05-07-2019 - Item 14 - Continued Police Information Technology ServicesAGENDA ITEM NO. 14
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE:May 7, 2019
TO:Mayor and City Council
FROM:David Carmany
Interim City Manager
SUBJECT:CONTINUED POLICE INFORMATION TECHNOLOGY SERVICES
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute an agreement (of up
to $175,000/30 months) with Scientia Consulting Group, subject to City Attorney approval, for
continued specialized police information technology services, from Account No. 117.31.3119.6120,
in accordance with Municipal Code Chapter 2, Article VII, Division 2, Sec. 2-330 (b), which states
that bidding procedures may be dispensed with when it would be impracticable or useless, and the
public welfare would be promoted by dispensing with the same.
DISCUSSION:
The West Covina Police Department has contracted with Scientia Consulting Group for specialized
police Information Technology (IT) services for several years, using federal asset forfeiture funds.
Most recently, on February 21, 2017 (Agenda item No. 10), the City Council authorized the
continuation of these specialized services. Scientia staff’s performance of IT services for the West
Covina Service Group (WCSG) and the Police Department has been outstanding. Scientia staff
successfully delivered a large range of information technology services, including the following:
•Design, configuration, and installation of computer network hardware and software solutions,
including updated wiring
•Implementation of improved data backup system. This system has allowed WCPD to weather
ransomware and other cyber attacks
•Interfaces with vehicle-mounted mobile computers
•Maintenance of critical computer infrastructure including servers, routers, firewalls, etc
•Managing security and encryption protocols
•Implementation of a Virtual Desktop Infrastructure (VDI) storage solution
•Improvements to security and encryption protocols as mandated by the federal Criminal
Justice Information Services (CJIS) Security Policy
•Configuration and installation of voice over internet protocol (VOIP) network switches,
supporting the function of the new citywide telephone system at the Police Department
•Implemented cost saving improvements including a new cellular data provider specific to the
Department’s vehicle-mounted mobile data computers (MDCs)
The existing service agreement and purchase order with Scientia is nearing its end. It is vital to the
ongoing computer operations of the WCSG and Police Department to continue these IT services
with Scientia Consulting Group. Scientia staff possess detailed knowledge and understanding of the
West Covina Service Group (WCSG) infrastructure and needs, and come from law enforcement
professions, each having successfully passed a government background investigation. Municipal
Code Chapter 2, Article VII, Division 2, Sec. 2-330 (b) states that the City Council may dispense
with bidding procedures when “it would be impracticable or useless, and…the public welfare would
be promoted by dispensing with the same.” A primary reason for this exemption is that a low bid for
specialized services like these does not constitute the best service provider. In this instance, it is
specialized expertise, including understanding of computer protocols mandated by the federal
government that are specific to law enforcement databases, and detailed familiarity with West
Covina Service Group computer infrastructure, that are the most important. Selecting a different
vendor would not meet the computer security needs of the Police Department, but would instead
jeopardize the security and functionality of public safety computer operations.
OPTIONS:
The City Council has the following options:
1.Approve staff's recommendation; or
2.Provide alternative direction
Prepared by: Alex B. Houston, Police Administrative Services Manager
Additional Approval: Richard Bell, Acting Chief of Police
Additional Approval: Robbeyn Bird, Interim Finance Director
Fiscal Impact
FISCAL IMPACT:
These Police Department/WCSG Information Technology services will constitute no cost to the
General Fund. Federal asset forfeiture funding for this service was previously appropriated, in
Account No. 117.31.3119.6120.
Attachments
Attachment No. 1 - PSA Scientia 2019
CITY COUNCIL GOALS & OBJECTIVES: