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Consent

Brentwood City Commission Agenda

Meeting Date:	06/13/2022
Res 2022-55 - Agreement with PowerDMS for PowerDMS Professional Policy Management Platform for Police & Fire & Rescue Departments
Submitted by:	Brian Goss, Fire & Rescue
Department:	Fire & Rescue

Information

Subject

Resolution 2022-55 - Authorizing an Agreement with PowerDMS for the PowerDMS Professional Policy Management Platform for the Brentwood Police and Fire and Rescue Departments

Background

Staff requests approval to purchase the renewal of the PowerDMS Policy and Procedure Management Software application. This is a comprehensive records database that has been utilized by both the Police and Fire & Rescue Departments for several years. While the individual cost to each department is less than $10,000, it was recommended that this go before the City Commission since the combined total for the same platform exceeds that amount.

Developed in 2000, PowerDMS is a leading solution in the compliance, accreditation and general risk management arena. PowerDMS is a Policy and Procedure Management Software organizes policies and procedures online, allowing our departments to write and distribute documents collaboratively, message employees, and capture e-signatures. The signatures are captured electronically, and alerts team members when their signatures are about to expire to guarantee everyone is always up-to-date. Virtually every document accessed by our employees including policies, procedures, guidelines, manuals, and various other departmental and city forms are uploaded and can be searched by title, description, or body of the document. When new polices or documents are created, they are easily uploaded, and previous versions are archived. This has created a “one-stop shop” for any and all information needed by our employees. It has also proven essential in our accreditation efforts as it creates a single-source database to access all required documents. Finally, a PowerDMS app allows employees to access this database from any smart phone, enabling them to retrieve documents and references from anywhere.

Staff requests approval to renew the PowerDMS Software at a total cost of $13,459.76. This cost breaks down to $8,188.80 for the Brentwood Police Department and $5,270.96 for the Fire & Rescue Department. These amounts have been budgeted in each department’s Annual Operating Budget. Please contact either chief with any questions.

Staff Recommendation

Staff recommends approval to renew the PowerDMS Software at a total cost of $13,459.76. This cost breaks down to $8,188.80 for the Brentwood Police Department and $5,270.96 for the Fire & Rescue Department.

Previous Commission Action

Previous years' renewal was approved by Commission action via Resolution 2021-63.

Fiscal Impact

Amount :	$13,459.76
Source of Funds:	Annual Operating Budget
Account Number:	Varies by Dept.

Fiscal Impact:

Sufficient funds are provided in the operating budgets of both departments.

Attachments
Resolution 2022-55
BPD Invoice
BFR Invoice
PowerDMS Description
Signed Resolution
Signed Contract