HomeMy WebLinkAboutItem 14 - Police Software Consultants MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: MARCH 3, 2026
SUBJECT: CONSULTING SERVICES AGREEMENT WITH SCIENS, LLC
CONSULTING FOR PUBLIC SAFETY AND INFORMATION
TECHNOLOGY DEPARTMENTS
RECOMMENDATION: City Council to consider approval of a consulting services agreement with
Sciens, LLC Consulting to provide services regarding the replacement of
the Public Safety Computer Aided Dispatch and Records Management
System (CAD/RMS) for the Public Safety Departments.
FUNDING SOURCE: Upon approval of the attached appropriation ordinance, funds will be
available in the Capital Projects Fund.
BACKGROUND: The City of Grapevine is looking to execute a consulting agreement for the
purpose of replacing the Public Safety Department's Computer Aided
Dispatch (CAD), Records Management System (RMS), Jail Management
Systems, and Mobile software system. A CAD/RMS is a critical software
system for public safety operations.
Currently, the Public Safety Departments utilize a CAD/RMS developed
and maintained by the Police Research Center at Sam Houston State
University in Huntsville, Texas. This software system is titled the Criminal
Research, Information Management and Evaluation System (CRIMES).
The Public Safety Departments have used this system since 2011.
The following are some of the reasons the Departments want to replace
the current CAD/RMS:
-Does not have GIS (Geographic Information System) integration
-Is not NG911 (Next Generation 911) compliant
-Dispatch screen is cumbersome and does not update when in use
-Unable to obtain reliable analytics or reporting
-CAD does not support location -based dispatching
-Redundancy relative to State mandated reporting
-Does not come integrated with AVL (Automatic Vehicle Location)
-The dispatch map does not display police/fire units and their locations
-No integration with pre -incident planning (e.g., First Due)
-No Call Routing
-Calls may appear in CAD but not in the mobile platform
To accomplish the consulting agreement, the City will contract with Sciens
Consulting (Sciens, LLC) to guide and assist City Departments (Finance,
Fire, Information Technology, Police) through the replacement process.
Sciens is a highly specialized, national management consulting firm, that
focuses on public safety departments and their services and understands
the operational, reporting, and regulatory demands public safety
departments face. Sciens has more than 35 years' experience conducting
public safety needs assessments, developing tailored Request for
Proposals (RFPs), assisting with vendor evaluation and selection, and
guiding contract negotiations for mission -critical systems such as CAD,
RMS, Mobile, Jail Managements Systems, and 911 communications.
Sciens is local to the Dallas/Fort Worth Metropolitan area, officing in
McKinney, Texas.
Sciens has been approved through The Interlocal Purchasing System
(TIPS), a national purchasing cooperative, based in Texas, that provides
competitively, pre -negotiated contracts to various end users, to include
government agencies. Sciens currently holds contract number 230105
(Technology Solutions Products and Services), with an end date of May
31, 2028.
In December of 2025, Sciens presented the City of Grapevine with a
Computer Aided Dispatch and Public Safety Records Management
System Selection Proposal (dated December 11, 2025). The proposal
describes a company overview, identifies the project team, provides a
scope of work, project timeline, and cost proposal. The project scope of
work identifies the following process steps:
SYSTEM SELECTION PROCESS
Phase Activity
1.1 Project Management, Data Gathering and Interviews
1.2 Needs Assessment and Recommendations Report
1.3 Request for Proposals Development
1.4 Vendor Evaluation and Selection
A. Bidders Conference, Q&A Addendum, Vendor Evaluation Matrix and
Proposals Evaluation
B. Short List Demonstrations
C. Best and Final Offer (BAFO) and Final Recommendations
D. Contract & Statement of Work (SOW) Negotiation Support
The total cost for the proposed consulting agreement is $114,900.00. The
City is asking to add a 20% contingency ($22,900.00) to the proposed
total in anticipation of costs that may occur outside of the proposed
amount. The total proposed cost and the 20% contingency is
$137,880.00.
The projected timespan of the consulting agreement is nine months for
the services described. If consulting services commence in April 2026
(FY2026), the estimated conclusion would be December 2026 (FY 2027).
Staff recommends approval.
MH
CITY OF GRAPEVINE
PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (the "Agreement") is made and entered into as of the 4th
day of March 2026, by and between the City of Grapevine, Texas (the "City"), a municipal
corporation in Tarrant County Texas, and Sciens LLC (the "Consultant"), a professional services
firm duly organized and existing under the laws of the State of Texas. The City and the Consultant
may be referred to collectively as the Parties.
This Agreement is executed as a result of the Computer Aided Dispatch and Public Safety Records
Management System Selection Proposal (the "Proposal") dated December 11, 2025 submitted by
Consultant to City. A complete copy of the proposal is attached hereto and incorporated to this
Agreement, titled Exhibit A.
The purpose of this Agreement is for Consultant to assist City(e.g., City Manager's Office, Finance
Department, Fire Department, Information Technology Department, Police Department) with
identifying and contracting with a specific vendor for a public safety Computer Aided Dispatch
and Public Safety Records Management System ("CAD/RMS") for the City.
1. Scope of Services
Consultant shall provide the City with professional services as described in Exhibit B ("Scope
of Work"), which is attached hereto and incorporated by reference.
The requirements of this Agreement are identified in and fully comprised of all requirements,
tasks, deliverables, etc. in Exhibit A, Exhibit B, and Exhibit C ("Project Costs").
2. Term of Agreement
This Agreement shall begin upon approval by the City. If mutually agreed upon in writing by
both Parties, this Agreement may be extended or renewed under the same terms or with
modifications as negotiated (e.g., incorporation of Phase 2: Implementation of the Selected
CAD/RMS System for any term of time or any other mutually agreed upon measure).
3. Cost of Services
This Agreement shall incorporate all costs associated with the services, meetings,
conferences, communications, emails, documents, reports, etc. identified, required, or
needed to completely, accurately, and fully complete all the measures identified up to and
including Phase 1: Selection of a New CAD/RMS System provide below and in Exhibit A and
Exhibit C, attached hereto and incorporated by reference.
City of Grapevine, Professional Services Agree ment-Sciens LLC
PHASE 1: SELECTION OF A NEW CAD/RMS SYSTEM
-___ A-:..:1.. — Expenses Total
ILA Project Management, Data Gathering&Interviews
A Data Gathering and Onsite Interviews 108 $ 20,100 $ - $ 20,100
1.2 Needs Assessment&Recommendations Report
A Needs Assessment Development 112 $ 18,320 $ - $ 18,320
1.3 Request for Proposals Development
A RFP Development and Review 140 $ 24,120 $ - $ 24,120
1.4 Vendor Evaluation&Selection
Bidders Conference, Q&A Addendum, 96 $ 15,440 $ - $ 15,440
A Vendor Evaluation Matrix& Proposals
Evaluation
B Short List Demos 82 $ 16,700 $ - $ 16,700
C BAFO & Final Recommendations 18 $ 3,020 $ - $ 3,020
D Contract&SOW Negotiation Support 80 $ 17,200 $ - $ 17,200
TOTAL $ 114,900 $ - $ 114,900
4. Payment of Services
The City agrees to pay the Consultant, including expenses, should they occur and be mutually
agreed upon in advance by both Parties, provided under this Agreement in accordance with
Exhibit C. The acceptance by Consultant of the final payment made under this Agreement
shall constitute a release of City from all claims and liabilities for compensation to Consultant
for anything completed, finished or relating to Consultant's services.
Timely payments to Consultant shall occur upon the completion of and any deliverable issued
to City based upon Exhibit B and/or the Phase 1: Selection of New CAD/RMS System chart
provided above and in Exhibit C. The City will make milestone-based payments to the
Contractor as each phase and/or subphase milestone is completed and approved.
The acceptance by Consultant of the final payment made under this Agreement shall
constitute a release of City from claims for compensation, except for claims arising from fraud,
latent defects, or contractual warranty obligations.
5. Standard of Performance
Consultant agrees to perform services with the standard of care, skill, and diligence normally
provided by a professional in the performance of similar services.
SCiens Page 2 of
City of Grapevine, Professional Services Agree ment-Sciens LLC
6. Method of Performing Services
Consultant shall determine the method, details, and means of performing the services subject
to the terms of this Agreement.
7 Coordination of Services
Consultant shall coordinate all services with the City's designated representative ("Project
Manager").
8. Place of Work
Consultant shall perform the services provided for in this Agreement at any place or location
and at such times as the Consultant shall determine. When services involve the participation
of City, predetermined and mutually agreed upon location(s) and time(s) shall be determined
in advance.
9. Principal in Charile
Consultant will designate one of its staff members as its principal-in-charge and person
responsible for necessary coordination with Project Manager.
10. City's Responsibility
City shall cooperate with Consultant as may be reasonably necessary for Consultant to
perform its services. Project Manager agrees to provide direction to Consultant as requested
regarding project requirements.
11. Non-Appropriation of Funds
Payments to be made to the Consultant by the City for services performed within the current
fiscal year are within the current fiscal budget and within an available, unexhausted and
unencumbered appropriation of the City. In the event the City does not appropriate sufficient
funds for payment of the Consultant's services beyond the current fiscal year,this Agreement
shall cover payment for the Consultant's services only up to the conclusion of the last fiscal
year in which City appropriates sufficient funds and shall automatically terminate at the
conclusion of such fiscal year.
This Agreement commences between the Parties in alignment with paragraph two (2) in the
City's Fiscal Year 2026. Based upon the Project Timeline in Exhibit A, the full and complete
duration of Phase 1 is projected into the City's Fiscal Year 2027.
12. Independent Contractor
The City and Consultant agree that, in performing the services under this Agreement, the
Consultant is acting as an independent contractor and not as an employee of the City. The
Consultant and its employees shall not be considered City employees, and the Consultant
shall retain full control over the hiring, direction, compensation, and termination of all
individuals assisting in the performance of services.
sciens Page 3 of 8
City of Grapevine, Professional Services Agree ment-Sciens LLC
The Consultant shall be solely responsible for all matters related to the payment and
management of its employees, agents, subcontractors, and subconsultants. This includes
compliance with Social Security requirements, federal and state income tax withholding, and
all other regulations governing employer-employee relationships. The Consultant agrees to
hold the City harmless from any claims or liabilities arising from such obligations.
