DATE: December 10, 2019
SUBJECT:
Title
RESOLUTION AUTHORIZING SINGLE SOURCE SERVICE AGREEMENT WITH SOMA GLOBAL, LLC, NOT TO EXCEED $392,500 FOR COMPUTER-AIDED DISPATCH AND POLICE MOBILE SOFTWARE AS A SERVICE SOLUTION IMPLEMENTATION AND SUBSCRIPTION INCLUDING MUTUAL INDEMNIFICATION FOR USE THROUGH FY2022 WITH A FIVE-YEAR TOTAL COST OF OWNERSHIP OF $575,450. FY2020 EXPENDITURES ARE BUDGETED. FUNDS REQUIRED FOR FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR’S BUDGET.
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EXECUTIVE SUMMARY:
The San Diego Unified Port District (District) Harbor Police Department (HPD) Computer-Aided Dispatch (CAD) Replacement Project was delayed due to impacts and resource constraints from a security event. At the time the project’s readiness was restored, the existing vendor announced a change of product strategy from on-premise to a cloud-hosted solution. With the passage of time and an unreviewed new solution from the vendor, the project was found to be at significant risk of not delivering the District’s desired outcome.
To mitigate that risk, the CAD Replacement Project team conducted a comprehensive review that engaged the existing vendor and three cloud-hosted Software as a Service CAD competitors. The team unanimously found the Cloud CAD solution and overall platform proposed by Soma Global LLC to best meet the District’s requirements, to be differentiated from the others in the solution’s configurable capabilities, and to have a five-year total cost of ownership that is approximately one million dollars less than the existing vendor’s solution.
Therefore, Staff recommends that the Board authorize a single source agreement per Board Policy No. 110, Section II.H, with Soma Global LLC. for a cloud-hosted CAD and police mobile solution implementation services and Software as a Service subscription including mutual indemnification.
RECOMMENDATION:
Recommendation
Adopt a Resolution authorizing a single source agreement with Soma Global LLC not to exceed $392,500 for computer-aided dispatch and police mobile software as a service solution implementation and subscription including mutual indemnification for use through FY2022 with a five-year total cost of ownership of $575,450. FY2020 expenditures are budgeted. Funds required for future fiscal years will be budgeted in the appropriate fiscal year, subject to Board approval upon adoption of each year’s budget.
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FISCAL IMPACT:
Funds for the first year of the expenditure for cloud-hosted Software as a Service solution implementation and subscription are budgeted in the FY19/20 in the Technology Management Program’s capital project budget for the CAD Replacement Project. Funds required for future services will be requested per policy, and for maintenance and support in future fiscal years will be budgeted for in the appropriate fiscal year and cost account subject to Board approval upon adoption of each fiscal year’s budget.
Soma Global LLC Cloud CAD and police mobile Software as a Service solution is subject to a five-year total cost of ownership (TCO) forecast, per Board Policy No. 110, Section II.U. The table below forecasts both professional services for solution implementation and the Software as a Service annual subscription costs. All projected and estimated costs, as depicted, are subject to Board approval upon adoption of each fiscal year’s budget.
DISCUSSION:
The Board authorized an agreement at its September 12, 2017 meeting to purchase a Computer Aided Dispatch (CAD) system and implementation service to replace the District’s current aging system. At the time, the selected solution included a five-year total cost of ownership of $2,332,851. Upon Board approval, Staff began implementing the solution. However, in September 2018, implementation halted due to an enterprise-wide security event, recovery from which caused a significant delay in the progress of the project.
During this time, the selected vendor announced a major change to its product strategy shifting its support and development focus from on-premise solutions to cloud-hosted solutions. The selected vendor indicated that this product shift would introduce additional costs to the District resulting in a five-year total cost of ownership of $1,630,000. Cloud-hosted solutions were relatively new in this market space in 2017 and were, therefore, not evaluated as part of the initial proposed solution options. The selected vendor’s change of product strategy to cloud-hosting and the evolution of the police dispatch system market to include mainstream Cloud CAD providers compelled Staff’s reevaluation of the best solution to achieve Computer-Aided Dispatch System Replacement Project outcomes.
