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HomeMy WebLinkAboutStaff Report 4.C 12/01/2014rZt� DATE: TO: Agenda Item #4.0 I ll December 1, 2014 Honorable Mayor and Members of the City Council through City Manager FROM: Patrick Williams, Chief of Police 113 SUBJECT: Resolution Authorizing the City Manager to Execute a Professional Services Agreement with BAIR Analytics Inc. to Provide the Police Department with Crime Analysis Services in an Amount Not to Exceed $111,000 Per Year, and to Execute Any Necessary Participation Agreements with Other Agencies. RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing the City Manager to Execute a Professional Services Agreement with BAIR Analytics Inc. to Provide the Police Department with Crime Analysis Services in an Amount Not to Exceed $111,000 Per Year, and to Execute Any Necessary Participation Agreements with Other Agencies. BACKGROUND Law enforcement agencies in Sonoma County are challenged with fighting rising crime in a time of shrinking resources. As a result, the law enforcement agencies in Sonoma County face the challenge of deploying patrol and crime prevention resources in a way that maximizes the effectiveness of each mission. These efforts must focus on the locations and times when crimes are most likely to occur and the offenders who are likely to commit them. Useful and actionable data must be provided to law enforcement resources in a timely manner to prevent crime and apprehend criminals. To that end, the Police Department has identified funding for a crime analysis program. Funding for this activity is proposed from a $33,000 share from gaming impact fees totaling $106,000 already received and budgeted for part-time employees, $22,500 from Asset Seizure Funds, and $55,500 secured through the Board of State and Community Corrections (BSCC) allocated amorally to Sonoma County municipal law enforcement to mitigate the impacts of prison realignment. DISCUSSION The Police Department does not currently have a crime analysis program. The Department's need for crime analysis can best be met through a professional services agreement (PSA) with BAIR Analytics who will provide a crime analyst and crime analysis services in an amount not to exceed $111,000 annually. A part-time crime analyst position was funded in the FYI 4-1 5 budget in the amount of $33,000 utilizing gaming impact fees. To fund this crime analysis proposal, an additional $22,500 is recommended to be allocated from Asset Seizure Funds for a total of $55,500 to cover 50% of the crime analysis program. The Police Department secured an additional $55,500 from the Board of State and Community Corrections (BSCC). BSCC funds have been authorized and are available annually through a reimbursement process approved by the Sonoma County police chiefs and sheriff not to exceed 50% of the analyst salary and not more than $65,000 annually. BAIR Analytics will perform a scope of services for the Police Department including research and strategic crime analysis to identify crime patterns and trends; analysis of long term crime patterns and trends using probability studies and complex statistical analysis; development and testing of various hypotheses; developing victim and suspect profiles; forecasting fuhu•e criminal activity; preparing strategic action plans; assisting operations and management personnel in planning deployment of resources; malting written and oral presentations; conducting tactical crime analysis, identifying current crime series and hot spots; preparing tactical action plans; gathering data on criminal patterns and trends; using and maintaining general and specialized computer applications to gather, categorize and analyze crime data as well as assisting in the dissemination of information pertinent to law enforcement; coordinating and participating in regional meetings of law enforcement management and crime analysis professionals to share information on crime patterns; conducting risk analysis of known offenders; and, developing new methodologies and tools. In FY 2012/2013, the Board of State and Community Corrections (BSCC) provided funding per county to the Sonoma County Law Enforcement Chiefs' Association (SCLECA) representing municipal law enforcement in an effort to address front line law enforcement needs related to AB 109 offenders in the communities within Sonoma County. Each Cormty was to elect one City to be the fiscal agent for the finds. The City of Santa Rosa is the fiscal agent for SCLECA. The goal of the funding is for a collective effort by municipal law enforcement in each county in addressing criminal activity and an increase in calls for local law enforcement due to prison realignment under AB 109. Like