Council advances five‑year 365 Labs records management contract to Jan. 21 consent calendar

Tumwater City Council members voted to place a five‑year contract with 365 Labs for a countywide law‑enforcement records management system on the Jan. 21, 2025, council consent calendar after hearing a staff presentation on consortium procurement and costs.

The contract would replace an older records system implemented in 2013 that staff said is no longer being developed by its vendor. Laura Wool of the Tumwater Police Department told the council the contract covers records management and jail management functionality (RMS/JMS) and was pursued by a six‑jurisdiction consortium that includes the five cities in Thurston County and the Thurston County Sheriff’s Office. Wool said Tumwater has acted as the consortium’s lead agency and therefore is running the purchasing and contracting process through the city.

Wool told the council that the consortium issued a request for proposals in 2023, invited three vendors for demonstrations and selected 365 Labs after site visits and reference checks. She described the vendor’s product as web‑based, Microsoft‑integrated, and hosted on a cloud platform the consortium considered secure. Wool said the consortium retained National Public Service Safety Group to provide project management and assist with contract negotiations, and that Tumwater’s city attorneys and partner jurisdictions reviewed the resulting contract.

Wool gave cost figures for the contract as presented to the council. She said the consortium’s total first‑year cost is about $1,400,000, with Tumwater’s first‑year share at $305,038; subsequent years were estimated at roughly $1,000,000 annually shared among the jurisdictions. Wool also said Tumwater’s initial payments in the first year will overlap with maintenance payments on the existing system during the transition; she said Tumwater’s portion for the 365 Labs service alone would be about $48,000 in that overlap period.

Council members asked about the contract’s annual increases and vendor tenure. Wool said the agreement includes a typical annual adjustment (identified in the contract as roughly 5 percent per year), which she described as consistent with industry practice and similar to the increase the city has seen on its current system; she also said 365 Labs has been operating about 10 years.

Council member Leanna moved to place the agreement on the Jan. 21, 2025, city council consent calendar with a recommendation to approve and authorize the mayor to sign; the motion was seconded and carried by voice vote.

If the council approves the consent calendar item on Jan. 21, the city would sign the five‑year contract on behalf of the consortium and begin the vendor implementation process described by staff.

Votes at a glance: The committee moved the item to the Jan. 21 consent calendar by voice vote (motion carried).