RFP No. 2023-0414-BR for a one (1) year contract with nine (9) one-year automatic renewals for a Police Department Records Management System  for Technology Solutions to CentralSquare Technologies, LLC in the amount of $1,529,924 for the first year, with nine (9) additional one-year automatic renewals in the total amount of $3,809,357, with an estimated total contract amount over ten (10) years of $5,339,281; and authorizing the City Manager to execute all necessary documents. Approved

The Police Department Records Management System (RMS) is essential to the Plano Police Department's (PPD) operations, serving as a centralized repository for police records, field reporting, and evidence management. The existing RMS, implemented in the early 2000s, operates on an obsolete codebase with limited support. The current provider is no longer enhancing the system functionally, creating substantial risks to ensuring efficient service delivery and continuity of business operations.

A request for proposals was released in 2023 and attracted four (4) proposals, with three (3) qualifying as responsive. The City evaluated proposals and established a shortlist of offerors that only considered all technical aspects of proposals.  Pricing was not factored in to determine the shortlist of offerors.  Evaluation criteria of the technical aspects included the following:  Company Background, Experience, Financial Qualifications and References; System Architecture; Application Software and Integration (RMS Functionality, Integration and Interfaces); Implementation (e.g., Schedule, System Testing and Acceptance, Training, Data Conversion); and Customer Support, Warranty and Maintenance. City staff conducted reference checks for each offeror. All three (3) offerors were then invited and participated in on-site demos for City staff.

Upon conclusion of on-site demos and re-evaluation, CentralSquare Technologies, LLC was shortlisted after they were determined to best able to meet the City’s needs.  During this phase of the solicitation, staff conducted a rigorous evaluation; including additional reference checks, an additional focused demo, visits to local Texas agencies using the solution, and price negotiation.  CentralSquare's Records Enterprise solution meets all critical requirements and aligns well with the City's existing infrastructure, including the Public Safety Communications (PSC) Computer-Aided Dispatch (CAD) system, also provided by CentralSquare.

The CentralSquare RMS offers an integrated suite that includes:

• Records Enterprise: A configurable and scalable RMS for records management.
• Mobile Enterprise: A field-based extension supporting patrol operations.
• Public Safety Analytics Enterprise: A data aggregation and dashboard solution for enhanced operational insight.

A unified vendor for CAD and RMS promotes seamless data flow from dispatch to reporting, improving efficiency and user experience. The scope includes software licenses, hosting, data migration, integrations, testing, training, and ongoing support to ensure the City achieves a secure, compliant, and effective system for managing police records.

If not approved, the Police Department must continue to rely on the outdated solution, which has limited support, reduced functionality, and an increased risk of security vulnerabilities. This reliance on a provider no longer active in the market, introduces significant operational risks, including challenges in maintaining Commission on Accreditation for Law Enforcement Agencies (CALEA) accreditation and potential data loss due to outdated infrastructure.

This request is to approve a one (1) year contract with nine (9) additional one-year City optional renewals for an estimated total amount of $5,339,281.  Funding is available in the 2024-25 Technology Improvements CIP Fund for the initial purchase, in the estimated amount of $1,529,924, which will leave a remaining balance of $859,905 for other project expenditures. 

Funding for future year maintenance and support is available in the Technology Solutions Applications Budget in the estimated amount of $359,958 for FY 2025-26; $374,356 for FY 2026-27; $389,330 for FY 2027-28; $404,903 for FY 2028-29; $421,099 for FY 2029-30; $437,943 for FY 2030-31; $455,461 for FY 2031-32; $473,680 for FY 2032-33; and $492,627 for FY 2033-34 for a total cost of $3,809,357.  All future year expenditures will occur within council approved appropriations.

Approval of this item supports the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.