many counties, SCLECA has elected to use funds to pay for overtime for probation sweeps and supplemental enforcement. Other counties have also used these fiords to hire a regional crime analyst. The Petaluma Police Department was granted approval from SCLECA to use BSCC finds to create a fulltime analyst in the Police Department and the Department is recommending a contract for a crime analyst from BAIR Analytics Inc. BAIR provides imbedded crime analyst professionals on one year contracts. The initial focus of the analyst will be to implement processes that provide the Department with the crime analysis information described above locally to include Sonoma County's Post Release Community Supervision (PRCS) offenders as well as crime analysis and tracking of the same offenders countywide. Each law enforcement agency in Sonoma County, including the Probation Department, has agreed to share records management data. The data will be used to compile different analytical reports such as predictive analysis, hot spot analysis, trend analysis, space-time prediction analysis, and geographic profile analysis. The Police Department conducted extensive research in this area. The research included attending the California Crime Intelligence and Analysis Association Conference hosted in ;Q_ Petaluma in August 2014. At this conference all of the leading crime analysis software companies attended the vendor area. This PSA with BAIR Analytics is being proposed because BAIR Analytics Inc. has proven to be a leader in the crime analysis software industry. They are recognized globally for the sante, and are currently used by the Comity of Sonoma and the City of Santa Rosa. Additionally, BAIR is the only company in the crime analysis software industry that offers an embedded analyst position. As well, BAIR is the only company to use all data fields available, including narratives, for search and analysis purposes. Other providers only use a small set of data fields which reduces analytical potential. This PSA provides the Police Department with access to all of BAIR's software packages, support, training, and resources for no additional charge. The software will be available to all users with an unlimited number of user licenses. The analyst provided will be fully trained before the terms of the agreement begin and when the analyst will be off work for than two business days, BAIR Analytics Inc. will provide another analyst to meet the terns of the agreement. FINANCIAL IMPACTS The total cost to enter into a professional services agreement with BAIR Analytics Inc. is not to exceed $111,000 annually. This PSA with BAIR will not depend on the General Fund and will be funded completely by gaming impact fees already budgeted, Asset Seizure Funds, and the BSCC fiords described above. The current Asset Seizure Fund balance is $353,805.43. The current budget appropriation for the Police Department authorizes $167,079.83 of this amount to be spent in FY14-15. If approved, the proposed action will result in an additional appropriation of $22,500 that will be submitted as part of the FYI 4-15 mid -year budget adjustments. ATTACHMENTS 1. Resolution 2. Proposal for Analytical Services from BAIR Analytics Inc. 3. Analyst for Hire References from BAIR Analytics Inc. 3 RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH BAIR ANALYTICS INC. TO PROVIDE THE POLICE DEPARTMENT WITH CRIME ANALYSIS SERVICES IN AN AMOUNT NOT TO EXCEED $111,000 PER YEAR, AND TO EXECUTE ANY NECESSARY PARTICIPATION AGREEMENTS WITH OTHER AGENCIES WHEREAS, the City of Petaluma Police Department has experienced significant reductions in available resources to combat rising crime trends; and WHEREAS, the Police Department wishes to utilize the existing law enforcement resources in the most effective manner; and WHEREAS, the Police Department proposes to use a Professional Services Agreement with BAIR Analytics Inc. to provide a crime analyst and crime analysis services at the Police Department for not more than $111,000 annually; and WHEREAS, this analyst will provide local and regional law enforcement with timely and actionable crime and criminal intelligence information to improve the Police Department's operational deployment of resources to improve public safety; and WHEREAS, the funding for this agreement will rely on gaming impact fees and Board of State and Criminal Corrections (BSCC) funding with no impact to the General Fund; and WHEREAS, the proposal from BAIR Analytics Inc. resulted from extensive research conducted by the Police Department which included attending the California Crime Intelligence and Analysis Association Conference hosted in Petaluma in August 2014 where all of the leading crime analysis software