HomeMy WebLinkAboutDocumentation_Regular_Tab 7B_5/16/1991 I ,I ''f. �
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VILLAGE OF TEQUESTA
:t ' q� ., Post Office Box 3273 • 357 Tequesta Drive
���,;`'1t Tequesta,Florida 33469-0273 • (407)575-6200
.'`,l. FAX: (407)575-6203
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MEMORANDUM: 4e rk
14
TO.: ' Village Council
FROM: Thomas G. Bradford, Village Manager /t'J 7
DATE: May 3, 1991
SUBJECT: Bid Award for Acquisition of Police Records
Management System; Agenda Item'
As you recall, the Village Council approved the allocation of
$15, 000 to upgrade the Police Records Management System during
FY 90/91. Bids for the same were prepared and opened on April
10, 1991 . Total package bids ranged from approximately $19, 700
to $63, 625. Bids were prepared in as fashion to allow the
Village to pick and choose those components of the Records
Management System which best serve the Tequesta Police
Department needs.
The three (3) components of the Records Management System are
the Records System, Computer-Aided Dispatch (CAD) and the
Operating System (Network) .
After reviewing all of the bids and the different components,
the Police Department has recommended selection of components to
comprise a total system which is used by over forty (40)
agencies in Florida and over three hundred (300) nationwide.
The total system price is $19,025. The System will greatly
enhance the quality, quantity and productivity associated with
the police records management process. See the attached memo
from Lt. Allison.
It is recommended that the Village Council authorize the
acquisition of the Police Records Management System in the
amount of $19, 025. In the event that the General Fund Budget
will need to be amended to accommodate the excess, cost of this
system over allocated funds, we will return to the "illage
Council at a later date to amend the budget accordingly.
TGB/Jmm
Recycled Paper
PROJECT NAME: Police Records Management System
BID OPENING: April 10, 1991
POLICE COMPUTER OPERATING
RECORDS AIDED SYSTEM TOTAL
BIDDER SYSTEM DISPATCH (NETWORK) BID
Florida Software & Data Systems no bid no bid $8,123.00 $8,123.00
Businessware no bid no bid $10,572.00 $10,572.00
(required software
not included)
Institute of Police Technology
and Management $11,000.00 $7,000.00 $7,375.00 $25,375.00
ME66 ASSOCIATES, INC. $16,575.00 $15,415.00 $31,634.67 $63,624.67
FASCORP, INC. $7,440.00 $5,500.00 $6,787.30 $19,727.30
Comprehensive Law Enforcement
Systems, Inc. $7,690.00 $6,625.00 no bid $14,315.00
The selected system is used by over forty (40 ) agencies in
Florida and over three hundred (300 ) nationwide . No other
vendor located in the research and bidding processes had a
user base this large .
Fascorp, Inc .
Computer Aided Dispatch software $5 ,000 .00
Records systems modules 2 ,690 .00
Installation and 3 days training 1 ,500 .00
Annual support contract 1 .000 .00
Total from Fascorp, Inc. $10, 190 .00
Florida Software and Data Systems
33 mhz 386 computer (includes) $3 ,676 . 00
4 MB RAM
VGA color display
5 .25" floppy drive
3 .50" floppy drive
345 MB hard drive
15-0 MB tape backup 1 , 425 .00
Computone smart serial board (8 user) 916 .00
Terminal Emulation Package (5 @ $195 .00) 975 .00
SCO Xenix operating system (software) 636 .00
Xenix - DOS transfer package 495 .00
Installation and one day training nc
Total from Florida Data Systems $8 , 123 .00
Data Access Corporation
Dataflex database software $712 .50
Total System Price $19,025.00
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:IA�E OFlEC
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MAY -2
9 1991s TO: Thomas Bradford, Village Manager / 8.A 1/ ns MANt,-„, `3
FROM: Lt. S . Allison �� 7/ OfCE �
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DATE: May 9, 1991
SUBJECT: Police Records System Bid
Sir,
Attached is a summary of the major features of each component of the
police records management system bid.
There are many other less noticeable, but equally important, improve-
ments . We will have professional support instead of the current
amateur (me) support. Since the proposed system is a mature, complete
system the "it would be nice to have" features are already developed.
This will remove programming responsibilities from me and allow me to
address other tasks which are part of my job description.
•
The, purchase of the proposed software and hardware will form an inte-
grated records system that will greatly enhance the department 's
records management. Quality, quantity, and accuracy of the data
stored will increase. Increased productivity will make the entire
package cost effective.
