HomeMy WebLinkAbout25-Information Services CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL AC 01GINAL
From: TOM MAREK, Subject:
I.S. DIRECTOR RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE
Dept: ADMIN/INFORMATION PURCHASE OF COPPERFIRE
SERVICES DIVISION REPORTING SOFTWARE WITH TIPS
ENHANCEMENT FOR THE SAN
Date: November 14, 2005 BERNARDINO POLICE DEPARTMENT.
M/CC Meeting Date: December 5, 2005
Synopsis of Previous Council Action:
5-16-2005 Resolution#2005-126, authorizing the police department to submit a COPS 2005
Technology Grant application.
Recommended Motion:
Adopt resolution.
Signature
Contact person: Tnm Marpk Phone: 384-5947
Supporting data attached: Staff Report Ward:
FUNDING REQUIREMENTS: Amount: $ 53,000.00
Source: (Acct. No.) 123-788-5702
(Acct. Descr) COPS FY 2005 Technology Grant
Finance:
Council Notes:
Agenda Item No.
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CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Staff Report
Subiec
Resolution of the City of San Bernardino authorizing the purchase of Copperfire reporting
software with TIPS (Tiburon Image Photo System) enhancement for the San Bernardino Police
Department.
Background
On May 16, 2005, the Mayor and Common Council authorized the police department to submit
an application for the COPS 2005 Technology grant (for FY 2005-06) and to administer the
grant in accordance with the grant expenditure plan. The COPS Office approved the grant
expenditure plan on September 15, 2005. Information Services and the police department are
moving forward with acquiring the approved technology.
Traditionally the Police Department has handwritten most crime and arrest reports using a
variety of preprinted blank forms. Automation now provides form templates that the officers can
fill in using computers and then print out. A drawback to both methods is that certain critical
information is replicated numerous times on various forms. This is very time consuming which
can lead to errors being made. The most significant of these errors would be a missing police
report filed under an incorrect case number
Copperfire by CompuDyne (formerly Tiburon Inc.) is stand-alone software that will further
automate the most extensively used forms. The Copperfire software is an integral part of and an
enhancement to the entire CompuDyne Records Management System (RMS) currently used by
the Police Department. The software allows police employees to enter key data one time and
then populates that data on all corresponding fields on associated reports being prepared by the
employee. This enhancement will help to reduce errors and save an estimated 3,000 hours of
employees' time for the 60,000 police reports (50,000 field reports + 10,000 desk reports)
completed annually.
CompuDyne is also offering the base TIPS Mugshot System as an enhancement. This software
will integrate with the existing Tiburon Corrections Management System (CMS). Currently,jail
personnel must enter data on an arrested person into three separate computer systems. This
cumbersome process causes errors and is an inefficient use of time. The TIPS software
integration allows the jailer to enter the information into two of the three computer systems at the
same time once, increasing accuracy and reducing processing time. This enhancement will help
reduce errors and save an estimated 880 hours of jailers' time for the 13,200 arrests processed
annually. The time saved will allow jailers to process incoming prisoners faster and complete
booking tasks now performed by field police officers. Both efficiency items will allow officers
to return to field duties more quickly.
CompuDyne Public Safety & Justice is the sole developer, seller, and distributor of both the
Copperfire reporting software and the TIPS software. Other vendors can not produce legal
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software for this licensed public safety software. Staff recommends that the City Council
approve a sole source purchase for this proprietary software pursuant to San Bernardino
Municipal Code Section 3.4.01083 (purchases approved by the Mayor and Common Council).
Financial Impact
The Copperfire software by CompuDyne with the TIPS enhancement will cost $53,000. This
purchase of the software will be covered by COPS 2005 Technology Grant funding, account
#123-788-5702. There will be no impact on the City's General Fund budget in FY 2005/06.
In FY 2005-06, IS budgeted $141,000 for software maintenance on the police department's
CompuDyne CAD/RMS/CMS systems. In FY 2006-07, software maintenance will increase by
$6,400 annually due to the Copperfire purchase.
