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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Janis Ingels
I.S. DIRECTOR
Subject: RESOLUTION OF THE CITY
OF SAN BERNARDINO
AUTHORIZING THE PURCHASE OF
Dept: ADMINIINFORMATIO~ ,r . ,- .' , .~, OMPUTERlZED SHELTER
SERVICES IJ I ,',1' NAGEMENT SYSTEM FOR THE
· l ", · · .1 IMAL CONTROL DIVISION.
Date: August 19,2002
MlCC Meeting Date:
09/09/2002
Synopsis of Previous Council Action:
Recommended Motion:
2. Authorize the Director of Finance to amend the
FY 02-03 IS and Animal Control budgets as
necessary to record this action as outlined in the
staff report.
Signature
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1. Adopt resolution.
Contact person:
Tanhz Tngp.ll:!
Phone: 384-"'Q47
Supporting data attached: Staff ReDort
Ward:
FUNDING REQUIREMENTS: Amount:
$ 91,337.07
Source:
(Ace!. No.)
679-251-5702
(Acct DescriDtion) IS Fund
Finance: ~~d/#a~
Council Notes:
'i2~~'dCo~-dq~
Agenda Item No.
#;;'0
9/9/02-.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution of the City of San Bernardino authorizing the purchase of a computerized shelter
management system for the automation of Animal Control Division operations.
Backl!round:
Animal Control operations are presently paper-driven and predominantly manual, Limited
automation is provided by a seventeen (17) year old animal licensing system, and a basic citation
system created by the City Information Services Division. Upgrades and support for the
licensing system have not been available from the vendor for more than fifteen (15) years, and
the software does not meet the Division's needs. Other operational functions of Animal Control
are not automated.
The lack of automation has had significant impact on the Division's operations and presents
many problems including:
. Ineffective tracking of citizen complaints and the inability to record and recall history for a
complaint location
. Ineffective dispatching of officers in the field resulting in delays and excess driving
. Storage of large volumes of paper forms and documents
. Inefficient customer service and the inability to effectively handle over 60,000 calls and
18,000 animals received per year
. Poor accounting of billing, receiving and inventory
Over the past two years, the Animal Control Division and Information Services have researched
automation solutions. Initial attempts to use consultants specializing in shelter systems to
develop a custom system were unsuccessful. It was determined that a comprehensive "off-the-
shelf' system including vendor upgrades and support would best serve the shelter's needs. After
researching several systems, meeting with system vendors, surveying other shelters, and
conducting site visits; it was determined that HLP's Chameleon/CMS system would best suit the
needs of the Animal Control Division. HLP is the industry leader in shelter automation systems.
Inland Empire agencies that use the system include the City of Moreno Valley and County of
Riverside. This system is proprietary and cannot be provided by any local vendors.
Benefits of implementing the Chameleon system would include:
. Automated licensing, citations, kennel inventory, financial transactions, animal history,
dispatching, complaint and location history
..
. A centralized database of information that aids in improving customer service and shelter
operation tracking and auditing; and facilitates ad-hoc reporting and analysis to identify
"trouble spots"
. Reduction in the number of paper forms required and reduced storage space requirements
Financial ImDact:
The initial cost to implement the system is $91,337.07. This includes the Chameleon software,
training for staff, conversion of data from the existing licensing and citation systems, minor
customizations, and the necessary hardware. The Information Services (IS) Fund will initially
pay for this purchase but will be reimbursed from the Animal Control Fund over a three year
period beginning in FY 02-03.
On August 5, 2002, the Council approved a new three-year contract with Lorna Linda to provide
them Animal Control services. Part of this contract included $35,000 per year toward a new
computer system for Animal Control. Based on this, the Animal Control Fund will reimburse
the IS Fund as follows: FY 02-03 $35,000; FY 03-04 $35,000; FY 04-05 $21,337.07.
Based on the above, it is recommended that the Finance Director be authorized to amend the FY
02-03 IS and Animal Control budgets as necessary to record this action.
Ongoing annual software licensing, maintenance and support fees of $13,447.20 will be funded
by Animal Control beginning in FY 03-04.
Recommendations:
1. Adopt resolution.
2. Authorize the Director of Finance to amend the FY 02-03 IS and Animal Control budgets as
necessary to record this action as outlined in the staff report.
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RESOLlJ~~d?\f/
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASE OF A
COMPUTERIZED SHELTER MANAGEMENT SYSTEM FOR THE ANIMAL
CONTROL DIVISION.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION I: That HLP, Inc. IS the sole source for purchase and
implementation of the Chameleon/CMS shelter management system. Pursuant to this
determination, the Purchasing Manager is hereby authorized to issue a Purchase Order
to HLP, Inc. in an amount not to exceed $91,337.07 for the purchase and
implementation of the Chameleon/CMS shelter management system.
SECTION 2: The authorization to execute the above referenced agree-
ment order is rescinded ifit is not executed within ninety (90) days of the passage
of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE PURCHASE OF A COMPUTERIZED
SHELTER MANAGEMENT SYSTEM FOR THE ANIMAL CONTROL DIVISION.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by
The Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
day of
, 2002, by the
following vote, to wit:
Council Members
Aves
Navs
Abstain
Absent
ESTRADA
LIEN
McGINNIS
DERRY
SUAREZ
ANDERSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2002.
