HomeMy WebLinkAboutAgenda Report - May 19, 1999 E-07AGENDA TITLE: Purchase of Records Management System for the Police Department
(360,000.)
DATE: May 5, 1999
PREPARED BY: LARRY D. HANSEN, CHIEF OF POLICE
RECOMMENDED ACTION: That the City Council adopt the attached resolution authorizing
the purchase and installation of the Police Department's
Integrated Records Management System (RMS) and associated
hardware and software from Data 911 in the amount of
approximately $222,000. The remaining $138,000 will be used to purchase associated computer
hardware within the Police Department. These purchases will be accomplished through the
normal procurement procedures. The costs will not exceed the $360,000 previously awarded
under the Federal COPS MORE Grant.
BACKGROUND INFORMATION: In June of 1998, the Lodi Police Department applied for an
Integrated Records Management System (RMS) Grant.
The federal grant awarded was for $270,000 with a local
match of $90,000, bringing the grant total to $360,000.
The $90,000 local match will be made using funds obtained through the State Citizens Option for
Public Safety Grant — A133229. The entire project cost will be accomplished by using Federal and
State grant monies.
We are requesting that the City Council authorize the sole source vendor of Data 911 for our
Records Management System (RMS). Data 911 is currently the vendor for our recently installed
Mobile Data Computers (MDC's) and Computed Aided Dispatch (CAD) systems. It is critical that
the three systems fully integrate for migration of information between MDCs, CAD, and RMS.
Data 911 has proven effective and reliable in providing necessary computer hardware and
software to meet our computer needs. The continuation of service with Data 911 will negate the
time, and expense, necessary for another vendor to fully understand and conduct engineering
studies on our existing system to complete the project by January 1, 2000. In order to complete
Y2 -K planning within the Police Department and provide optimal service to the citizens and
agency we feel this is the best course of action.
We have applied to the U. S. Department of Justice — Community Oriented Policing Office under
the terms and conditions of the grant award for permission for noncompetitive procurement. The
request letter and authorization reply is attached.
H. Nxon Flynn -- 4fity Manager
Council Communication
Purchase of Records Management System
May 5, 1999
Page 2
FUNDING: Funding has been obtained under the Community Oriented Policing — Making Officer
Redeployment Effective (COPS — MORE) Federal Grant of $270,000 and the
Citizens Option for Public Safety (COPS) State Grant of $90,000.
Stan Helmle
Information Systems Coordinator
cc: City Attorney
Vicky McAthfe
Finance Director
arty D. Ylansen
Chief of Police
LODI POLICE DEPARTMENT
Larry D. Hansen 230 West Elm Street
Chief of Police Lodi, California 95240
(209)333-6727
March 3, 1999
COPS MORE `98 Control Desk Reference: Lodi, City of
Office of Community Oriented Policing Services (COPS) Grant #1999CMWX2080
1100 Vermont Avenue NW, 3rd Floor ORI #CA03902
Washington, DC 20530 Vendor #946000361
RE: NONCOMPETITIVE PROCUREMENT
To Whom it May Concern,
The City of Lodi Police Department has been advised that we have been funded for a
COPS MORE 98 grant program for the purchase of a new Records Management System.
The Police Department received a $500,000 grant from the COPS MORE 95 program to
purchase a new mobile data computer system Through a competitive process, the Police
Department selected Data 911 as the equipment vendor. Installation of the Data 911
MDC system has been completed. Presently, the Police Department is in the testing phase
for the report writing component of the system.
Following the COPS MORE 95 award, the Police Department purchased a Data 911 CAD
system for $120,000 to complement the Data 911 MDCs. The sole source purchase,
which was authorized by the Lodi City Council, was made using city funds.
In purchasing the new Records Management System (RMS), the Police Depw1ment
would lice authorization to identify Data 911 as the sole source vendor. Data 911 is
already the current vendor of the Department's Mobile Data Computer (MDC) and
Computer Aided Dispatch (CAD) system. The integrity of MDC and CAD records must
be maintained as they are linked to new Records Management System.
