Loading...
Res. No. 202-99-10825**J RESOLUTION NO.202-99-10825 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO DISBURSE THE SUM NOT TO EXCEED $38,000.00 TO USA SOFTWARE,INC,FOR THE PURCHASE OF AN UPGRADE FOR THE CRIMEFILE 2000 INTEGRATED DATABASE SOFTWARE,AND CHARGE THE FUNDS TO ACCOUNT NUMBER 615-1910-521-6430,FEDERAL FORFEITURE FUNDS;PROVIDING AN EFFECTIVE DATE. WHEREAS,thePolice Department is requesting topurchasean upgraded softwareforthenewcomputehardwarealreadypurchased;and WHEREAS,theupgradecomputersoftwarewillallowforpolicereportstobe writtenoncomputersandwillallowforthefurtherupgrade of thecomputersystemto include mobile area terminals in the future;and WHEREAS,theupgradecomputersoftwarewillresolveany year 2000 conflicts within the current database software;and WHEREAS,thePolice Department willhaveawindowsbaseddatabasewhich willbemoreused friendly andenhancedtobeabletomeettheneeds of the department;and WHEREAS,USASoftwarehasprovidedthedatabasesoftwaretothePolice Departmentforovertenyearsandisasolesourceproviderfor CrimeFile 2000 Information Management System. NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OFSOUTHMIAMI,FLORIDA; Section1.ThattheCityManagerisauthorizedtodisburseasumnotto exceed $38,000.00 to USA Software,Inc.,from the Federal Forfeiture account 615- 1910-521-6430,uponsatisfactoryresolution of theitemsraisedinthe9/21/99 memorandum of the City Attorney. Section2.Thisresolutionshalltakeeffectimmediatelyuponapproval. Additionsshownby underlining and deletions shownby ovorotriking. TO: FROM: SOUTH MIAMI POLICE DEPARTMENT INTER-OFFICE MEMORANDUM MayorandCity Commission Charles Scurr City Manager Date:September 2,1999 Re:Agenda Item#ik-^Comm.Mtg.September 21,1999 Purchase of ComputerSoftware REQUEST Approval of the attached resolution authorizing the purchase of "CnmeFile 2000"integrated database software for the Police Department BACKGROUND &ANALYSIS The Police Department recently purchased new computer hardware.The computer hardware included a new file server and twelve computers.The purchase of aupgraded softwarepackageis now needed. The Police Department is requesting to purchase an upgrade for the USA Software "CnmeFile 2000 integrated database software.These software is the main database for the Police Department's records.It contains all ofthe police reports,subject information and other related data.The current version of CrimeFile 2000 software that the Police Department now has is outdated,non-Y2K compliant,and is anon-Windows based that will not run on the new fileserver that has been purchased. The upgraded software is state of the art and will provide significant technological advances for the Department.The upgraded CrimeFile 2000 will also accommodate the use ofmobile data terminals in the future and will allow the officer to write police reports on the computer. The CrimeFile 2000 for Windows Information Management System upgrade will include all current modules plus several new modules.Several of these modules are added to the software package with no additional cost.We are adding several optional modules,such as Field Incident Reporting Host System with 5 Laptop licenses,PhotoFile for mugshots and lineups maintenance,and a GeoFile which will allow us to query the database by geographical areas.These new modules will enhance theability of the software tomeetthe needs of the Police Department. The Police Department is requesting to purchase this computer software package from USA Software Inc.for a sum not to exceed $38,000.00 pursuant to the 1998-1999 budget,from Account 615-1910-521-4630 (FederalForfeitureFunds). RECOMMENDATION Approval is recommended. SOUTH MIAMI POLICE DEPARTMENT INTER-OFFICE MEMORANDUM TO:Cokes Watson Jr.Chief of Police FROM:CaptainD.Salerno DATE:September 2,1999 SUBJECT:Selection of USA Software The Police Department needs to purchase,as soon as possible,an Integrated Database Software for the new computer hardware that has already been purchased.We