HomeMy WebLinkAbout25-41 Operational Assessment Police Records PRI Managment Group 04-09-2025RESOLUTION NO.25-41
A RESOLUTION OF THE BOARD OF TRUSTEES OF THE TOWN OF
FIRESTONE COPLORADO APPROVING A PROFESSIONAL SERVICES
AGREEMENT BETWEEN THE TOWN OF FIRESTONE AND PRI
MANAGEMENT GROUP FOR AN OPERATIONAL ASSESSMENT OF
POLICE RECORDS
WHEREAS, the Town ofFirestone's Police Department ("Department") as part of its
administrative review of Department operations sent out Requests For Qualifications for an
Operational Assessment of Police Records; and
WHEREAS the Department received seven responses and upon review of them
determined PRI Management Group ("PRI") was the most qualified responder given their
experience, expertise and reasonable fee rate to perform the service requested by the Department;
and
WHEREAS, the Department requests that the Board of Trustees approve the Professional
Services Agreement authorizing PRI to perform an Operational Assessment of Police Records.
NOW, i• RESOLVED BOARD OF OF 1
TOWN OF i i i*AMi
The Professional Services Agreement between the Town of Firestone and PRI
Management Group for an Operational Assessment of Police Records is approved in
substantially the same form as the copy attached hereto and made a part of this resolution and the
Mayor is authorized to execute the Agreement on behalf of the Town,
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AP AS TO FORM.
1.11
'Marshall Keith a tin, Town Attorney
1.41GREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT FOR PROFESSIONAL SERVICES (the "Agreement') is made and entered into
this 9th day of April, 2025 (the "Effective Date"), by and between the TOWN OF FIRESTONE, a Colorado
municipal corporation with an address of 9950 Park Avenue, Firestone, Colorado 80504 (the "Town"),
and PRI MANAGEMENT GROUP an independent Contractor with a principal place of business at 150
Alhambra Circle, Ste. 1270, Coral Gables, FL 33134C'Contractor ") {each a "Party" and collectively the
"Parties"}.
WHEREAS, the Town requires professional services and
WHEREAS, Contractor has held itself out to the Town as having the requisite expertise and
experience to perform the required professional services.
NOW, THEREFORE, for the consideration hereinafter set forth, the receipt and sufficiency of which
are hereby acknowledged, the Parties agree as follows:
1. SCOPE OF SERVICES
A. Contractor shall furnish all labor and materials required for the complete and prompt execution
and performance of aliduties, obligations, and responsibilities which are described or reasonably
implied from the Scope of Services set forth In Exhibit A, attached hereto and incorporated
herein by this reference and known as Operational Assessment of Police Records Unit
(A2025-9926).
B. A change in the Scope of Services shall not be effective unless authorized as a modification to
this Agreement. If the Contractor proceeds without such written authorization, Contractor shall
be deemed to have waived any claim for additional compensation, including a claim based on
the theory of unjust enrichment, quantum merit or implied contract Except as expressly provided
herein, no agent, employee, or representative of the Town is authorized to modify any term of
this Agreement, either directly or implied by a course of action.
TERM AND TERMINATION
A. This Agreement shall commence on the Effective Date and shall continue until Contractor
completes the Scope of Services to the satisfaction of the Town or until terminated as provided
herein.
B. Either Party may terminate this Agreement upon 30 days advafice written notice. The Town shall
pay the Contractor for all work previously authorized and completed prior to the date of
termination. If, however, Contractor has substantially or materially breached this Agreement, the
Town shall have any remedy or right of set-off available at law and equity.
III. COMPENSATION
In consideration for the completion of the Scope of Services by Contractor, the Town shall pay
Contractor an amount not to exceed $38,200. This amount shall include all fees, costs and
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expenses Incurred by Contractor, and no additional amounts shall be paid by the Town for such
fees, costs, and expenses. Contractor may submit periodic invoices, which shall be paid by the
Town within 30 days of receipt.
IV. PROFESSIONAL RESPONSIBILITY
A. Contractor hereby warrants that it Is qualified to assume the responsibilities and render the
services described herein and has all requisite corporate authority and professional licenses in
good standing required by law. The work performed by Contractor shall be in accordance With
generally accepted professional practices and the level of competency presently maintained by
other practicing professional firms in the same or similar type of work in the applicable
community, The work and services to be performed by Contractor hereunder shall be done in
compliance with applicable laws, ordinances, rules, and regulations, including the preference for
Colorado Labor set forth in C.R.S. Article 17 Title 8.
