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Home My WebLink AboutCOW 2016-07-11 Item 2A - Funding - Technology Support for Police Records System COUNCIL AGENDA SYNOPSIS ----------------------------------Tnifials--------------------------------- ITEmNo. Meeting Date Prepared by Mayors review review ew • 07/11/16 MM • 07/18/16 MM 2.A. ITEM INFORMATION STAFF SPONSOR:JOSEPH TODD 1ORIGINAI.AGENDADATJ7_: 7/11/16 AGENDA I'rr_m Trfl,E New FTE position, Technology Services Systems Administrator CATEGORY 0 Discussion Z motion 1:1 Resolution ❑ Ordinance ❑ Bid Award [:] Publit-Hean'ng ❑ Other Mtg Date 7111116 Mtg Date Date 7118116 Mtg Date Mtg Date Mtg Date Mt g Mtg Date SPONSOR E] Countil E]Ma yor [:] HR ❑ DCD ❑ Finance ❑ Fire Z TS ❑ P&R ❑ Police ❑ PW SPONSOR'S Technology Services is asking the Councils consideration for the following: SUMM,,',RY Upgrade Police Departments half-time position to full-time (FTE), move position from Police to Technology Services, re-allocate Police funding for position to Technology Services to start 2017. Appropriation of funds moving forward will be addressed through the Biennial Budget process. REVIEWED BY z cow Mtg. F-1 CA&P Cmte Z F&S Cmte ❑ Transportation Cmte ❑ Utilities Cmte F-1 Arts Comm. [:] Parks Comm. ❑ Planning Comm. DATE: 7/6/16 COMMITTEE CHAIR: SEAL RECOMMENDATIONS: SPONSOR/ADMIN. Technology Services COMMI'171"E.17 Unanimous Approval; Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments.- MTG. DATE RECORD OF COUNCIL ACTION 07/11/16 MTG. DATE ATTACHMENTS 07/11/16 Informational Memorandum dated 06/15/16 (updated after FS meeting) Page 6 from the December 7, 2015 Regular City Council Meeting Minutes Minutes from the July 6, 2016 Finance and Safety Committee meeting 07/18/16 2 City of Tukwila Allan Ekberg, Mayor •• INFORMATIONAL MEMORANDUM TO: Finance and Safety Committee FROM: Joseph Todd, Director of Technology Services BY: Michael Marcum, Senior Technology Services Specialist CC: Mayor Ekberg DATE: 06/15/2016 SUBJECT: New FTE position, Technology Services Systems Administrator (Updated after FS meeting as shown below) ISSUE Consideration of funding to increase the half-time position to full-time (FTE). BACKGROUND A half-time position was approved in December 2015 to support the Police Department in the implementation and support of the new Spillman Records Management System. DISCUSSION Technology Services, in conjunction, with the Police Department has conducted two separate rounds of interviews to fill the half-time position without finding a desirable candidate. It can be difficult to secure qualified staff support for part-time positions. Approval for a full-time position is critical in securing staff to support this vital system, as well as, other statement of work critical the mission of the Police Department. Because this is moving from a part time position to a full time position, analysis was conducted to potentially source the Spillman and PD work. This is a highly specialized Scope of Work, and the rates we got back from 3 vendors ranged from $150 to $180 per hour. This would significantly impact our professional services budget, and our overall IT budget given we are currently putting forth several initiatives to transform TS capabilities for the employees and citizens of Tukwila. The Council is being asked to consider the following: • Upgrade from half to full-time position The half-time position was created through council's approval of the Police Records Management System on 12/7/15, see attached meeting minutes. • Move position from Police Department to Technology Services • Re-allocate half-time Police funding to start next calendar year Position funding will be provided by the Police Department through the remainder of the year, with future budgeting done through the biennial budget process. FINANCIAL IMPACT $113,550 — $131,799 annually, including benefits. (Recommended) SOURCED FINANCIAL IMPACT $312,000 —$374,000 annually, no benefits. RECOMMENDATION The Council is being asked to consider this item at the July 11, 2016 Committee of the Whole meeting and subsequent July 18, 2016 Regular meeting. ATTACHMENTS - Page 6 of the Regular City Council Meeting Minutes from December 7, 2015 3 Tukwila City Council Regular Meeting Minutes December 7, 2015 Page 6 of 9 the City has a good bid price for the demolition and does not want to