need to make a selection as soon as possible because we are rapidly approaching the year 2000 As ltbecomes closer to December 31,1999,more and more software purchasers will be trying to get their software installed before the end of the year to avoid any Y2K problems. I evaluated three software packages,USA Software's CrimeFile 2000,Vision Software's Public Safety Suite and Integrated Education Systems'Crime Automated Reporting System (CARS).v * Our Department has been using the UNIX Charter based version ofUSA Software's CrimeFile for the last ten years.The software has performed very well during that time We have never had any computer system failure caused by the software.The USA Software staffhas always been very helpful to us in providing the assistance that we have needed.Since we are upgrading our old USA Software we are getting a discount on those modules. Below is a comparison ofthe three integrated database software packages: USA CrimeFile 2000 Software: This software is a graphical-windows based integrated software.We would be purchasing upgrades for all of our existing modules,plus the addition of several new and very important modules.These modules include PhotoFile 2000 for Mugshots and Photo Line Ups,Crystal Report which allows us to query any of the fields of data in any format that we would like and GeoFile 2000 which will allow us to query for data using geographical areas.Field Incident Reporting Host System with Laptop Licenses which will allow usto write police reports onthe computer and gets us ready for theuse of Mobile Data Terminals inthe future.The Florida Accident Reporting module would allow accident reports to be completed on the computer.The software will have a supervisor report approval system for police reports completed inthe network,outside of the MDT software. USA Software also has an Enhanced Budget File,and an Alarm Billing File.We would have 100%of our old data conversion. One ofthe most important features is that the police report will print out looking exactly likethe handwritten forms we are now using. TotalCost $37,365.00 Vision Software: This is a graphical windows based integrated software.I observed this software being used at the Sunny Isle Police Department.It appears to be able to do most of the same things has many ofthe same features ofthe CrimeFile software,but does not have a budget file. This would require usto set upa spread sheet for each budget account in Excel.It does not have a PhotoFile or an Alarm Billing modules.The reports are printed out ina wordprocessor format,which does not look like our police report forms. TotalCost $39,300.00 CrimeAutomated Reporting System Software: This is a graphical windows based integrated software.I tried out a demo copy of this software.It is very similar to the Vision Software.It also does not have a budget File which would require a spread sheet for each account number.They do not have a PhotoFile or an alarm Billing Modules.The reports are printed out in a wordprocessor format,which does notlooklike our police report forms. TotalCost $39,600.00 Iam recommending thatour Department purchase theUSA Software CrimeFile 2000 software and the monies come fromtheFederalForfeitureFund. RESOLUTION NO. A RESOLUTION OFTHE MAYOR AND CITY COMMISSION OF THE CITY''OFSOUTH MIAMI FLORIDA AUTHORIZING THE CITY MANAGER TO DISBURSE THE SUM NOT TOEXCEED $38,000.00TO USA SOFTWARE INC.FORTHE PURCHASE OF AN UPGRADEFORTHECRIMEFILE2000 INTEGRATED DATABASE SOFTWARE,AND CHARGETHEFUNDSTO ACCOUNT NUMBER 615-1910-521-6430,FEDERAL FORFEITURE FUNDS. WHEREAS,the Police Department is requesting to purchase an upgraded software for thenew computer hardware already purchased,and. WHEREAS,the up-graded computer software will allow for police reports to be written on computers and will allow for the further up-grade of the computer system to include mobile data terminals inthefuture,and. WHEREAS,the up-graded computer software will resolve any year 2000 