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CITY OF

PACIFIC GROVE       

Police Records Management System

Police Records Management System

Department: 
Police

The City of Pacific Grove (the “City”), is seeking Proposals from qualified public safety software firm to provide a progressive Police Records Management System (RMS) for the Police Department. The RMS shall allow for an integrated system for excellent case report management; follow-up investigations; document file management; accurate crime mapping, reporting, and statistics; property and evidence collection and management; compliance with State and Federal mandates; accountability and transparency; and adherence to current and future Criminal Justice Information Services (CJIS) Policies to ensure the safety and security of sensitive law enforcement data.

The City received (10) proposals for the Police Records Management System project. The following is a list of vendors, in alphabetical order, who submitted proposals:

AeonNexus
Central Square
Cyrun
LawSoft
Mark43
Motorola Solutions
Optimum Technology
SOMA Global
Sun Ridge Systems
TracNet

Closing: 
Tuesday, January 19, 2021 - 2:00 pm
RFP/Call for Bids Note: 

Proposals marked “POLICE RECORDS MANAGEMENT SYSTEM” must be received by
2:00 PM on FRIDAY, JANUARY 29, 2021 at:
Pacific Grove Police Department 580 Pine Avenue Pacific Grove CA 93950
ATTN: Jocelyn Francis, Administrative Services Manager
Any proposals received after the scheduled closing time for receipt will be rejected.

Please view the addendum issued for the tentative timeline.

The point of contact for this project is Jocelyn Francis at jfrancis@cityofpacificgrove.org or
(831) 648-3156.

Clarifying questions are encouraged. The complete RFP is posted above and hard copies can be obtained from the Pacific Grove Police Department.

Questions:

1. The deadline to submit questions is listed as 01/11/20. When will answers be provided by?
A: Answers will be provided by 6:00 PM on 01/12/20. Received questions will be answered as they come in and posted on the City RFP webpage.

2. Section 2.3: Is it PG’s intent to continue to use LEAWeb for access to CLETS? Or does PG desire that CLETS be integrated with RMS and that vendors should include that in their proposals? (In which case PG will obtain connectivity to CLETS either via the MCSO message switch or obtain a direct connect to DOJ.)
A: The City currently has connectivity to MCSO. However, will continue to utilize LEAWeb for access to CLETS.

3. Are vendors to include the costs of all requisite hardware (e.g. servers, OS, database, workstations, etc.) or just a list of components with specifications?
A: Yes. Do not include individual computers, including desktops and patrol mobile data computers.

4. Page 7 Data Migration: Is the current Property and Evidence Management system part of or integrated with Tracnet RMS? (By ‘integrated’, we mean single point of entry of Property and Evidence data.) Or, is it a separate application/program? If separate, who is the vendor?
A: It is not a separate application or program. The City currently utilizes a Property and Evidence module within Tracnet RMS. All property is associated with an incident record.

5. Interface – Guardian Tracking:

  • Do you have an interface to this with your current RMS?
  • Please describe how this works/or how you envision this will work.
  • Can you please provide interface specifications?

A: No there no current interface. The system is an early warning intervention system, with one feature utilized for supervisor use of force investigations. The program is web-based and administered by the Department.

6. Interface – I-Subpoena:

  • Do you have an interface to this with your current RMS?
  • Please describe how this works/or how you envision this will work.
  • Can you please provide interface specifications?

A: There is no interface. The system is a subpoena system that is web-based and administered by the Monterey County District Attorney’s Office. Interfacing the subpoena with the related incident report could prove useful for police officers subpoenaed for court.

7. Interface – I-Worq

  • Do you have an interface to this with your current RMS?
  • Please describe how this works/or how you envision this will work.
  • Can you please provide interface specifications?

A: There is no interface. The system runs a variety of modules from public works work orders, City permitting, code enforcement, animal licensing and houses all property records (including addresses, APNs and owner information). It would be helpful if the property records were available in the new Records Management System. This would assist with more accurate data entry. The system is web-based and administered by the City.

8. Interface – Justice Partners:

  • Do you have an interface to this with your current RMS?
  • Please describe how this works/or how you envision this will work.
  • Can you please provide interface specifications?

A: There is no interface. The system is web-based and administered by Monterey County Superior Court, which includes information

9. Interface – PropertyRoom.com:

  • Do you have an interface to this with your current RMS?
  • Please describe how this works/or how you envision this will work.
  • Can you please provide interface specifications?

A: There is no interface and no interface is desired. The company is utilized to auction off dispositioned property. Please disregard.

