| | | | | | | |  | Item #3.
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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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| 9/24/2018 |
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| SUBJECT
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| Amendment to Intergovernmental Agreement with City of Portland for Regional Justice Information Network (RegJIN) Participation
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| | | | | | | | Key Points
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- The current police reporting/records management system known as the Regional Joint Information Network (RegJIN) utilized by the Vancouver Police has not met performance expectations.
- The Vancouver Police Department (VPD) identified the need for the replacement of RegJIN by conducting an internal needs assessment and selecting an alternative police reporting records management system through a competitive request for proposal (RFP) process.
- The RMS Replacement Project Executive Steering Committee determined that there was a business necessity to develop and publish an RFP for the RMS Replacement.
- The Portland RegJIN Interlocal Agreement required a six-month notice of withdrawal from the RegJIN system to be provided by June 30, 2018, with an effective withdrawal date of January 1, 2019, or a negotiated date thereafter.
- On June 19, 2018, the City of Vancouver notified the RegJIN User Board of our intent to withdraw from RegJIN effective January 1, 2019.
- This proposed amendment to the interlocal agreement would provide for a month-by-month extension agreement with the RegJIN User Board until the City's selection and implementation of a new RMS for VPD is in place.
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| | | | | | | | | Strategic Plan Alignment |
Goal 2: Provide effective, innovative and well-resourced police, fire and emergency medical services.
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| | | | | | | | | Present Situation | On June 19, 2018, the City of Vancouver notified the RegJIN User Board of VPD's intent to withdraw from RegJIN effective January 1, 2019. The selection and implementation of the new RMS is expected to occur in 2019, but not before January 1, 2019. An extension in the RegJIN system is needed to bridge the gap between selecting and implementing the new RMS and the withdrawal from RegJIN.
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| | | | | | | | | Advantage(s) | No budgetary impact. User fees are currently budgeted in 2018 and will be address in the requested 2019-20 biennium budget.
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| | | | | | | | | Budget Impact | Continue paying user fees on a month-to-month basis as set by the RUB (RegJIN User Board).
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| | | | | | | | Prior Council Review
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- On August 25, 2014, the Council was briefed on the RegJIN system as part of a general update on VPD initiatives.
- RegJIN system was included in the 2015-16 biennial budget, reviewed and adopted by Council fall of 2014.
- The City Council approved an Interlocal Agreement with the City of Portland for participation in the RegJIN network on March 23, 2015.
- In addition, development of the RegJIN system, and the City’s participation in it, has been underway since 2009, including the City’s receipt of a $1 million federal appropriation in 2009-10 fiscal year to support establishment of the system.
- 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 withdrawal 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.”
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| | | | | | | | | Action Requested | Approve and authorize the City Manager or his designee to sign the Amendment No. 1 for RegJIN Participant Intergovernmental Agreement Regional Partner Agency – Full Entry
James McElvain, Vancouver Police Chief, 487-7476; Chris Sutter, Assistant Police Chief, 487-7421
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