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HomeMy WebLinkAboutC-3068 - Strategic Technology Plan (Police Department Computers)COUNCI Af ENDA(30 CITY OF NEWPORT BEACH POLICE DEPARTMENT Y OF NEWPORT BEACH i August 28, 1995 APPRUVL TO: Honorable Mayor, Members of the City Council, and City Manager FROM: Bob McDonell, Chief of Police Tim Riley, Lieutenant C — SUBJECT: IMPLEMENTATION OF STRATEGIC TECHNOLOGY PLAN /BID AWARD The following recommendations are necessary to accomplish the implementation of our Strategic Information Technology Plan and the competitive bid process which was conducted over the last six months. The full staff report, attachments, and a separate presentation before Council by The Warner Group, will outline the background and justification for these recommendations. The project is intended to be implemented and financed over a multi -year period. RECOMMENDATIONS: Approve the below listed recommendations, subject to the most cost - effective multi -year financing as arranged by the Administrative Services (Finance) Director and approved by the City Manager. Authorize the Chief of Police to negotiate the acquisition and implementation contracts, subject to approval by the City Manager and legal review by the City Attorney. No additional funds are being requested this fiscal year, other than the $440,000 which is already set aside for the first year's costs to implement the Strategic Technology Plan in the Department's budgeted '95 -'96 Asset Forfeiture funds and the Capital Budget. A. Retain The Warner Group to assist in contract negotiations at a cost of $16,875; system implementation and performance testing for the Computer Aided Dispatch and Records Management Systems at a cost of $95,000; system implementation for the Jail Management System at a cost of $14,904; and system implementation for the Mobile Data Terminal Project at a cost of $22,356. All costs are billed only as the time is expended and represent the maximum estimates for the projects. B. Award bid to PRC Public Sector, Inc. at cost of $1,440,035, to purchase a replacement Computer Aided Dispatch System and Records Management System, including one time hardware, software, installation, training, and implementation costs. Implementation of Stfegic Plan /Bid Award Page 2 C. Award bid to "Computer Deductions, Inc." at a cost of $112,916, to purchase a replacement Jail Management System (including one time hardware, software, installation, training, and implementation costs), consistent with The Warner Group's recommendation. D. Authorize the expenditure of up to $320,000 for the phased replacement of incompatible computer workstations, printers, networking equipment and necessary software, consistent with The Warner Group's recommendation. E. Authorize the expenditure of $31,200 for leasing of Mobile Data Terminal access from the City of Brea for a period of six months during this fiscal year, and a one time start up cost of $40,000. Authorize the potential expenditure of $53,000, including sales tax, to purchase a second radio repeater for the Mobile Data Terminal System if found necessary during the project implementation. (Radio repeater coverage maps from "Motorola" prepared during project design are inconclusive). F. Authorize the expenditure of $329,000 to purchase 40 Mobile Data Terminals for the Department's marked police vehicles. Costs include hardware, software, installation, sales tax, and training. G. Consistent with The Warner Group's recommendation, approve two positions for the Police Department (Computer Systems Technician and Applications Analyst/Trainer) to assist in implementation and maintenance of the new systems. Both of these positions are based upon existing classifications in the City's personnel system and will be funded for the remainder of this fiscal year through salary savings in the '95 -'96 Police Department budget. BACKGROUND "The Problem" In January of 1994, The Warner Group was retained to conduct a comprehensive review of the Police Department's management information systems. The Warner Group was hired because the current major systems in the Police Department, including Computer Aided Dispatch (CAD), Records Management System (RMS), and Jail Management System (JMS), are antiquated, lack integration internally and with other systems in the City, are "unfriendly" to the end users, are on platforms that will soon be supported only on a limited basis, and are an obstacle to carrying out our policing responsibilities to this Community in an efficient and effective manner. z Implementation of Stlegic Plan /Bid Award • Page 3 Our RMS software was written in the mid -1970s and was purchased by our Department in 1986. The CAD System software was written at an unknown date after the RMS and was purchased by us in 1989. Both systems are generic with no modification of design to meet our needs in Newport Beach. They also operate independently and lack integration with each other, requiring double data entry and double data inquiry. The systems are difficult to use and require writing a separate computer program each time to extract specific information from their data bases, a time consuming and impractical use of resources. The software company has been sold three times since we purchased both systems, making it increasingly difficult and costly to obtain needed support. The current owner has notified us that both the CAD and RMS software will be supported in only a very limited manner after January 1, 1996. This may make our two systems useless in the near future, should a problem develop. For example, a mandated upgrade of the computer's operating system (due to system failures) could result in the CAD or RMS being unable to operate on the computer, since the vendor is not providing new releases of the CAD and RMS software when such problems surface. The JMS is a stand alone product developed in -house by an officer in 1990. It lacks needed integration with RMS, can only be accessed by one personal computer, and is only capable of filling out forms. It cannot adequately support the volume of arrests processed through our jail and the frequent need to book multiple prisoners at once. The system is also not capable of interfacing with our CAD, RMS and Live Scan Fingerprinting