10. Interface – TLOxp:

  • Do you have an interface to this with your current RMS?
  • Please describe how this works/or how you envision this will work.
  • Can you please provide interface specifications?

A: There is no interface. TLOxp is utilized as a search engine for a variety of public records, including helpful contact information, public certificates and personal identifying information. The ability to transfer the record information into a alpha record would prove useful. The system currently web-based, administered through TLOxp and the Department.

11. Interface – TriTech CAD”

  • Do you have an interface to this with your current RMS?
  • Will this be for the transfer of pertinent CAD data to RMS for the officer’s report?
  • Can you please provide interface specifications?

A: There is no interface. The City of Pacific Grove contracts with Monterey County for Dispatch services. TriTech CAD is utilized by County dispatchers and the system is administered by the County. The ability to auto populate collected call information from TriTech into a Records Management System incident report would be helpful for field personnel.

12. Pg. 21 – General Property Searches:
Please describe what is meant by the following searches specifically for property. Or is this meant as searches of the case/report related to the property?
"Incident Inquiries & Searches" "Date, Day of Week, Time of Day" "Address, Location, Neighborhood"
A: The Department is looking for the ability to search for property and evidence related to a specific case, by the date and times and location. This would assist staff in connecting property taken into custody with property lost or stolen.

13. RFP p. 1: Please specify the number of proposal copies are required.
A: (1) proposal copy is required.

14. RFP p. 7, Section 4.2: The RFP states that “qualified firms should address and provide a data migration plan from the existing PGPD Records Management System (TracNet) to the new proposed system, inclusive of Property and Evidence Management.” To facilitate our response to this item, please provide the following information.
A: The answers are provided below. HOWEVER, vendors should note not all records are expected to be transferred over. The Department is currently working on determining record retention periods for each record.

Answers provided below:
Number of Master Incident records: Approximately 210,000
(This includes links to People, Property, Business, Auto, Crash, Citations, etc.)
Number of Master Names records: Approximately 390,000
Number of duplicate name records: It is estimated 100,000 duplicates exist.
Number of Property records: Approximately 80,000
Number of Master Business records: Approximately 1,000 current businesses in the City of Pacific Grove*
Number of Master Auto records: Approximately 200,000
Number of Jail records: None. The Department does not have a Jail and transports arrestees to Monterey County Jail.
(This includes Active Inmate, Inmate History, Sentence, Bond, Housing, etc.)
Types of data sources: *Information from City Finance Department, which utilizes HdL for processing City Business Licenses. The other information is from the current RMS System.

15. RFP p. 1 and RFP p. 14, Appendix A: To confirm, one (1) printed copy of the proposal response is required for submission, correct?
A: Yes.

16. RFP pp. 9-10, Section 5.6: Will the agency, in fact, hold vendor demonstrations as part of its evaluation process?
A. Yes.

17. RFP p. 24, Section 6.01: Information “on page 16” is referenced. Please clarify where this content is located.
A: This is a typographical error.

18. Due to the current situation with the national pandemic, will the City consider accepting an electronic copy instead of a physical submission?
A: At this time, the City is only accepting hard copies.

19. If physical copies will still be required, how many copies and originals must be submitted? Also, would the City consider accepting a flash drive with the submission instead of printed paper copies?
A: (1) original proposal is required. No copies are required. A flash drive would be an acceptable alternative, as long as the document is still electronically signed.

20. Are digital signatures acceptable instead of wet signatures?
A: Yes.

21. How many sworn responders will be using the new RMS?
A: The Department has (22) budgeted sworn positions, which includes the Chief of Police and Police Commander. As well as (12) professional staff personnel, which includes (4) field personnel who also respond to calls for service.

22. How many workstations/devices are used by records personnel, evidence, dispatchers, and detectives?
A: The complete workstation inventory is listed below.
Police Records: (4) Desktops
Evidence: (2) Desktops
Detectives: (3) Desktops
Administration: (4) Desktops
Patrol: (7) Desktops and (8) Mobile Data Computers in the Patrol Vehicles
Community Service Officers: (2) Desktops
Training Room: (1) Desktop
*In addition, the Department has (7) laptops for use with remote access to the City network.*

23. Does the agency currently access NCIC through the County message switch? Or does it access it directly to NCIC?
A:The Department currently utilizes LEAWeb for NCIC/CLETs access and entry. This set-up goes directly through DOJ.

24. What is the number of users that will need ‘view only’ access to analytics/statistical reports and/or bulletins?
A: Approximately, (14) Personnel will need ‘view only’ access to analytical reports.

