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1997-07-01 City Council (4)
City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: POLICE . AGENDA DATE: July 1, 1997 CMR:300:97 SUBJECT:RECOMMENDATION TO DIRECT STAFF TO PROCEED WITH A REQUEST FOR PROPOSALS PROCESS FOR TIlE PURCHASE OF A COMPUTER AIDED DISPATCH SYSTEM This report provides the results of the completed. Computer Aided Dispatch (CAD) system analysis and requests that Council direct staff to initiate a request for proposal process to purchase a CAD system. About $216,000 in the original CIP (19109) is still unspent. Additional funding would most likely be needed. Staff would return to Council with a specific funding request after the Request for Proposals (RFP) process has been completed. BE__C.DMMENDATIONS Staff recommends that Council direct staff to initiate a process that includes the distribution of a revised Request For Proposal to potential vendors, evaluation of the responses, and selection of a vendor that would result in the acquisition and implementation of a CAD system. POLICY IMPLICATIONS The approval of this request is consistent with existing policies. On March 18, 1996, staff received Council’s approval to reject a proposal for a CAD system from Unisys Corporation (CMR: 143:96). At the same time, Council approved staffs request to utilize CIP project funds to hire a consultant to: 1) update the needs assessment; 2) conduct an extensive survey of existing off-the-shelf CAD systems, their cost, system compatibility, and support factors; and 3) complete a cost and feasibility assessment of developing an in-house CAD system in comparison to the purchase of a packaged product. The final objective was for CMR:300:97 Page 1 of 7 the consultant to deliver.potential approaches that would best meet the needs of the City while minimizing the costs. A computer aided dispatch system automates many manual dispatching activities. Event information for police, fire and utility calls that are currently tracked manually on dispatch cards would be entered into the computer as the events occur. Benefits of on-line dispatching include: faster initiation of fire station alerting, resulting in reduced dispatch times; improved tracking and reporting of incident activity for retrieval and analysis to meet the City’s and the public’s information requests; reduced radio traffic during peak activity times, making the radio channel available for essential voice transmissions; and elimination of redundant data entry from the dispatch cards. Additionally, if fully integrated with public safety applications, such as mobile data computers in patrol and fire vehicles, records management systems, and other local databases, examples of benefits include: further reduction in redundant data entry and storage; faster retrieval and increased information to field units, such as previous calls for service to specific addresses, hazardous material storage location information, etc.; improved deployment of available resources, such as the dynamic allocation or reallocation of fire apparatus during large scale incidents; and tracking of personnel and apparatus in. order to maintain information about potential exposure to chemicals and communicable diseases. The City’s selected platform(s) for software applications is Hewlett-Packard mini-computers using the UNIX operating system or personal computer servers using Microsoft Windows NT operations system. Future systems should: be Windows-based products capable of operating within these environments; use non-proprietary databases to allow the City to reduce single vendor dependency; and increase user ownership. This standard open systems approach allows for future expansion while conforming to City hardware and software guidelines. Several meetings with Police, Fire, Utilities, Public Works and Stanford. University staff members were conducted to assess current and future needs of each user agency. Additional meetings were conducted with City Information Technology staff to clarify operating systems, software, and networking standards. The Police Information Master Plan, established in 1992, was reviewed and compared to the current needs. This comparison revealed that the desired functionality of a CAD system remained essentially the same. A review of the previous vendor list, original RFF, and responses was completed and approximately 100 requests for information were sent to potential CAD vendors. Nearly all CMR:31}0:97 Page 2 of 7 vendors responded to that request; however, response was slower than expected, which delayed the project timeline. Analysis of each vendor’s functionality, market profile, operating environment and capability revealed that 21 vendors potentially could provide systems; however, only eight had the potential of meeting the City’s criteria of a Windows-based product operating in a HP-UX or Windows NT environment. Summary_ of Consultant’s Findings and Recommendations The scope of. the study addressed present and future information needs and technological infrastructure, CAD system requirements, and an analysis of potential vendors, including in- house development. The primary conclusions and recommendations of the consultant are as follows: Staff generally has a good sense of what is needed and understands many of the complexities associated with implementing a CAD system. The development of internal system management skills and expertise is essential to ~the success of a CAD system. The automation needs of the Police and Fire Departments for communications remain essentially the same as defined in the 1992 Police Information Master Plan. The desired CAD functionality is basically the same .as detailed in the previous RFP, with some minor modifications. o Changes in the computer technology areas have produced systems that are lower in cost, have an easier and more friendly user interface (graphical user interface), and have improved response times per transaction. Informational requirements from other work functions, such as warrants tracking, property and evidence control, alarm tracking and billing, personnel and training records, and fire inspection tracking should not be considered in the context of a CAD system, but should be concentrated within the functions of a Police and Fire Records Management Systems (RMS). Internal development of a CAD system would be cost prohibitive, result in substantial time delays, and require resources and design/programming skill sets not currently available with existing City staff. Although few vendors in the public safety market have completed application development that meets the City’s criteria, the negative impact of delaying implementation outweighs any perceived advantage of waiting for better technologies. CMR:300:97 Page 3 of 7 A comprehensive vendor evaluation, which included analysis of each vendor’s functionality, market profde, and operating environment, revealed that eight vendors have the potential of meeting the City’s criteria. As identified in Option #4 in the following section, the City should initiate a revised RFP that will result in the purchase of a CAD system to meet 80 percent of the non- standard features and functions with minimal modifications in a reasonably expedient time frame. Options Identified By Consultant The consultant believes that there are several options available to the City: Option #1 - Dela_v Decision: Traditionally, the public safety market is slow to respond to new technological developments. Few vendors have completed application development which meets the City’s criteria for operating in a HP-UX or Windows NT environment. Currently, only eight vendors are known to meet this requirement. Although delaying the procurement of a CAD system may increase the number of viable systems offered in the future, the negative impact of such a delay outweighs any perceived advantage of waiting for better technologies to become available.. For instance, the advantages of decreased response times to emergency incidents and the optimal management of available resources would not be realized..In addition, the costs of integrating a proposed Police RMS in 1998-99 might be increased and require additional modification efforts if the CAD implementation is delayed. Option #2 - In-home Developzllmat: With the internal development of a CAD system, the City would possess a higher level of control over system operations and capabilities as well as future modifications while theoretically providing the. highest degree of desired functionality. However, the technical issues and complexities in developing such a system eliminate this option from further consideration. Current City staff do not have the knowledge or experience necessary to design and program a CAD. system. Internal development timelines would be extended resulting in high development costs, delayed system implementation, and uncertain results. The consultant estimates costs to run well over $1,000,000 in design and programming alone. Option #3 - No Modifications: The purchase of a core product without modifications, is not recommended. Although the least expensive and most timely to implement, it would not allow for the integration of existing and planned applications and technologies, such as mobile data computers, fire and police records management systems, and a fire station alerting system. CMR:300:97 Page 4 of 7 As a result of the consultant’s extensive market survey, the consultant believes that it is possible to obtain a CAD product from an existing vendor that can meet the features identified in the needs analysis and the City’s hardware and software standards. The consultant also believes that an existing company, whose size and resources, devotion to the market and interaction and availability could provide the product at a lesser cost, would be preferable to in-house development. !:~ption #4 - Minimal Modifications: The consultant recommends this option and believes that it is possible.to obtain acore product fi’om an existing vendor that can meet most of the features outlined as current and future needs for the City, and, through minimal modifications, accomplish basic integration of the CAD product to existing applications. Minimal modifications would include integration of enhanced 9-1-1, fire alerting systems, and mobile data computers. Using a phased approach and implementing additionally requested but non- standard features, such as officer-initiated event number assignment, automatic incident routing, etc., at a later time, a CAD system can be implemented in a timely and responsible manner. _ " ’ _" " cations: The purchase of a core product with major modifications to meet all of the City’s desired functions and capabilities, is not recommended. Major modifications include full integration and functions desired by the department, such as complete data exchange with RMS, GIS, Utility Billing System, etc. The consultant believes that this option would significantly increase both start-up and ongoing support costs and significantly delay or extend delivery and implementation of the system. Consequently, the consultant’s final recommendation is to proceed with Option #4 and to issue a revised RFP for a core CAD system, to be minimally modified to allow for integration to existing and planned public safety systems. It should be noted that, in all instances, additional integration efforts will be required to expand the data radio communications network to provide acceptable and reliable coverage for CAD to mobile unit transmissions. "Dead spots," e.g., locations within the City with no or limited data communication, need to be resolved prior to CAD implementation. Possible solutions for improving data radio transmission coverage range from the installation of one satellite receiver at an existing City radio site to the installation of a series of satellite receivers and a new transmitter. CMR:300:97 Page $ of 7 With Council approval, staff will distribute a revised RFP. Because a narrowed list of vendors has been established, a 45-day response period would be adequate and expedite the vendor selection process. Staff would then conduct a thorough product evaluation, which would include a comparison of the existing functionality in the vendor’s product to the needs of the City. This will assist in the identification of areas of weakness, if any, in the vendor’s product and determine the amount of customization necessary to include the data exchange between the CAD system and future or existing systems such as the fire alerting system, police and fire records management systems, mobile data computers and Enhanced 9-1-1. Staff would return to Council at a later date for approval of an agreement with the selected vendor and a specific request for any additional funding. F_ISF_ALIMP_ACT Funds of approximately $216,000 still remain in the CIP 19109 budget. Based upon the information received from the vendors, additional funding of $9,000 - $185,000 would be needed for the recommended option. In addition, $12,000 - $50,000 would be required to upgrade and expand the mobile data network to provide adequate coverage for CAD integration. More precise amounts would not be determined until after the RFP process was completed. Staff would return to Council at that time with a specific funding request. ENVIRONMENTAL ASSESSMENT This project is not a project for purposes of CEQA. ATTACHMENTS Consultants Report CM’R: 143:96 CMR:372:96 PREPARED BY:John Bush, Communications Coordinator Lynne Johnson, Assistant Police Chief CMR:300:97 Page 6 of 7 DEPARTMENT HEAD REVIEW: CITY MANAGER APPROVAL: CHRIS DURKIN, Police Chief ’ EM~~y ~tant City Manager CMR:300:97 Page 7 of 7 CITY OF PALO AL TO- COMPUTER AIDED DISPATCH PROJECT SECTION I-- S~TEMREQUIREM~N7S CITY OF PALO ALTO COMPUTER AIDED DISPATCH AND RELA TED SYSTEMS SECTION 1 - REQUIREMENTS DEFINITION 1.1 PROJECT PURPOSE AND GOALS Abbey Group Consultants was retained by the City of PaiD Alto to assist in determining the needs and available technologies for the acquisition of a Computer Aided Dispatch system (CAD) for City .departments including Police, Fire, Animal Services, Utilities, and Stanford University Public Safety. A technology planning process began with a 1992 study by The Warner Group, which was titled the Police Information Systems Master Plan. A commitment to the project and the purchase of computers and software was established in the 1990-91 Capital Improvement Plan (CIP 19109). The CAD porlion of this master plan resulted in a Request For Proposal (RFP) which was completed and released in 1996. The outcome of this process was the inability for the City and the selected vendor to successfully agree upon contractual terms. The pursuit of a CAD acquisition was suspended pending this review effort. The end product of the consultant’s effort is to provide the following: ¯ An updated review of the current PaiD Alto Police and Fire computer systems and programs, including the dispatch related needs of the Stanford University Public Safety organization. A comprehensive analysis for the City of PaiD Alto, to include: ¯ research of CAD solutions available, including system and software capabilities; ¯¯consideration of the broad spectrum of information needs; °consideration of CAD integration with existing technologies;°cost benefit analysis of in-house development versus the purchase of an existing CAD system with the principle goal of providing the functionality desired by the affected departments. To recommend a course or alternative courses.of action to facilitate the rapid implementation of desired technologies in a manner which best serves the City and the community. 1.2 PROJECT APPROACH AND METHODOLOGY This project has included significant input and involvement from the principal user groups, as well as a multi-departmental steering committee. During the initial meetings, workshops, and in the working draft reports, departments were segmented by functional areas (i.e. Communications Center, Field Services, Fire Suppression/Hazmat, etc.) and addressed the following in a structured outline consisting of: 2. 3; present organizational functions and legacy systems, departmental, divisional, and workgroup needs, system requirements. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 1 CITY OF PALO AL TO- COMPUTER AIDED DISPATCH PROJECT SECTION I- SYSTEM REQUIREM~N’IS These draft documents were reviewed and thoroughly discussed in the work groups. This process provided the consultant with a perspective of the individual and group needs, and system concerns. These draft documents, with group comments and inputs, were subsequently consolidated into this report. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 2 CITY OF PALO ALTO -- COMPUTER AIDED DISPATCH PROJECT SECTION I- SYSTEM REQUIREMENTS 1.2 TECHNOLOGY OVERVIEW - PAST TO PRESENT 1.2.1 POLICE INFORMATION SYSTEM BACKGROUND In the 1990-91 CIP, the Palo Alto City Council approved funds to develop a Law Enforcement and Consolidated Information Management Plan which included a review of present and future systems within the department. Palo Alto has 57,000 people and is located in Santa Clara County. The City operates its own utility enterprise, including electric, gas, and water. The City’s Communications Center dispatches calls for service for Police, Fire, Utilities and Public Works, as well as the Public Safety Department of Stanford University (Police). The Communications Center has 16 Dispatchers and 4 Chief Dispatchers for 24 hour a day staffing. Annual calls received by the Communications Center include approximately: 31,000 9-1-1 calls; 50,000 Palo Alto Police calls; 10,500 Stanford Police calls; 7,000 Fire/Paramedic calls; and 19,000 Utility calls. ¯ The Palo Alto Police Department has 95 sworn officers and the equivalent of 72.5 civilian personnel. The department’s current computer systems include a records management (RMS) and a calls for service entry system, short of a CAD system. These systems are Tiburon’sVT-PRISM (former Vision Technology Inc, GTE, and OCS) and ACES. VT-PRISM is currently unsupported and ACES has been unsupported since the acquisition from the vendor. These soRware packages operate on 75 PC workstations connected to a HP3000/947 and provide tracking for police incidents, accidents, citations, field interviews, and other police records data. Mobile notebook computers provide online access to multiple federal, state, and local computer systems and have automated report writing capability from the field in patrol vehicles. The Palo Alto Fire Department provides suppression, prevention, and paramedic service to the City and on contract to Stanford University. The Fire Department has a records management system on a HP3000/949 computer system with City developed software programs, providing fire incident reporting information to the Universal Fire Incident Reporting System (UFIRS), inspection and occupancy files containing location information on hazardous materials, and on duty personnel staffing data. This system provides some access to the Com m unications Center. In response to the Police Information Systems Master Plan, several of the recommended actions have been introduced, including: Replacement of Mini Computer system. The police deparlmen’~s mini computer system was upgraded in 1992-93 from a HP3000/72 to a HP3000/947 providing improved access and data storage and retrieval while reducing maintenance and service costs; Upgrade/reimplementation of existing Records Management System.The department’s POSSE RMS system was obsoleted, VT- PRISM was upgraded to the latest version, and additional ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 3 CITY OF PALO ALTO- COMPUTER AIDED D1SPA TCH PROJECT SECTION I- SYSTEM RE, ~tgREI~F~NTS modules implemented, thus consolidating all police records and data into one application; Implementation of a Mobile Data System. The department installed Compaq notebook computers in patrol vehicles, linked by radio modems and Motorola Spectra radios (800MHz dedicated data channel) to the communications switch operating Western DataCom Traffic Master II software. This system connects the field officer to federal, state, and local databases as well as allowing for car to car communication; Implementation of a Message Switch. The department installed Eclipse Systems software which connects to a variety of internal (HP3000/947) and external databases. It also interfaces with the Traffic Master MDC controller software allowing the 75 PC workstations and vehicle notebook computers access to internal VT-PRISM and external local and state law enforcement database systems. Implementation of Automated RePOrt Writing. The department created police report templates utilizing Delrina Formflow, which is used by staff and officers in the field and in the station to produce standardized police reports. This has resulted in a time saving of approximately 20 to 30 minutes per report and increased overall quality, legibility and acceptability. Implementation of an Optical Imaging System. In 1993 the department implemented optical imaging for police reports which are scanned, indexed, stored, and retrieved from optical disks within seconds on the departments workstations. This has resulted in virtually no more lost reports, while reducing storage for hard copy reports to a minimum and making reports available to multiple requestors simultaneously. Implementation of Voice Mail. The Master Plan recommended implementation of a departmental voice mail system to increase communication between officers on opposing shifts, staff, and the community. The City subsequently implemented a City-wide voice mail system in 1995. In addil~on, a number of projects that were not identified or included in the Police InformalJon Master Plan but implemented by the department include: TRAK (Technology to Recover Abducted Kids). Utilizing community funding and a grant from Hewlett- Packard, the department installed a computer system that creates high quality color images in the form of photos, flyers, or bulletins and electronically transmits them among law enforcement agencies, the media, and to the community. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE. 4 CITY OF P~.O ALTO- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIREMENTS Digital Booking Photo System. Utilizing asset seizure funds, the department installed a stand- alone application server and retrieval station, which provides photographs of individuals for administrative and investigative identification purposes. Parking Citation Automation System. Provides parking enforcement officers with hand-held computers to track parking offenders and issue computer generated parking citations. This system is connected to the City of Inglewood parking citation processing center which issues and collects parking fines: ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE C1~ OF PALO ALTO- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQU1REMEN’IS 1.3 PRESENT ORGANIZATION AND SYS:rEMS 1.3.1 CITY OF PALO ALTO TECHNOLOGY INFRASTRUCTURE 1.3.1.1 Hardware and Software The City of Palo Alto’s computer system environment currently includes: HARDWARE ¯Hewlett Packard HP 3000 Mini computers; ¯HP9000 UNIX based Servers;¯Digital Equipment Corporation (DEC) servers; ¯PC Pentium and 486 Class workstations. ¯Hewlett-Packard Personal Computer Netservers. SOFTWARE/OS ¯Informix and Oracle Data Base Management Software; ¯Windows NT on PC Servers; ¯, Powerbuilder as in-house development environment; ¯., Server based file/data print and application sharing; ¯Microsoft Office products, Windows for Workgroups, with migration to NT operating system. °Hewlett-Packard MPE. ¯Hewlett-Packard HP-UX (UNIX). 1.3.1.2 Networks Transmission Control Protocol over Internet Protocol (TCP/IP) is also supported to connect Personal Computers to the HP UNIX servers. The personal computers are connected via LAN Manager network operating system and moving towards the NT network operating system. Workstations (Personal Computers) communicate to the Unix servers over an ethernet network using Walker, Richer and Quinn’s Reflection Network Series for Windows software. 1.3.1.3 The Intemet and The World Wide Web The City has a significant Internet presence and commitment, consisting of the City’s Home Page and a firewall for network security. From this platform, a notably broad range of information is distributed to the community. Departmental information, crime prevention, school resource and education materials, and police alerts and wanted posters have been published. Palo Alto should serve as a model to agencies in the efficient use of this technology to serve the community. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 6 CITY OF PALO ALTO-- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIRElt~NTS 1.3.~2 POLICE DEPARTMENT t.3.2.1 Communications (Dispatch) 1.3.2.1.1 Organization and Existing Technology The Palo Alto Communications Center dispatches for Police, Fire, and Animal Services, and provides contract dispatching services for the Stanford University Police Department, as well as emergency and after hours services for Utilities and Public Works. The Communication Center staff is assigned to either of several positions, such as police or fire dispatcher positions. The principle technology in Communications is a legacy, after the fact, call entry system. The department currently uses Vision Technology’s ACES (Automated Call Entry System)which predates CAD systems. This application is circa 1984, and has seen few incremental updates over the years. The application runs on the HP3000 on the HP MPE (Multi Programing Executive) operating system. 1.3.2.1.2 Needs Analysis The automation needs of the Communications Center remain essentially the same as identified in the 1992 Master Plan. An integrated CAD and RMS system would substantially increase the availability of essential information to dispatchers and improve the effectiveness of the Communications Center. Implementation of CAD would also provide critical data for deployment of resources, planning, and decision support. Consultant concurs with the Master Plan conclusions on the redundancies and overall inefficiencies inherent in manual dispatching. 1.3.2.1.3 System Requirements Desired CAD functionality is basically the same as defined in the original RFP, with some minor modifications. The required design would include a CAD system that supports single entry of information, validates addresses from a geo file, stores location information, and maintains status on police, fire, and other City units. Remote status monitors, using a network broadcast design to display resource availability to various operational and administrative staff, should be considered for addition to specifications. ~, References to options in the previous RFP tended to invite vendors to quote various system configurations which made evaluation and comparison difficult. Future RFP specifications should articulate requirement items only with minimal emphasis or reference to options. Vendors who can not provide certain requirements will likely respond by taking exception to items they can not deliver. This will ultimately show which vendors are in the best posit!on to provide complete solutions. The system requirements of CAD have been expressed in terms of a trade off between a lesser cost for off the shelf systems and a custom system. Even the Ushrink wrapped" CAD becomes custom with interfaces and changes. Consultant is confident that staff knows what they want and the evaluation of available CAD systems should proceed. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 7 CITY OF P/aLO ALTO- COIvflc’UTER AIDED DISPATCH PROJECT SECTION I-- SYSTEMREQUIREM~N’IS 1.3.2.4 Property and Evidence 1.3.2.4.1 Organization and Existing Technology Prgperty and evidence are collected by the operational units of the Police Department. These items must be cataloged, tracked and disposed of in a manner which maintains the chain of custody and indisputable security. The current manual tracking methods are highly paper- and labor-intensive. The present use of technology in the booking and tracking of evidence and property is very limited. The deparlment’s RMS includes a basic property module as part of the incidents module; however no bar code or property movement tracking systems exist within the VT- PRISM application. 1.3.2.4.2 Needs Analysis A state of the art integrated RMS typically includes a full function property module. Introduction of this type of technology would substantially decrease the efforts in this area through automated tracking of essential information and use of bar code or other similar technologies. 1.3.2.4.3 System Requirements Although inclusion of these needs have been considered in the CAD definitions, the detailed specifications for this area would be developed during the RMS RFP process. Basic func’donality, such as the generation of case numbers and the transfer of basic incident data would avoid duplication of data entry and provide appropriate reference links. 1.3.2.5 Records and Data Entry 1.3.2.5.1 Organization and Existing Technology Records and data entry is entirely manual into the department’s RMS system. The department has increased the amount of data entered into the system from just citations and accidents in early years to include incident data. A Hewlett Packard Optical Imaging system is used to store all police reports on optical disk. 1.3.2.5.2 Needs Analysis The needs of the records function also remain essentially the same as those identified in the Master Plan, although the technology has significantly matured since that time. Applications are now available that would allow officers in the field and support staff to directly transfer police reports for permanent storage and retrieval without additional data entry and scanning procedures. Additionally, an integrated RMS and CAD system would substanlJally decrease the data input of redundant information into two separate systems. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)F~AGE 8 CITY OF PALO ALTO - COMPUTER AIDED DISPA TCH PROJECT SECTION I- SYSTEM REQUIREM~NTS 1.3.2.5.3 System Requirements The specifications for this area would be developed during the RMS RFP.process, however, some functionality is basic. Consultant’s experience in law enforcement systems design has been based upon designing the data fields in as searchable a format as possible. Forced choice from defined data elements has a dramatic impact on the ability to query large databases in routine matters. It is also the consultant’s recommendation to have the field officer, fire officer, or inspector enter the data once, in the field, and have the system populate the necessary data fields in the master database. Pen stylus devices combined with Pentium power hand held devices virtually eliminate the data entry function. 1.3.2.6 Investigative Services Division 1.3.2.6.1 Organization and Exj’sting Technology Reports taken by Field Services are reviewed by ISD Sergeants and assigned to detectives iffollow-up is necessary. The case tracking process is largely manual, cumbersome and provides inadequate information about a detective’s work load. 1.3.2.6.2 Needs Analysis The very nature of the investigative function is one of managing large and diverse amounts of information. An integrated CAD/RMS system is an invaluable tool for solving crimes as well as other.community problems, making potentially important information available for each detec’dve, and allow for automated case management. 1.3.2.6.3 System Requirements The specifications for this area would be developed during the RMS RFP process, although interaction will be considered in the CAD recommendations. 1.3.2.7 Field Services 1.3.2.7.1 Organization and Existing Technology Field Services, or uniformed patrol and traffic, is the largest unit within the Department. Field officers and supervisors are using mobile computers installed in their patrol vehicles. Traffic Master field computing software provides the communications link to access external databases and for car-to-car communication. At the lime of this writing a new Windows-based version of the Traffic Master program is being tested in patrol vehicles. An Eclipse Systems Message Switch provides data interface to external data bases, such as SLETS, CLETS, DMV, etc. The message switch has been recently upgraded, increasing stability and the speed of the returns. Additional software installed allows for report generation in the field and other specialized applications, such as a VIN check program. However, there is no automated link to move crime report data from field generated reports into the department’s internal RMS. ASBEY GROUP CONSULTANTS - (REVISED JUNE 8, "/997)PAGE 9 CI~ OF PALO ALTO-- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIREMEN’IS 1.3.2.7.2 Needs Analysis Patrol and field operational personnel interviewed expressed interest in state of the art technology but consistently emphasized that the need to perform the "basics" was paramount. Field personnel universally desire links into other law enforcement and justice systems. Selection of an open architecture with standard communication (TCP/IP) or object linking capabilities would allow incremental addition of interfaces, such as an Automated Vehicle Locator system (AVL), or the City’s Geographic Information System (GIS). Intemet use by patrol, in the field, has been discussed. At this time no need has been identified to make Internet capabilities (browsing) necessary in patrol vehicles. It could be done via the Richochet modem, however, there are limitations on its use (thecar must bestationary for it to communicate). The Internet has been used quite successfully in the station for online research into drugs and other topics. User group interviews have shown a great deal of sensitivity to AVL systems. However, solid support exists for some of the officer safety features AVL would provide. Consultant believes a system based upon locating officers in trouble could be introduced with active participation of the field officers. A fully functional CAD/RMS system would allow for collected data to be used in community problem solving. Adequate data analysis and access is essential to the concept of Community Policing and patterning the appropriate response or strategy to each problem, crime, or community need. Effective use of CAD and RMS in the field, on field computers, is an invaluable tool for addressing community problems. 1.3.2.7.3 System ,Requirements It is understood that additional screens, forms and command buttons will need to be defined and programmed into the field computing system in order to accommodate the new features and capabilities a CAD system. Many of these changes are user definable forms, whose redesign can be achieved with a minimal amount of effort by Western Data Com or Eclipse Systems. These changes should all be within the existing support maintenance contract. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 10 CITY OF PALO ALTO-- COMPUTER AIDED DISPATCH PROJECT SECTION I- SYSTEM REQU1REM~NTS 1.3.2.8 Warrants and Court Liaison 1.3.2.8.1 Organization and Existing Technology The existing RMS Software has a warrants module; however, it is not used, since no interfaces to the Police Information Network (PIN) exist. Thus, warrants are not maintained in the RMS, but rather directly entered by the warrants clerk into PIN through dedicated terminal access. 1.3.2.8.2 Needs Analysis The needs as identified are essentially the same as defined in the Police Information Master Plan. 1.3.2.8.3 System Requirements Warrants processing is typically a function of an RMS and should be considered during the RMS RFP process. t.3.2.9 Crime Prevention & Analysis 1.3.2.9.1 Organization and Existing Technology The existing RMS has limited crime analysis capability, due to inadequate reporting and search capabilities. The cdme analyst, therefore, relies heavily on word of mouth information and data gleaned from reading case reports. 1.3.2.9.2"Needs Analysis As in other areas, a well designed CAD/RMS would allow for collected data to be used in community problem solving. Data analysis and easy access is essential to meeting these needs. Use of CAD and RMS is an effective tool for identifying crime problems and patterns. 1.3.2.9.3 System Requirements The specifications for this area Would be developed during the RMS RFP process. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 11 CITY OF PALO ALTO- COMPUTERAIDED DISPATCH PROJECT SECTION I-- St’STEM REQUIRE~NTS 1.3.2.10 Personnel and Training 1.3.2.10.1 Organization and Existing Technology There is no personnel or training support module in the RMS system. All efforts to automate this aspect of the department’s operation has been accomplished using standard desktop office automation products such as word processors and spreadsheets. 1.3.2.10.2 Needs Analysis Automated personnel and training records can provide excellent record keeping and can be an online tool for workgroup managers. Police officers are required to participate in mandatory training, for which the City is eligible for reimbursement. A well designed system would manage staffing, training, leave accounting, and other personnel data. These systems also track injuries and exposures. 1.3.2.10.2 System Requirements The specifications for this area would be developed during the RMS RFP process. 1,3.2.11 Executive Management 1.3.2.11.1 Organization and Existing Technology Executive management operations require the ability to easily and quickly access all information from department records. No integrated executive information system e)dsts. An effective system accesses all of the organizational systems and presents the data in such a way as to support decision making and monitor organizational performance. Existing application software is difficult to use, causing delays in gathering appropriate information. 1.3.2.11.2 Needs Analysis ¯ Police management needs access to a wide variety of records maintained by the department and the City, including: crime statistics and patterns; traffic information; case status inquiry; citizen complaints; sick leave, overtime, and other timekeeping information; personnel file data; and budget and financial information. 1.3.2.11.3 System Requirements The specifications for this area would be developed during the RMS RFP process.’ ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 12 CITY OF PALO ALTO -- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIREM~N’IS 1.3.3 FIRE DEPARTMENT 1.3.3.1 Suppression- HazMat 1.3.3.1.1 Organization and Existing Technology The Fire Department’s records are stored on a HP3000 System. The major technology project underway is a Fire Ring Down System designed by Telecommunications Engineering Associates (TEA) of San Carlos, California. The principal of this company is known to the consultant to have an excellent understanding and capability for delivering these types of systems. While this process is just getting started, review of the proposed system does not suggest or reveal anything that falls outside of the scope of a good overall communications upgrade plan. Additionally nothing specified in the TEA proposal is known to represent a conflict or incompatibility with a modern day CAD system. We feel that the action to continue with this ring down system is warranted. 