System, again requiring duplicate and triplicate data entry and an unacceptable margin for error. Currently, our field personnel have no access to on -line information except via radio through Dispatch and their time consuming inquiry into available systems. We are unable to send data to field units, assign calls without using voice radio transmissions, or have direct access to information systems critical to personnel in the field. Mobile Data Terminals (MDTs) will provide this access and have been used effectively in neighboring police agencies since the mid- 1980s. Access to MDTs will encourage our field personnel to actively inquire on suspicious vehicles and persons without over - burdening the voice system, reserving that voice system for communications regarding calls for service from the Community. A MDT system will have a very subtle, but real impact on the safety of the Community and the police officers charged with the responsibility of insuring it. "The Solution" After an intensive review that included analyzing existing systems and their potential for expansion or upgrade, interviewing Police and other City Implementation of Stfegic Plan /Bid Award • Page 4 employees, obtaining management input, conducting a needs assessment in the Department, and reviewing other systems in the City, a Strategic Information Technology Plan for the Police Department was developed in June of 1994. The plan included recommendations to upgrade and replace the Police Department's older information systems with new technology in order to meet the present and future needs of the Police Department in a timely and cost effective manner. The plan was presented and accepted by Council on August 8, 1994. The project components include: • Police CAD System • Police RMS • MDT System • Police JMS • Interfaces to Existing Systems and Networks As a result of the City Council's approval of a series of recommendations on August 8, 1994, The Warner Group was retained to provide technical assistance and advice to the Police Department on the following major tasks: • Preparing a Request For Proposal (RFP) detailing the CAD, RMS, and JMS requirements and submitting it to qualified vendors (after review by the City's Risk Manager and City Attorney). • Evaluating the proposals received against evaluation criteria and procedures in the RFP. • Selecting the most appropriate vendors and systems. • Preparing a report summarizing the findings and recommendations of the Project Team composed of Department and Warner Group staff. "The Process" In conformance with the plan, an RFP was prepared for CAD, RMS, and JMS with the guidance of The Warner Group. The plan was reviewed by City staff including members of the project team, Risk Manager, and City Attorney. The RFP stressed the importance of recommending solutions that took advantage of existing systems, such as the City's "Genasys" Geographical Information System (GIS) and current hardware platform. Our goal was maximum integration with other systems in the City. The RFP was then distributed nationwide to thirteen qualified vendors in October of 1994. In addition, advertisements inviting qualified vendors to participate in the RFP process, were placed in local newspapers. V Implementation of Sloegic Plan /Bid Award • Page 5 The Police Department hosted a pre - proposal conference in November of 1994. The conference was attended by seven of the thirteen vendors given the RFP. The conference provided an opportunity for the vendors to ask questions of Police staff and our consultant, and clarify the requirements of the RFP. Four of the thirteen vendors submitted proposals for CAD and RMS. Those proposals were received by the Police Department in December of 1994 from the following vendors: • PRC Public Sector, Inc. • PSSI, Inc. • Spillman Data Systems, Inc. • Tiburon Incorporated The Department also met with representatives from the Orange County Sheriff's Department and their consultant from Computer Deductions Incorporated (CDI) in December of 1994, about providing an integrated Jail Management System (JMS). CDI provides and maintains the Sheriff's Department's JMS. They submitted a proposal for providing our Department with a compatible JMS. Again, our goal was integration with existing County -wide Jail Management Systems to avoid duplication of effort and cost. The proposals were carefully evaluated by The Warner Group and Police Department staff. PRC and Tiburon were selected as finalists based upon the evaluation criteria established in the process. Both companies were invited to present comprehensive demonstrations of their products to our staff at the Police Department. After reviewing each vendor's qualifications, experience, demonstrated performance of their systems, and costs, the project review team and our consultant recommended initiating contract negotiations with PRC. PRC has excellent corporate strength, reliability and stability, having been in the business for thirty years. The project review team and our consultant also recommended initiating contract negotiations with CDI to provide a Jail Management System for the Police Department. The system will be integrated with the RMS, and will interface with the County Jail Management System. As mentioned earlier in this report and the Strategic Technology Plan, the Department is in need of providing on -line access to information systems for field officers through the use of Mobile Data Terminals (MDTs). The County of Orange is in the process of developing a new 800 MHz radio system for the County's Police, Fire, and Public Works Departments. Initially, MDT capabilities were planned in the system, but due to the impact of the County's bankruptcy, the MDT component of the project was eliminated. The Police Department staff researched alternative solutions. Based upon that research, we are recommending accessing the City of Brea's MDT system as the best and most economical way to provide that l Implementation of Aegic Plan /Bid Award Page 6 technology to the Department. The Warner Group supports that recommendation as well. Aside from building the infrastructure ourselves (assuming we even had access to an appropriate radio frequency to operate the system on), it is also the only viable local option which