13. Consultant Not Agent
Unless expressly authorized in writing by the Project Manager, the Consultant, along with its
agents, employees, subcontractors, and subconsultants, shall have no authority—whether
expressed or implied—to act on behalf of the City in any capacity or to bind the City to any
obligation.
14. Non-Exclusive Services
Nothing in this Agreement shall prohibit or restrict Consultant from providing services to
other clients or engaging in other business activities at its sole discretion. However, Consultant
agrees that such activities shall not materially interfere with the timely and effective
performance of services under this Agreement for the City.
15. Termination
The City may terminate this Agreement by providing written notice to the Consultant,
delivered (e.g., email, etc.) or mailed by the Project Manager. Such termination shall take
effect thirty (30) calendar days from the date the notice is delivered or mailed. Upon
termination, the City agrees to compensate the Consultant in full for all amounts due as of
the effective termination date, including any expenses incurred on behalf of the City, whether
for third-party services or otherwise.
Similarly, the Consultant may terminate this Agreement by providing written notice to the
Project Manager. Such termination shall take effect thirty (30) calendar days from the date
the notice is delivered (e.g., email, word-of-mouth, etc.) or mailed. The Consultant agrees to
provide the City with reports, documents, information, deliverables, etc. that are due and for
which payment has been made by the City to the Consultant.
16. Indemnity
The Consultant agrees to indemnify, defend, and hold harmless the City, its City Council, and
each of its members, as well as all City officers, employees, representatives, and agents,from
any and all liabilities, claims, demands, actions, damages (whether arising from contract or
tort, including but not limited to personal injury, death, or property damage), costs, and
financial losses arising out of or related to this Agreement. This includes all litigation or
mediation expenses, fees, and associated costs that result directly or indirectly from any acts
or omissions related to this Agreement by the Consultant or any of its agents, employees,
subconsultants, subcontractors, consultants, or other persons acting on its behalf. This
obligation to indemnify, defend, and hold harmless applies regardless of whether the acts or
omissions in question arise from active negligence, passive negligence,or strict liability on the
part of the Consultant or its representatives. This obligation shall not apply to claims arising
'sciens Page 4of8
City of Grapevine, Professional Services Agreement-Sciens LLC
from the sole negligence or willful misconduct of the City. The Consultant's indemnification
obligation shall be limited to the extent of its proportionate fault and shall be subject to the
limits of Consultant's available insurance coverage. In no event shall Consultant be liable for
consequential, indirect, special, exemplary, or punitive damages.
17. Confidentiality of Information
Any documents and materials provided to, prepared by,or assembled by the Consultant under
this Agreement shall be treated as confidential. The City shall not disclose or make these
materials available to any third party without the prior written approval of the Consultant,
except as required by the Texas Public Information Act (Chapter 552 of the Texas Government
Code).
18. Ownership of Documents
Upon the City's request, the City shall have immediate access to all reports, documents,
information, project deliverables, etc. The Consultant shall provide these materials to the
Project Manager within ten (10) business days from the date of request. The Consultant may
retain copies of these documents for its records.
Any significant modification of the documents and materials by City staff, use of completed
documents and materials for other City projects, or use of uncompleted documents and
materials without the Consultant's written consent shall be at the City's sole risk. The
Consultant shall bear no liability or legal responsibility for such use. Consultant shall not be
responsible for modifications made to documents by the City without Consultant's
involvement.
19. Conflict of Interest
The Consultant shall promptly notify the Project Manager of any contracts, agreements,
arrangements, or interests that arise during the performance of this Agreement that may
create a conflict with the City's interests. This includes any business relationships with
manufacturers, suppliers, contractors, or other clients whose interests could be impacted by
the services provided under this Agreement, as well as any personal or client interests in
properties that may be affected. The Consultant shall take all necessary steps to prevent
actual conflicts of interest or any appearance of impropriety.
20. Successors and Assigns
The Consultant and City agree that this Agreement shall be binding upon and inure to the
benefit of the heirs, executors, administrators, successors and assigns of the Consultant and
City.
21. Fair Employment Practices
The Consultant agrees to ensure that all employees are treated equitably, without
discrimination based on race, color, religion, ancestry, national origin, disability, sex, marital
status, age, or any other protected status, in compliance with applicable anti-discrimination
laws of the United States, the State of Texas, and the City. During the execution of this
�sciens Page 5 of 8
City of Grapevine, Professional Services Agreement-Sciens LLC
Agreement, the Consultant and any subcontractors shall adhere to equal opportunity
employment principles, ensuring fair treatment of applicants and employees without
discrimination based on any legally protected status.
22. Force Maieure
Neither the City nor Consultant shall be liable for failure to perform its obligations under this
Agreement and shall have the right to terminate this Agreement if performance is delayed by
reason of war; civil commotion; acts of God; inclement weather; governmental restrictions or
regulations; epidemics; pandemics;fires; strikes; lockouts; natural disasters; riots; material or
labor restrictions; transportation restrictions; or other circumstances which are reasonably
beyond the control of the City or Consultant.
23. Governing Law and Venue
This Agreement, including its interpretation and enforcement, shall be governed by the laws
of the State of Texas. Any legal proceedings arising from or related to this Agreement shall be
brought exclusively in the state or federal courts located in Tarrant County, Texas, and both
Parties hereby consent to the jurisdiction of such courts.
24. Compliance with Laws
The Consultant agrees to adhere to all applicable City, State, and federal laws, rules, and
regulations that are currently in effect or may come into effect, as they pertain to the services
provided under this Agreement.
25. Severability
The City and Consultant agree that the invalidity in whole or in part of any provision of this
Agreement shall not void or affect the validity of any other provision.
26. Waiver
The City and Consultant agree that a waiver of any breach of a provision in this Agreement
shall not be construed as a waiver of any subsequent breach of the same provision or any
other provision. The failure of either party to enforce any provision at any time shall not be
deemed a waiver of the right to enforce that provision in the future.
27. Counterparts
This Agreement may be executed in multiple counterparts, each of which shall be considered
an original, but all of which together shall constitute one and the same instrument.
28. Arbitration
The City and Consultant agree that in the event of any dispute with regard to the provisions
of this Agreement, the services rendered or the amount of Consultant's compensation, the
dispute shall be submitted to nonbinding mediation pursuant to AAA. Each party shall share
equally in the costs of the mediator and shall be responsible for its own attorney's fees and
expenses.
'sciens Page 6of8
City of Grapevine, Professional Services Agree ment-Sciens LLC
Thereafter City and Consultant agree that any dispute arising under this Agreement shall be
brought exclusively in the state courts located in Tarrant County, Texas.
29. Attorneys Fees
The City and Consultant agree that in the event of any claim, dispute, or legal action arising
under this Agreement, each party shall be solely responsible for its own attorney's fees and
associated costs. Under no circumstances shall either party be liable for the other party's legal
fees or expenses, regardless of the outcome of the litigation.
30. Authority to Execute
The City confirms that the individual signing this Agreement has been duly authorized by the
City Council to execute it on the City's behalf. The Consultant affirms that the individual
signing this Agreement has the necessary authority to execute it on behalf of the Consultant.
31. Notices
All notices, requests, or other communications (excluding invoices) hereunder must be in
writing and transmitted via email, overnight courier, and/or certified/registered mail, postage
prepaid and return receipt requested to the City and Consultant as follows:
CITY OF GRAPEVINE:
The City of Grapevine, Texas
City Manager, Bruno Rumbelow or designee
200 S. Main Street
Grapevine, Texas 76051
(817) 410-3105
The City of Grapevine, Texas Attorney
Mr. Matthew Boyle
200 S. Main Street
Grapevine, Texas 76051
(817) 410-3105
CONSULTANT:
Sciens LLC
ATTN: Ernest Pages, Partner
101 North Greenville Avenue, Suite 260C
Allen, Texas 75002
epages@sciens.com
32. Amendment
The City and Consultant agree that the terms and conditions of this Agreement may be
reviewed or revised as needed. However, any modifications shall only become effective when
documented in writing and signed by both the City and Consultant.
sc i e ns Page 7 of 8
City of Grapevine, Professional Services Agree ment-Sciens LLC
33. Entire Agreement
This Agreement represents the full and complete understanding between the City and the
Consultant regarding the subject matter herein. It supersedes all prior negotiations,
discussions, agreements, and commitments, whether verbal or written.
EXECUTED this_day of March 2026.
CITY OF GRAPEVINE,TEXAS
By, (signature)
Mr. Bruno Rumbelow (printed)
City Manger, City of Grapevine (title)
(signature)
Mr. Matthew Boyle (printed)
City Attorney, City of Grapevine (title)
EXECUTED this_day of 2026.
SCIENS LLC
By, (signature)
(printed)
(title)
sciens Page 8 of 8
Exhibit A
Computer Aided Dispatch and Public Safety Records Management
System Selection Proposal (December 11, 2025)
sciens
sciens
f
i
The City of Grapevine, TX Sciens LLC
5900 South Lake Forest Drive
Computer Aided Dispatch and McKinney, Texas 75070
Public Safety Records Proposal Contact:
Management System Selection Ernest Pages, Partner
eaagesC�sciens.com
Proposal (469) 525-9896
www.sciens.com
December 1 1, 2025
>Letter of Transmittal
December 11,2025 -T E N
The City of Grapevine,TX '
Assistant Chief Rebecca Graves
200 S. Main Street
Grapevine,TX 76051
Dear Assistant Chief Graves:
Thank you for the opportunity to submit this proposal for the City of Grapevine's Computer-Aided Dispatch
(CAD)/Records Management System(RMS)Selection project.Sciens Consulting is excited to bring our public
safety technology expertise to support the City in achieving a successful, seamless transition to a next-
generation solution.
Sciens is a highly specialized, national management consulting firm that has dedicated itself to serving the
needs of local governments like Grapevine.We are able to provide our customers with personal service and
dedicated attention not available in the larger, more impersonal consulting firms. Just ask our
customers...they know the difference. Because of our focus on public safety,we understand the operational,
reporting and regulatory demands agencies face.We have over 35 years'experience conducting public safety
needs assessments, developing tailored RFPs, assisting with vendor evaluation and selection, and guiding
contract negotiations for mission-critical systems such as CAD, RMS, Mobile,JMS and 911 communications.
We live and operate our consultancy with a Code of Ethics to guide our decisions and daily activities. Our
Code of Ethics represents four qualities that we consider essential.