B. The Town's review, approval or acceptance of, or payment for any services shall not be
construed to operate as a waiver of any rights under this Agreement or of any cause of action
arising out of the performance of this Agreement.
C. Because the Town has hired Contractor for its professional expertise, Contractor agrees not to
employ Sub -Contractor s to perform any work except as expressly set forth In the Scope of
Services.
A. Any materials, items, and work specified In the Scope of Services, and any and all related
documentation and materials provided or developed by the Contractor shall be exclusively
owned by the Town. The contractor expressly acknowledges and agrees that all work performed
under the Scope of Services constitutes "work made for hire! To the extent, If at all, that it does
not constitute a "work made for hire," the Contractor hereby transfers, sells, and assigns to the
Town .all of its right, title, and Interest In such work. The Town may, with respect to all or any
portion of such work, use, publish, display, reproduce, distribute, destroy, retouch, modify, adapt,
translate, or change such work without providing notice to or receiving consent from the
Contractor.
B. If the Town reuses or makes any modification to Contractors designs, documents or work
product without the prior written authorization of the Contractor, the Town agrees, to the fullest
extent permitted by law, 'to release the Contractor, its ofilcers, directors, employees and sub -
Contractors from all claims and causes of action arising from such uses, and shall to the extent
permitted by law Indemnify and hold them harmless from all costs'and expenses, Including the
cost of defense, related to claims and causes of action to the extent such costs and expenses
arise from the Town's modification or reuse of the documents.
C. The Town expressly acknowledges and agrees that the documents and data to be provided by
Contractor under the Agreement may contain certain design details, features and concepts from
the Contractors own practice- detail library, which collectively may form portions of the design for
the Project, but which separately are, and shall remain, the sole and exclusive property of
Contractor. Nothing herein shall be construed as a [Imitation on the Contractor's right to re -use
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such component design details, features and concepts on other projects, in other contexts or for
other clients.
VI. INDEPENDENTCONTRACTOR
Contractor Is an independent Contractor. Notwithstanding any other provision of this Agreement,
all personnel assigned by Contractor to perform work under the terms of this Agreement shall
be, and remain at all times, employees or agents of Contractor for all purposes. The contractor
shall make no representation that it is a Town employee for any purposes.
VII. INSURANCE
A. Contractor agrees to procure and maintain, at its own cost, a policy or policies of insurance
sufficient to insure against all llahllity, claims, demands, and other obligations assumed by
Contractor pursuant to this Agreement. At a minimum, the Contractor shall procure and maintain
and shall cause any Sub -Contractor to procure and maintain, the insurance coverages listed
below, with forms and insurers acceptable to the Town.
'I. Worker's Compensation insurance as required by law.
2. Commercial General 1-lability insurance with minimum combined tingle limits of
$1,000,000 each occurrence and $2,000,000 general aggregate. The policy shall be
applicable to all promises and operations and shall Include coverage for bodily injury,
broad form property damage, personal injury (Including coverage for contractual and
employee acts), blanket contractual, products, and completed operations. The policy
shall contain a severability of interests provision, and shall Include the Town and the
TowWa officers, and employees,. Contractoras additional insureds. No additional insured
endorsement shall contain any exclusion for bodily injury or property damage arising
from completed operations.
3. Professional liability insurance with minimum limits of $1,000,000 each claim and
$2,000,000 general aggregate.
B. Such insurance shall be in addition to any other insurance requirements imposed by law. The
coverages afforded under the policies shall not be canceled, terminated or materially changed
without at least 30 days prior written notice to the Town. In the case of any claims -made policy,
the necessary retroactive dates and extended reporting periods shall be procured to maintain
such continuous coverage. Any insurance carried by the Town, its officers, and its employees
Contractor shall be excess and not contributory insurance to that provided by Contractor. The
contractor shall be solely responsible for any deductible losses under any policy.
C. Contractor shall provide to the Town a certificate of insurance as evidence that the required
policies are In full force and effect. The certificate shall identify this Agreement.
A. Contractor agrees to indemnify and hold harmless the Town and its officers, insurers, volunteers,
representative, agents, employees, heirs and assigns from and against all claims, liability, damages,
losses, expenses and demands, Including attorney fees, on account of injury, loss, or damage,
including without limitation claims arising from bodily injury, personal injury, sickness, disease,
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death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or
are in any manner connected with this Agreement if such injury, loss, or damage is caused in
whole or in part by, the act, omission, error, professional error, mistake, negligence, recklessness
or other fault of Contractor, any Sub -Contractor of Contractor, or any offlcer, employee,
representative, or agent of Contractor, or which arise out of a workers compensation claim of
any employee of Contractororof any employee of anySub-Contractor of Contractor. Contractors
liability under this Indemnification provision shall be to the fullest extentof, but shall not exceed, that
amount represented by the degree or percentage of negligence or fault attributable to Contractor,
any Sub -Contractor of Contractor, or any officer, employee, representative, or agent of Contractor
or of any Sub -Contractor of Contractor.
