Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM
Item No.
8e
ACTION ITEM
Date of Meeting
May 24, 2022
DATE : May 6 2022
TO: Stephen P. Metruck, Executive Director
FROM: Michael Villa, Acting Police Chief
Krista Sadler, Director Technology Delivery
SUBJECT: Public Safety Dispatch and Police Records Management System Replacement (CIP
#C801259)
Amount of this request:
$2,525,000
Total estimated project cost:
$2,525,000
Ten-year maintenance contract:
$2,800,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to 1) proceed with the Public Safety
Dispatch and Police Records Management Replacement project and 2) execute contract(s) for
software, equipment, vendor services, and ten years of software license and maintenance fees.
The amount requested for project implementation is $2,525,000 and the estimated ten-year
software license and maintenance fee is $2,800,000.
EXECUTIVE SUMMARY
This project will competitively procure and implement a combined solution for Public Safety 911
Dispatch (CAD) and Police Records Management (RMS) that provides additional functionality,
improves efficiency and accuracy, and meets all Criminal Justice Information System (CJIS)
requirements. The system will interface with approximately ten separate Port and other agency
applications including the new evidence and body camera systems as well as state and federal
information sources.
CAD and RMS, currently separate software products, are critical tools for our Port of Seattle
Emergency response departments to manage, respond, and report on emergency events. Both
systems require updates to stay current and there is an opportunity to gain efficiency with a
single vendor offering both CAD and RMS features. The CAD system is used by the Port 911 Center
to receive calls and dispatch the appropriate emergency response teams. The system will
facilitate prioritization, navigation, and information dissemination for simple to complex, multi-
organization emergency responses. The RMS system is used by the Port Police Department for
additional event documentation and the management of cases, warrants, arrest, booking,
COMMISSION AGENDA – Action Item No. 8e Page 2 of 5
Meeting Date: May 24, 2022
Template revised June 27, 2019 (Diversity in Contracting).
citations, and other Police business. Modern solutions provide improved spatial features,
incident report writing compliance tools, analytics, and information security. Utilizing a combined
system will increase productivity, communication, and improve service of the emergency
responders.
Information and Communication Technology and the Port of Seattle Police Department will
partner to deliver this project. The capital project was included in the 2022-2026 capital budget
and plan of finance as a $4,000,000 Corporate project. During business case development, it was
determined that the full original estimate will not be required to deliver the project scope. The
estimated capital cost is $2,500,000 and the estimated cost for training, funded by individual
operating budgets, is $25,000. This authorization also includes a contract for recurring software
license and maintenance fees for up to ten years, estimated at $2,800,000. Recurring license or
maintenance fees will be budgeted in annual operating budgets.
JUSTIFICATION
The Port CAD system was competitively procured in 2006 and RMS in 2011. While both systems
have been upgraded for security, compatibility, and some functional enhancements,
improvements for these types of products have increased over the past several years because of
industry changes, leaps in technology, and revamped solutions. Data from these modern systems
can now be collected, organized, and mined in ways that make police work more effective. There
is an opportunity for new efficiency with a unified CAD and RMS over upgrades of the separate
systems. The unified system will eliminate costly and problematic interfaces as well as
administrative tasks to keep the systems in sync.
Diversity in Contracting
Project staff will work with the Diversity in Contracting Department to determine if a direct
women-and-minority-owned business enterprise (WMBE) aspirational goal should be assigned.
Typically, subcontracting opportunities under technology projects are limited.
DETAILS
Scope of Work
(1) Competitively procure and implement a combined CAD and RMS solution to manage,
respond, and report on emergency events.
(2) Establish interfaces to several Port systems including Evidence Management, Police
Body Cameras, and the Fire Station Alerting system as well as several state and federal
information sources.
(3) Migrate historical information from legacy systems.
COMMISSION AGENDA – Action Item No. 8e Page 3 of 5
Meeting Date: May 24, 2022
Template revised June 27, 2019 (Diversity in Contracting).
