HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 07/03/2018 - SECOND READING OF ORDINANCE NO. 081, 2018, REAPPROAgenda Item 4
Item # 4 Page 1
AGENDA ITEM SUMMARY July 3, 2018
City Council
STAFF
Carol Workman, Acting Director of Police Information Services
Erik Martin, Police Financial Analyst II
Gerry Paul, Director of Purchasing & Risk Management
Ryan Malarky, Legal
SUBJECT
Second Reading of Ordinance No. 081, 2018, Reappropriating Funds Previously Appropriated in 2017 but not
Expended and not Encumbered in 2017, Appropriating Prior Year Reserves in the General Fund and
Appropriating Unanticipated Revenue in the General Fund for the Fort Collins Police Services Combined
Regional Information Systems Project.
EXECUTIVE SUMMARY
This Ordinance, unanimously adopted on First Reading on June 19, 2018, appropriates funds to purchase a
public safety software solution for the Combined Regional Information Systems Project (CRISP). CRISP is a
regional partnership with other Larimer County public safety agencies and provides a reliable public safety
software solution that allows regional agencies to share police and fire data, manage incidents and provide for
redundancy and continuity of operations. The current system is scheduled for replacement. The City of
Loveland is joining CRISP and with the addition of Loveland and other project changes, staff is also requesting
an additional appropriation of $1.98 million with the understanding that all but $288K will be reimbursed from
both CRISP partner and member agencies.
STAFF RECOMMENDATION
Staff recommends adoption of the Ordinance on Second Reading.
ATTACHMENTS
1. First Reading Agenda Item Summary, June 19, 2018 (PDF)
2. Ordinance 081, 2018 (PDF)
Agenda Item 11
Item # 11 Page 1
AGENDA ITEM SUMMARY June 19, 2018
City Council
STAFF
Carol Workman, Acting Director of Police Information Services
Erik Martin, Police Financial Analyst II
Gerry Paul, Director of Purchasing & Risk Management
Ryan Malarky, Legal
SUBJECT
Items Relating to Combined Regional Information Systems Project (CRISP).
EXECUTIVE SUMMARY
A. First Reading of Ordinance No. 081, 2018, Reappropriating Funds Previously Appropriated in 2017 but not
Expended and not Encumbered in 2017, Appropriating Prior Year Reserves in the General Fund and
Appropriating Unanticipated Revenue in the General Fund for the Fort Collins Police Services Combined
Regional Information Systems Project.
B. Resolution 2018-062 Authorizing the Mayor to Enter into an Intergovernmental Agreement with Larimer
County and the City of Loveland for the Purpose of Sharing in the Purchase of a Public Safety Software
Solution for the Combined Regional Information Systems Project.
C. Resolution 2018-063 Approving an Exception to the Use of a Competitive Process for the Purchase of a
Public Safety Software Solution from TriTech Software Systems.
The purpose of this item is to purchase a public safety software solution for the Combined Regional Information
Systems Project (CRISP). CRISP is a regional partnership with other Larimer County public safety agencies
and provides a reliable public safety software solution that allows regional agencies to share police and fire data,
manage incidents and provide for redundancy and continuity of operations. The current system is scheduled for
replacement. The City of Loveland is joining CRISP and with the addition of Loveland and other project changes,
staff is also requesting an additional appropriation of $1.98 million with the understanding that all but $288K will
be reimbursed from both CRISP partner and member agencies.
STAFF RECOMMENDATION
Staff recommends adoption of the Resolutions and Ordinance on First Reading.
BACKGROUND / DISCUSSION
The concept of CRISP began in 2003, when Fort Collins Police Services and Larimer County Sheriff’s Office
were seeking a public safety software system that would provide for a Computer Aided Dispatch (CAD), Records
Management System (RMS) and Mobile Solution for their agencies. Both agencies agreed to share in the cost,
use and management of the new software system and allow for other public safety agencies, known as
“members” in the region to utilize the system.