B. If the Contractor Is providing architectural, engineering, surveying or other design services under
this Agreement, the extent of the Contractors obligation to indemnify -and hold harmless the Town
may be determined only after the Contractors liability or fault has been determined by adjudication,
alternative, dispute resolution or otherwise resolved by mutual Agreement between the Parties, as
provided by C.R.S. § 13-50.5-102(8)(c).
A. Change Order is a written instrument issued after execution of the Agreement signed by Town
and Contractor, stating their Agreement, as applicable, upon all of the following:
1. The scope of the change in the Woric,
2. The amount of the adjustment to the Contract Price and
3. The extent of the adjustment to the Contract 111mes(s).
B. All changes in. the Work authorized by the applicable Change Order shall be performed under
the applicable conditions of the Contract Documents. Town and Contractor shall negotiate in
good faith and as expeditiously as possible the appropriate adjustment of such changes.
X. MISCELLANEOUS
A. Governing Law and Venue. This Agreement shall be governed by the laws of the State of
Colorado, and any legal action concerning the provisions hereof shall be brought in Weld County,
Colorado.
B. No Walver. Delays in enforcement or the waiver of any one or more defaults or
r breaches of this
Agreement by the Town shall not constitute a waiver of any of the other terms or obligations of
this Agreement.
C. Integration This Agreement constitutes the entire Agreementbetween the Parties, superseding
all prior oral orwritten communications.
D. Third Parties. There are no intended third -party beneficiaries to this Agreement.
E. Notice. Any notice under this Agreement shall be in writing and shall be deemed sufficient when
personally presented or sent prepaid, first-class United States Mail to the Party at the address
set forth on the first page of this Agreement.
F. Severability. If any provision of this Agreement is found by court of competent jurisdiction to
be unlawful or unenforceable for any reason, the remaining provisions hereof shall remain in full
force and effect.
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G. Modification. This Agreement may only be modified upon written Agreement of the Parties.
H. AssLcInLoenE. Neither this Agreement nor any of the rights or obligations of the Parties shall be
assigned by either Party without the written consent of the other.
1. Governmental Immunity. The Town and Its officers, and employees, are relying on, and do not
wage orintend to waive by any provision of this Agreement, the monetary limltations or any
other rights, immunities or protections provided by the Colorado Governmental Immunity Act,
C.R.S. § 2440401, st seq., as amended, or otherwise available to the Town and Its officers,
attorneys or employees.
J. LUghtsandRemedies.TherightsandremediessoftheTownunderthisAgreementamInaddition
to any other rights and remedies provided by law. The expiration of this Agreement shall In no
way limit the Town's legal pr equitable remedies, or the period in which such remedies may be
asserted, forwork negligently or defectively performed.
K. Sublect to Annual Appropriation. Consistent with Article X, § 20 of the Colorado Constitution,
any financial obligation of the Town not performed during the current fiscal year Is subject to
annual appropriation, shall extend only to monies currently appropriated, and shall not constitute
a mandatory Marge, requirement, debt or Ilabiltlybeyond the current fiscal year.
L. Representative Authority. Each person signing this Agreement represents and warrants that he
orshe Is duly authorized and has the legal capacity to execute the Agreement,
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the Effective Gate.
A'1TES .
Iria Gr a os Luna, CMC Town Clerk
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Mars all Kelth Martin, awn Attorney
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SCOPE OF SERVICES
Per RFQ #A2025-9926 dated March 21, 2025.
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SECURITY ADDENDUM
The Town of Firestone requires any vendor personnel contracted to provide service within the
Firestone Police and Municipal Building at 9900 Park Avenue, Firestone Colorado 80504 undergo a
fingerprint -based background check.
Fingerprint -based background checks shall be required pursuant to the GAS Security Policy for all
vendor personnel with direct, indirect, or situational access to the Firestone Police and Municipal Building
Access shall be denied to any personnel whose background check includes a felony conviction or
active warrant.
Fingerprints captured over one year prior to submission will not be accepted.
