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Item 4T - MemoCITY OF SOUTH LAKE MEMORANDUM October 19, 2021 To: Shana Yelverton, City Manager From: Ashleigh Casey, Assistant Chief of Police Item 4T Subject: Item 4T - Approve expenditure to reimburse the City of Keller for the purchase and replacement of the Police Department's Computer -aided Dispatch and Records Management System in an amount not to exceed $144,000 for FY 21 and $65,000 for FY 22. Action Requested: Approve expenditure to reimburse the City of Keller for the purchase and replacement of the police department's computer -aided dispatch and records management system (CAD/RMS) in an amount not to exceed $144,000 for FY 21 and $65,000 for FY 22. Background Information: As part of the current dispatch services partnership between Southlake, Keller, and Colleyville, a CAD/RMS system is used by 911 operators to manage law enforcement, fire, and emergency medical calls for service as well as management of records related to those requests. The current system no longer fulfills the needs of the regional partner cities of Southlake, Keller, and Colleyville. The city of Keller has purchased the new system and will be reimbursed by the partner cities for their respective portion per cost share agreement. Financial Considerations: Funding for this project was approved in the FY 21 & FY 22 CCPD budget. The total amount for this reimbursement exceeds $50,000, which necessitates City Council approval. Strategic Link: C1 - Achieve the highest standards of safety and security. PDC1 - Reduce crime, the fear of crime, and enhance public safety. CCPD3 - achieve the highest standards of safety and security through modern technology and equipment. Item 4T Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: City Council may approve or deny the expenditure. Supporting Documents: Cost share information from the City of Keller. Staff Recommendation: Approve reimbursement to the City of Keller in an amount not to exceed $144,000 for FY 21 and $65,000 for FY 22. Staff Contact: Ashleigh Casey, Assistant Chief of Police KELLER POLICE DEPARTMENT CentralSquare Pro Suite CAD-RMS Contract Total contract cost is $863,036.00 See Final Pricing Detail CentralSquare Pro Suite. Line Item Cost Breakout NETCOM $ 517,052.00 Keller $ 116,354.00 Westlake $ 7,000.00 Southlake $ 140,915.00 Colleyville $ 81,715.00 Sub Total $ 863,036.00 Less Grant $ (338,757.24) Total $ 524,278.76 Keller was awarded a grant in the total of $338,757.20 for this project. The grant was applied toward the NETCOM line item costs. Agency Cost Share Agency NETCOM Utilization Line Items NETCOM Share Sub Total Less Grant Total Keller 40% $ 116,354.00 $ 206,820.80 $ 323,174.80 $ (135,502.90) $ 187,671.90 Westlake N/A $ 7,000.00 N/A $ 7,000.00 $ - $ 7,000.00 Southlake 35.79% $ 140,915.00 $ 185,052.91 $ 325,967.91 $ (121,241.22) $ 204,726.69 Colleyville 24.21% $ 81,715.00 $ 125,178.29 $ 206,893.29 $ (82,013.13) $ 124,880.16 Total 100% $ 517,052.00 $ 863,036.00 $ (338,757.24) $ 524,278.76 330 RUFE SNOW DR. • KELLER, TEXAS 76248 • (817)743--4500 Fax (817)743-4594 www.kellerpd.com • info@kellerpd.com Amounts Due Agency FY 21 FY 22 Total Keller $ 131,370.33 $56,301.57 $ 187,671.90 Westlake $ 4,900.00 $ 2,100.00 $ 7,000.00 Southlake $ 143,308.69 $61,418.01 $ 204,726.69 Colleyville $ 87,416.11 $37,464.05 $ 124,880.16 $ 524,278.76 The Keller Finance Department will invoice each city according to their cost share. Go Live is projected to be May 2022. 330 RUFE SNOW DR. • KELLER, TEXAS 76248 • (817)743--4500 Fax (817)743-4594 www.kellerpd.com • info@kellerpd.com