For many years, CRISP has provided a critical infrastructure for many agencies in Larimer County and is relied
upon daily for the operations of its members. The current software system needs to be replaced and initial
funding was approved in 2017 with BFO offers 29.39 and a portion of 29.2. Since receiving the original funding
ATTACHMENT 1
Agenda Item 11
Item # 11 Page 2
approval for the CRISP system, the City of Loveland decided to join CRISP as a partner agency. An updated
intergovernmental agreement between the City, Larimer County, and the City of Loveland was negotiated and
each partner will share equally in the costs, use and management of the system.
The selected software vendor for the project is TriTech Software Solutions and staff is also requesting approval
for an exception to the use of a competitive bid or proposal process to utilize this vendor and approval to award
an agreed upon contract to TriTech. TriTech is currently the incumbent supplier for each of the CRISP members.
Continuing uninterrupted with TriTech maintains technical continuity, increases probability of success, keeps
costs low (would have to factor in vendor change costs if do not stay with TriTech), improves quality, and avoids
schedule delays to upgrade to the new TriTech platform. TriTech has also offered a 49% software discount if
we move to their software solution.
TriTech Software Systems is a leader in the public safety software industry. TriTech offers a suite of software
including CAD, RMS, Mobile applications and a jail records. TriTech has been selected to deploy software
solutions for some of the most complex and demanding public safety operations throughout the U.S. and across
the globe. As an experienced public safety solution provider across the country and within the state of Colorado,
TriTech is uniquely positioned to provide the lowest risk, most cost-effective solution to the CRISP, having
already successfully delivered systems meeting Colorado statute codes and state reporting requirements. The
strength of TriTech’s Colorado user base will provide CRISP with ample opportunities for data sharing.
Staff has extensively evaluated the TriTech system to include detailed demonstrations and functionality
discussions. TriTech provides not only a comprehensive software solution that supports the needs of the
agencies within CRISP, but they also meet the complex and diverse functional requirements of public safety.
Staff had previously received BFO funding (in offer 29.39 and a portion of offer 29.2) for the CRISP replacement
with the understanding TriTech would be the software vendor.
In the event the City required a competitive bid or proposal process and identified another vendor, CRISP would
likely lose both partners; The City of Loveland and Larimer County. Prior to committing to CRISP, Loveland had
completed a competitive proposal process and selected TriTech. Loveland has been a CAD customer of TriTech
for 20 years and have been pleased with the quality of the product and service from the vendor. Larimer County
has communicated they do not want to complete a competitive proposal process and have concluded TriTech
has the most effective and reliable solution for their needs.
CITY FINANCIAL IMPACTS
$3.43 million in funding was approved for expenditure in 2017 for the replacement of the CRISP system. This
appropriation was not expended in 2017 as there was not sufficient time to negotiate an IGA and complete the
project.
The original cost and scope of the project was in anticipation of an equal sharing with Larimer County. With the
addition of the City of Loveland, and other required scope changes including; additional implementation costs,
data conversion costs, 3rd party applications and interfaces, hardware and system redundancy costs and
network connectivity to Loveland PD, the new project cost is $5.41 million.
The City of Fort Collins is the purchasing agent for the CRISP project and a request for an additional
appropriation of $1.98 million is required for the project. Reimbursement and additional funding from partner
and member agencies, leaves the Fort Collins specific funding needs at $288K. Reimbursement will be received
as outlined in the IGA and as required per project milestone payments.
Current Project $5.41 million
Original Project $3.43 million
Net change/ask $1.98 million
Less reimbursements/funding ($1.69 million)
Fort Collins General Fund Impact $288K
The full appropriation request is for $5.41M which is made up of a reappropriation of $3.43M [from 2017], an
Agenda Item 11
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additional $1.69M appropriation from funds generated through CRISP partner and member reimbursements,
and an additional appropriation request of $288K from the general fund.
