5CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER - OFFICE MEMORANDUM
To: The Honorable Mayor and Members of the City Commission
From: Hector Mirabile, Ph.D, City Manager
Date: November 17, 2010 (/ Agenda Item #
South Miami
p9•NaericaCn
1
2001
Subject: A Resolution of the Mayor and City Commission of the City of South Miami, Florida,
authorizing the City Manager to purchase mapping software from USA Software Inc.
for a total cost of $15,000.00 to be paid at $5,000.00 per year for three years and
charged to account number 608 - 1910 -521 -3450 (State Forfeiture Contractual
Services), providing for an effective date.
Background: Currently police officers respond to calls for services without a clear understanding of
the previous calls related to the specific address. This lack of intelligence places the
police officers at high risk. USA Software, Inc. provides a Mapping software that will
provide a history of past events to a given address or location within the city and the
additional information provided to our police officers, by the Mapping software, will
increase officer safety and service to the public.
Cost: $15,000.00 paid in three payments of $5,000.00 over a three year period.
Funding Source: Funds are budgeted in account number 608 - 1910 - 521 -3450 with a balance of
$31,500. subject to approval of the budget transfer in items # 11.
Backup Documentation:
Proposed Resolution
Copies of Agreement
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RESOLUTION NO.
A Resolution of the Mayor and City Commission of the City of South Miami, Florida,
authorizing the City Manager to purchase mapping software from USA Software Inc. for a
total cost of $15,000.00 to be paid at $5,000.00 per year for three years and charged to account
number 608 - 1910 -521 -3450 (State Forfeiture Contractual Services), providing for an effective
date.
WHEREAS, USA Software, Inc. is the manufacturer and supplier of the Police
Department's Computer Software programs; and
WHEREAS, USA Software, Inc. provides a Mapping software that will provide a history of
past events to a given address or location within the city; and
WHEREAS, the additional information provided to our police officers by the Mapping
software will increase officer safety and service to the public, and
WHEREAS, the funding will come from account number 608 - 1910 -521 -3450 State
Forfeiture Contractual Services for a total cost of $15,000.00 paid in three payments of $5,000.00
over a three year period.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1: The City Manager be, and hereby is authorized to issue three payments of $5,000.00
to be paid over a three year period to USA Software Inc. and charged to account number 608 -1910-
521 -3450 ( State Forfeiture Contractual Services), with a current balance of 0.
Section 2: That this resolution shall effect immediately upon approval.
PASSED AND ADOPTED this day of December, 2010.
1:111 I-I NY A
CITY CLERK
Read and approved as to form and sufficiency:
CITY ATTORNEY
APPROVED:
MAYOR
Commission Vote:
Mayor Stoddard:
Vice Mayor Newman:
Commissioner Beasley:
Commissioner Palmer:
Commissioner Harris:
1
November 15, 2010
Chief Orlando Martinez
South Miami Police Department
6130 SW 72 Street
South Miami, Florida 33143
Re: Hosted CrimeView Server
Dear Chief Martinez,
Per our conversation with Lisa Corbin, enclosed are the estimated costs for the implementation of a
Hosted CrimeView Server Solution at the South Miami Police Department.
Our partner, The Omega Group, was founded in 1992. Their mission is dedicated to enriching the
quality of life in communities by providing solutions for public safety agencies. The Omega Group's
professional experience includes working with over 350 public safety agencies in North America
implementing CrimeView solutions, which focus on mapping and analysis applications for crime and
public safety analysts, officers, command staff and the community. The Omega Group is an ESRI
(Premier) Foundation Partner, recognized by ESRI for its development of solutions built on ESRI
technology.
Together with The Omega Group, we offer to our clients:
• Mapping technology and services
• Project management, application building, testing and analysis
• Ongoing education, training and support
After the completion of installation and training, we will continue to provide ongoing service through
our Customer Support Program.
Please do not hesitate to contact me with any questions or if I can be of further assistance.
Regards,
F.A. "Woody" Spencer, Jr., President
USA Software, Inc.
9900 Stirling Road, Suite 302
Cooper City, Florida 33024
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911 Fax: (954) 431 -2611 eMafl: salesrdus sof ware eom Web: wwcv.usa- software.com
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Project Description
The Omega Group will set up an automated export of data from the client RMS and CAD to the Omega
hosted CrimeView Server application. The data will be cleaned and geocoded at the client site, and
then exported via a Web service transmission to The Omega Group's secured hosting facility.