companies attended and were evaluated, and this PSA with BAIR Analytics is being proposed because BAIR Analytics hie. has proven to be a leader in the crime analysis software industry. is recognized globally for the same, and is currently used by the County of Sonoma and the City of Santa Rosa; and WHEREAS, BAIR Analytics Inc. is the only company in the crime analysis sofhvare industry that offers an embedded analyst position and is the only company to use all data fields available, including narratives, for search and analysis purposes; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma, as follows: The City Manager or designee is authorized to execute a Professional Services Agreement with BAIR Analytics Inc. to provide the Police Department with Crime Analysis Services in an amount not to exceed $111,000 per year, and to execute any necessary participation agreements with other agencies. The funding in the amount of $111,000 from Asset Seizures, Police Part-time Employees, and Board of State and Community Corrections will be included in the FYI 4-15 budget adjustments in February, 2015. I Embedded BAIR Pattern Analyst for the Petaluma Police Department Proposal Analytical Services Prepared by BAIR Analytics Inc. 640 Plaza Drive Suite 340 Highlands Ranch, CO 80129 November 9, 2014 640 Pla_a Drive, Suite 340, Hiahlonds Ranch, Colorado 80129 Tel: 303.346.6000 1 Fax: 303.346.6001 1 Toll free: 800.380.1138 1 www.baironalytics.com S C>� Embedded Analyst I Petaluma Police Department BAIR i' AI',IAUTICS Pattern Analyst Proposal As requested, BAIR Analytics is providing this written proposal for a BAIR Pattern Analyst to work for the Petaluma Police Department (also known as "Client" in this document) in Petaluma, California. This written cost estimate is valid for 45 days after the date of this document. This proposal includes is for an embedded Pattern Analyst that will perform all aspects of crime analysis for the Petaluma Police Department. The cost of the embedded Pattern Analyst is $97,500 for a 1 -year contract with up to a 5% annual increase for subsequent years. The Petaluma Police Department is not responsible for any health benefits, retirement savings, pension contributions, training, professional association dues, or liability for the embedded analyst. These are the responsibility of BAIR Analytics. Reach -back support is also available to provide analytical coverage when the Pattern Analyst takes sick leave or vacation time. There is a onetime startup fee of $10,000 to cover data translations for both RMS and CAD/CFS data. This will bring data into the ATACRAIDS environment and provide the embedded analyst with a data set that will help yield positive analytical results. If the Petaluma Police Department wishes to make ATACRAIDS available to rest of the department to utilize, they will need to pay an annual subscription of $3,500 (normally $4,200 for an agency of similar size). This annual subscription will provide unlimited access to all employees of the Petaluma Police Department to ATACRAIDS. Additional translations for offenders, UPR data, Crash data, etc. are available at a discounted rate as long as the embedded analyst is in place. Additionally, for no cost, the Petaluma Police Department can participate in RAIDS Online which is a free, public crime map that can provide pertinent information to the citizens of Petaluma about criminal activity in their community. The Pattern Analyst will perform the following functions: Perform pattern analysis work, to include: o Tactical, Strategic, Administrative, and Operational Analysis o Spatial Analysis o Temporal Analysis o Long -Term Analytical Projects (DDACTS, CompStat, Etc.) Utilize BAIR's suite of analytical tools (ATAC Workstation, ATACRAIDS, RAIDS Online) o The Pattern Analyst will come equipped with BAIR's flagship analytical product, ATAC Workstation for their use. This software is traditionally $2,850 to purchase and $850 per year for support and upgrades, however these costs will be absorbed by BAIR Analytics. BAIR ANALYTICS INC. PROPRIETARY AND EXPORT -CONTROLLED INFORMATION. Use or disclosure of this information is subject to the restrictions on the title page of this document Ur Embedded Analyst I Petaluma Police Department I i' ANALYTICS The Pattern Analyst will also be fully trained and continually supported by BAIR Analytics in the following ways: • Attend a "BAIR Bootcamp" (40 hours) to learn advanced analytical techniques and methodologies prior to starting with the Petaluma Police Department. • Receive formal training on a weekly basis from designated supervisors from BAIR HQ on a wide variety of analytical topics. • BAIR will provide reach -back support via remote analysis in the