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RESOLUTION (ID#3067) DOC ID: 3067 C
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Jarrod Burguan M/CC Meeting Date: 04/21/2014
Prepared by: Susan Stevens,
Dept: Police Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Director of Administrative Services to Transfer Budgeted Funds from Account Number 001-
210-0049-5505 to Account Number 001-210-0049-5181 and Issue a Purchase Order to New
World Systems Corp in the Amount of$29,000 for Citizen Reporting Software. (#3067)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount:$224,800
Account No. 001-210-0049-5505
Account Description: Other Professional Services
Balance as of: 4/5/2014
Balance after approval of this item: $41,400
' Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
a Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None
Background:
In 2000, the Police Department purchased a citizen online reporting system from Coplogic, Inc.
The system allows the public to report certain crimes via the Internet. The system was originally
set up with an interface that transferred data entered by the public into the Police Department's
Records Management System. Data that is transferred to the Records Management System is
used for mandatory statistical reporting to the Federal Bureau of Investigation.
In December 2011, the Police Department's Records Management System was replaced. The
new Records Management System from New World Systems was not originally purchased with
the interface that transfers the citizen online reports to the Records Management System.
Without the automatic process, online reports are printed and scanned for retention. Data from
printed online reports is manually entered into the Records Management System and then routed
to the Detective Bureau for additional processing.
CopLogic's Online Reporting System generates an incredible savings in time and allows
agencies to better reallocate resources to proactively face crime trends and better meet the needs
of the community. By using this system, reports can be obtained without the need to dispatch
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5.K
3067
officers. Coplogic is designed to interface directly with the New World Records Management
10 System. This feature has not yet been connected due to the cost of purchasing the interface from
New World.
Our CopLogic system currently handles an average of 300 reports per month. The types of
reports that are taken online do not have leads to follow up on but require documentation
reporting to the FBI for tracking crime and are used by residents for insurance purposes.
Currently, data from these reports is being entered manually in the New World System. The
purchase of the CopLogic/New World interface would allow data from both systems to be
transferred digitally and would bring many benefits.
The first and foremost benefit would be the ability to accurately transmit data from CopLogic to
New World. This data is used to accurately track and report our Uniformed Crime Reporting
(UCR) statistics to the FBI. With our current capabilities, this transfer of data could take several
days to a couple of weeks because our current process requires us to print out each report and
manually enter the data into New World. This is very time consuming and prone to errors. With
the interface,the data would seamlessly be transferred without changes or errors.
Because of the time it takes to manually enter data, information is not immediately available for
tracking current crime trends within the City. Therefore, officers and investigators do not have
access to current crime data to address crime trends in a timely manner. By automating this
process, data would be available and usable immediately, allowing improved service to residents
and businesses within our City. In the future, we plan to expand the use of the CopLogic Online
'^ Reporting System to provide residents the ability to report additional types of crimes online at
their convenience.
The current year's cost for this upgrade will be $29,000. The first annual maintenance fee of
$4,800 will begin 90 days after installation, which will be budgeted and paid from the FY14/15
budget. See Exhibit"A" attached hereto.
Sufficient funds are budgeted in the Police Other Professional Services budget, but will need to
be transferred into the Other Operating Expenses G/L account. The available unspent budget in
account#001-210-0049-5505 is $70,400.
City Attorney Review:
Supporting Documents:
New World Systems Quote-Exhibit A (PDF)
reso 3067 (PDF)
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New World S,ystem2— Document#: 1572-14A1 A
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February 26,2014
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ADDITIONAL SOFTWARE LICENSE AGREEMENT E
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Mr.Jason Suarez a
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Senior IS Analyst
San Bernardino Police Department
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710 North D Street &
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Dear Mr.Suarez: y
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New World Systems is pleased to license you additional software per your request.
The attached forms(Exhibit AA and Proposal Summary dated 2/26/2014)are to be reviewed and approved 12
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by you and/or your authorized representative.They describe the additional software and services you have 0
requested along with the related fees. 3
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Other than for the purposes of internal review,we ask that you treat our fees as confidential information.This 0
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is due to the competitive nature of our business.