1.3.3.1.2 Needs Analysis There is a necessity for a "Rip & Run" (fax or printer) digital event reuting function to the fire stations. Run cards and unit recommendations should be.able to be adjusted seasonally and or based upon the ".Low, Medium, High" burn index. Burn index information obtained via an electronic weather monitoring station in the Foothills should be linked to the move up and staffing algorithms. A potential for this innovative interface presently exists. Dynamic move up based upon status of apparatus is very important. Likewise, status of apparatus in neighboring agencies should be considered for dynamic move up and deployment. Necessity to track personnel assigned to apparatus and what apparatus went on what cell in order to track potantial exposure to chemicals and communicable diseases should be included at minimum. The Fire Chief has adopted a strategy of "cautious progress" and is carefully prioritizing the timing of technology implementation. IntervieWs have shown a desire for Automated Vehicle Locating AVL systems. This technology can work in concert with field data computers for status and for in field inquiries and communications. ~. i.3.3.1.3 System Requirements The Fire Department has acquired systems which provide them AutoCAD maps of the entire city jurisdiction The Fire Dept. has selected the SunPro Fire RMS system. Although at the time of this report the systems have not been purchased. It is anticipated that this system will help facilitate some aspects of fire prevention. This may assist in the CAD geo file development effort.. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 13 CITY OF PALO ALTO- CO&ff’UTER AIDED DISPATCH PROJECT .SECTION I-- SYSTEMREQUIREIvt~NTS 1.3.3.2 Emergency Medical Senfice 1.3.3.2.1 Organization and Existing Technology The EMS function of the Fire Department has little data technology support. This division is limited to desk top computers for office automation. No EMS information system exists. The main technology is a legacy billing system which requires manual entry. 1.3.3.2.2 Needs Analysis Two key elements of Emergency Medical Service affected by technology are rapid response times and patient care history. The response time is a key factor in the survival of’trauma and heart victims. The patient history is not only an important component in the continuum of care, but critical for managing liabilities. 1.3.3.2.3 System Requirements Fire Department Paramedics are exploring PEN Based systems for EMS. AVL has potential of improving move up and status management. The Information System should capture adequate informalion for cost recovery of response costs in EMS and other selected areas. 1.3.3.3 Prevention = Inspection 1.3.2.3.1 Organization and Existing Technology Fire inspection is presently not automated, although this function is data intensive. ,1.3.2.3.2 Needs Analysis The development of a comprehensive data base of parcels, structures, and businesses would not only enhance fire prevention and provide response data, but could provide parcel level geofile validation. Primary segment based lookup could remain for dispatch, but the Protection Inventory database would ideally be the second tier, secondary lookup. Although significant maintenance is required for a high level of validation, inspections and occupancy permits should keep it current. 1.3.2.2.3 System Requirements As a stand alone application, off the shelf fire data systems provide good functionality for storage and retrieval, i Using this data as a component of a mission critical application like CAD would warrant an "enterprise grade" application with a secure database similar to SQL or Oracle. ABBEY GROUP CONSULTANTS - (REvIsED JUNE 8, 1997)PAGE 14 CI~ OF PALO A L TO -- COMPUTER AIDED D1SPA TCH PROJECT SECTION I-- SYSTEM REQ UIREIt~NTS 1.3.3.4 Administration 1.3.3.4.1 Organization and Existing Technology The administration has applications running on the in house HP 3000 The SunPro Fire RMS is being considered for purchase. A Hewlett Packard server for fire RMS is being purchased. This server will be housed in the main city building where it can easily be physically attached to the network backbone and subsequently communicate with CAD. If acquired, the need to distribute the SunPro Fire RMS software has provided an impetus to develop some wide area communication capabilities that previously had not existed. 1.3.3.4.2 Needs Analysis The need to download CFS activity from CAD into the soon to be installed sunPro sys~m is a requirement. This requirement was not clearly articulated in the original RFP, as the selection of SunPro had not been planned at that time. The station alert/ messaging that has been identified is separate from traditional e mail type systems, and should be considered CAD admin messages. 1.3.3.4.3 System Requirements The Fire Department is installing ISDN cimuits to all stations. These lines have been ordered and should be installed soon. This will provide from 56Kb up to 128Kb of bandwidth to the fire stations. This is approx. 1/20 to 1/10 the throughput capacity of a traditional 10Mbs (MegaBitiSecond) Ethernet connection. This current course of action being taken by the Fire Department to solve the. data communication issue is not likely to be the desired long term solution, however the time frame for developing and implementing a long term solution is unknown. The installation of ISDN should serve as a reasonably cost effective and dependable method of getiJng online and improving organizational efficiency until more long term solutions are planned and implemented. While the ISDN conneclJon is slow by comparison, it will provide sufficient capacity for "Rip & Run" digital event routing. Additionally it is economical and reasonably dependable. While connection to the Fiber ring would be better and more economical long term these ISDN lines represent a good short term solution. SunPro has very large installed base and has a solid product foundation written in FoxPro for DOS. The new Windows version may pose some uncertain behavior until the windows release becomes a more mature product. Foundation of data files as DBF’s used by FoxPro and V’sual FoxPro pose no known compatibility complications or difficulties. The Fire Department has made a sound decision and a positive step forward. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE ]5 CITY OF PALO ALTO- COMPUTER AIDED DISPATCH PROJECT SECTION I- S~TEM REQUIREMENTS 1.3.4 ANIMAL SERVICES 1.3.4.1 Organization and Existing Technology Animal Services, located near bhe Municipal Service Center (MSC), provides housing for impounded animals, adoption and vaccination services, and operates a spay and neuter clinic. Animal Services also provides animal control services to Palo Alto, Mountain View, Los Altos and Los Altos Hills. Technology is limited to a PC database of 15,000 animal license and ID tags. Animal control officers are dispatched by the Communications Center. 1.3.4.2 Needs Analysis There is a potential need for a CAD workstation at the Animal Service Center with limitedfunctionality, e.g. to provide address and jurisdiction verification, since citizens can also call the center directly to place a call for service. 1.3.4.3 System Requirements A local server for office automation and database files would be of benefit. This server can link to CAD to provide officer safety information and could be mirrored through a local area network for online back up and accessibility to others. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 16 CI~ OF PALO ALTO-- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQU1REIt4~NTS 1.3.5 UTILITIES DEPARTMENT 1.3.5.1 Electric Operations 1.3.5.1.1 Organization and Existing Technology The Electric Department has their own 7x24 dispatch operation. Interaction with Police Communications is via voice and the need to extend that capability is not clear. Electric Operations will obviously maintain a link, but is moving in an autonomous direction. 1.3.5.1.2 Needs Analysis This department may have a need for a limited CAD workstation to create events for public safety, but generally views itself as separate and autonomous. A communications CAD system is not seen as being of great benefit. The major improvement underway is a new telephone system with features for handling the large volume of calls during outages. 1.3.5.1.3 System Requirements Call taker capability is recommended for the Utilities Department. This would allow the input of emergency se~ice calls and coordinalJon with other emergency providers. 1.3.5.2 Utilities Field Services 1.3.5.2.1 Organization and Existing Technology See 1 .3.5.1.1 1.3.5.2.2 Needs Analysis Interviews have concluded they would not derive any benefit from CAD except dispatch, arrive times, etc. However, those times are part of the incident reports filed by utilities personnel upon the completion of a specific call. They do not see significant value in a mobile data system. However, they have a significant need to automate the incident reporting process. Public works and utility managers can better judge the potential benefits to their organizations once the CAD system is online and functioning. 1.3.5.2.3 System Requirements See1.3.5.1.1 ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE CITr OF PALO ALTO- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIRElv.~NTS 1.3.6 INFORMATION TECHNOLOGY 1.3.6.1 Organization and Existing Technology Information Technology (iT) serves all .departments with technology support. Hardware IT supports multiple Hewlett Packard 3000 mini computers, HP9000 UNIX, DEC hardware, PC servers and workstations. Hewlett Packard is the preferred vendor because of their extensive local support, the ability for the City to stock "hot swapable" parts, and because of existing maintenance contracts with HP. IT will support other vendors, but does not necessarily have extra parts on hand. Desktop hardware upgrades are handled internally and focus is shifting to a scheduled life cycle upgrade. Older equipment can be, and is, sometimes reallocated and used for task specific operations where the equipment is still acceptable and suitable for the task. Software and Operating Systems The City standard is now 32 Bit Windows, namely Microsoft Windows NT. Windows 3.1 is being phased out and some DOS systems remain only where necessary to support specific user applications. Networks Microsoft NT has been established as a city standard, although Novell and DEC Net networks remain in place. The City is installing fiber optic cable in the main building, linking vertically to the network hubs. IT is upgrading the hubs and an inactive "dark" fiber ring being installed throughout the City.- The timing for enabling or "lighting up" the fiber system has not been established. IT has-set standard communications protocols of TCP/IP as city standard. However, others include IPX and Netbios support. Internal support is primarily HPoPC based, with more specific focus on NT. The IT Division is committed to supporting the City’s standard hardware and software architectures and environments. IT cannot support every computing environment and would tni to direct solutions to the preferred environment. If no preferable computing solutions exist, IT is committed to assist the end user if possible. 1.3.6.2 Needs Analysis As it relates to this project, IT’s needs are reflected in the form of new technologies for the IT clients. IT is a technical resource, but not a replacement for departmental technology initiatives and planning. 1.3.2.2.3 System Requirements Requirements are individually defined for each project. ABSEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 18 CITY OF PALO ALTO-- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQU1REM~NTS 1.3.7 STANFORD PUBLIC SAFETY 1.3.7.1 Organization and Existing Technology The Stanford University Public Safety Department has a contract with the City of Palo Alto to provide police and fire dispatching for the University’s emergency and non- emergency calls for service. The City provides them with completed dispatch cards containing location, times, and type of incident. The University maintains a substantial alarm system - SIMS - which is linked to Palo Alto Police Communications. SIMS does not support any form of direct computer interface. The communication line between the SIMS console at Stanford and the Palo Alto Communication Center is a standard asynchronous modem line. General network communications at the Stanford facility is on a Novell Network. This network ,currently supports TCP/IP, a compatible protocol for extending a CAD workstation and status monitors to the campus police office. 1.3.7.2 Needs Analysis SIMS Incorporated was contacted and it was discovered that they do not support any form of direct computer interface to their SIMS II product, or any other comparable product that they offer. This eliminates the possibility of interfacing the current Stanford SIMS alarm system to any future CAD implementation. With this understanding, any reference to the Stanford alarm interfaces should be removed from the RFP or similar system requirement documents. Although no technology support is provided to the University by the City, the possibility of connecting to Palo Alto’s mobile data computer system and message switch would be practical. Participating in an integrated CAD/RMS with the City would result in the sharing of valuable information while providing positive economies of scale to both agencies. 1.3.7.3 System Requirements The technology to be acquired for communications will well serve the Stanford Public Safety Department with basic call for service reporting functions, such as total calls, type of calls, response time reports, etc. Limited CAD workstation functionality will allow Stanford staff to create events for campus related activity. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 19 CITY OF P~d~O ALTO- C01vtPUTER AIDED D1SPA TCH PROJECT SECTION1- SPSTEM REQOIREMt~N’IS 1.4 SYSTEM REQUIREMENTS 1.4.1 GENERAL 1.4.1.1 Architecture - Client Server Model The original RFP specified an open systems, windows based workstations running on a LAN (Sections 1.2.2 thru 1.2.6). The lack of specific requirements for a client server environment, and subsequent definition of component level responsibility within the client server structure, serves to prevent premature disqualification of some potentially viable solutions. The amhitectural specifications originally stated are .still applicable and are s~ll a solid foundalion to work from. The client server models are somewhat reversed depending on the implementation of the technology. Based upon the premise that the "client" always tells the "servef’ what to do, the models are as follows: Microsoft Client Server Model : The client application is at the desktop computer. The sewer is one or more common machines accessible to the clients. Most, and sometimes all application processing is performed at the client. The server is generally a data depository which when requested, returns small Uresult sets" known as cursors (CURrent Set Of ResultS) to the client for manipulation. Referential integrity of data rules are enforced at database server level. The client requests data from the server and the server provides the data. The client modifies the data and passes the changes back to the server for referential integrity validation and database updates. The X Windows Client Server Model : servers run at the desktop and handle data presentation and Graphical User Interface (GUl) processing. The client application is running at one or more "central" machines. The =server~ at the desk’top level hands user interaclion to the =client~ at the Central CPU level. The client processes the data, validates, and updates information accordingly. In this model, the client handles referential integrity and validation, then saves the data to the database. The client then tells the server what information is to be presented and sends the data. The server then presents the screens and handles the user interaction based upon the clients instructions. Which model is better depends on one’s opinion and biases. They clearly each have advantages and disadvantages. Those who have a legacy product designed around a central CPU mini computer amhitecture may tend to favor an X Windows model as it is more familiar to them and has a greater potential to utilize some of the legacy technology. Systems maintenance and configuration may be easier with an X Windows environment as the client code is more centralized and can be more tightly controlled. A system upgrade to and X Windows environment involved a =bigger" client engine (central processor) at substantial cost, while an upgrade in a Microsoft Windows environment may involve upgrading ~ client workstations, at a lesser cost per workstation. Both technologies are distributable and scalable, however the approach to development of application software for these two schools of the client server model are diametrically opposed. The Microsoft Client Server Model has much more of an extensive integration into desktop level office automation. Where the Microsoft model has identifiable faults, Microsoft is moving very rapidly with significant resources to overcome these limitations. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 20 CITY OF PALO ALTO -- COMPUTER AIDED DISPATCH PROJECT SECTION I- SYSTEM REQUIREA,,~NTS X Windows has a large installed base of tools and support and is widely accepted in the UNIX world. Many systems professionals would argue (with equal opposition) that UNIX is the only practical solution for very large scale installations. In the opinion of this consultant, while the X Windows model has some advantages, it appears to be little more than the Central CPU mini computer architecture of the "/O’s with a more intelligent user interface terminal that handles the GUI processing to create a windows look and feel. The ability to tightly integrate common office automation products is a significant issue. System upgrades are tzuly more scalable in that one can upgrade some desktop workstations where needed, rather than being forced to upgrade a central brain at significant expense in order to achieve better performance. Which model is better is purely a matter of opinion and biaS. This consultant recommends the Microsoft Model. Given the different interpretations of "client server" terminology it may be prudent to not require any specific architectural implementation, however it should be clearly stated that there is an expectation for the .vendor to fully disclose the architectural design of their respective product. 1.4.1.2 Hardware Functionality Hardware functionality is solely driven addresses these issues. by the architecture selected. Section 2 1.4.t.3 CAD Functionality The core applicalJon level of functionality of a CAD system should be well defined with a minimal number of specified options. The basic core functionality of the CAD system has been adequately defined and documented in the previous RFP. These core requirements are reasonable and should be inclusive in most modern CAD systems. This core functionality should include, but not be limited to the ability to simply capture and track the following information: Events:. o o Location of the event or incident. Geofile validation of event location. 1.Police beat, district, etc. 2.Fire district, station district, etc. 3.Unit recommendations Type of event. Priority or alarm level of the event. Date and time of the event. Name/location of reporting person. Additional event information, details and comments. Unit Status: Current status of unit. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, "/997)PAGE 21 CITY OF PALO AL TO- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIREM~hrlS o o o o Time in status. Location of the unit. Association of unit to an event. Officers/personnel assigned to the unit. Interfaces: ¯Master time synchronization °E9-1-1 ALI/ANI °Eclipse Message Switch °Fire Station Ringdown Alerting System The analysis of the CAD functionality and specifications as previously documented in the RFP should be reevaluated to fine tune the scope and detail the desired functionality. 1.4.1.4 Message Switch Functionality The scope of functionality of the current message switch will need to be expanded to facil~te many of the new features and requirements of a CAD system. The current message switch is built upon a foundation which will permit this evolution and modification. The vendor supplying the message switch is aware of these future requirements and is capable of making the necessary modifications. Most of these changes may be completed within the scope of the existing support maintenance contract and include: o o o o Dispatch notification, of warrant hits on MDC. Specific event delivery and n, otification of receipt. Broadcast of events flagged as such. Receipt and delivery of unit status changes. Administrative broadcast toall mobiles units. Previous call inquiry. 1.4.1.5 MDC Capability and Capacity The nature of mobile digital systems is one of high maintenance levels due to a generally harsh operating environment. The expanded implementation of CAD and digital dispatching will necessitate the highest possible level of system reliability. In order to ensure acceptable operational reliability levels in the future it will become necessary for mobile digital equipment to be monitored, measured and tuned on a regular basis. The city of Palo Alto is fortunate to have a competent internal radio engineering staff. However, this staff must assume a higher level of ownership and responsibility over the mobile digital system. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 22 CITY OF P~d~O ALTO-COMPUTERAIDED DISPATCH PROJECT SECTION I- SYSTEM REQUIRElt~N’IS 1.4.1.6 Mobile Communication Reliability Surveys of field officers suggest that mobile computers which were mounted and installed by city personnel tend to function better than those units which were installed under contract services. This suggests that improper grounding or shielding of wires and cables occurred under these contract services. Future mobile computer installations should be done internally by City radio shop staff, to ensure higher quality work, higher system reliability and continued system ownership. 1 A.1.5 RF Coverage Locations within the City with no or limited data radio communication must be identified using a mobile unit known good, under very controlled conditions. Situations where a mobile unit can receive from the base, but the base does not receive, can likely be resolved by installing "voted" receivers for the mobile digital frequency at existing City radio sites. It must be understood that it may not be cost effective to try and resolve all =dead spots." The cost to solve this issue in some areas may be more significant than the lack of mobile digital radio coverage warrants. This is likely to be true in the foothills to the west of the main City basin. The City radio shop should be responsible for the identification and resolution of RF coverage issues. ABBEY GROUP CONSULTANTS - (REVISED JuNE 8, 1997)PAGE 23 C1TT OFPALO ALTO-- COMPUTE’RAIDED DISPATCH PROJECT SECTION I-- SYSTEMREQUIREMENTS 1.5 OBSERVATIONS AND CONCLUSIONS 1.5.1 OUTCOME-CRITICAL ISSUES Based primarily on information derived from interviews and group process within the organization, the consultant has made the following observations: departmental staff generally seem to have a good intuitive sense of what they need, and to a large degree, understand many of the complexities associated with achieving their goals. Their ability to arlJculate what theywant is generally good, but they lack of the technical understanding. City staff guided much of the development and implementation of recommendations defined in the Master Plan, with outside consultants only providing marginal technical assistance. The Warner Group study provided reassurance that the general direction of City staff was acceptable and on course. The consideration of sharing a radio frequency between Police and Fire for digital dispatching is based upon good sense and sound technology, however, security standards set by the State do not currently permit this type of sharing. A request to the CLETS Advisory Board should initiate a resolution. The overall issue of linking mutual aid agencies is more complex. In a CAD environment a mulSjudsdictional approach to facilitate efficient exchange of information between neighboring agencies requires communication between diverse systems. For example: ¯Menlo Park - No known CAD. ¯East Palo Alto - PRC via San Mateo County ¯Los Altos - Streamline Software ¯Mountain View- PRC ¯CHP - Level II Due to technical issues of such multi-agency integration of CAD systems, the department should postpone any such efforts pending successful implementation of CAD for Palo Alto. The consultant believes the development of internal skills and expertise to address problems and related issues with public safety applications systems is essential. As previously stated, IT must provide the technical resources for the overall system support. Computer system support as used here relates specifically to installation and maintenance of computer hardware, operalJng systems, network configuration and related tasks such as daily backups etc. However, application software issues, as well as organizational strategy and coordination which are specific to police or fire departments, should be coordinated from within these respec’dve departments rather than from IT. Expertise can be built from within, or by selecting a vendor with the skills and desire to be the on-site advisor and facilitator. Internal expertise will begained with the right approach. A "stick to the basics" approach, based upon technologybuilding blocks, with a carefully phased implementation, will allow those interested to acquire the necessary level of expertise. In this approach, the funding is appropriated with the understanding of a phased project, acquiring technology at a time and price that is advantageous for the City. The "all inclusive RFP" approach is antithetical to this approach and not recommended. The preceding paragraph addresses the need to reduce dependency on a single vendor. Many agencies who depend on RFPs and contract language rely too much on a vendor, and are falsely lulled into complacency through safeguards such as escrowing source code. These safeguards rarely bridge direct access to updates in real time. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 2"1 CITY OF PALO ALTO- CO1v£OUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIREM~N’IS 1.5.2 GENERAL VENDOR/PROVIDER CONSIDERATIONS 1.5.2.1 Selection Considerations The process of evaluating a public safety technology solution is as much an evaluation of the vendor supplying the solution as the technology itself. Very few comprehensive and successful implementations are achieyed from an off the shelf technology acquisition. Closely working with the vendor and establishing a commonunderstanding of operational goals and expectations is paramount to organizationai success in implementing the desired technology. This level of communication and trust is easier to achieve when working with a vendor who has an established reputation of being ethical, flexible and available. In addition to the reputation of a vendor as a whole, it is important to establish a consistent point of contact with the vendor so that important communications are not lost in the maze of voice mail and corporate red tape. 1.5.2.2 Company Size and Resources Many large companies with strong stories of financial and technical resources have come and gone. in the public safety marketplace. With rare exceptions, big is rarely better. Any consideration of a "deep pocket" in the event of default is balanced by the magnitude of their legal staff. As our military contractors turn =swords to plowshares" in the public safety market they bring a cost plus, let’s litigate attitude. McDonnell Douglas entered the public safety market when they had an abundance of programming and technical resources on payroll, but were short of government contracts for aerospace development. They then abandoned the market when they received new contracts with the federal government. Motorola entered the public safety software market in the early 70’s and leveraged their strong presence in the radio field to convince potential customers that a decision to purchase Motorola systems was a safe decision. Later in the 80’s they abandoned the public safety software market to refocus on its strengths in radio and semiconductors. While the size and economic strength of a company may appear to be a compelling reason to pursue a business relationship, this reason often turns out to be nothing but a false sense of security. 1.5.2.3 Devotion to the Market Companies whose principal members have been in the market for extensive periods of time tend to stay in the market during good times and bad times. 1.5.2.4 Vendor Interaction and Availability Geographic availability of vendor support is a valuable asset. The ability to communicate with a vendor in a one on one relationship has great advantages over ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 25 CITY oF P~o ALTO-- COMPUTER AIDED DISPATCH PROJECT SECTION I- SYSTEM REQUIREMENTS a distant 800 number where you may or may not talk to the same person each time you call. While much computer support can be performed via the telephone and dial up networking capabilities, personal interaction can be a very positive factor in the evolution and growth of a system. 1.5.2.5 Contract Negotiation During interviews with City staff it was noted that while the focus of continued contract negotiations with the previous CAD vendor revolved .around costs, the single largest driving force which defeated the negotiation process was trust. City staff began to feel a certain discomfort with responses to issues and concerns and began to see some discrepancies between what had been stated, or promised and what was being offered in the contract. While this circumstance is certainly unfortunate, the likelihood of this occurring increases as the size and scope of work increases, thus creating a compelling argument to deal with functional and operational systems in smaller and more manageable components. It mustbe noted that corporations establish profitability different ways. In the case of the previously selected vendor, Unisys, the original proposal specified Unisys hardware, which in turn carried a degree of profit margin for the corporation. As discussions turned to hardware being acquired directly from Hewlett Packard, rather than Unisys, that degree of profitability would have been eliminated. This, in turn, motivated Unisys to hold firm or perhaps increase the cost on other issues in order to maintain profitability. This mid-stream shift on Unisys’ behalf could have easily fueled a growing fire of distrust as negotiations progressed. Trust is a highly valuable attribute, no matter what the price threshold. The focus on trust rather than AAA corporat~ stability and virtually endless resources is a viewpoint to be commended. 1.5.3 AVAILABLE OPTIONS 1.5.3.1 Applicability of previous RFP to current conditions As this project proceeded, the consultant repeatedly asked the question - Would you ask for the same technologies and functionality and would you use the same rating process? This provoked an in-de.pth review of what is truly important in delivering these new tools. 1.5.3.2 Strategic Considerations Recognizing the inevitable evolution of any system, is an excellent strategy to specify an industry standard open systems approach to the communications and information systems which include CAD. However, one of the primary reasons that open architecture and open systems are desirable is their ability to grow, expand and adapt to changing needs and circumstances. This evolutionary adaptation will not come ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 26 CITY OF PAID ALTO- COMPUTER AIDED D1SPATCH PROJECT SECTION I-- SYSTEM RE(,_)U1REM~AVTS without good planning and some cost. Accepting the notion that there will be some future costs to grow, modify and expand parts of the system, the concept of building the system in smaller manageable components tends to lend itself better to understanding and controlling future expansion. The City has several available options. These include: Option #1: Option #2; Option #3: Option #4: Option #5: Wait to see if market conditions change; Develop the system in-house; Purchase CAD system with no modifications (revised RFP); Purchase CAD system with minor modifications (revised RFP); Purchase CAD system with major modifications (revised RFP). 1.5.4 OPTION #1 - WAIT FOR MARKET CONDITIONS TO CHANGE (Wait and See Option) 1.5.4.1 Benefits of Option #1 .Wait and See Option Few vendors in the public safety market have completed the development the new generation of products which embrace the current state of the art of technology. Wa~ng for these conditions to change may increase the number of viable solutions offered by the public safety software vendors. General advances in technology may reveal better systems at lower costs. Over the past decade, minicomputer solutions have been replaced by networked Personal Computer- "PC class" Servers. The significant benefits of this migration include dramatically lower initial acquisition and ongoing maintenance costs. In some cases, the yearly hardware support costs of the older technology can equal the purchase price of newer, lower cost servers. 1.5.4.2 Risks of Option #1 =Wait and See Option The increased efficiency and effectiveness that a CAD system could provide would be delayed. This approach would balance the potential long-term advantages in cost and/or performance against the immediate effort to improve service elements. These service elements include reducing time to dispatch (the elapsed time between receipt of the call to the actual assignment and notification of field units), unit Selection/move- up (the optimization of available resources), and unit co-ordination (maintaining the optimization). Also lost in not immediately moving toward a CAD acquisition/implementation are the less measurable beneF~s of increased decision- support data. A well designed CAD system provides departmental supervision and management with real-time data to support deployment and strategy decisions. The wait for the "perfect technology" can be an endless effort. It is not known how long it will take for the public safety market conditions to be more favorable than they are today. Although the rate of change in the technology environment can often be measured in months, public safety application development could be measured in years. Organizations with the single focus on "state of the art" can be "frozen in the headlights" of new technology. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 2 7 CITY OF PaLO AL TO- CO.~IPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIRE~NTS 1.5.4.3 Projected Cost of Option #1 - Wait and See Option From a system purchase standpoint, Option #1 is a no cost option since no implementation effort is undertaken. However, considering the value of lost organizational productivity, supervision and management time spent on manually gathering decision and support data and other service related costs, the actual cost could be high. Overall project costs could increase as a result 1.5.4.4 Consultants’ Analysis of Option #1 - Wait and See Option The City of Palo Alto has set a high standard in the delivery of public services, particularly the departments included in the proposed CAD initiative. The negative impact of delaying a well designed CAD system which will support these high service goals far outweighs any perceived advantage of waiting for better technologies or for cost advantages. It is the consultant’s observation that the client server technology, which drives CAD performance has undergone dramatic changes and improvement, however, CAD applications development is improving at a more incremental rate. As with most major technology shifts, these incremental changes are addressed with upgrade options and not the wholesale replacement of hardware and software. Consultant does not recommend this option. 1.5.5 OPTION #2 - UTILIZE INTERNAL CITY OF PALO ALTO RESOURCES TO DEVELOP A CAD APPLICATION (Internal Development Option) 1.5.5.t Benefits of Option #2 - Internal Development Option The City would possess a higher level of control over system operations and capabilities as well as any future modifications. This option theoretically provides the highest degree of desired functionality. 1.5.5.2 Risks of Option #2 -Internal Development Option The domain knowledge and experience necessary to design and program a CAD system does not currently exist with City staff. The technical issues and complexities of developing a real-time command and control dispatch system are immense. Several major companies have attempted similar development efforts only to abandon the idea after spending millions of development dollars in a dead end journey. Internal development time lines would be grossly extended resulting in very high development costs, delayed system implementation and uncertain final results. 1.5.5.3 Projected Cost of Option #2 - Internal Development Option If an internal development project were well planned, the City were able to retain skilled CAD development software engineers, and no contingent challenges were encountered, this effort would most likely exceed $1,000,000 in design and programming development costs. Added to this cost is a substantial time delay which would have the same disadvantages as Option #1. Compounding the delay would be the ongoing changes in technology which would diminish any initial technological ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 28 CITY OF PALO ALTO - COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIREiI,~N’IS advantages of a design/build effort. Every project element - start-up, interfaces, design, programming - would be at full cost, due to the necessity to "start from scratch." These costs would depend on the scope of the project. The on-going cost of support would be internal, but would require the maintenance of costly internal expertise. 1.5.5.4 Consultants’ Analysis of Option #2 - Internal Development Option Except in the rarest of circumstances, the internal development of a CAD application by an agency can be compared with an effort to develop their own word processing application. In both of these cases, the ease of use, high degree of reliability (user error fault tolerance), and sub-second response time comes from highly complex programming efforts. The skills to plan, manage, and implement these complex ¯ programming strategies rest with but a handful of experienced technologists. This highly specialized labor pool is often recruited from company to company and rarely is available in the general agency "system support" labor market. If the City were able to recruit personnel with these skills, the ongoing costs of maintaining this staff would be unacceptable. In the unlikely event the City were able to assemble the appropriate CAD expertise, the time to plan and execute such an effort would be unacceptable. Such a development effort would be measured in "person-years" of development time. Consultants would recom mend against this option. 1.5.6 OPTION #3 - PURCHASE CAD SYSTEM WITH NO MODIFICATIONS (Off- the Sheff Option) 1.5.6.1 Benefits of Option #3 - Off-the Shelf Option The City will achieve basic CAD functionality and benef~s of automated management data (resource tracking, incident tracking, reduction of response times, and availability of local geographic specific data). Accepting an installation with no modifications will keep pumhase/iicense costs at minimal levels. No modifications to product will likely speed delivery and installation. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE29 CITY OF PALO ALTO- COMPUTER AIDED DISPATCH PROJECT SECTION I- SYSTEM REQUIREMENTS 1.5.6.2 Risks of Option #3 - Off-the Sheff Option Base packages provided by vendors are likely to fall short of the needs and requirements of the department. No integration to the City’s existing police and fire records management systems, mobile data computers, fire alerting system, and Enhanced 9-1-1 would result in incomplete data and information transfer to the officers and flrefighters in the field, thus reducing benefits derived from existing automated computer systems. 1.5.6.3 Projectsd Cost of Option #3 - Off-the Sheff Option Based on the responses received by the City in the prior RFP, and a survey of available CAD products which appear to meet the expressed expectations, consultant. estimates a cost range of $200,000 to $325,000 for initial purchase and installation. The support of the installed system can be estimated at 10% to 15% of the purchase price. 1.5.6.4 Consultants’ Analysis of Option #3 - Off.the Shelf Option The consultant does not recommend this option as meeting the minimal expectations of the user-base. Addition of even the most basic of modifications will change the defin~ion, and cost, to the Option #4 category. 1.5.7 OPTION #4 - PURCHASE CAD SYSTEM WITH MINIMAL MODIFICATIONS (Minimal Modification Option) 1.5.7.1 Benef’ds of Option #4 - Minimal Modification Option As in the prior option, this approach provides basic CAD functionality and benefits of automated management data. (resource tracking, incident tracking, reduction of response l~mes, and availability of geographical data). Minimal modifications should provide approximately 80% of the non-standard features and functions desired by the department. Non-standard features, depending on the vendor, might include such features as officer initiated incident number assignments, the ability to utilize 10- codes, penal, vehicle codes for incident types, the ability to automatically route incidents to specific dispatch positions depending on call type/priority or location, etc. This approach can allow for concurrent installation and modifications (such as interfaces). The minimal modifica~n approach will result in reasonably rapid product delivery and installation. This option adds the essential modifications to a core CAD software application. Essential modifications include integration of Enhanced 9-1-1, fire alerting systems, mobile data computers, records management.systems, etc. 1.5.7.2 Risks of Option #4 - Minimal Modification Option Minimal product modification will still likely fall short of 100% of the City’s needs as some of the non-standard features and integration programs might be cost prohibitive or significantly delay project implementation. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 30 CITr OF Pm~O AL TO- COMPUTER AIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIREIv~NTS 1.5.7.3 Projected Costs of Option #4 - Minimal Modification Option Consultant, based on the initial survey of CAD vendors, estimates a cost range of $225,000 to $400,000 for initial purchase, installation, and modifications. The annual support costs of the installed system can be estimated at 10% to 15% of the purchase price. 1.5.7.4 Analysis of Option #4 - Minimal Modification Option Although somewhat subjective, this option adds the essential modifications to a package software application. The selection of this option requires the City to carefully evaluate both application software and the vendor. The application should be selected for its core functionality and the ability to modify the core application with minimal disruption to the basic design and application approach. The vendor should be evaluated for the ability to create a successful development partnership, at least to the level of making cost-effective modifications. Factors to be considered in either of the modification options should be competency specific to CAD and interface development; success of past modification or development efforts with agency clients; and availability based upon a clearly articulated modification plan which specifically commits development principals to direct involvement. Consultant recommends this option if the proposed solution meets 80% of the non standard features of the City. With this option comes a burden to clarify the user expectations and fully inform and involve the user base. 1.5.8 OPTION #5 - PURCHASE CAD SYSTEM WITH MAJOR MODIFICATIONS (Major Modification Option) 1.5.8.1 Benef’d=s of Option #,5 - Major Modification Option This option should achieve 100% of the needed and desired functions and capabilities outlined by the departments, within basic design constraints. The major difference between this option and the internal development option is the use of a core design provided by the vendor. This option builds on the vendor’s product to create full functionality. 1.5.8.2 Risks of Option #5 - Major Modification Option A higher level of modification can significantly increase both start-up and ongoing support costs. In the short-run, the vendor is engaged to devote major development resoumes to adapt an existing product to the individual needs of one agency. Even with significant modifications and cost, no amount of effort can provide functions which contradict the basic system design. In the scope of this option it is critical to avoid duplicating development effort, which carry the same costs and limitations as internal development. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 31 CITY OF PALO ALTO-- COMPUTERAIDED DISPATCH PROJECT SECTION I-- SYSTEM REQUIREMENTS As in the internal development option, this approach is likely to significantly delay or extend delivery time, while the vendor completes contracted modifications. The more modifications, the more difficult project planning becomes. Software development is highly contingent on design interrelationships. The high performance databases expected to be in a qualified CAD solution require multi-level changes on even the simplest of application modifications. This option will significantly increase maintenance costs, as highly modified code is not likely to be shared by multiple agencies and jurisdictions which would produce needed economies of scale. 1.5.8.3 Project Costs of Option #5 - Major Modification Option Although the consultant estimates a projected cost range of $375,000 to $625,000, this option could prove to become prohibitively expensive. As has been seen in recent state government level application development initiatives (DMV, Statewide Automated Child Support System), the tendency is to continue spending even when an application is not performing to standards. The typical liabilities of the vendor become blurred as user specified modificatio, ns affect system performance. 1.5.8A Consultants’ Analysis of Option #5 - MajorModffication Option This option and Options #3 and #4 are but a matter of scale. As subjective as it may seem, the minimal modification option can be viewed as "just enough" where this option provides "evenjthing." Although simplistic, it is far easier to increase modifications as desired, than it is to attempt to consider all possible contingencies in an "everything-but-the-kitchen-sink" modification plan. It is not uncommon for contracted modifications, paid for by the client agency, to appear in the next upgrade version offered to the general user base. The consultant views this option with great concern and does not recommend it without significant understanding of the core application, the complexity of the modifications, and quantifiable measurements of implementation schedules, costs, and clear deliverables. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 32 o < CITY OF P.~,LO ALTO -- COMPUTER AIDED DISPATCH PROJECT SECTION I- SYSTEM REQUIRElvt~N’IS 1.6 RECOMMENDATIONS 1.6.1 OPTION EVALUATION CRITERIA The decision to proceed with a given option should be based upon the best available information. Although the City’s use of consultants has been of some benefit, in the end it is the City staff which must take owne.rship of the systems and ensure their success. The desire to assure a successful system through contractual means is a futile quest. Detailed technical language, liquidated damages, and other measures serve more to assign blame and sanction than to deliver on user expectations. A long term success and operational satisfaction will only be achieved when the City, and more specifically departmental staff, take on a substantial role in the implementation and management of the systems. In the acquisition process, a City team should be created and empowered to work closely with consultants in the evaluation of systems and vendors. The building of a strong public safety information infrastructure is a complex puzzle of inter-related components. Due to traditional funding cycles there is a desire to contract with a vendor who will build the whole puzzle for you. This is a dangerous approach. No one vendor has all the answers. Understanding and the ability to control the introduction of a system, as well as its subsequent evolution, is better managed one piece at a time. 1.6.2 Recommended Option - OPTION #4 - PURCHASE CAD SYSTEM WITH MINIMAL MODIFICATIONS (Minimal Modification Option) 1.6.2.1 Selected Option - Short Term Benefit/Risk Selection of a vendor should be based upon sound core technologies, with an articulated course of modification. The sound core functionality greatly reduces short term risk. Quite likely, the core application can be introduced in a relatively short time frame and many modifications, such as interfaces, can be<:ompleted without delaying basic functionality. 1.6.2.2 Selected Option - Medium Term Benefit/Risk The recommended option should decrease the sense of urgency of putting basic functionality in place. The pacing of modifications can allow realistic budget projections and realistic modification schedules for City staff and the chosen contractor. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 35 CITY OF PALO ALTO-- COMPUTER AIDED DISPATCH PROJECT SECTION1-- S~TEM REQUIREIt~NTS 1.6.2.3 Selected Option - Long Term Benefit/Risk When application developers enter into a potential ongoing relationship, rather than a sell only relationship, the tendency to be lost in the installed base is greatly diminished. Through the recommended action, the City will be able to develop a long term relationship with the chosen vendor. 1.6.3 RECOMMENDED ACTIONS The consultant has reviewed both past and present documents which articulate the functional needs of the organization’s Communications Center. The consultant has also performed an extensive research survey of potential vendors and CAD products that are viable considerations for the City of Palo Alto. Understanding the present need for action, the technical requirements and the fiscal realities associated with this project, it is our recommendation that the City take the following actions: Staff should release a revised RFP with the intent to pursue the purchase or licensing of a commercially available CAD solution. The RFP should articulate a minimal set of non standard features and integration, as well as the basic parameters of the desired system. Consultant believes that this course of action holds the most promise for a solid and acceptably complete installation while minimizing acquisition or installation delays and maintaining a reasonable cost of ownership. ABBEY GROUP CONSULTANTS - (REVISED JUNE 8, 1997)PAGE 36 C~ of Palo A~ Police & Fire Department Stanford University computer aided ispatch section 2: system/software options February 24, 1997 7In oF PALo ALTO -- COMPUTER AIDED DISPATCH PROJECT CITY OF PALO ALTO COMPUTER AIDED DISPATCH AND RELA TED SYSTEMS SECTION 2 - SYSTEM/SOFTWARE OPTIONS 2.1 VENDORS RESPONDING TO P.A.P.D. RFP In 1995 the City of Palo Alto released a 71 page Technical Specification and Request-For-Proposal to acquire a computer- aided-dispatch system. Many aspects of the Technical Specifications outlined features and capabilities which were specifically directed to meeting future (optional) functions. The City received returned proposal, of which seven (7) are briefly outlined below. The outcome of this process was the inability for the City and the selected vendor to successfully agree upon contractual terms. The RFP process was suspended pending this review effort. 2.1.1 Vendor Listings VENDOR BID COST RAM Development $235,518 COMMENTS This vendor’s response was somewhat ambiguous and unclear. The response to the RFP almost suggests a development effort rather than an existing demonstrable product. It appears that they have a shell of a product and some design specifications for its completion however they did not articulate the systems capabilities, as much as proposed system capabilities. As of this wdting, RAM Developments presence in the market has nearly vanished. This company’s long term commitment to the market is questionable. Any business conducted with RAM at this point warrants some serious due-diligence and caution. VENDOR BID COST Public Safety Systems Inc. (PSSI) $589,782 COMMENTS PSSI is known to Consultants and has a moderate market presence. This company has been in the public safety market for a relatively long time and has a strong commitment to the public safety market. The proposed system is PSSI’s legacy character-based application which runs on an HP3000 mini computer. The product is relatively complete and mature however it represents old technology, and does not meet the state-of-the-art windows technology that was specified in the RFP. ,~,BBEY GROUP CONSULTANTS - 1997 PAGE 7~ 01 PALO ALTO -- COMPUTER AIDED DISPATCH PROJECT SECTION I 1- SYSTE3.t/ SOFTII’ARE OPTIONS VENDOR BID COST Hardware: Software: Installation & Training: Other Costs: Tiburon Inc. $584,284 $114,122 $227,268 $190,604 $52,290 COMMENTS This vendor is known to Consultants and has enjoyed fairly significant market presence over the last 10 years. Their 1980 merger/acquisition of PSW3 increased their installed base, but did not significantly advance their technology. This vendor is local to Palo Alto, and therefore could provide a higher degree of in person interaction and support. Tiburon has made its presence in the market with central CPU mini computer based systems which use a terminal to interact with the computer. While their list of references is somewhat extensive, the installed technology of these reference accounts to not largely represent the client server technology being sought under the RPF. Most of the reference accounts are COBOL Based systems built to run in a DEC VAX environment. The proposed system is an X-windows based client using an RS6000 Server. (See Client Server Models discussed) VENDOR BID COST Hitech Systems Inc. $237,661.00 COMMENTS This vendor is not well known to Consultants and clearly has a limited market presence. The response to many of the RFP questions and specifications were weak and somewhat incomplete. In reviewing the RFP it is unclear if the client CAD workstation is a "TRUE" Microsoft Windows application, or an X-Windows session, running within a Microsoft Windows shell. In reading the response it appears that the vendor was deliberately ~ambiguous in this area. The server is specified as a Unix operating environment, using an Ethemet LAN via TCP/IP protocol. In this circumstance, the presence of the LAN does not necessarily mean a Client Server environment, but could mean the LAN is simply being used to replace a traditional serial connection. In response to Section 1.2.4 (Open Systems) it is stated that connectivity can be achieved via asynchronous, serial connections which tends to supportthe assumption that this application is terminal-based, effectively Using terminal emulation, or X-Windows within Microsoft Windows as the client. This technology application does not appear to be a Client Server system as defined under the Microsoft Windows Model. Many functionality requirements specified in the RFP, such as the ability to use a mouse, could not be met. Compliance to many of these requirements hinged upon a future upgrade release which was scheduled for July 1995. If in fact this system is not a Microsoft Windows application, it is not necessarily eliminate it from consideration. However, the architecture of terminal type connectivity to a central CPU Unix server is clearly cause for concern, as it differs from the client server model sought under the RFP. VENDOR BID COST Software: Data Prep/ Conversion: Hardware: Logisys $266,960 $125,650 $55,470 $85,840 ^-3BEY GROUP CONSULTANTS= 1997 PAG£ 2 "lrr OF PaLO ALTO- COMT°UTER AIDED DISPATCH PROJECT SECTIOn’ I 1- SrSTEM/ SOFT~raP~~ COMMENTS This vendor is known to Consultants and does have moderate market presence. This vendor is known to have a high satisfaction ratingamong its clients Logisys is a wholly owned subsidiary of Education Logistic Systems Inc. (EDULog). Much of the market presence that Logisys claims to have are in fact installations of software for various school districts and private bussing firms via the parent company EDULog. This can be misleading, and it is a clear attempt to paint a more advantageous picture of Logisys’ market position. It should be noted however that Logisys and EDULog both operate out of the same facility in Missoula Montana and quite often share various programming and system resources. While the company (LogiSYS) is small by some corporate standards they are financially secure with little if any debt, making them a more attractive prospect as a business partner or vendor. This vendor’s response to much of the RFP was complete and well explained. This proposed product is not a "TRUE" Microsoft Windows based application. The proposed system uses an X-Windows interface with a UNIX type central CPU running on a RISC/6000. This company’s strength clearly lies in Mapping, GIS and applied mathematics. The geographic file capabilities, and visual representation of information is very strong. The fact that this system does not adhere to the Microsoft Windows client server model does not completely eliminate it from consideration. However the advantages and disadvantages of its architecture must be considered. This company was reportedly under contract with the city of Clearwater Florida to deliver a "True" Microsoft Windows based version of their applications. It is unknown if this software was completed, and if completed, the degree of its functionality. VENDOR BID COST Executive Information Services $161,304 COMMENTS This vendor is well known to Consultants and has a small market presence. This vendor is local to Palo Alto and therefore more easily able to provide a higher degree of in person interaction and support. The current versions of the CAD product is DOS based with plans for a migration, to Windows. This vendor is very small and has limited resources. This vendor is known for a ’~Vork with you" attitude and has a long history of being as accommodating as possible and successfully providing in-house development to several clients. VENDOR BID COST Unysis Corporation $370,672 COMMENTS This vendor is known to Consultants and has moderate market presence. Unisys has been involved in the public safety market for many years, ,however their degree of commitment to the market is uncertain. Unisys is a fortune 100 corporation with a presence in many different markets. As a large company they have both the strengths and the weaknesses associated with their mass. They claim a significant market share, however much of that market share are older mainframe based systems which have simply yet to be replaced. Unisys is a hardware vendor, so many installations such as their largest accountcredited this market, CLETS/DOJ is simply a hardware customer. The application software of the installation belongs to another vendor. Large companies such as Unisys can paint a picture of strength and secudty to their customers, it is important to remember that large companies typically have large overhead. With offices all over the world, they may be capable of claiming a local presence, however the people who will likely be needed to support a public safety application are located in Blue Bell PA. Strong Marketing / Sales presence. Unisys is like many large companies a giant.marketing machine. Do not confuse the marketing and sales ABBEY GROUP CONSULTANTS- 1997 PAGE 3 ’H OF PALO ALTO-- COMPUTER AIDED DISPATCH.PRoJECT SECTION I I- SYSTEM/SOFTtI’ARE OPTIOA:~; resources with the product development and technical support resources. They are different people in different locations with different priorities. The proposed product is a true client server application using the Microsoft client server model. The application runs on Windows 3.11 workstations and has not yet been successfully ported to Windows NT. It is known that the low level communications of this application were written for a Novell Network environment, to take advantage of Novell’s NFS3 technology. Network installations other than Novell may not be as stable or may not work at all. The features and functionality of the system are quite complete., however many aspects of the product lack stability as the product is not very mature. 2 POTENTIAL VENDORS (11196 RFI) On behalf of the Palo Alto CAD Project, a four month effort was launched to provide an accurate state-of the market for decision support. Subsequent to this Request-For-Information for law enforcement/ fire CAD, RMS and related technologies by Abbey Group Consultants, the following responses were received. 2.2.1 Vendors Responding to RFI See following Table 2.2.2 Vendors Product Information See Product Section ABBEY GROUP CONSULTANTS-- 1997 PAGE 4 PAPDVendlnfo 3/7/97 ~.Company Nam._e~ ~ Responset~ I~"_-:-,~:--CAD~: I~-~;RMS~- ICrime Analysi~l :TrackingSys~ AIIstar.Knowledge ’YES-YES- Applied Micro Techn IYES Cerulean Technolog ’:YES CODY Computer Se~N Command Security IN Comnetix Computer IYES Corona Software IYES D.M. Data !Y - Rewdte Data 911 IYES Data Transmission N!YES Database Technolog Dataradio Datumtech DCl DDSI ~ iDigital Biometrics =YES YES ’YES ~YES !YES i !YES iYES IYES !YES :i IYES Dispatch Automation IYES Dodgen Mobile Tech IYES E.F. Johnson Comp !N Eastman Kodak Co !N EFIT for Windows iN ~ ElectroCom Commu !YES Enforcement Techno!YES Epic Solutions !YES Executive Informatio YES Facia Reco & Associ YES FLIR Systems YES Gamber-Johnson IYES GDS yNEsGeac Public Safety Harlequin YES Hitech Systems IYES HTE Public Safety IYES Husky Computers !YES IBM !YES Identicator !YES Identix YES ImageWare Software YES InfoGlide YES Infotec Development IYES Innovative ManagemIN Institute of Police Te IYES Integraph Public Saf !YES Integrated Vehicle S IN InTime Solutions !YES Lockheed Martin Ida !YES LOGICON IN .i iYES rYES IYES iYES IYES iYES ’YES ~YES !YES YES YES YES IYES? YES !YES IYES !YES ’,YES ~YES ~YES IYES ]YES iYES i¯ IYESIYES IYES Page I PAPDVendlnfo 3/7/97 ’YES YES I !YES iYES ~’ iYES IYES !YES !YES? ~’ES ’YES?IYES?!YES ~YES ’,YES YES YES IYES !YES llYES?? YES iYES IYES IYES ~YES !YES!. !YES ~YES IYES !YES !YES YES? YES YES I !YES? IYES IYES !YES !YES Page 2 PAPDVendlnfo 3/7/97 YES ’YES ~’ES YES YES !YES YES !YES Page 3 PAPDVendlnfo 3/7/97 Logistic Systems YES Lucent Technologies YES M-SQUARED YES Mason Electric YES MEGG Associates ’YES Motorola YES National Computer S’YES NEC Technologies !YES New Wodd Systems ~YES North American Mor ’YES Oak Ridge C.A.S.T.L’YES-- Oracle !N Plant Equipment ’YES- PRC ’YES Printrak International’YES PSI International ,YES Public Safety Syste ’YES RAM Mobile Data "YES RDT Integrated Syst ’=YES Report Technologies ~YES Sigma Micro Corp./ !YES Softrisk Technlogies rYES Software Corp. of A iN Spillman Data Syste ’:YES Stenograph !N Sun Microsystems !N Symbol Technologie !YES Technology Helps IN Teklogix ’YES Telos IN !TFP IYES ’The CAD Zone ~YES Tiburon ’YES Transcrypt Internatio !YES Trillium Law Softwar ’YES Trimble ’YES TRW !YES UCS ’YES Unicomp System !YES Unisys IN Valor Systems ’YES Xlmage ’YES XL Computing ’YES Zsigo Wireless Data !N YES YES. YES ’YES ’YES ’YES?’YES ’YES? !YES? ’YES IYES ~YES ~YES .!YES ;YES !YES ;YES !YES ~YES !YES !YES !YES i ~YES iYES !YES!YES ~YES !YES IYES IYES ,YES !YES IYES IYES IYES? !YES IYES IYES IYES !YES !YES Page 4 PAPDVendlnfo 3/7/97 ~)ept Mngt/Iny ~!maging/!D~l~’MobileiData~{Radio/~ommut:~: . .YES YES ’YES ~YES? ’YES? ~ES !YES ’YES !YES ~ES? IYES? ~YES? , IYES ~’ES !YES ~YES !YES !YES ’,YES IYES IYES?~YES ’YES !i ’YES !YES iYES IYES !YES !YES fES YES YES ~ES ~YES ~YES !YES IYES ~YES !YES ’YES iYES !YES !YES? !YES?: i !YES !!YES ,. ~ES IYES Page 5 PAP DVendlnfo 3/’7/97 YES Y’ES ~’ES ’(ES ’(ES YES : iYES YES Page 6 PAPDVendProd 3/7/97 1 AIIstar Knowled ;2 Metroplex Drive, Ste. 21 2,Applied Micro T ~1895 Preston White Drive, 3’.Cerulean Tech ;2 Mt. Royal Avenue 41CODY Comput !1005 E. High Street 5tCommand Sec !Rte. 55, Lexington Park 61Comnetix Com ’!440 Hurontario Street 7!Corona Softwar112000 N. Washington Stre! 8)D.M. Data i406E Lippincott Drive 9tData 911 !1125 Atlantic Avenue 101Data Transmiss)9110 W. Dodge Road, Ste. 1 llDatabase Tech 1100 E. Sample Road, Ste.; 12!Dataradio 16160 Peachtree Dunwood 131Datumtech Cor i2275 Wehrle Ddve 14IDCl Corp.1625 Diqital Drive, Ste. 103 15iDDSI i2010-F Cabot Boulevard, 161Digital Biometri i5600 Rowland Road, Ste. 171Dispatch Autom!PO Box 427 181Dodgen Mobile iHighway 169, N. 191E.F. Johnson C i438 Gateway Boulevard 20]Eastman Kodak11447 St. Paul Street 2 llEFIT For Windo11200 Wake Forest Drive 221ElectroCom Co 110400 Pioneer Boulevard, 23)Enforcement T i28 Hammond. Ste. C 24iEpic Solutions i10907 Technology Place 251Executive Infor !4620 South 3650 West 26iFacia Reco & A1391 Torten Pond Road,Sti 271FLIR Systems, 16505 S W 72nd Avenue 28!Gamber-Johns 801 Francis Street 29!GDS Corp. 6200 S. Syracuse Way, St’ 30iGeac Public Sa 3707 W Cherry Street 31iHarlequin, Inc. Jl Cambridge Center 32!Hitech Systems 1964 Westwood Blvd., #4 33!HTE Public Saf 1390 N. Orange Avenue, St 34!Husky Comput 18167 U.S. ’Highway 19, N 351IBM Corp. 3190 Fairview Park Ddve 3611denticator Cot 14051 Glencoe Avenue, St 3711dentix, Inc. !510 N. Pastoria Avenue. 38ilmageWare Sof 15373 Innovation Drive, 39ilNFOGLIDE !2727 E. 21st, #204 40!lnfotec Develop i16490 Harbor Boulevard, 41)Innovative Man i89 Bellevue Hill Road 42tlnstitute of Polic14567 St. Johns Bluff Road 43ilntegraph Publi i 44tlntegrated Vehi 8001 Irvine Center Drive, 46!lnTime Solution ~#26-91 Golden Drive 47iLockheed Marti !PO Box 625 481LOGICON Law !1831 Wiehle Avenue, Ste. IPO Box 39. iBirmingham, AL 3520 !Reston, VA 20191 ’Marlboro, MA 01752 IPottstown, PA 19464 !Lagrangeville, NY 12 IMississauga, ON, Ca :Thornton, CO 80241- )Marlton, NJ 08053 iAlameda, CA 94501- iOmaha, NE 68114 IPompano Beach, FL =Atlanta, GA 30328 !Williamsville, NY 1422 IPlano, TX 75075 iLanghorne, PA 1904 IMinnetonka, MN 553 !Onalaska, Wisconsin !Humboldt, IA 50548 IBumsville, MN 55337 IRochester, NY 14653 !Alexandria, VA 2230 ISanta Fe Springs, CA ilrvine, CA 92618 ISan Diego, CA 9212 !Roy, Utah 64067 iWaltham, MA 02154 !Portland, OR 97224 Stevens Point, WI 54 Englewood, CO 8011 Tampa, FL 33607 Cambridge, MA 0214 Los Angeles, CA 900 IOrlando, FL 32801 Clearwater, FL 3462 iFalls Chumh, VA 220 iMarina del Ray, CA 9 iSunnyvale, CA 9408 !San Diego, CA 9212 !Tulsa, OK 74114-35: !Fountain Valley, CA IBoston, MA 02132 ;Jacksonville, FL 3_2?2 )Huntsville, AL 35894- Ilrvine, CA 92618 iCoquitlam, BC, Cana Ildaho Falls, ID 83515 !Reston, VA 22090 Page 1 PAPDVendProd 3/7/97 Phone Number~ Fax-Number~:[;;~’ Products~i~ 205-663-4103 703-620-3101 508-460-4000 610-326-7476 914-454-3703 905-274-4060 303-450-9887 S09-596-7817 510-865-91 O0 402-390-2328 E~00-279-7710 770-392-0002 716-632-8285 214-964-1975 215-752-0963 ,312-932-0888 i800-776-3911 515-332-3755 507-835-6315 716-253-5726 703-765-7228 310-946-9493 714-707-3832 619-675-3525 801-643-5989 617-890-6868 503-684-3731 800.-456-6868 303-741-6484 813-872-9990 817-374-2400 310-475-3210 407-841-3235 813-530-4141 703-205-5974 310-305-8181 408-738-3892 Sl 9-673-8600 E]00-338-2441 408-9704974 317-325-6684 ~a04-725-0750 ::)05-730-2000 714-450-2500 304=464-6365 Z08-526-4078 ~03-318-1074 ,205-620-9890 ’.703-620-3103 1508-460-4099 t610-970-7242 !914-454-0075 t905-271-7776 1303-255-2868 1609-983-3855 1510-865-9090 !402-255-3667 1954-781-2756 !770-392-9199 1716-632-0435 ’,214-596-0733 ;215-752 -5910 1612-932-7.181 515-332-3756 507-835-8356 !716-253-5725 1703-765-3160 1310-946-7483 .17.14-7o7-3826 !619-675-7621 1617-890-8404 !503-684-3207 !800-934-3577 !303-741-8456 !813-878-2751 i617-252-6505 1310-474-0655 i407-423-5165 1813-536-9906 1703-205-6151. 1310-578-1910 !408-738-3892 1619-673-1770 !918-749-9081 i408-970-0738 !617-327-2405 1904-725-3203 1205-730-8046 ;714-450-2506 !604=464-6370 ;208-526-2061 1703-318-1098 ’law enforcemen :automated law ’,PacketCluster Iseries of law en ;administration a !integrated, FBI- IStaff W~.zard fa IC-PLIMS public flaw enforcemen ~satellite commu iComputer-Assi IVISlink PS prod iAutomatic Vehi IBlack Diamond tCOMPU-CAPT iautomated live- IRiMs version 7. =custom-built mc =advanced voice iintegral parts fo Icomputerized c imobile data sys - !AutoCITE hand IBOOK’em and ilaw enforcemel ipatented facial Ilaw enforcemen Ihardware-moun icrime applicatio IComputer-Aide iseries of strate Ilaw enforcemen ilaw enforcemen iHusky FC 486 Ilaw enforcemen ipaper-based fin icompterized fin !Detective Toolk !computer-base iComputerized !training publicat 1information tec tcomputerized, v ilnTime Visual S Iforensic service ;open source int Page 2 PAPDVendProd 3/7/97 ¯ !~.’ ID~~lCompany NamI~ ~.~.~i~,Addressl~-~-~ I!~ Address2i~.~ 49.Logistic System.3000 Palmer Street 50 Lucent Techno1:2600 Warnerville Road, R 51:M-SQUARED :242 N. University 52tMason Electric i605 Eight Street !PO Box 311 531MEGG Associa 12716 Enterprise Parkway 54!Motorola, Inc. 11301 E. Algonquin Road 55iNational Comp ~4401 W. 76th Street 56!NEC Technolog’1201 New York Avenue, N 57!New World Sys 1888 W. Big Beaver Road, 58iNorth American ,1145 Broadway Plaza, Ste 59~Oak Ridge C.A. IPO Box 2009 (Bear Creek!Bldg. 9113, M / 601Oracle Corp. :3 Bethesda Metro Center, 61!Plant Equipmeni28075 Diaz Road 621PRC, Inc. ’1500 PRC Drive 631Printrak Interna ’1250 N. Tustin Avenue ¢>4!PSI Intemation ’,10306 Eaton Place, Ste. 65!Public Safety S i4401 Nicole Drive 661RAM Mobile Da !10 Woolbridge Center Driv, 67!RDT Integrated 120720 Beallsville Road 681Report Techno11505 Paradise Road, #142 691Sigma Micro C ’,714 N. Senate Avenue 70’,Softdsk Technl !PO Box 20163 71iSoftware Corp. ’100 Prospect Street 72;Spillman Data i810 South 100 West 73~Stenograph Cor’1500 Bishop Court 74iSun Microsyste ;2550 Garcia Avenue 751Symbol Techno il Symbol Plaza 76!Technology He111724 Huron Trail 771Teklogix.Corp. !1810 Airport Exchange 781Telos Corp.!19886 Ashbum Road 791TFP, Inc.1110 frederick Street ¯ 801The CAD Zone, ’=7950 S.W. 139th Avenue 811Tiburon, Inc: i475 Sansome Street, Ste. 82!Transcrypt Intert4800 N.W. First Street 83~Trillium Law So 11521 S.W. Salmon, Ste. 2 84~Trimble !645 N. Mary Avenue 85’.TRW !1 Federal Systems park D 86iUCS, Inc.12005 W. Cypress Creek R 871Unicomp Syste ~1068 Lexington Avenue 881Unisys ;Township and Union Meet. 89’Valor Systems, ’1910 S. Highland Ave., Su 90;Xlmage Corp. 1050 N. Fifth Street 91;XL Computing ~10305 102nd Terrace 921Zsigo Wireless :2875 Northwind Drive, Ste I~L~i~;. Address3~-~ :Missoula, MT 59802 iLisle, IL 60532 Provo, UT 84601 !San Fernando, CA 9 iRichmond, VA 23294 ’,Schaumburg, IL 6019 ;Edina, MN 55435 IWashington, DC 200 ’Troy, MI 48084 ;Tacoma, WA 98402 IOak Ridge, TN 3783 iBethesda, MD 20814 ’Temecula, CA 92590 iMcLean, VA 22102-5 ~Anaheim, CA 92807 !Fairfax, VA 22030 iLanham, MD 20706 =Woodbridge, NJ 070 IDickerson, MD 2084 ISwampscott, MA 019 ilndianapolis, IN 4620 iSt. Simons Island, GA IStamford, CT 06901 iLogan, UT 84321 IMt. Prostpect, IL 600 iMountain View, CA 9 !Holtsville, NY 11742 tPlano, TX 75075 IErlanger, KY. 41018 tAshbum, VA 20147 !Greenville, SC 29607 IBeaverton, OR 9700 ISan Francisco, CA 9 ILincoln, NE 68521 IPortland, OR 97205 iSunnyvale, CA 9408 IFairfax, VA 22033 IFt. Lauderdale, FL 33 !Mansfield, OH 44907 iBlue Bell, PA 19424 iLombard, IL 60148 ISan Jose, CA 95112 ISebastian, FL 32958 !East Lansing, MI 488 Page 3 pAPDVendProd 3/7/97 Phi)ne Nu~be~t ~ FaxNumber~ I~Products~ ~,06-728-0221 ~406-728-8754 iWindows-base 708-224-2268 ’708-224-6012 ilaw enforcemen 301-377-0135 818-361-3366 800-666-6344 800-247-2346 612-830-8570 202-408-4762 810-269-1000 206-383-3617 423-576-5293 703-708-6711 909-676-4802 703-556-1589 714-666-2700 703-352-8700 301-459-8600 E~00-RAM-3210 E~00-570-0734 ~17-581-7759 317-631-0907 912-634-1700 203-359-2773 B01-753.1610 ~,00-228-2339 ~.08-953-4821 900-927-9626 214-322-3437 ~00-322-3437 703-724-4779 E~64-232-8632 503-641-0334 ~.15-956-3800 ~.02-474-4800 503-229-1090 ~.08-481-2905 703-803-4900 ~54-771-8116 ~419-756-7185 313-451-4191 ~708-495-8911408-288-88o0 ;514-466-3920 803-561-9420 1801-377-4244 !818-385-5505 1804-273-1073 ~847-576-2884 1612-830-7691 1202-408-4791 1810-269-1020 ’,206-272-2934 !423-574-5169 ;703-708-7921 1909-676-9651 ;703-556-1381 ’714-238-2049 i703-352-8236 ’,301-459-1987 1908-602-5242 1301-570-0734 i317-631-6585 !912-638-0820 ;203-359-3198 !801-753-3031 1800-554-1236 !408-428-9411 i914-425-2756 i214-422-9666 1221702 i703-724-3869 !864-370-2824 i503-641-9077 i415-956-0200 1402-474-4858 !503-229-0338 ~408-991-7717 ’,703-803-5199 i954-771-8601 !419-756~1601 ’,313-664-1205 =408-993-1050 !803-551-5603 !law enforcemen lcommunication ICRSNet public !PoliceWorks an !Optical Mark R IAutomated Fing isoftware solutio !Hawkeye AFIS iCASTLE techn icommercial soft icomprehensive !Criminal Case Ireal-time open Imobile computi Ilaw enforcemen imobile commin ICrime Automat ispeech recognit IReverse 9-1-1 i IWindows-base iwireless public ipublic safety so IRapidWdte pro UNIX server an mobile computi secure tracking Ilaw enforcemen Inetwork integra, computerized Cdme Zone dra automated disp tlaw enforcemen ILAW 96 produc !global-positioni isolutions for pu tfield automation IPC- and image- icomputer hard iCAD products icomputedzed b IPCMOBILE & o Itraining and ex Page 4 CAD/RMSQuery 3/4/97 Company Name, Dispatch Automation!YES Executive InformatiolYES !Hitech Systems IYES HTE Public Safety IYES IBM !YES Institute of Police Te YES Integraph Public Saf YES Logistic Systems IYES Lucent Technologies YES MEGG Associates New Wodd Systems PRC PSI International Public Safety Syste RDT Integrated Syst Spillman Data Syste ! Tibumn so,war 3"dllium Law YES YES YES YES YES YES YES YES YES CAD RMS ~YES YES tYES YES YES YES? YES !YES ’YES YES YES YES YES YES YES YES YES YES Address1 iPO Box 427 ~4620 South 3650 West ~1964 Westwood Blvd., #4 390 N. Orange Avenue, S 3190 Fairview Park Drive 4567 St. Johns Bluff Road 3000 Palmer Street 2600 Wamerville Road, R 2716 Enterprise Parkway 888 W. Big Beaver Road, 1500 PRC Ddve 10306 Eaton Place, Ste. 4 4401 Nicole Ddve 20720 Beallsville Road 810 South 100 West 475 Sansome Street, Ste. 1521 S.W. Salmon, Ste. 2 Address2 Page 1 CAD/RMSQuery 3/4/97 Address3 Phone,Numbe~ ~Fax .Number Onalaska, Wisconsin 1800-776-3911 Roy, Utah 84067 i801-543-5989 Los Angeles, CA 900i310-475-3210 Orlando, FL 32801 ~407-841-3235 =alls Church, VA 2201703-205-5974 Jacksonville, FL 32221904-725-0750 Huntsville, AL 35894 205-730-2000 Missoula, MT 59802 406-728-0221 Lisle, IL 60532 i708-224-2268 Richmond, VA 23294 B00-666-6344 B10-269-1000 703-556-1589 703-352-8700 301-459-8600 !800-570-0734 801-753-1610 415-956-3800 503-229-1090 Troy, MI 48084 McLean, VA 22102-5 Fairfax, VA 22030 Lanham, MD 20706 Dickerson, :MD 2084 Logan, UT 84321 San Francisco, CA 9 =ortland, OR 97205 i310-474-0655 i407-423-5165 703-205-6151 904-725-3203 205-730-8046 406-728-8754 708-224-6012 804-273-1073 810-269-1020 703-556-1381 703-352-8236 301-459-1987 301-570-0734 801-753-3031 415-956-0200 503-229-0338 :Products 1RiMs version 7. llaw enforceme law enforceme Ilaw enforceme Ilaw enforceme training publica information tec Windows-base law enforceme CRSNet public software solutio !Criminal Case mobile computi law enforceme Crime Automat ~ublic safety so automated disp LAW 96 produc Page 2 APPLIED MICRO TECHNOLOGY, INC. 1895 Preston White Drive, Suite 250 Reston, VA 20191 Telephone: 703-620-3101 Facsimile: 703-620-3103 CAD VENDOR DCAD Computer Aided Dispatching DCAD,.AMTs Distributed Computer Aided Dispatching system, is a powerful product designed to meet the demanding requirements of today’s communication centers in a cost-effective manner. DCAD has all the functionality and performance you would expect from a top-of-the-line dispatching system, plus its intuitive design, pop-up menus, and fill-in-the-blank windows make it extremely easy to learn and use. Distributed Processing Technology As its name suggests, DCAD utilizes distributed processing technology to spread the dispatching workload across multiple computers. This innovative approach to computer aided dispatching offers several advantages over older, single-computer approaches to computer aided dispatching. For example: Redundancy Because the workload and data bases are distributed across multiple computers, a hardware failure won’t disable the entire dispatching operation. Performance DCAD provides excellent and consistent response to commands because every dispatcher has his or her ¯ own computer and is therefore insulated from the activity of other dispatchers. Scalability As the need arises, the system can be expanded by adding low cost work stations instead of replacing expensive minicomputers. And, each work station includes its own processor, so additional work stations increase the total capability of the system instead of further subdividing a fixed resource. Applied Micro Technology, Incorporated, Products Overview Page 7 CAD Work Stations Since dispatchers are often required to do many tasks simultaneously, DCAD is designed to perform multiple tasks as quickly and efficiently as the person using it. This is accomplished through the use of pages and windows. Pages The work station’s display memory is divided into several full-screen pages. Each page provides access to different applications such as call entry, electronic messaging, records management software running on a host computer, a log of CAD activity, and a state/NCIC network interface. With a single key stroke, the CAD user can instantly switch between applications and view the associated page on the CAD screen. DCAD Pages Windows CAD functions are available via CAD windows accessed by pressing a "hot key". When the hot key is pressed, DCAD opens a window on top of the current page and displays the CAD function menu. Depending upon the function requested,additional windows are opened for entry of unit IDs, call numbers, etc. Once the CAD function is complete, the CAD window disappears and the user may resume what he or she was doing before the CAD function was entered. Page switching and windowing takes place in a fraction of a second. An enhanced PC keyboard is used to provide two additional rows of function keys so these functions may be mapped to any key desired by the user. Status Monitor Dispatcher work stations are typically equipped with a second color status monitor. The status monitor is used to display the status of in-service units and to list calls pending dispatch. The status monitor screen is divided into two sections. The top section displays in-service units and the bottom section displays pending calls. Unit Status The unit status section lists all in-service units. Units may be listed in any order desired, in one or two columns, and the content of each entry is completely user definable. Typically, each unit status entry will include the unit ID, the activity or type of call to which the unit is ¯ assigned, the call number, the unit’s location and the. Page 8 Applied Micro Technology, Incorporated, Products Overview unit’s current status. Each unit status entry may be color-coded by theunit’s availability, and/or the priority of the call to which the unit is assigned, and/or theunit’s status. Pending Calls The pending calls section lists all calls that are awaiting dispatch in call priority/time received sequence. Again, the content of each entry is user-definable, and calls may be color coded by the type of response required and/or the call’s priority. The size of each section of the status monitor is user-definable and both sections may be paged forward and backward to accommodate more units and calls than may be displayed on a single screen. Geographic Data Base The rapidly falling cost of Enhanced 911 equipment has prompted many communities to create joint communications centers. These centers provide a common call answering point and dispatching services for multiple public safety agencies, including police, fire ambulance and rescue services. DCAD supports call entry and dispatch processing for multiple agencies and types of agencies, and provides a flexible scheme for assigning calls and units to multiple dispatchers. The geography of the jurisdiction is key to understanding the way in which DCAD routes calls and assigns units. Grids Most public safety agencies use some form of grid system to divide responsibility for servicing calls and to locate calls for statistical reporting purposes. DCAD utilizes a grid system in three ways. Jurisdiction Grids are used to define the jurisdiction of an agency when a joint communications center dispatches for multiple agencies. For example, the Faiffax County Police Department provides law enforcement services to the entire county with the exception of three cities that have their own police departments: Fairfax, Herndon and Vienna. When setting up the grids for Faiffax County, one would therefore define each of these cities as a separate grid (or group of grids depending upon the level of detail desired). The police agency having jurisdiction over these grids would then b~ noted as Fairfax, Hemdon or Vienna. All other grids in the county would be defined with the Fairfax County Police department having jurisdiction. Using this grid structure, call takers can enter all calls in the same manner. The computer will identify calls for other agencies and route them to the appropriate dispatcher. Statistics Continuing with our example, there are also several towns located within Fairfax County which receive law enforcement services from the Faiffax County Police but have their own municipal governments. These towns require a monthly report of the police activity within their borders. By defining each of these towns as a separate grid (or multiple grids), it is easy to compile statistics for any given town. The same approach may be used to isolate call statistics for any. geographic area including schools, shopping centers, industrial parks, etc. Applied Micro Tcchnolog)’, lncorporlted, ProdueL~ Overview Page 9 DISPATCH AUTOMATION, INC. PO Box 427 Onalaska, Wisconsin 54650-0427 Telephone: 800-776-3911 CAD & RMS VENDOR fN~me)fcontaat][Phone/Fax] 1]ROCKLIN PD 4060 RocM/n Rd Ro~J(lin, CA 95677 ¯ 2~ Atherton PD83 Ash/~’al~ Rd ¯ Atherton, C~ 940P7 Matt Diridon~ Comm/Spw John Borsn, Syslem Analyst Gary P#nce, Police Chief John Modes, OfficerGeorge Malin, Captain Steven Cadet, Police Chief 916/63~-40&4 26M 5/688-6500 9M I804 Albany PD 1000 Sen Pablo Ave Al~an.v: CA 947O8 East Palo Alto PD £,415 Univetsily Ave East Pa/o X#o, C,~ 94303 Menlo Park PD 801 Laurel Street Menlo Par/r, GA 94025 Ron Patton, Lt. Milts McQuisten, Sergeant Larry Murdo, Police Chief Paul Ewing, Anal)st Wesley Bowling, Police Chief Sieve Le~s, Commander Bruce Gumming, Police Chief 510/5~5-7300 f SM 1360 415/8~3-3175 24M 415/853310~ 415/858-3300 28M 415/327.