CrimeView Server Description
CrimeView Server will be deployed on ESRI's ArcGIS Server 9.3 technology, providing the ability to
effectively query and analyze crime incident data for both the novice and advanced user. Novice users,
with minimal training, can easily navigate the features of CrimeView Server by using the simple interface
provided. Outlined below are the features included with CrimeView Server.
Query
• Records can be searched using filters (see query searches below)
• Data sets can be searched simultaneously
• Query results can be displayed in:
• Maps
• Reports
• Charts
• Query results for different features can be displayed in map simultaneously
o e.g., Stolen Autos and Recovered Autos
SelecteNnes I , Select Localka i Select ME
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Sample drop -down: Query by selected crime type.
Corporate Headquarters
9900 Stirling Road, Suite 302 o Cooper City, Florida 33024
Telephone: (954) 436 -3911 Pax: (954) 431 -2641 eMaIl: sales @usa- software.corn Web: www.usa- software.eoru
Temporal Query
• Time of day
• Day of Week
• Time Range
• Date Range
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,Predefined Days
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Use start and end time as limits
=' Tuesday ✓ Saturday
P Only this hour range sliced across dates
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Sample drop -down. Query by selected date ranges
Incidents Query:
• Crime Type
• Crime Codes
• Disposition
• Other fields may be included
Incidents Query by Geography:
• Reporting Districts
• Beats
• Team Areas
• Precincts
• Cities
• Near an Address (radius in feet or miles)
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911 Fax: (954) 431 -2641 entail: sales @usa- software.com Web: www.usa- software.com
Generate Reports
Report types:
• Incident detail
• incident summary
• repeat calls
• person detail
• Compstat
Reporting Capability
• Reports include dynamic links to external applications, files, or webpages
• Reports export to pdf.
• Reports can be emailed
• Drill down to details
Generate Graphs
• 7/24
• Crime Type
• Day of Week
• Month of Year
• Time of Day
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Sample Dynamic Charts and Graphs
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911 Fax: (954) 431 -2641 eMail: sates @usa- soflware.com Web: www.usa- software.coni
GIS Capabilities:
Compatible with ESRI:
e ArcGiS
• ArcGIS Server
• ArcSDE
Mapping Tools and Features:
e Zoom in
e Zoom Out
• Pan
• Full Extent: Allows you to zoom to the full extent of your map
• Identify: Identifies features on the map in the place where you click
• Map Legend and Compass
• Hyperiinks
Perform Spatial Analyses
Search for incidents and persons by multiple categories such as crime type, date or time:
• Density Analysis - Density of crime or persons within jurisdictional boundaries
• Repeat Calls Analysis — Identify locations where more than one incident has occurred
Project Specifications
Data Flow
The diagram below depicts the data flow from the Law Enforcement Databases to CrimeView Server.
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911 Fax: (954) 431 -2641 entail: sales@usa-software.com usa- software.com Web: wvvw.usa- software.com
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Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911 Fax: (954) 431 -2641 entail: sales@usa-software.com usa- software.com Web: wvvw.usa- software.com
Project Cost Summary
The proposed Hosting Package is a three (3) year agreement and it includes CrimeView Server and
CrimeMapping.com. The pages following include itemized service oriented tasks.
Initial Deployment
15` Year Annual Hosting Fee / CrimeView Server
1� Year Annual Hosting Fee / CrimeMapping.com
Year 2- 3 Annual Hosting Fee / CrimeView Server
Year 2- 3 Annual Hosting Fee / CrimeMapping.com
No Charge
Total:$5,000.00
Total: $5,000.00 per year
Payment Schedule
Payments are due on the anniversary date of this agreement and are net (30) days from invoice.
The City of South Miami may terminate this agreement without cause at any time, with 30 days notice
but will not be refunded any monies paid prior to termination.
Price includes CrimeView Server and CrimeMapping.com.