has the capacity to meet the future National standards for data transmission. Steps are being taken to implement those standards on a State and National level, and we should not consider an option which does not have that growth capacity. Over the last twenty months, we have participated in a comprehensive process to review and evaluate our existing Management Information Systems. We examined current and future computer needs of the Department with our goals in mind, which were to achieve maximum integration with other City computer systems, a high level of effectiveness, efficiency, ease of use, while at the same time minimizing costs to the extent possible on a project of this magnitude. III. DISCUSSION: "The Recommendations" In achieving the goals of the Strategic Information Technology Plan, we have outlined a series of recommendations at the beginning of this report which will be necessary for implementation. The following sections are lettered to correspond to those recommendations, and should provide further amplification of the related issues: A. Retain The Warner Group The Warner Group is an essential component in order to implement the Strategic Information Technology Plan in the Police Department in an orderly, informed manner. They have been used throughout this project to provide valuable expertise and guidance in accomplishing our review of existing computer systems and the selection of replacement systems and vendors. The next phase of this project will involve contract negotiations, system implementation, and performance testing for CAD and RMS; system implementation and product testing for the JMS; and contract negotiations, system implementation, and performance testing for the MDT System. As a result, we will require the expertise, experience, and background of The Warner Group to successfully complete our tasks. Without their continuing support, the City's investment to date and in the future, would surely be in jeopardy. They are a critical component to a successful conclusion of the project. lf Implementation of Aegic Plan /Bid Award • Page 7 The Warner Group has not only worked with the Police Department, but developed a Management Information Systems Strategic Plan for the entire City. They have the knowledge of the City and specifically the Police Department, to ensure our current and future needs are met, while at the same time, ensuring there are no real or perceived conflicts with the overall goals of the City's Management Information Systems plan. B. Award Bid to PRC for CAD and RMS The Warner Group and the Police Department are recommending awarding the bid for the purchase of a replacement CAD and RMS to PRC. They are the largest provider of public safety systems in the nation. Their local Orange County office has provided systems to the Costa Mesa, Irvine, Brea, and Anaheim Police Departments, among others. Of the two finalists, PRC was the least expensive in both initial purchase and annual recurring costs. They also provided the best solution for integration with other City systems. PRC's proposal included having their systems reside on a pair of Hewlett Packard 9000 servers (consistent with City standards), using the "Oracle" relational database management system (consistent with City standards), utilizing the City's GIS Genasys for creating and updating the CAD geofile and crime analysis, and providing superior MDT support. The PRC software proposed for our Department is their newest product, "Altaris ". The Altaris software was judged to provide the most user friendly and the best overall technological approach, enabling the Department to meet its present and future needs. PRC is currently installing the product in both large and small sites across the Country. C. Award Bid to CDI for JMS The Warner Group and the Police Department are recommending awarding the bid for Police JMS to CDI. CDI is the only vendor capable of providing computer access to the Orange County Sheriff's Department Local Arrest Record System (LARS) and to their Identification Bureau. The master plan of the Sheriff's Department is for them to be the central repository for fingerprints, booking photos, and arrest information in Orange County. It is a very logical approach to a complicated and redundant process. The solution would make inquiries and recovery of information easier and more reliable, and would be designed with the capability to avoid duplication of effort by multiple branches of government. Implementation of Stfegic Plan /Bid Award • Page 8 Currently, all Newport Beach arrests are processed locally without the aid of fingerprint identification (with some exceptions). Booking numbers and arrest information are duplicated if the arrestee is transferred to the County jail. Booking photos are taken with a conventional camera and copies must be accessed manually. Sheriff's booking photos are only available by mail or in person at Sheriff's headquarters in Santa Ana. Under our proposal, all arrestees would be identified through fingerprints by the Orange County Sheriff's Department Identification Bureau. All arrestees would be issued an Orange County booking number and be entered into LARS. Both Newport Beach and Sheriff's Department booking photos would be taken digitally. They would be available on -line, including an electronic photo line -up option. CDI will also write an interface to our Live Scan Fingerprinting System, eliminating the need for duplicate data entry into the JMS. Within the last couple of weeks, a consortium of police agencies (Huntington Beach, Costa Mesa, Irvine, Westminster, Seal Beach, and Newport Beach), under the "PROACT" program (which provides regional crime analysis support), received a federal grant to develop a regional Jail Management System. Although all aspects of the grant have not been fully determined, including the amount of matching funds required, money will be available to our Department to partially fund a JMS. The grant monies are not sufficient to underwrite the costs of our entire system, but should off -set a portion of the cost. The exact amount of reimbursement is not known at this time. The PROACT program, in their grant proposal, named CDI as the vendor of choice to develop the regional Jail Management System. The system