• Reliability to uphold promises and take responsibility for actions and decisions.
Respect to bring honesty,fairness, honor and courtesy to every relationship.
Professionalism that guarantees complete transparency in the best interest of the client, and a belief that
inspiring positive change is more valuable than profitability.
Trustworthiness to protect the privacy and confidentiality of all entrusted information.
Sciens has no vendor affiliations,relationships or preferences and will act in an unbiased manner as we assist
the City. If you have any questions regarding our proposal, please consider me your primary point of contact
and feel free to contact me directly.
Respectfully submitted,
CV
V
Ernest Pages
Partner,Sciens LLC
5900 South Lake Forest Drive
McKinney,Texas 75070
Tel: (469) 525-9896 1 eoagesCcbsciens.com
i
TABLE OF CONTENTS
Letterof Transmittal................................................................................................................i
FirmOverview .......................................................................................................................1
Sciensby the Numbers ........................................................................................................1
Trusted Advisors in Public Safety System Strategy, Selection &Implementation ......................2
WhatMakes Sciens Different................................................................................................2
AboutSciens........................... ...........................................................................................2
Public Safety Technology Planning and Selection Expertise....................................................3
Experience with Local Government Public Sector..................................................................4
Representative Public Safety Modernization Projects.............................................................5
Experience with Public Safety System Products.....................................................................7
ProjectTeam.........................................................................................................................8
ResourceAvailability............................................................................................................8
ProjectScope of Work.......................................................................................................... 11
Overview...........................................................................................................................11
Our Understanding of the City of Grapevine's Needs ...........................................................12
ProjectApproach...............................................................................................................12
Phase 1.1 —Project Management, Data Gathering and Interviews.........................................13
Phase 1.2—Needs Assessment and Recommendations Report...........................................14
Phase 1.3—Request for Proposals Development.................................................................15
Phase 1.4—Vendor Evaluation and Selection .............................................................. .......16
Phase 2—Implementation of the Selected CAD/RMS System ...............................................17
Phase 2.1 —Project Implementation Assessment& Planning................................................17
Phase 2.2—Project Implementation Management Support ..................................................18
ProjectTimeline................................................................................................................... 19
CostProposal .....................................................................................................................20
Fee Schedule ....................................................................................................................
20
Why Choose Sciens For Your CAD/RMS Project?.....................................................................22
ii
Firm Overview
Sciens has over 35 years of experience working alongside
law enforcement and public safety agencies across the
country. We've successfully guided dozens of agencies
through the critical process of selecting the right CAD/RMS
system to support their mission.
We understand that selecting a new CAD/RMS system is
about more than just features. It's about ensuring officer
safety, enhancing response times, and enabling seamless
communication between dispatchers,field personnel, and
command staff. That's why we take a hands on, deep dive
approach to every engagement. Our consultants work
directly with your police and fire departments to
understand your operational environment, current
technology, field experience, and the unique community
needs you serve.
With deep experience supporting large and small agencies
nationwide, Sciens is well-equipped to help your
department navigate the challenges of CAD/RMS
technology modernization. We don't just guide the
procurement process; we help you build a foundation for
long-term operational and public safety excellence.
Sciens by the Numbers
35 + 250 +
Years of Law Public Sector Clients
Enforcement Served
Collaboration
400 + 95 %
Successful Retention
Engagements Rate
1
Trusted Advisors in Public Safety System Strategy, Selection & Implementation
At Sciens,we bring real-world public safety experience to every engagement. Our team is composed of former
law enforcement officers, dispatch supervisors, and public safety technology leaders who understand the
unique demands of 911 operations, patrol, fire, and EMS environments.This firsthand experience allows us to
engage with your team not just as consultants, but as operational peers who know first-hand the stakes and
pressures of public safety decision-making.
We maintain complete vendor neutrality, ensuring our recommendations are focused solely on your strategic
goals. Whether supporting a single agency or a multi-agency consortium, our team guides clients through
system evaluation, procurement, and implementation with a strong focus on operational enhancement,
system performance, and long-term sustainability.
What Makes Sciens Different
• Real-World Knowledge of the Public Safety Tech Market:We know the strengths and weaknesses of leading
CAD, RMS,and Mobile platforms.We help you cutthrough the noise and focus on whatfits your operational
and technical needs, not just what's new or trending.
Seasoned Experts with Law Enforcement&Local Government Backgrounds: Our consultants have deep
experience in dispatch center operations, CAD/RMS procurement, and public-sector technology strategy.
We've partnered with hundreds of cities, counties,and public safety agencies nationwide.
• Independent, Vendor-Neutral Advice: Sciens does not sell software, and we have no affiliations with
vendors.You'll always receive an unbiased perspective focused solely on what serves your best interests.
• Tailored Solutions, Not Templates: No two agencies are the same. Every assessment, roadmap, and
procurement document we develop reflects your priorities,workflows, and stakeholders.
• Hands-On,Collaborative Approach:We work side by side with your staff,facilitating stakeholder sessions,
building requirements, drafting RFPs, and assisting with vendor evaluations to make procurement and
implementation smooth and successful.
About Sciens
Based in Dallas and serving agencies nationwide since 1989,Sciens helps public safety organizations navigate
an ever-changing technology landscape.With decades of hands-on experience supporting hundreds of public
safety technology initiatives, we apply a proven methodology to align requirements and evaluate solutions.
Most importantly,we guide you through every stage of the process ensuring you have the clarity and information
needed to make confident,well-informed decisions.
Sciens maintains a public safety specialty team of consultants, project managers, and subject-matter experts
located across the United States. This nationwide presence allows us to draw on the right expertise as the
project progresses. For your engagement, Sciens will assign a dedicated team consisting of an engagement
lead, senior project manager, public safety functional consultants, and technical advisors with decades of
hands-on experience in CAD/RMS systems.
2
Public Safety Technology Planning and Selection Expertise
Our consultants stay current in the latest industry trends through participation in key certification programs and
educational forums including:
ALLIANCE FOR Project ♦� TACP
�a INSTITUTE OF
P� Management ` ���INDUSTRIAL
INNOVATION �� SEEL &SYSTEMS
TRANSFWNGLOMG01dRWENF .N. Institute. tnternaC=r A3sodatio.i cf \\fir ENGINEERS
Cbi-�fs of Police
SACAm FMAPC4 Mkms(W }� ION TECHNOLOGY
International
C E R T I F I E D 1801) SENIRCRINFO MAMANAGEMENT FORUM
Leaders in Public Safety Communications' Professional
(UITI L� =� <� TAG �TM FEMA (�
(--I Fi—Off—Anxi u—
MKO
� computer CertifiedInfonwhon 1CMA M'T
p Economics CISA-SyM wAudrtor. INTERNATIONALCITY/COUNTY T
anxaacccror— MANAGEMENT ASSOCIATION T E X A S
MUNICIPAL LEAGUE
Every agencywe serve is unique. Each comes with their own set of goals and priorities.Sciens'dedicated team
of public safety experts help you analyze your current issues and develop an RFP that meets your organization's
individual needs and overall vision. Our projects are focused to solve variety of challenges including:
CAD/RMS System Strategic Planning 10-Year Total System Cost Analysis
Management Vision&Strategy Back End Infrastructure, Data Center
& Network Recommendations
Organizational Structuring Software Implementation &Support
M
Business Operations, Strategy&
End User Hardware&Software Review
Assessment Services
Data Analytics and Crime Trends 0 Functional Requirements Definition
0 CAD/RMS System Budget Forecasting M
CAD/RMS System Vendor Analysis
Staffing& Resource Advisement Operational Process Review and
13 Recommendations
� Technology Lifecycle Analysis Technology Procurement&
Governance
3
• ,OK Irving,TX • Parkland, FL
• Alachua County, FL • Jacksonville Beach, FL • Perrland,TX
• Allen,TX • Johnson County,TX • Plano,TX
• Amarillo,TX - Jupiter, FL • Plantation, FL
• Bi-County Police Jupiter and Palm Beach • Polk County, FL
Information Network,WA Gardens, FL • Pompano Beach, FL
• Boone County, KY • NULLUr, ix • Port Arthur,TX
• Burleson,TX • Kennewick,WA • Prosper,TX
• Carrollton,TX • Lancaster,TX • Richardson,TX
• Cedar Park,TX • Lincoln, MA • Richland,TX
• Charlotte, NC Loveland, CO • Richland,WA
• Citibank Lubbock,TX • Sony Corporation
• Cleburne,TX Martin County, FL • Southlake,TX
• Colleyville,TX Maui County, HI - Spartanburg County
• Collier County, FL • McKinney,TX Parks&Rec Commission,
• Collin County,TX • Mesa,AZ Sc
• Columbia, MO Miami International • St. Petersburg, FL
• Columbus, OH Airport, FL • bur�aILaIIu, 1A
• Conroe,TX Norcross,GA • Sun Prairie,WI
• Dallas County,TX Norman, OK • Sunrise, FL
• Danville,VA • North Richland Hills,TX • Syracuse, NY
• Deer Park,TX • North Central Texas • Truckee,CA
• Delray Beach, FL Council of Governmer • Universal Studios,Japan
• DeSoto,TX • Northampton County, PA • University Park,TX
• Ector County,TX • O'Hare International • Victoria, BC, Canada
• Fort Lauderdale, FL Airport, IL • Waco,TX
• Franklin&Benton • Odessa,TX • Wayne County Probate
Counties,WA • Onondaga County and Court, FL
• Gilbert,AZ Syracuse, NY • Westlake,TX
Greene County, MO • Owensboro, KY • Westminster, CA
Hastings, NE • Oxnard, CA • Wichita Falls,TX
Hialeah, FL • Palm Beach Sheriff's • Wilmette County, IL
Hillsborough County, FL Office, FL • Wylie,TX
Indianapolis, IN 0 Palm Beach, FL • Yuma, AZ
Representative Public Safety Modernization Projects
Sciens has successfully supported public safety agencies across the country in selecting and implementing
new Computer-Aided Dispatch(CAD)and Records Management Systems(RMS).Ourexperience spans diverse
municipal and county environments, each with its own operational complexity, technical infrastructure, and
stakeholder engagement requirements. Below are a few representative projects of similar scope and scale:
Lubbock,TX—Integrated CAD/RMS/FRMS Selection and Implementation
Population—272,000 ovpP.