Vendorshall complywith all applicable standards of the Criminal Justice Information Services (CJIS)
security policy
Tranados Luna, CMC; Town Clark
Canyac, Jr-,
By:
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Submitted o: Submitted
Town of Firestone PRI Management Croup
Town 'Clerk 150 AlhambraCircle„ Ste. 127
4 Park Avenue Coral Gables, L 33134
I
!own of Firestone
ATTN: !own clerk
9950 Park Avenue
on behalf of PRI, I am pleased to submit our proposal to conduct a comprehensive operational
assessment of the Firestone Police Department Records Unit. With deep expertise in public
safety records management, PRI is well -positioned to assist the Town of Firestone in optithizing
workflows and ensuring compliance to enhance the efficiency of its records operations.
We understand the critical role the Records Unit plays in supporting Firestone's law
enforcement operations, and we are committed to delivering a thorough assessment with
actionable recommendations to enhance efficiency, accuracy, and compliance. Thank you for
considering PRI for this important initiative. Please feel free to contact me at
ed@policerecordsmanagement.com or 305-460-0096 with any questions or requests for
additional information.
Ed Claughton, CEO
PRI
305,460.0096 1 150 Alhambro Circle, Suite 1270 1 Coral Gables, FL 33134
POLICERECORDSMANAGEMENT.COM
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Table of Contents
A. Experience,,., ........ .,......:,,
-, 'RI's Experience and Approach to Conducting a Police Records Assessment ...........
2. Qualifications and Expertise and principal Staff Members : ,., ..,... ..........
3. Experience Working with Similar -Sued Municipalities, ......... ......... . _....... .............. .................. ,..1 2`
4. Agencies Where Similar Work Has Seen Conducted.... ::.::. .................... ... ......:. ,... ,. , ,13
B. Qualifications. .......: .. .... .: ........ .......
1, project Support Staff,.,,...:; ,.. ..... ........ .......... . .... ...... .............. ........... ......................... .... .........1
2: In -House Expertise ......,: , . ,.,...: ......... ....... ................. ........ ...... ..... ,... ... .
C. ee....:e..:.,
1., Detailed List of principal and Support personnel Rates.......... ,.,, ....., .........1
2: Comprehensive list of all applicable billable rates and expenses ........... ................. ...... 19
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PRI has successfully conducted police records assessments for a wide range of law enforcement
agencies. Our experience spans small municipalities to large urban police departments, where
We've provided valuable insights into improving records management practices, achieving
compliance, and ensuring efficiency in handling public records "nests.
Our team has conducted humero6rkfloM
and compliance with federal, state, and local laws, including NIBRS reporting. We identify
inefkienties, redundancies, and compliance gaps, delivering actionable recommendations to
Notably, our assessments have focused on assessing sbffing requirements, providing
recommendations for workload balancing, and identifying training needs to ensure
departments stay compliant with evolving records management regulations.
Through our assessments, we have helped agencies reduce backlogs, improve records retrieval
times, and implement best practices that increase transparency and trust within the
community.
At PRI, we take a systematic, collaborative, and results -driven approach to conducting
assessments and fulfilling the scope of work. Our proven methodology ensures all aspects of
the project are addressed thoroughly, efficiently, and in alignment with the Town of Firestone's
objectives. Below is our step-by-step approach:
The project will begin with a kickoff meeting to ensure alignment on project goals, expectations,
and timelines with key stakeholders, Including department leadership and Records personnel.
burling this meefing, PRI's project team will.
► Establish communication protocols to facilitate seamless collaboration and timely
information sharing throughout the project.
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• Review the scope of work, objectives, and key deliverables to ensure all stakeholders are
aligned on priorities and expectations.
Define project timelines and key milestones, ensuring a clear understanding of deadlines
and individual responsibilities.
Set up a system for ongoing communication, including regular checHns, progress
updates, and reporting to keep all parties informed and engaged throughout the
N•�
This meeting will establish the framework for effective project execution, ensuring clarity and
commitment from all involved.
Conduct interviews with Records Unit staff and key stakeholders to understand existing
workflows,
• Observe day-to-day records management operations to assess process efficiency.
• Document current procedures, identifying redundancies, and areas for improvement.
• Compare existing procedures against industry best practices and compliance
requirements.
• Develop recommendations for streamlining operations, improving efficiency, and
ensuring adherence to best practices.
Task 3: Map suggested workflows for individual processes and tasks, with a focus on accuracy
and efficiency.