will be modeled after our proposal and the current intent is to use our Department as the first site for installation of the program. More details will be available in the near future; however, nothing in our recommendation is inconsistent with the goals of the grant, nor will it be a duplication of effort. D. Authorize Purchasing Replacement Computer Workstations. Peripherals. and Software The Police Department has a mixed environment of IBM compatibles (PCs) and Macintosh computers. The most prevalent computer in the Department is the Macintosh. The Warner Group, PRC, CDI and Department staff all recommend converting to PCs. In addition, MDT software is only available in a PC version. Our Implementation of Steegic Plan /Bid Award Page 9 existing Macintosh systems will not be compatible with the proposed replacement systems. While several of the vendors felt they could develop a CAD, RIMS, and JMS on a Macintosh platform, virtually all of them indicated it would not be the best solution. Specifically they indicated using Macintoshes would be more costly, lack full functionality, and be more burdensome over the long -term. Also, new releases of software would require separate upgrades (specifically written for Newport Beach), for the Macintosh platform, at a greater cost to the Department. A majority of the Macintosh computers in the Department are over five years old and are in need of replacement. Software upgrades from Microsoft will not operate efficiently on the older systems. This has caused compatibility problems transferring files between our Department and others in the City. Future software development and other compatibility issues are also strong reasons for the proposed conversion. We intend to phase these conversions over eighteen months or longer, in an organized manner. Staff limitations and training issues will determine the actual completion date of the conversion. It was a difficult recommendation for our staff, since many of us have been accustomed to the Macintosh systems for years. In light of what we have learned during the process which has been undertaken, we are convinced that converting to PCs is the best solution for the Department. We have also had preliminary discussions with the Administrative Services Department, about transferring any replaced useful equipment to other City Departments which have compatible environments. E. Authorize Accessing Brea's MDT System The City of Brea has an impressive MDT system and has invested over one million dollars upgrading its "backbone" recently. The capacity of their system far exceeds their needs, which was their intent when it was designed. They have sold access to their system to the cites of Pomona and Buena Park, and are in negotiations with several others in an effort to offset their costs and raise revenue. Orange County Communications reports there are no other data frequencies available, leaving us in a position of having to share a channel with someone else to get MDT capabilities. We investigated other alternatives and talked with the City of Irvine and examined Costa Mesa's MDT system. Both of those cities do not have sufficient capabilities to warrant serious consideration as a solution to our needs. Implementation of Stagic Plan /Bid Award Page 10 The County of Orange was originally scheduled to have MDT capabilities in the new 800 MHz system but as mentioned, that component has been eliminated. In the future, should a Countywide system be developed, we would still retain the ability to switch to or access that system, if the recommended configuration is approved. A clear advantage of the Brea alternative, is the ability to use their sophisticated infrastructure, paying a monthly access fee per unit. Their system has also been operational for years without any significant problems reported. Once we access the system, we can add or delete units as necessary and the only equipment we must purchase is the individual terminals. Brea will provide one base station for transmitting data as part of their one -time charge for accessing the system. It may be necessary to purchase an additional base station to provide adequate coverage throughout the entire City. A review by Motorola during project design was inconclusive, and further field tests during implementation will be necessary to determine if a second base station will be required. F. Authorize Purchasing MDTs As mentioned, it will be necessary to purchase individual MDTs for each police vehicle accessing Brea's system. The terminals will be installed in all marked police vehicles, including those used by sworn police officers, animal control officers, and parking control officers. The access to information and future dispatching capabilities once CAD comes on -line, will benefit all field assignments and insure continuity on an operational level. As you may recall, we had submitted a Federal grant application to offset some of the MDT costs, however to date we have not been successful. Unfortunately, it appears the majority of the funds allocated under the Crime Bill's "COPS MORE" program went to large cities like Los Angeles. If our luck were to change, any funds granted would offset the expenditures for this portion of the project. G. Approve Two Computer Support Positions The staff currently supporting the existing computer positions at the Police Department is insufficient. In the Strategic Information Technology Plan, The Warner Group recommended adding two positions to the Police Department. Those positions would be a Computer Systems Technician (PCs and Networks) and Applications Analyst/Trainer (programmer). These positions would supplement the one full -time computer systems manager and part- time assistance we now have. Implementation of Stogic Plan /Bid Award • Page 11 We are unable to handle the demands of maintaining the current systems with our limited staff, let alone the expanded requirements outlined in this proposal. As a result, projects are delayed and user assistance and needed maintenance routinely suffers. Frequently, we must contract for necessary programming and have experienced many problems with this approach. The proposed positions would be paid during the remainder of this fiscal year through salary savings in the Police