conflicts within the current database software,and. WHEREAS,The Police Department will have a windows based database which will be more used friendly and enhanced to be able to meet the needs of the department,and, WHEREAS,USA Software has provided the database software tothe Police Department for overten years and isa sole source provider for CrimeFile 2000 Information Management System. NOW,THEREFORE,BEITRESOLVED BY THE MAYOR ANDCITY COMMISSION OF THE CITY OF SOUTH MIAMI FLORIDA : Section 1.ThattheCity Manager is authorized to disburse asumnotto exceed $38,000.00 toUSA Software Inc.,from the Federal Forfeiture account 615-1910-521-6430. Section 2.That this resolution be effective immediately after the adoption hereof. PASSED AND ADOPTED this day of ,1999. ATTEST:APPROVED: CITY CLERK MAYOR READ AND APPROVED AS TO FORM: CITY ATTORNEY USaESEXU.""£SS7GED <S^^S^ea^s^-\2rc^. April13.1999 CaptainDan Salemo South Miami PoliceDepartment 6130 72nd Street South Miami.Florida 33143 Dear Captr.in Sa.emo: VSA Software.Inc.is pleased lo present you this proposal jut CrimeFile 2000 ®For Windows Information Management System upgrade.I think you will agree that our system has been an asset to your department by helpingyoutobetter manage your information Our staff has installed systems in over 1OC law enforcement agencies across :he Southeast United States andhas over 150 yearscombinedesperier.ee in lawenforcement. Please find the enclosed configuration and pricing that you requested Please take a moment to read the "'NOTES'* section of the proposal asit states the hardware requirements for the most etiiciem operation of USA Software.Inc programs The standard read data provided as part cf Geotracs GecC.AM product is purchased from Geographic Data Technologies (OCT)GDTisa national roaddata provider thathas enhanced the U.S.CensusBureau'sTIGER road data files.GDT's road data has proven to be reasonably accurate for most uses but may be incomplete (e.g. missing roads and attribution data)and may be inaccurate (e.g.misplaced roads and erroneous attribution)in places. For example,some roeds in the community may not appear on the GDT read map because they were built after GDT compiled its date fcr your community.Likewise.GDT may have missed some roads :ntheir data compilation effort.Address ranges may h3^e been missed or placed in the wrong spot by GDT.Perhaps a few road names are in error.Ycurcommunitypolitical boundary mayhavechangedduetcan annexation andisnot reflected intheGDT map data.These and other cartographic and map data errors or omissions are a normal pan cf dealing with GIS data layers.Also,piease notethattheGTD read datawerecompiled atasmallscaleandcannotbeused to measure distances or a.eas with engineer or surveyor levels of accuracy Geotrac does not guarantee GDT's data or warrant thesuitabilityoftheGCTdataforanyparticularuse The GDT product can be enhanced by Gectrac to provide a better representation ofycur community if you feel there is a need.There ere a number of enhancement options available.The cost of each option depends onthe size of your community,the amount of enhancement needed and your ability to participate in thedata collection anc verification effort.Geotrcc can consult with you to assist in making a decision on which option will be most beneficial for vour community Captain Salerno Page2 Our price for data conversion is $700 per day plus expenses.We can only provide you an estimate cf the time we believe it will take to accomplish the conversion.This would only be an estimate,as we can not anticipate unforeseen circumstances.Please review the attached Data Conversion Services Agreement for details.We also requestthatyouprovideus with thedatain comma-delimited ASCIIfilestcreduceourtime. I would like to review this proposal with ycu over the phone.Therefore.1will call you later in the week,once you havereceived this proposal. Sincerelv. RonPerry Sales Representative EnclosureCsi CrimeFile 2000®Information