PRI will identify and analyze key records management processes, including but not limited to
the following:
Report writing (incident, arrests, supplements), review, rejection, correction,
submission
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• Case assignment and routing (internal and external)
• Case management procedure (status and disposition)
• NIBRS reporting
• NCIC validations
• Traffic reporting
• Persons, property, vehicle, address verification, and duplicate merging
• Case numbering
• Public records requests
• Record seal/expunge process
• Document imaging
• Inter -agency information sharing
We will then develop detailed process maps for each of these tasks, outlining step-by-step
workflows to improve accuracy and efficiency. PRI will integrate recommendations from
previous workflow assessments into these maps, ensuring alignment with industry best
practices, compliance requirements, and the department's operational needs. Finally, PRI will
present the proposed workflows to the Records Unit for feedback and refinement, ensuring that
the workflows meet the department's goals and improve overall operational performance. PRI
will:
• Identify key records management processes, including the above -listed tasks.
• Develop process maps outlining Step-by-step workflow$ for each of these tasks.
• Integrate recommendations from previous workflow analysis to enhance accuracy,
efficiency, and compliance,
• Ensure the suggested workflows align with best practices and compliance standards.
• Present the workflow maps to the Records Unit for feedback, adjustments, and
ailTation outil T neces
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POLICERECORDSMANAGEMENT.COM
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• Compare existing codes against FBI NIBRS standards to identify discrepancies.
• identify incorrect, outdated, or missing codes that could affect compliance.
• Develop recommendations for revising the code tables to ensure proper classification.
• Provide documentation of necessary updates for review and approval.
Me MIT
66 integrity and roduce ermrs in reords management.
PRI will evaluate the department's existing quality control practices for records entry and
validation, identifying any weaknesses in the data validation, review, and approval processes.
we Will Compare current practices against industry best practices for data integrity to uncover
implerhenting autorhated validatiph checks and strengthening manual review processes.
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to ensure more reliable and efficient words management. PRI Wilk
• Review current quality control measures for records entry and validation,
• Identify weaknesses in data validation, review, and approval processes.
• Compare existing practices against industry best practices for data integrity.
• Develop recommendations to enhance quality control, including automated validation
* Provide strategies for reducing errors and irnprovirig overall data accUraty�
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• Develop training materials, including presentations, manuals, and reference guides.
• Conduct in -person or virtual training sessions focused on updated workflows.
• Provide hands-on demonstrations to ensure staff understanding.
• Address staff questions and clarify process changes.
• Gather feedback and refine training materials as needed.
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TaA 7. Provide a detailed Written report process maps fdr all processes and task�, and a
presentation to the Deprtment With findings and t*c6tomendations.
PRI 0111 compile all findings from workpow reviews, audits, and policy evaluations into a
detailed written report, structured to highlight key insights and areas for improvement. The
report will include process maps for all reviewed and revised workflows to visually represent
P&.1 xvill als* &aL*.0 a ��.Qj!aLjgLijied recomm.�Uda�L)ns, accornuanied
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key findings and recommendations, which PRI will present to department leadership and
stakeholders. This presentation will include a Q&A session to address any questions and
fad I itate discussion on the noxt steps.
Compile findings from workflow reviews, audits, and policy evaluations into a structured
report.
4 lhclUde prote§s maps for all reviewed and revised W&kfloWs.
* Develop a set of prioritized rec6mmehdatiohs With implementation strategies.
Prepare a PowerPoint presentation summarizing ko findings and recomOriendations.
Present findings to department leadership and stakeholders, allowing for Q&A and
Key Areas of Expertise:
Comprehensive Needs Assessments: We evaluate records management processes,
identify inefficiencies, and develop tailored solutions to ensure legal compliance and
operational efficiency.
Compliance and Legal Requirements* We help agencies meet evolving legal standards,
including NIBRS and stite-specific regulations, ensuring accurate and legally defensible
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ow OptimWdon: Using the standard Wrrhation management lifecycle
framework (creation, collettion, processing, dissemination, rhaintenante, and
disposition) for reference, workflows are evaluated and streamlined to ensure the most
Proven MethodoloW PRI follows a structured project management framework,
delivering high -quality assessments, detailed recommendations, and actionable
Ed Claughton - President & CEO
LtEd Claughton (ret.) brings dver 20 years of law enforcement experience with a focus on
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and president of PRI, Ed has led high-pr6file projetts for agencies such as the Milwaukee Police
Department and the metropolitan Nashville Polite Departreient, ensuring compliance with
national crime reporting standards and improving records management workfloWs.