event that the embedded BAIR Analyst takes more than 48 hours PTO or as otherwise needed. Resumes will be provided to those at the Petaluma Police Department aiding in the selection of the embedded BAIR Pattern Analyst for approval. The Petaluma Police Department will be offered the opportunity to participate in the interview process for the analyst. Multiple candidates will be provided. If the Petaluma Police Department has a particular / known person they would like included in the process, they should notify BAIR and BAIR will make every attempt to include the individual in the process (so long as said individual meets BAIR standards and background check). BAIR Analytics desires to provide the Petaluma Police Department with an embedded Pattern Analyst and do so in a cost-effective and efficient manner. By utilizing BAIR's analytical services, the Petaluma Police Department will not only save money, but will save time and make the most of its resources. Thank you for this opportunity and your consideration in contracting with BAIR Analytics to fill your analytical needs. Sincerely, can Bair President BAIR ANALYTICS INC. PROPRIETARY AND EXPORT -CONTROLLED INFORMATION. Use or disclosure of this information is subject to the restrictions on the title page of this document BAIR Embedded Analyst I Petaluma Police Department 0 `ems ANALYTICS Recommended Package Based on your requirements, the following package will give PPD the public crime mapping, agency -wide dashboard and analytical tool, and a fully trained and equipped crime analyst to make sure that the decision makers throughout the Petaluma Police Department have the best possible information. BAIR ANALYTICS INC. PROPRIETARY AND EXPORT -CONTROLLED INFORMATION. Use or disclosure of this information is subject to the restrictions on the title page of this document 4 List Price GSA Price Discounted Price Item Total Item Per Item Per Item Per Item Count Price Open RAIDS Online Free 1 Free Market *ATACRAIDS Subscription $4,200 $3,812 $3,500 1 $3,500 RMS Translation Services $7,500 Open $5,000 1 $5,000 Market CAD Translation Services $7,500 Open $5,000 1 $5,000 Market *ATAC Workstation $2,850 $2,728 $0 1 $0 *ATAC Workstation UTSP $850 $813 $0 1 $o Embedded Pattern Analyst $97,500 Open 1 $97,500 Market First Year Total $111,000 Ongoing Annual Costs $101,000 *This item is available through the GSA. Contract #: GS -35F -0416W BAIR ANALYTICS INC. PROPRIETARY AND EXPORT -CONTROLLED INFORMATION. Use or disclosure of this information is subject to the restrictions on the title page of this document 4 Embedded Analyst I Petaluma Police Department Corporate Information BAIR Analytics Inc. Tax Identification Number (TIN): DUNS: NAICS (All Other Professional, Scientific, and Technical Services): NACIS (Software Publishers): SIN (Prof. Labor Service): SIN (Maintenance of Software as a Service): Product Service Code: CAGE Code: Special Classifications: Employees: Primary Contact: GSA Schedule 70 Contract Number: GSA Schedule 84 Contract Number: Secondary Contact: V�BAIR AI'�IALYTICS 86-0942368 787038160 541990 511210 426-7 132-34 R414 Professional Services 4KWQ4 Woman -owned Small Business 25-50 Sean Bair, President GS -35F -0416W I GS -07F -0265X I (303) 346-6000 phone (303)346-6001 fax sea n. ba i rn b airan alytics.com Eric Nelson, Director of Analytics (703) 272-0095 phone I enc.netson0bairanalvtics_com Figure 6-1: Table of Corporate Information and Data BAIR ANALYTICS INC. PROPRIETARY AND EXPORT -CONTROLLED INFORMATION. Use or disclosure of this information is subject to the restrictions on the title page of this document 5 a Analyst for Hire References c.�hrRTl`Iv 3 Please feel free to contact some of our current customers who are utilizing BAIR's Analyst for Hire program and can tell you how they feel about the program and answer any questions you may have. Agency Sacramento (CA) Police Department Shawnee (1(S) Police Department Rapid City (SD) Police Department Castle Rock (CO) Police Department Stockton (CA) Police Department Rochester (NH) Police Department Riley County (I(S) Police Department Point of Contact Sgt. Lai Lai But Chief Larry Larimore Captain Dan Rud Chief lack Cauley Captain Aaron Rose Deputy Chief Scott Dumas Captain Tim Hegarty Phone Number (916)808-0509 (913)742-6861 (605) 394-4133 ext 185 (303)663-6100 (209) 937-8203 (603)330-7145 (785) 537-2112 ext 2300 Email Ibuigod.citvofsacramento.or¢ IlarimoreCcTci.shawnee.ks.us dantel.rudt@rczov.ore icaulev(@cruov.com A@ron.RoseCeDstaci(tonRov.com Scott.dumasCv)rochesternh.net theeartyCicTrilevcountvoolice. ore 640 Plaza Drive, Suite 340, Highlands Ranch, Colorado 80129 Tei: 303.346.6000 1 Fax: 303.346.6001 1 Toll free: 800,380,1138 1 www.bairanalylics.com D