Management System SOUTH MIAMI POLICE DEPARTMENT CrimeFile 2000 ®For Windows information Management System -Uograde Includes: Inc:dent-3ased Reporting Uniform Crime Reporting Property and Evidence File Personnel Tracking File *" Personnel TimeandLeave MasterNameIndex Accident Tracking File Case Assignment File F.I.Card File Enhanced Budget ComplaintCard House/WatchOrder** Business Security Check**Alarm Billing** CrimeFile 2000 ®for Windows Forms Printing Engine USA Software Field Reporting Host System (See Laptop Reporting Page tor Details) (5)LaptopRuntime Licenses PhotoFile 2000 <§>for Windows Mugshot LineupSystem** (See Attached Page for Details about System Requirements) GeoFile 2000 ®For Windows Crime Analysis .Mapping System (1 User) USA Software For Windows <f>Drivers &Utilities (Up to 12 Users) Connx32 ®ODBCDriver(1User) Crystal Reports ®for Windows (5Users) Crystal Reports®Windows based Report Writer Training at USA Software Office per person excluding travel USASoftwareAnnualSoftwareSupport Agreement USASoftwareSystemConfiguration USASoftwareTraining(3DAYS On-Sile) USA Software DataConversion TravelExpenses ..p.M.u»—>m Total $44,265.00 Less Preferred Customer Discount $6,900.00 GRAND TOTAL $37,365.00 OPTIONS Crystal Reports ®Windows based Report Writer upgrade 15)additional users $695.00 Evidence File 2000 icr Windows Upgrade from Evidence Tracking for Windows S2.00&00 Additional Field IncidentReportingLaptop Licenses (Each)$135.00 Internal Affairs File 2000 $995 qq See Next page for NOTES. PhotoFile 2000®System SOUTH MIAMI POLICE DEPARTMENT PhotoFile 2000®For Windows Includes: PhotoFile 2000®Photo/Mugshot T-acking -Photo Capture -Photo Sizing -Name/Phcto Tracking Dataoase -Photo Lineup Generator -Photo LineupTracking Database -Photo Lineup Caoture arc Printing Video Capture Hardware/Software System Configuration NOTES: 1)Forbest resolution youshoulduseaSuper VHS video camerasuchas tnose from JVC,Panasonic, etc. 2)You canusealaser printer (suchasanHPLaserJet4)for b!ac<andwnte printouts of photos. 3)Color printers must be Windows-supported and should navea resolution of 720x720 for best results. Weurgeyoutc test the cnnter prorto fina:acquisitionofthe prrter. 4)System requires a minimum 166MHz Pentium-based EM compatible PC.Hard disK capacity depends on pnoto volume,minimum of2GBsuggestedas pnotos are first oacked up (us-ng PkZip)which compresses themto hal'oftheir original size (original sizeequals900KB)ano thenstored in oneof2 f.lesizes ofyourchoice.1)30KB (256 colors or2)220KB (1S Milion colors).System video ooarc mustbe ableto support the following settings found in My Computer->Con:ro Pane!->Display->Settings: Color Palette -HignColor (16 bit) Desktop Area -1024x768 Oixels Font Size -Small Fonts These settings are required inorderfor DhotoFiie 2000to properly display mugsho:i'neups.A 17" monitor is suggested. 5)Pricingisforasinglevideocapture workstation,^his workstationmaybeattachedtoa network. Additional Viewing-stations are S100.00 per.workstation Termsare 50%down with order,neton delivery. NOTES: ItemsMarked (*•)are new applications added attimeof upgrade USASoftware,Inc supports the Microsoft Wordword processing program for the narrative section ofthe l-Base reporting system.It v/iil bethe responsibility oftnecustomertoacquirethisprogramandhaveit installed prcr to installation ofUSA Software,Inc.Products. Hardwarerequirementstomost efficently operate LSA Software,Inc.programsareaPentium133unit with 16 ME RAM for laptop anddesk top/net//orked systems.Oneofthedesk top/networked computers isrequiredtohaveinstalledandoperationalpriorto installation,a 14,400 Baudor greater modemandthe software package PCAnywhere ®32'forWindows95orWindows N^).ACD-Romdrive needs tobeon tne network The Windows 95 operating system isthe preferred operating systemcuetoits memory and resourcemanagement please refertothe NOTES sectioncfthe GeoFile 2000 proposal page for specifc informationfor that workstation.) Yournewtota:Arruai