Recommendation
Adopt resolution.
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RESOLUTION NO. O F
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3 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF COPPERFIRE REPORTING SOFTWARE WITH TIPS
4 ENHANCEMENT FOR THE SAN BERNARDINO POLICE DEPARTMENT.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
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7 SECTION 1. CompuDyne Public Safety & Justice of Fremont, California is a sole
8 source provider of both the Copperfire reporting software and TIPS software. That the Mayor
9 and Common Council authorize an exemption from the regular bid process in accordance with
10 Section 3.04.010, Section 13.3 of the San Bernardino Municipal Code.
11 SECTION 2. That the Mayor and Common Council authorize the Purchasing
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Manager to issue a purchase order for $53,000.00 to CompuDyne Public Safety & Justice for
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14 purchase of Copperfre and TIPS. The Purchase Order shall reference the number of this
15 resolution and shall read "Copperfire and TIPS software. Quote #EP-17133213. Not to exceed
16 $53,000.00."
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D-
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2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF COPPERFIRE REPORTING SOFTWARE WITH TIPS
3 ENHANCEMENT FOR THE SAN BERNARDINO POLICE DEPARTMENT.
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5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting thereof, held on
7 the day of , 2005, by the following vote, to wit:
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Council Members Ayes Nays Abstain Absent
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10 ESTRADA
11 LONGVILLE
12 McGINNIS
13 DERRY
14 KELLEY
15
JOHNSON
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McCAMMACK
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10 City Clerk
20 The foregoing resolution is hereby approved this day of 2005.
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22
Judith Valles, Mayor
23 City of San Bernardino
24 Approved as to form and legal content:
25 James F. Penman, City Attorney
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26 BY:
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public Me
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December 2, 2005
Mr. Michael Eckley
Public Safety Systems Manager
City of San Bernardino
300 North"D" Street`B"Bldg.
San Bernardino, CA 92418
Subject: Enhancement Proposal (EP)-171332B: Copperfire Phase I
Reference: Agreement for Extended Services between the City of San Bernardino and Tiburon Inc dated
July 1, 1995 (the "Agreement")
Dear Mr. Eckley:
CompuDyne -Public Safety and Justice, formerly known as Tiburon, is pleased to present the City of San
Bernardino with this Enhancement Proposal for Phase 1 of the CompuDyne Copperfire solution.
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Scope Description
® Provide software licenses, which will allow the City f San Bernardino to install the Copperfire server and
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client application on one(1)pilot server and eight(8) RMS workstations. In addition, CompuDyne will
provide the base TIPS application as an enhancement to Copperfire, at no additional charge. A description
of the TIPS application is attached hereto as Attachment"A"and incorporated herein by this reference.
Price Description
Enhancement Proposal firm fixed price:
Copperfire Phase I: $50,554
Sales Tax(7.75%): $2,446
Total: $53,000
The CompuDyne Annual Maintenance amount will increase by $6,400 annually effective the next
maintenance period. The $6,400 will be included with the annual maintenance invoice on July 1, 2006.
This amount may be subject to an annual increase in subsequent years not to exceed 5%.
CompuDyne Responsibilities
1) Assign Copperfire licenses as described under the heading "Scope Description."
Client Responsibilities
1) Install and test the Copperfire application on the workstations.
Mr. Michael Eckley, Public Safety Systems Manager
City of San Bernardino
Enhancement Proposal(EP)-17133213: Copperfire Phase I
October 7, 2005
Page 2 of 5
Completion Criteria
Complete upon assignment of the Copperfire licenses.
Terms and Conditions
1) Training services are not included in this Enhancement Proposal.
2) On-site time (or travel expenses)are not included in this Enhancement Proposal.
3) Documentation (i.e., user manuals, user guides, etc.) is not included in this Enhancement Proposal.
4) Hardware and third-party database sofhvare (SQL Server) are not included in this Enhancement
Proposal.
