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Home My WebLink About26-Police Department o 10 o OTY OF SAN BERNARDINO - REQUEST FOR COUNOL ACTION From: Michael A Billdt, Ollef of Police Subject: Resolutions of the Gty of San Bernardino authorizing the purchase of an update to the Police Department's Automated Reporting System, Records Management System, and Computer-Aided-Dispatch System. Dept: Police Department Date: May 20, 2008 M/CCDATE: June 2,2008 Synopsis of Previous Council Action: 9- 23- 2002 Resolution # 2002-306 approved an upgrade of the Computer-Aided-Dispatch system (CAD), Police Records Management System (RMS), and Mobile Data Software used by the Police and Fire Departments from liburon, Incorporated. Recommended Motion: Adopt Resolutions. ~~'(tp, MIQfAEL A BILLDT, GnEF OF POLICE Contact person: uptain Theodis Henson Phone: 384-5609 Supporting data attached: Yes Staff ReportlResolutions Waro: All FUNDING REQUIREMENTS: Amount: Source: $ 295,843.79 $ 55,650.00. Professional/ Cont Services, Account # 123-788-5502 (2005 OOPS Tech) $ 240,193.79 - Professional/Cont Services, Account # 123-793-5502 (2006 OOPS Tech) Finance Council Notes: Agenda Item NO.~[) t,f3-/ot o o o CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subiect Resolutions of the City of San Bernardino authorizing the purchase of an update to the Police Department's Automated Reporting System, Records Management System, and Computer- Aided-Dispatch System. Backl!:round The Police Department operates a Computer-Aided-Dispatch (CAD) and Records Management System (RMS) platform provided by Tiburon, Incorporated. In 2002, the Police Department upgraded CAD and RMS to a Microsoft Windows version which included a new module for electronic report writing called Automated Reporting System (ARS). ARS is used by Front Desk personnel to create most of our desk reports. Approximately 9,000 to 10,000 desk reports are created annually with this software. This current first generation ARS platform will not work on the MDCs in patrol cars as the City's radio based Mobile Data Computer (MDC) communications backbone cannot support the existing ARS platform. In 2007, the Organizational Review conducted by Management Partners recommended that the Police Department invest in completing the transition from paper based police reports to electronic reports produced with ARS software (Item #125 in Management Partners' Final Report). Both the Ontario and Fontana Police Departments have implemented similar programs using the ARS reporting tool for almost all of their basic crime reports. To complete the recommendation of Management Partners, the basic CAD and RMS platforms used by the Police Department need to be upgraded to the most current edition of each software suite. CAD 2.3 and RMS 7.5 will provide officers with the software enhancements necessary to write reports in the station or in their patrol cars using the ARS software. CAD system upgrades will enable officers to directly import location and date/time information into their ARS reports. RMS system upgrades will provide the most current version of the ARS report writing software, web based interfaces for users to look at all RMS data, including most basic report data, and a jail interface that can transfer arrestee information entered by jail personnel directly into the officers' electronic reports. In addition to the software upgrade, certain hardware components of the existing system must be upgraded. The existing CAD server will be retained and CAD system database license (Oracle) will be retained to reduce costs. As part of the upgrade, the data radio moderns used in each black-and-white patrol car must be upgraded to provide network connectivity necessary to allow the upgraded ARS software to interact with the RMS, CAD and Corrections Management System (CMS) systems. The patrol car modem upgrade will also allow officers to get almost instantaneous responses from DMV databases and other criminal Qatabases that enhance officer Safety in the field and will support the in-car crime mapping software previously approved by the City Council. o 10 o At the completion of this project, patrol officers will be able to complete basic crime report documents (CRI Crime Report "Face Page," CR2 Crime Report Narrative Page, CR3 Suspect Page, and PRI Property Report) in their police cars. Patrol supervisors will be able to electronically review reports created by officers while the supervisor is in the field. Detectives and other personnel working in the station will be able to create reports and do supplemental reports from any RMS workstation in the Police Department. Tiburon, Incorporated is the sole source provider for Automated Reporting System, Records Management System, and Computer-Aided-Dispatch System software provided by their company. No third party software can be added to this software, nor can a third party modify the software. Tiburon, Incorporated qualified for sole source purchasing approval based on San Bernardino Municipal Code Section 3.04.010(b)(3). The upgrade process involves two separate upgrade tasks. One upgrade will be completed by Tiburon's RMS Systems Group (Tiburon Quote #EP-226322D-I) and one upgrade will be completed by Tiburon's CAD Systems Group (Tiburon Quote #EP-226322D-2). Oracle, Incorporated is the sole source provider of the relational database engine software that the City of San Bernardino uses with its existing Tiburon software suite. Mythics, Incorporated is the assigned Oracle Government Sales vendor for the City of San Bernardino. Mythics, Inc. provides Oracle products to the City of San Bernardino on a GSA approved discounted sales price listing. Mythics, Incorporated qualified for sole source purchasing approval based on San Bernardino Municipal Code Section 3.04.01O(b)(3). As part of this upgrade, we must replace three Records Management System servers. Tiburon, Inc. agreed, as part of their discounted offer for the CAD project, to provide the three replacement servers needed for the Computer-Aided-Dispatch system portion of this project. As part of the server bid process, we contacted HP Computers, Incorporated for State of California WSCII bid pricing, Dell Computers, and Imagine System of Redlands, California (the only regional provider for these servers). HP servers and Dell servers are approved by Tiburon, Inc. for their software. Dell servers are preferred; however, they are more expensive. HP assigns a WSCII contract vendor to each government purchase. Imagine Systems, of Redlands, CA, is a HP authorized vendor; however, they can not provide these servers at the WSCII discounted bid price. Purchasing the same servers from the local vendor would add approximately $4400.81 to the cost of these servers. Federal COPS Technology Grant purchasing rules require that we purchase from the less expensive vendor. The communications backbone for Police Department Mobile Data Computer (MDC) devices will change when officers start to write police reports in their patrol cars. The County of San Bernardino's 800 MHz Group provides a private 800 MHz based communications backbone for public safety MDC devices. They also offer an upgraded "EVDO/800 MHz" communications backbone that the ARS software needs to communicate with the CAD and RMS systems at a higher speed than the standalone 800 MHz system used today. The 2006 COPS Technology Grant authorizes the purchase of data modem upgrades (with installation included) for 90 black- and-white patrol sedans for a total of $41,040.00. This upgrade will enable all black-and-white patrol sedans to access all of the ARS Field Report Writing software features provided in this project. Financial Imoact This project requires a total expenditure of $295,843.79. The 2005 COPS Technology Grant has $55,650.00 (in Account #123-788-5502) for this project and the 2006 COPS Technology Grant has $240,193.79 (in Account #123-793-5502). There is no match requirement or impact to the General Fund. o Recommendation Adopt Resolutions. o o