The new RMS, when installed, must integrate into the Police Department's current MDC
and CAD technology. By purchasing a RMS provided by Data 911, the Police
Department is assured that the new RMS software and hardware will be compatible to
those of the existing Data 911 MDC and CAD systems.
The Police Department must obtain a sole source approval from the Lodi City Council for
this purchase. Since the Police Department already has been through this process with the
City Council for the purchase of the CAD system, we do not foresee any barriers to
receiving City Council approval for a sole source purchase of a Data 911 RMS.
This contractor (Data 911) has demonstrated an expertise of our existing system(s) and
provides responsive service that makes it critical to maintain the systems integration plan
we have in place. We are also working diligently to solve Y2 -K issues we have with our
existing RMS. Obtaining bids or another vendor at this point would delay that process
and negatively impact our service delivery.
We declare that having Data 911 as our sole source for MDC, CAD and RMS will be in
the best interest for the Lodi Police Department. We thank you for your attention to this
matter. If you should have any questions, please do not hesitate to call me at (209) 333-
6726.
Sincerely,
Larry D. Hansen
Chief of Police
by:
Cap Jerry YAdams
Commander,
Operations Division
JJA:mm
cc: Lt Manetti
Hidi Custer, COPS Grant Advisor
OfjSce of the Deputy Director
1100 Vermont Avenue, NW
Washington, D.C. 20530
U.S. Department of Justice
Office of Community Oriented Policing Services
APR f 2 [-Q%
Captain Jerry J. Adams
Lodi Police Department
230 West Elm Street
Lodi, CA 95240
Re: COPS MORE Grant # 1999CMWX2080
Dear Captain Adams:
The Office of Community Oriented Policing Services ("COPS Office") has
received your Sole Source Justification documentation. Our Legal Division has
reviewed the material and advises that your justification is acceptable and in accordance
with Grant Condition number one. Please proceed with your project and do not
hesitate to contact the COPS Office should you have any questions.
Thank you for your cooperation.
Sincerely,
erY —
amin B. R
Director
cc: Ada Gonzales, Office of the Comptroller
Brian Guay, Grant Advisor
Operations
RESOLUTION NO. 99-75
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE PURCHASE
AND INSTALLATION OF AN INTEGRATED RECORDS MANAGEMENT SYSTEM
(RMS) AND RELATED INFRASTRUCTURE FOR THE LODI POLICE
DEPARTMENT
WHEREAS, Lodi Municipal Code §3.20.070 authorizes dispensing with bids for purchase of
supplies, services or equipment when it is in the best interest of the City to do so; and
WHEREAS, the Police Department was recently awarded $270,000 from the Federal Crime Bill
Grant (COPS -MORE 98) and $90,000 from the State Citizens Option For Public Safety Grant (COPS),
for the purchase of an integrated Records Management System (RMS), and related infrastructure; and
WHEREAS, the Police Department has recently installed a completely integrated Mobile Data
Computer (MDC) System in all patrol vehicles and a Computer Aided Dispatch (CAD) system in dispatch
after considerable departmental research; and
WHEREAS, the company chosen by the Police Department to install the MDC and CAD systems
was DATA 911. Due to the complexity of integrating MDC, CAD, and RMS and insuring timely Y2 -K
compliance for all police records, DATA 911 was recommended to be the records management vendor
for RMS installation; and
WHEREAS, DATA 911 would complete necessary records management computer software,
licensing, testing, and associated hardware; and
WHEREAS, the Police Department would coordinate with the Purchasing Department to procure
additional computer hardware under normal procurement procedures to fully implement the integrated
system.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lodi hereby
approves the sole -source purchase and installation of the Police Department's RMS from DATA 911 in
the amount of approximately $222,000.00; and
BE IT FURTHER RESOLVED, that the City Council hereby approves the completion of the RMS
project provided that the costs for the RMS and additional computer hardware do not exceed grant funds
of $360,000.00 previously awarded to the City.
Date: May 19, 1999
I hereby certify that Resolution No. 99-75 was passed and adopted by the Lodi City Council in a
regular meeting held May 19, 1999 by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Mann, Nakanishi, Pennino and Land
(Mayor)
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
ce M. imche
'ty Clerk
99-75