Title
Consider a memorandum/resolution approving a Professional Services Agreement with Blue Skies Associates, for FileOnQ data migration to the Niche Records Management System, in the amount of $75,000.00.
Body
DATE: July 15, 2025
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Professional Services Agreement with Blue Skies Associates for FileonQ data migration to the Niche Records Management System
BACKGROUND AND FINDINGS:
In January 2022, Council approved the Centurion Niche Records Management System (RMS) Interagency Agreement.
The following project milestones have been completed.
• June 2022 - Temple Police Department begins contract negotiations with NicheRMS
• March 2023 - Temple Police Department completes contract negotiations with NicheRMS
• April 2023 - August 2023 Installation of NicheRMS in development environment
• January 2025 - Temple NicheRMS Go Live
Killeen Data Conversion in Process - May 2025
The Killeen Police Department (KPD) currently utilizes the FileOnQ Property & Evidence system to manage evidence and property records. As part of ongoing modernization efforts, KPD is implementing a new Records Management System (NicheRMS), which provides an integrated, Microsoft SQL-based platform to streamline and centralize data management across police operations.
To ensure operational continuity and compliance with legal and evidentiary standards, the City of Killeen must migrate historical data from the legacy FileOnQ system to NicheRMS.
This data migration is critical for several reasons:
1. System Consolidation: Moving to NicheRMS allows the department to consolidate its systems under a single, modern platform, improving efficiency and reducing the complexity of managing multiple data sources.
2. Data Integrity and Continuity: Migrating historical evidence and property data ensures continuity in investigative, legal, and operational processes without loss of critical information.
3. Support and Maintenance: The FileOnQ system is becoming outdated and will no longer be maintained as the department transitions to NicheRMS. Maintaining historical data in a retired system is not viable from a support or security standpoint.
4. Compliance: Retaining and accessing historical data in the new system ensures compliance with data retention regulations and Criminal Justice Information Standards (CJIS).
5. Operational Readiness: The migration will be synchronized with the current WebRMS to NicheRMS data migration project, providing a cohesive transition plan and minimizing disruption to department operations.
Blue Skies Associates is an accredited Niche partner and has already contracted with the City of Temple and City of Killeen to perform the primary data conversion and has the knowledge and experience with the data from FileOnQ to the new NicheRMS system.
Blue Skies Associates will work closely with KPD and City of Killeen staff to design an agreed upon approach to mapping and validating the data migration of the FileOnQ data to NicheRMS. Blue Skies Associates staff will then perform the actual data migration work, based on the agreed mapping and validation rules. Blue Skies Associates staff will also support KiPD and City of Killeen staff during the Unit Testing and User Acceptance Testing (UAT). Blue Skies Associates will work with KPD and City of Killeen staff to perform all final acceptance testing, with final acceptance of all work to occur prior to the ‘Go-Live Date’.
The total cost of the project is $75,000. This project is expected to run in conjunction with the current WebRMS data migration timeline.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
This item conforms to state and local policies. Texas Government Code, Chapter 2254 states that contracts for the procurement of defined professional services may not be awarded on the basis of competitive bids. Instead, they may be awarded on the basis of demonstrated competence and qualifications.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
$75,000 will be encumbered in FY 2025.
Is this a one-time or recurring revenue/expenditure?
This is a one-time expenditure.
Is this revenue/expenditure budgeted?
Yes, funds are available in the Governmental CIP Fund 627-56305-900-180-921023.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes.
RECOMMENDATION:
Staff recommends that City Council authorize the City Manager, or designee, to execute a professional services agreement with Blue Skies Associates in the amount of $75,000 and authorize the City Manager, or designee, to execute any and all change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
Purchasing
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Contract Verification
Certificate of Interested Parties
Presentation