Department budget. Funding in future years would be requested during the normal budgeting process. The positions are critical for the successful implementation of the recommendations in the Strategic Information Technology Plan for the Police Department, and they will protect our significant investment in the years ahead. IV. CONCLUSION We recognize the financial significance of the recommendations contained in this report. As a result, we have been committed to obtaining the most cost effective solution to achieving the implementation of the Strategic Technology Plan since we began this project. We will be working closely with the Administrative Services (Finance) Director to provide the most economic approach to accomplish this objective, including a multi -year lease purchase or other options as appropriate. Anticipated expenditures in this fiscal year are already included in the approved '95 -'96 City budget. Second year project financing costs are built into the City Manager's budget projections for next fiscal year. It is imperative we move forward to replace our existing systems which are now obsolete, inefficient, lack compatibility, and carry with them the significant potential for failure. The recommendations as outlined in our Strategic Information Technology Plan and this report, will provide a flexible and integrated information system for the Police Department and will improve our service to the public for years to come. There are no other Police Department recommendations which will come before you in the foreseeable future which will carry with them more fundamental importance, in terms of how we will be able to carryout our responsibility to provide law enforcement services to this Community in the most cost - effective and efficient manner possible. We urge your support. Respectfully submitted, O." � Bob McDonell CHIEF OF POLICE Tim Riley, Lieutenant Support Services Commander CITY OFNEWPORT BEACH POLICE CADIRMS SYSTEM SELECTIONREPORT JUNE 1995 The Warner Group MANAGEMENT CONSULTANTS WOODLAND HILLS, CALIFORNIA 7 t^ The Warner Group MANAGEMENT CONSULTANTS Chief Bob McDonell Newport Beach Police Department 450 Santa Barbara Drive Newport Beach, California 92660 Dear Chief McDonell • 5950 CANOGA AVENUE, SUITE 600 WOODLAND HILLS, CALIFORNIA 91367 (818) 710 -8855 • FAX(818)710-1467 June 23, 1995 i We have completed our assistance to select the most appropriate Police Computer Aided Dispatch and Records Management Systems (CAD/RMS) for the City of Newport Beach This report contains the findings and recommendations of the City's Police CAD/RMS Evaluation Committee. VKU4 er til80101 In June 1994, the City adopted a Strategic Information Technology Plan for the Police Department to upgrade and replace its current information systems. The major information systems project components include: • Police Computer Aided Dispatch • Police Records Management System • Mobile Data Terminals (MDT) • Jail Management System (JMS) • Interfaces to EXisting Systems and Networks The Strategic Plan recommended that the City acquire modern information systems based on the use of packaged software in order to meet the City's needs in a timely and cost effective manner. mpk eolawD /V r f 1. J -I J Chief Bob McDonell Newport Beach Police Department June 23, 1995 Page 2 To select the most appropriate information systems for its use, the Department formed a CAD/RMS Project Team to participate in the selection of the new systems. The Warner Group was retained to provide technical assistance and advice to the Project Team in making this most important decision. The major tasks involved in the selection process were: Prepare a Request For Proposal (RFP) detailing the Computer Aided Dispatching, Police Records Management and Jail Management Systems requirements and submit it to qualified vendors Evaluate the proposals received against the evaluation criteria and procedures outlined in the RFP Select the most appropriate vendor and systems and prepare a report summarizing the findings and recommendations of the Project Team OUR APPROACH In following our planned study approach, we worked closely with Project Team representatives to gather information regarding current and future needs and requirements. We also obtained technical and other information needed to prepare a comprehensive Request For Proposal. Copies of the draft RFP were provided to the City for review and comment. An Evaluation and Selection Plan was developed and reviewed with members of the Project Team, and also by the City Attorney and Purchasing. A comprehensive RFP for Police CAD/RMS was finalized and issued in October 1994. Copies of the RFP were sent to qualified suppliers of public safety systems, and public notice regarding the availability of the RFP provided other interested vendors the opportunity to submit proposals. A Pre - Proposal Conference was conducted in November 1994. The Pre - Proposal Conference allowed vendors an opportunity to ask questions and further clarify the requirements of the RFP. Thirteen vendors received the RFP, and seven were represented at the Pre - Proposal Conference. The RFP specified the rules of the selection process and formats of proposal responses. Evaluation criteria for selection of the finalist vendor were clearly outlined in the RFP. It required vendors to respond regarding their ability to meet the specific application requirements of the rh E 0 Chief Bob McDonell June 23, 1995 Newport Beach Police Department Page 3 Police Department. Vendors were required to provided comprehensive responses to RFP require- ments, including: • Quality and depth of public safety references _ 0 Demonstrated ability to successfiilly install similar systems • Level of service commitment and responsiveness by vendor • Financial stability and resources of proposing vendor • Expertise and technical expertise of vendor staff • Design, capability and functionality of system and application software • Level of integration between applications • Demonstrated interfaces with external systems • Feasibility, timeliness and quality of implementation schedules and conversion plans • Level of assistance to be provided to the City by the vendor • Number of hours and extent of user training .. 