#,314 Harker Heights PD 120 South Harley 5b’eet Har/rer Heights, TX 76543 Show Low PD 150 North 6th Street Sltow Low, AZ 85901 Claro County Sheriff Dept ~.~$ West Main Szreet Harrison, M/ 48625 "Edmonds College 20O00 68th Ave Lynnwood. WA 89036 [4 YR Accredited College] California State University 5500 University Parkway San Berna#ino, CA 92407 Jerry Dugger, Detective John Dmd~e, Police Chief John Jarret~ Lt. John Corder, Police Chief Grog Rynea/~’on, Supervisor Ralph.Groves, LL. Howard Haslrin, Sheriff Mike Bates, FF/instructor TJ Young, ECC Ins#zJctor Bonnie Bernard, Dirom~" B/Y~n Bodil~ Sergeant John Gross, Se/geant Dennis Krause, Police Chief 7/6~9-7600 "14M 60P.J537.5091 7M ’ 602,’~37,,8346 517/539.5721 206/640.1496 [RIMS CAD ~Yth 26 PC" Network] 909/880-5165 N/A 909/880.7022 Bey Mills Tribal PD Box 313, Lalreshoro Drive StYmieZ M/ 49715 Saginaw-Chippewa TPD 7"070 East Broadwaj/ b"b~et M1. Pieasanl, MI 48858 13] Walt Disney Company P/~ 500 Souh Buena Vista St Burbank, CA 9~521 Ron Carri¢~, O~’~er Ben Ca/Tick, Police Chief RMph Bawmick, Chief/CaptainJo~ Hudson, MIS/Sergeant Joe Kequom, Sergeant Movie Studio Division Dar~an EIIsworth, Supervisor Ron Anderson, Director OPS ~0~f245-3244 17/77’3.4371 NIA 17/772-3508 818/560-6 7~3 EXECUTIVE INFORMATION SERVICES 4620 South 3650 West Roy, Utah 84067 Telephone: 801-543-5989 CAD & RMS VENDOR Executive Information Services 4620 South 3650 West Roy, Utah 84067 Phone 801o543.5989 Executive Information Services Public Safety Information Systems Corporate Profile Executive Information.Services Corporate Prof’fle Executive Information Services is a private consulting fwm that specializes in information systems for public safety. The principles in the Company have over thirty years experience in the computer industry and over twenty years direct experience in public safety and related applications. They have pioneered many advanced public safety systems including computer assisted dispatching and mobile digital communications. Executive Information Services has been in business continuously in the pubfic safety market since 1982. The Company consults widely in the industry and provides turnkey systems and facilities management for selected clients. Most recently EIS has pioneered a series of advanced products based on the latest networking technologies. Proprietary products include computer assisted dispatching, police records management, fire records management, and a series of supporting gateways and state/local system interfaces. Ereeuti~e Information Services 4620 South 3650 West Roy, Utah 84067 (801) 543-5989 Executive Information Services Product Summary Product ~ Architecture Features ¯ CAD 2000 Public Safety Command ~ and Control INFO2000 ~ Police Records Management I PC Network !Client/Server i PC Network i Client/Server High Performance Ease ofuse Multi-agency/Multi-jurisdiction Pofice/Fire/EMS Multi-center support FIRST-IN Fire Records Management i PC Network ~ Client/Serveri Macintosh/PC Clients High Performance Secure SQL Database Virtually Unlimited Capacity UCR/IBR Reporting STARGATE ¯ Public Safety Gateway PC Based Gateway i® Available Modules Personnel Scheduling Time Accounting Call for Service Analysis Training Certificates Exposures EMS Reporting Network PC Support Mobile Digital Support Existing Interfaces to: Washington (WACIC/ACCESS) Texas (TLETS) Oregon (LEDS California (CLETS) Idaho (ILETS) Executive Information Services Corporate References Executive Information Services encourages potential clients to contact any references at sites where the Company has installed systems or provided services to the public safety community. Some of our most recent contracts include the following. City of Morgan Hill Pofice Department 17605 Monterrey Road Morgan Hill, California 95037 Contact: Steve Schwab Chief of Police 408\776-7327 Systems: LanCAD IV Computer Assisted Dispatch System LanINFO IV Police Records Management System IntelliCom State Interface Gateway Discussion: Executive Information Services has been working with the City of Morgan Hill Police Department since December, 1989, on the development of the LanCAD IV computer assisted dispatch system. The system is an integrated police and fire dispatch system operated by the Police Department. The system includes an E-9-1-1 interface and has individual address geofde support. The system also includes full support for mobile digital communications and interfaces to the Santa Clara County message switch (SLETS/CLETS/NCIC). Statistics: Contract Date December, 1989 Operational Date April 1, 1990 Population: 27,000 CAD Positions: 2 Operations Complaint/Dispatch 1 Training and Support Mobile Workstations: 9 Operating System: Novell 3.11 Support Workstations >10 Santa Clara County Central Fire Protection District 14700 Winchester Boulevard Los Gatos, California 95030 Contact: Benjamin F. Lopes, III Assistant Chief 408~378-4010 Mr. Mike Rock Business Manager 408~378-4010 Discussion: Executive Information Services has been working with the Central Fire Protection District to implement advanced network based management and operations support systems. The systems are based on a Microsoft Windows NT Ethemet network that supports both PC and Macintosh clients. The system supports office automation, electronic mail, and operations systems such as CIR. The system includes a custom gateway to their CAD system that logs all call-for-service data for management reporting. The wide area network (WAN) includes connections to thirteen fire stations located throughout Santa Clara County. The dedicated WAN links allow CFIRS input from stations, EMS reporting via FAX directto local hospitals, and also support emergency notification printers fi~om the Santa Clara County Centralized computer assisted dispatching system. Executive Information Services is currently providing facilities management and working with Central Fire to implement additional advanced reporting and communications systems. Statistics: Contract Date 1992 Population Served: > 500,000 Fire Stations: 13 plus Headquarters Workstations: > 100 Western Data Corn 9757 Juanita Drive NE, Suite 100 Kirldand, Washington 98034 Contact: Mr. Mike Korach 206\823-3746 Discussion: Executive Information Services has participated with Western Data Com in the development of proprietary mobile digital communications products for public safety. In addition, EIS has supplied state gateways and other custom software to rapport Western Data Corn’s line of advanced mobile digital communications systems. City of Sanger Police Department 1700 Seventh Street Sanger, California 93657 Contact: Corporal Joel f. Cobb 209\875-8521 Systems: LanCAD IV Computer Assisted Dispatch System IntelliCom Stateinterface Gateway Discussion: Executive Information Services is under contract with the City of Sanger, Police Department to install LanCAD IV computer assisted dispatching and an interface to CLETS via the switch at the Fresno County Sheriffs Department. The system supports both police and fire dispatching. Statistics: Contract Date February, 1994 Operational Date May 22, 1994 Population: 25,000 CAD Positions: 2 Network Operating System Novell 3.12 City of San Jose Fire Department Four North Second Street Suite Eleven Hundred San Jose, CA 95113-130.~ Contact: Mr. Brian Cheng .Systems Coordination Systems: Custom Software Network Systems Engineering Information Systems Consulting Discussion: Executive Information Services is under contract with the City of San Jose Fire Department to provide general information systems consulting, network design and engineering services, and specialized software. The City of San Jose is the third largest fire agency in the State of California with over thirty stations plus additional support and service facilities. The agency has implemented an advanced network using Windows NT Server with primarily Macintosh client workstations. The Department is interconnected with a City wide area network, Intemet services, and other electronic facilities within Silicon Valley. EIS provided network design and configuration services for the advanced flame-relay based network. EIS is currently developing advanced software appficafions based on client server technology utilizing Microsofl’s SQL Server for database management services. Statistics: Contract Date August, 1995 Operational Date January, 1996 ¯Population: 1~000,000 Stations: 31 Records/Support Workstations > 100 Network Operating System Windows NT Executive Information Services 4620 South 3650 West Roy, Utah 84067 Phone 801o543o5989 Executive Information Services CAD Public Safety Command and Control System System Introduction Disclaimer The information in this document is provided for planning purposes only. Executive Information Services reserves the right to change specifications without notice. Correspondence regarding this publication should be forwarded to: Executive Information Services 4620 South 3650 West Roy, Utah 84067 801~543-5989 E-mail: Jay~ExecInfoServices.Com Micro~oof~ is a reg~tered trademark of Microsoft Corporation MS-Whtdows h a trademark of, Microsoft Corporation© 1997 Executive Informalion Services CAD 2000 Public Safety Command and Control System Introduction CAD 2000 is part of the PS.NET series of public safety applications fi’om Executive Information Services. These systems are designed to provide the best of today’s information systems technology to the public safety community. The PS.NET series of public safety applications are designed for almost limitless expansion in multi-agency environments or for large agencies with multiple locations. The hardware and protocol architecture used to implement PS.NET is identical to the technologies in the public Interact and products are now being configured to address integration with the Internet and private government Intranets. This promises further improvements in productivity for local government agencies and new levels of public service. Executive Information Services public safety information systems products are designed to operate on modern, low cost, high performance personal computers. They make full use of high speed local area networks and standard operating system configurations. While most network operating systems and configurations can be accommodated, the preferred network is Microsoft’s Windows NT Sewer. The products are made to integrate with standard PC based office automation systems and especially the Microsoft Office Suite and other Microsoft Back Office products, including Microsoft’s SQL Server database management system. The software systems are based on the latest client/sewer software technology. This architecture utilizes a client PC to handle operator interactions and specialized back-end application servers for database management, communications, and other tasks. A high speed local area network interconnects the various components. The systems utilize 32 bit technology and require a 32 bit operating systems such as Windows NT or Windows 95. CAD 2000 Release CAD 2000is built on the foundation of EIS’s successful LanCAD IV product which pioneered ¯ the use of PC’s in communications center operations. The new product was specifically designed to capitalize on the high performance and graphical user interfaces now available in PC based products. It uses a highly op "tnnized orient/sewer architecttwe to provide high performance, responsiveness, and scalability in the public safety communications center while maintaining the price performance breakthroughs of LanCAD IV. CAD 2000 Advantages CAD 2000 is a full function, high performance computer assisted dispatch system designed to meet the requirements of police, fire, and EMS agencies. CAD 2000 provides complete communications center automation. The system speeds the processing of incident information and dynamically maintains the status of units and personnel. At the same time, it collects all call-for-service data for a wide range of management information reports. The system fully supports mobile digital computers and E-9-1-1. It can be interfaced to a wide variety of remote data bases and other message switching computers. Modern Computer Architecture CAD 2000 derives its power and flexibility from a modem distributed computer architecture and advanced operational soRware. This architecture places a cost effective PC based workstation at each operator position and utilizes separate compute servers for each functional application. A high speed local area network (LAN) is used to interconnect the system and provide communications. Separate status monitors are supported at dispatch positions. Performance Performance and operator convenience in CAD 2000 are pushed to new levels. Since each operator has a dedicated computing environment, response times are largely independent of overall activity levels. The system delivers sub-second response times regardless of overall system activity levels. Configuration and Expansion The open architecture of CAD 2000 allows it to be .implemented on a variety of hardware platforms. Standard computer components help insure cost effective configurations. CAD 2000 allows incremental expansion across a broad range of performance levels without costly upgrading of central processors. It provides cost effective solutions for small agencies and high performance solutions for larger agencies. Optional fault tolerant configurations are available. Operator Convenience Above all else, CAD 2000 has been designed to make it easy on the public safety communicator. CAD 2000 is more complete, easier to learn, and easier to use than any other CAD.system. CAD 2000 incorporates a superior operator interface that totally replaces traditional command lines, cryptic commands, and coded messages. Operator training time is dramatically reduced. The interface utilizes horizontal and vertical-menus to prompt all operator actions. The operator interface is highly keystroke efficient, and selections can be by single keys, function keys, or highlight positioning within the menus. CAD 2000 incorporates multiple display windows to facilitate handling several simultaneous in-process transactions. These windows can be shown on a single large monitor or on separate operational and status monitor. The system provides rapid access to auxiliary information and facilitates status changes and other frequently used commands. Management Information System CAD 2000 includes a complete management system. All CAD information is collected in a comprehensive data base for historical reporting. Standard reports are available for executive and line management. The system can be supplied with a variety of easy to use report generators for ad-hoc and special reporting requirements. Reference and Help Information CAD 2000 incorporates a complete set of utility programs, on line reference information, and help displays. Comprehensive, user definable, context semitive help displays are standard. These are especially useful for display and selection of data for coded fields. System Components Relational Database Management System. All data files in CAD 2000 are maintained in a high performance, highly reliably relational database management system (Microsofl’s SQL Server). This provides high reliability, continuous on-line availability, and almost limitless expansion in this environment. Key PS.NET databases include police records, fire records, CAD, and geo. The individual databases may be placed on the same server in s’mgle agency small environments, or distributed among different servers in large environments, j Domain Message Server. The DMS is used as a central message switch and query processor in larger installations. In these systems, the DMS consolidates traffic to gateways and mobile digital systems across WAN links and performs audit logging and statistical functions. It also intercepts remote agency queries and controls local queries for these agencies. In smaller installations, the DMS is not required and.workstations transparently interface directly to gateways and controllers. A separate Domain Message Process is required for each active records system on the network. Stargate. Stargate isa general purpose, multi-protocol gateway that interfaces PS.NET systems to external databases; primarily various state and National public safety information systems. Stargate has been interfaced to law enforcement networks in Washington (WACIC/ACCESS), Oregon (LEDS), Idaho 0LETS), Texas (TLETS), and several counties in California (CLETS). MDT. MDT is a general purpose mobile digital terminal gateway. It provides overall network interfacing with an externally supplied mobile digital terminal system. It is currently interfaced with Western Data Corn’s TrafficMaster system. A single MDT gateway can service multiple records and/or CAD systems on the network. This allows a single channel and rfbase structure to service multiple agencies within a given area. Local Query ProeesSOro The LQP is a domain based module that provides local inquiry processing for network system components. It may be driven fi~m the StarGate controller in small installations, or installed on a domain basis and driven from the DMS or CAD Appficafion Server in larger installations. A LQP is required for each active records system on the network. CAD Server. The CAD Server is an applications server for the computer assisted dispatch system. CAD provides server side processing for the CAD system and is a key element in maintaining the responsiveness of the system. A CAD Server is required for each active CAD system on the network. E911 Gateway. The E911 gateway provides a universal interface to most E911 controllers. This allows transparent input orE911 data to the CAD system. A single gateway on the LAN can service multiple CAD installations if required by the E911 vendor. GEAC PUBLIC SAFETY 3707 W, Cherry Street Tampa, FL 33607 Telephone: 813-872-9990 Facsimile: 813-878-2751 CAD VENDOR GPS Law Enforcement GPS CAD q’uicldy, efficiently and~ reliably dispatches emergency Calls to appropriate units with the detailed information they need to properly handle any situation. Geac Public Safety ,_ immediate response Imagine if an emergency call was received and within seconds you were able to efficiently dispatch police units to the scene with all of the information they need to effectively handle the situation. Would seeing an overall display of.your units, including their status and location, make dispatch more efficient? Could you help protect your officers by providing them with detailed information about the location, prior incidents, outstanding warrants for residents and registered weapons? With GPS Computer-Aided Dispatch (CAD), your agency has the tools it needs to respond quicker, smarter and better prepared to protect and serve. Streamlining your system With GPS Computer-Aided Dispatch (CAD), your dispatchers have the ability to start entering call notes before identifying the caller and location, even if the caller is uncooperative. Shouldn’t your system be able to respond to the dynamic situations you encounter? 6PS CAD provides incident-specific screens that provide the vital data your officers need to respond appropriately. And assistance from fire/EMS and ambulance agencies can be requested through interfaces to their CAD .systems instantly. Only a few keystrokes are required to dispatch a vehicle. Once help is on the way, you can fill in the blanks with the data you need, radioing or transmitting supplemental data to primary and backup units. A timer automatically begins when the call is initiated for accurate response time tracking. Calls can be prioritized and placed in a call waiting pool where they can be dispatched in a logical order. With access to other GPS system files, GPS CAD can retrieve important details about a location or individual using just a partial vehicle tag or drivers license.-These details are crucial to protect both the officers and other people at the scene from undue risk and injury. The more information you can offer your officers about a particular situation, the better prepared and more effective they’ll be. GPS CAD also offers extensive reporting and analysis options with a variety of standard reports and the ability to create ad-hoc queries. Do certain days and times have a higher incidence of crime? Profiles of the calls, their timing and their nature can help to identify where additional units may be required. GPS Computer-Aided Dispatch. The industry-proven system that saves time, saves money and saves lives. Automated dispatch -Display all units and calls at a glance with the color- coded status, location, response times and call details -Receive an overview of the call location once the address is verified including detailed location, caution and user notes, police jurisdiction and prior calls indicator¯Process calls and prioritize based on severity, always displaying the total number of calls waiting in the call waiting pool .Automatically assign units based on availability, location and user-defined status plans, with dispatcher override .Dispatch by any of several identifiers including location, grid, phone number and alarm code ¯Identify each call with a user-defined nature of call code .Hold a call prior to dispatch while awaiting additional information .Quickly update the unit status by pressing a function key -Notify dispatchers when notes are entered about a call they dispatched¯Obtain street directions to location¯Support an unlimited number of calltakers, dispatchers and active incidents .View shift rosters with current assionments -Hiohlight supervisory units with color for easy identification during dispatch -Use Quick Call to verify a call location and identify its nature in seconds o Beoin enterino notes about a radioed chase without first verifying the officer location¯Use incident-specific data entry screens with standard questions including those for traffic stops and administrative calls -Automatically assion vehicle towino companies with tow rotations -Automatically query state and national databases upon entry of vehicle tag or drivers license information with appropriate interface installed Call/incident details -Generate incident and report numbers including separate numbers for juveniles and different jurisdictions -Review prior calls and incidents using multiple criteria including (]ate, address, name, phone, vehicle tag, drivers license number an(] report number .Review standard operating procedures on-fine for incidents such as bank alarms and violent crimes -Generate field reports -Add and maintain information about an incident including notes, even after the incident is closed -Retain an audit trail on all additions and changes made, to an incident -Write all CAD transactions to a printer or PC to create a backup log Interfaces¯Initiate a waiting call in Fire/EMS or Ambulance CAD systems when integrated with these other systems¯Interface with E911 systems for instant address recognition and caller information .Utilize treatment sequence and pre-arrival instructions through an interface to the Medical Priority Dispatch ProQA" system -Use mobile data terminals and laptops¯Send alpha numeric pages to field personnel when a call is assigned¯Interface to state and local GIG Electronic memos ¯Utilize electronic memos to communicate with individuals, groups or all system users, local and remote, while within the CAD system¯Restrict access by user to read and/or write messages¯Retain audit trail of messages sent, read, delete(] and printed Pre-arrival Tools¯Develop your own pre-arrival protocols by designing color-coded screens with logic to define the recommended course of action including instructions to callers prior to unit arrival¯Maintain an audit trail of who answered the protocol questions, when and what action was taken ¯Upgrade incident status based on information uncovered Hospital Divert ¯ Divert patients to other medical facilities when necessaJy ¯Maintain divert status of all hospitals to which transpo~ are made including divert specific to the ER, critical .... care, OB/GYN unit, pediatric and general admission based on hospital notification¯Retain audit trail of hospital divert status¯Easily determine the status of each hospital with color coding Common features of GPS applications -Define on-line help for table-driven fields -Utilize wlntegrate for a graphical user interface *Generate standard or ad-hoc queries and reports -Utilize user-programmed function keys to speed navigation Immediate response With a complete picture of available resources and the priority of the incident, the closest unit can be quickly dispatched to the Scene. Protect the public and your personnel Cautionary and user notes along with data from prior incidents helps to identify high risk calls, alerting officers to a potentially dangerous situation so they can take appropriate precautions. Better decision making Look at all the law enforcement application information from various angles, through both ad-hoc and standard queries ann reports, to see more than just the surface detail. Summaries and analytical views can enable you to identify subtle trends and similarities which might go otherwise undetected. Integrated applications With a single point of data entry, productivity and consistency are improved. Reporting is accurate. Investigations are complete. By sharing information with other GPS applications, you get a complete picture of each person, location, vehicle, piece of property and offense. Have H your way With customized screens and reports, present the information in a way beneficial to your users and affiliated agencies. State and regional requirements are a problem for some systems but not GPS CAD. Eliminate the paper chase Ely storing data electronically, multiple users can access the data simultaneously. Electronic memos assist in the efficient dissemination of information throughout each agency, prevents its loss and retains an audit trail to verify data receipt, Secure your data Cutting-edge security keeps juvenile data restricted and all data safe from tampering and unauthorized access. HITECH SYSTEMS, INC. 1964 Westwood Blvd., #435 Los Angeles, CA 90066 Telephone: 310-475-3210 Facsimile: 310-474-0655 CAD & RMS VENDOR CAD MANAGE CALLS, TRACK UNIT~, ~£AVE UVF~! 5afet~e.t CAD from Hitech Systems is a multi-agency multi-jurisdictional computer-aided dispatch system for Police, Fir.e, Shedff and EMS agencies. Safer)Wet CAD utilizes color coding, windowing and multiple screen displays to detail unit status and call taking acrid’ties. This clean user interface makes it easy to access needed information and to put it to use immediately. Safer)Wet CAD includes the following screens: ¯Call Entry -Pending Calls ¯Active Calls ¯Unit Summary ¯Active Units ¯Unit Status 3afetyNet CAD uses a geocoded database to verify addresses and place names. Safet)Wet CAD displays information about premise history, hazardous materials and emergency locations. When connected to an appropriate database, automatic searches of names, addresses, drivers licenses, vehicle licenses, and other information may be performed to identify wanted persons, outstanding warrants, or other vital data. 3afetyNet CAD provides call takers and dispatchers with many special features including: Automatic unit recommendation by-call type and location which allows for instantaneous decision making and dispatch of appropriate units. Multi-a~ency,. multi-jurisdictional s~pport allows for centralized dispatching across geographic, jurisdictional and political boundaries. SafetyNet. CAD supports police, fire, sheriff, ambulance and .other service agencies concurrently. The system supports most car plans and beat/patrol zone concepts for added_versatility and adaptability. This is well suited to regional dispatch centers and allows cost~ associated with hardware and software to be amortized over a larger.population base. Provision for Fire/EMS run card windows and the ability to recommend Fire ApparatUs move ups. This makes important information readily available such ~-hydrant locations, cross streets and map coordinates, and allows Fire agencies maximum flexibility to reposition u.nits on the Simple integration with optional State and NCIC terminal network interface software, E-911 (ANI/ALI) interface software, mobile data terminal (MDT) interface software, automated mapping systems, and tone encoder interface software. These optional packages are available from Hitech Systems. SafetyNet CAD lets call takers and dispatchers interrupt the call-taking process, and retrieve calls later for compleUon. This allows calls to be managed in real time. 5afetyNet CAD time stamps all unit status changes. Safe,Net CAD provides a unit history log for monitoring officer acth/ib/. SafetyNet CAD is easily integrated with other public safety software and is part of a family of public safety .products from Hitech Systems, Inc. It is available on many leading UNIX platforms and on Pdme 50 Series computers. Documentation is provided. Consulting, training and support services are available. HITECH SYSTEMS: YOUR PARTNER IN PUBLIC SAFETY. Hitech Systems inc. 1964 west~ood Boulevard #4,35, Los Angeles, California 90025 (310} 475-3210 FAX: (310) 474~0655 intemet: info@hitech.com MESSAGE SWITCH INTERFACE INSTANRY DEUVER INFORMATION TO YOUR SCREEN! 5afetyN~- Mess~e Switch Interface provides users of 5afetyNe~ CAD with the ability to communicate with the National Crime Information Center [NCIC] and other federal, state and local databases for the purpose of developing criminal histories, wants/warrant creation and validation, listing stolen properties and vehicles, or publishing all points bulletins or other agency-to-agency messages. ~et Message Switch Interface is capable of handling multiple agencies and jurisdictions through a single NCIC interface attach poinL It provides federal, county, regional and state-wide networking and telecommunications capabilities. NCIC interface functions can be transmitted and received on MDT or laptop PC systems, if permitted by applicable laws or procedures. SafetyNet Mess~e Switch Interface includes the following featuresi Simple integration with ~ CAD and ~yNe~ RMS _System security and access control ._ .-" Multi-agency, multi-jurisdictional support Federal, County,. Regional or State-wide networking and telecommunications capabilities Where appropriate, Safe~et Messase Switch |nterf~ce includes full terminal emulation capabilities so that formatted screens on dedica.ted terminals are reproduced identically on any terminal. ~et Message Switch Interface has been imp1, emented a’cross the nation ~ single and multi-jurisdictio.nal _environments. InstallaUon and configuration se~ices ~J’eprovided by.Hitech Systems, Ir~c. E~fetyh/et Mess~e Switch Interface is easy to us~e andcan be ~ al.ong with ~ CAD. or added later. Along with other .~,tyNet interfaces, it allows E~yNet CAD use~ access to the kind of information needed by today’s public safety_agencies. - .- ¯ ~yNet Mess~e Switch Interfmce is easily inte~ted with other public safety ~ftwam and is part of a family of-public safety products from Hitech Systems~. Inc. It is available on many leading UNIX platforms and on Prime S0 Series computers. Documentation is Provided.. Consulting, training and support services are available. " HITECH SYSTEMS: YOUR PARTNER IN PUBLIC SAFETY. 1964,W~ood Bou~ud #435 (310) 475-3210 FAX: (310) 47-0655 MAPPING INTERFACE SEE WHERE THE ACTION L~! Sa~et Mapping Interface from Hitech Systems allows users of~ Public Safety software to plot and view data using a variety of popular Automated Mapping systems. This interface can be used to track data in real-time so that decision makers can instantly assess complex situations, determine immediate needs, and implement quick action. ~ Mapping Interface can be used for real-time tracking and monitoring of constantly changing situations including: " ¯Police Unit Locations -Calls for Service¯Fire Apparatus Locations "¯Traffic Acddents-Ambulance Locations ¯Active’Incidents ~et Mapping Interface also can plot maps I~sed upon historical data or static location information indudin~ Call History .Hydrant Locations Fire Coverage Areas Beat Plans BOLO Information . Hu.ardous Material Locations Heightened Criminal Activity Call Types ~ Mapping Interface is comprised of two software components, one of wh’~ rum Onthe host system ~nd the other which runs as part of the automated mapping system. This modularity of design allows ¯ integraUon with a variety of comm ~." Ily available automated ,mapping systems. - " ,. Sa~/et Mapping Interface allows for automated ploffing with minimal user intervention. Interfaces to other applicaUons are possible. Consultin~ training and support are available. HITECH SYSTEMS: YOUR PARTNER IN PUBLIC,SAFETY..- Hitech Systems inc. 1964 Westwood Boulevard #435 ’ Lo~ Ange~e~. C~fon~ 90o~s .. (310) 475-3210 FAX: (310) 47~O655 HTE PUBLIC SAFETY, INC. 390 N. Orange Avenue, Suite 2000 Orlando, FL 32801 Telephone: 407-841-3235 Facsimile: 407-423-5165 CAD & RMS VENDOR CAD III ~ Syste~nBeneflts Maintains quick, to provide a complete 1~lic safety solution. :calls by providi~~:System to special routing materials,User-defined dispatch Design dispatch to use by enabling terminals b flr~, and EMS departmentsfrom .. Increases safety for personnel in your area, specify CHIEFS~I.L.E residential or business addresses or address ranges, block numbers, map reference area, nearest cross streets on either side of an address, intersec- tions, and jt~fisdiction. Automatic address and jurisdiction verification m Immediately know if an address is valid and in whose jurisdiction it is located. Duplicate call detection m Automatically check all incoming call locations against the addresses of active calls, preventing the dis- patcher from assigning units to duplicate calls. Common names, abbreviations, or common misspellings u Dispatch calls using common names and mis- spellings or street name abbreviations that CAD III links to exact addresses. Also use phonetic search. Caller questions -- Provide dis- patchers with online questions to ask the caller, based on the type of incident. User-defined call types and customary responses m Establish different call types for each department and specify normal equipment and personnel responses. Set priority levels and establish automatic backup and alter- nate responses. Call response override ~ Override the normal response to a particular type of call for a specific address, common name, or map reference. Online routing, hazard, and preo arrival information m Immediately alert responding personnel to tempo- rary emergency conditions, out-of- service streets, or hazardous condi- tions or materials at each location. Special instructions for particular businesses ~ Immediately access owner or emergency contact tele- phone numbers, call history, and information on possible impediments to a timely response. Equipment status -- Display current status of equipment and employees assigned to the equipment. Detailed activity log --Automati- cally track all calls and all unit times associated with each call. Unlimited unit assignments, unit status changes, and dispositions for each call u Cope with situations as they arise and assign personnel to critical situations as needed. Fax and hard copy dispatch m Send faxes or direct hard copy dispatch instructions to printers at responding districts or departments. Dispatch during data backup u Continue your dispatch activities during backup of data files. User log-on records m Track the call-taker and dispatcher associated with every call, in addition to recording the employee signing on to every workstation. Interactive Be On the Lookout (BOLO) record check m Alert dispatchers to a match between a BOLO record and call location, caller address, persons, or vehicles. Change unit location --Track the location of a unit.without changing the call location or starting a call. Optional interfaces ~ Alarm panel, E-911, net clock, paging, radio sys- tems, and state and federal computer interfaces. Optional Modules Integrated Mapping ~ Provides a complete pictorial reference of your entire jurisdiction for viewing on screen. CAD Redundancy m Automatically maintains two synchronized copies of all CAD III files and allows a "hot swap" of dispatch functions during local system outages. (Requires additional hardware.) False Alarm Tracking -- Track unwarranted calls, such as excessive use of the E-911 line or false alarms. Use HTE’s Accounts Receivable software application to generate charges for false alarms. Advanced Medical Priority -- For agencies with certified emergency medical dispatchers, this expert system recommends treatment choices for enhanced patient safety. CAD IV ¯ Integrates mobile data computers and terminals, E-911, state and fed- eral computers, and alarm panels to alleviate dispatcher workload, mak- ing your communications more efficient. ’: .... .:~!.:. , processi~ ing current statuses for each signed-on vehicle and active incident. Provides immediate access to plans; hazardous materials, mutual aid i~fformation, cautions, keyhold- . :.ers; ~mments, and more. ..