City of
The City of Lubbock, with more than 200,000 residents, was facing a pressing Lubbock
challenge: its legacy CentralSquare public safety software had reached end-of- TEXAS
life, vendor support was discontinued, and the city needed a modern system
that could scale. To address risks from operational disruption, Sciens was brought in to lead the
assessment, requirement gathering, and RFP development for replacing multiple interrelated systems,
CAD, RMS, Mobile, Fire RMS, and radio, as well as integrating with its new real-time crime center.
After validating Lubbock's technical and functional needs, Sciens helped craft a comprehensive RFP that
emphasized legacy data conversion, seamless system integration across departments, and cost control.
Once a vendor was selected, Sciens stayed involved through project advisory services ensuring the
contract terms were met, monitoring implementation, and helping resolve integration and deployment
issues. The result: a modern public safety suite that delivers more efficient, reliable operations for
Lubbock's emergency services.
Oxnard, CA—CAD/RMS Selection and Implementation Support CITYOF
Population—201,000 O X N A IZD
Sciens partnered with the City of Oxnard, California, to modernize its public
� '� CALIFORNIA
safety technology and replace an outdated CAD/RMS platform. Serving a
large and diverse community, Oxnard required a solution that could streamline police operations, improve
data sharing,and support long-term growth.Ourteam engaged stakeholders across the Police Department
to capture requirements, evaluate operational workflows, and build a roadmap that aligned technology
improvements with operational priorities.
Beyond planning and procurement,Sciens served as Oxnard's project managers throughout the CAD/RMS
implementation. We oversaw vendor activities, coordinated system integration, and ensured milestones
were delivered on time and within scope. By combining strategic guidance with hands-on project
management, Sciens helped Oxnard achieve a smooth transition to a modern CAD/RMS system that
enhances efficiency, interoperability, and community service.
5
BiPIN, Kennewick,WA—Multi-Agency CAD/RMS Vendor Selection
Population—283,000
Sciens partnered with both City and County stakeholders in Kennewick, WA on a
joint initiative to replace outdated CAD and RMS systems. The effort spanned law
enforcement,fire, EMS, and dispatch centers, requiring strong communication and
collaboration across agencies. Our role was to help align priorities, facilitate
coordination, and ensure all parties were engaged throughout the process.
To achieve this, Sciens established a joint steering committee with clear decision-making authority and
structured the RFP to allow for modular deployment while defining agency-specific roles within the
governance model. We also conducted vendor reference checks with similarly structured jurisdictions to
reinforce best practices. By emphasizing collaboration and proactive change management, Sciens
successfully supported 10 cities and 2 counties in selecting a modern CAD/RMS platform designed for
long-term regional success and also supported its implementation effort.
Mesa,AZ—Integrated CAD/RMS Selection and Implementation
Population—517,000
Sciens partnered with the City of Mesa, Arizona, to guide a comprehensive
assessment and procurement of a next-generation CAD/RMS for the Mesa
Police Department. With multiple systems in place, such as field-based mesa-az
reporting, mobile units, and digital evidence platforms, the project required
thoughtful planning to ensure seamless integration and long-term sustainability. Our approach
emphasized collaboration with stakeholders to define needs, address future growth, and build a clear
strategy for modernization.
To support the City's goals, Sciens created a system integration roadmap that prioritized interoperability
with mobile technology, body-worn cameras, and digital evidence tools. We also addressed data
formatting, retention, and historical record export requirements to reduce long-term risk. By combining
technical insight with a strong focus on change management,we helped Mesa position itself for a smooth
implementation and broad user adoption of its new CAD/RMS platform.
6
Experience with Public Safety System Products
Sciens Consulting performs all work in an objective and a vendor neutral capacity.The company has no ties to
the vendor community and only provides independent services. We certify that our bid is made without prior
understanding, agreement or connection with any corporation, firm or person submitting a bid for the same
materials, services, supplies or equipment, and is in all respects fair and without collusion or fraud.
Sciens Consulting has experience and first-hand knowledge of the following public safety vendors and their
software:
,� "TENA Caliber ���
CENTRALSQUARE
4KREPORTING" eso r firstdue
FJ LOARRINT
rky- COCALGOVERNMENT ; 1 HEXAGON IMAGETREND,,
�`�
di
0 � Mervice
in or.
1UBlIC SAFETY SYSTEMS First inResponse
V M A R K43 400 MvroRoLA
7 Mobite
P ROPI *ENI X. �
::� sores► • ••� tyler
• •
Next Generation Public Safefv Software GLOBAL�1 f'o' technologies
�=ersaterm ZwETRON ZOLL
Project Team
The foundation of a successful project is assembling a highly qualified team supported by a clear and
disciplined framework for execution. In our experience, the strongest outcomes are achieved through
partnerships built on trust, respect, and accountability. As outlined in the project organization below, Sciens
will integrate seamlessly with the City's project management team while establishing a formal governance
structure to guide planning, execution, and quality assurance.
To deliver on this commitment,the following Sciens team members will bring the specialized expertise required
to support the City throughout the selection and implementation of the CAD/RMS.
Ernest Pages
Engagement Lead
"T F \
CShane Wickson
Police Operations SME Business Analyst
Resource Availability
We are 100% committed to the success of the project and ensure the City transitions their CAD/RMS system
successfully. Working with executive management and end users, the Sciens team provides leadership and
execution expertise to ensure the project stays within budget and schedule.Other members of the Sciens team
may be brought in throughout the project as needed.
A 40
sciens
8 1F
Ernest Pages
Engagement Lead
Summary Recent Clients
Ernest is a nationally recognized public safety technology consultant with Boone County, KY
over 25 years of experience helping government agencies modernize CAD and Conroe,TX
RMS. His expertise spans strategic planning, technology selection, and Delray Beach,FL
implementation guidance for police, fire, and emergency management Hastings,NE
operations. Ernest is known for guiding agencies through complex system Keller,TX
evaluations that align with CAS,NIBRS,and AB 748 requirements. Kennewick,WA
McKinney,TX
Relevant Experience Moore,OK
Engagement Leadership North Richland Hills,TX
Ernest has led multiple multi-agency CAD/RMS modernization initiatives, Owensboro,KY
facilitating collaboration between lawenforcement divisions,ITdepartments, Oxnard,CA
and city administration. Ernest also advises agencies on change Plano,TX
management approaches, customized training programs, and policies Prosper,TX
governing Al, data governance, and body-worn camera usage, ensuring Southlake,TX
alignment with public accountability and compliance standards. Truckee,CA
Waco,TX
Public Safety CAD/RMS Assessment,Selection&Implementation Westminster,CA
Analyzed operations of 50+public-sector police and fire agencies;developed
RFPs and supported vendor evaluation,contract negotiation,and integrated
Education
system implementation. Recommended improvements to key business
processes and technologies (CAD, Records, Mobile, FRMS, Radio, University of Miami School of
Body/Dash Cameras, Court Management, Crime Analysis). Assessed GIS Business
requirements, data sources, architecture, and organizational support, and Masters ation Business
Administration
guided procurement and selection of optimal GIS integration partners.
Public Safety System Procurement Florida Atlantic University
Developed procurement documents for modern Public Safety system School of Engineering
solutions including optional Cloud-hosting, alternate pricing, contractual Bachelors of Science in
requirements,end user functional requirements,and vendor scoring metrics. Mechanical Engineering
Provided objective evaluation and ranking of proposals,evaluation of vendor
demonstrations,and final recommendations to client management.
9
A -
sciens
Shane Wickson
Police Operations SME
r
r
Summary Recent Clients
With 20+ years in law enforcement, including 4 years supervising a 9-1-1 Boone County, KY
communications center, Shane combines deep expertise in emergency Cleburne,TX
communications technology with practical dispatch experience. Dual- Grand Prairie,TX
Licensed as a police officer and dispatcher, he has worked extensively with Johnson County,TX
Motorola radio systems, CentralSquare OSSI CAD, and regional 9-1-1 Keller,TX
operations. His background includes CAD/RMS deployments, radio system Moore,OK
integrations,and managing telecommunications staff to improve emergency Owensboro, KY
response.
Specialization
Relevant Experience Emergency Communications&
Dispatch Communications Center Management Dispatch Operations
Supervised a 9-1-1 communications center, overseeing daily operations, CAD/RMS Systems Deployment
staffing, training, and scheduling while driving modernization initiatives. Led Integration with Law
the implementation and regional integration of CAD system with police,fire, Enforcement Workflows
and EMS partners, improving dispatcher efficiency, data sharing, and Data Reporting&Analysis
emergency response coordination. Digital Evidence Management
Public Safety Technology Assessment&Planning Systems
Shane has conducted comprehensive technology assessments across Dash and Body-Worn Camera
multiple law enforcement agencies to identify operational gaps, risks, and Integration
opportunities for improvement. Developed strategic technology roadmaps Radio Systems Implementation
aligned with best practices and NG911/NENA standards, introducing Crime Analysis Tools and
innovative solutions that optimized workflows, strengthened interagency Technologies
coordination,and enhanced reporting and analytics capabilities. Incident Management and
Dispatch Systems
CAD/RMS Systems Procurement and Implementation Cloud-Based Solutions and
Directed the deployment and integration of a wide range of public safety Hybrid Models for Law
technologies, including digital evidence management systems, body-worn Enforcement
and in-car cameras,court management platforms,and crime analysis tools,
ensuring seamless interoperability with existing CAD/RMS systems and other
law enforcement technologies to improve overall system performance and
public safety outcomes.
10
Project Scope of Work
Overview
Over the last two decades, there has been a marked shift in how work is performed within public safety
agencies, from silo departments with separate functions and outputs, to a system of interlinked processes
that cross functions and link organizational activities. Today, with increasingly tight budgets, agencies are
looking to improve their operation through the use of modern technology.
Public Safety systems can help cities to achieve these goals. Our consulting team understands that selection
of a new public safety system is a business, technical, financial, political, process and organizational
decision. Because these solutions are broad in their scope and reach deep within the organization,we work
with the organization to include a broad-based group of employees in any selection effort.
