff Member Presenting: Greg Sadar, Deputy Police Chief & Tiffany Chacon, Deputy IT Director (available for questions)
Financial Impact: $1,392,000
Funding Source: General Fund Unassigned Fund Balance and IT Undesignated Fund Balance
Staff Recommendation: Approve Ordinance 2592
Suggested Motion: Motion to introduce by council as seated and approve Ordinance 2592