~.Contributes to " of law enforcement, fire,agency performance vehicles from one screen." "~ fall~’e, with minimal ¯r~ ’... Bin Edit Ilekl ,Q.j)Uons Help System Features Integrated mobile data terminal/ laptop computer functionality -- Enable offic&s to mn inquiries from their vehicles, receive copies of dis- patch and location information, and update their status without using radio contact with dispatchers. User-defined dispatch codes --- Determine the methods of entering all dispatch information, minimizing dispatcher keystrokes. System-wide online communications w Send messages from dispatcher to dispatcher, vehicle to vehicle, and dispatcher to vehicle. Allow for radio- free contact and eliminate use of unauthorized scanners to intercept agency communications. Comprehensive location master data- base g Make information such as incident histories, location descrip- tions, cautions, floor plans, keyhold- ers, alarms, premise names, and cross streets available to CAD IV or records management programs. Integrated mapping n Create your jurisdiction on screen maps to show active incidents in dispatch. Automatic location verification g Verify locations by alarm numbers, premise names, addresses, intersec- tions, and phone numbers. Soundex searches allow for misspellings of street names. Dispatch recommendations Provide for multiple beat and response plans and recommend units for dispatch based on the type of call, location, and unit availability. Multiple dispatch configurations n Handle standard dispatch, call taker dispatch, single agency, multiple agency, and multiple department dispatch operations. Instant records inquiries and updates -- Access information immediately. Review and report on active incidents as they are updated in records. Security -- Use passwords, worksta- tion program menu structures, and more for full system security. CAD self-sufficiency -- Perform back-up or maintenance on the system at your convenience. Continue to operate CAD functions even when the system is down. HotsFile -- Track local offenders and warrants through inquiry using the CAD IV HotsFile translator. Hazardous materials information m Provide a complete Department of Transportation emergency response guide for hazardous materials. Integration with HTE Public Safety’s CRIMES Management System Track detailed information in all incident based reporting (IBR) categories. Integration with HTE Public Safety’s FIRES Management System ~ Track all aspects of any fire or medical incident to which you respond in accordance with National Fire Incident ~Reporting System (NFIRS) requirements. Integration with HTE Public Safety’s Emergency Medical Services (EMS) software application ~ Add EMS inquiry and reporting capability. Optional Modules Mobile Data and Laptop --Allow units to perform dispatch functions in the patrol car. State and Federal Computer -- Link your agency with the National Crime Information Center (NCIC), state vehicle records, municipal databases, and other information sources. Alarm Panel -- Connect alarm panels to CAD IV for quick responses to . incidents signaled by alarms. Use with the optional Alarm Billing module to track activity for billing purposes. E-911 m Simplify response to calls initiated by E-911 dispatchers. Automatically display the caller’s phone number and address. Automatic Vehicle Location (AV’L) ~ Works.with the optional digitized mapping module to track and direct agency vehicles. Alarm Billing -- Selectively bill individuals and businesses for false alarm calls. IBM CORPORATION 3190 Fairview Park Drive Falls Church, VA 22042 Telephone: 703-205-5974 Facsimile: 703-205-6151 CAD & RMS VENDOR IBM public safety and justice solutions help government .serve citizens. The public safety and justice challenge.o.managing change Over tim last several w,ars, govern- merits ha~e alh.:atcd s~,t)stantial resour~’t’~ ill gll el’fi)rt to redtlee ~’rime. entmm’e public sail,Iv and administer justice. (;overnments are continually lheing escalating levels "of criminal activity includin~ the dramatic rise in violent and ilrug-related crime. These Ihctors. along with the increased sophistication of criminal elements. mobility of ofl~’nders, escalating ease loads and heightened public aware- ness. place tremendous pressures on public salbtv and justice agencies. Governments throughout the world are increasing their technical sophisti- cation and implementing a wide range of information solutions in response to public expectations. Agencies are seeking cost-effective w’ays to increase productivity and implement solutions that address real-world problems. More than ever. these public safety and justice agencies require straight- tbrward answers to complex questions. Thev want to know ho;,v to: Enhance police officer productivity: Respond better to emergency situations: Integrate disparate applications: Enhance officer and citizen safetY’: Manage rising case loads and court backlogs more effectively: interfat:c with legacy applications: Share information at’ross multiple sys- tems anti applications: lmph.mcnt new technology: anti Buihl a truly integrated publiesal;,ty aud justim~ soh,ti, m. In short, agendes are looking for an information tedmolog.v partner with the full range of capabilities n’quired to identify and deliver the right solution. IBM is committed to the public safety and justice community IB\I’, reputation is buih ~m reliability. quality and eomnfitment to ,’xe,’l~enee. XX~’ has,’ a tradition o1" providing standing inlbrmation tedmology ser- vices and solutions, inHuding the st,,~.essful d,,liverv of: C,)mput,’r-aidcd dispau’h systems: \iuhi-jurisdietional online wants and warrants ~vgtemsl Compnehensive records management systems: Regional mobile data systems with intelligent workstations: Integrated arrest processing anti iden- titivation systems: Video sum’eillanee systems: Electronic incident and accident reporting systems: and Full-function court case m?anagement systems. IBM is committed to applying intbr- mation technology to address the chal- lenges associated with police, fire. eme~ency services and justit:e agen- cies. This long-standing tradition was recently reaffirmed with the ibrmation of the IBM Public Safety and Justice Solutions group. This worldwide team of skilled professionals was assembled from inside and outside IBM with a specific tbeus on providing leading solutions to public safety and justice agem’ies worldwide. ..\s ,’riminal agencies look Ibr new anti better ways to us,, information, part- nerships with servi(,c providers are I)e(’oming increasingly important. Agencies require more than teehno- h)gy or produ,’ls. They require a part- m.r. like IBM. that ta~es the time to understand their ehalh,nges and then provides qualit) eonsuhing, applica- tion sot’t~are and systems integratim~ ,’xp,’rtise. IBM provides a consultative approach to real-world problems Publir ~afi’tv an(l .iu~li,,e agencies are n.engin,.ering, streamlining and mov- in~ in new dire(’tion~. They require a(’m.~g to prolbwsionals with a (’ompre- hen~ive under~tandin~ of the criminal justice process. IBM ha~ full-time von~ult~nts with experien(.c scrvin~ public satiety and justire a~en(’ie~. The~e consultants include Ibrmer sworn offi(,ers, judges. ~’ourl admini~- (raters and systems integration exp.rts with real-worht experience in applying intbrmation technology. IBM consultants utilize a robust con- suiting and set’vices methodology.that incorporates the entire engagement lifecvcle, from requirements¯ definition to solution delivery. They approach each situation witl~ a commitment to understand core problems and provide the right solution. In this era of reduced budgets, dimin- ished federal support and Citizen demand tbr a leaner, more cost-effec- . tive government. IB.MY government consultants can help public safety and justice agencies provide more efficient and effective services with fewer resou rpes. IBM provides a broad spectrum of public safety and justice solutions Public safety and justice officials are turning to information technology to help them overcome ~nuhiple chal- lenges and fulfill their goal of protect- ing the publi(’. Many information te(’hnolog.v solutions - snch as comput- (.r-aided dispatch, t.mergeney number integration, n’(’ords management, lap- It)I) m)mputers in vehicles, arrest pro- ressing, identifit’ation anti cm=rt ,:ase management- art. provided hv IBM. Here’s a brief Io.k at some .f Ih,’ vent agen(’y will b,’nefit from I IIM and oHr husiness parlm.rs" solntim~s: IBM Coml)uter \id,.d I)is!)atdl (C\D) systems h,.Ip to improve dispalt.l’t effi- t’ien(’.~: provide quirker response and deliw’r accurate information to ~flTir,.rs ill Ilie field. From lhe initial ,,mer- geney (’all. our integrated C.\D (ions record all relevant details of the call for service. They assist in the assignment of patrol units. Ofl~(,ers may ascertain critical iriformation related to the call through wireless communications coupled with mobih: computers equipped in public safety vehicles. Information collected bv the CAD system is an important compo- nent oi’ an agency’s records manage- ment system and is essential to re~urce allocation decision making. IBM Mobile Communications systems deliver critical inlbrmation when and where it is needed. ~ provide a full range of network design and systems integration services required to link voice and digital data into a compre- hensive package. Through wireless communications and mobile comput- ers installed in public safety vehicles. these solutions deliver a wide rangc of public safety applications. Key applica- tions include electronic messaging. automated dispatch, online wants and warrants, access to regional anti national databases anti automated report writing capabilities. IBM Records Management svstcms are designed to improve significantly criminal investigations, crime analysis. production of vrime statislirs and delivery of management inlbrmation. ~X’ith ~l)en systems design, a gral)hieal user interl~(’e and a(’m.ss to muhiph, pul)lie safi,tv databases, the IBM R,.’ords Management svsh,m provid,,s . an unparalh.h’d h’~t’l ,ff in\,.stigati\,. SUl)p-rt and ,.rime analysis. IBM Intelli0,mu S,.ent. \lenity)ring sys- tems intcgrat,, video t’apt~,re and digi- lal i,fformation tc~’hnoh~gy to provide hnihling sur\’eillanee, motion de(re’- lion. rapture suspi(.io.s aetivit\. lim’nse plale ,’xtra(’tion and a range t~l’ pul)lir safi,t.v applications. Tiffs offer- ing is buih (m leading video indexing anti multimedia technologies. IBM -\rrest and identification systemso integrate arrest processing and online booking to provide Ibr the collec.tion of suspect information, real-time posi- tive identification, offender tracking and timely intbrmation on bail status. This system supports image mug shot capture, automated fingerprint identi- fic’ation and interfaces with multiple public salary databases. Improved exchange of criminal history files and related intbrmation can aid criminal investigations. IBM Courts Case Processing systems are engineered to streamline proce- dures and simplify case management by pertbrming time-consuming manu- al tasks required to administer justice. Solutions are available to manage criminal, civil, juvenile and small claims court2" and related functions. Virtually every activity in court revolves around specific cases and people. That~ whv IBM offers a func- tion-rich justice management system whirh allows users to access informa- lion hv ease. person or agenry..\11 aspe(:ts of an individual’s inw~lv(.m,.nt with a court east, - whether as a d(.I;.ndant, victim, attorney or judge - ran b,. q~,i(.kl.v obtain,.d (m demand. This im.lud,.s ass,.’iat,.d ph’adings. t~nh.rs, judgments, fin,.s aml uprom- Ing (’ourt IBM is a world leader in research and the application of information technologies IB\I 1.~ r,q’ogni;~.d us U h’ath,r ad\anv~.d tevhn~)J~)gy rt.seurf’h deveh,pm,,nL ~,. ~pcnd billion~ tur~ annually ,m re~,.ur(’t~ and dcv,,Iop- ment. In 1()()4. IBM on(’c nolo~y patents in lh, worhl. ~olid Ibundation Ibr l’utur~’ product innovati,m~. This ~orld-Hass technical capability sets IBM apart. \~e. tap our extensiw, resources to develop solutions in part- nership with puhlic safety and justice clients. Advanced technology such as speech recognition, mobile computing. pen-based workstations, object-orient- ed software, image processing and multimedia are enabling todavY advanced applications. From these ¯ core technologies and leading softwaredevelopment techniques. IBM is aggressively developing public safety and justice solutions. IBM recognizes the need to provide solutions on open plattbrms. Our Pub- lic Safety anti Justice group fully sup- ports this approach and is dedicated to adhering to industry standards open. client/server c~mputing. Simply stated, that means our clients have the option to deploy solutions across a range of IBM and non-IBM computing systems. IBM, the partner to pull it all together IBM ,’an d,’veh~p a svsh’m IhalY right Ibr your agent?’s r,,quircmenls. ~X’ilh w.ars of exp,rienc,, t~’ hay, gaim,d valuabh, insight into th, ~t,,ralions and management m.,.ds .f public sali.- tv anti justice agencies. In short. IBM I’~lfills many ne~,ds from requir,’m,,nts" dcfinition to Iktll-scal[, systems imph.- mentation aml t~perations. \~’ith IBM.. yof get more. ~bu get lead- ing-edge solutions, service when and where you need it. and the support of a global company dedicated to helping you meet todav~ and tomorrow~ intbr- mation technobgy ,:hailcngt, s. (c~ Internat=onal Bus~ness Macrames Corporation 1995 IBM CorDoral~on De!oarlment QIX 1133 Westchesler AvenUe Wh=le Plains. NY 10604 Printed fn the Un=ted States of Amer=ca 06-95 All Rlgr’=ts Reserved References in this publication !c iBM DrOdUCtS and serwces do no{ imply ~hat IBM m~ends to make ~’~em avallaDle in all counlr=es {n whlc~ IBM operates G520.7165.00 INSTITUTE OF POLICE TECHNOLOGY & MANAGEMENT 4567 St. Johns Bluff Road, S. Jacksonville, FL 32224-2645 Telephone: 904-725-0750 Facsimile: 904-725-3203 CAD & I~IS VENDOR INSTITUTE OF POLICE TECHNOLOGY AND MANAGEMENT University of North Florida ¯ 4567 St. Johns Bl~Y:f Road, South * Jacksonville, Florida 32224-2645 Telephone: (904) 646-2722 ¯ Fax: (904) 646-2453 Dear Law Enforcement Professional: Thank you for your inquiry about the Institute of Police Technology and Management’s criminal justice software systems. We hope you will find the enclosed information useful in making y6.ur purchasing decision. There are no salespeople on IPTM’s staff; ordy career law enforcement professionals with a desire to provide you with the best tools to do your job. #1 in Police Software Over 650 agencies have used IPTM police computer soRware in the last decade. In fact, our Drug Trak intelligence management program is used by more federal, state, regional and local police and investigative agencies than any other program in the world! Design of our products by current and former law enforcemeqt officers made us the leader. Continuous enhancement of our products has kept us in the lead. #1 i¢~ Service All of our products come with a satisfaction guarantee. Also included is one full year of unlimited technical support and program updates. And since IPTM has been ¯ providing service to law.enforcement since 1980 and is a part of the University of North Florida (a state university), you can be assured that IPTM will be there when you need us. #1 in America IPTM trains more police personnel each year than any other independent law enforcement training organization in the United States. ¯ #~ i~ Vahle If you’ve shopped around for police software, you’ll realize that our products are very reasonably priced. Our Police Trak, Jail Trak, and Call Trak systems are available starting at $9,500, and include on-site installation and training. Drug Trak intelligence management system is $3,400 for a comprehensive site license. IA Trak, and MECCA are only $2,400 regardless of the number of computers or networks. Drug Trak and IA Trak include a free classroom training course. Please feel free to contact us for further information. You can reach IPTM at: phone: 904-646-2748 fax: 904-646-2453 e-mail: lhartn@unf.edu WWW: http://www.unf.edu/iptm/ Sincerely, Robert C. Bradley Computer Section Coordinator ...providing quality services since 1980... Call Trak Computer aided " "s arch Leading-edge Windows-based computer aided dispatching that is so easy, even the boss can use it! Based on Microsoft’s popular Visual FoxProfor Windows, Call Trak makes computer aided dispatch easy for beginners, yet allows experienced dispatchers and computer users to run at top speed. Call Trak’s features include: Field-level error checking and correction as soon as the dispatcher leaves the field for street names, call types, clearance codes, and unit IDs. Automatic determination of zone and other geographic factors based on address of call (requires user-entered geo-base data). Automatically enters address for common name entries (such as "Burger King"). ~Hazardous/alert/special item notification upon entry of user-identified address; can be used for alerts on: previous violent events, hazardous materials, handicap residents. Prints officer daily activity sheets based on entries in Call Trak. Tracks number of minutes/seconds units are out on traffic stops, and warns dispatcher when a user-determined time has passed. Provides a complete selection of analysis reports including: response time and call servicing time by zone or type Of call, calls by hour of day and day of week, more. Dispatcher may use mouse or keyboard; fast-access toolbars, menu options, and function keys are all supported. Optional audio warnings and prompts are included (requires sound card). Provisions for immediately calling up prior call history. Integrates with Police Trak records management. Call Trak’s toolbar Quality service to the criminal justice community since 1980. IPTM trains mOr.e police officers than any other independent police training organization in the United States. We also produce Drug Trak, the intelligence management program used by more police agencies than any other intelligence management program in the world. Institute of Police Technology and Management University of North Florida 4567 St. Johns Bluff Road South Jacksonville, Florida 32224-2645 Visit our Web page: http://www.unf.edu/iptm/ System Requirements As with any major Windows based package, the recommended workstation configuration is an 80486 or better operating at 100 Mhz or faster with 16 megabytes of RAM. Video resolution of 800x600 required; 17 inch or larger monitor suggested. Call Trak is a full 32-bit program; Windows 95 or Windows NT are suggested. Free demonstration disks of Call Trak are available on 3.5 inch disks. You must have MS Windows and at least 8 Mb of RAM to run this fully-functional demonstration. Contact IPTM at 904-646-2748, or fax your request using this form to 904-646-2453. Specifications and prices subject to change without notice. Name:Agency: Address: City, State, Zip: Phone: ( ..J I would be interested in hosting a demo at my agency INTEGRAPH PUBLIC SAFETY Huntsville, AL 35894-0001 Telephone: 205-730-2000 Facsimile: 205-730-8046 CAD & RMS VENDOR quali~ comp~~ms;~~~-~solutions to local, state and f~eml agencies. Our commitm,~o Public Safe~ is underlined ~y the form~o~f ~ independent busine~.~nit:.~~ ~ under the umbrella ~~ollan multinational Our -Mission: Develop, market and implement systems for agencies around the world. - - ,Our Achievements: We have ported our proven, world-class Computer Aided Dispatch System (I/CAD) to the W~nc~o~m N~" operating system, offering a consistent and popular user interface for all Your data processing requirements. The I/CAD System:runs on Intel based personal workstations and servers, offering high performance and an open environ- ment at an economical cost. Our systems are operational at multiple sites in the U.S., Canada, Australia, France, Germany, and the United Kingdom. New sites are being added and existing customers are expanding their systems into new areas. ! The most imp0rt~qt feature of ~qy Computer Aided Dispatch System=is its ~bility to be used quickly ~d easily in a fast-paced communications cenRr. In some systems, users mW have to remember obscure c0m- mands and procedural sequences. The easy-to-use and time-saving features of lntergraph’s CAD ,System include a user interface designed by and for public safety professionals. Our graphical user interface takes advantage of fqrms, icons (pictures), symbols, and colors rather than iust words and numbers on a monochrome screen. Rather than ask a dispatcher to remember a long string of letters and numbers, we make it easy to give commands with a point-and click interface. Because of its intuitive nature, our interface is easy for the new user to learn, and efficient for the experienced operator to use. Most importantly, using a graphical interface saves valuable human response time in an emergent I/CAD incorporates features such as duplicate call tracking and location verification, and automatic data display from Enhanced 9-1 - 1 (Eg- l- I). Duplicate call tracking and location verification capabilities are important time-saving features of the system. These features help ensure that the information transmitted to the field units is accurate and complete. When I/CAD is linked with an E9-1-1 system, the Eg- 1-1 information is automatically loaded into the calltaking form, where labels show the calltaker what to ask and where to enter the information. If "where" and "who" are already answered, "what" is all that’s left to learn before the call can be dispatched The I/CAD System capitalizes on our expertise in both public safety and geographic information systems. Emergency vehicles and incident locations are displayed on a map, along with roadways and iurisdictional boundaries. Dispatchers can identify the best available response unit and iudge the fastest, safest route to the incident. We use both graphic and non-graphic infor- mation to determine and display the vehicle’s position, to automatically recommend units, and then to direct the unit to its assignment. The l/CAD map is "intelligent" and is completely integrated with system functions. Dispatchers can easily understaad the real-time color display of streets, units, status, event markers, and stations on screen. ~itical decisions in emergency situations depend on the dispatcher’s abilit~ access to all criti gives you that advantage. <.-.i~ , The public safety communit SU nature of public safety demands that a system be stable and responsive, ~mmunications center personnel need a single point of focus, so they can access infor- mation stored on other computers. Whether you need access to NCIC, NLETS, state or local data, EPIC, or ¯ HAZMAT data, the I/CAD System provides smooth .... communication between databases and across mul~~" vendor networks. Tile integration saves money in the long run by eliminating duplicate equipment, software. and services. We also provide commtmications support for Mobile Data Terminal (blDT), Mobile Data Computer (MDC), and Automatic Vehicle Location (AVL) devices. With MDT .systems, information to and from field units is transmitted di of bv voice. The result is a higher level accuracy. Vehicle positions from at1 matically displayed on the Do you need to know at a moment’s resources are, what they are doing, they have been doing it? If so, you enhancement tools we supply. Our feature-rich solutions provide the technology you need to keep up with activities in a modern communications center. initial command and control to post-incident reporting," our solutions offer unparalleled benefits for c.alltake,rs, dispatchers, and public safety man.a.gem,ent. As an exarnple, our System Status and associated System Status Planning allow you to gather empirical data from System and use it to deploy allows you to staff your equipment with the prbper personnel, and put the personnel in the correct place at the correct time. You can create and maintain the closest possible match between emergency service resources supply and demand. After you have tuned your deployment, these resources operate at a much higher efficiency level. Intergraph assumes total responsibility to provide and support a complete Public Safety. System. The I/CAD System resulted from our extensive experience in public safety, computer system integration, installation, operations, and maintenance. The cornerstone of our success is our philosophy that customers are the number one priori~ At Intergraph, customer support means providing industry-experi- enced personnel on every project, serving as a single point of contact or "prime" on projects, delivering experienced project management services, and en- couraging our users to participate in our international lntergraph Graphic Users Group, which includes over 25,000 customers. For years, recognized sources, such as Daratech, have ranked Intergraph No. 1 in customer service and hardware/software support. Our systems are built on Microsoft’s Windows NT operating system, which provides a high level of security, stability, reliability, and performance while using the accepted Windows user interface. Our systems run on industry-standard Intel workstations, and use the established, high-performance Oracle relational database. lntergraph has sales, service, and support offices in more than 100 cities throughout the United States and in 41 countries around the world. Our personnel dedicated to the public safety market- place have more than 500 cumulative years of experience in the industry. This level of experience ensures that lntergraph understands not only the problems and requirements of public safety daily operations, but also long-ter~, busimss objectiv~ as well. Intergraph is h~re to stay for the long haul. Screen forms can be easily customized. Nearby and duplicate calls are detected. Each dispatcher can personalize his or her status and pending event monitor displays. Location histories, hazard information, notes and other data can be maintained and recalled. Event types can be customized. Multiple deployment strategies are maintained and can be applied for each agency. Interfaces with Mobile Data Terminals (MDTs), Mobile Data Computers (MDCs), telecommunica- tions devices for the deaf (TDDs), alarms, Automatic Vehicle Location (AVL), and numerous crime infor- mation databases. Building floor plans can be retrieved and shown on a map. Road closures are mapped, and units are muted around them. Locations of fire hydrants and utility poles, as well as gas, water, and sewer lines can be displayed. 9-1-1 data is transferred into the data entry screen automatically. 9-1-1 address data is automatically verified against the I/CAD geographic database and map display. Sound-alike addresses and alternate choices are provided when an address cannot be matehed~ Unverified addresses can be overridden, and an exception list printed. Incoming calls can be displayed on a map at a zoomed2 in view. New events are automatically routed to the appropriate dispatcher. Event priorities are automatically assigned, but can also be overridden. Events and units are color-coded on the map. Calls can be scheduled for a specific unit, for an appointed time, or both. Units can be recommended based on location and call type. Both units and events can be transferred between dispatchers. The status of "overdue" events or units is shown. Events can be transferred to other agencies in a multi-agency setting. Task forces can be dispatched and controlled. Multiple rosters and line-ups can be maintained and used. PUBLIC SAFETY LOGISTIC SYSTEMS, INC.~ 3000 Palmer Street Missoula, MT 59802 Telephone: 406-728-0221 Facsimile: 406-728-8754 CAD & RMS VENDOR FirstCall F irstCall is an intuitive, interactive com- puter-aided dispatch (CAD) system, designed to meet the changeable and challenging demands of 911 and E-911 dispatch centers. FirstCall enhances the operational, tactical, and strategic, functions of emergency operation centers for a variety of types of jurisdiction (Fire, EMS, Police, Sheriff, etc.), using state-of-the-art workstations communicating through a high- speed, Unix-based, Ethernet network. Each workstation can function interchangeably as a call-taker, dispatcher, maintenance, or supervisor console. System Design Features The FirstCall workstation platform offers power- ful features for efficiency, productivity, and ease of use: High-speed network data sharing, offering full redundancy and backup Quick, inexpensive, and non-disruptive growth potential. Local or remote worksta- tions can be added to the network as needed, without interfering with network operations Pop-up menus and functions in an X- windows environment, making the screen legible, intuitive to learn, and efffcient to use. Systems can be configured with one or two display monitors Flexible command entry, for efficient, interactive workstation control and quick completion of data screens. Users can use hot keys, cursor arrows, pull-down menus and a point-and-click mouse, and command- line entry to perform functions Complete disaster recovery from any work- station ¯Background system backup/archive func- tions, without interruption of operations Log (history) file ¯Fully-integrated graphic mapping capabili- ties, supporting automatic event and unit location, point-and-click address determina- tion, and variable-zoom functionality ¯State-of-the-art spatial analysis capabilities, including best unit recommendation and on- the-fly route optimization. Call-taker Capabilities FirstCall allows calls for service (CFSs) to be processed rapidly in a CFS data-entry window that can appear either on specially-designated call-taker workstations or on any workstation with appropriate clearance, such as a supervisor’s. The call-taker function and screen include several features designed to permit rapid re- sponse to calls and to convey critical CFS infor- mation clearly: ¯Transparent interface to Enhanced 9-1-1 systems for Automatic Number Identifica- tion (AN-I) and Automatic Location Identifi- cation (ALI). As the call-taker answers the ringing phone, the CAD screen loads the E- 911 information automatically Automatic caller address verification. Rapid verification of event address, if different from ANI address. Each manually° entered address is validated against the system’s geofile, whether entered as street addresses, intersections, landmarks, or free- format descriptions. A sound-like capability aids correct identification Automatic jurisdictional assignment. FirstCall automatically determines which agencies (rural fire, city fire, county sheriff, city police, etc.) have jurisdiction over an incident, based on the incident’s geographic location and incident type code Automatic assignment of incidents to administrative zones. Once a valid incident Logistic Systems, lnc.-- ! location is entered into the system, the system will automatically assign CFSs to their proper jurisdictional zoneswpolice beats, first-in fire station, reporting districts, grids, and so on--depending on the type of incident Automatic priority assignment based on incident code. The priority assignment can ¯ be overridden by the call-taker or dispatcher Automatic routing of incidents to the proper dispatcher. The system routes CFSs to the proper dispatcher based on the code and location of the incident Automatic incident date- and time-stamping for significant CFS events---call received, routed to dispatcher, unit dispatched, unit arrived on-scene, event dosed out Automatically-generated CFS numbers. Each incident is assigned a unique number by the system to reflect the month, day, year, and incident sequence number within each day. Numbers can optionally reflect the responding jurisdiction or department Dispatch of partial CFSs. FiestCall does not require, the call-taker to enter more data than the incident type and location before the dispatch center may begin to respond to a call for service. The call-taker can route incidents to a dispatcher workstation imme- diately a/~er the incident’s code and location are established. As the dispatcher is allocat- ing resources to the call, the call-taker can continue to enter additional information about the incident, which will immediately appear on the dispatcher workstation con- sole, even if multiple dispatchers are in- volved Flexible, event-driven data-entry features. Call-takers can enter information on any number of comments, vehicles, and persons associated with an incident. A number of options for moving between fields facilitate data entry when time is critical " ,Hold queue for lower priority.calls. Any’ available call-taker can retrieve calls on hold Delay queue for advance-notice calls, such as requests for police cruiser accompani- ment of funeral processions Automated flip cards. Operators can auto- matically browse through electronic infor- mation or procedure files on the screen instead of flipping manually through run cards. Run card information is customized for each LogiSYS client, can be uploaded from existing client records, and can be easily updated Automated contingency plans for major .incidents at specified locations throughout the jurisdiction, such as hospitals and indus- trial sites. Call-takers and dispatchers are automatically notified if an incident should activate a contingency plan Graphic map interface. Like all workstations in the FirstCall network, call-taker worksta- tions can display a user-responsive and fully- functional CFS vicinity map that includes the location of nearby incidents. Dispatcher Capabilities FirstCall allows for a variety of operator configu- rations based on the needs ofthe.client. Dis- patcher workstations, which are the primary users of the unit recommendation and unit alloca- tion windows, may be separate from those used by call-takers or, if an operator serves as call- taker and dispatcher, both functions may run on the same workstation. The FirstCall dispatcher functions include several features designed to save time and keep the dispatcher apprised of important information in critical situations: Automatic resource recommendations. The system automatically recommends an initial dispatch, based on the incident code, inci- dent location, and jurisdictional policy specified by the client Manual override for resource assignment. The dispatcher may accept or override any system recommendations when assigning resources to an incident 2 .Loglstic Systems, 1-~-~. CFS Ent Screen - Dis a~cher " Date/Time Rec: _lnc ~ode: ~ W, CF’S Number:, 110593- TOG9 ~ be muted to: MMDDW HHM Incident vicinity map. The graphic map available to all FirstCal] op~ators shows incident locations and types throughout the cfient’s area of responsibility Graphic unit status map for integration with Automatic Vehicle Location (AVL) sys- tems. The normal status display, which lists the locations and status of units, is aug- mented by a unit status map that graphically displays the location of units in the jurisdiction--Whether all of them, groups of’ units (all fire tracks, for instance), or indi- vidual units Automatic aiarm notification. The dis- patcher and call-taker are automatically notified of any relevant aiarms, such as hazardous materials, previous criminal activity, etc., associated with an active CFS, based on the incident address Sek~t those Resource Gnmps fl~atyou want to mute ~ l=fland FIm Partial CFS dispatch. FirstCail allows dispatchers to place units en route to re- spond to an incident while additional infor- mation is still being gathered by a call-taker, once the incident address and type are known ~, Full CFS availability. Dispatchers can retrieve all relevant information about an active CFS with a single key command Ability to initiate a new CFS based on information collected in the field, such as from a patrolling officer, and not from an E-911 call Automatic notification and initiation of contingency plans and major incident proce- dures Logistic Systems, Inc.3 Automatic assignment and determination of department record (DR) numbers to CFS records, for follow-up reports by field personnel Access to federal, state, and local computer systems for performing license number checks, name and warrant searches, and patient history Routing of CFSs and messages to other dispatchers and call-takers. As call-takers or dispatchers obtain and enter information about an incident, the additional information instantaneously appears on all other dis- patcher screens in the network. Administrative Capabilities,. FirstCall features an administrative module designed for quick and easy review of operations and updates to the client’s,data files. The admin- istrative functions are derived principally from the Unix operating platform, with CAD-specific enhancements provided by LogiSYS. FirstCall automatically restricts operators from using the administrative functions without password authorization. The supervisor console offers several important administrative features: ¯Review of all active CFSs and workstation activity ¯Override capabilities for any call-taker or dispatcher-initiated activities ¯Dynamic control of routing within the system (what types of CFS get routed to what dispatchers) ¯Move-up initiation for units, personnel, and equipment ¯Redefining system workstations -Generation of standard and ad hoc reports ¯Setup of user IDs, passwords, and system privileges ¯Ability to update resource and personnel tables Ability to plan and activate shift changes of personnel ,Generation of management reports designed for supervisors. Interface Features Interface with mobile data terminals (MDTs) / portable data terminals Interface to DataTrak, the LogiSYS Records Management System (RMS). MDT/AVL Capabilities LogiSYS has established relationships with most major vendors providing Mobile Data Terminal (MDT), Mobile Data Computers (MDC), and Automatic Vehicle Location (AVL) equipment. A message switch process which runs either on a dedicated computer or one of the existing work- stations (depending on the size of the application) controls the processing. The message switch ensures that messages are routed to the appropri- ate destinations, that any required formatting is performed, that responses are routed back to the proper sources, and that all activities are logged into the CAD database. AVL capabilities allow the CAD system to dispatch to the closest available unit, regardless of the unit’s home (base) location. A number of techniques exist for obtaining vehicle location in real time, including dead reckoning, Lorenz-C, global positioning satellites, etc. Log’iSYS has also worked with vendors using combinations of all these technologies. A recent technology developed by one of LogiSYS’s business partners integrates AVL and MDT capabilities over existing radio channels in a cost-effective tech- nology. : Programming Methodology FirstCall and DataTrak are primarily written using the C programming language. Several special purpose functions (e.g., shortest path calculations and boundary point in polygon analysis) are written inFORTRAN. OSF/’Motif is the primary graphical user interface (GUI) devel- opment tool in UNIX. Visual C++ and Visual C are the primary GUI development tools in 4 Logistic MicroSoft Windows. X-Windows is used as the primary graphic programming tool for spatial analysis and mapping in UNIX. Two database management systems are utilized in the proposed systems: DB2/6000 by IBM and dbVista by Kaima Corporation. DB2/ 6000 is the primary relational database manage- ment system. It is the largest R.DBMS in the world, having more applications and more users than any other. Time critical data access modules, including spatial analysis and mapping, utilize dbVista. MS Windows RMS clients use CodeBase RDBMS for local database manage- ment functions, including data validity checks, code tables and help file functions. The original CAD system was designed using Computer Assisted Software Engineering (CASE) tools. All of the system is designed using structured pro- gramming methodologies. Quality assurance for Log’iSYS systems is insured via a testing department. Before a prod- uct is released to clients it undergoes extensive in-house testing. The testing includes: ¯Module testing programmers assigned to specific system functions and modules to insure compliance with programming speci- fications. - Integration testing by programmers to insure specifications are met when separate modules are integrated. Automated stress test suites - an equivalent ¯ amount of one year’s worth of incidents are entered into CAD and RMS in a matter of hours to test new system functions. Manual functional testing to test system specifications and ease of use. Simulation testing to examine system responsiveness and friendliness in simulated real world conditions. For example, a dispatch center is simulated by six testers who act as call takers/dispatehers. Customization Features Additional system features are available with the FirstCall system through customized screens to meet specific local requirements LogiSYS also offers customized interfaces, to suit client requirements, to Federal and State crime information databases on a variety of platforms. Logistic Systems. lnc.