Corporate Ileadquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 4363911 Fax: (954) 431 -2641 entail: salesa@usa- software.com Web: www.usa- software.eom
Scone of Work
CrimeView Server:
Omega Software:
• One (1) licensed copy of CrimeView Server
Professional Services and Travel (Per Task)
Task 1 Data Collection
• GIS Database
o Identify and collect GIS map layers
• Spatial `Crime' Database
o Connect to records data source, extract datasets using SQL Statements
Task 2 Crime Data Model: Integration and Configuration
e Build Import Profiles (Identified in CrimeView Desktop application)
• Omega will configure Saved Queries for each data set
• Omega will configure report templates
Task 3 GIS Data Model: Application Development
• Omega will create configure Geographic Queries
• Omega will create two (2) Map Caches
• Omega will define bookmarks and symbology
Task 4 CrimeView Server Deployment
• Set up Import Wizard, remote installation at client site
• Set up Omega Extractor - Server Preparation
• Set up Omega Extractor - Client Installation
Set up Omega Extractor— Automation (Web Service)
• CrimeView Server testing.
Task 5 CrimeView Server Training (At Client Site)
• Omega will provide four (4) hours of training on Application Administrative
• Omega will provide four (4) hours of training on Application Functionality
Continues on next page
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telepbone: (954) 436 -3911 Pax: (954) 431 -2641 Wail: sates @usa- software.com Web: vnvw.usa- sof'bvarexom
CrimeMapping.com:
The tasks below are related to the development and deployment of your CrimeMapping.com application
using Google Maps and ESRI technology. You will have the choice to either go live with your data
directly to CrimeMapping.com or test it for a limited time in our staging area. The maximum duration
for testing within the staging environment is thirty (30) days. After the thirty (30) day period expires,
you will begin paying a monthly or annual hosting fee.
Professional Services:
Task 1 CrimeMapping.com Project Planning
• Identify data source for incident data
• Identify data fields from incident reports to be displayed in CrimeMapping.com
Task 2 CrimeMapping Development and Deployment
• Set up Import Wizard - CrimeMapping (CM) Layer Output
• Set up Omega Extractor - Server Preparation
• Set up Omega Extractor - Client Installation
• Set up Omega Extractor — Automation (Web Service)
• Test CrimeMapping.com application functionality in staging area if needed
• Launch your CrimeMapping.com application live at Web site
End of Estimate
NON - DISCLOSURE
This estimate has been prepared by the sales divisions of USA Software, Inc. and The Omega Group and
is a confidential document that contains ideas, concepts, methods and other proprietary information.
Readers are to treat the information contained herein as confidential and may not copy or reproduce any
of these materials for distribution outside of their organization without the written permission of USA
Software, Inc. and The Omega Group. The estimate will remain valid for 3 months from the date on the
estimate for Omega Software and Services only.
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436.3911 Pax: (954) 431 -2641 entail: sates @usa- soflware.com Web: www.usa- softtvare.com
Map Caches
A map cache is a collection of pre- rendered map tiles that can be used for display of a map service.
Cached services display quickly because the map image does not have to be rendered on the fly; the
cost of rendering the image is paid only once when the cache is created.
Omega Provided Map Caches
If Omega provides the Map Caches: all deployments will include 2 Map Cache. The Omega Group will
provide updates of the Map Caches up to twice each year per standard maintenance packages.
Client Provided Map Caches
If the Client provides the Map Caches, the following requirements apply:
ArcGIS Server Map Caches
Only map caches created by ArcGIS Server are currently supported.
Tilting Scheme
When there are multiple map caches to be used, such as a "streets" and "air - photos" map
cache, these caches must have the same tilting scheme. This includes the same zoom levels,
extent, and spatial reference.
Access
The map caches must be available to the browser. When for a public site, the map cache must
be accessible from the public internet. When for an internal site, the users must have access to
the map caches.
Implementation Timeline
The completion of all services is estimated to take 90 days from date of data collection. Onsite
installation and training will be scheduled only after application development is complete.
Incident Data Specifications
Datasets to be Imported via Omega Import Wizard""
The following data sets represent tables of data to be extracted by The Omega Import Wizard, An
Import Profile will be customized for each data set listed. Two (2) profiles will be built for this project.
Data Set
Database
• Offenses Table
RMS
• Calls for Service Table
CAD
A significant amount of work (and cost) can be attributed to the crime incident data being imported
and it is important that Omega Project Management have access to information regarding the RMS
data dictionary that details database structure and code definitions. The database structure should
include table names, field names, field type, field size, and known linking fields.
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911 rax: (954) 431 -2641 eMail: sales @usa- software.com Web: wnvw.usa- soflware.com
Client Roles and Responsibilities
Critical to the success of every implementation is having the appropriate client staff prepared to be
active participants and to understand what is expected from them for the duration of the
implementation.