Schedule
Activity
Commission authorization
Procurement Complete
In-use date
Cost Breakdown
This Request
Total Project
Hardware, Software, and Vendor Services
$2,000,000
$2,000,000
Port Labor
$500,000
$500,000
Total Capital Cost
$2,500,000
$2,500,000
Training
$25,000
$25,000
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Upgrade CAD and RMS systems separately, extending the contracts with current
vendors.
Cost Implications: Capital Project Estimate $2,000,000-$2,500,000.
Pros:
(1) This solution will likely require less RMS end-user training and change management.
(2) The upgrades could be accomplished more quickly than a system replacement.
Cons:
(1) No productivity or technology efficiencies from a combined solution.
(2) The current CAD platform is no longer available for a simple version upgrade. The latest
version with new architecture would require reimplementation thus retraining and
change management is inevitable.
This is not the recommended alternative.
Alternative 2 – Replace CAD and RMS separately, with solutions from multiple vendors.
Cost Implications: Capital Project Estimate $3,500,000-$4,000,000.
Pros:
(1) Systems could have individual feature advantages not found in a combined solution.
Cons:
(1) Higher project and recurring costs.
(2) No productivity or technology efficiencies from a combined solution.
(3) 1 – 2 years more for completion of two separate replacement projects.
(4) Increased administration to manage required integration.
This is not the recommended alternative.
COMMISSION AGENDA – Action Item No. 8e Page 4 of 5
Meeting Date: May 24, 2022
Template revised June 27, 2019 (Diversity in Contracting).
Alternative 3 – Procure and implement a combined CAD and RMS from a single vendor.
Cost Implications: $2,500,000
Pros:
(1) Replaces two aging, complex, and critical systems with a modern technology solution.
(2) Combined solution will increase productivity, communication, and service for critical
emergency services.
(3) Simplified maintenance and administrative processes.
Cons:
(1) Replacing both systems will require significant investments in staff time.
(2) Changes to business practices will require thoughtful change management and
thorough training plans to minimize disruptions where possible.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
Cost Estimate/Authorization Summary
Capital
Expense
Total
COST ESTIMATE
Original estimate
$4,000,000
$25,000
$4,000,000
Current change
($1,500,000)
0
($1,500,000)
Revised estimate
$2,500,000
$25,000
$2,500,000
AUTHORIZATION
Previous authorizations
$0
0
$0
Current request for authorization
$2,500,000
$25,000
$2,500,000
Total authorizations, including this request
$2,500,000
$25,000
$2,500,000
Remaining amount to be authorized
$0
$0
$0
Annual Budget Status and Source of Funds
The project was budgeted in the 2022-2026 plan of finance as a Corporate project for $4,000,000.
During business case development, it was determined that the full original estimate will not be
required to deliver the project scope. Project funding will be 81.3% Airport Development Fund
and 18.7% General Fund. Training, estimated at $25,000, will be funded by individual
departments benefiting by the training.
Financial Analysis and Summary
Project cost for analysis
$2,500,000; allocated to Aviation $2,033,000
Business Unit (BU)
Police
Effect on business performance
(NOI after depreciation)
NOI after depreciation will increase due to inclusion of
capital (and operating) costs in airline rate base.
IRR/NPV (if relevant)
N/A
COMMISSION AGENDA – Action Item No. 8e Page 5 of 5
Meeting Date: May 24, 2022
Template revised June 27, 2019 (Diversity in Contracting).
CPE Impact
$.01 in 2025
Future Revenues and Expenses (Total cost of ownership)
Annual recurring service, license, or maintenance fees, estimated at $2,800,000 for the ten-year
term, will be budgeted in annual operating budgets beginning in 2023. This is in addition to the
vendor costs for implementation.
ATTACHMENTS TO THIS REQUEST
(1) Presentation
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
None