- .....5 LUCENT TECHNOLOGIES 2600 Warnerviile Road, Room 31C05 Lisle, IL 60532 Telephone: 708-224-2268 Facsimile: 708-224-6012 CAD & RMS VENDOR CAD Computer Aided Dispatch Made Simple...And Powerful... With Real-Time Mapping, Instant Alerts, Automatic Dispatching & User-Friendly Windows The Palladium~ Computer Aided Dispatch (CAD) system maximizes the total effec- tiveness of your Public Safety Answering Point (PSAP) by combining E9-1-1 and dispatching functions into one easy-to-use, lightning quick response system. Designed for novice and seasoned users alike, Palladium CAD enhances both the accuracy and quality of your dispatching operations through the use of real-time mapping, instantaneous alerts, on-line databases and automatic prompts. Multiple department/jurisdicti0n dispatching Definable parameters for easy customization User-defined, multiple-function screen layout Fully integrated with ANI/ALI databases Instantaneous call location information display On-line, "real time" mapping Instantaneous alerts for hazardous conditions, warrants, etc, Automatic multi-agency unit suggestion/assignment On-line sketching, evacuation routes, FAX transmission On-line emergency names and telephone numbers for dispatchers Records queries from dispatch screen Capture, view, search and print mug shots and other images Backups may be performed with no down time The key is the screen. The Palladium CAD Dispatching Screen simultaneously displays multiple windows showing crucial func- tions: call answering, database access, unit status, dispatching information and the like. Each function occupies its own, clearly defined area of the screen. In fact, you can customize exactly where and how you want each window to appear. Plus, all data is distinctly color-coded according to agency. When a call comes in, any information gathered by ANI/ALI is immediately . displayed, including alerts for hazardous i:onditions, outstanding warrants, or reed- ical circumstances at the caller~ address. If the operator needs more details, it~ .just a keystroke away. Palladium CAD will even suggest which units to dispatch, Equipment and unit move-ups can also be automated, In addition, Palladium CAD allows you to create pre-fire plans, sketches and maps directly from the dispatching screen. All in all, Palladium CAD brings added clar- ity, power and ease-of-use to your PSAP operations. Palladium CAD~ Mapping interface is completely menu-driven b and FAST! Maps are displayed in nearly "real time". Palladium Mapping can be used with a one or two-monitor workstation setup. With two monitors, the mapping screen appears separate from the dispatching screen, and with one monitor, the dispatching and map- ping screens toggle back and forth via a "hot" key. All mapping functions can be printed or faxed to both local’and remote locations. Palladium Mapping finds the address of an incoming or previous call and displays a section of the map containing the address. The user may define what the map looks like. You may also display other points of interest, such as fire hydrants and utilities, as well as identify evacuation areas. Palladium CAD:s mapping func- tion can also be used to define boundaries such as fire districts or ESN areas. These boundaries interface with Palladium CAD to establish specific response plans for each region. Instant Access With a single click of the mouse or stroke of the key, the user can ,instantly access menus for Alerts, Dispatcher Instructions, Status Changes, Mapping Commands and many other features. The Dispatcher only needs to remember a few function keys to be adept on the system. Alerts Automatic Alerts appear in real-time. User- friendly pop-up lists and menus guide the oper- ator to more in-depth information as its needed: Among the alerts featured: ¯ Outstanding warrants for the caller address. ¯ Existing "images" associated with the address.. ¯ Hazardous materials ¯ Medical conditions/circumstances On4ine Databases Palladium CAD puts valuable information on-line, giving the call taker/dispatcher instant access to vital facts and instructions. Among the optional packages are: ¯ Hazards Database ¯ Landmarks Database ¯ Medical Alert Database ° Alarms Database ¯ Residence Checks Database Quick Lookups Quick Iookups are made directly from the Dispatch Screen. Entries can be easily edited, including the attachment of unlimited narra- rives. Examples: ¯ Evacuation routes ° Emergency telephone numbers ¯ Business names and information ¯Other user-defined entries Customized Data Entry & SOP~ Palladium CAD provides customized data entry screen for traffic stops, officer initiated calls and miscellaneous entries. Users can also set up pre-defined instruc- tions m Standard Operating Procedures (SOP’s) -- for specific complaint types. Ad Hoc Reports Ad Hoc reports allow the user to select, sort and search on any field in every Palladium CAD database. This query informa- tion can then be printed in user-defined report formats. ¯Supervisor Options ¯Audi~ Trail ¯Printing Features ¯Landmarks/Commonplace File .Call Taker - Dispatcher Options Palladium CAD m Options ¯ Mapping ¯ Hazards Database ° Medical Alert Database . Wrecker Rotation File ° Alarms Database ¯ Residence Checks Database ¯ Evacuation Routes ° Interface To Other RMS Cost-Effective Service Bundles Palladium CAD options are available in cost- effective bundles specifically designed for police, fire and emergency services. Police CAD Features ¯ Interface to RMS* ¯ Warrant Lookup ¯ CMI Lookup ¯ Master Name Lookup* ¯ Keyword Lookup* ¯ BOLO File ¯ Traffic Stops . License Tag Alerts ¯ Must purchase Palladium Records Management System. Intersections This option allows for operators to enter Intersections without knowing the address or formal name. The Intersections are entered in the Street data field on the first address line. (The Intersec’don MUST be in the Sffeets database.) Palladium CAD m Standard Features ¯ Call for Service Management ¯ Unit Management . Unit/Resource Assignment ¯ Integrated GEO File ¯ Password Security ¯ Unlimited Data Storage . On-Line Help m Call History Alerr.s . Unlimited Narratives ¯ Real l~me Status ¯ Historical Records Statistics ¯ Statistical Reporting ¯ Unit/Call Activity Monitoring Fire CAD Features ¯ Pre-Fire Plans ¯ Fire Run Card System ¯ Fire Move Ups ¯ Interface to Fire Records Management System (RMS) ¯ Must purchase Fire RMS, EMS CAD Features ¯EMS Moves Up ¯EMS Run Card System ¯Interface to EMS Reporting To learn more about Palladium CAD or other AT&T Public Safety Systems, contact your AT&T Account Representative or call Marketing Support at: ! (800) FIND-911 or 1 (800) 346-3911. Refer to: J3TO64DA-1 Palladium is a trademark of AT&T. UNIX is a registered U-ademark of UNIX System Laboratories, Inc. Informix is a registered trademark of Informix Software, Inc. This docum~"lt is for planning purposes only and is not intended to modify or SUPl:~ement any specifir~tions or warranties re~ng to this Copyright © ! 995 AT&T Corp. a/~i Rights Reserved a I~inted in USA AT&T Ne~:~ Sy~erns Marke~ng The new Palladium 9-1-I brings unmatched power to emergency response communica- tions.., power that enables public safety agencies to function with calm, cool efficiency and speed at the center of every 9-1-I storm. Palladium 9-1-I is the first Public Safety Answering Point (PSAP) platform to combine Enhanced 9-I-I (Eg-l-11, computer aided dispatching (CAD), records management and other functions into a seamless network accessed by a single desktop computer. ThePalladium 9-1-1 system puts vital information.and response functionality where it~ needed most -- at the fingertips of the operator. With Palladium, telecommunicators can dispatch and track emergency vehicles, view and print images, create pre-fire plans, sketches and maps -- all with the same PC used for answering 9-I-I calls. Information displayed may be transmitted to a remote location via FAX or pdnter with the touch.of a single button or click of a mouse. Available for both analog and digital phone sys- tems, the key to Palladium~ power is true inte- gration. The new platform~ E9-1-1 conEoller equipment and software is fully integrated with the CAD system. Telephone operations, records management, NCIC Iookups and other inter- agency connections are also combined into a totally integrated client/server solution. All of these capabilities are on one platform, accessed through a single, desktop workstation with a graphical user interface, Plus, Palladium makes these vital services affordable for the first time to small and medium sized PSAPs, reducing 9-1-I-related costs for local and county agencies, In short, Palladium brings emergency response centers: ¯Quicker response time ¯Rock-solid AT&T reliability ¯Efficient, powerful networking capabilities ¯Flexible, affordable upgrades and enhancements PALLADIUM Server/Client Hardware - Standard - Minimum Recommended 90 Mhz Pentium Mini-Tower (Server) 75 Mhz Pentium Mini-Tower (Client) 32 MB RAM IServer) 16 MB RAM (Client) 1 GB Hard Driver (Server)_ 540 MB Hard Drive (ClientI14" VGA Monitor (15", 17", 20", or Touch Screen optional) 8 Port Digiboard (Server) Ethernet Modem (maintenance) Tape Drive IServer~ CD-ROM (Server) 3.5" Floppy Keyboard & Mouse Printer ISDN Terminal (Digital} TDD -ANI Card (Analog~ Hub (Multiport) Software - Standard Caller ID (With ISDN) MS Windows NT Server/Workstation - Operating System (includes Chat and Mail) Automatic Number Identification (ANI) Automatic Location Identification (AU) Retrieval and Transfer Call Detail Recorder (CDR) Multiple Printer Support Telecommunications Device for the Deaf (’TDD~ Terminal Emulation ~1"| 00, VT52, EM615q Radio Interface Recorder Interface OPTIONS Software Packages Application Software Interfaces BAD HOC Reporting.~a Auxiliary Data [] Automatic VehicleMS Access [] Caller ID (Analog)Location (AVL) [] Database-[] Call Check (Recorder)[] Computer Aided DispatchMS SQL Server (Other tt~an AT&T) [] Emergency Medical [] CDR Reports [] Clock SynchronizationDispatch[] Computer,Aided [] Hazardous Material.Dispatch (CAD)[] Eg-I-1 (Other than AT&T) HAZMAT [] Jail Management [] External Alarms [] Imaging [] Paging [] Laptop Computers [] Mapping [] Records Management [] Mobile Data Terminals (MDT)[] Multiple Monitors ¯ Remote FAX [] NCIC[] Sketching [] Remote Printer [] Scanning[] Word Processing -[] Local ALl MS Word [] Local Computers MEGG ASSOCIATES, INC. 2716 Enterprise Parkway Richmond, VA 23294 Telephone: 800-666-6344 Facsimile: 804-273-1073 CAD & RMS VENDOR ~ ~ile ,at: h ttp:// wwv, crisnet, com A New Era For A Trusted Friend. In the daily fight against crime, no weapon is more vital than information. For over 10 years, our country’s law enforcement and public safety personnel have regarded MEGG Associates, Inc. as a valuable part- ner who provides accurate and efficient information. The PC-based tools created by MEGG have helped thousands of officers become more effective, enabling them to spend fewer hours in research and more precious minutes addressing the public’s immediate safely needs. Now, we’ve taken the most respected name In criminal justice software and service..~nd changed IL Introducing CRISNEr by MEGG Why?. Because as the world’s technology needs ~pand. so too do the needs of law enforcement. And the name ~ from MEGG to CRISNET reflects our commim~ent to progress. But as we continue to move fonva~ well simply be building on a founda- tion of quallb’ and service laid by MEGG. The CRIS Family We’ve been developing and improving the many application .modnies included in the CRIS (Crime Reporting Information System) family of products for law enforcement, NIBRS (National Incident Based Reporting System), Fire, Jail and Correctional facilities and Court Records ManagemenL in addition to providing the best soltware available, CR1SNET offers an extensive array of both on-site and classroom training programs. The CRIS family of integrated software applications provides a cost-effective and flexible solution along with an extensive array of options for the Criminal Justice and Public Safety communities. CRIS soltware products run on personal computers and local area networks. The CRIS family encom- passes six product areas. CRIS-PJVIS - Law Enforcement Records Management As the foundation program for all of the RMS add-on modules, the CRIS-RMS package includes incident (call for service) map~- ment, a full case report writer, Summary Based Uniform Crime Reports (UCR), Nallonal incident Based Reporting S~tem (NIBRS), personnel and training files, CRIS-Fi~ - Fire Reconls Management The CRIS-FIm Maln Module provides the abll- ily to capture Fire and Fiazan~ns Material incident data. The captured data fogow the guidelines established by NHRS and the National Fire Information Council. Additional functions to track pemonnel and Ixaining am also included, CRIS-CAD -Computer Assisted Dispatch CRIS-CAD .is a real-time Computer Assisted Dispatch system for the management of com- plaint taldng and dispatching activities in the " communications center, it can be inte4;rated with both the CRIS-P~IS and CRIS-Fire mod- ules providing dispatch personnel with access to extensive operational data such as the Central Name Inde~ Want and Warrant files or Fire Inspection, Pro-Plans and Run Card details. The CAD Status Display function shows units on du~y, available and currant assignment information, and can be displayed on any monitor throughout the PC LAN. CRIS-Jail - Corrections Records Management The main CRIS-Jail module contains the functions to ailo~v inmate Medical Prescreening. Booking and Release. The pri- maw module also contains functions for maintaining department personnel and train- ing ~-ords. CRIS-Court -Court Records Management CRIS court is a limited jurisdiction system designed for the management of Criminal and qYamc courts. The system is highly mod- ified for each state and is only a,,~iiable in limited areas. CRISNET also licenses this product to state governments for controlled distribution statewide. CRIS-NIBRS -FBI NIBRS Central Repository CRIS-NIBRS is a complete NIBRS central repository soltware product designed to fulfill the intermediate data collection, quality con. trol and analysis objectives of the National Incident Based Reporiing System (NIBRS). The. CRIS-NIBRS system has been developed with strict adherence to FB! specifications. Specialized functions check each incoming data record for completeness and accuracy. Error management is streamlined to mini- mize the impact of incoming data quality errors on central staff, Quality conla~l logic is provided to ensure that the database con- rains the most accurate information possi- ble. All this is done to achieve the FBI’s goal of"Zero NIBRS Defects." The Newest Members Of The Family. WmCRISTM _ Software Products,forWindows 95 CRISNET \viii be developing a complete line of products for Windows 95. Police Case Report \Vriter is the first offering for this platform, and it provides a new level of flexibility and scalability for Law Enforcement software. Police Case Report Writer can run in any configura- tion. So whether personnel are in the office \vorking over the LAN or out in their car with a laptop, they can conveniently ere- ate their reports in a timely manner. And because it’s infinitely scaleable,, there can be any number of users at a given time. CRISNET Services on the World Wide Web them. And perhaps even more important, citizens \viii soon have an unique ability to have direct dialogue with the people respon- sible for their public safety. Custom Client/Server Solutions Every law enforcement agency is unique, .And for those who~e needs aren’t addressed by our standard family of products, \ve no\v offer a custom solution. CRISNET is a certified Microsol~ Solution Provider. Through this association .\vlth an industry leader. CRISNET is qualified to represent and train on the entire Micn~oft product line. Our staff can work dit%-:~-’lly with law enforcement personnel to design a system to address their specific needs and con- cerns, while integrating them with any of our existing members of the CRIS family. The more commuracation there is between citizens and their law enforcement personnel the greater the level of cooperation between them. CPdSNET now has a site on the World Wide Web. This central point of informalk~n affords law enforcement agen- cies an opportunity to exchange ideas directly with each other, to gather the latest data, even to have their own page on our site so their communities can learn more about ff ~ou’d like any additional information about CRISNET products and services, our Web Site or our custom solutions, give us a call at 1-800-666-6344. Or contact us at http../Avvcaz.crisneLcom. From the information superhigtnvay to j~gur city slteets, we’re there for)ou. Public Safety Soft are It’s Easy to Automate with CRIS Software! connect 2 or more PC’s together in a powerful PC LAN NIBRS P~ & T~ ... Add fun~onal~ to m~ your n~ds, ~ any Jag Manag~m~mt b’m’~to R~ number’ of ¯ Jeg Management Add<ms Wo~ R~se W~ (PIN R~st~) NVhita ~ Crime Computer Aided Dispatch GEO ~ NEW WORLD SYSTEMS 888 W. Big Beaver Road, Suite 1100 Troy, MI. 48084 Telephone: Facsimile: 810-269-1000 810-269-1020 CAD & RMS VENDOR Public Safety Software From New World Systems® l.aw Enforcement Records Base Packag.~ Base Package Includes: ¯incidem Tracking ¯Case Processing ¯Arrest Processing ° Property . Personnel/Education ¯Computer Aided Investigations ¯ UCR Summary Reporting (Federal) o Wa.ms and Warrants ¯Traffic Tickets and Citations o Accidents o Business Registry ¯Word Processing Interface Other Law Enforcement Records Software Each Module Priced Seoaratelv: ¯Field Investigations ¯Gun Permits o Property Room Bar Coding ¯Case Management ¯ P-A-C-E (Paperless Automated Case Fntry) ¯ Geo-File Verification o Bicycles ¯Pawn Shops o Civil Paper Processing ~o Alarms Tracking and Billing o Bookings ¯ Officer Activity Reporting and Scheduling o Index Cards ¯Career Criminal Apprehension ¯Narcotics Management . Hazardous Materials ¯IBR Magnetic Reporting (Federal) ~cement Comnuter Aided Dispatel! ~e Includes; Unit Assignment and S~atus Monitors Geo--File Verification and Location Alerts Note Pads Interface to Records Hazardous Alerts Fire/EMS Comouter Aided Dispatch Base Package Includes: o Unit Assignment and Status Monitors ¯ Geo-File Verification and Location Alerts ¯ Note Pads and Tone Alerts ° Interface to Records o Hazardous Alerts ° Run Cards Combined CAD.Law EnforcemenffF|re/EMS Base Package Includes: ¯Unit Assignment and Status Monitors ¯Geo-File Verification and Location Alerts °Note Pads and Tone Alerts °Inter[ace to Records °Hazardous Alerts °Run Cards O Copyfighl O~:mher I~ by New World Svs eros New Wm’ld Systems®. Aegis@. Lo~os® and Themis@ are trademarks of Ne~ Wwt|d Systems Coqmmtion. All fights rc~rved, Addilional products menmmed arc Irademarks of Ih~ir respective ompanies. NEW WORLD SYSTEMS’Corporate Office ~J 888 West Big Beaver, Suite ! 100 Troy, Michigan 48084 Telephone (810) 269.1000"" "Sales FAX (810) 269-1020 Fire Records Base Packa_g.e. Base Package Includes: ° Incident Tracking ¯inspection Tracking ¯Arson investigations ¯Personnel/Education o Hydrant inventory and Inspections ¯ Hose Inventory and Inspections ¯ Activity Reporting and Scheduling ¯ Business Registry ¯Hazardous Materials ° Alarms Tracking and Billing ¯NFIRS Summary Reporting Other Fire Records Software Each Module Priced Separately: " ¯Public Fire Education ¯ Breathing Apparatus Tracking o NFIRS Magnetic Reporting Each Module Priced Se_oarat¢!?; ¯ EMS Records Base Package ° EMS Billing .~~zement Software Each Module Priced S¢aaratelv; .Corrections Management Base Package ¯Commissary Accounting °Court Event Tracking ¯Business Office °Enhanced Medical Tracking °Northpointe Classification Other Public Safety Softw~l~ Each Module Priced Se_oarateJ~ ¯Court Management ’ ¯ Animal Licensing ¯ Mobile Computing ¯ Parking Tickets ° Document. Imaging - Photo Imaging ° Forms Management ° Wrecker Rotation ¯ CAD Redundancy ¯ CAD Mapping ° Ordinances and Resolutions ° Citizen Complaint Tracking ° Orders of Protection o Stand-Alone Inventory Management ° Vehicle/Equipment Maintenance ° Federal and State Compliance Reporting Each Module Priced Se~a~te!.~. o Stand-Alone Base State/NCIC ° CAD On-Line to State/NCIC ¯Wants and Warrants On-Line to State/NCIC ¯E-91 I ¯ MDT/MC’T ¯ Message Switch . Laptop Field Reporting - Medical Priorities ProQA . Zetron Tone Encoder . Zetron TDD Aegis@ Software is available for both single & multi jurisdiction environments. We are also happy to package a City. Sheriff. or Campus Public Safety Solution to meet your specific needs. New World Systems also offers a complete selection of Logos@ Public Administration Software & Themls® Court Management Software. he ot’law crd~rccn~cmw(~.rld has chan~cd. (hmc arc dav~ when a cow,corned citiTcl~ could ~ummon a I~n~t patrol of)~ccr by turning a key in a call box. ’t’hc need m cover larger geographic ar- eas with t~’wer ot’ficcrs, and the changh~g nature ot+ crimh+al acdv- kv in vfftuallv every iur~diction placing your people and your de- partment under incrcash~g stndn. What hasn’t changed is the that d~c ot’t~ccr h~ the fidd is the hackbon~ or+every taw ment agency h~ the wodd, Their fectivcness, effidencv and in mare’ cases their safety, depends on the communication of timely and ac- curate information. Your tesponse ~o ~his ch~lenge canlmt bc business as usual. On by utilizing the mint modern, and cll~cicnt u>ol~ at v~mr dispersal can you gain the advantage. New World Systems" Aegis (:omputcr Aided l)ispatch Software (CAD) one of those tools, Wht’ther you arc utilizing basic radio dispatch, E- 911, or the latest in cellular com- municati{ms and mobik, data ter- minals, Aegis pmvidcs a dispatch support product t0 meet your needs. AN ON-LINE SYSTEM with the flexibility to address the needs of the smallest local police department and the power to eas- ily handle multiple iurisdictions on an area wide dispatch system, Ae- gis hw Engrcement CAD is an INCIDENT BASED tracking and reporting provides the foundation for dispatch operation. Incidents, complaints, or alarms are entered by the dispatcher. Every call is date and time stamped, and the incident location is used to auto- matically verify the address using the software’s geographical data- base. The software automatically notifies the dispatcher of the exist- ence of any prior calls, outstand- ing wants/warrants, known offend- ers, or other hazard information attached to that location. Unlim- ited narrative can be attached to any call. Dispatchers are prompted with the agency to dispatch, num- (’-")ber and type of units, or even spe- cific umtrecommendauons ~f de- sired. Color coded status displays monitor the whereabouts and ac- tivities of every officer in the field, providing the dispatcher and super- visors with up to the minute infor- mation. All completed calls are im- mediately available for inquiry from any terminal on the system. COMPLETE INTEGRATION with Aegis Law Enforcement Records Software provides a link between your officers in the field and the most effective information database available. Information re- garding stolen/recovered property, field investigations, arrests, tickets, ~or known associates as well as any business, individual or location stored in the central records system can be accessed and communicated from the CAD software, thus in- creasing officer awareness to poten- tial danger. MANAGEMENT INFORMATION is always available because Aegis Law Enforcement CAD provides extensive reporting capabilities. Crime Statistics, and Response Time Analysis are only two of a comprehensive list of reports which can be compiled by precinct, po- litical jurisdiction, or other criteria you select. if your department is seeking ways to improve officer sa[[’t-y., per- formance and efficiency, look to Aegis Enfi rcement CAD Software to provide a comprehen- sive tool fi~r your a-encv tnent personnel, not computer operators. [] Automatic location verification, and analysis via the geographical database. [] Extensive systems interface capability including E-911, GIS, NCIC, State Systems, attd IVlobile Terminals. [] Software supports Incident Based Tracking and Reporting (NIBRS). [] Automatically alerts dispatche[ to hazardous materials, situations, and persons by location. [] Dispatcher can be prompted with unit recomntendations, and special response ittstrtwtions. [] Complete ,tcce~’s to central records .wtem improt,es.[low ~ff’information to the field. [] Fle.\’ibiltO, to customize menus, tables attd many other aspects of the system interfltces. PRC, INC. 1500 PRC Drive McLean, VA 22102-5050 Telephone: 703-556-1589 Facsimile: 703-556-1381 CAD & RMS VENDOR In the 1970s, we delivered the industry’s first automated CAD systems for police, fire, and EMS. Today, our CAD systems serve more than 66 million people in countless communities - 24 hours a day, 365 days a year. That says a lot about trust. With today’s unrelenting pressure to perform, CAD systems and trust go hand in hand. That’s why hundreds of agencies rely on PRC Public Sector, Inc. With our CAD solutions at their fingertips, 911 dispatchers can devote full. attention to the caller - not the computer. And when disaster strikes, our CAD systems stand up Under fire, simpli .lying tasks for call- takers and dispatchers - reducing stress - and making every second count. With our CAD systems on the job, communications center managers know their dispatchers will respond more efficiently and effectively than ever before. And they know they’ll have the tools and techniques that are imperative to boosting pro- ductivi~ and keeping costs under control. Plus they have information quickly at hand to analyze workloads and make informed management decisions - ones based on hard facts, not assumptions. Best of all, communications center managers know that our solutions will evolve with them. Constantly meeting the grow- ing and ever-changing needs of the communities they serve. From continuous system enhancements to new applications and smooth migration paths to new technology, we deliver everything the well-equipped communications center needs. Altaris® CAD PRC Public Sector, Inc. pioneered another breakthrough - Altaris CAD. Our advanced new technology takes CAD systems into the future, while simultaneously delivering the power of 30 years of proven experience in public safety. For the first time ever, you can implement a product that protects your CAD investment for years to come. No more delays in keeping up with rapid technological advances. No more dependency on specific hardware. The result? Unprecedented cost efficiency, affordability, and control ove~" events and resources. Not to mention a system that lets you keep pace with rapid change. PSI INTERNATIONAL, INC. 10306 Eaton Place, Suite 400 Fairfax, VA 22030 Telephone: 703-352-8700 Facsimile: 703-352-8236 CAD & RMS VENDOR PSI INTERNATIONAL, Inc. CORPORATE CAPABILITIES PSI INTERNATIONAL, Inc. is a systems integrator which develops and markets mobile systems and in!ormation management solutions for the public safety and justice market. This fast growing market includes law enforcement, fire/emergency medical dispatch and records systems, municipal and county courts, correction services and parole/probation information management. PRODUCTS AND SERVICES PSI INTERNATIONAL’s flagship is its mobile computing software solution operating on multiple hardware platforms to fulfill a variety of automation requirements. In addition, PSI uses a suite of UNIX and Windows development and application products and tools to meet a wide variety of public safety user. requirements. Some of the custom systems that have been implemented with these rapid development tools are detailed in the following brief descriptions. Mobile Computing Solution~ PSI has developed a family of mobile computing software using MS Windows and embedded VisioTM drawing software. Information collected in the field can be uploaded to a central file server where it is available for management reporting and data transfer of pertinent information to external systems. Included in the PSI family of mobile computing are: The Accident and Incident Investigation and Reporting system collects information either with a pen enabled device or on a laptop computer using a graphical user interface (GUI). Through easy to use pop down selection windows to input via a pencentric device, the system has been ,ergonomically designed to provide an easy to use human interface even in the harshest environments. The Accident Investigation software can optionally accept input from "Smart Driver’s Licenses" via a mag stripe reader and Global Positioning System (GPS) signals. Another option is an interface for digital photographs associated with people, accident details, and criminal incident details. Both accident and crime scenes can be easily diagrammed, to-scale, using the embedded Visio drawing tool which is a de-facto standard in the computer industry. Public Safety Solutions PSI offers Law Enforcement Investigation and Records software for all size law enforcement departments. PSI’s software provides a powerful tool for crime analysis, management decision making, and report generation. The solutions fulfill all critical information management and reporting needs and addresses patrol operation, basic records aut6mation, investigative support, and traffic management. PSI’s multi-jurisdiction, multi-agency Computer Aided Dispatch System for law enforcement, fire and emergency service agencies offers communities a better allocation of resources, faster response to emergencies, and increased officer safety by performing all standard dispatch operations. The dispatch systems interface with E9-1-1 systems, state and national crime information systems (NCIC), mobile computing devices such as Mobile Data Terminals or Computers (MDTs/MDCs and laptop computers as well as other emergency response applications. The Fire/EMS Records Management Solution is a NFIKS compliant records information system designed espedally for the .fire. and emergency medical service agencies. The software solution assists agencies in providing quality services, maintains complete and accurate fire ...... prevention records, and improves overall operations. Other benefits include reduced paperwork, easily generated state and national reports, EMS billing, and detailed records regarding personnel, inventory and maintenance needs. The Jail Records Management System is designed to aid in the automation of the prison intake function and provides the tracking functions needed while the inmate is in custody. The software is designed for onl line packing of booking and release information, movement log, medical screening and history tracking, inmate fund accounting, commissary module, visitation, sentence administration and much more. The Mugshot System is a comprehensive image and booking system totally integrated with PSrs records management system. The system captures a mug shot image of the offender and all associated information. It produces booking sheets, fingerprint with photo image, mug shot photo lineups, Wanted and Missing person bulletins, employee profiles, ID cards and offender wristbands. Civil Process Management provides for efficient management of the entire civil process. The solution handles logging and receipt of civil papers allowing the user to verify that an account has been established. The system easily cross references plaintiff names through a relational database and tracks defendant, service name and address. The system provides Ad Hoc reporting, accounting activity tracking, suit history, seized item booking, inventory control, agent for service management and more, Communications Products PSI Message Switch provides a reliable interface to third party applications or other PSI software for quick and easy inquiries to state, local and National Crime L,’tformation Center (NCIC) databases. Additionally, the Message Switch serves as the controller for ¯ mobile computing devices such as MDT/MCTs and laptops. PSI has developed a laptop terminal emulation product that allows laptop computers to be used in place of MDTs and MDCs. This Windows- based product facilitates the movement between laptop or table applications, such as mobile computing devices and report writing functions. The MCT application can interface with various vendors radio equipment, networks and host applications. Internet Applications PSI has developed a customized suite of applications, called internet in. blueTM, to help law enforcement take full advantage of the World Wide Web. internet in blue offers home page creation and development of an agency’s internal intranet. System Integration Services PSI is building a new kind of company in law enforcement. Rather than becoming a conventional product provider, we are defining ourselves as a provider of solutions related to information technology. We are able to help agencies with any part of the process of introducing new technology or maintaining existing systems. We offer consulting and system integration services, specialized computer programming and technology implementation support. MS Windows is a registered ,trademark of the Microsoft Corporation Visio is a registered trademark of the Visio Corporation PSI INTERNATIONAL, Inc. COMPUTER AIDED DISPATCH PSI’s Computer Aided Dispatch (CAD) - system is a full functional software solution suppor~ng multi-agency and multi-jurisdictional environments. Utilizing industry standard Microsoft Windows tools, PSI will develop an easy to use Graphical User Interface (GUI) t .ailored to your department’s specific needs. CAD allows for dual color screens at each dispatch position, one for status of all units displayed for the dispatcher to view, and simultaneously generates a geobase look- up by address. The geobase contains the connection from the street address to any hazardous situations or prior history,. The information in the geobase can then be retrieved and placed on the screen for the dispatcher to view. Any possible hazardous irfformation can then be quickly determined. The Dispatch system and optional mapping display and one screen for incident and data entry. If the department chooses instead to use one screen per dispatch location, work Windows can be sized accordingly. The screens are user-definable allowing color selections to help highlight status and other important events. CAD w~ allow for the interface of E9-1-1 information. E9-1-1 information is . captured by the computer system, is also capable of retrieving the information, correlating address by response, and sending it to the appropriate unit (if in the future MDT/MCTs are added). Handles the largest of dispatch centers CAD is capable of handling more than 50 units at a single dispatch station. The dispatch handles these units through tow areas on the screen, the status area and the available units area. The status area will display the units allowing the dispatcher to move down the list, or to recall a particular unit to the very top of the list. Time Stamps for event tracking CAD is equipped with an alarm for the officer status. This alarm is activated when a~n officer or unit has not responded within a defined period of time. This is a three- position alarm with both video and audio alert. The timing of these alarms is user definable. Better utilization of resources The Dispatch system recommends the appropriate unit for a particular call by geography. This is established through a "beat and response" list area within CAD. Once the beat structure and units has been defined, they can be assigned a response area within the system.. The system then recommends the appropriate unit based on the activity level per unit thereby distribut~g the case load among the units available. Again, the dispatcher may override the recommended units and select another unit not displayed. Assists with record keeping CAD will automatically generate an incident number for each new incident created, automatically enter date and time, and keep track of each unit’s time related to each incident. Multiple reports You can also instruct the system to automatically generate reports such as End of Shift or End of Day reports. PSI will Work with you to establish the report routines and the report designs so that the system is fully operational at the time of installation. The system can generate reports by: *Officer &/or Dispatcher ~District -Time of Day -Incident Type &/or Location -Caller Name &/or Address -Caller Telephone Number ®Vehicle Involved o Fire Alarm Box &/or Fire Apparatus o Fire Station *Fire District Audit trails for effective tracking CAD also maintains a full audit trail on all activity occurring within the Dispatch system. This audit trail is accessible by the dispatch supervisor and other administrative personnel as defined. MDT/MCT Interface CAD is capable of a Mobile Data Terminal/Mobile Computer Terminal interface as well as a Status Head interface to the system. When irfformation is transmitted from a vehicle via MDT/MCT or Status Head~ the system then captures the information displaying a "flag" on the screen showing which unit sent the message and what the message is, i.e. "B1 arrived at the scene, B1 cleared scene," etc. The system will display, at the request of the dispatcher, the last 20 of the received messages. Track & dispatch with A VL . The PSI CAD can interface with an optional Automatic Vehicle Location (AVL) system that has compatibility with Windows and C Programming Language. One of the many benefits provided to the dispatcher is the ability to accept the recommended unit from the AVL system or optionally override the AVL and select a unit that appears to be in closer proximity to the incident, thus speeding response. Information Technology Services PSI INTERNATIONAL, Inc. also provides complete systems integration for other public safety applications including: mobile field reporting; message switches for interface to state, local and NCIC databases; MDT emulation; mugshot; and jail management. PSI has extensive experience in consulting services, technology implementation including training, documentation, project management, and help desk support. For additional information on our products, please contact: PSI INTERNATIONAL, Inc. 10306 Eaton Place, Suite #400 Fairfax, VA 22030 (703)352-8700 (703)352-8236 Fax PUBLIC SAFETY SYSTEMS, INC. 4401 Nicole Drive Lanham, MD 20706 Telephone: 301-459-8600 Facsimile: 301-459-1987 CAD & RiMS VENDOR RESPONSE CAD System iNTRODUCTiON RESPONSE, PSSI’s Computer-Aided Dispatch (CAD) system is designed to assist public safety agencies in responding to citizen requests for service. RESPONSE, with its flexible design, automates many time-consuming call taking, dispatching, communication, deployment and unit/incident status recording a~vities. The CAD system improves the produ~vity of both communi~tions center andfield personnel. RESPONSE is designed for ease of use. All aspects of the man/machine interface are studied and reviewed to minimize any spedal training needed to operate the system. This is particularly significant in the design of funoion keys, data entry screens, system prompts and error messages. The goal is to make the system a natural extension of those who are using it. RESPONSE comes fully equipped with help features for the operator. These include help on all system commands, on-line c~e table help, help on fields, and help on run.ion keys. The CAD user works in a ’real time’ environment. This means that the system is always ’live’ and that any status changes made from any position will have an immediate impact on all other devices on the systern~ RESPONSE continuously intera~.