Relevant Law Enforcement Experience
Records and Data Manapment Unit Serpant, Coral Gables, FL Police leading a team of
records rnanagement and IT staff responsible for the management of agehq;Wlde
records and data, systems administration, public records legal compliance and UCR
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RMS/Mobile Systern Administrator responsible for system configura on, maintenance,
data management, and quality control with oversight of agency's IT infrastructure.
Managed various law enforcement software programs including RMS/MCT/MFR,
Accreditation and Policy Lietitenant responsible foe legal research and departmental
compliance. Managed and drafted policy revision and submissions for command staf�
inventoried and monitored CALEA proofs and standards compliance, and worked With
CALEA assessors during re-attreditation. Achieved Gold Standard Accreditation.
P 0r*Oct Manager for implementation of NC (Police to citizen) internet web -portal that i
provides citizens the ability to search, retrieve and print Public records including
incident, accident, arrest, and dispatch information/reports via a web-titomer.
Project Manager for implementation of regional data sharing program, Florida
Integrated Network for Data r�change is Retrieval (FINDER) allowing for real-time
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sharing of RMS data among Florida law enforcement agencies. included 6�ecution of
LIQ=-X rn e�ekuiives and *-ther a n ies arilarovin access to debartmental
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Project Manager for implementation of a wireless citation program allowing officers to
complete, print, and submit traffic citations in the field wirelessly. Worked With
developers to customize software design and functionality and served as the be�0 test
site for wireless handheld citation software and Wireless printers.
P•led Manager for irriplethentation of an electronic arrest module allowing officers to
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complete, print, and submit arrest reports from the field or a desktop computer.
Included administering electronic arrest program (maintenance, support, oversight of
uptime and data management).
Project Manager for implementation of an electronic booking module allowing officers
to submit, retrieve, and review digital booking photos of suspects and associated reports
in the station and in the field allowing for real-time sharing of crithinal intelligence.
Included construction, installation, arid administration of now booking facilities,
cameras, workstations, and software/hardware maintenance.
Data Management Committee Chair responsible for recommending policy, protocol,
and procurement of information technologies. This committee evaluates the technical
needs of the department and develops recommended courses of action which affect
departmental policy in the areas of reporting, systems security, user rights levels, and
other technology related matters.
Professional Standards Lieutenant: Oversight of training, budget, payroll, grants,
personnel selection.
President PRI Mahagement Group, the nation's premier law enforcement
information management consultancy. Founded in 2008.
Auditor: Crime statistic and police reporting procedure. Conducted large scale crime
data and reporting audits. Engaged by agencies accused of falsifying crime statistics or
requiring routine audits including Nashville, Milwaukee, Pittsburg CA, and Tallahassee
police departments.
Industry Expert- Consultant specializing in police reporting and records management
systems and process improvement, UCR/NIBRS, public records Wm Presenter for the
International Association oof Police, Michigan Law Enforcement Records
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Association, CA Law Enforcement Association of Records Supervisors, Florida Property &
Evidence Association, Louisiana Chiefs of Police Association, and the Colorado County
Sheriff's Association.
Industry Expert. Featured in Police Magazine, Law officer Magazine, Fox News
Houston Chronicle, Journal Sentinel, GCN Magazine.
Expert Trainer. Developed and presented proprietary training courses for police
agencies across the U.S. in public records, UCR/NIBRS and records management.
Ed has extensive experience managing records management system (RMS) implementations,
public records compliance, and crime statistics alldits. He is a published industry expert and a
frequent speaker at conferences such as the International Association of Chiefs of Police OACP)
and state law enforcement records associations.
Kirsty Jones - Consultant
Kirsty Jones brings extensive expertise in conducting records assessments for law enforcement
agencies, providing strategic guidance to enhance records management systems and
operations. She> has successfully led numerous assessments, ensuring agencies align with best
practices, legal requirements, and operational efficiency.
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• Lead Consultant for Staffing and Records Assessment - Pueblo, CO Police Department
• Evaluated records management processes and identified areas for improvement.
• Provided strategic recommendations for staffing and workflow enhancements.
• Focused on optimizing records management to align with best practices and
improve operational efficiency.
• Lead Consultant for Records Management Assessment - Bell Gardens, CA Police
• Assessed records management systems, ensuring compliance with legal and
operational requirements.
• Recommended enhancements to improve efficiency, transparency, and
compliance.
# Records/lD Administrator - Whatcorn County Sheriffs Office (WCSO)
• Led a team responsible for firearms, licensing, public records disclosure, and
property/evidence.
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• Upgraded property/evidence management systems to improve workflow and
compliance.