COMPUTER AIDED DISPATCH - (CAD)
The following are the major advantages of using the requested CAD
package versus the 'current manual system. The radio log is the true
picture of the department 's activity. Without automation officer
activity can not be accurately tracked . Much data gathered can not be
effectively used due to time involved in scanning manual radio logs
and trip sheets.
TIME RECORDING - Current records are manually kept with time
accurate to one minute. This allows an error factor of plus or minus
fifty-nine seconds on each time logged. (Response time calculations
can be in error as much as one minute and fifty-nine seconds . ) CAD
records time accurate to one second .
REPETITIVE DATA ENTRY - All data entered into CAD by the dis-
patcher while handling a call is automatically transferred to the
appropriate locations throughout the records system. This saves on
data entry time and increases data accuracy. (Names, addresses, and
other common data will be entered uniformly throughout the system. )
Entering a name on the dispatch screen, such as K Mart, will automati-
cally fill in other required information such as address, phone num-
ber, contact person's name and phone number . Entering a police code
will return the English translation. These are just a-few of the data
entry features of CAD which will speed dispatch time and efficiency.
OFFICER ? SAFETY - Special alerts will appear if an address is
entered where there are special hazards . (Hazardous materials, prior
high risk calls, etc. ) There are audible and visual alerts on officer
time-out. An alert sounds to notify the dispatcher to check on an
officer who has been on a call longer than the predetermined "safe
time" . This is useful when handling multiple calls or being distracted
by walk-in calls for service.
REPORTING CAPABILITY - The CAD system comes with eight (8) pre-
programmed reports . Most of these can not be generated with our
current system. Those that can be generated from our current system
are not totally accurate. Only calls where a report is completed is
in the current computer records . EXAMPLE - You want to know how much
time was spent on our Park, Walk, and Talk program last week . Using
our current system would require a labor intensive scan through the
radio logs for the week, manually copying the information and figuring
elapsed times. With CAD the operator would simply enter the proper
command for the search. The report would come back in less than a
minute in the format you requested - by officer, shift, street, etc.
The requested CAD package allows creating 'ad hoc' reports customized
to special requests.
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POLICE RECORDS SYSTEM
The requested software for the police records system is modular
in design. We purchase the modules we need now. As our needs change
in the future we can purchase additional modules. The six modules
included in the bid price are not just a replacement of our current
system. The data fields are similar but the program is more sophisti-
cated allowing better use of the captured data.
As noted, information from CAD is transferred to all the , appro-
priate modules so data is entered once. (Saves time during data entry
from police reports . ) One of the main features of this package is the
reporting capability. Each module comes with up to eight prepro-
grammed reports . Ad hoc reports can be created in each module to suit
individual requests for data.
A major feature of the package is the ability to generate Florida
Department of Law Enforcement approved uniform crime reports . (Only
two of the bids had this capability. ) Handwritten UCRs take. from four
to eight hours a month to complete, depending on criminal activity.
This module will generate the required report automatically from the
data files in less than two ( 2 ) minutes . Agencies submitting hand-
written forms report only fourteen ( 14) incident categories. Automat-
ed agencies report all crime thereby providing better comparison data.
The traffic citation file generates a Traffic Ticket Transmittal
form which must accompany all tickets to the clerk of the court 's
office. Approximately five ( 5) hours clerical time will be eliminated
each month with this module. (Tickets are required to be turned in
every five (5) days. )
The department currently does not have a computerized stolen
property file. All queries regarding stolen/recovered property
require a manual search through the property files. This module will
be an aid to investigation and will assist in speeding the process of
returning recovered property. EXAMPLE: Jupiter P.D. recovers an
assortment of stereo equipment which the defendant admits stealing in
the Jupiter-Tequesta area during the last six months . They want a list
of all such equipment stolen in Tequesta during the time period. This
would be a very time consuming task with the current system. Using
the property module the dispatcher could provide the list in seconds .
The preprogrammed reports in this module provide the data in the
formats most commonly requested.
The other modules capture essentially the same data as the cur-
rent system. The advantage of using these- modules is the increased
reporting capability and the fact that the software storing the data
meets an accepted state and national standard.
OPERATING SYSTEM AND NETWORK
This hardware - software combination allows access to the depart-
ment records from the six work areas in the department. The current
network software is obsolete. None of the records packages in the
returned bids will operate with the current network .
