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aTY OF SAN BERNARDINO - REQUEST FOR COUNaL ACTION
From: Michael A Billdt, Ollef of Police
Subject: Resolution of the City of San
Bernardino authorizing the purchase of
upgraded computer server hardware for the
Police Department's Automated Reporting
System from Zunesis, Inc. of Centennial,
o>lorado.
Dept: Police Department
Date: June 2, 2008
M/CCDATE: June 16,2008
Synopsis of Previous Council Action
9-23-2002
Resolution # 2002-306 approved an upgrade of the O>mputer-Aided-Dispatch
system (CAD), Police Records Management System (RMS), and Mobile Data
Software used by the Police and Fire Departments from TIburon, Incorporated.
Recommended Motion:
Adopt Resolution.
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MIa-IAEL A BILLDT, OiIEF OF POLICE
O>ntact person:
Captain Theodis Henson
Phone: 384-5609
Supporting data attached: Yes Staff Report/Resolution
Ward: All
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FUNDING REQUIREMENTS: Amount:
Source:
$ 37,866.99
$ 37,866.99 - Computer Equipment,
Account # 123-793-5502 (2006 COPS Tech)
Finance
Council Notes:
Agenda Item No. J..J-
CQ/I(P/O/
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o CITY OF SAN BERNARDINO - REQUIlEST FOR COUNCIL ACTION
Staff Report
Subiect
Resolution of the City of San Bernardino authorizing the purchase of updated computer server
hardware for the Police Department's Automated Reporting System from Zunesis, Inc. of
Centennial, Colorado.
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.
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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 implement the recommendation of Management Partners, the basic CAD and RMS software
suites used by the Police Department need to be upgraded to their most current edition. 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 transfer location and date/time information into their ARS reports from their
CAD radio call. 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 officer's electronic reports.
At the completion of these two projects, 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) on their police car MDCs. Patrol supervisors will be
able to electronically review reports created by officers in the field on their police car MDCs.
Detectives and support personnel working in the station will be able to create ARS reports and
do supplemental reports from any RMS workstation in the Police Department.
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To complete these two projects new computer server hardware must be purchased to host the
upgraded Automated Reporting System (ARS) and the Records Management System (RMS).
Hewlett and Packard (HP) servers and Dell Computer servers are certified by Tiburon,
Incorporated for use with their software. Both HP and Dell provide server hardware at
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discounted rates as part of the 2007 Western States Contracting Alliance (WSCA). HP computer
servers are approximately $4,700.00 lower in cost than Dell servers. The 2007 open competitive
Western States Contracting Alliance (WSCA) award for HP computer servers was awarded to
Zunesis, Incorporated, of Centennial, Colorado. Only Zunesis, Inc. can sell HP servers at the
discounted WSCA rate to government agencies. Zunesis, Incorporated is qualified for sole
source purchasing approval pursuant to San Bernardino Municipal Code Section 3.04.010(b)(3).
The government account representative from Zunesis, Inc. who handles our City account
confirms that Zunesis, Inc. will accept and abide by the vendor product terms outlined on the
official purchase order document of the City of San Bernardino. They will adhere to the terms
business license (required because their employees actually do work on their software at our
dispatch center). The City's Business Registration Manager has confirmed that Zunesis, Inc. will
not need to purchase a City business license to complete this sale as they are a Centennial,
Colorado based corporation.
A Federal COPS Technology Grant "sole source waiver" is not required because this purchase
does not reach the $100,000.00 project threshold.
Financial Impact
This purchase requires a total expenditure of $37,866.99. The 2006 COPS Technology Grant
has $37,866.99 (in Account #123-793-5702) approved for this project. There is no match
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Recommendation
:Adopt Resolution.
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE PURCHASE OF UPGRADED COMPUTER
3 SERVER HARDWARE FOR THE POLICE DEPARTMENT'S AUTOMATED REPORTING
SYSTEM FROM ZUNESIS, INC. OF CENTENNIAL, COLORADO.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
5 OF SAN BERNARDINO AS FOLLOWS:
6 SECTION 1. That the Mayor and Common Council approves a local competition bid
7 exemption allowing the Purchasing Manager to use the 2007 open competitive Wester States
8 Contracting Alliance(W SCA)computer hardware bid award to Zunesis, Incorporated,of Centennial
9 Colorado, for the computer server hardware needed to support the Police Department's "Automated
lo Reporting System"upgrade (per Municipal Code § 3.04.010 (B) (3)).
11 SECTION 2. Whereas Zunesis, Inc. will abide by the product vendor terms outlined on
12 the official Purchase Order document of the City of San Bernardino,a copy of which is attached hereto
13 as Exhibit "A," the Mayor and Common Council authorizes the Purchasing Manager to issue a
14 Purchase Order to Zunesis, Inc., of Centennial, Colorado, (HP Public Sector Sales' assigned WSCA
15 vendor) for the purchase of computer hardware necessary for the "Automated Reporting System"
16 upgrade as outlined in Zunesis' Quotes#1678358,#1739681 and#03212008042. The Purchase Order
17 shall read, "San Bernardino ARS Upgrade Server Bundle. Not to Exceed $37,866.99."
