HomeMy WebLinkAboutDocumentation_Regular_Tab 16_02/16/2006 VILLAGE OF TEQUESTA
MEETING AGENDA ROUTING SHEET
MEETING DATE: February 16, 2006
REQUESTED ACTION: Approve police department purchase of phase 2 of
records management system upgrade.
RESOLUTION OR ORDiNANCE NUMBER:
ORIGINATING DEPARTMENT: Police Department
DEPARTMENT HEAD APPROVAL �i.�U---� ��,-�
FUNDING SOURCE: 2005/2006 BUDGET
ACCOUNT NUMBER: 001-172 664-601
CURRENT BUDGETED AMOUNT AVAILABLE: $ 41,000.00
AMOUNT OF THIS ITEM: $ 40,995.00
BUDCETED: $41,000.00
BUDGET TRANSFER REQUIRED: Not Required
APPROPRIATE FUND BALANCE: Not Required
SUMMARY: The poli�e department will eomple�e the upgrade of its records
management system with the purchase of these modules. This new version of our
software will provide reports on State approved forms, increased search capabilities, and
most important, digital security which will prevent alteration of records.
This is considered sole source since it is a version upgrade of our current system.
Piggyback Contract Name and number:
Or
Competitive Bid for anything over $10,000-Attach 3 Bids
APPROVALS: ,_� -- � �
�
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FINANCE DIRECTER � � � � �--'
VILLAGE MANAGER �i'� - -" ?�-' �
VILLAGE ATTORNEY (if Needed) Yes No
�
Memorandum
TO: Michael Couzzo, Village Manager
FROM: Stephen J. Allison, Chief of Po{ice,�-
Subject: Agenda Item — Records System Soflware Upgrade
Date: January 30, 2006
Attached for your consideration is a Council agenda item that ! would like to
present to Council for approval at the February meeting.
Last fiscal year the police department completed Phase I of updating our records
management software to the current version. That upgrade replaced the core
part of the system.
Phase 11 of the upgrade, budgeted at $41,OOO.QO, repl�ces peripheraf modules.
The benefits ofi this upgrade include printing reports in the format used for
standardized State forms, increased search capabifities, and mos# important —
digita! security for poiiee reports.
For support purposes, it is critical that we do not !et our system get older than two
versions. USA Software offers the most cost effective software packages for law
enforcement. It is the most popular police software in Florida and perhaps the
southeast region of the US.
RESOLUTION NO. 56- 05/06
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA,
APPROVING A PROPOSAL FROM USA SOFTWARE, INC., OF
COOPER CITY, FLORIDA, FOR POLICE RECORDS
MANAGEMENT SOFTWARE UPGRADE IN THE AMOUNT OF
$40,995.00.00, HAVING A FY 2005/2006 GENERAL FUND
POLICE DEPARTMENT BUDGET ALLOCATION OF $�1,000.00
IN ACCOUNT 001-172-664.601 AND AUTHORIZING THE
VILLAGL MANAGER TO EXECUTL TSE APPLICABLE
CONTRACT ON BEHALF OF TAE VILLAGE.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF
THE VILLAGE OF TEQUESTA, PAT.�! BEACS COUNTY, FLORIDA, AS
FOLLOWS:
Section 1. The police records management software
upgrade proposal from USA Software,Inc., of Cooper City,
F�orida, in the amount of $�0,995.00, attached hereto as
Exhibit "A" and incorporated by reference as a part of
this resolution, is hereby approved and the Villags
Manager is authorized to execute the same on behalf of the
Village of Tequesta.
THE FOREGOING RESOLUTTON WAS OF �'RED BY Council member
, who moved its adoption. The
motion was seconded by Council member
, and upon being put to vote,
the vote was as follows:
FOR ADOPTION AGAINST ADOPTION
The Mayor thereupon declared the Resolution duly passed
and adopted this 16 day of February, A.D., 2006.
MAYOR OF TEQUESTA
Jim Humpage
ATTEST:
Gwen Carlisle
Village Clerk
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"` ""° USA Soffl�vare. inc. 9900 Stirling Road Suite 301, Cooper City,Florida 33024
� " Phone 954.436.3911 Fax 954.431.2641 WEB www.usa-software.com
1 Agency Tequesta Police Department Attention: Chief Steve Aliison
Address Post Ofhce Box 3273 Fhone: 561-575-6210
City Tequesta, Ftorida 33469 Date: 11/28/2005
Proposal #: TPD-16
CrimeFile 2000 Information Management System
eForms
# Product # QTY Description Cost Total
CrimeFile 2000
1 6 1 Accident Reporting (FL) $ 1,200.00 $ 1,200.00
2 14 1 Case Management Tracking $ 650.00 $ 65�.00
3 ISYS-3 1 USA Text Search Engine Three (3) User $ 1,600.00 $ 1,600.00
Sub Total $ 3,450.00
Mobi(eFite 2000 eForms
4 98 21 eForms Incident and F.I. Card Reporting $ 600.00 $ 12,600.00
5 99 21 eForms Accident Reporting $ 400.00 $ 8,400.00
6 100 21 eForms Arrest Reporting $ 250.00 $ 5,250.00
7 ApvSig 21 eSign Digital Signature $ 200.00 $ 4,200.00
8 APVPad 1 eSign Signature Pad $ 95.00 $ 95.00
Sub Total $ 30,545.00
PROFESSIONAL SERVECES
9 43 3 Training Days on Customer Site $ 800.00 $ 2,400.00
10 Doc 1 Documentation $ 900.00 $ 900.00
11 41 1 System Configuration $ 1,000.00 $ 1,000.00
12 41 1 Text Search Engine System Configuration $ 200.00 $ ZOO.QO
13 47 1 Trave4 and Lodging Expenses $ 1,000.00 $ 1,000.00
USA Software Project Management including
14 85 1 System and Acceptance Plan (ATP) $ 1,500.00 $ 1,500.00
Sub Total $ 7,000.00
ANNUAL SOFTWARE SUPPORT AND MA{NTENANCE
15 40 1 Rnnual Software Support Agreement $ 4,589.33
For Jan - Sept 2006. See Note Sub Total $ -4,�
Project Total $ 45,584.33 y 4 9�S v=
Payment Terms arrd Conclitions
1) 50% down with orcter, 45% ort ir��latiart ar�d net an Acceptance Test PEan (ATP) completion
Annual Software Suppc�rt t�tfn�atiort
1) This amount is pro-rafed for Jannary thrQU� September 2(lU6_ The new annual soflware amount
for the following 6scal year �itl be ; 9,026.10
1 11/28t2005