0 Quality and extent of documentation to be provided • Capability, design and reliability, warranty and expandability of proposed hardware • Economic feasibility and justification of all costs a a Vendor willingness and ability to negotiate a contract acceptable to the City Proposals were received in December 1994 from the following four vendors: • PRC Public Sector, Inc. • PSSI, Inc. • Spillman Data Systems, Inc. • Tiburon Incorporated In addition, the Department also met with representatives of the Orange County Sheriffs Department to discuss JMS options. As a result, proposals from CDI, which provides and maintains the Sheriffs JMS, were received in December 1994 and February 1995. Each CAD/RMS proposal was carefully evaluated in accordance with the evaluation criteria outlined in the RFP. The evaluation included a detailed analysis of responses to specific operational and technical requirements. Following a presentation and discussion of the prelimi- nary evaluation results with the Project Team, the vendors were ranked based on their overall proposal. Two finalist vendors, PRC and Tiburon, were invited to provide demonstrations of their proposed application software. The finalist vendors were invited to present a comprehensive demonstration to the City and respond to general and technical questions regarding their proposed systems. Finalist vendor references were checked to further assess the finalists' experience and ability to perfoim as they "koolsmm I r- 1. r E Chief Bob McDonell Newport Beach Police Department 0 June 23, 1995 Page 4 proposed. Additional information was requested and received from both finalists to further clarify their proposals and ensure that they were complete. As a result of the proposal analysis, vendor demonstrations, technical discussions and reference checks, the Project Team elected to continue technical discussions and to initiate contract negotiations with PRC. In addition, recommendations were developed regarding the approach for implementing a jail management system and for personal computer standards. PROPOSAL EVALUATIONSUMMARY The following is a brief synopsis of each of the proposals received. Included are discussions of the proposed hardware and software configuration, company background and other issues relating to each vendor's ability to meet the City's information systems needs. Exhibit I provides preliminary information on PRC's proposed costs. Final contract costs are subject to changes in system configuration, options selected, scope of work negotiations and vendor final price propos- als. PSSI, Ina PSSI is headquartered in Lanham, Maryland, and has been providing public safety information systems for ten years. PSSI identified 29 references, of which 12 are located in California. PSSI proposed Hewlett Packard 3000 hardware, which is the same type of hardware used now by the Police Department. PSSI proposed a new HP 3000 for CAD, upgrading the current RMS processor, and transferring the Department's current RMS software to the current CAD processor. The RMS processor would provide redundancy in case of a CAD processor problem. PSSI also proposed a Pentium PC to support several RMS modules. While the PSSI approach would utilize existing HP 3000 hardware, marry aspects of the proposed approach were not addressed in detail. Software functionality of CAD most closely met with the Department's functional requirements; however, the software fit for RMS was the lowest of all proposals received. PSSI did not propose to use the existing Genasys GIS for crime ure 001&wm / i • • Chief Bob McDonell June 23, 1995 Newport Beach Police Department Page 5 analysis mapping. The number of hours proposed for installation, project management and training was the lowest of all proposals, and was judged to not be adequate for the Department's requirements. Another significant issue with the PSSI proposal was that costs for software modifications to meet the Department's specifications were not included. The proposed one -time costs for the base system (excluding modification costs) were $826,647. Optional items brought the total to $1,146,767. Proposed annual recurring costs were $65,800. PRC Public Sector, Inc PRC is headquartered in Mclean, Virginia, and has been providing public safety information systems since 1976. PRC's proposed Altaris system would reside on a pair of HP 9000 servers, which is consistent with the City's business systems. The proposed CAD system has redundant central processors with automatic switch -over, and supports disk mirroring for data redundancy. PRC has extensive experience supporting MDTs. While PRC has extensive public safety experience, the proposed Altaris software applications, including CAD, are new and not yet operational in a live environment. However, a number of significant jurisdictions, including the City of Chicago, have signed contracts for Altaris to be delivered and operational beginning in late 1995. The Altaris software was judged by users to provide the best "look and feel." Altaris utilizes the Oracle relational database management 7 system which is consistent with the City's standards. PRC would also utilize the City's GIS, Genasys, for creation and updating of the CAD geofile and for crime analysis mapping. PRC can also provide an integrated JMS. PRC recently announced the consolidation of the functions of several offices and the elimination of five vice president positions in their Public Sector subsidiary, in order to strengthen their financial and strategic position. PRC's publicly reported financial statements for 1994 show record revenue, operating income and contract backlog. PRC's proposed one -time costs for the base system were $1,311,184. Optional items would bring the total to $1,440,035. Proposed first year annual recurring costs were $75,299. // Chief Bob McDonell June 23, 1995 Newport Beach Police Department Page 6 Spillman Data Systems, Ina Spillman Data Systems is headquartered in Logan, Utah, and has been providing local government information systems for eleven years. Spillman's proposed configuration consists of two HP 9000 series minicomputer servers using the HP -UX (HP version of Una) operating system. This configuration provides redundancy for CAD applications and is consistent with the City's business systems. Letters