| | | | | | | | ![](https://vancouvercity.novusagenda.com/AgendaWeb/TemplateBuilder/ImageLibrary.ashx?path=ROOT%252fImageLibrary%252fCOV_logo-with-waves_BLUE.jpg) | Item #4.
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| | | | | | | | TO: |
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| Mayor and City Council |
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| Eric Holmes, City Manager |
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| DATE: |
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| 11/25/2019 |
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| SUBJECT
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| Amendment to RegJIN Intergovernmental Agreement
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| | | | | | | | Key Points
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- In 2018, the City provided notice of its intent to exit the Regional Joint Information Network (RegJIN) hosted by the Portland Police Bureau following documented technical inefficiencies, projected cost increases, and Portland’s own indication that it intends to replace RegJIN in the near future;
- On September 24, 2018, City Council approved an amendment to the RegJIN Participant Intergovernmental Agreement, allowing for a month-by-month extension in RegJIN that expires on December 31, 2019;
- Following a robust, nationwide competitive procurement process, Mark43, Inc. (“Mark43”), a provider of an internet cloud-based RMS solution, was selected by the City’s RFP Evaluation Committee and Executive Steering Team as a replacement vendor for the City of Vancouver’s police record management services (“RMS”);
- Mark43 has delivered their project plan and has begun implementation of the replacement RMS, with an anticipated project completion in August of 2020.
- The Vancouver Police Department is seeking to renew the month-by-month extension, which would remain in place until the Mark43 system is made fully operational.
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| | | | | | | | Strategic Plan Alignment |
Goal 2, Objective 2.1: Provide reliable and responsive police, fire and EMS service.
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| | | | | | | | Present Situation | On June 19, 2018, the City of Vancouver notified the RegJIN User Board of our intent to withdraw from RegJIN effective January 1, 2019.
The selection of the new RMS vendor (Mark43) occurred in 2018. After a comprehensive contract negotiations process with Mark43, implementation of the new system has begun. However, it will not be completed before our current agreement with RegJIN expires.
An extension in the RegJIN system is needed to maintain police RMS services until Mark43 is fully implemented.
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| | | | | | | | Advantage(s) | Renewing the month-by-month extension allows the Vancouver Police Department to continue to use the current RMS (RegJIN) during the implementation of Mark43.
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| | | | | | | | Budget Impact | The City will continue paying user fees on a month-to-month basis as set by the RegJIN User Board.
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| | | | | | | | Prior Council Review
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- The City Council approved an Interlocal Agreement with the City of Portland for participation in the RegJIN network on March 23, 2015.
- The City Council approved Staff Report 127-17 recommendations to contract with PRI Management Group for the Police RMS Replacement Project on November 6, 2017.
- On June 18, 2018, the City Council approved Staff Report 090-18 recommendations to withdraw from RegJIN effective January 1, 2019. The staff report noted, “Due to the withdrawal notification requirements with the Portland Police Bureau, the compressed timeline may create a business necessity to negotiate an extended withdrawal date to accommodate the Vancouver Police RMS Project timeline. Discussions with the Portland Police Bureau indicate that an extension request is not anticipated to be a problem.”
- On September 24, 2018, the City Council approved Staff Report 144-18 recommendations to obtain City Council approval to enter into a month-by-month extension agreement with the RegJIN User Board that expires on December 31, 2019.
- On June 17, 2019, the City Council approved Staff Report 068-19, authorizing the award of a contract to Mark43, Inc. for the new police records management and report writing system (RMS).
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| | | | | | | | Action Requested | Approve and authorize the City Manager or his designee to sign Amendment No. 2 for RegJIN Participant Intergovernmental Agreement Regional Partner Agency – Full Entry.
Michael Whitney, Vancouver Police Commander, 487-7354
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