-~ with all users. A user’s workstation monitors seversl a~viti~, even as the operator is in mid-stride entering c~ll data or status changes. Since this is a ’real time’ system, the operator recdves messages and other status indicators concurrently with the entry of status updates and information reClUests. Perhaps the most important benefit of RF.SPONSE is the improved safety of field :personnel and citizens.’ This objective is achieved through in.eased speed and ~ in assigning appropriate units to calls and information to officers. Communications personnel are always aware of the location of units in the event that assistance is required. When backup assistance becomes necessary, the system provides an immediate display of the best units to respond. Additionally, the system automatically aounds a "check welfare" alarm after a predetermined period of time has passed without conta~ from a unit that has repoVa~i a potentially dangerous operational status. Thus, Police, Fire and EMS personnel are able to request and receive assistance more quickly. Personnel safety is further enhanced by the system’s automatic check on the hazardous location file prior to unit assignment, cautioning responding units about potential hazards, or previous incidents at an address. 1 RF~PONSE CAD System ¯ Unique scrollable command area window. Capture calls for service data (Egl I and Alarms). Validate incident location against geobase. Duplicate call detection. Detect previous activity at call location. Automatic incident queuing by priority. Full color status monitor screens. Unit status display and updating. Incident and unit history querying. Improved statistical data. On-line help files. Agency defined tables. Inter-terminal message switching. Manages resource allocation. E911 Interface. Map display interfacing. ... Digital dispatching to MDTs and laptops. State and remote database inquiries. Hazard, premise, temporary situations, directions files & off-duty officer information stored for automatic display. Increased personnel safety. Increased citizen safety° RF~PONSE CAD System RESPONSE COMPUTER-AIDED DISPATCH The I~ESPONSE Computer-Aided Dispatch (CAD) System is designed to assist public safety agencies in responding to requ~ts for service. It automates many time consuming call takin~ dispatchin~ communication, deployment and unit/incident status recording activities. The CAD system improves the productivity of both the communications center and field personnel. The major functions supportedby.RESPONSEinclude: ¯Call Taking ¯G~obase Address Validation ¯Transfer of’Call Data to Dispatch " ¯Unit Recommendations ¯Unit & Incident Status Updating & Tracking .Unit & Incident Status Display ¯Command Supe~sor A~tivity ¯Inter-Terminal Me~sage Switching ¯$itaafions~ Dircotions & OffDuty Officer Information ¯Lookout/Broadcast Ingormatioa .~E911 Iatcrface ¯ State and Remote Data Base Inquiries ¯ Interactive Map/AVL Display Interring ¯ Mobile Data Terminal (MDT) and ¯ Laptop Interfaces ¯ Alpha-numeric Paging Interface ¯ Station Alerting Interface , TDD Interfacing 3 RESPONSE CAD System The RESPONSE Computer-Aided Dispatch system has been written .entirely in high level languages for the Hewlett-Packard (HP)3000 family of computers. RESPONSE runs under HP’s award-winning operating system known as Multi-Programming Executive (/riPE-iX). MPE,-iX is a fully featured, POSIX-compliant operating system. The RESPONSE system’s high level languages and, modular programming structure alleviate maintenance problems. The menu screen allows any authorized user to sign on to any one ofthepositions listed: *Ambulance Call Taker , Police Call Taker , Police Remote Site , Police Dispatcher .Police Supervisor , Police Telephone Report Taking , Police Dispatcher/Call Taker , Fire Dispatcher/Call Taker , Fire Call Taker *Fire Remote Site ~. Q ShetiffCall Taker or Dispatcher Unique Client-Server Design Because the CAD user is at the center of ~o much continuous activity, PSSI has. incorporated unprecedented micro.computer (PC) technology into the CAD world by using PC’s as workstations, operating in conjunction with a centrai server. This "client-sorter" environment is designed to handle constant tnmsa~on processing. The PC workstation, allows the user to prooess and view two or more activities at the same time. The workstation also uses different audible tones to augment the visual presentation of information. By using this advanced workstation design, the ~ONSE CAD system allows a dispatcher to get more done in the shortest possible time. The RESPONSE system downloads CAD screens and built-in windowing software to thePC. ThePC atoresunit and incident b~atus. This and other ¢ritic~! data may be displayed in "windows," providing more information to each dispatcher. In effect, the workload is split between the main server and the PC workstation. ’Ultimately, the processing time is significantly decr~ because the PC does not require the constant input from the server, .as in the case of a "dumb" terminai. Less information is transferred back and forth, which allows for extremely quick response times. RDT INTEGRATED SYSTEMS, INC. 20720 Beallsville Road Dickerson, MD 20842 Telephone: 800-570:0734 Facsimile: 301-570-0734 CAD & RMS VENDOR The ONLY Windows-based CAD/RMS System That Does All This: []Computer-Aided Dispatch (CAD)/E911 []Records Management System (RMS) []CAD/RMS Integration []Archiving and Year-to-Date Comparative Analysis [] Arrest and Booking [] Case Management and Offense Records [] Civil Process [] Community Events [] Crime Scene Photos [] Crime/Crime Scene and Criminal Analysis [] Description & Vehicle Queries [] Domestic Violence Tracking [] Field Interviews [] Firearms & Pet Permits [] FleetManagement and Vehicle Maintenance []Gang Tracking and Association Tracking [] Geographic Information & Analysis [] Incident Based Reporting System (mRS) [] Information SharingiNCIC/911 and E911 [] Method of Operation (MO) Tracking [] Narcotics Investigation [] Narrative Searches [] Network Integration [] Personnel Management [] Photo Identification [] Property/Evidence Management and Lost and Found [] Report Writing and Ad Hoc Report Writer [] Restraining and Court Orders [] Soundex Finding [] Supplies and Equipment [] Sworn and Non-Sworn Training [] Ticketing - Parking/Moving/Permits []Tow File M Traffic Accident Identification and Diagrams [] Trespass Files [] Uniform Crime Reports (UCR) [] Wants and Warrants CARS Is The Affordable Solution Find out how CARS can cost-effectively increase the productivity and efficiency Of your force. For more information or a demonstration call or fax us today. 20720 Beallsville Road Dickerson, MD 20842 Phone: 800-570-0734 Fax: 301-349-2170 CARS Features Outperform the Rest User-friendly CARS is the most powerful and affordable software package available today for law enforcement. CARS Computer Aided Dispatch (CAD) program offers a vast array of state-of-the-art features in a fully integrated CAD/RMS package. What’s more, the CARS user interface has been designed to facilitate immediate use by novice and non-technical users. The following chart illustrates CARS’ primary features. These applications are accessed through a simple point-and-click user interface, with easy-to-use, easy-to-understand. pull do,~,~n menus and screens. ! Computer Aided Dispatch Case Management ,Master Name File Proper~.. File Arrest Log Moving Citations Event Tracker Parking Files ~ ~Reports r ~ Vehicle Maintenance ~, Training Even~ Equipment Issue Training, Sworn/Non Sworn Lost And Found Pert’nits (parking, pet & firearms) Parking Citations Tow file Issue Moving ~nd Parking Citation Book Employee FLle Case Management VCR/.~IBR$ Colle~on Investigations MO Tracking Evidence Tracking Unkno~m Tracking Unknown Suspe~ Unlimited Involved parties Crime Scene Photos Traffic Accidents Unlimited Supplements Print C~se Full or Selectively Master Name File Arrest log & Property Inte~-ation Arrest Log & Moving Citation/ISO Reports & Queries 7 A Wide Range of Services To complement our industry-leading software, I~DT provides a full spectrum of service and support that includes: ¯Technical Support Access with 800 Number .24-Hour, 7-Day Training Hot Line ¯Onsite Training ¯User Group Meetings -World Wide Web Page ¯Bulletin Board Service, Internet Updates ¯Newsletters ¯Hard’rare Design and Specification Support ¯Easy-to-Understand Training Manuals SPILLMAN DATA SYSTEM, INC. 810 South 100 West Logan, UT 84321 Telephone: 801-753-1610 Facsimile: 801-753-3031 CAD & RMS VENDOR What are the Key Features? The key features and benefits of the SPILLMAN Public Safety Software system include; Integrated Modular System Individual modules, such as Records Management, Com- puter-Aided Dispatch or Jail Management, may be used as stand-alone systems or in concert with any and all of the other SPILLMAN software modules. Single Entry/ Single Inquiry Information on persons, vehicles, property, etc. is entered once and linked throughout the system. Thus, data entered or updated in any part of any module is automati- cally updated throughout the system. Relational Database Based on a relational database, SPILLMAN software allows the user to link records. thereby providing_ a trail of information tbr efficient record keeping and investigation. Search Capabilities The SPILLMAN system provides powerful search capabilities, allowing the user to conduct boolean or sounde× searches on any single field or combination of fields in a screen. Users can enter search data, even in some fields which are normally display-only fields. Wants/Alerts Flags, Automated Checks Any time a name is referenced in virtually any part of any module, the system automatically checks for active wants and other alerts recorded on that person, immediately alerting the user via a highlighted flag. Special alerts may also be set to display tbr specific ve- hicles and property items. Multiple Hardware Platforms SPILLMAN software runs on a wide variety of UNIX®- based computers. Your sales representative can provide you with a list of recom- mended platforms. "After having been on-line with the SPILLMAN software since November of 1993, I am even more impressed by the performance of the software, as well as the first rate customer support. Rarely has a more radical change in the way we do things here been so painless and so widely accepted by all of our personnel." Rod Powell Chief Deputy Russell County Sheriff’s Department "The SPILLMAN software has proven to be very aser friendly and has performed without a flaw. Spiilman’s customer support is incredible. It is a pleasure working with professionals." ’ Bob Enyeart System Administrator Steuben County Sheriff’s Department 1-800-860-8026public safety software ~ .... Civil Process Tracking of Processes Served Integrated with Records Fees & Charges Personnel Mana~ement Confidential Personnel intbrmation Employee Skills Training Records Medical Histories Leave/Overtime Personnel Reports ¯ Licenses & Permits Issuance & Record Keeping of a Wide Range of Licenses & Permits Integrated with Records Fees & Charges ,’!~afficlnformation Accident Information Citations Warnings Integrated with Law Records premises Information Detailed Premises Information on Residential, Commercial & Public Facilities HazMat Information Proximate Populations Optional Premises Inspections Mobile ComputerTerminal Interface Unit Status Emergency Status Agencies to Unit, Unit to Unit Mail Append Narrative Append Supplemental State, Local Inquiry Evidence Management Evidence Tracking and Inventory Bar Coding Pawned Property Pawn Activity Pawn Shop Information Property Descriptions Vehicle Impound Storage Release Sales of Impounded Vehicles Commissary_ Management Inmate Ordering & Accounts Commissary Stocking/Reordedng Inmate Purchases Tracking Bookings Inmate Intake/Release Medical/Risk Assessment Inmate Property Tracking Inmate Cash Accounts Cell Capacity & Occupancy Visitor Log Medications Posting Integrated with Law Records Event Schedule & History Inmate Housing & Movement Interfaces to Externals ty.l!g_~ Inquiries to State Systems. NCIC Messaging to other External Systems Computer-Aided Dispatch Full Law Enforcement. Fire & EMS Dispatch Capabilities Multi-jurisdictional Geobase Address Verification E-911 Interlace Response Plans TIBURON, INC. 475 Sansome Street, Suite 810 San Francisco, CA 94111 Telephone: 415-956-3800 Facsimile: 415-956-0200 CAD & RMS VENDOR C A D / 20 O O Computer Aided Dispatch System for Law Enforcement, Fire and Emergency Medical Services Agencies ~ublic safety agencies face the increasingly difficult challenge of responding more quickly and efficiently to their community’s safety needs. Speed, efficiency and reliability are essential in an automated dispatching sys- tem. Reliable collection of accurate informa- tion is-critical to the efficient operation of a modem Communications Center. CAD/2000, Tiburon’s Computer Aided Dispatch system, is the proven, effective response to these present and future public safety challenges. Features and Facilities CAD~2000 gives Communications Center personnel the tools and resources they need for fast, accurate entry of incident informa- tion. The system automatically verifies Ioca- tions against an on-line geographic file. Incidents are classified, recorded, then routed to the proper dispatch position. CAD/2000 determines the best resources to dispatch while monitoring the status of the personnel and equipment assigned. Dynamic map displays continuously show . the location of incidents and units to enhance dispatcher efficiency and improve emergency response. These facilities operate in a Microsoft ¯ WindowsTM graphical user interface (GUI) environment. The GUI screen presen~ the user with an easy-to-use, flexible repre- sentation of the information critical to the dispatch process. CAD/2000 continually captures a wealth of data regarding incidents, units, locations, sta- tus changes and related information. The sys- tem builds a permanent record of every activity taking place. The result is an accurate, chronological, coherent record of every inci- dent and unit activity. There is no practical limit to the amount of information that can be recorded for each incident.or unit. If existing data, such as an incident loca- tion, is corrected or changed, a record of all prior information is also retained. This ensures that a complete audit trail is established and that information is never deleted from perma- nent storage. CAD/2000 information automatically cre- ates the initial incident record for processing by Tiburon’s Records Management System (RMS/2000). Historical information on every call is available in the RMS/2000 Calls for Service/Unit History system. USER INTERFACE CAD/2000 brings WindowsTM graphical user interface technologies to the dispatch operator. While all transactions may be performed ~rom the keyboard, CAD/2000 also supports the use of a mouse or "pointing" device. The user may customize the display to meet his or her own preferences and require- ments. Font, color, window size and position can be dynamically adjusted,, as well as the format and sequence of the data.displayed. (:ALL TAKING OPERATIONS The starting point for most r,..~D operations is the request for service, usually received via an E-911 or seven-digit telephone call, from alarm companies, via TDD equipment, or from other agencies requesting assistance. Requests for service typically involve a reported location. CAD/2000 assists the call taker by automatically verifying that the loca- tion entered is accurate and within the jurisdic- tion of the responding agency. Incorporating an on-line geographic file, CAD/2000 auto- matically prompts the operator when the loca- tion entered is invalid, or when there is more than one possible match on the street or place name entered. RP STATES SUSPICIOUS PERSON IS IN BACKY~RD. kPPF2d~ TO BE TRYING TO ....ENTER RF.~R DOOR OF G~d~GE. 56 SAN JUAN AV ,SF 56 SAN BUENAVENTURAWA ~SF {SAN ANSELM0 ~ ST. FRANCIS]56 SAN LEANDRO ~/A ~SF pORTOLA ~ ST. FRANCIS] 56SANTAANAAV ~FI~IANSELMO &ST. FRANCIS] 56 SAN JOSE AV ~F INe~ ALVARADO| STl:l~O & ~ CAD/2000 -- Event Entry Based upon the vedfied address; CAD/2000 automaticallydetermines sup- porting information such as nearest cross- streets, associated place names, potential duplicate calls, prior inddents at that loca- tion, and associated premise or hazard infor- mation. All this cdtical information is ¯ automatically transferred to the appropriate dispatcher. E-91| INTERFACE Tiburon’s CAD/2000 supports an automat- ed interface to E-911. CAD/2000 extends t~he s~nd~rd~support for this information~ ~m’p,~i~;~ its use. No a~ion or func- tion key is required to accept and capture ANI/ALI information once it has been con- firmed with the caller. TDD INTEGRATION CADI20OO supports Telephone Devices for the Deaf (TDD) and hard-of-hearing as part of the call-taking process. The operator con- verses withthe caller via the workstation keyboard, supplemented by function keys . for standard phrasing. A complete record of the conversation, time-stamped at every line, is appended, to the incident history record. Ongoing TDD calls can be transferred between operators while retaining a record of the entire con- versation. DYNAMIC UNIT RECOMMENDATION CAD/2000 provides the most functional and user-customizable means for automatic unit recommendation available. Units are recommended for dispatch via a combina- tion of incident type and priority, type of unit required, current equipment and staffing, unit location and status. The dis- patcher can select the system-generated unit recommendation, or modify the rec- ommendation prior to unit assignment. The "rules" used to determine unit recommen- dation are agency-defined, and can be eas- ily modified without software change. UNIT AND INCIDENT STATUS MONITOR CAD/2000 dynamically displays up-to- the-second unit and incident status infor- mation, such as location, type of incident, assigned units, individual unit status, and time in status. Each user can adjust the presentation and sequence of the status monitor display. MOBILE WORKSTATION SUPPORT CAD/2000 supports many types of mobile workstations to decrease dispatcher work- load, to make more efficient use of cdtical radio frequencies, and to provide informa- tion quickly and accurately in the mobile environment. Mobile Data Terminals (MDTs) can be used to provide digital dispatch informa- tion directly to the field units, to accept unit status updates, and to allow unit- initiated incidents, traffic stops and inquiries. With function and status keys, (tl/0’1"12) JOHHSOH Ueh~.cZe: RED,,XOHDR,,1ABC123, Suspect:: 1 - SuE act:: 2 - W H 80 BLK 15:81:27 EHTRY D]$8 RP:HRRY JOXHSOH TX:RP STATES THRT T~/O ~/H ARE IHUOLUED IH FIGHT IX FROHT OF BUILDIHG. \UH:RED ,,HOHOA,~IRBC123 $1:~,H,20,,BRH $2:~,H,30, ,ILK,,, |5:3~i:27 PRIOR DIS3 SP STRUCT TODAY ~ 15:19:14 CAD/2000 -- Dispatch Display and formatted display screens, the mobile operator can easily enter current unit sta- tus and generate inquiries to local and remote databases. CAD/2000 also supports the use of high-performance iaptop Mobile Data Computers (MDCs), providing the mobile user with the facilities of a standard MDT, augmented by local PC software. The MDC software, designed and developed by Tiburon, integrates with CAD/2000 and our entire public safety product line. With the MDC software, the user can: .File field reports from the/VIDC (word processing software can be used) []Easily access local and remote databases []Display maps MAPPING Developed by Tiburon specifically for use in a dispatch environment, our dynamic mapping system works in con- cert with CAD/2000 to display geographic and status information to the call taker and dispatcher. The map is used as a location input medium for the call-taking process. Working with the caller, the operator can refer to an incident location on the map and automatically generate the associated incident location informa- tion. Fully integrated with CAD/2000, the mapping system uses independent server hardware and databases to mini- mize additional transaction processing on the CAD/2000 server. MULTIPLE AGENCY SUPPORT CAD/2000 supports multiple agencies and classes of services, in consolidated or sepa- rate dispatch centers. Individual agencies can be completely independent or closely related in operation. Each can have its own set of workstations and operators, dispatch responsibility, units, identification numbers, and historical files. The degree of agency isolation or cooperation depends upon agency requirements~ and can be cus- tomized to meet local conventions. MANAGEMENT REPORTING The support of the communications envi- ronment is only one of the reasons to install a Computer Aided Dispatch system. Another is to obtain timely, accurate calls for service information for management ~3R200 71 P0018 T B AA 600 HCALLISTER ST ,SF ~3RGR 70 P0017 T E A6 SAHSOI~ ST/CALIFORH]A ST ,SF ~ 576 PO~IELL ST ,SF 3828 72 POOO~ ROB E 82 576 PO~ELL ST ,SF Ag A~ CALIFORHIA ST/PO~RELL ST CALIFORHZA ST/PO~ELL ST 876 GERRY ST 55 GOLDEH GATE AU ,$F 352 BAY ST ,SF 66 BAY ST ,SF LARK]H ST/OFARRELL ST LARKIH ST/OFARRELL ST 234 BATTERY ST 234 9ATTERY ST SF 70 COURT B 8B 300 UAH HESS RU ,SF >31~300 70 COURT B A~I 300 UAH HESS RU CAD/2000 ~ Unit Status statistics. CAD/2000 provides this informa- tion in several ways. One is via a set of on- line inquiries, such as those for incident histories, unit activity and geographic file exceptions. The other involves detailed analysis of CAD unit and incident statistical informa- tion. This is provided by.the CAD/2000 Activity Reporting System (CARS), running on PC workstations with on-line access to current dispatch information. Utilizing rela- tional database technology, CARS uses CAD incident and unit information to gen- erate a variety of predefined and ad hoc management reports. COMPUTER ASSISTED PUBLIC SAFETY SYSTEM While dispatch operaUons are typically independent from the complex task of maintaining complete records of incidents, persons, vehicles and property, CAD pro- vides the initial information to records management. CAD/2000 can be installed with Tiburon’s Records Management System (RMS/2000), providing a fully inte- grated Computer Assisted Public Safety system (CAPS). CAPS supports the full range of public safety needs. From within the dispatch envi- ronment, the CAD/2000 user can query all applicable records databases, including inci- dents, locations, vehicles, personnel and property. The CAPS environment provides dispatch users with seamless access to records management, messageswitching, mapping and other related systems. In a CAPS solution, CAD/2000 works in concert with other Tiburon products to provide the, end user with a common access to needed information and facilities. TRAINING OPERATION CAD/2000 supports a separate set of files and functions for training purposes. Training facilities operate parallel to normal system operation. Standard system functions can be used in training without impacting Communications Center operations. CALIF0flHIA $1/PO~LL S! CAD/2000 ~ Typical Dispatcher’s Desktop iNDEPENDENT STATUS BACKUP The distributed client-server capabiliUes of CAD/2000 maintain all current incident and unit status information at each dis- patch workstation. In the event of a cdtical failure of the on-line CAD server, this dis- tributed facility provides the most recent status and historical information for all active units and working incidents. DATA FILE SUPPORT in addition to real-time incident and unit status and control, CAD/2000 maintains a wealth of data required for effective dis- patch system operation. Facilities ancillary to the actual incident and dispatch process are available to support specific Communications Center requirements. These facilities are defined and activat- ed using preformatted screens, promoting easy, error-free operation. These forms also provide a Help facility, If the user needs assistance, additional information can be provided without interrupting the function in progress, using pop-up windows in the GUI environment. The following lists infor- mation available in present implementa- tions of CAD/2000: m Unit Definition and information a Response Area Information [] Unit Recommendation Criteria u Duty Ro~ter information ¯ Operator Security Information ~ Catalogued Alarm information []Business Emergency Contact Information [] Resource Contacts [] General User-Defined Information [] Automatic Message Transmission [] Geographic Common-Place Information [] Premise Hazard Information [] Street Closure Information [] Broadcast Information u BOLO Information ¯ Repossessed/Towed Vehicle Information SCREEN FORMATS AND CONTENTS ARE SUBJECT TO CHANGE. TRILLIUM LAW SOFTWARE 1521 S. W. Salmon, Suite 202 Portland, OR 97205 Telephone: 503-229-1090 Facsimile: 503-229-0338 CAD & RMS VENDOR Trillium Law Software, Inc. May 20, 1996 De~" Customer, Are you looking for the latest technology in law management software? Trillium can help. With the development of LA IV 96, you can now be provided with an efficient, easy to use, and low cost management software. With over 10 years of experience as a solutions provider, Trillium is well equipped to provide solutions to meet individual department needs as well as experienced technical support. Trillium Law developed software catering to meet the needs of the officer on the street. Enclosed is information providing specifications and various features ofLh W 96. If you have any further questions, feel free to call Ron or John (503) 229-1090 or visit our Internet Web site at http://www.tfiweb.eom/law.html. Sincerely, ..~ John Lasseli President Trillium Law Software, Inc.Voice: (503) 229-1090 1521 SW Salmon Suite 202 Fax: (503) 229-0338 Portland, OR 97205 E-mail: info~triweb.eom GENISIS TM I The new beginning...m C.A.D. ANI / ALI Information Available Response Units Active Call Status Caller Notes Previous Alerts / Special Circumstances Caller Location/GIS Map Display Single Screen Information Source Standard Reporting Options Modular Expandability Multiple Interface Capabilities E-911 GIS Mapping Alarm Reporting Console/Radio/Paging State & Local Database GENISIS I The New Begimaing... in C.A.D. is a truly State-of-the-Art concept operating on a Windows N.T. Network System. This open architecture design provides a most cost efficient multi-tasking enviromrtent for the user. Designed from the user’s point of view, GENISIS I maximizes the use of Graphic Interfaces, keeping all pertinent information directly in view of the dispatcher at all times, from ANI/ALI to Mapping Identification. GENISIS I is fully integrated with LAW96. *For furll~ infonmlion fcel free to contact Ttillitun L,~\, Soll\~,nte,. Inc. at V-(503) 22%1090 or E-lmiljolml@tril~do.com *Genisis is a registered trademark of OCI VALOR SYSTEMS, INC. 1910 S. Highland Ave., Suite 103 Lombard, IL 60148 Telephone: 708-495-8911 CAD VENDOR Optimize Your Communication Center With Industry Leading Technology Valor CAD delivers industry leading technology for public safety communication centers functioning in a single telecommunicator operation or a multiple calltaker/dispatcher environment. Valor GAD uses a suite of Microsoft~ development tools under the Windows NTTM Operating System. With Valor CAD, your public safety communication center operates with a seamless platform that enables the handling of "mission critical" applications. The Windows NTTM Operating System offers tremendous flexibility. Valor CAD provides accessibility to all dispatch functions from a single screen. Simply point and click ona button, and access all of your files without ever losing site of your caller location. []Multi-agency, multi-jurisdictional []Single monitor viewing []Calltaker operation []Dispatcher operation []Pre-plan []Custom Status []Call stacking []Context sensitive Standard Operating Procedures [] Mutual Aid [] Timed interval warnings for dispatched units [] Warning icons for alerting field personnel [] Specific unit recommendations [] Ad hoc reports [] Training certification program [] On-line help Maximize your Resources A crucial component to providing exemplary public safety services is the effective use of public safety personnel. The strategic deployment of an agency’s staff increases the possibili.ty of a successful outcome to any public safety threat. Valor CAD can provide your communication operations with an advantage. With features such as recommended units, pre-plans, standard operating procedures, mutual aid, and a comprehensive status monitor, Valor CAD assists your telecommunicator to effectively dispatch personnel. Computer Aided Dispatch takes technology beyond Enhanced 911. While important to a public safety agency and the community, E911 offers only limited information. The Valor CAD system is interfaced to your E911 system, providing the public safety communication center with a cross reference between where an E911 call originates and where the actual event is located. Valor CAD also enhances agency responsiveness with interfaces to TDD devices, mobile computer terminals, mapping, and State databases. Information locked up in your records department loses value if the data is not accessible at the time of a new event. Valor GAD accesses historical data, pre-arrival data, medical conditions, hazardous material, and other premise warning data pertaining to a specific location. The telecommunicator is then capable of relaying critical data to field personnel, providing added safety measures for the responding public safety officials, the caller, the victim and others at the scene. Ior CAD Minimize your Technology Upgrade Costs Valor Systems recognizes the importance of delivering a comprehensive, quality product at a lower cost. Agencies across the country are implementing Valor CAD without depleting their budgets. Valor CAD operates on a PC - based platform, minimizing hardware costs yet providing enormous networking capabilities. Valor Systems Excels Professional Services Customer RULE#! Satisfaction RULE #1 - Customer Satisfaction Valor Systems believes the continued success of a company is based on the satisfaction of its customers. Valor Systems has implemented a Customer Satisfaction Program for monitoring the continued overall satisfaction of an agency. Quality It is the foundation on which Valor Systems is based. Valor CAD is designed and structured with optimum quality. From the development tools, to the application, Valor Systems delivers a public safety solution that has evolved around the needs of many agencies across the country. Training Valor Systems provides hands-on training in a controlled environment. Upon completion of the course, a certification testing process is implemented. Certification assures that each student has a thorough understanding of Valor CAD and how it operates. Help Desk Valor Systems provides a Help Desk to all licensed agencies. Support is available seven days a week, 24 hours a day. Project Management To assist your public safety agency in the successful implementation of Valor CAD, Valor Systems will assign a ProJect Manager to your agency who will provide onosite assistance. This manager will coordinate all aspects of the project from the initial stages to the final acceptance phase. The Valor CAD Solution It is the ultimate CAD System for Windows NTTM ! Valor CAD is comprehensive, easy to use and offers the best price/performance solution in the public safety industry. 1910 S. Highland Ave., Suite 103, Lombard, IL 60148 (708) 495-8911 Microsoft is a registered trademark and Windows NT is a trademark of Microsoft Corl~oration CITY OF PALO ALTO-- COMPUTER AIDED DISPATCH PROJECT SUMMARY OF CONCLUSIONS AND RECOMMENDATIONS CITY OF PALO ALTO COMPUTER AIDED DISPATCH AND RELATED SYSTEMS SUMMARY OF CONCLUSIONS AND RECOMMENDATIONS PROJECT BACKGROUND Abbey Group Consu/tantswas retained by the City of Palo Alto to assist in determining the needs and available technologies for the acquisition of a Computer Aided Dispatch system (CAD) for City departments including Police, Fire, Animal Services, Utilities, as well as other departments and Stanford University Public Safety. Significant efforts had been made by staff in 1993/94 to implement CAD technologies. As a result of those efforts, a Request For Proposal (RFP) was completed and released in 1994. However, the City and the selected vendor failed to successfully agree upon contractual terms and the RFP process was suspended pending this review effort. This project was to deliver the following: An updated review of the current Palo Alto Police and Fire computer systems and programs, including the dispatch related functions of the Stanford University Public Safety~ organization. comprehensive analysis for the City of Palo Alto, to include: research of computer aided dispatch solutions available, including system and software capabilities; consideration of the broad spectrum of information needs; consideration of integration with existing technologies; cost benefit analysis of in-house development versus the purchase of existing CAD applications with ~e principle goal of providing the functionality desired by the affected departments. To recommend a course or alternative courses of action to facilitate the rapid implementation of desired technologies in a manner which best serves the departments and the community. PROJECT APPROACH This project included significant input and involvement from the principal user groups, as well as a multi-departmental steering committee, reviewing: present organizational functions and legacy systems; departmental, dMsional, and workgroup needs; system requirements. Draft documents with group comments and inputs are consolidated into this report. ABBF, Y GROUP CONSULTANTS- (REVISED JUNE 8, 1997) PAGE 1 CITY OF PALO ALTO -- COMPUTER AIDED DISPATCH PROJECT SUMMARY OF CONCLUSIONS AND RECOMMENDATIONS CONCLUSIONS AND RECOMMENDATIONS OUTCOME CRITICAL ISSUES The process of evaluating a public safety technology solution is as much an evaluation of the vendor supplying the solution as the technology itself. Very few comprehensive and successful implementations are achieved from an off the shelf technology acquisition. The need to work in harmony with the vendor and to establish a common understanding of operational goals and expectations are paramount to organizational success through the use of technology. This level of communication and trust is easier to achieve when working with a vendor who has an established reputation of being ethical, flexible and available. it is an excellent strategy to specify an industry standard open systems approach to the communications and information systems which include CAD. However, one must recognize that one of the primary reasons open architecture and open systems are desirable, is their ability to grow, expand and adapt to changing needs and circumstances. This evolutionary adaptation will not come without good planning and some cost. Therefore, if one accepts the notion that there will be some future costs to grow, modify and expand parts of the system, the concept of building the system in smaller manageable components tends to lend itself better to understanding and controlling future expansion. AVAILABLE OPTIONS The City has several available options. These include: Option #1: Option #2: Option #3: Option #4: Option #5: Wait to see if market conditions change; Develop the system in-house; Purchase CAD system with no modifications (revised RFP); Purchase CAD system with minor modifications (revised RFP); Purchase CAD system with major modifications (revised RFP). ABBEY GROUP CONSULTANTS- (REVISED JUNE 8, 1997) PAGE 2 CITY OF PALO ALTO - COMPUTER AIDED DISPATCH PROJECT SUMMARY OF CONCLUSIONS AND RECOMMENDATIONS OPTION #1 = WAIT TO SEE IF MARKET CONDITIONS CHANGE (Wait and See Option) Benefits of Option #1 - Wait and See Option ¯ Since few vendors in the public safety market have completed application development embracing the current state of the art technology, waiting for these conditions to change may increase the number of viable solutions offered in the future. ¯General advances in technology may reveal better systems at lower costs in the future. In some cases, the yearly hardware support costs of the older technology can equal the. ¯purchase price of newer, lower cost servers. Risks of Option #1 - Wait and See Option ¯ The increased efficiency and effectiveness that a Computer Aided Dispatch system could provide would be delayed, therefore, advantages of decreased response times to emergency incidents and optimal management of available resources would not be realized. ¯Also lost is the less measurable benefit of increased decision support data. A well designed CAD system provides departmental supervision and management with real-time data to support deployment and strategy decisions. °Overall cost of the project could increase at a later date. ¯The wait for the perfect technology can be an endless effort. Organizations with the single focus of state of the art can be "frozen in the headlights" of new technology. °The costs of integrating a proposed Police Records Management System in 1998/99 might be increased and require additional modification efforts if CAD implementation is delayed. Projected Cost of Option #1 - Wait and See Option ° From a system purchase standpoint, Option #1 is a no cost option since no implementation effort is undertaken. However, considering the value of lost organizational productivity, supervision and management time spent on manually gathering decision and support data and other service related costs, the actual cost could be high. Overall project costs could increase as a result. ¯ Consultant’s Analysis of Option #1 - Wait and See Option ¯ The City of Palo Alto has set a high standard in the delivery of public services, particularly the departments included in the proposed CAD initiative. The negative impact of delaying a well designed CAD system which will support these high service goals far outweighs any perceived advantage of waiting for better technologies or cost advantages. o Consultant does NOT recommend this option. . AnBEr GROUP CONSULTANTS- (REvISED JUNE 8, 1997) PAGE 3 CITY OF PALO ALTO- COMPUTER AIDED DISPATCH PROJECT SUMMARY OF CONCLUSIONS AND RECOMMENDATIONS OPTION #2 - UTILIZE INTERNAL CITY OF PALO ALTO RESOURCES TO DEVELOP A CAD APPLICATION (Internal Development Option) Benefits of Option #2 - internal Development Option ¯ The City would possess a higher level of control over system operations and capabilities as well as any future modifications. This option theoretically provides the highest degree of desired functionality. Risks of Option #2 - Internal Development Option¯ The domain knowledge and experience necessary to design and program a CAD system does not currently exist with City staff.