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Home My WebLink About19-Police Department --;jj : CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Lee Dean, Chief of Police Subject: Resolution of the City of San Bernardino Authorizing the Purchasing Manager to Issue a Purchase Order for $62,403 to Exigen Group Ltd, of Culver City, CA. Dept: Police Department OR/I'" q" ~L I; Iv.. i.M Date: February I, 2001 Synopsis of Previous Council Action 12-5-00 Resolution #2000-37 - Authorizing the obligation and expenditure of the awarded FY 00/01 Local Law Enforcement Block Grant funds, Recommended Motion: Adopt Resolution ~/ "k' WA ~SS~STANTCHIEFOFPOLICE Contact person: Captain Robert Curtis Phone: 384-5606 Supporting data attached: Yes Ward: All FUNDING REQUIREMENTS: Amount: $62,403 Source: Acct #123-581-5702 FY 00/01 LLEBG allocation Council Notes: @;~~~~ Agenda Item No.4- ~I ~OJ 0' _~"I CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution of the City of San Bernardino Authorizing the Purchasing Manager to Issue a Purchase Order for $62,403 to Exigen Group Ltd, of Culver City, CA, BACKGROUND The San Bernardino Police Department operates a document imaging system supplied by Exigen Group Ltd, of Culver City, CA, This system stores all documents associated with the Police Department's crime reports, traffic accident reports, traffic citations, and field interview cards. This electronic filing cabinet allows the Police Department to store vast amounts of data in a compact storage space and allows for almost immediate access to all documents from all of the department's facilities. There are over one million pages of paper stored in the system each year, Each page of material must be manually scanned into the system, This process requires the full-time attention of at least two employees to work 20 hours a day, seven days a week at an annual cost of $200,000, There is about a ten-hour delay between the time that a document is submitted for scanning and the time it is actually scanned into the document imaging system, FINDINGS Exigen Group Ltd, has an add-on module that allows a customer to bypass the manual scanning process, The module will allow the Police Department to automate the scanning process for at least 30% of the existing documents resulting in a recurring salary cost savings of $60,000 annually, This module directly imports documents created in Word for Window word processing software, A majority of the typewritten documents prepared by police employees are in this format, This means that documents typed by stenographers, police officers, and detectives can be instantly scanned into the document imaging system without the cost and delay associated with the manual scanning process, The import tool will also allow the Police Department to enhance the document imaging system by allowing the storage of digital pictures with text-based documents. T oelay, photographs are taken with cameras using traditional film, which is then developed, printed, and filed in large cabinets and retained for many years, These photographs can be scanned into the document imaging system and then retrieved and printed on color printers as needed, Additionally, the department has begun using digital cameras instead of traditional cameras to take pictures of blight, misdemeanor crimes, and traffic accidents, These pictures can also be scanned into document imaging, resulting in a rea.uring cost savings from buying less film and having less development and printing costs associated with traditional cameras. The Police Department's document imaging system is a proprietary software package owned by Exigen Group Ltd, and licensed to the City of San Bernardino, The import module is a custom . . Exigen Staff Report Page 2 application created by Exigen Group Ltd, and not available from other vendors. Stand-alone scanning products will not interface with this proprietary system, Because of this, the Police Department is requesting an exemption of the competitive bid requirement as authorized by Section 3.04,010(B)(3), FINANCIAL IMPACT The Police Department will be using a total of $62,403 derived from the FY 00/01 Local Law Enforcement Block Grant under Account #123-581-5702, There will be no impact on the City's general fund, RECOMMENDATION Adopt resolution. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 ('- 27 ,." (- ('- ,." 28 ~(Q)~W RESOLUTION NO, RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO ISSUE A PURCHASE ORDER FOR $62,403 TO EXIGEN GROUP LTD. OF CULVER CITY, CA. SECTION 1. That the Mayor and Common Council of the City of San Bernardino direct the Purchasing Manager to issue a purchase order to Exigen Group Ltd, of Culver City, CA in the amount of $62,403 for document imaging import software, SECTION 2: Authorization to issue the purchase order is rescinded if not executed within sixty (60) days following the passage of this resolution, III III III III - --- (.-- ('- ,- (: 26 27 28 1 2 3 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO ISSUE A PURCHASE ORDER FOR $62,403 TO EXIGEN GROUP LTD. OF CULVER CITY, CA. 4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a meeting thereof, held on 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 the day of ,2001, by the following vote, to wit: Council Members Aves Navs Abstain Absent ESTRADA LIEN McGINNIS SCHNETZ SUAREZ ANDERSON McCAMMACK City Clerk The foregoing resolution is hereby approved this _ day of ,2001. Judith Valles, Mayor City of San Bernardino 23 Approved as to form and legal content: 24 James~. Penman, City Attorney 25 BY: t16/1?"'''' 7 _ ~~ U - ",' , ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 2 -20-0 \ Item # \ 9 Resolution # Vote: Ayes \-'1 Nays e- Abstain.e-- Change to motion to amend original documents: "'2..001- 39 Absent -e- Reso. # On Attachments: ---===-- Contract term: NullNoid After: 4 - 23-0 \ Note on Resolution of Attachment stored separately: ---==-- Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Date: See Attached: -=- Date Sent to Mayor: 'L.-2\-O \ Date of Mayor's Signature: 2- 2.2-0 \ Date ofClerk/CDC Signature: 2cc3-0, Reso. Log Updated: Seal Impressed: ./ /' Date Memo/Letter Sent for Signature: 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: See Attached: -.::... Date Returned: See Attached: -=- See Attached: -= Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234, 655, 92-389): Yes ./' No By Yes No ./ By Yes No -L By Yes No V By Yes No 7 By Copies Distributed to: City Attorney ,/ Parks & Rec. Code Compliance Dev. Services Police "" Public Services Water EDA Finance ,/ MIS Others: Notes: BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.) Ready to File: ~ Date: .;;)-;7.":0\