risk letting that bid expire such that the demolition cost would probably be higher in the future. This additional cost risk came to light last week when City staff inspected the building with 4Culture and Tukwila's Building Official and Fire Marshal. At that time there was a better understanding of the damage to the building from the seizure, two years of sitting unoccupied, significant dry rot, damage to the fire sprinkler system, and plumbing problems. Upon review, it was determined the repairs would likely be too expensive. The recommendation is that the City include the Traveler's Choice in the demolition contract. This will require a $150,000 expenditure from next year's budget. Bob Giberson, Public Works Director, explained that Schedule A in the amount of$470,247.75 is for the demolition of three motels (Great Bear, Boulevard, Spruce) and Sam Smoke Shop, and Schedule B in the amount of$132,779.70 is for the demolition of Traveler's Choice for a total of$603,027.45. (2) Award a bid to Construction Group International, LLC, for building demolition for the Tukwila International Boulevard Redevelopment Project (demolition of the Boulevard, Great Bear, Spruce and Traveler's Choice Motels and Sam Smoke Shop) in the amount of$603,027.45 (plus contingency), and authorize the Mayor to sign the contract. MOVED BY SEAL, SECONDED BY KRULLER TO AWARD A BID TO CONSTRUCTION GROUP INTERNATIONAL, LLC, FOR BUILDING DEMOLITION FOR THE TUKWILA INTERNATIONAL BOULEVARD REDEVELOPMENT PROJECT(DEMOLITION OF THE BOULEVARD,GREAT BEAR, SPRUCE AND TRAVELER'S CHOICE MOTELS AND SAM SMOKE SHOP) IN THE AMOUNT OF $603,027.45 (PLUS CONTINGENCY), AND AUTHORIZE THE MAYOR TO SIGN THE CONTRACT. MOTION CARRIED 7-0. d. Authorize the Mayor to sign the 2015 Community Oriented Policing Services (COPS) grant agreement from the U.S. Department of Justice in the amount of$250,000.00. MOVED BY HOUGARDY, SECONDED BY KRULLER TO AUTHORIZE THE MAYOR TO SIGN THE 2015 COMMUNITY ORIENTED POLICING SERVICES (COPS) GRANT AGREEMENT FROM THE U.S. DEPARTMENT OF JUSTICE IN THE AMOUNT OF $250,000.00. MOTION CARRIED 7-0. e. Authorize the Mayor to sign a purchase and license agreement with Spillman Technologies, Inc.,for purchase and maintenance of the Sentryx product as the new Police Records Management System and related support and services in an amount not to exceed $1,070,466.00 ($350,000.00 of funding from the 2015-2016 biennial budget, and$720,466.00 allocated through a budget amendment). MOVED BY HOUGARDY, SECONDED BY SEAL TO AUTHORIZE THE MAYOR TO SIGN A PURCHASE AND LICENSE AGREEMENT WITH SPILLMAN TECHNOLOGIES, INC., FOR PURCHASE AND MAINTENANCE OF THE SENTRYX PRODUCT AS THE NEW POLICE RECORDS MANAGEMENT SYSTEM AND RELATED SUPPORT AND SERVICES IN AN AMOUNT NOT TO EXCEED $1,070,466.00. ($350,000:00 OF FUNDING FROM THE 2015-2016 BIENNIAL BUDGET, AND $720,466.00 ALLOCATED THROUGH A BUDGET AMENDMENT).* Based on questions by the Council, staff reiterated that a part-time person will be hired for a 12-18 month period to help with the technology-related functions associated with the implementation of the new system. Trina Cook, Police Information Analyst, introduced Anthony Dorsey, Field Sales Executive from Spillman. Mr. Dorsey stated that Spillman has been a private company for 30 years with customers in 42 states, and Washington State has the most clients. *MOTION CARRIED 7-0. 4 FINANCE AND SAFETY COMMITTEE Meeting-Minutes City of Tukwila City Council Finance and Safety Committee July 6, 2016 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: Verna Seal, Chair; Dennis Robertson, Kate Kruller Staff: David Cline, Leon Richardson, Mike Villa, Bruce Linton, Don Tomaso, Mike Marcum, Christy O'Flaherty, Vicky Carlsen, Robin Tischmak, Laurel Humphrey Guest: Ron Lamb, Resident CALL TO ORDER: Chair Seal called the meeting to order at 5:30 p.m. 1 PRESENTATIONS 11. BUSINESS AGENDA There was consensus to consider the 1st Quarter Finance reports as the first items of business. A. 2016 First Quarter Sates Tax and Miscellaneous Revenue Report Staff presented the 2016 First Quarter Sales Tax and Miscellaneous Revenue Report, including details on retail sales tax, gambling tax, and admissions tax revenues with sale tax broken out by industry classifications. Total sales tax collections for the 1st quarter were $82,000, or 2 %, above those for the same