Sciens has assisted agencies through this transition; we SCIENS JUSTICE&
PUBLIC SAFETY CONSULTING
specialize in streamlining operations and aligning the business 0
needs with the appropriate technology. Our consulting team Q Cr."IBIR C-�
.0W
understands the complexity of this selection. We understand L4w DJSPATCH EADMOMU4
ENFOMMENT +HLD.ASED
that that the most important criterion is the evaluation of risk WORDS 11� ;`aPDRn.
associated with any given product and its implementation. As
a result, our consulting team works with the City's evaluation COMMON
DFTFNTIDN SYSTEMS FIRE RECORDS
team to make functional enhancement and risk mitigation key MANAGLMENI EMS&EPCR
priorities in evaluating different solutions, different ®�
implementation methods, different delivery methods and
MANAGFMEHf A?% NGS-1-I
different implementers. ff
RAM
Based on our extensive experience with public safety agencies,
Sciens is proposing to begin with an assessment of the current
environment to understand the business objectives that each of the end user groups wants to achieve through
this system replacement. We identify desired functionality that is commercially available today and viable
within the City's technology architectures and budgets that can be included in the request for proposal.
The graphic to the right shows a comprehensive Justice and Public Safety System environment. In today's
market, however, no single vendor has a best-of-breed capability in all component systems. Cities are
choosing to either compromise on functionality in certain areas for the sake of full-integration or choose
multiple vendors' systems and provide that integration for themselves. While the latter places an added
burden upon the City's IT Department, it is often the only wayto achieve the promise of full integration without
compromising on functionality.
In addition,we look at the core dependent components that are Common Systems to a state-of-the-art Public
Safety applications environment:
• Management Dashboards
• Document Management
• Crime Analytics&Reporting
• Workflow&Forms
GIS integration.
11
Our Understanding of the City of Grapevine's Needs
Forth e past several years,the City of Grapevine,Texas has relied on the CRIMES CAD/RMS system to support
its public safety operations. However, due to the system's limitations and growing needs of the department,
the City has decided to pursue a transition to a modern and fully integrated CAD/RMS solution. This change
is intended to improve efficiency, reliability, and the overall effectiveness of public safety services, ensuring
that Grapevine continues to provide the highest level of service to its residents.
In support of this transition and the future operational goals of the organization, the City is requesting
consulting services to assess the current system environment, develop a comprehensive Request for
Proposals (RFP),evaluate software vendor submissions, provide guidance throughout contract negotiations,
and project management support during implementation.
Specifically,the City would like to select and implement a new integrated Public Safety system to achieve the
following goals:
Improve decision making
Provide enhanced analytical tools and crime trend mapping
Improve access to information
Improve efficiency and effectiveness of police/fire operations
Improve accountability
Improve reportingto upper managementfor real-time decision making
Sciens has outlined the following scope of work to support the replacement of the current CAD/RMS system.
Our project approach reflects proven methodologies we have successfully applied with hundreds of public
safety organizations,ensuring effective outcomes while tailoring to the City's unique needs.We are confident
this framework provides a strong foundation for success incorporating the City's priorities.
Project Approach
The project is managed hand-in-hand with the City,with Sciens' leadership every step of the way. The phase
breakdown of our CAD/RMS selection methodology is shown below.
Phase 1.1 Phase 1,
Project Management, Needs Assessment and Request for Proposals Vendor Evaluation and
Data Gathering and Recommendations Development Selection
Interviews Report
12
Phase 1 .1 — Project Management, Data Gathering and Interviews
The purpose of Phase 1.1 of the project is to establish the business context for the
project, examine current business practices and processes that need to be Project Management,Data
r Gathering and Interviews
maintained or updated, and gather data to help analyze the current state of the
Public Safety system. Police Strategic 1
Direction/Goals
Specifically,this phase includes the following tasks: Functional/Business
Process Review
We meet with staff onsite to gather input, discuss gaps in workflow and define Infrastructure&
system requirements. We also begin reviewing hardware, software, training, Application Architectures
integration points, and support processes. Integration
Requirements
Key On-Site activities in this phase include: system support
• City Strategic Direction and Goals—Working with the City Management and the Requirements
key stakeholders of the Public Safety system (e.g., Police Chief), Sciens gains 1W
an understanding of the City's strategic direction and goals, and what decision
noints would help to further that direction.We assist in the creation of a vision for the Public Safety system
and definition of goals the City wants to achieve through this process.
• Functional and Business Process Review—We meet in-person with cross-functional teams consisting of
Dispatch, Patrol, Records,Investigations,Property and Evidence,Jail,Digital Evidence Management,and
other core Public Safety departments. Duringthese meetings,we capture:
o Workflow and business process limitations of the existing system
o Reporting capabilities focused on PD-specific needs
o Crime analysis and real-time trend mapping functionality or limitations throughout the
operational departments
o Manual recurring data entry to/from the current system with other ancillary systems in PD
o SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats) of current practices and
processes.
• Technology and Infrastructure Review — We work with IT staff to review the City's current technical
environment, including servers, network infrastructure, and business applications, to determine how to
support a modern CAD/RMS system.This helps identify any upgrades or changes that may be needed to
ensure system compatibility, minimize disruptions and reduce the need for future technical rework.
• Integration Review—During both business practice/process and IT Department discussions,we examine
the systems that are currently integrated to the Public Safety system and look for opportunities to improve
the efficiency of the environment.
• System Support Review—Assess the function and operations performed to support the current system
based on interviews with the IT staff and end-user support staff, including:
o The ability of the application to support technical services, such as workflow changes
o Third party vendor interaction within the overall support structure
o User involvement, control and segregation of duties for configuration changes.
13
Phase 1 .2— Needs Assessment and Recommendations Report
Building on the findings from Phase 1.1, Sciens will develop a detailed report that N
outlines the City's current environment and provides a clear roadmap for the N Needs Assessment and
r Recommendations Report
future. CL
Current System
Needs Assessment and Recommendations — Sciens produces a Limitations
comprehensive document at the conclusion of this phase, documenting the Key End User
current state of the environment, the City's vision for an ideal system, Functionality Needs
infrastructure and application architectural requirements, integration Timeline Development
requirements, system support requirements, and the initial budget and
timeline for use in budget planning. In addition, Sciens develops a SWOT Initial Budget
Analysis of the City's current business practices and processes, including Recommendations
recommendations for ones to be targeted for any changes to the existing Report Development
environment.
• Functional Maturity Analysis - Sciens will perform a structured Functional
Maturity Analysis to evaluate the City's current CAD/RMS system. Sciens wit[ analyze current business
processes and technology capabilities, identifying where improvements are most needed in the new
system to achieve operational effectiveness.
• Initial Budget and Implementation Timeline Development—Within this report,Sciens will also develop an
Initial Budget and Timeline to support informed planning. Using our experience with similar CAD/RMS
projects and the information gathered during the assessment, we create budget estimates that include
required modules, interfaces, hardware, and services. These estimates are presented as both high- and
low-range figures to provide flexibility during budget planning.The preliminary timeline reflects a realistic
sequence of future efforts based on industry experience and the City's capacity to implement change.
This report serves as the foundational planning document to support informed decision-making and long-
term success of the City's CAD/RMS modernization initiative.
1W Needs Assessment and Recommendations Report
✓ Business Process Review of Departments ✓ Recommended Next Steps
✓ City Management Vision and Goals ✓ Staffing Requirements to Support Next
✓ IT/Backend Technical Review Steps/Future Projects
✓ Applications Integration Diagram CAD/RMS Implementation Timeline
✓ Current/Future State Analysis ✓ Preliminary Budget Breakdown
✓ Financial Reporting Limitations ✓ Change Management Recommendations
✓ CAD/RMS Vendor Marketplace Analysis ✓ Risk Mitigation Strategy
14 Am*
Phase 1 .3 — Request for Proposals Development
In Phase 1.3, Sciens works closely with the City and its Purchasing team to develop
a complete Request for Proposals (RFP) package and support its release to the RFP Development
vendor marketplace. a
Software Technical
We begin by drafting detailed functional specifications based on the findings from L Specifications
the interviews and data gathering conducted in Phase 1.1. Once reviewed and Hardware Technical
approved by the City,these specifications are compiled into the RFP package,along Specifications
with structured response forms and supporting documentation. End User Functional
Specifications
Specifically, the compiled RFP package includes: 7
Future State Definition
• RFP Narrative - The RFP Narrative serves as the core of the RFP package. It -
provides vendors with essential context and clear instructions for submitting a RFP Development
complete and compliant proposal. The narrative outlines why the City is
replacing its CAD/RMS system, what goals and objectives the new system is
intended to achieve, and a summary of the current and future application
environment. It also includes detailed sections on:
Infrastructure and hosting requirements
Maintenance and support expectations
o Implementation approach and timeline
Acceptance testing criteria
Contractual requirements and terms.
• Functional Requirements-Sciens develops over 1,500 tailored specifications based on input gathered
during earlier phases. Specifications include software (functional) requirements grouped by major
components of the CAD/RMS system which can include: Dispatch & Call Handling, Records & Case
Management, Evidence & Digital Media Integration, Mobile Data and Field Reporting, Reporting &
Analytics, and AI-based Dashboards.
• Technical Specifications - In addition, infrastructure specifications are created that define technical
requirements including system architecture (On-Premises vs.Cloud), network design,server and storage
needs, database compatibility, security, scalability, performance, system backup, and integration
capabilities.
• Vendor Response Forms -Sciens develops formal, structured response forms that vendors are required
to complete as part of their proposal submission. These forms are designed to ensure that all vendors
answer questions in a standardized format, allowing the City to make clear, side-by-side comparisons
across key functional, technical, and service areas. In addition, detailed pricing sheets are included to
establish uniform pricing parameters, ensuring consistency in vendor cost proposals and eliminating
hidden or non-comparable pricing components.
As part of the RFP definition process and prior to its release to the marketplace, Sciens collaborates with the
City to define the evaluation criteria and assign weights to key scoring categories.This ensures that allvendor
proposals are assessed consistently and reflect the City's priorities. Sciens also reviews the complete RFP
package with the project team to finalize language and confirm all components are ready for release. Once
approved, the package is submitted for publication by the Purchasing department,with support from Sciens.
15
Phase 1 .4—Vendor Evaluation and Selection
In Phase 1.4, Sciens supports the City throughout the evaluation and selection Vendor Evaluation and
process for CAD/RMS vendors.We guide the City in reviewing submitted proposals, Selection
shortlisting vendors for demonstrations, scoring performance, and making a final
selection. This phase also includes reference checks, site visit feedback, and Pre-Bid Conference
contract and statement of work(SOW)negotiation support.