Database Administrator
The client should expect to provide staff resources who can demonstrate knowledge of the tabular
structure (schema) of the RMS and other data sources. This assistance would primarily be in the form of
understanding database structure and table relationships.
Crime Analyst/ Intelligence Analyst
These persons should have direct experience in working with crime incident data through previous
extractions from the RMS and other data sources and from the perspective of a Crime Analyst.
GIS Analyst
The client should provide staff resources that can make available and maintain base map data to the
Police Department. Base map data would be in an ESRI compatible format. The assistance would be in
providing Omega Technician the current base map layers during the deployment process and providing
updated base map data twice a year.
Project Planning
Remote Connectivity: Confirm remote access via the use of Citrix's GoToMyPC or the use of a VPN
Connection.
• Establishing Remote Connection to the Server(s).
• Data collection, installation and technical support may be performed through remote
connection, reducing time it takes to complete services
• Omega recommends Citrix's GoToMyPC or VPN for remote connections
• Provide network IP address if VPN is used
• If the client is unable to provide high speed remote access with GoToMyPC or similar connection
software then an additional fee will be charged based on the additional time required for data
collection and application deployment
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911 ,Fax: (954) 431 -2641 eMail: sates @usa- soffware.com web: www.usa- software.com
Omega Hosting Security
Physical Security
Our hosting facility offers 24 -hour physical security, palm print biometrics as well as picture
identification systems, redundant electrical generators, redundant cooling systems, and other backup
equipment to help insure continuous operation is not impeded in any way.
Data Encryption
The most powerful encryption techniques available are utilized in order to protect the integrity of the
data we receive from our clients. This includes 128 -bit SSL Certification as well as 1024 -bit RSA public
keys.
Application Security
Clients are prevented from accessing each others data through the use of a robust application security
model.
Operating System Security
A minimum number of access points to all production servers helps maintain a high level of operating
system security. All passwords are kept strong through length as well as complexity. No master
password database is maintained for our production servers. Operating systems are maintained at
vendor recommended patch levels for maximum security. All unnecessary users, protocols and
processes are also removed to reduce the number of access points.
Database Security
Controls are in place on all database access points at both operating system and database connection
levels for added security. Production server database access is restricted to a minimal number of points
to help provide a tighter defense.
Server Management Security
Access to our hosting facility is only available to Omega staff with the highest levels of security clearance
within our organization. The majority of Omega staff has no physical access to the equipment at our
hosting facility.
Disaster Recovery
Our secure facility includes state of the art cooling systems, 24x7 monitoring as well as built in
redundancy. All of our servers are run with Raid -10, which represents one of the most reliable and
fastest forms of redundancy available.
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911. Fax: (954) 431 -2641 entail: sales@usa- software.com Web: www.usa- software.coni
Omega Hosting Agreement
1. Definitions.
1.1 "Customer" means the persons, entity or agents and authorized representatives accepting this
agreement.
1.2 "Content" means all data provided by Customer on The Omega Group's server computers.
1.3 "CrimeView Server" means pages presenting the Content stored by Customer on The Omega Group's
server computers.
1.4 "User" means users of Customer's CrimeView Server
1.5 "Confidential Information" means information that Customer takes reasonable steps to maintain in
confidence and identifies in writing to The Omega Group as confidential.
2. Web Hosting.
2.1— Hosting.
The Omega Group will provide dedicated or shared server computers, with an Internet address for
storage and access of Customer Content and CrimeView Server website with secure login.
2.2 - CrimeView Server Backup.
The Omega Group will backup CrimeView Server in a commercially reasonable manner. However, The
Omega Group is not responsible for lost Content. CrimeView Server backups will be stored by The
Omega Group for no longer than 30 days.
2.3 - Standards.
The Omega Group's services will conform to the following:
2.3.1- Availability of CrimeView Server.
The Omega Group will provide hosting services for CrimeView Server that meet reasonable
commercial standards for, among other matters, packet loss, accessibility, latency, availability,
and throughput.
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911 Fax: (954) 431 -2641 eMail: sales@usa-software.com Web: wmv.usa- sofhvare.com
23.2 - Security.
The Omega Group will take commercially reasonable steps to prevent unauthorized access to
CrimeView Server and Content communicated to and stored on The Omega Group's server
computers.
2.3.3 - Server /Network Computer Outages.
The Omega Group will employ best efforts in providing advance notice to Customer of
scheduled server computer /network outages.