• Developed policies and procedures, as well as job aids for process
documentation.
Transformed the agency's records management practices to meet best practices
and achieve state accreditation in just over two years.
• Managed all records and evidence functions, in addition to serving as the state
accreditation manager.
• Streamlined processes, including purging records for the first time, and ensured
compliance with state and national standards.
• Developed and taught records management courses for organizations such as
NAGARA, LEIRA, WAPRO, and Washington's law enforcement records
management association.
• Actively contributes to the development of the records management profession
through educational outreach and knowledge sharing.
3. Experience Working with Similar -Sized Municipalities
PRI has a proven track record of partnering with municipalities similar in size to the Town of
Firestone, offering customized solutions to meet the unique operational needs of mid -sized
police departments. Our team has worked with numerous agencies to tackle challenges Such as
improving records management efficiency, ensuring compliance with state and federal
regulations, and enhancing operational workflows.
For example, PRI assisted the City of Glendale Police Department in addressing increasing
workloads and operational inefficiencies. Our team conducted a comprehensive operational
assessment, which included evaluating existing workflows, analyzing staffing levels, and
reviewing records management practices. Based on our findings, we developed scalable
workflows to streamline processes such as report processing, data entry, and public records
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POLICERECORDSMANAGEMENT.COM
request handling, all while ensuring compliance with key regulations like NIBRS, CORA, and
CORX
these efforts resulted in a smoother transition to improved operations, enhanced efficiency,
and a sustainable framework designed to support future growth and evolving demands.
Simllarly� PRI Was engaged by the El Monte Police Department to assess their records
management operations. This comprehensive assessment included evaluating workflows,
provided actionable recommendations to streamline processes, enhance quality control
measures, and optimize the use of their Records maaagement 5ystem (RMS).
The recommendations helped improve operational efficiency, ensured compliance With
regulations, and laid the groundwork for future technological advancements and growth.
By leveraging our extensive experience working with similar -sized municipalities, PRI is uniquely
positioned to provide Firestone's Police Department with tailored insights and strategies that
will not only address current challenges but also prepare the department for future operational
demands.
The Pueblo Police Department partnered with PRI to conduct a comprehensive business process
assessment focused on enhancing the operational efficiency of its Records Unit. This
assessment concentrated on evaluating and documenting existing workflows (as -is), identifying
inefficiencies, and designing optimized workflows (to -be) to align with best practices and
operational goals,
PI I conducted a detailed review of process interdependencies within the Records Unit to
ensure all functions supported compliance with statutory requirements and industry standards.
By analyzing critical workflows such as records intake, processing, and dissemination, PRI
identified opportunities to streamline operations, reduce redundancies, and enhance service
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The recommendations provided were centered on improving the Records Unit's operational
effectiveness through enhanced process designs, procedural updates, and workflow
optimizations. This business process -focused approach ensured that the unit was better
equipped to handle current and future demands while maintaining compliance and efficiency
across all records management operations.
VIM- #I Vil
Contact Name: Jennaingo
Phone: 719-553-2534
Email: in o
9 _@p eblo.us
Address: 200 S lain St, Pueblo, CO 81003
Project Type: Records Staffing Assessment
PRI was contracted by the Cotrimerto City Police Department to conduct a comprehensive
assessment and improvement initiative focused on records management operations T e
and opp6fthities for optimization. PRI employed a structured project management approach,
breaking the initiative into distinct phases with clear milestones, enabling regular progress
monitoring and ensuring adherence to timeline�.
Contact Name: Matt Archuleta
-- Phone: iO3-289-3621
Email: marchuleta@c3govcom
Address: 7887 E 60th Ave Commerce City, CO 80022
Project Type: Records Staffing Assessment
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PRI was contracted by the El Monte Police Department to conduct an independent assessment
of the department's records management operations. The purpose of the assessment was to
evaluate current business processes, assess compliance with best practices, and provide
actionable recommendations for improvement, PRI's involvement focused on optimizing
operations, ensuring statutory compliance, and supporting the department's continued
evolution in records management.
In addition, PRI reviewed current records policies and provided recommendations for necessary
updates, ensuring they aligned with evolving standards and best practices. The team also
focused on enhancing quality control methods, proposing process improvements to ensure
greater efficiency and compliance.
Throughout the assessment process, PRI also provided training to staff on the new workflows,
business processes, and operational changes to ensure smooth implementation and adoption of
the recommended improvements.