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
James F. Perunan, City Attorney
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BY. -, ..."',~..:..----
. ...........-..._ '1' ,
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First Year Implementation and Support
S stem Software:
ate C stal Re arts Professional
all Windows 2000 Server OIS
all SaL Server 2000 Standard Ed~ion Sin Ie Processor
here Communication Access remote su art
Units Price Per Unit
2 $500.00
1 $1 200.00
1 $4 200.00
1 $100.00
Total
$1,000.00
$1 200.00
$4,200.00
$100.00
$6,500.00
Total with Tax
$1 On50
$1,293.00
$4 525.50 Part No. 228-00975
$107.75
$7,003.75 Total
Chameleon Products: Olv Units Price Per Unit Total Total with Tax
Chameleon/CMS Software License (1 manual- cooies allowedl 1 $9800.00 $9800.00 $10,559.50
Chameleon Public Access License ($9800 fee waived) 1 $0.00 $0.00 $0.00
ChamCam Plus imaninl"l nackane 'includes web cameral 1 $150.00 $150.00 $161.63
PaWWW kiosk oackaoe ~h PC and 15" touchoanel 1 $2700.00 $2,700.00 $2,909.25
$12,650.00
$13,530.38 Total
Chameleon Sunnort & Maintenance: atv Units Price Per Unit Total with Tax
Server 1 $960.00 $960.00 $1 034.40 -
Workstations tincludina 1 license for Fontana's use' 10 $960.00 $9,600.00 $10,344.00 -
Public Access annual fee . ChamCam 1 $960.00 $960.00 $1 034.40 -
Publtc Access annual fee - PaVWNII 1 $960.00 $960.00 $1 034.40 -.
$13,447.20 Total-
Hardware: Qb Units Price Per Unit Total Total with Tax
Triaod for web camera 1 $150.00 $150.00 $161.63
PC workstations tDeSktOD unarade nroiect to nrovide 4 morel 5 $1,200.00 $6,000.00 $6 465.00 Dell
Server lOatabase server\ 1 $7,468.21 $7,468.21 $8 068.55 Dell
Sw~ch 116=iiOrtl 1 $800.00 $800.00 $682.00
Barcode Reader 1 $1 000.00 $1 000.00 $1,077.50
Electronic Cash Drawer (to be built.in to counters) 4 $0.00 $0.00 as small as nossible
Printer 1 $4,459.00 $4,459.00 $4,604.57 HP 9000dn
$19,897.21
Units Price Per Unit
5 da s $600.00 $3,000.00
5 da s $600.00 $3,000.00
a Units Price Per Unit
20 da s $600.00 $12,000.00
Units Price Per Unit
7 da s $800.00 $5,600.00
a Units Price Per Unit
1 $5,000.00 $5,000.00
Customization:
e..mail ints ration with Chameleon estimate
$21,439.24 Total
Total with Tax
$3,232.50
$3 232.50
$6,465.00 Total
Total with Tax
$12930.00
$12,930.00 Total (Fixed)
Com uter Services
Onsite Software Trainin & Tunin :
Fontana VPN:
Fontana hardware and software for VPN
Subtotal
Contingency Funds
Grand Total for First Year
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Total with Tax
$6,034.00
$6,034.00 Total
Total with Tax
$5.387.50
$5,387.50 Total
$86,337.07
$5,000.00
$91,337.07
- Recurring Costs
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Recurring Annual Costs After 1st Year
UDDOr! & Maintenance: Qtv Units Price Per Unit Total/No Tax
Server 1 $960.00 $960.00 $1.034.40
Workstations (includino 1 license for Fontana's use) 10 $960.00 $9,600.00 $10,344.00
Public Access annual fee - ChamCam 1 $960.00 $960.00 $1,034.40
Public Access annual fee - PaWWW 1 $960.00 $960.00 $1,034.40
$13,447.20 Total
Annual Costs After First Year
$13,447.20
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LANGUAGE TO BE INCLUDED ON THE PURCHASE ORDER FOR AGENDA ITEM #20.
Computerized shelter management system as described in Resolution 2002-_ dated September
9,2002. By this reference, such Resolution is incorporated herein.
(Vendor, delivery location, accounts and amounts would also be listed)
g~~~;;1,h~~O:=s ':.tll: 9/9 If) ~._"~
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re Agenda em ;;; 0
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Clt, Clllt/CDC Se~
Cit, of San Blmardllt"
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 9 - 'j' -02. Item #
Vote: Ayes /-,'\ Nays --e-
Change to motion to amend original documents: ,/
'20 Resolution # ?()02-7.C8
Abstain --B- Absent &-
Reso. # On Attachments: ===-- Contract term: -
Note on Resolution of Attachment stored separately:-=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTV
Date Sent to Mayor:
<{-I \-02.-
Date of Mayor's Signature: q-\ ';)-0?
Date ofClerk/CDC Signature: <.(-\3-0?-
te Memo/Letter Sent for Signature:
60 Day Reminder e e h day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated ClTV Personnel Folders (64\3, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234,655,92-389):
Copies Distributed to:
City Attorney ,/'
Parks & Rec.
Code Compliance Dev. Services
Police Public Services Water
Notes:
NulINoid Afterq 0 OAt.) Ild-9 -0;)
I
By: -
Reso. Log Updated:
Seal Impressed:
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Date Returned: ---.
Ves-L- No By
Ves No...L..... By
Ves No ~ By
Ves No ....L.- By
Ves No~ B
EDA
Finance ./
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MIS
Others:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
VEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: JlJL.. Date: <.(1 n I O:J
Revised 01/\2/0 1