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE PURCHASE OF UPGRADED COMPUTER SERVER
2 HARDWARE FOR THE POLICE DEPARTMENT'S AUTOMATED REPORTING SYSTEM
FROM ZUNESIS, INC. OF CENTENNIAL, COLORADO.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
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Common Council of the City of San Bernardino at a meeting thereof, held on the_day
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of , 2008, by the following vote, to wit:
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COUNCIL MEMBERS: AYES NAYS ABSTAIN ABSENT
8
ESTRADA
9
BAXTER
10
BRINKER
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DERRY
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KELLEY
13
JOHNSON
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MC CAMMACK
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16
Rachel Clark, City Clerk
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18 The foregoing Resolution is hereby approved this _ day of , 2008.
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21 PATRICK J. MORRIS, Mayor
City of San Bernardino
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Approved as to form:
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JAMES F. PENMAN,
24 City Attorney
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By:
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This order is subject to the following terms and conditions E XAI /,f/ 7 r `�
IMPORTANT INVOICES MUST BE FORWARDED TO THE DEPARTMENT PLACING THIS ORDER
immediately upon delivery of articles or performance of services ordered hereon or unless otherwise indicated Invoices
must show on their face the number of this order,which appears in the upper right hand corner hereof, the name of the
department to which the goods were furnished;that the same covers complete or partial delivery or performance as the case
may be, and amount of prompt payment discount.
FREIGHT CHARGES, IF ALLOWED, MUST BE PREPAID AND ITEMIZED ON INVOICE.ALL PURCHASES
F.O.B. DELIVERY ADDRESS UNLESS OTHERWISE SPECIFIED ON PURCHASE ORDER.ALL ARTICLES OR
SERVICES FURNISHED PURSUANT TO THIS PURCHASE ORDER SHALL COMPLY WITH ALL CAL-OSHA
STANDARDS AND REGULATIONS AND ALL APPLICABLE GOVERNMENTAL LAWS AND ORDERS.
1. This Purchase Order is limited to the Terms and Conditions contained on the face and back hereof.Any ;additional or
different terms in the seller's form are hereby deemed to be material alterations and notice of objection to them and
rejection of them is hereby given. No variation in prices, quality, quantity, deliveries or specifications of this order, nor
automatic renewal of services or annual orders, irrespective of the wording of seller's acceptance,will be effective without
the written consent of the Purchasing Manager.
2. ALL PURCHASES F.O.B. DESTINATION DELIVERY ADDRESS UNLESS OTHERWISE SPECIFIED ON
PURCHASE ORDER.
3. Packing lists must accompany each shipment showing our order number,description,part number for each item and name
of"Deliver to" department.
4. Shipments must be identified as"Partial" or"Complete".
5. Material is subject to buyer's inspection and approval within a reasonable time after delivery; if specifications are not met
or if material is not approved,material may be returned at seller's expense.
6. Send invoice promptly for each partial or complete shipment,showing our order number.
7. Invoice each Purchase Order separately,in duplicate.
8. In connection with any prompt payment discount specified on this order,time will be computed from the date of complete
delivery of articles or services as specified; or from the date correct invoices are received in the Finance Department if the
latter date is later than the date of delivery. Payment is deemed to be made,for the purpose of earning the discount on the
date of mailing the city warrant or check.
9• C.O.D. Shipments will not be accepted.
10. Overshipments, unless specifically authorized by the Purchasing Manager will not be accepted.
11. Vendor shall supply all items, components, parts, processes, etc. as furnished and supplied as his "standard" article or
service and as so advertised,whether or not such items, components,parts,processes,etc.are specifically specified herein.
12. All articles or services furnished pursuant to this purchase order shall comply with all CAL-OSHA standards and
regulations and all applicable governmental laws and orders.
13. Ownership of all artwork, film, negatives, computer files, diskettes, CD Roms and other related media,whether supplied
by the City to Seller or produced for the City by the Seller for the fulfillment of this order,.shall be retained by the City.
Seller shall surrender all such materials to the City upon demand.
14. TERMINATION-City reserves the right to terminate its obligations under this order or any part hereof if any delivery is
not made within the time provided, or, if no time is specified,within a reasonable time, or if the material that is delivered
is not as specified. Such right shall be in addition to City's other legal rights, whether set forth in this order or not.
Acceptance of any part of the order shall not bind City to accept future services or shipments,nor deprive it of the right to
stop performance of existing services or return goods already accepted.
THE CITY OF SAN BERNARDINO WILL NOT BE RESPONSIBLE FOR ARTICLES OR SERVICES FURNISHED
OFFICIALS OR EMPLOYEES WITHOUT A PURCHASE ORDER SIGNED BY THE PURCHASING MANAGER
OR HIS AUTHORIZED REPRESENTATIVE.
In submitting a bid to a public purchasing body,the bidder offers and agrees that if the bid is accepted,it will assign to the
purchasing body all rights,title,and interest in and to all causes of action it may have under any applicable Federal or State
Laws arising from purchases of goods, materials,or services by the bidder for sale to the Purchasing body pursuant to the
bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the