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ORDINANCE NO. 081, 2018
OF THE COUNCIL OF THE CITY OF FORT COLLINS
REAPPROPRIATING FUNDS PREVIOUSLY APPROPRIATED IN 2017
BUT NOT EXPENDED AND NOT ENCUMBERED IN 2017, APPROPRIATING
PRIOR YEAR RESERVES IN THE GENERAL FUND AND APPROPRIATING
UNANTICIPATED REVENUE IN THE GENERAL FUND FOR
THE FORT COLLINS POLICE SERVICES COMBINED REGIONAL INFORMATION
SYSTEMS PROJECT
WHEREAS, since 2003, Fort Collins Police Services (“FCPS”) and the Larimer County
Sheriff’s Office (“Sheriff’s Office”) have cooperated in utilizing a public safety software system
for computer aided dispatch, a records management system, and mobile applications, known as
the Consolidated Regional Information Systems Project (“CRISP”) which has been relied upon by
other public safety agencies in Larimer County; and
WHEREAS, the current software system needs replacement, and the City of Loveland has
joined FCPS and the Sheriff’s Office as a CRISP partner in procuring a new software solution
(collectively, the “Partners”); and
WHEREAS, the Partners intend to enter into an intergovernmental agreement for the
purchase of a software solution from Tritech Software Systems, whereby the Partners will share
equally in the costs of the system, subject to limited exceptions for agency-specific components;
and
WHEREAS, as the purchasing agent for the system, the City of Fort Collins will be entitled
to reimbursement from the Partners, and will receive monetary contributions to offset costs from
Poudre Fire Authority, Wellington Fire Department, Poudre Valley Health Care, Inc. d/b/a Poudre
Valley Hospital, and the Larimer Emergency Telephone Authority in the estimated amount of
$1,690,000; and
WHEREAS, Article V, Section 11 of the City Charter requires that all appropriations
unexpended or unencumbered at the end of the fiscal year lapse to the applicable general or special
fund, except that appropriations for capital projects and federal or state grants do not lapse until
the completion of the capital project or until the expiration of the federal or state grant; and
WHEREAS, Article V, Section 9 of the City Charter permits the City Council to
appropriate by ordinance at any time during the fiscal year such funds for expenditure as may be
available from reserves accumulated in prior years, notwithstanding that such reserves were not
previously appropriated; and
WHEREAS, City staff have determined that the amounts to be appropriated as described
herein are available and currently unappropriated; and
WHEREAS, it is in the best interests of the City and its residents to re-appropriate funds
for the expenditures below, in furtherance of these expenditures authorized in 2017 for which such
appropriated funds were not expended and not encumbered during 2017.
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WHEREAS, Article V, Section 9, of the City Charter permits the City Council to make
supplemental appropriations by ordinance at any time during the fiscal year, provided that the total
amount of such supplemental appropriations, in combination with all previous appropriations for
that fiscal year, does not exceed the current estimate of actual and anticipated revenues to be
received during the fiscal year; and
WHEREAS, the City Manager has recommended the appropriation described herein and
determined that this appropriation is available and previously unappropriated from the General
Fund and will not cause the total amount appropriated in the General Fund to exceed the current
estimate of actual and anticipated revenues to be received in that fund during any fiscal year; and
WHEREAS, this appropriation benefits public health, safety and welfare of the citizens of
Fort Collins and serves the public purpose of procuring a software solution that will aid in the
efficient provision of public safety services throughout the City.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT
COLLINS as follows:
Section 1. That the City Council hereby makes and adopts the determinations and
findings contained in the recitals set forth above.
Section 2. That there is hereby appropriated for expenditure from prior year reserves
in the General Fund the sum of THREE MILLION FOUR HUNDRED THIRTY THOUSAND
DOLLARS ($3,430,000) for the Fort Collins CRISP Project.
Section 3. That there is hereby appropriated for expenditure from unanticipated
revenue in the General Fund the sum of ONE MILLION SIX HUNDRED NINETY THOUSAND
DOLLARS ($1,690,000) for the Fort Collins CRISP Project.
Section 4. That there is hereby appropriated for expenditure from prior year reserves
in the General Fund the sum of TWO HUNDRED EIGHTY-EIGHT THOUSAND DOLLARS
($288,000) for the Fort Collins CRISP Project.
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Introduced, considered favorably on first reading, and ordered published this 19th day of
June, A.D. 2018, and to be presented for final passage on the 3rd day of July, A.D. 2018.
__________________________________
Mayor
ATTEST:
_______________________________
City Clerk
Passed and adopted on final reading on the 3rd day of July, A.D. 2018.
__________________________________
Mayor
ATTEST:
_______________________________
City Clerk