period last year. Construction sates tax is up 12% compared with the same period last year, and sales tax from other industries is up 1 %. INFORMATION ONLY. B. 2016 First Quarter Cash and Investment Report Staff presented the 1st Quarter Cash and Investment Report for 2016, including information on the City's portfolio components, performance, policy compliance and liquidity analysis, fund cash and investment balances, and investment environment. At March 31, 2016, the portfolio totaled $52.6 million. comprising $38.5 million in cash and cash equivalents and $14.1 in longer term investments. The portfolio balance increased by $1.9 million from the December 31, 2015 balance. INFORMATION ONLY. C. Technology Services System Administrator Position Staff is seeking Council approval to move a position from the Police Department to Technology Services and increase it from half -time to full -time. The position was originally created and approved in December 2015 to support the Police Department in the implementation and support of the Spillman Records Management System. Staff has been unable to find a qualified candidate interested in the part time position and, with new leadership in the TS department, there has been a reassessment of need. If approved, the position will be used for implementation and support of Spillman as planned, but also provide support for the other technology needs in the Police Department over time. The Police Department will fund this position through the 5 Finance and Safety Committee Minutes July 6, 2016 remainder of 2016 using the money allocated for the half -time position. There is currently a backlog relating to PD technology due to inadequate staffing. Spillman deployment is expected to occur in early October. Councilmember Kruller asked about the option of contracting this support as she observes in other organizations. Staff replied that Spillman does not offer this option, and there are challenges associated with contracting considering the rigorous background requirements of the PD. Councilmember Kruller requested a cost comparison of the proposed position versus contracting for service. UNANIMOUS APPROVAL. FORWARD TO JULY 11, 2016 COMMITTEE OF THE WHOLE WITH REQUESTED ADDITIONAL INFORMATION. D. Proposed Budget Schedule Staff provided an update to the process and timeline for review and adoption of the 2017 -2018 Biennial Budget and Capital Improvement Plan, last approved by the Committee in April. Budget preparation work is well underway, but the schedule has been modified to have Enterprise funds before Committees in July and Capital Projects in August. Budget components will go through Administration, standing Committee and C.O.W. /workshop review, where they will receive direction on changes or consensus to return for final adoption. The Committee approved the revised schedule, but recommended that budget components should be presented as early as they are ready. Staff also updated the Committee on a proposal to overhaul Attachment A by developing a new planning model that is flexible and user.- friendly. Preliminary conversations have been held with Berk, as they developed the model used for the Public Safety Plan. Berk is interested in partnering with the City on this project. Staff would like to develop a committee to begin this project with the hope of beta testing this tool with the 2017 -2018 budget process. The Committee expressed support for this proposal. COMMITTEE APPROVAL. 111. MISCELLANEOUS Next steps on Public Safety Plan The full Council was briefed on the outreach effort at the July 5 Regular Meeting. Outreach is continuing, with tours of the Police Department and Court provided to employees on July 6, and visits to COPCAB, TIBAC and Valley View Sewer District upcoming. Ballot language is being drafted, and an article to solicit pro -con committee members will be in the July Tukwila Reporter. Chair Seal noted that the plan for Council review will include a public hearing on July 18, discussion at the July 25 Committee of the Whole, and potential adoption on August 1. Committee members discussed the structure and role of a bond oversight committee and would like for those positions to be Council- appointed. They will also be seeking advice from the City Attorney on advocacy by Councilmembers assuming a vote to place the measure on the ballot. 6