The current main computer ( file server ) would not be adequate
with the new proposed system. Three consultants advised that it would
be more cost effective to buy a new file server computer rather than
attempt to upgrade the current one. The proposed computer equipment
will provided a significant speed increase over the current system.
The, high storage capacity is required to accommodate the increased
data collection through CAD.
There is a request for a database program called Dataflex. The
CAD program and the records modules are written in a language called
Dataflex. In order for us to run these programs we must have the
Dataflex program installed in our file server . (Our current system is
written in the dBase language. dBase III+ is installed to use our
in-house generated system. )
Once installed, the network and operating system will be invisi-
ble. The only evidence of its existence will be the increased speed ,
of the complete package.
MEMORANDUM
TO: Thomas G. Bradford, Village Manager '�'� 41-
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FROM: Carl R. Roderick, Chief of Police C T' ,
DATE: 04-25-91
SUBJECT: Police Records Management System. •
Attached is an itemized list of the required items to implement a new
Police Records Management System for the department that was put
together by Lieutenant Allison. Also included is a brief outline of
the steps involved in making this decision
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PROBLEM
The Matarese report attacked the records management system
currently in use by the department . This in-house
developed system meets the needs of the department but will
always leave the department open for criticism. Consultants
or special interest groups will complain-that we are not
keeping the data they want in a format they can use .
SOLUTION
This problem can be solved by purchasing a commercial
police records management system and computer aided
dispatch package . One of the requirements for this
system would be a wide user base in Florida and
preferably nationwide . This would- give us a "state
of the art" records system with no grounds for criticism.
PROCEDURE
The- search for the right system involved ten (10 ) months of
research . This included attending a law enforcement
computer symposium, visits to other departments, vendor _
demonstrations, and recommendations by systems analysts who
visited the department . Finally, our specifications were
submitted to vendors for bidding in an attempt to get the
best system possible while remaining budget conscious .
BID RESULTS _
The bids were opened on April 10 , 1991 . These bids ranged
from a low of $19 , 700 .00 to a high of $63 ,600 .00 . The
structure of the bid request allowed the department to
"pick and choose" from the bids thereby selecting the best
parts of each bid . As a result this allows the purchase of
all the /items we need for less than the lowest bidder 's
package price . (NOTE: All total package bids were actually
joint company bids so the desirable feature of a sole source
vendor was not available . This enhances the "pick-and-
choose" option. )
PURCHASE RECOMMENDATIONS
Based on the research conducted I am requesting that the
Village authorize the purchase of the components for the new
police records management system from the vendors listed
below. The components selected will actually meet our needs
better than the $63 ,600 .00 system.
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A. COMPUTER-AIDED DISPATCH SYSTEM SOFTWARE SPECIFICATIONS
The software package must be menu-driven . have user Defined
screens , customizahle , fully relational database system
designed for law enforcement use , and be capable of working in
a multi -user , multi -tasking local area network environment and
must possess the following capabilities .
(CHECK)
YES NO
Y 1 . Allow for data entry and tracking of all calls
for service through the police department
dispatch center .
Y 2 . Include a location database accessible by name ,
address or phone number , that will automatically
on input generate location history and selected
data files .
3. Handle both traffic and non-traffic calls for
service.
4 . Allow for multiple dispatchers and/or call
takers .
5. Track calls for service by dispatcher .
Y 6. Display status of all active and holding calls.
Y 7 . Display current status of all units .
8 . User-defined time limits since last unit or call
contact.
9. Audible and visual alert on time-out situations.
10. Notification of prior calls at location.
11 . Automatic generation of times for any -action
taken during call .
Y 12. Time log is recorded and reported to the nearest
second. (One/sixty [ 1/60] of a minute. )
Y 13. Case numbers automatically
generated.
14. Unlimited narrative capability for each case
number .
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15 . Completed calls are automatically transferred to
records system.
Y 16 . Statistical response analysis by unit or
location for user specified time period .
Y 17 . User definable activity shift report for user
specific time periods .
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B . POLICE RECORDS MANAGEMENT SYSTEM SOFTWARE SPECIFICATIONS
, The software package must be menu-driven , have user defined
screens , customizable , fully relational data base , capable of
working with the selected CAD system, and consisting of the
following modules capable of working in a multi -user , multi -
tasking local area network environment :
(CHECK)
YES NO
Y Incident Files
Y Citation Files
Y Master Name File
Uniform Crime Report (FDLE approved)
Stolen Property File
Y Accident File
Y Parking Ticket File
Y Convert existing files from dBase III
*Customer must provide existing data in ASCII file
and provide layout` as well.
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