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The General Terms and Conditions from our original License Agreement are incorporated and continue to N
apply.Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer.
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We thank you for your continued business with New World Systems.We look forward to working on this
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project with you.
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ACKNOWLEDGED AND AGREED TO BY:
NEW WORLD SYSTEM CORPORATION SAN BERNARDINO POLICE DEPARTMENT,CA w
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(New World) (Customer) o
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Larry D.Leinweber,President Authorized Signature Title CD
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By:
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Date: Date: 3
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Each individual signing above represents that(s)he has the requisite authority to execute this
Agreement on behalf of the organization for which(s)he represents and that all the necessary as
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formalities have been met. s
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The"Effective Date"of this Agreement is the latter of the two dates in the above signature block.
PRICING VALID FOR 30 DAYS FROM DATE REFERENCED ABOVE.
Corporate:888 West Big Beaver Road,,Suite 600,Troy,Michigan 48084-4749248-269-1000 www.newworldsystems.com
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EXHIBIT AA
Aft TOTAL COST SUMMARY AND PAYMENT SCHEDULE
I. Total Costs Summary:Licensed Standard Software and Implementation Services
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DESCRIPTION OF COST COST
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A. LICENSED STANDARD SOFTWARE as further detailed in the Proposal Summary $24,000 E
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'i B. IMPLEMENTATION AND TRAINING SERVICES as further described in the Proposal Summary 5,000 rn
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ONETIME PROJECT COST: X29,000 V
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II. Payments for Licensed Standard Software and Implementation Services
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DESCRIPTION OF PAYMENT COST o
A. ONETIME PROJECT PAYMENT: 3
1. Amount due upon the Effective Date(100%) $29,000 Z
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ONE TIME PROJECT PAYMENT: $29-000
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Ill. Standard Software Maintenance Services $4,800 L)
Standard Software Maintenance Agreement (SSMA) fees for the software listed on the a
attached proposal will be added to Customer's current SSMA fees and will commence 90
days after delivery of the software; year one cost to be prorated to run concurrently with c
Customer's existing SSMA. Subsequent year SSMA fees for the above software will be
consistent with the SSMA agreement currently in effect. a
ALL PAYMENTS ARE DUE WITHIN FIFTEEN(15)DAYS FROM RECEIPT OF INVOICE
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NEW WORLD SYSTEMS'Aegis PUBLIC SAFETY SOFTWARE
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SAN BERNARDINO POLICE DEPARTMENT,CA
Proposal Summary
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A. STANDARD • • +-•
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ITEM DESCRIPTION INVESTMENT
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LAW ENFORCEMENT RECORDS N
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1• Aeais/MSP Third Partv LE Records Interface Software a _v
Citizen Reporting Interface 30,000 tM
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Supports CopLogic Q
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NEW WORLD STANDARD SOFTWARE LICENSE FEE $30,000 N
LESS DEMONSTRATION SITE DISCOUNT a (6,000) E
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J TOTAL SOFTWARE LICENSE FEE 7,8 24 000 C0
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IMPLEMENTATION B.
