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.
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Implementation of Stlegic Plan /Bid Award •
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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.
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Implementation of Sloegic Plan /Bid Award •
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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
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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.
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Implementation of Aegic Plan /Bid Award •
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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 •
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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
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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.
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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
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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
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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
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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
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Chief Bob McDonell
Newport Beach Police Department
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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
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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
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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
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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
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I
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•
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
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