Proposal Evaluations
Sciens facilitates this process by coordinating the Bidders' Conference, evaluating
vendor submissions for compliance with RFP requirements, and using a structured Vendor Demonstrations
Vendor Evaluation Matrix to track performance across all evaluation steps.We work r�
closely with the City to ensure that both technical and business needs are I Best and Final
objectively assessed and reflected in the final decision.
Contract Negotiations
Once all proposals and demonstrations have been evaluated, Sciens assists the
City in selecting a finalist and supports contract and SOW development.
Specifically,this phase involves the following activities:
• Bidders' Conference and Vendor Q&A Addendum-Shortly after the RFP is released, Sciens coordinates
and proctors the Bidders'Conference via MS Teams.At the conference, the City presents an overview of
the RFP, outlines its objectives, and answers vendor questions. Following the meeting, Sciens drafts a
formal Q&A addendum summarizing responses to all submitted questions,which is posted by the City as
an official RFP update.
• Vendor Evaluation Matrix - Sciens develops a weighted scoring matrix to evaluate each vendor's
performance at all stages of the process—proposal review, demonstrations, pricing, and more.This tool
ensures consistent and objective evaluation across all categories.
10-Year Totat CQstArlatyais-To provide a long-term cost perspective, Sciens prepares a 10-year total
cost of ownership(TCO)modelfor each vendor.These cost estimates are incorporated into the evaluation
matrix and contribute to the final scoring and ranking.
• Vendor Proposals Evaluation -Sciens leads the review of vendor proposals using the evaluation matrix,
assessing each submission for technical and functional compliance, completeness, and overall fit with
the City's goals. We also guide the City's internal project team in conducting their own evaluations,
ensuring all perspectives are considered.
• Vendor Shortlist and Demonstration Selection-Based on proposal evaluations and cost analysis,Sciens
and the City identify a shortlist of up to three vendors to participate in system demonstrations. This
shortlist reflects the vendors'estimated ability to meet the City's CAD/RMS requirements.
Vendor Demonstrations - Sciens manages and facilitates up to four vendor demonstration days (two
vendors, two days each). We provide scoring tools for City staff to evaluate each demonstration
consistently. If requested, Sciens will also score vendor performance independently. Results are
compiled and added to the evaluation matrix.
• Contract and Statement of Work(SOW)Negotiation Support-Once a vendor is selected,Sciens supports
the Citythrough up to 40 hours of contract and SOW review and negotiation.We work closelywith the City
to review vendor documents, participate in negotiations, and help ensure the final agreement reflects the
City's goals and setup for a successful and collaborative implementation.
16 AJ#
Phase 2 — Implementation of the Selected CAD/RMS System
For Phase 2,we assist the City with the implementation of the new CAD/RMS system.This includes providing
project management support, overseeing vendor(s) deliverables, schedule, deadlines, installation, and data
migration.
Phase 2.1 Phase 2.2
Project Implementation Project Implementation
Assessment&Planning Management Support
Phase 2.1 — Project Implementation Assessment & Planning
In Phase 2.1, ongoing throughout the project, the Sciens team will assist the City
Project Implementation
with implementation management of the new system, including project planning t Assessment&Planning
and governance, vendor supervision, and expert guidance during each module's
bUSIneSS process analysis. Develop and Present the
Project Charter
Complex,technical projects are prone to failure; however,that failure is largely due Implementation
to inadequate or insufficient project planning and management. While the vendor L Governance
typically provides a project manager,their mission is to represent the interests of the Established Project Teams
vendor, not the City; and, the project typically is larger than the scope being I J
overseen by the vendor.Sciens will work with the City to ensure that activities critical Change Management
Planning
to the project's success are planned and executed well, and that sufficient vendor —�
Risk Mitigation
oversight is provided to ensure the project is successful and remains on schedule Planning
and budget.The specific tasks performed as part of this project are as follows: vendor Kickoff/Project
• Develop and Present the Project Charter:We develop an internal Project Charter Plan Review l
that outlines the project scope, key deliverables, success criteria, and I Data Conversion Planning
governance structure. City feedback is incorporated to finalize the charter and r -
End User Training
ensure mutual understanding and agreement. Planning
o Implementation Governance:Assist the City with establishment of a project
steering committee that governs the implementation of the new system and qW
ensure that users have a voice in the system build.
o Establish Project Teams: Assist the City with identification of roles to be filled on the project teams,
by phase, including subject matter experts (SMEs), business leads and IT leads. Provide
characteristics of individuals that make strong, successful team members.
o Change Management Planning: Sciens will work with the City to plan for change management that
focuses on clear communications and maintaining a positive perception ofthe system change for the
duration of the project.
17 J,6*
o Risk Mitigation Planning: Sciens will work with the City to identify Vendor-dependent (e.g., data
conversion) and non-Vendor-dependent (e.g., City resources availability) project risks. Create a
project risk register which the Project Management team will use to identify the probability of risks
occurring, potential impact on the project (including dependencies), mitigation actions to be taken,
and assignment of resources responsible for mitigation.
• Vendor Kickoff/ Project Plan Review: Sciens will work with the City and the Vendor to conduct upfront
project planning and review the Vendor's Project Plan.This will include a review of materials, conference
calls and onsite participation in the kickoff and negotiation of the Vendor's plan. The plan and GANTT
should include both vendor activity(e.g.,system installation,configuration,data conversion,training)and
non-vendor activity(e.g., change management, infrastructure setup, risk management planning, disaster
recovery planning) required to make the project successful.
o Data Conversion Planning: Sciens will work with the City and Vendor to plan for data conversion
detailing data sources, resources required,validation and testing methods, schedules.
o End User Training Planning: Sciens will work with the City and Vendor to plan for training detailing(a)
required training by user group, (b)timing,and (c) logistical requirements.These include dispatchers,
officers,and records staff.
Phase 2.2 — Project Implementation Management Support
In Phase 2.2,the Sciens team will assist the City with implementation management N
Project Implementation
of the project, including project plan and GANTT execution and vendor supervision. r Management Support
d
Phase 2.2 will be executed through onsite project management meetings occurring
Onsite Project
three times per year (on average); and, offsite project management activities, Management Meetings
including regularweekly conference calls with the City's Project Management Team Ongoing Venn
and separate calls with the Vendor.Specifically,this includes: Management5upport
Onsite Project Management Meetings: Regular Onsite Reviews,coordinated
with both the City and the Vendor,to monitor execution of the Project Plan, .W
do a comprehensive review of tasks completed during the preceding period, identify changes in
practices required moving forward, and the upcoming tasks and assignments to ensure success.
• Ongoing Remote Project Management Support: Assist the City in active management of the vendor
and its execution of the project over the project implementation by actively participating in weekly
Vendor Management Calls for the duration of the project to assist with keeping tasks and resources
on schedule; includes review of the overall project, progress against both schedule and budget, and
review of Risk Register and Change Management requests.
The organization will need to assign a project analyst/coordinator to assist with this project internally for the
Cityand act as the main point of contact for Sciens and the vendor.Scienswillworkdirectlywith this individual
to ensure that activities critical to the project's success are planned and executed well, and that sufficient
vendor oversight is provided to ensure the project is successful and remains on schedule and budget.
18
Project Timeline
Q415 Q126 �126 Q326
ID Task Name Start Finish T
Nw Dec lan 12 Moi Apr Moy Jun Jvl Aug
1 1.1 Project Management,Data Gathering&Interviews 12/8/2025 1/9/2026
2 Project Kickoff and Initial Data Gathering 12/8/2025 12/26/2025
3 Onsite Department Interviews 12/29/2025 1/9/2026
4 2.2 Needs Assessment&Recommendations Report 1/12/2026 2/10/2026
5 Needs Assessment Development 1/12/2026 2/10/2026
6 1.3 Request for Proposals Development 2/11/2026 3/27/2026
7 Technical Specifications Development 2/11/2026 3/3/2026
8 RFP Development 3/4/2026 3/27/2026
9 1.4 Vendor Evaluation&Selection 3/30/2026 7/30/2026
10 Vendor Proposal Development 3/30/2026 4/28/2026 Ill
Bidders Conference,Q&A Addendum,Vendor
11 4/29/2026 5/15/2026
Evaluation Matrix,Proposals Evaluation
12 Short List Notification&Vendor Preparation for 5/18/2026 6/10/2026
Demonstrations 701��3
13 Vendor Demonstrations 6/11/2026 7/1/2026 LIE%=
14 Contract and SOW Negotiations 7/2/2026 7/30/2026
19
Cost Proposal
Fee Schedule
The total project professional fees for services on the City of Grapevine's Computer-Aided Dispatch (CAD)/
Records Management System (RMS) System Selection Project are outlined in the Project Cost Breakdown
below. Based on the scope of work description, deliverables, and our proposed method for conducting the
services outlined below, our not-to-exceed-total cost to complete all tasks is as follows.
PHASE 1:SELECTION OF A NEW CAD/RMS SYSTEM
Phase Activity Hours Fees Expenses Total
1.1 Project Management,Data Gathering&Interviews
A Data Gathering and Onsite Interviews 108 $20,100 $ - $20,100
1.2 Needs Assessment&Recommendations Report
A Needs Assessment Development 112 $ 18,320 $ - $ 18,320
1.3 Request for Proposals Development
A RFP Development and Review 140 $24,120 $ - $24,120
1.4 Vendor Evaluation&Selection
A Bidders Conference,Q&AAddendum,Vendor 96 $ 15,440 $ - $ 15,440
Evaluation Matrix&Proposals Evaluation
B Short List Demos 82 $ 16,700 $ - $ 16,700
C BAFO&Final Recommendations 18 $ 3,020 $ - $ 3,020
D Contract&SOW Negotiation Support 80 $ 17,200 $ - $ 17,200
TOTAL 636 $114,900 $ - $114,900
Outlined below are the project costs for the second phase of the project, CAD/RMS Pre-Implementation and
Implementation Project Guidance. Billing is a flat rate per month, and billing will occur monthly until the
project is complete depending on the selected system's timeline.
