Agenda

Back to Calendar Return

Consent

Brentwood City Commission Agenda

Meeting Date:	04/08/2019
Resolution 2019-36 - Amendment to Agreement with Tyler Technologies for the Purchase of Handheld Electronic Citation Devices for the Police Department
Submitted by:	Tommy Walsh, Police
Department:	Police

Information

Subject

Resolution 2019-36 - A Resolution Authorizing an Amendment to the Agreement with Tyler Technologies for the Purchase of Handheld Electronic Citation Devices for the Police Department.

Background

The FY 2019 Non-Routine work plan for the Police Department included the replacement of existing handheld ticket writers. It additionally includes the adoption of a $5 municipal court fee intended to help offset some of the costs associated with the purchase. For the past several months PD staff has been researching the best available devices that are compatible with our current court software.

In 2014, the Police Department purchased new court and records management system (RMS) software from Tyler Technologies and Brazos. An important piece of that purchase was mobile ticketing software and 20 handheld devices, which allowed officers in the field to issue electronic citations for the first time. Since 2014, officers have been using the devices to issue all PD traffic-related citations. Officers share the devices since there were not enough purchased initially for each officer. In order to upload citation data from the device it has to be placed in a docking station at PD Headquarters.

The devices currently being used by officers in the field are no longer covered by a warranty and while still functional, are in relatively poor overall condition. There are 18 devices currently available for use and many of those have minor damage. Additionally, the capability of the devices, while good in 2014, is substantially less than newer devices offer.

After researching the best available units which are compatible with Tyler/Brazos and conducting testing with multiple devices, the PD has identified the Zebra TC70 as the preferred replacement. The TC70 is similar in size and design to a smart phone, but offers a ruggedized case and many features not available on the current device. The TC70 will allow an officer to scan a driver’s license and vehicle registration quickly and that information will be imported directly into the citation form. It will also upload citation information over a Wi-Fi signal eliminating the need for officers to bring the device into PD Headquarters to be docked.

To make officers more efficient and to potentially eliminate some of the wear and tear associated with sharing devices, PD staff is recommending that each officer be assigned an individual device. Each unit would be kept in the officer's patrol vehicle while not in use where it will be securely docked in a charger. Once a citation is issued, the information will upload automatically from the secure network connection in the vehicle into the PD court software.

In order to provide a device for each Patrol Officer, PD is requesting to purchase 49 Zebra TC70 devices and associated hardware. Twenty-nine additional licenses will also need to be purchased from Tyler/Brazos to provide licenses for all of the units including the 20 licenses purchased in 2014. Tyler Technologies has provided a quote of $78,640 for 49 devices and associated licenses, software and hardware. PD had initially budgeted $50,000 for this purchase in the regular operating budget. The additional funds required for this purchase will be allocated near the end of FY 2019 by a budget amendment, if needed.

This purchase will be made using the Sourcewell (formerly NJPA) purchasing alliance of which both Tyler and the City of Brentwood are members. An amendment to the original 2014 agreement with Tyler Technologies is attached for review.

Staff recommends approval of a resolution to authorize an amendment to the agreement with Tyler Technologies for the purchase of 49 Electronic Citation Devices. Please contact the Chief of Police with questions.

Staff Recommendation

Staff recommends approval of a resolution to authorize an amendment to the original agreement with Tyler Technologies for the purchase of handheld electronic citation devices.

Fiscal Impact

Amount :	$78,640.00
Source of Funds:	Annual Operating Budget
Account Number:	110-42100-83540

Fiscal Impact:

A total of $50,000 was allocated in PD's FY 2019 budget for this purchase. Due to the number of devices, licensing fees and other costs the total cost is substantially more than was budgeted. Additional funds will be allocated through a budget amendment at the end of the FY to fund the balance of this purchase if sufficient savings are not realized from other areas of the Police Department operating budget.

Attachments
Resolution 2019-36
Contract No. 2019-042
Brochure
Spec Sheet
Signed Resolution