of reference from existing users are very positive. However, Spillman's software response was the lowest for CAD and the second lowest for RMS. The software does not offer advanced technical capabilities such as a graphical user interface (GUI) or client/server architecture; it was judged that over time the system would appear to "age" more quickly. Most users were smaller than Newport Beach and Spillman also has limited experience supporting a MDTs. Spillman was not prepared to guarantee system response time. Spillman's proposed costs were among the lowest of all proposals, even after adjusting for items which were not proposed (such as PCs). Spi hn&s adjusted proposed one -time costs for the base system were estimated at $1,120,000 to $1,190,000. Proposed annual recurring costs were $67,336. Tiburon Incorporated Tiburon is located in Fremont, California and has been providing public safety information systems for fourteen years. The Tiburon systems would reside on two IBM RS /6000 servers using the AIX (IBM version of Unix) operating system. Tiburon could utilize HP 9000 servers for consistency with the City's business systems; however, Tiburon has not done so previously, and additional costs of $105,000 would be required. Tiburon is an experienced public safety vendor and has reference sites for all proposed CAD, RMS, and JMS applications. The Tiburon software is proven and provides a comprehensive architecture for law enforcement information management. The proposed Tiburon relational database management system (RDBMS) is proprietary. Tiburon is willing to utilize the City standard RDBMS, Oracle. However, they have not done so previously, and an additional $74,000 in costs would be required. Tiburon's CAD system utilizes a GUI front end and received xre aotewm ,' j Chief Bob McDonell _ June 23, 1995 Newport Beach Police Department Page 7 the highest software score. The RMS software received the second highest score. A new GUI version of RMS is scheduled to be developed over the next 1 -2 years but an additional $103,000 would be required to implement this new RMS version. Tiburon's proposed one -time costs for the base system were the highest at $1,460,971. Optional items, including the BP hardware and Oracle database software would bring the total to $1,923,393. Proposed first year annual recurring costs were $76,237. CADIRMS FINDINGS AND CONCLUSIONS As a result of the proposal evaluation, demonstrations, and initial technical discussions with the vendors, the Project Team identified PRC as the most appropriate system for the City s Police CAD/RMS system needs. Several of the reasons for this decision are: +_ PRC has considerable depth of experience in providing public safety information systems, especially computer aided dispatching, records management and system interfaces • The PRC proposal team demonstrated competent understanding of law enforcement system requirements, and demonstrated a good grasp of the City's unique needs • The PRC software was judged to offer the best overall technology approach, enabling the Department to meet its needs for at least five to seven years • PRC utilizes the Oracle database software which is commercially available and is consistent with the City's database standards. • The hardware configuration proposed offers adequate performance and expansion capacity to meet the City's future needs and is consistent with the City's business systems • The PRC application software was judged capable of meeting the overall needs of the City by agency personnel attending the software demonstrations • The PRC software was judged to be user - friendly by personnel during hands -on demonstrations, and provided multiple options for operational use of the system • PRC would utilize the City's current GIS for crime analysis mapping wmv� Chief Bob McDonell June 23, 1995 r Newport Beach Police Department Page 10 l r also provide the hardware and software to electronically capture mug photos and a single i fingerprint image. Print images would be transferred to the Sheriff s Identification Division to j positively identify prisoners during booking. r Digitized photos would be stored at Newport Beach and also transferred to the Sheriffs -.: photo files. Newport Beach would also have access to a regional database of digitized photos maintained by the Sheriff. An interface to the RMS would be provided, although the specific approach requires fiuther definition. The current estimated one -time cost for this approach is �..•, $112,000. Implementation is estimated at four months. Maintenance would be provided on a time and materials basis. PRC proposed its JMS software and implementation services for $60,000. Annual maintenance is estimated at $6,700. Digital fingerprinting, mug photos and an interface to the Sheriffs system were not requested and are therefore not defined or priced. PRC's JMS is designed to share person and case data with the RMS system. Based on PRC's development schedule for its Altaris products, its JMS would not be ready for implementation till mid -1996 at the earliest. JMS Recommendations The Newport Beach Police Department should initiate negotiations with CDI. Criteria for taking this approach are that CDI's JMS is an existing system, could potentially be implemented much sooner than PRC's, and would provide regional access. This would allow the Department to begin the implementation of the new JMS in a timely manner while PRC's Altaris is still being developed. The CDI proposal provides significant additions for digital mugshots and fingerprint capture compared to PRC's proposal. It is also designed to work closely with the Sherif, allowing access to a regional mugshot database. J The Department should work closely with CDI to clearly define and satisfactorily resolve I I several major issues prior to signing a contract. These include: • Defining the interface with PRC's RMS • Defining training and implementation services and hours to be provided • Defining whether the photo mug system includes a photo lineup capability • Defining the method of transferring digital photos to the Sheriff's system • Defining the roles and responsibility of Sheriffs identification staff during booking 0 0 Chief Bob McDonell June 23, 1995 - Newport Beach Police