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Contact Name: Captain Michael Buckhannon
Phone: 626-580-2103
Email: IvlBuckhannon@elmontepd.org
Address: 11333 Valley Blvd. El Monte, CA 91731
Project Type: Records Staffing Assessment
OKUTWE i
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Colorado State Patrol contracted with PRI to conduct a comprehensive needs assessment and
implementation of an Oectronir Citation System, a Records Management System (RMS), and a
Computer-Aidtd Dispatch (CAD) system, across the state.
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•
capability across the state of Colorado.
Similarly, for CAD and RMS, the needs assessment includes analysis of baseline operations,
identification of gaps and opportunities in current records and dispatching operations,
stakeholder analysis, interviews to collect user experiences, technology evaluation, functional
requirements gathering, policy assessment, business process analysis, change assessment,
evaluation of commercial services, options and alternatives assessment, and cost estimation of
solution options. These assessments aim to inform the selection, implementation, and
operation of both systems to meet the organization's technical, functional, and business process
requirements effectively.
Contact Name: Doug Oates
Phone: 720-262-0258
Email: doug.oates@stateco.us
Address: 700 Kipling Street, Lakewood, CO 80215
Project Type: Needs Assessment- RMS and Electronic Citation
MEZM=
Wdat is the VP of Finance, overseeing all financial operations, preparing financial statements,
analysis, and account reconciliation. He also maintains a budget for each project and manages
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constraints� His expertise in financial anafysis� and budget management will ensUf6 that the
project delivers value to the client without exceeding allocated costs.
• M.A. Finance, University of Miami
• Certifications in FINRA Securities Industry Essentials, Series 3 National Commodities Futures,
Amanda is an Account Manager, serving as a customer service representative for each project,
ensuring all client needs are met. She previously worked as a highly skilled and accomplished
Police Records Manager with the Commerce City, CO Police Department, with a proven track
record of efficiently overseeing and maintaining law enforcement records and software systems.
Amanda will be the main point of contact for the client, ensuring that all communication,
logistics, and support needs are met throughout the project. With her background in law
enforcement records management, she will be able to bridge the communication between the
client and the consulting team, ensuring that the client's specific needs and expectations are
clearly communicated. She will also be instrumental in managing client relationships, gathering
feedback, and ensuring that the project stays aligned with the client's goals. Her role will ensure
that the project runs smoothly from start to finish and that the client's requirements are
continuously addressed,
• B.S. Business Management, Metropolitan State University, Denver
• Northwestern University Center for Public Safety, School of Police Staff and Command Class
4504
workflow optimizations to ennance recoras manage Mxper
auditing NIBRS entries, ensuring data intogrity� and delivering staff training on best practices
and now world"lows. Given our extensive experience and specialized knowledge, no external
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In.
C. Fees
1. Detailed List of Principal and Support Personnel Rates
Principal Personnel
Ed Claughton - Senior Consultant / Records Management Expert
Hourly Rate: $175/hour
Responsibilities: Lead assessments, conduct strategic planning, provide guidance on records
management optimization, deliver client -facing presentations, ensure compliance with industry
regulations.
Kirsty Jones - Principal Consultant / Law Enforcement Records Expert
Hourly Rate: $175/hour
Responsibilities: Lead records assessments, evaluate law enforcement records management
processes, recommend staffing and workflow improvements, ensure public records compliance,
and offer specialized guidance: -
Su po ersonnel
Vedat Mert Seri -Financial Analyst
Hourly Rate: $7/Dour
Responsibilities: Oversee financial operations, prepare financial statements, conduct analysis,
manage project budgets, and ensure financial compliance and efficiency.
Amanda Moore - Account Manager
Hourly Rate: $100/hour
Responsibilities: Serve as the customer service representative for each project, ensure client
satisfaction, assist in tailoring consulting services, and support clients in communicating project
needs to stakeholders.
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2. Comprehensive list of all applicable ills le rates and expenses
Task
Billable Rate
Estimated
Total
(Nearly)
Hours
Estimated
Cos
Review current workflows flows and procedures
$175
40
$ ,000. 1
Map suggested workflows for processes & tasks
$175
24
$4,2 tC .0
Review AI RS code tables for accuracy
$ 75
40
$7,000M
Evaluate duality control practices
$175
1
$2, cr0M
Train Records Unit staff
$ .75
24
$4,200.0
Provide a detailed report, process mapping & presentation
$175
40
$7, 00M
*Travel Expenses:
$6,000
Total Project Cost:
$38,2 i
*Tavel expenses are anticipated and will include airfare, lodging, and per diem for can -site work
with a not -to -exceed limit
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