PHASE 2: IMPLEMENTATION OF THE SELECTED CAD/RMS SYSTEM
Phase Activity Hours Fees Expenses Total
2 Project Implementation Management Support
A Ongoing Remote Project Management Support 32 $ 8,000 $ - $ 8,000
(Billed/Month)
B Onsite Project Meetings(Billed/On-site Day) 8 $ 2,000 $ - $ 2,000
20
TIPS Purchasing Cooperative
This project along with any of Sciens Consulting's services can be purchased through the following Purchasing
Cooperative:
Purchasing Co-op:TIPS-USA
Contract Number:230105
Contract Name:Technology Solutions Products and Services
More information can be found at:
https://www.tips-usa.com/vendorProfile.cfm?RecordlD=70CB96CA6605A6BB13BOFFD8BF237334
21
Why Choose Sciens for Your CAD/RMS Project?
It is a pleasure to submit this proposal to
i [ IU City oT vrapevine
Once again, thank you for taking the time to consider our firm to assist you with your CAD/RMS project. We
understand this project is tremendously important to the City and thus you are seeking a qualified,
experienced consulting firm to ensure the City selects the best fit system for its needs. You can be assured
that we will work with your organization and end users to develop an RFP that is tailored to your goals and
strategic vision to move the City ahead for the future as technology becomes more critical to the way you do
business.
Some •- unique:
True Local Government Experts
We have dedicated ourselves to learning and working solely with
local cities, counties, and utility districts enabling us to develop a
deep comprehension of your business processes and technology
needs. Many of our staff have worked in local government
organizations, expanding our knowledge base even further.
Customized Deliverables to Capture Your Goals
We understand that no two clients are the same, each having
their own set of challenges and business needs. Sciens works
with each organization to personalize their RFP to meet these
requirements in order to accurately depict the entire picture for
the software vendors.We work with over 1500 specifications EM
tailoring your RFP for the best outcome.
Considering Every Angle of the Project
In addition to capturing the business processes,workflows,
and reports of the new system,Sciens also considers the
technical and data flow aspects of the CAD/RMS and how other
operational systems will"talk"to it.We help architect the
future design to incorporate every system into the environment.
CAD/RMS Experienced Project Management and Advisement
Many of our expert staff have previously worked for some of the
top CAD/RMS software companies as senior project managers
and implementation consultants.This gives Sciens a unique
advantage when implementing these systems as we have
hands-on, in-depth knowledge that proves to be extremely
beneficial for our clients in making decisions throughout their
implementation projects.
22
L �
cIF
i.'I. PI�A 7-T ■ I
i
r
1 1 �
sciens.com
Exhibit B
Scope of Work
sciens Page 1 of 10
Project Scope of Work
Overview
Over the last two decades, there has been a marked shift in how work is performed within public
safety agencies, from silo departments with separate functions and outputs, to a system of
interlinked processes that cross functions and link organizational activities. Today, with
increasingly tight budgets, agencies are looking to improve their operation through the use
of modern technology.
Public Safety systems can help cities to achieve these goals. Our consulting team
understands that selection of a new public safety system is a business, technical, financial,
political, process and organizational decision. Because these solutions are broad in their
scope and reach deep within the organization, we work
with the organization to include a broad-based group of SCIENS JUSTICE&
PUBLIC SAFETY CONSiRTING
employees in any selection effort. 0
COMVUTE R
Sciens has assisted agencies through this transition; we Q AMD
RAW D[SMCH CAD MOBILE
specialize in streamlining operations and aligning the ENFORCEMENT PSEO
RECORDS It"01
,'`tf PO�tIMG
business needs with the appropriate technology. Our
consulting team understands the complexity of this r I
DETENTION I SYSTEMS FIRE RECORDS
selection. We understand that that the most important MANAGEMEN, IMS&VCR
criterion is the evaluation of risk associated with any A N�Re
given product and its implementation. As a result, our CWRnCASE
IQ
MANAGEMENT At NG91-1
consulting team works with the City's evaluation team to A
RADIO
make functional enhancement and risk mitigation key
priorities in evaluating different solutions, different
implementation methods, different delivery methods and different implementers.
Based on our extensive experience with public safety agencies, Sciens is proposing to begin
with an assessment of the current environment to understand the business objectives that
each of the end user groups wants to achieve through this system replacement.We identify
desired functionality that is commercially available today and viable within the City's
technology architectures and budgets that can be included in the request for proposal.
The graphic to the right shows a comprehensive Justice and Public Safety System
environment. In today's market, however, no single vendor has a best-of-breed capability in
all component systems. Cities are choosing to either compromise on functionality in certain
areas for the sake of full-integration or choose multiple vendors' systems and provide that
integration for themselves. While the latter places an added burden upon the City's IT
sciens Page 2 of 10
Department, it is often the only way to achieve the promise of full integration without
compromising on functionality.
In addition, we look at the core dependent components that are Common Systems to a
state-of-the-art Public Safety applications environment:
Management Dashboards
Document Management
Crime Analytics & Reporting
• Workflow& Forms
• GIS integration.
Our Understanding of the City of Grapevine's Needs
For the past several years, the City of Grapevine, Texas has relied on the CRIMES CAD/RMS
system to support its public safety operations. However, due to the system's limitations and
growing needs of the department, the City has decided to pursue a transition to a modern
and fully integrated CAD/RMS solution. This change is intended to improve efficiency,
reliability, and the overall effectiveness of public safety services, ensuring that Grapevine
continues to provide the highest level of service to its residents.
In support of this transition and the future operational goals of the organization, the City is
requesting consulting services to assess the current system environment, develop a
comprehensive Request for Proposals (RFP), evaluate software vendor submissions,
provide guidance throughout contract negotiations, and project management support
during implementation.
Specifically, the City would like to select and implement a new integrated Public Safety
system to achieve the following goals:
Improve decision making
Provide enhanced analytical tools and crime trend mapping
Improve access to information
Improve efficiency and effectiveness of police/fire operations
Improve accountability
Improve reporting to upper management for real-time decision making
Sciens has outlined the following scope of work to support the replacement of the current
CAD/RMS system. Our project approach reflects proven methodologies we have
successfully applied with hundreds of public safety organizations, ensuring effective
sciens Page 3 of 10
outcomes while tailoring to the City's unique needs. We are confident this framework
provides a strong foundation for success incorporating the City's priorities.
Project Approach
The project is managed hand-in-hand with the City, with Sciens'leadership every step of the
way. The phase breakdown of our CAD/RMS selection methodology is shown below.
Phase 1.1 Phase 1.3
Project Management, Needs Assessment and Request for Proposals Vendor Evaluation and
Data Gathering and Recommendations Development Selection
Interviews Report
Phase 1 .1 — Project Management, Data Gathering and Interviews
The purpose of Phase 1.1 of the project is to establish the business context
Project Management,Data
for the project, examine current business practices and processes that r Gathering and Interviews
.a
need to be maintained or updated, and gather data to help analyze the
Police Strategic
current state of the Public Safety system. l Direction/Goals J
Specifically, this phase includes the following tasks: Functional/Business
Process Review
Infrastructure& 1
We meet with staff onsite to gather input, discuss gaps in workflow and Application Architectures
define system requirements. We also begin reviewing hardware, software, Integration
training, integration points, and support processes. Requirements
System Support
Key On-Site activities in this phase include: Requirements
City Strate is Direction and Goals—Working with the City Management
and the key stakeholders of the Public Safety system (e.g., Police
Chief), Sciens gains an understanding of the City's strategic direction and goals, and
what decision points would help to further that direction. We assist in the creation of a
vision for the Public Safety system and definition of goals the City wants to achieve
through this process.
sciens Page 4 of 10
Functional and Business Process Revi w - We meet in-person with cross-functional
teams consisting of Dispatch, Patrol, Records, Investigations, Property and
Evidence, Jail, Digital Evidence Management, and other core Public Safety
departments. During these meetings, we capture:
o Workflow and business process limitations of the existing system
o Reporting capabilities focused on PD-specific needs
o Crime analysis and real-time trend mapping functionality or limitations
throughout the operational departments
o Manual recurring data entry to/from the current system with other ancillary
systems in PD
o SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats) of current
practices and processes.
Tee hnology and Infrastructure Review-We work with IT staff to review the City's current
technical environment, including servers, network infrastructure, and business
applications, to determine how to support a modern CAD/RMS system. This helps
identify any upgrades or changes that may be needed to ensure system compatibility,
minimize disruptions and reduce the need forfuture technical rework.
Integration Review - During both business practice/process and IT Department
discussions, we examine the systems that are currently integrated to the Public Safety
system and look for opportunities to improve the efficiency of the environment.
System Support Review-Assess the function and operations performed to support the
current system based on interviews with the IT staff and end-user support staff,
including:
o The ability of the application to support technical services, such as workflow
changes
o Third party vendor interaction within the overall support structure
o User involvement, control and segregation of duties for configuration changes.
sciens Page 5 of 10
Phase 1 .2 — Needs Assessment and Recommendations Report
Building on the findings from Phase 1.1, Sciens will develop a detailed
Needs Assessment and
report that outlines the City's current environment and provides a clear Recommendations Report
roadmap for the future. —
Current System
Limitations
Needs Assessment and Recommendations — Sciens produces a
Key End User
comprehensive document at the conclusion of this phase, Functionality Needs
documenting the current state of the environment,the City's vision for
an ideal system, infrastructure and application architectural Timeline Development
requirements, integration requirements, system support I Initial Budget
requirements, and the initial budget and timeline for use in budget
Recommendations
planning. In addition, Sciens develops a SWOT Analysis of the City's Report Development
current business practices and processes, including
recommendations for ones to be targeted for any changes to the
existing environment.
• Functional Maturity Analysis - Sciens will perform a structured Functional Maturity
Analysis to evaluate the City's current CAD/RMS system. Sciens will analyze current
business processes and technology capabilities, identifying where improvements are
most needed in the new system to achieve operational effectiveness.
Initial Budget and Implementation Timeline Development—Within this report, Sciens will
also develop an Initial Budget and Timeline to support informed planning. Using our
experience with similar CAD/RMS projects and the information gathered during the
assessment, we create budget estimates that include required modules, interfaces,
hardware, and services. These estimates are presented as both high- and low-range
figures to provide flexibility during budget planning. The preliminary timeline reflects a
realistic sequence of future efforts based on industry experience and the City's capacity
to implement change.