25. What is the number of users that will need to create analytical/statistical reports and/or bulletins?
A: Approximately, (3) Personnel will need access to build or create statistical reports.

26. What are the types of statistical reports currently in use and/or desired?
A: The Department currently runs a variety of statistical reports, including but not limited to: Productivity Reports (by employee), Crime Type Reports, Person Contacted Reports (by Suspect, Victim, etc.), Location/Neighborhood Reports, Arrest Reports, Open Case Reports, and Media Logs (posted cityofpg.org/police). Desired reports include Crime Mapping Reports, Crime Trend Reports and Racial Profiling Reports.

27. Will statistical reports be used for ETLs (Extract, Transfer, Loads)? If so, what is the cadence?
A: The Department currently extracts data to cityprotect.com on a Daily basis. To view what data is included, go to: cityprotect.com/agency/pgpd. The Department also extracts data for DOJ and CHP, such as UCR, MACR, Hate Crimes, NIBRS, and SWTRS on a monthly, quarterly, and annual basis. Eventually RIPA will also be included.

28. What is the desired timeline to implement the RMS?
A: Ideally this project will be complete no later than December 31, 2021.

29. Have demos of industry providers been conducted in the last 2 years? If so, which vendor products were reviewed?
A: With the exception of various staff attending professional conferences and receiving brief demos during trade shows, the Department has not participated in any formal demonstrations in the last 2 years for Police Records Management software vendors.

30. Will the City please provide total numbers for each of the following?
a. Number of CAD users
A: (33) currently CAD users through Monterey County Communications.
b. Number of CAD seats
A: Not applicable.
c. Number of CAD Dispatcher/Call-Taker seats
A: Dispatchers are contracted with through Monterey County Communications. However, the Department is conducting a feasibility study for taking over responsibilities for Call-Taking (non-911 calls).
d. Number of CAD Backup/Supervisory seats
A: Not applicable.
e. Number of Jail beds/Jail bed equivalents
A: Not applicable.
f. Number of code enforcement officers
A: (1) Code Enforcement Officer assigned to City Hall (not Police employee)
g. Number of employees using the new RMS system
A: (34)
h. Number of users that will be able to access the new RMS system
A: (34)
i. Number of agency vehicles in the City’s fleet
A: Police Department Fleet: (17)

31. Regarding data conversion, what type of information needs to be converted?
a. CAD records (calls for service, unit dispatch history)
A: None. Monterey County Communications dispatches for the City of Pacific Grove.
b. RMS records (incident/case reports, property/evidence, warrants, citations)
A: Reference answers to prior vendor questions and answers posted on the City website.
c. JMS records (jail bookings)
A: Reference answers to prior vendor questions and answers posted on the City website.
d. Civil records (garnishments, seizures, subpoenas)
A: Not applicable.
e. Administration records (equipment, inventory, fleet management, K9)
A: There are approximately 350 administrative records.
f. Personnel records (training, certifications, commendations)
A: Not applicable. These records are maintained in other software programs.
g. Document Management System (DMS)
A: Currently forms and other scanned attachments (pdfs) are connected with the applicable incident record in RMS. There are approximately 87,000 records.
h. Any other not listed above?
A: No.

32. With reference to the Guardian Tracking, Justice Partners, PropertyRoom.com, TurboData, and TLOxp Interfaces, would the City provide the following for each interface:
a. Type of interface (import, export, or both)
b. Data to be transferred
c. Frequency of transfer
d. Protocol (REST, SOAP, SFTP, file system, etc.)
e. What each interface is used to accomplish
A: Please read through the questions and answers submitted above and advise if you still have questions regarding interface with different vendors.

33. What specifically would the City like to improve with its new system that its current system does not do now?
A: The Department is interested in learning the different capabilities of RMS systems. There are no doubt capabilities that exist that would improve operations, however, are not yet known. Some improvements include improved investigative tools, related to connecting incident reports, persons, locations and vehicles. Improved systems to decrease with entry errors, grammatical and spelling errors. Improved auditing capabilities for records and improved analytical/reporting capabilities. Ability to building custom reports.

34. Approximately how many citations does the City issue per year? Please breakdown by traffic, criminal, parking, code enforcement.
A: Annually, the Department issues approximately 2,000 traffic, 200 criminal and 75 municipal code violations. In addition, approximately, 6,500 parking citations, however these records are housed through TurboData and not RMS.

35. If the City issues permits, approximately how many permits per year are issued? What type of permits are issued?
A: The Police Department issues approximately 350 permits or licenses a year in the current Records Management System. Annual parking permits and animal licenses are issued through separate programs.

36. What are the determining factors for purchasing CAD and staffing the City’s own communications center?
A: Staffing and funding for staffing.

37. If the City were to purchase CAD, will it be a primary or a secondary PSAP?
A: It would be secondary. The proposal is to have Pacific Grove Police Department staff assist with low priority calls for service, such as parking complaints, counter reports, and property reports. Monterey County would still handle emergency calls for service.

38. What is the local software currently used to share data across law enforcement agencies within Monterey County? What type of data are is shared?
A: Currently, through the current Records Management System, Monterey County agencies share summary data. For example, a search of a person can bring up both local and outside jurisdiction contacts. Included information is the synopsis, primary violation, case report number, date and basic summary information for persons contacted. No other information is provided, such as Narratives and Attachments. In addition to persons, physical property and vehicles can also be searched (whether by descriptors, serial number and/or license).

39. If the City were to purchase its own CAD, is AVL required?
A: No.

40. How many years of data migration would the City like to transfer to its new system?
A: The Department is currently working on determining record retention periods for each record.

41. Is the detention facility a temporary detention facility or a full-time jail?
A: There is no detention facility. All arrestees are transported to Monterey County Jail.

42. Is there any other information that the City can provide for a vendor to ensure the City’s needs are being met?
A: Any other information will be provided via addendum and clarifying questions at this time.

43. Crime Mapping is listed, but want to make sure I get clarification on what you are looking for. Is this for internal use, or public facing crime mapping?

A: This would be for internal use. The City currently utilizes Cityprotect.com for public-facing crime mapping.

 

44. LEAWEB. Who is this provided by? Is it accessing any county records, or does it connect directly to CLETS and only CLETS?

A: LEAWeb is hosted directly through DOJ. The Department is able to access NCIC/CLETs databases, conduct inquiries and entries. Although Monterey County is still the region’s CLETS Administrator.

 

45. Had a question about Data Migration. We have several different options for this, and not sure what would be best for what Pacific Grove is looking for. This would need to be discussed with you all later to find the best solution for your needs. 

A. The three main options are:

- Full data conversion

- Partial (you select what info needs to be pulled out of TracNet and brought in)

- Data Query Tool (tool that allows you to access a separate database with your old TracNet info)

 

B: The Department’s preference is a partial data conversion. The current system hosts decades worth of data that is no longer relevant or required to be retained. However, other recommendations will be considered. 

 

46. Will the City please confirm that it anticipates 33 end users of the new RMS? Does the City anticipate any future growth that should be considered and included in the solicitation? 

A: 33 end users is correct. The City is generally built out and major future growth and development is limited. There is one hotel development proposal that might require staffing to increase slightly.

47. Is the City willing to provide information regarding the current TracNet system? How many tables are expected to be included in the migration? How many columns within each table are to be included? How many fields overall are to be mapped and migrated to the new solution? How does TracNet make data available for export?

A: This information will be determined and reviewed at a later date in the procurement process.

 

48. Does the City anticipate the need for integration between the new RMS and LEAWeb?  

A: No. LEAWeb is hosted directly through DOJ. The Department is able to access NCIC/CLETs databases, conduct inquiries and entries. Although Monterey County is still the region’s CLETS Administrator. 

 

49. What is the anticipated start date or go-live date? 

A: Ideally this project will be complete no later than December 31, 2021. This would then indicate a go-live date before then. KN

 

50. What is the anticipated budget for this project? 

A: Funds have been allocated to this project. However, qualified RMS vendors will propose a variety of storage and pricing structures

 

51. What is the anticipated initial term the City anticipates awarding for this solicitation? 

A: As stated in the Addendum, the Tentative Timeline states a date of March 17, 2021.

 

52. Given concerns regarding COVID-19, does Pacific Grove want hard copies as responses, or is Pacific Grove willing to accept electronic copies of response submissions?

A: At this time, the City is only accepting hard copies. (1) original proposal is required. No copies are required. A flash drive would be an acceptable alternative, as long as the document is still electronically signed.

 

53. For RIPA reporting, is the Department looking for something mobile or paper-based?

A: All field staff are issued Department cell phones and mobile data computers are assigned to each marked unit. Staff are used to entering their own face-sheets and reports, so the Department prefers a mobile solution.

 

54. What are you looking for as a CAD solution?

A: Currently the Department utilizes Monterey County Communications for both 911 calls for service and call-taking for other reports. The Department is reviewing and considering have internal Department staff handle call-taking and continuing to utilize Monterey County for 911 calls only.

Documents: 
Completion Date: 
December 16, 2020