Software Support Agreementprice fcr CrimeFile 2CCC is 53,200 00.remains unchanged from thecurrent price (S3.2C0.00).Currecords reflect thisagreementhasnotbeen paic as cf January 25.1999.This agreement needs to ce currentforthe discounted pricetcbeeffective. TheData Conversion costlistedintne proposal hasbeen ESTIVATED oased onanestimateofthree (3) days.If the technical support personnel find this estimated amountof tme isnot sufficient,trey will notify ycu and prov.ce an estinatec add tionaltimeperiodfor tne conoetion ofthis task.The cost for the additionaltmeislistedin the opiions section cfthis proposal ona cost perday basis. USASoftwareOnsitetrainingis conducted ina'Train the Trainer concept,""his enables the deoartment to tram currentand future employees.Each training session is limited toa maximum of two (2) employees.Training coordination isthroughtnedepartmentcontactwho will arrangefortheaopropriate empcyees to attend the applicable training sessions. The USA Forms Printing Engine requiresan HP LaserJet 4orcompatibleprintertobe attached tothe network for printing of forms soecified by agency.All forms generatedbytheForms Printing Engine v/iil be onntec ona single.,designated networkedprinter. Terms are50%down with order,net on delivery. SOUTH MIAMI POLICE DEPARTMENT GeoFile 2000 ®For Windows Crime Analysis Mapping System (1 User) ArcView S;ngle License -software license which provides the viewing capabilities ofthe geographic data. Base Coverage Data -consists ofthe following:road network,geocoder,political boundanes,etc Data Installation -loading of dataoase into systemandfiiesetup Software Installation -loadingof ArcView software Training -software and customized application training USASoftware System Configuration GeotracTechnical Support forfirst year Travel Expenses OPTIONS: Geotrac Technical Services(per hour)$75.00 travel time anc expenses not included Notes Minimum Suggested hardware requirements fcrthe Workstation!;*)to operate the system are a Pentium 133 with 32 MBRAManda3.xGBHard drive.Themonitorshould reach a minimum resolution of800x600. The standard read data provided as part cf Geotrac's GecCAM product is purchased from Geographic Data Technologies (GDT)GDT isa national road data provider thathas enhanced the U.S.Census Bureau's TI<TIGER map GDT compiled its data for your community.Likewise.GDT may have missed some roads mtheir data compilation effort.Address ranges may have been missed or placed in the wrong spot by GDT.Perhaps a fen-road names are in error.Ycur community political boundary may have changed due toan annexation and isnot reflected inthe GDT map data.These and other cartographic and map data errors or omissions are a normal part ofdealing with GIS data layers..Also,piease notethatthe GTD road data were compiled ata small scaleand cannot be used to measure distances orareas with engineer or surveyor levels of accuracy Geotrac does not guarantee GDT's data or wairant the suitability cfthe GDT datafor £ny particular use The GDT product can be enhanced by Geotrac to provide a better representation ofycur community if you feel there isa need.There are a number ofenhancement options available.The cost ofeach option depends on the size of yourcomm unity,the amount of enhancement needed anc your ability to participate m the data collection and verification effort.Geotrac can consult with you to assist in making a decision on which option will be most beneficial lor vour community. CrimeFile 2000%INFORMATION MANAGEMENT SYSTEM SOUTH MIAMI POLICE DEPARTMENT CrimeFile 2000®Information Management System for Windows including Laptop Reporting System Host License *(5)Laptop Runtime Licenses USA Software ANNUAL SUPPORT AGREEMENT USA Software SYSTEM CONFIGURATION USA Software ON-SITE TRALNLNG -I DAY TOTAL INVESTMENT INCLUDED ON PAGE 1 OF PROPOSAL Notes: USASoftware,Inc.supports the Microsoft Wordword processing package. Termsare50%withorder,neton delivery.Pricing subject to change.