This report serves as the foundational planning document to support informed decision-
making and long-term success of the City's CAD/RMS modernization initiative.
ll� 0 Page 6 of 10
sciens
ReportNeeds Assessment and Recommendations
✓ Business Process Review of ✓ Recommended Next Steps
Departments ✓ Staffing Requirements to Support Next
✓ City Management Vision and Goals Steps/Future Projects
✓ IT/Backend Technical Review ✓ CAD/RMS Implementation Timeline
✓ Applications Integration Diagram ✓ Preliminary Budget Breakdown
✓ Current/Future State Analysis ✓ Change Management
✓ Financial Reporting Limitations Recommendations
CAD/RMS Vendor Marketplace Analysis '/ Risk Mitigation Strategy
Phase 1 .3 — Request for Proposals Development
In Phase 1.3, Sciens works closelywith the City and its Purchasing team to
develop a complete Request for Proposals (RFP) package and support its
RFP Development
release to the vendor marketplace. a
Software Technical
We begin by drafting detailed functional specifications based on the Specifications
Hardware Technical 1
findings from the interviews and data gathering conducted in Phase 1.1. specifications 11
Once reviewed and approved by the City, these specifications are
End User Functional
compiled into the RFP package, along with structured response forms and I Specifications
supporting documentation.
Future State Definition
Specifically, the compiled RFP package includes:
RFP Development
RFP Narrative — The RFP Narrative serves as the core of the RFP
package. It provides vendors with essential context and clear
instructions for submitting a complete and compliant proposal. The
narrative outlines why the City is replacing its CAD/RMS system, what goals and
objectives the new system is intended to achieve, and a summary of the current and
future application environment. It also includes detailed sections on:
Infrastructure and hosting requirements
Maintenance and support expectations
Implementation approach and timeline
Acceptance testing criteria
Contractual requirements and terms.
Page 7 of 10
sciens
• Functional Requirements—Sciens develops over 1,500 tailored specifications based on
input gathered during earlier phases. Specifications include software (functional)
requirements grouped by major components of the CAD/RMS system which can include:
Dispatch & Call Handling, Records & Case Management, Evidence & Digital Media
Integration, Mobile Data and Field Reporting, Reporting & Analytics, and AI-based
Dashboards.
• Technical Specifications — In addition, infrastructure specifications are created that
define technical requirements including system architecture (On-Premises vs. Cloud),
network design, server and storage needs, database compatibility, security, scalability,
performance, system backup, and integration capabilities.
• Vendor Response Forms - Sciens develops formal, structured response forms that
vendors are required to complete as part of their proposal submission. These forms are
designed to ensure that all vendors answer questions in a standardized format, allowing
the City to make clear, side-by-side comparisons across key functional, technical, and
service areas. In addition, detailed pricing sheets are included to establish uniform
pricing parameters, ensuring consistency in vendor cost proposals and eliminating
hidden or non-comparable pricing components.
As part of the RFP definition process and prior to its release to the marketplace, Sciens
collaborates with the City to define the evaluation criteria and assign weights to key scoring
categories. This ensures that all vendor proposals are assessed consistently and reflect the
City's priorities. Sciens also reviews the complete RFP package with the project team to
finalize language and confirm all components are ready for release. Once approved, the
package is submitted for publication by the Purchasing department, with support from
Sciens.
1 . Page 8 of 10
sciens
Phase 1 .4 —Vendor Evaluation and Selection
In Phase 1.4, Sciens supports the City throughout the evaluation and NU Vendor Evaluation and
m Selection
selection process for CAD/RMS vendors. We guide the City in reviewing a
submitted proposals, shortlisting vendors for demonstrations, scoring Pre-Bid Conference
performance, and making a final selection. This phase also includes J
reference checks, site visit feedback, and contract and statement of work Proposal Evaluations]
(SOW) negotiation support. 1
Vendor Demonstrations J
Sciens facilitates this process by coordinating the Bidders' Conference,
evaluating vendor submissions for compliance with RFP requirements, Best and Final
and using a structured Vendor Evaluation Matrix to track performance Contract Negotiations
across all evaluation steps. We work closely with the City to ensure that
both technical and business needs are objectively assessed and reflected
in the final decision.
Once all proposals and demonstrations have been evaluated, Sciens assists the City in
selecting a finalist and supports contract and SOW development. Specifically, this phase
involves the following activities:
Bidders' Conference and Vendor Q&A Addendum - Shortly after the RFP is released,
Sciens coordinates and proctors the Bidders' Conference via MS Teams. At the
conference,the City presents an overviewof the RFP,outlines its objectives, and answers
vendor questions. Following the meeting, Sciens drafts a formal Q&A addendum
summarizing responses to all submitted questions, which is posted by the City as an
official RFP update.
Vendor Evaluation Matrix-Sciens develops a weighted scoring matrix to evaluate each
vendor's performance at all stages of the process—proposal review, demonstrations,
pricing, and more. This tool ensures consistent and objective evaluation across all
categories.
10-Year Total Cost Analysis-To provide a long-term cost perspective, Sciens prepares a
10-year total cost of ownership (TCO) model for each vendor. These cost estimates are
incorporated into the evaluation matrix and contribute to the final scoring and ranking.
Vendor PrODosals Evaluation - Sciens leads the review of vendor proposals using the
evaluation matrix, assessing each submission for technical and functional compliance,
completeness, and overall fit with the City's goals. We also guide the City's internal
project team in conducting their own evaluations, ensuring all perspectives are
considered.
Page 9 of 10
sciens
Vendor Shortlist and Demonstration Selection- Based on proposal evaluations and cost
analysis, Sciens and the City identify a shortlist of up to three vendors to participate in
system demonstrations.This shortlist reflects the vendors'estimated ability to meet the
City's CAD/RMS requirements.
Vendor Demonstrations - Sciens manages and facilitates up to four vendor
demonstration days (two vendors,two days each).We provide scoring tools for City staff
to evaluate each demonstration consistently. If requested, Sciens will also score vendor
performance independently. Results are compiled and added to the evaluation matrix.
Contract and Statement of Work(SOW) Ne: otiation Support-Once a vendor is selected,
Sciens supports the City through up to 40 hours of contract and SOW review and
negotiation. We work closely with the City to review vendor documents, participate in
negotiations, and help ensure the final agreement reflects the City's goals and setup for
a successful and collaborative implementation.
sciens Page 10 of 10
Exhibit C
Project Costs
sciens
Page 1 of 2
City of Grapevine, Professional Services Agree ment-Sciens LLC
The total project professional fees for services on the City of Grapevine's Computer-Aided
Dispatch (CAD)/Records Management System (RMS)System Selection Project are outlined
in the Project Cost Breakdown below. Based on the scope of work description, deliverables,
and our proposed method for conducting the services outlined below, our not-to-exceed-
total cost to complete all tasks is as follows.
PHASE 1: SELECTION OF A NEW CAD/RMS SYSTEM
Phase Activity 'ours Fees Expenses Total
1.1 Project Management, Data Gathering&Interviews
A Data Gathering and Onsite Interviews 108 $20,100 $ - $ 20,100
1.2 Needs Assessment&Recommendations Report
A Needs Assessment Development 112 $ 18,320 $ - $ 18,320
1.3 Request for Proposals Development
A RFP Development and Review 140 $24,120 $ - $24,120
1.4 Vendor Evaluation &Selection
Bidders Conference, Q&A Addendum, 96 $ 15,440 $ - $ 15,440
A Vendor Evaluation Matrix&Proposals
Evaluation
B Short List Demos 82 $ 16,700 $ - $ 16,700
C BAFO & Final Recommendations 18 $ 3,020 $ - $ 3,020
D Contract &SOW Negotiation Support 80 $ 17,200 $ - $ 17,200
TOTAL i $ 114,900 $ - $ 114,900
�sciens Page 2 of 2
ORDINANCE NO. 2026-015
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF GRAPEVINE, TEXAS, AUTHORIZING THE
APPROPRIATION OF REVENUE IN THE AMOUNT OF
$137,880 IN THE CAPITAL PROJECTS FUND FROM
FUND BALANCE AND AUTHORIZING THE
APPROPRIATION OF $137,880 IN THE CAPITAL
PROJECTS FUND FOR EXPENDITURES ASSOCIATED
WITH THE CONSULTING AGREEMENT WITH SCIENS
LLC CONSULTING; DECLARING AN EMERGENCY
AND PROVIDING AN EFFECTIVE DATE
WHEREAS, the City of Grapevine wishes to use funds from the Capital
Projects Fund for a consulting agreement with Sciens LLC Consulting for assistance
in determining the feasibility of the replacement of the Computer Aided Dispatch
and Records Management System (CAD/RMS); and
WHEREAS funds in the amount of $137,880 are currently available in the
fund balance; and
WHEREAS all constitutional and statutory prerequisites for the approval of
this ordinance have been met, including but not limited to the Open Meetings Act and
Chapter 211 of the Local Government Code; and
WHEREAS the City Council deems the adoption of this ordinance to be in the
best interests of the health, safety, and welfare of the public.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF GRAPEVINE, TEXAS:
Section 1. That all matters stated hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
Section 2. That the City Council hereby authorizes an amount of $137,880
revenue be appropriated in the Capital Projects Fund from the fund balance.
Section 3. That the City Council hereby authorizes an amount of
$137,880 be appropriated in the Capital Projects Funfor expenditures associated
with the consulting agreement with Sciens LLC Consulting for assistance in
determining the feasibility of the replacement of the Computer Aided Dispatch and
Records Management System (CAD/RMS).
Section 4. That the terms and provisions of this ordinance shall be deemed to
be severable, and that if the validity of any section, subsection, word, sentence, or
phrase shall be held to be invalid, it shall not affect the remaining part of this
ordinance.
Section 5. That the fact that the present ordinances and regulations of the
City of Grapevine, Texas, are inadequate to properly safeguard the health, safety,
morals, peace and general welfare of the inhabitants of the City of Grapevine,
Texas, creates an emergency for the immediate preservation of the public business,
property, health, safety and general welfare of the public which requires that this
ordinance shall become effective from and after the date of its final passage, and it
is accordingly so ordained.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY
OF GRAPEVINE, TEXAS on this the 3rd day of March 2026.
APPROVED:
William D. Tate
Mayor
ATTEST:
Tara Brooks
City Secretary
APPROVED AS TO FORM:
Matthew C.G. Boyle
City Attorney
Ordinance No. 2026-015 2