3. Ownership of Content.
All Content stored by Customer on The Omega Group's server computers shall at all times remain the
property of Customer. Customer grants to The Omega Group a non - exclusive, worldwide license to the
Content only to the extent necessary for The Omega Group to host CrimeView Server.
4. Payments.
4.1- Fees.
Hosting is for three (3) years, paid annually up front per attached proposal. Payment is due thirty (30) days from
invoicing. In the case of credit card payments The Omega Group will automatically charge Customer Credit Card on
file all fees associated with the account on the due date. The Omega Group may, at its option, charge a 10% fee for
late payments.
4.2 - Returned Checks and Declined Credit Cards may incur a fee.
4.3 - Account Updates,
It is the responsibility of the customer to maintain accurate billing information with The Omega Group.
This may include updated credit card information, email address and mailing address.
S. Term and Termination.
5.1- Term.
The term is for three (3) years. The initial term is agreed upon during account signup. After the initial
term, this Agreement will automatically renew on an annual basis until terminated.
5.2 - Termination by Customer.
The Customer may terminate this Agreement without cause at any time upon thirty (30) days written
notice to The Omega Group. Any monies already paid to The Omega Group will not be refunded.
Corporate Headquarters
9900 Stirling Road, Suite 302 • Cooper City, Florida 33024
Telephone: (954) 436 -3911 Fax: (954) 431 -2641 eMail: sales @usa- software.com Web: w v.usa- software.eom
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5.3 - Termination by The Omega Group.
The Omega Group may immediately terminate this Agreement for cause at any time without penalty.
Causes justifying immediate termination include, but are not limited to: violation of any foreign, federal,
state, or local law; non - payment of fees due under Part 4 of this Agreement; breach of this Agreement;
and violation of any other The Omega Group policy. The Omega Group may terminate this Agreement
without cause at any time upon thirty (30) days written notice to Customer.
6. Disclaimer of Warranties.
Except as expressly provided herein, The Omega Group, and its owners, employees, affiliates, agents,
vendors, and the like, make no warranty connection with The Omega Group hardware or services,
whether written or oral, statutory, express or implied, including without limitation the warranties of
title, non - infringement, merchantability, and fitness for a particular purpose.
7. Limitation of Liability.
The Omega Group, its owners, employees, affiliates, agents, vendors, and the like shall not be liable for
any lost profits, lost business, lost data or direct, indirect, incidental, special, or consequential damages
that result from the use or inability to use The Omega Group hardware or services. Customer agrees
that its sole and exclusive remedy shall be return or reduction of fees payable to The Omega Group.
8. General Provisions.
8.1- Governing Law.
This Agreement will be governed and construed in accordance with the laws of the State of California,
United States of America.
8.2 - Serverability and Waiver
If any provision of this Agreement is held invalid or unenforceable for any reason, the remaining
provisions will continue in full force without being impaired or invalidated in any way. The waiver by
either party of a breach of any provision of this Agreement will not operate or be interpreted as a waiver
of any other or subsequent breach.
8.3 - Relationship of Parties.
No agency, partnership, joint venture, or employment relationship is created by this Agreement and
neither party has the power to bind the other party.
Corporate Headquarters
9900 Stirling Road, Suite 302 s Cooper City, Florida 33024
Telephone: (954) 436 -3911 Fax: (954) 431 -2641 entail: sales @usa- sotiware.com Web: v v.usa- software.com
8.4 - Attorneys Fees and Costs.
In the event that any legal action becomes necessary to enforce or interpret the terms of this
Agreement, the prevailing party shall be entitled, in addition to its court costs, to such reasonable
attorneys' fees, expert witness fees and legal expenses as may be fixed by a court of competent
jurisdiction.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly authorized
representatives as set forth below.
Omega: by USA Software, Inc.
a Florida corporation,
President Date
Client: South Miami Police Department
Florida
Name
Date
NOTE: This document must be completed and contain an authorized signature in order for work to
proceed with CrimeView Server. This completed document can be faxed back to USA Software, Inc.
offices at: FAX: (954)431 -2641 or e- mailed to sales@usa- software.com
if you have any questions please feel free to contact us at: (800)871 -1931
Corporate Headquarters
9900 Stirling Road, Suite 302 a Cooper City, Florida 33024
Telephone: (954) 436 -3911 Pax: (954) 431 -2641 entail: sales @usa- software.com Web: www.usa- software.com
GM20OI13
Fiscal Year 2011
Account number
Fund . . . . .
