HomeMy WebLinkAbout08 - Countywide Scheduling ProgramCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 8
July 25, 2006
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Police Department
John Desmond, CAPTAIN, 644 -3650, jdesmond @nbpd.org
Bob McDonell, CHIEF OF POLICE, 644 -3701, bmcdonell @nbpd.org
SUBJECT: Award Contract on Behalf of the Integrated Law and Justice Agency of
Orange County for Implementation of an Enhanced Countywide
Scheduling Program to InTime Solutions, Incorporated.
RECOMMENDATION:
1) Award a contract in the amount of $280,302 to provide implementation services and
maintenance for an enhanced version of the current Countywide scheduling
component of the Integrated Law and Justice Agency of Orange County ( ILJAOC)
Court Scheduling Project to InTime Solutions, Inc., the current scheduling vendor.
Funding for this contract is provided by the 2002 COPS Technology Grant with no
matching funds required.
2) Authorize the Chief of Police, on behalf of the ILJAOC Joint Powers Authority (JPA)
and the City of Newport Beach to execute a standard Professional Services
Agreement contract with InTime Solutions, Inc. as approved by the City Attorney's
Office.
BACKGROUND AND DISCUSSION:
When the Orange County Integrated Law and Justice Project (through the County of
Orange) contracted with InTime Solutions, Inc. in June of 2002 to provide scheduling
software for eventual Countywide implementation, they were to provide a "major
enhancement" of their software as part of their contract. In April of 2004, following a
meeting with representatives from InTime Solutions, Inc., a committee was formed to make
recommendations regarding those enhancements. The committee was composed of
representatives from the Newport Beach, Santa Ana, Tustin, and Brea Police
Departments. On October 26, 2004 the Committee's recommendations were presented to
InTime Solutions, Inc. for review and implementation.
City Council Staff Report
Award of Scheduling Contract
July 25, 2006
Page 2
In May of 2005 the Newport Beach Police Department volunteered to begin working in
earnest with InTime Solutions, Inc. on behalf of the Committee to fine -tune the scheduling
software that incorporated many of the Committee's recommendations.
On October 1, 2005 NBPD went live with the enhanced scheduling program and it is now
ready to implement the enhanced product to the entire County. The implementation
services and maintenance that is to be provided by InTime Solutions, Inc. involves setting
up every police agency on the enhanced scheduling software and providing training on the
use of their software.
The funding for this conversion and implementation is under the program covered by the
2002 Community Oriented Policing Services Technology Grant awarded to the OCILJ
Project (now formalized into a JPA) and accepted by the City of Newport Beach. Since
this expense was not detailed in the original grant, we submitted a "Grant Modification
Request" to the U.S. Department of Justice COPS Office detailing the proposal. After an
extensive review process, the grant modification was approved to proceed with the
enhanced scheduling software implementation. The COPS Office also approved the "Sole
Source" nature of the contract (see attached) due to this being an upgrade to a product
obtained with grant funds under a contract with InTime Solutions, Inc.
The Countywide scheduling program is a key component of the ILJAOC's project to impact
court appearance scheduling and on -call overtime expenses. We are asking that you
approve the above recommendations and allow us to move forward with this project.
FUNDING AVAILABILITY:
The entire cost of this contract has been approved by the U.S. Department of Justice
COPS Office and will be funded with 2002 COPS Technology Grant money. No City funds
are required or needed for this contract.
Submitted by:
John Desmond, Captain
Support Services Division Commander
Approved by:
Bob McDonell
CHIEF OF POLICE
Attachment: U.S. Department of Justice — Sole Source Justification Approval Letter
Grants Administration Division
1100 Vermont Avenue, NW
Washington, D.C. 20530
Chief Bob McDonell I 73r
City of Newport Beach
870 Santa Barbara Drive
P.O. Box 7000
Newport Beach, CA 92658 -7000
U.S. Department of Justice
Office of Community Oriented Policing Services
April 24, 2006
Re: COPS Technology Grant: 2002CKWX0410
Sole Source Justification
Dear Chief McDonell:
The COPS Office Grants Administration Division has completed its review of the
City of Newport Beach's sole source procurement with InTime Solutions, Inc. under the
COPS Technology grant award. Based upon our review of the materials submitted, we
have determined that your justification is acceptable and in compliance with the COPS
Office's sole source procurement requirements.
Please proceed with your project and do not hesitate to contact the COPS Office at
1- 800 - 421 -6770 should you have any questions. Thank you for your cooperation.
Sincerely,
an
Robert A. Phillips
Deputy Director for Operations
cc: COPS Finance Office
Elizabeth Newsom, Grant Program Specialist