5) This fixed price Enhancement Proposal is valid unless modified by CompuDyne in writing prior to
Client acceptance of the Enhancement Proposal; otherwise,this Enhancement Proposal will expire on
December 31, 2005.
6) Except as described herein, all terms and conditions of the Agreement, referenced above remain
unchanged and in full force and effect. A copy of the Agreement is attached hereto as Attachment"B"
and incorporated herein by this reference.
7) Payment Schedule:
• 50% upon CompuDyne receipt of the signed acceptance of this Enhancement Proposal.
• 50%upon achievement of the completion criteria.
8) By the Client's acceptance of the Enhancement Proposal in the signature blocks provided below, the
Client is authorizing CompuDyne to proceed with the work described herein and confirms funding will
be obligated. Any requisite contractual documents required by the Client's purchasing procedures are
the responsibility of the Client.
Upon review and acceptance of this Enhancement Proposal, please sign below and return the signed copy
of the Enhancement Proposal to Margaret Kiser in CompuDyne's Fremont office. Or,you can fax a copy
of this letter to Margaret at 510.217.6466. if you have any questions or require further information, please
contact Kelli Erskine at 951.642.0279, at your convenience.
Sincerely,
D. Kenneth Peters
Vice President of Sales
cc: Kelli Erskine, Account Manager, Western Region
Attachment A: TIPS Description
Mr. Michael Eckley, Public Safety Systems Manager
City of San Bernardino
Enhancement Proposal(EP)-171332B: Copperfire Phase I
October 7,2005
Page 3 of 5
By this signature,the City of San Bernardino accepts EP-171332B:
Signature Date
Printed Name/Title
k Mr. Michael Eckley, Public Safety Systems Manager
City of San Bernardino
Enhancement Proposal(EP)-171332B: Copperfire Phase I
October 7, 2005
Page 4 of 5
Attachment A—TIPS Description
As a part of Copperfire Phase I, CompuDyne will provide the base TIPS application as an enhancement to
Copperfire.
The remainder of this Attachment describes the services to be provided,the responsibilities of both parties
and the terms and conditions that apply to the TIPS implementation.
Scope Description
Provide the following Tiburon Mugshot System configuration and services:
1) Provide one(1) WebTIPS server license.
2) Provide two(2)TIPS Capture Workstations licenses.
3) Provide one(1) WebTIPS Viewer Workstation license.
4) Provide standard connection to CMS to pre-fill standard fields.
5) Install and test the TIPS application software.
6) Convert legacy mugshot data. Note: the price included in this Enhancement Proposal for conversion is
an estimate only. Upon review of the City's data, CompuDyne can provide a fixed price amount for
conversion(if conversion is desired by the City).
7) Provide one(1) day of on-site application training.
CompuDyne Responsibilities
1) Assign TIPS licenses as described under the heading"Scope Description."
2) Provide services as described under the heading"Scope Description."
Client Responsibilities
1) Designate a person to be the principal point of contact for all technical questions and administrative
arrangements relating to this Enhancement Proposal.
2) Provide VPN access to CompuDyne technical personnel.
3) Provide TIPS equipment, according to CompuDyne's minimum specifications for TIPS equipment,to
operate the TIPS application.
4) Assign personnel to receive TIPS training and provide a facility for the training.
5) Test the application under CompuDyne's direction.
6) Assist CompuDyne in placing the application into production operation.
Mr. Michael Eckley, Public Safety Systems Manager
City of San Bernardino
Enhancement Proposal(EP)-171332B: Copperfire Phase I
October 7. 2005
Page 5 of 5
Completion Criteria
This work will be complete when the application is placed into the production environment.
Terms and Conditions
1) The work described above will be scheduled to commence at a mutually agreeable date after
Enhancement Proposal acceptance.
2) There is no hardware included in this Enhancement Proposal.
3) Mugshot access is to the CMS Booking Screen only. Other connections can be provided at additional
cost.
4) All other terms and conditions of EP-171332B Copperfire Phase I apply to the work delivered under
this Attachment A.
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