Department Page 11 • Negotiating a payment schedule including payment upon completion of significant milestones and a significant holdback based on system acceptance • Defining warranty and maintenance terms and conditions • Defining how the implementation of DBI fingerprint scanner will be integrated with the JMS, including the transmission of prints to the Sheriff for identification and to the County and State Automated Fingerprint Identification System (AFIS) • Defining fingerprinting procedures to avoid duplication • Determining compliance with standards such as Cal -Photo Exhibit 2 presents the estimated one -time costs for the CDI JMS system Application software maintenance would be provided by CDI on a time and materials basis as needed. Maintenance for hardware would be provided on the same basis as the Department currently maintains PCs and peripherals. RMS Workstation Options The Police Department currently utilizes approximately 60 Macintoshes (10 Power Macintoshes), 21 PCs and various terminals. The Department's Information Systems staff has developed approximately 15 administrative applications on the Macintosh platform. Users are familiar with the Macintosh operating system. PRC recommends the use of PCs for CAD. They have stated they believe the Power Macintoshes could be utilized as RMS workstations. However, PRC would first test this approach to ensure software compatibility, functionality and performance. PRC's choice for RMS workstations would be to utilize PCs. The Department has recently moved further toward developing an agreement with the City of Brea to provide Mobile Data Computers (MDCs) and a radio backbone to allow data communications with patrol vehicles. The MDCs under discussion could also support automated field reporting software. However, only PC- compatible software could be used. PCs enjoy a cost advantage of $200 - $1,500 per unit compared to Macintosh depending on the configuration. In fact, PRC's contract costs will be reduced by $46,149 if PCs are selected over Macintosh. In addition, the 50 older Macintoshes in use would need to be replaced by Power Macs to support Altaris even if the Macintosh was selected as the Department's RMS workstation standard. In order to replace the 50 older Macintoshes to support Altaris with either PCs or Macintosh, we estimate $280,0004320,000 in additional one -time costs over And above NM OOIaamn .V r i r- I I J i J • Chief Bob McDonell Newport Beach Police Department June 23, 1995 Page 12 those required for the PRC system will be required, depending on the configuration selected, as shown in Exhibit 3. RMS Workstation Recommendations The Newport Beach Police Department should adopt PCs as its standard RMS workstation. This would reduce potential software functionality and performance issues during implementation of the Altaris system Over time, the Department could acquire future versions of Altaris without requiring modifications to support the Macintosh platform. It would also allow compatibility with automated field reporting software which may be deployed in MDCs. The transition from Macintosh to PC will require time and effort. Macintosh administrative applications that will not be replaced by Altaris will need to be rewritten for PCs. Training for technical staff and users in the PC environment will be required. A PC LAN will need to be deployed to replace the current EtherTalk network. However, we believe that the Information Systems staffing requirements would remain consistent with the recommendations of the Strategic Information Technology Plan as Macintosh applications could be rewritten or replaced in a phased manner. s . • s r We wish to express our appreciation to the management and staff of the Newport Beach Police Department for the cooperation and assistance we have received. We appreciate this opportunity to provide management consulting services to the City and look forward to the successfid implementation of these new systems. a NPB Wimm Very truly yours, One -Time Costs CITY OFNEWPORT BEACH POLICE C4DIRMS SYSTEM Cost Proposat PRC 0 Exhibit I Computer Hardware $420,977 Networking/Communications 34,960 System Software 77,569 Application Software Costs CAD/MIS/RMS Application Licence 140,000 Computer Aided Dispatching Modifications 159,585 Police Records Management Modifications 118,435 Installation, Training and Other Implementation Costs 313,753 Tax and Freight 45.905 SUBTOTAL WITHOUT OPTIONS $1,311,184 Optional Costs Timebase Synchronization 16,228 Auto Dial 12,655 Automated Field Reporting Software 50,105 Comm Center PC Logging 4,594 PC Records Workstations (vs. Macintosh) (46,149) Building Cabling 21,130 Network Management Software 10,288 RMS Data Conversion 60.000 TOTAL INCLUDING OPTIONS 51.440.035 Recurring Costs (Including Options) Annual Software Maintenance $35,131 Annual Hardware Maintenance 40.168 Total Annual Recurring Costs 75 5.299 M couweo 0 CFFY OFNEWPORT BEACH POLICE JAIL MANAGEMENT SYSTEM Cost Proposal CDI One -Time Costs Computer Hardware and System Software Networldng/Communications Application Software Installation, Training and Other Implementation Costs Tax and Freight (Estimated at 7.75 %) TOTAL Exhibit 2 $69,368 4,800 33,000 Included in Application Software 5.748 a1J2.9J6 NPB 001 &WPD Z7 9 0 CITY OFNEWPORT BEACH POLICE RMS WORKSTATION COSTS One -Time Costs Computer Hardware and System Software Application Software Tax and Freight (Estimated at 7.75 %) TOTAL tme aiaweo $230,000 - 30,000 - 20.000 - 280.000 - F_xUbit 3 $260,000 37,000 23.000 00 -i • 0 Harkless, LaVonne From: Riley, Police To: Iharkless Subject: Council Agenda Item #34 from 8/28/96 Date: Tuesday, April 09, 1996 9:16AM Priority: High Lavonne: In response to your memo dated 4/8/98, The Strategic Technology Plan for the Police Department (approved by the City Council on 8/28/95) is still in progress. The contract for the Computer Aided Dispatch/Records Management System was just signed by the City Manager on Thursday. The Contract for consulting work by "The Warner Group" is still being reviewed by the City Attorney. All other components of the project are still in the review stage. Please let me know what information /documents you need related to this project. Thanks, Tim Riley - Police C;r p i ` `L 0 �e1 C Page 1