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� REQUEST FOR COUNCIL ACTION Date: 5/24/04 '� Item No.: 3. i DepartmentApproval: Mana�ar App,�ra1 �� A��nde Se�t�nn_ �� ns�nl Item Description: 1�pEaval for entering into a Joint Powers Agreementwith St. Paul Police Department for the Purchase of Records Management System and Field Reporting Capability BACKGROUND Law enforcement agencies are required to report Part I and 11 crimes to the MN Bureau of Criminal Apprehension (BCA) by Minnesota law. The BCA relays Minnesota crime stats to the FBI. Part I crimes include: Homicide, Forcible Rape, Robbery, AggravatedAssault, Burglary, Larceny-Theft, Motor Vehicle Theft, and Arson. Part 11 crimes include: Other Assaults, Forgery & Counterfeiting, Fraud, Embezzlement; Stolen Property, Vandalism, Weapons, Prostitution & sex offenses, drug abuse, gambling, DUI, etc. Local law enforcement agencies cannot transmit digital data directly to the BCA. Agencies transmitting electronicallyneed an emulator, in our case MaSys Enfors. Enfors also serves as a records management system. This agency, along with the Ramsey County Sheriffs Office, Moundsview, New Brighton, Maplewood, and North St. Paul police departments, has used Enfors since the 1980's. The Enfors package we currently use is a DOS-based system (1970's and 1980's operating software) that is cumbersome and difficult to use. Generating statistics is a hit and miss—there is no prescreening of reports before they are printed. Good data is entered in to the system but data generated needs to be reentered into another software tool, such as Excel, to be analyzed and usable. We knew we needed an updated Records Management System but budgets are always an issue and we wanted to continue to share data with the agencies listed above. About two years ago, we were informed that the Ramsey County Sheriffs Office (RCSO) had purchased a new records/case management system that also allowed field reporting capabilities--Orion. RCSO encouraged the rest of the agencies referred to above (henceforth the Consortium) to view their system and possibly piggyback on their purchase. The Consortium viewed the product and the group agreed Orion was not a product we were interested in purchasing due to too many gaps in functionality and performance. Members of the Consortium agreed it was crucial the agencies continue to share data and the agencies would purchase the same records management system and field reporting package. In the last few months, the Consortium viewed an improved Orion, Logis, St. Paul's system and an updated version of Enfors (MaSys). While pursuing a new RMS, it became apparent that the time was now to convert the Consortium agencies to wireless, field reporting due in large part to the pending conversion to 800 MHz, Crimnet and MJNO (Multiple Jurisdiction Network Organization)--statewide databases of criminal and suspect information--and interagencysharing information programs soon to be available to public safety agencies. Prices varied. Orion came in at the lowest bid, St. Paul second lowest, Enfors, and then Logis. The Consortium hired a consultant group, Corban group, to guide us through the selection process. An objectivethird party consultant group, through weighted averages and analysis of observations and determinations by the Consortium on each package listed above, established that the best fit for the group's needs—both the records management systems and field reporting–would be St. Paul's system.