Staff reviewed the selected vendor’s proposed solution alongside other cloud-hosted police dispatch systems and assessed those solutions against District requirements through a series of technical reviews and in-person presentations. Staff unanimously found Soma Global LLC to be the best solution to meet the District’s needs. Communication with current Soma Global LLC customers and several other California agencies selecting CAD replacement solutions reaffirmed the findings of Staff’s review.
The solution provided by Soma Global LLC is distinguished from the other solutions by its best-fit for dispatcher incident workflow, alignment between dispatcher and patrol officer interfaces, and for the depth of its ability to integrate directly with the District’s existing Geographic Information System and its police analytics platform. The solution is further differentiated from the others by its cloud-native platform that includes a fully-integrated police records component and a District-configurable data environment that foreseeably will be used to consolidate several existing stand-alone systems. This represents a significant advancement in police dispatch and records systems since Staff received solution presentations and made its initial selection in 2017.
Staff’s comprehensive review included references from current Soma Global LLC users, including agencies with similar call-for-service volumes as well as significantly larger agencies engaged in multi-jurisdictional projects. No negative references were discovered. Additionally, a review of several southern California agencies that are currently seeking to replace existing CAD systems revealed that Soma Global LLC Cloud CAD solution was selected or is otherwise currently undergoing single-source procurement.
Soma Global LLC Cloud CAD and police mobile Software as a Service five-year total cost of ownership is estimated to be $575,400. This is significantly lower than the total cost of ownership approved by the Board for the current solution in September 2017, and results in saving approximately $1,055,000 over five years when comparing proposed cloud-hosted solutions.
Staff recommends that the Board authorize a single source agreement per Board Policy 110, Section II.H, with Soma Global LLC for a cloud-hosted CAD and police mobile solution implementation services and Software as a Service subscription including mutual indemnification. This recommendation is based on the urgency to proceed with replacing the current CAD system as justified under the original agreement approval (2017-0111), the substantial review of the existing vendor and competitive solutions, and the way Soma Global meets the District’s requirements for functionality while being differentiated in platform configuration capabilities.
General Counsel’s Comments:
The Office of the General Counsel has reviewed and approved this agenda as to form and legality.
Environmental Review:
The proposed Board action, including without limitation, a resolution authorizing a single source agreement for computer-aided dispatch and police mobile software, does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because no direct or indirect changes to the physical environment would occur. CEQA requires that the District adequately assess the environmental impacts of projects and reasonably foreseeable activities that may result from projects prior to the approval of the same. Any project developed as a result of Board’s action that requires the District or the Board’s discretionary approval resulting in a physical change to the environment will be analyzed in accordance with CEQA prior to such approval. CEQA review may result in the District, in its sole and absolute discretion, requiring implementation of mitigation measures, adopting an alternative, including without limitation, a “no project alternative” or adopting a Statement of Overriding Consideration, if required. The proposed Board action in no way limits the exercise of this discretion. Therefore, no further CEQA review is required.
The proposed Board action complies with Sections 20, 30, 71.5, 81 of the Port Act, which allow for the Board to pass resolutions, to manage the business of the District, for independent contractors to provide services of a professional, scientific or technical nature, and for the use of funds for expenses of conducting the District. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the proposed Board action is consistent with the Public Trust Doctrine.
The proposed Board action does not allow for “development,” as defined in Section 30106 of the California Coastal Act, or “new development,” pursuant to Section 1.a. of the District’s Coastal Development Permit (CDP) Regulations because they will not result in, without limitation, a physical change, change in use or increase the intensity of uses. Therefore, issuance of a Coastal Development Permit or exclusion is not required. However, development within the District requires processing under the District’s CDP Regulations. Future development, as defined in Section 30106 of the Coastal Act, will remain subject to its own independent review pursuant to the District’s certified CDP Regulations, PMP, and Chapters 3 and 8 of the Coastal Act. The proposed Board action in no way limits the exercise of the District’s discretion under the District’s CDP Regulations. Therefore, issuance of a CDP or exclusion is not required at this time.
Equal Opportunity Program:
Not applicable.
PREPARED BY:
Kurt Smith
IT Business Partner Manager, Information Technology
Attachment(s):
Attachment A: Memorandum, Single-Source Justification per BPC 110 II.H