ITEM I DESCRIPTION JINVESTMENT 3
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1. Fixed Installation Service Fees(Remote): 5,000
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-Citizen Reporting Interface 5,000
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TOTAL IMPLEMENTATION SERVICES $5,000
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TOTAL ONE TIME COST 29 000
C. MAINTENANCE
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ITEM DESCRIPTION INVESTMENT Q
1. COMBINED STANDARD SOFTWARE MAINTENANCE AGREEMENT(SSMA)(Per Year Cost) w•
Annual SSMA to begin at the end of the warranty period;year one cost to be
prorated to run concurrently with Customer's existing SSMA. W
90-Day Warranty from Date of Delivery No Charge
Year 1 SSMA $4,800
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San Bernardino Police Dept.,CA Proposal Summary
NEW WORLD SYSTEMS'Aegis PUBLIC SAFETY SOFTWARE
1572-14A 1A 0226 Add Ctzn Rptg CONFIDENTIAL AND PROPRIETARY Page 3
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MSP ENDNOTES
' Personal Computers must meet the minimum hardware requirements for New World Systems'Aegis products.Microsoft m
Windows 718 or later is required for all client machines.Windows 200812012 Server and SQL Server 200812012 are required for
the Application and Database Server(s). r
2 New World Systems'Aegis product requires Microsoft Windows 200812012 Server and SQL Server 200812012 including required r-
ClientAccess Licenses(CALs)for applicable Microsoft products.Servers must meet minimum hardware requirements provided by E
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New World Systems. N
s New World Systems'Aegis product requires Microsoft Excel or Windows Search 4.0 for document searching functionality,• rj
Microsoft Word is required on the application server for report formatting. 2
4 New World recommends a 100 11000MB(GB)Ethernet network for the local area network. Wide area network requirements vary o
based on system configuration,New World will provide further consultation for this environment. o
5 Does not include any required 3rd party hardware or software unless specified in Section C of this proposal.Customer is U
responsible for any 3rd party support. .0
6 In consideration for this discount Customer agrees to serve as a reference site for this software. (n
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7 Prices assume that all software is licensed. N
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8 Licensed Software,and third parry software embedded therein,if any,will be delivered in a machine readable form to Customer U)
via an agreed upon network connection. Any taxes or fees imposed are the responsibility of the purchaser and will be remitted 12
when imposed. O
9 Travel and expenses are described in Section IIB of Exhibit AA. 3
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San Bernardino Police Dept.,CA Proposal Summary
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1572-14A 1A 0226 Add Ctzn Rptg CONFIDENTIAL AND PROPRIETARY Page 4
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NEI
I RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF sAr
3 BERNARDINO AUTHORIZING THE DIRECTOR OF ADMINISTRATIVE SERVICE'
TO TRANSFER BUDGETED FUNDS FROM ACCOUNT NUMBER 001-210-0049-550!
4 TO ACCOUNT NUMBER 001-210-0049-5181 AND ISSUE A PURCHASE ORDER TC
NEW WORLD SYSTEMS CORP IN THE AMOUNT OF $29,000 FOR CITIZET•
5 REPORTING SOFTWARE. t4
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6 NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL E
k 7 OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
8 SECTION I. That the Director of Administrative Services is hereby authorized and
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9 directed to transfer$29,000 from G/L account number 001-210-0049-5505 to account number o
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10 001-210-0049-5181.
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I 1 SECTION 2. That the Director of Administrative Services is hereby authorized and
12 directed to issue a Purchase Order to New World Systems Corp.y in the amount of$29,000
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utilizing account number 001-210-0049-5181. Pursuant to San Bernardino Municipal Code �
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3.04.101(b)(3), the Mayor and Common Council approve a selected source justification for this o
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purchase. o
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I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA]
2
BERNARDINO AUTHORIZING THE DIRECTOR OF ADMINISTRATIVE SERVICE
TO TRANSFER BUDGETED FUNDS FROM ACCOUNT NUMBER 001-210-0049-550
3 TO ACCOUNT NUMBER 001-210-0049-5181 AND ISSUE A PURCHASE ORDER T(
NEW WORLD SYSTEMS CORP IN THE AMOUNT OF $29,000 FOR CITIZEP
4 REPORTING SOFTWARE.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and d
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Common Council of the City of San Bernardino at a meeting thereof, d
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held on the day of , 2014, by the following vote,to wit: co
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COUNCILMEMBERS: AYES NAYS ABSTAIN ABSENT 0.
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MARQUEZ c
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BARRIOS 0
11 VALDIVIA n
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MULVIHILL
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Georgeann Hanna, City Clerk 2
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The foregoing Resolution is hereby approved this of a
18 ,2014. 1"
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19 R. Carey Davis,Mayor
City of San Bernardino
20 Approved as to form: o
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Gary D. Saenz, City Attorney
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23 By: `� r
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