Department . .
Division
Activity basic
Sub activity .
Element . . .
Object . . . .
Original budget
CITY OF SOUTH MIAMI
Account Balance Inquiry
1- 1910 - 521.46 -30
001 GENERAL FUND
19 PUBLIC SAFETY
10 POLICE
52 PUBLIC SAFETY
1 LAW ENFORCEMENT
46 REPAIR & MAINT SERVICES
30 MAINT & REP -COMM EQUIP
Actual expenditures - current . .
Actual expenditures - ytd . . . .
Unposted expenditures . . . . . .
Encumbered amount . . . . . . . .
Unposted encumbrances . . . . . .
Pre - encumbrance amount . . . .
Total expenditures & encumbrances:
Unencumbered balance .
F5= Encumbrances F7= Project data
F10= Detail trans Fll =Acct activity list
85,569
.00
.00
1,189.23
.00
.00
.00
� 8 9j-�
84,37 9.77 „
F8 =Misc inquiry
F12= Cancel
12/02/10
09:40:25
S: .
F9 =Misc update
F24 =More keys
QUIPMENT
ACCOUNT NUMBER 001. 1910-521-4630
ANAU
1. Word Systems 5 year lease-Telephone & Radio
Recording System (Formerly Dictaphone) 3,516
2. Word Systems 1 year support service
$ 1,736
4, AT&T Telephone Service/Cns�is Link
5. AT&T Cellular phones -10 total phones (8-Detectives,
1 -All Patrol Sergeants and 1 -Communications) @$45
per unit per month x 12)
$ 5,400
6. Repair/Refurbish Police Radio tqUipment (Open
purchase order — Miami-Dade County)
$15,000
7. MDC ITD Circuit Charges
Note: If this item is not approved then add $4,860 to
$ 8,500
$10,800
9. Two Dynametric phone logger patches I LP-1 U
$ 200
/ City Manager office-Budget Work Sheet Police 06 23 10
Fiscal Year 201O-2011 Budget
City of South Miami
Police Department
INTER - OFFICE MEMORANDUM
TO: Mr. Buford R. "Randy" Witt
Acting City Manager S�
FROM: Acting Chief Lisa Morton'\
DATE: August 16, 2010
SUBJECT: Cellular/BIackberry Communications
We are respectfully requesting that you consider approving the below plan to
improve efficiency and professionalism of the Command Staff and detectives of the
Police Department.
Blackberry — All Command Staff (9)
Chief of Police (1)
Police Major (1)
Police Captains (3)
Police Lieutenants (3)
Communications Supervisor (1)
These members of staff are on -call 24/7/365. Official business is conducted after
hours, on weekends, on vacation, during meetings and during meal breaks.
Currently, a -mails are received and replied to only when the staff member is at
his/her desk. When away from the desk, especially on weekends or on vacation, the
volume of unread and unaddressed e-mail builds to extraordinary levels — often
taking several hours or days to catch up. These staff members constantly need to
communicate with each other during incidents that seem routine in nature but for
which adequate communication is critical. The ability to review and edit attached
documents is valuable to providing an adequate level of service.
There are a myriad of instances when the ability to notify multiple entities, within
and outside the Police Department is essential. Accountability and documentation of
these communications is required. Each one of the above listed staff have
assignments and responsibilities that make Blackberry technology important to
their performance. These employees know that they have positions that require
around -the -clock attention and they are committed to serving at this level. They
need the industry- standard communication capabilities to fulfill their mission.
Cellular Telephones with Text Messaging Service — Detectives (5)
Detectives (5)
The detectives always have several cases involving multiple victims, witnesses, other
police agencies, prosecutors, attorneys, etc... They require cellular phones with
texting capabilities as this has become a method of communication expected by the
other parties. Complaints have been received regarding not replying to texts due to
their current inability to access this service.
Cellular Telephones — Voice Only (Patrol Supervisor- shared and Communications
Center
Patrol Supervisor — 1(shared)
Communications Center (1)
The patrol supervisor is provided a cellular telephone while on duty so that he can
be reached by Communications or staff. This supervisor does have mobile data
texting on the laptop and can send and receive e- mails.
The Communications Center requires cellular service for instances when hard -wire
telephone service is interrupted. This is often the only means for the
Communications Officer to contact the Communications Supervisor for activation
of the telephone back -up plan. The push -to -talk feature will reduce minute usage of
other P.D. users when contacting Communications.