¯The technical issues and complexities Of developing a real-time command and control dispatch system are immense. Several major companies have attempted similar development efforts only to abandon the idea after spending millions of development dollars in a dead end journey. Intemal development t~me lines would be grossly extended resulting in very high development costs, delayed system implementation and uncertain final results. Projected Cost of Option #2 - Internal Development Option ¯ Would most likely exceed $1,000,000 in design and programming development costs. Added to this cost is a substantial time delay which would have the same disadvantages as Option #1 -’ The Waitand See Option. ¯Every project element, start-up, interfaces, design, and programming, would be at full cost,due to the necessity to "start from scratch." These costs would depend on the scope of the project. The ongoing cost of internal support would require the maintenance of costly internal expertise.o Cost of integration with existing system will require additional resources and skill sets. Consultant’s Analysis of Option #2 - Internal Development Option ° With CAD, the ease of use, high degree of reliability (user error fault tolerance), and sub- second response time comes from highly complex programming efforts.°The cost of recru~ng personnel with required skills and the ongoing costs of maintaining staff would be unacceptable. The time to plan and execute such an effort would be unacceptable. Such a development effort would be measured in person years of development time.°Consultant does NOT recommend this option. ABBEY GROUP CONSULTANTS- (REvISED JUNE 8, 1997) PAGE 4 CITY OF PALO ALTO - COMPUTER AIDED DISPATCH PROJECT SUMMARY OF CoNcLuSIONS AND RECOMMENDATIONS OPTION #3 - PURCHASE CAD SYSTEM WITH NO MODIFICATIONS (Off the Shelf Option) Benefits of Option #3 - Off the Shelf Option ¯ The City will achieve basic CAD functionality and benef’Rs of automated management data (resource tracking, incident tracking, reduction of response times, and availability of local geographic specific data). o Accepting an installation with no modifications will keep purchase/license costs at minimal levels.¯No modifications to product will likely speed delivery and installation. Risks of Option #3 - Off the Shelf Option ¯ Base packages provided by vendors are likely to fall short of the needs and requirements of the department. ¯No integration to the City’s existing police and fire records management systems, mobile data computers, fire alerting system, and Enhanced 9-1-1 would result in incomplete data and information transfer to the officers and firefighters in the field, thus reducing benefits derived from existing automated computer systems. Projected Cost of Option #3 - Off the Shelf Option ¯ Consultant, based on the initial survey of potential CAD vendors, estimates a cost range of $200,000 to $325,000 for initial purchase and installation. The annual support costs of the installed system can be estimated at 10% to 15% of the purchase price. Consultant’s Analysis of Option #3 - Off the Shelf Option¯Consultant does NOT recommend this option as meeting the minimal expectations of the City.¯Addition of even the most basic of modifica~ons will change the definition and cost com parable to Option #4. ABBEr GROUP CONSULTANTS- (REVISED JUNE 8, 1997) PAGE 5 CITY OF PALO ALTO-- COMPUTER AIDED DISPATCH PROJECT SUMMARY OF CONCLUSIONS AND RECOMMENDATIONS OPTION #4- PURCHASE CAD SYSTEM WITH MINIMAL MODIFICATIONS (Minimal Modification Option) Benefits of Option #4 - Minimal Modification Option ¯ As in the prior option, this approach provides basic CAD functionality and benefits of automated management data (resource tracking, incident tracking, reduction of response times, and availability of geographical data). ¯Minimal modifications should provide approximately 80% of the non-standard features and functions desired by the department. Non-standard features, depending on the vendor, might include such features as officer initiated incident number assignments, the ability to utilize 10- codes, penal, vehicle codes for incident types, the ability to automatically mute incidents to specific dispatch positions depending on call type/priority or location, etc. ¯This approach can allow for concurrent installation and modifications (such as interfaces)i ¯The minimal modification approach will result in reasonably rapid product delivery and installation.¯This option adds the.essential modifications to a core CAD software application. Essential modifications include integration of Enhanced 9-1-1, fire alerting systems, mobile data computers, records management systems, etc. Risks of Option #4 = Minimal Modification Option ¯ Minimal product modification will still likely fall short of 100% of the City’s needs as some of the non-standard features and integration programs might be. cost prohibitive or significantly delay project implementation. Projected Costs of Option #4 - Minimal Modification Option ° Consultant, based on the initial survey of CAD vendors, estimates a cost range of $225,000 to $400,000 for initial pumhase, installation, and modifications. The annual support costs of the installed system can be estimated at 10% to 15% of the purchase price. Consultant’s Analysis of Option #4 - Minimal Modification Option ¯ The application should be selected for its core functionality and the ability to modify the core application with minimal disruption to the basic design and application approach.¯The vendor should be evaluated for the ability to create a successful development partnership, at least to the level of making cost effective modifications. o It is far easier to increase modifications as desired, than it is attempt to consider all possible contingencies in an "everything but the kitchen sink" modification plan. ¯Consultant RECOMMENDS this option if the proposed solution meets 80% of expectations of the City. ABBEYGROUP CONSULTANTS- (REVISED JUNE 8, 1997) PAGE 6 CITY OF PALO ALTO- COMPUTER AIDED DISPATCH PROJECT SUMMARY OF CONCLUSIONS AND RECOMMENDATIONS OPTION #5 - PURCHASE CAD SYSTEM WITH MAJOR MODIFICATIONS (Major Modification Option) Benefits of Option #5 - Major Modification Option ¯ This option should achieve 100% of the needed and desired functions and capabilities outlined by the departments. Risks of Option #5 - Major Modification Option ¯ A higher level of modification will significantly increase both Start-up and ongoing support costs. ¯Even with significant modifica~ns and costs, noamount of effort can provide functions which contradict the basic system design. ¯In the scope of this option it is critical to avoid duplicating development effort which carry the same costs and limitations as internal development. °This approach is likely to significantly delay or extend delivery time, while the vendor completes contracted modifications. o-This option will significantly increase maintenance costs, as highly modified code is not likely to produce a market for the vendor. Project Costs of Option #5 - Major Modification Option ¯ Consultant, based on the initial survey of CAD vendors, estimates a projected cost range of $375,000 to $625,000.¯The annual support costs of the installed system can be estimated to be greater than 15% of the purchase price because of extensive modifications. Consultant’s Analysis ofOption #5 - Major Modification Option¯This option and Options #3 and #4 are but a matter of scale. °It is not uncommon for contracted modifications, paid for by the client agency, to appear in the next upgrade version offered to the general user base.°Consultant views this option with great concern and does NOT recommend it without significant understanding of the core application, the complexity of the modifications, and quantifiable measurements of implementation schedules, costs, and clear deliverables. GROUP CONSULTANTS- (REVISED JUNE 8, 1997) PAGE 7 V !0 CITY OF PALO ALTO - COMPUTER AIDED DISPATCH PROJECT SUMMARY OF CONCLUSIONS AND RECOMMENDATIONS RECOMMENDATIONS The decision to proceed with a given option should be based upon the best available information. Long term success and operational satisfaction will only be achieved when the City takes on a substantial role in the implementation and management of the systems. In the acquisition process, a City team should be created and empowered to work closely during evaluation of systems and vendors. RECOMMENDED OPTION - Option #4 - Purchase CAD System With Minimal Modifications Short Term Benefit/Risk Selection of a vendor should be based upon sound core technologies, with an articulated course of modification. The sound core functionality greatly reduces short term risk. Quite likely, the core application can be introduced in a very short time frame and many modifications, such as interfaces can be completed without delaying basic functionality. Medium Term Benefit/Risk The recommended option should decrease the sense of urgency of putting basic functionality in place. The pacing of modifications can allow realistic budget projections and realistic modification schedules for City staff and the chosen contractor. Long Term Benefit/Risk When application developers enter into a potential ongoing relationship, rather than a sell only relationship, the tendency to be lost in the installed base is greatly diminished. Through the recommended action, the City will be able to develop a long term relationship with the chosen vendor. RECOMMENDED ACTIONS Understanding the present need for action, the technical requirements and the fiscal realities associated with this project, it is our recommendation that the City take the following actions: Staff should release a revised RFP with the intent to pursue the purchase or licensing of a commercially available CAD solution. The RFP should articulate a minimal set of .... functional modifications, as well as the basic parameters of the desired system. Consultant believes that this course of action holds the most promise for a solid and acceptably complete installation while minimizing acquisition or installation delays and maintaining a reasonable cost of ownership. ABBEY GROUP CONSULTANTS- (REVISED JUNE 8, 1997) PAGE 9 TO: City City of Palo Alto Manager’s Report HONORABLE CITY COUNCIL 3 FROM:CITY MANAGER DEPARTMENT: POLICE. AGENDA DATE: SUBJECT: September 9, 1996 CMR: 372:96 Approval of Agreement with The Abbey Group Public Safety Consultants for Computer Aided Dispatch Consultant Services REQUEST This report requests that Council authorize the Mayor to execute the attached agreement in the amount of $39,500 with The Abbey Group Public Safety. Consultants for consulting services. On March 18, 1996, the Council approved staffs request to reject a proposal for a Computer Aided Dispatch System (CAD) from the Unisys Corporation. Additionally, Council approved the expenditure of Capital Improvement Project #19109 funds to hire a consultant to: 1) update the original needs analysis completed in 1991; 2) conduct in-depth research into available systems, .and 3) provide information regarding the feasibility and cost effectiveness of in-house development of a CAD system versus the purchase of a system from a vendor. Funds for this agreement are included in CIP Project # 19109. RECOMMENDATIONS Staff recommends that Council approve the attached agreement with The Abbey Group Public Safety Consultants to provide consulting services for a Computer Aided Dispatch System. POLICY IMPLICATIONS The approval of this agreement is consistent with existing policies. Based upon the recommendations developed by the consultant, staff will return to Council with information and specific recommendations regarding a CAD system. CMR:372:96 Page I of 3 EXECUTIVE SUMMARY As part of the Capital Improvement Project #19109, staffsent out a Request For Proposal (R.FP) for the purchase of a. CAD system. After the normal City selection process, the Unisys Corporation was chosen as the vendor. After several months of negotiations with Unisys Corporation, during which obstacles in reaching an agreement became apparent, staff returned to Council on March 18, 1996 and received approval to reject the proposal, (CMR:143-96). At the same time, Council approved staffs request to utilize project funds to hire a consultant to update the needs assessment that was completed over five years ago, to ensure that the system .needs identified at that time are still accurate; to conduct an extensive survey of existing off-the- shelf CAD systems, their cost, .system compatibility, and support factors; and to .complete a cost and feasibility assessment of developing an in-house CAD system in comparison to the purchase of a packaged product. The final objective is for the consultant to deliver a report recommending the approach that will best meet the needs of the City while minimizing the costs. Upon completion of the consultant’s work, staff would remm to Council with the information and recommendations. It should be noted that staff received Council approval not to return to the Finance Committee for the purpose of scoping the agreement, in order to avoid any time delay. ~;election Proces~ On May 10, 1996, a formal RFP was distributed to 25 consulting firms. The dosing date for ¯ responses was June 11, 1996. Four firms responded with proposals. Staff has been able to determine that a number of the firms did not respond,, because they were involved in other projects and did not feel.that they could adequately take on more work at this time or because this project was not within the scope of their expertise. A selection committee~ consisting of the Assistant Police Chief, the Manager of Information Technology, the Coordinator of Communications Services, the Police Administrator, the Police Computer Systems Manager, the Fire Department’s Emergency Medical Services Chief and a Fire Captain, reviewed the four proposals. All four vendors were invited to participate in interviews. The committee reviewed each vendor’s proposal and interview responses using the following criteria: the consultant’s understanding of the project objectives, proposed development of a work plan, previous experience of the firm, previous experience of the consultant staff, references, costs and expected assistance from City staff. After careful consideration, the Committee selected The Abbey Group Public Safety Consultants of Nevada City, California. The Abbey Group was selected because of their: 1) experience in planning and managing public safety systems; 2) experience in implementation of innovative software solutions designed to enhance the ability CMR:372:96 Page 2 of 3 to serve the community; 3) overall understanding of the project; 4) objective of providing a clear picture of present and future CAD needs for public safety, in relationship to the community as well as other City departments; and 5) commitment to meet or exceed the requirements set forth in the RFP. FISCAL IMPACT Funds for this agreement, in the amount of $39,500, are included in the CIP 19109 budget. ENVIRONMENTAL ASSESSMENT This projectis not a project for purposes of CEQA. ATTACHMENTS Copy of Final Agreement Copy of RFP CMR:143.96 PREPARED BY:Lynne Johnson, Assistant Police Chief John Bush, Communications Coordinator~ / ~HRIS D~ ~olice Chief CMR:372:96 Page 3 of 3 CONTRACT NO. BETWEEN THE CITY OF PALO ALTO AND ABBEY GROUP CONSULTANTS FOR CONSULTING SERVICES This Contract No.is entered into , by and between the CITY OF PALO ALTO, a chartered city and a municipal corporation of the State of California ("CITY"), and ABBEY GROUP CONSULTANTS, a California partnership, located at 206 Sacramento Street, Suite 210, Nevada City, CA 95959 ("CONSULTANT"). RECITALS: WHEREAS, CITY desires certain professional consulting services .("Services") and the preparation and delivery of, without limitation, one or more sets of documents, drawings, meps, plans, designs, data, calculations, surveys, specifications, schedules or other writings ("Deliverables") (Services and Deliverables are, collectively, the "Project"), as more fully described in Exhibit and WHEREAS, CITY desires to engage CONSULTANT, including its employees, if any, in providing the Services by reason of its qualifications and experience in performing the Services, and CONSULTANT has offered to complete the Project on the terms and in the manner set forth herein; NOW, THEREFORE, in consideration of the covenants, terms, conditions,~and provisions of this Contract, the parties agree: S~ECTION I. ~ERM i.i This Contract will commence on the date of its execution by CITY,’and will terminate upon the completion of the Project, unless this Contract isearlier terminated by CITY~ Upon the receipt of CITY’s notice to proceed, CONSULTANT will commence work on ~the initial and subsequent Project tasks in accordance with the time schedule set forth in Exhibit "A". Time is of the essence of this Contract. In the event that the Project is not completed within the time required through any fault of CONSULTANT, CITY’s city manager will have the option of.e~tending the time schedulefor any period of time. This provlslon will not preclude the recovery of damages for delay caused by CONSULTANT. SECTION 2.SCOPE OF P~0JECT; CHANGES & CORRECTIONS 2.1 The scope of Services and Deliverables constituting the Project will be performed, delivered or executed by CONSULTANT under the phases of the Basic Services as described below. 960730 ~yn 0042644 2.2 CITY may order substantial changes in the scope or character of the Basic Services, the Deliverables, or the Project, either decreasing or increasing the amount of work required of CONSULTANT. In the event that such changes are ordered, subject to the approval of CITY’s City Council, as may be required, CONSULTANT will be entitled to full compensation for all work performed prior to CONSULTANT’s receipt of the notice of change and further will be entitled to an extension of the time schedule. Any increase in compensation for substantial changes will be determined in accordance with the provisions of. this Contract. CITY will not be liable for the cost or payment of any change in work, unless the amount of additional compensation attributable to the change in work is agreed to, in writing, by CITY before CONSULTANT commences the performance of any such change in work. 2.3 Where the Project entails the drafting and submission of Deliverables, for example, construction plans, drawings, and specifications, any and all errors, omissions, or ambiguities in the Deliverables, which are discovered by CITY before invitations to bid on a construction project (for which the Deliverables are required) are distributed by CITY, will be corrected by CONSULTANT at no cost to CITY, provided CITY gives notice to CONSULTANT. 2.4 Any and all errors, omissions, or ambiguities in the Deliverables, which are discovered by CITY after the construction contract is awarded by CITY, will be.performed by CONSULTANT, as follows: (a) at no cost to CITY insofar as those Services, including the Basic Services or the Additional Services, as described below, or both, will result in minor or nonbeneficial changes in the construction work required of the construction CONSULTANT; or (b) at CITY’s cost insofar as those Services, including the Basic Services or the Additional Services, or both,~ will add a direct and substantial benefit to the construction work required of the construction CONSULTANT. The project manager in the reasonable exercise of. his or her discretion will determine whether the Basic Services or the Additional Services, or both, will contribute minor or substantial benefit to the construction work. SECTION 3. CONSULTANT QUALIFICATIONS, STATUS, AND DUTIES OF 3.1 CONSULTANT represents and warrants that it has the expertise and professional qualifications to fu.rn±sh or cause to be furnished the Services and Deliverables. CONSULTANT further represents and warrants that the project director and every individual, including any consultant (including CONSULTANTs), charged with the performance of the Services are duly licensed or certified by the State of California, to the extent such licensing or certification is required by law to perform the Services, and that the Project will be executed by them or under their supervision. CONSULTANT will furnish to CITY for approval, prior 960730 ~n 0042644 2 to execution of this Contract, a list of all individuals and the names of their employers or principals to be employed as consultants. - 3.2 In reliance on the representations and warranties set forth in this Contract, CITY hires CONSULTANT to execute~ and CONSULTANT covenants and agrees that it will execute or cause to be executed, the Project. 3.3 CONSULTANT will assign JOHN ABBEY as the project director to have supervisory responsibility for the performance, progress, and execution of the Project. ALEC GAGNE will be assigned as the project coordinator who will represent CONSULTANT during the day-to-day work on the Project. If circumstances or conditions subsequent to the execution of this Contract cause the substitution of the project director or project coordinator for any reason, the appointment of ~a substitute project director or substitute project coordinator will be subject to the prior written approval~of the project manager. 3.4 CONSULTANT represents and warrants that it will: 3.4.1 Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary.and incident to the due and lawful prosecution of the Project; 3.4.2 Keep itself fully informed of all existing and future Federal, State of California, and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Contract and any materials used in CONSULTANT’s performance of the Services; ¯ 3.4.3 At all times observe and comply with, and cause its employees and consultants, if any, who are assigned to the performance of this Contract to observe and comply with, the laws, ordinances, regulations, orders and decrees mentioned above; and 3.4.4 Will report immediately to the project manager, in writing, any discrepancy or inconsistency it discovers in the laws, ordinances, regulations, orders, and decrees mentioned above in relation to the Deliverables. 3.5 Any Deliverables given to, or prepared or assembled by, CONSULTANT or its consultants, if any, under this Contract will become the property of CITYand will not be made available to any individual or organization by CONSULTANT or its consultants, if any, without the prior written approval of the city manager. 3.6 CONSULTANT will provide CITY with ten (i0) copies of any documents which are a part of the Deliverables upon their completion and acceptance by CITY. 960730 ayn 0042644 3 3.7 If CITY requests additional copies of any documents which are a part of the Deliverables, CONSULTANT will provide such additional copies and CITY will compensate CONSULTANT for-its duplicating costs. 3.8 CONSULTANT will be responsible for employing or engaging all persons necessary to execute the Project. All consultants .of CONSULTANT will be deemed .to be directly controlled and supervised by CONSULTANT, which will be responsible for their performance. If any employee or consultant of CONSULTANT fails or refuses to carry out the provisions of this Contract or appears to be incompetent or to act in a disorderly or improper manner, the employee or consultant will be discharged immediately from further performance under this Contrac£ on demand of the project manager. 3.9 In the execution of the Project, CONSULTANT and its consultants, if any, will at all times be considered independent contractors and not agents or employees of CITY. 3.10 CONSULTANT will perform or obtain or cause to be performed or obtained any and all of the following Additional Services, not included under the Basic Services, if so authorized, in writing, by CITY: 3.10.1 Providing services as an expert witness in connection with any public hearing or meeting, arbitration proceeding,or proceeding of a court of record; 3.10.2 Incurring travel and subsistence expenses for CONSULTANT and its staff beyond those normally required Under the" Basic Services; 3.10.3 Performing any other Additional Services that may be agreed upon by the parties subsequent to the execution of this Contract; and 3.10.4 Other Additional Services now or hereafter described in an exhibit to this Contract. 3.11 CONSULTANT will be responsible for employing all consultants deemed necessary to assist CONSULTANT~ in the performance of the Services. The appointment of consultants must be approved, in advance, by CITY, in writing, and must remain acceptable to CITY during the term of this Contract. SECTION 4~ DUTIES OF CITY 4.1 CITY will furnish or cause to be furnished.the services listed in Exhibit~"A" and such information regarding its requirements applicable to the Project as may be reasonably requested by CONSULTANT. 960730 ~n 0042644 4 4.2 CITY will review and approve, as necessary, in a timely manner the Deliverables and each phase of work performed by CONSULTANT. CITY’s estimated time of review and approval will be furnished to CONSULTANT at the time of submission of each phase of work. CONSULTANT acknowledges and understands that. the interrelated exchange ofo information among CITY’s various departments makes it extremely difficult for CITY to firmly establish the time of each review and approval task. CITY’s failure to review and approve within the estimated time schedule will not constitute a default under this Contract. 4.3 The city manager will represent CITY for all purposes under this Contract. JOHN BUSH is designated as the project manager for the city manager. The project manager will supervise the performance, progress, and execution of the Project, and will be assisted by PETE HAZARIAN, the police administrator. 4.4 If CITY observes or otherwise becomes aware of any default in the performance of CONSULTANT, CITY will use reasonable efforts t~ give written notice thereof to CONSULTANT in a timely manner. SECTION’5. COMPENSATION 5.1 CITY will compensate CONSULTANT for the following serviGes and work: 5.1.1’ In considerationof the full performance of the Basic Services, including any authorized reimbursable expenses, CITY will pay CONSULTANT a fee not to exceed Thirty-Nine Thousand Five Hundred Dollars ($39,500). The amount of compensation will be calculated in accordance with the hourly rate schedule set forth in Exhibit "B", on a time and materials basis, up to the maximum amount set forth in this Section. The fees of the consultants, who have direct contractual" relationships, with CONSULTANT, will be approved, in advance, by CITY. CITY reserves the right to refuse payment of such fees, if such prior approval is not obtained by CONSULTANT. 5.1.2 In consideration of the full performance of Additional Services, the amount of compensation set forth in Exhibit "B" will not exceed N/A dollars ($. N/A ). An ~employee’s time will be computed at a multiple of ~ times the employee’s direct personnel expense described below. The rate schedules may be updated by CONSULTANT only once each calendar year, and the rate schedules will not become effective for purposes of this Contract, unless and until CONSULTANT gives CITY thirty (30) days’ prior written notice of the effective date of any revised rate schedule. 5.1.3 The full payment of.charges for extra work or changes, or both, in the execution of the Project will be made, provided such request for paymentis initiated by CONSULTANT and authorized, in writing, by the project manager. Payment will be made within thirty (30) days of submission by CONSULTANT of a 5 960730 ~n 0042644 statement, in triplicate, of itemized costs covering such work or changes, or both. Prior to commencing such extra work or chan~es, or both, the parties will agree upon an estimated maximum cost for such extra work or changes. CONSULTANT will not be paid for extra work or changes, including, without limitation, any design work or change order preparation, which is made necessary on account of CONSULTANT’s errors, omissions, or oversights. 5.1o4 Direct personnel expense of employees assigned to the execution of the Project by CONSULTANT will include only the work of architects, engineers, designers, job captains, draftspersons, specification writers and typists, in consultation, research anddesign, work in producing drawings, specifications and other documents pertaining to the Project~ and in services rendered ¯ during construction at the site, to the extent such services are expressly contemplated under this Contract. Included in the cost of direct personnel expense of these employees are salaries and mandatory and customary benefits such as statutory employee benefits,.insurance, sick leave, holidays and vacations, pensions and similar benefits. 5.2 The schedule of payments will be made as follows: 5o2.1 Payment of the Basic Services will be made in monthly progress payments in proportion to the quantum o~ services performed, or in accordance with any other schedule of payment mutually agreed upon by the parties, as set forth in Exhibit or within thirty (30) days of submission, in triplicate, of such requests if a schedule of payment is not specified. Final payment will be made . by CITY after CONSULTANT. has submitted all Deliverables, including, without limitation, reports which have been approved by the project manager. 5.2.2 Payment of the Additional Services will be made in monthly progress payments for services rendered, within thirty (30) days of submission, in triplicate, of such requests. compensatio5~,2~3 No deductions will be made from CONSULTANT’s on accoUnt of penalties, liquidated damages, or other sums withheld by CITY from payments to general contractors. SECTION 6. ACCOUNTING, AUDITS, OWNERSHIP OF RECORDS 6.1 Records of the direct personnel expenses and expenses incurred in connection with the performance of Basic Services and Additional Services pertaining to the Project will be prepared, maintained, and retained by CONSULTANT in.accordance with generally accepted accounting principles and will be made available to CITY for auditing purposes at mutually convenient times during the term of this Contract and for three (3) years following the expiration or earlier termination of this Contract. 6.2 The originals of the Deliverables prepared by .or under the direction of CONSULTANT in the performance of this Contract will become the property of CITY irrespective of whether 6960730 ~yn 0042644 the Project is completed upon CITY’s payment of the amounts required to be paid to CONSULTANT. These originals will be delivered to CITY without additional compensation. CITY will Rave the right to utilize any final and incomplete drawings, estimates., specifications, and any other ~documents prepared hereunder by CONSULTANT, but CONSULTANT disclaims any responsibility or liability for any alterations or modifications of such documents. SECTION 7. INDEMNITY 7.1 CONSULTANT agrees to protect, indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents, from any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, caused by or arising out of CONSULTANT’s, its officers’, agents’, consultants’ or employees’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which applicable law may impose strict liability on CONSULTANT in the performance of or failure to perform its obligations under this Contract.. SECTION 8. WAIVERS 8.1 The waiver by either party of any breach or violation of any covenant, term, condition or provision of this Contract or of the provisions of any ordinance or law will not be deemed to be a waiver of any. such covenant, term, condition, provision, ordinance, or law or of any subsequent breach or violation of the same or of any other covenant, term, condition, provision, ordinance or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder will not be deemed to be a waiver of any preceding breach or violation by the other party of any covenant, term, condition or provision of this Contract or of any applicable law or ordinance. 8.2 No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Contract. .SECTION 9. INSURANCE 9.1 CONSULTANT, at its sole cost and expense, will obtain and maintain, in full force and effect during the term of this Contract, the insurance coverage described in Exhibit "C", insuring not only CONSULTANT and its consultants, if any, but also, with the exception of workers’ compensation, employer’s liability and professional liability insurance, naming CITY as’an additional ~insured concerning CONSULTANT’s performance under this Contract. 9.2 All insurance coverage required hereunder will be provided through carriers with Best’s Key Rating Guide ratings of A:X or higher which are admitted to transact insurance business in the State of California. Any and all consultants of CONSULTANT retained to perform Services under this Contract will obtain and 960730 syn 0042644 7 maintain, in full force and effect during the term of this Contract, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 9.3 Certificates of such insurance, preferably 0~ the forms provided by CITY, will be filed with CITY concurrently with the execution of this Contract. The certificates will be subject to the approval of CITY’s risk manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled or al~ered by the insurer except after filing with the CITY’s city clerk thirty (30) days" prior written notice of such cancellation or alteration, andthat the City of Palo Alto is named as an additional insured except in policies of workers’ compensation, employer’s liability, and professional liability insurance. Current certificates of suc~ insurance will be kept on file at all times during the term of this Contract with the city clerk. 9.4 The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Contract. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Contract,, including’ such damage, injury, or loss arising after the Contract is terminated or the term has expired. . SECTION I0.WORKERS’ COMPENSATION I0.I CONSULTANT, by executing this Contract, certifies that it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and certifies that it will comply with such provisions, as applicable, before commencing, the performance of the Project. PROJECT SECTION II TERMINATION OR SUSPENSION OF CQNTRACT OR ii.i The city manager may suspend the execution of the Project, in whole or in part, or terminate this Contract, with or without cause, by giving thirty (30) days’ prior written notice thereof to CONSULTANT, or immediately after submission to CITY by CONSULTANT of any completed item of Basic Services. Upon receipt of such notice, CONSULTANT’ will immediately discontinue its performance under this Contract. 11.2 CONSULTANT may terminate this Contract or suspend its execution of the Project by giving thirty (30) days’ prier written notice thereof to CITY, but only in the event of a substantial failure of performance by CITY or in the event CITY indefinitely withholds or withdraws its request for the initiation or continuation of Basic Services or the execution of the Project. 8 960730 w’n 0042644 11.3 Upon such suspension or termination by CITY, CONSULTANT will be compensated for the Basic Services and Additional Services performed and Deliverables received "and approved prior to receipt of written notice from CITY of such suspension or abandonment, together with authorized additiona! and reimbursable expenses then due. If the Project is resumed after it has been suspended for more than 180 days, any change in CONSULTANT’s compensation will be subject to renegotiation and, if necessary, approval of CITY’s City Council. If~this Contract is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s services which are of direct and immediate benefit to CITY, as such determination may be made by the city manager in the reasonable exercise of her discretion. 11.4 In the event of termination of this Contract or suspension of work on the Project by CITY where CONSULTANT is not in default, CONSULTANT will receive compensation as follows: 11.4.1 For approved items of services, CONSULTANT will be compensated for each item of service fully performed in the amounts authorized~under this Contract. 11.4.2 For approved items of services on which a notice to proceed is issued by CITY, but which are not fully performed, CONSULTANT will be compensatedfor each item of service in an amount which bears the same ratio to the total fee otherwise payable for the performance of the service as the quantum of service actually rendered bears to the services necessary for the full performance of that item of service. 11..4.3 The total compensation payable under the preceding paragraphs of this Section will not exceed .the payment specified under Section 5 for the respective items of service to be furnished by CONSULTANT. 11.5 Upon such suspension or termination, CONSULTANT will deliver to the city manager immediately any and all Copies. oft the Deliverables, whether or not completed, prepared by CONSULTANT or its consultants, if any, or given to CONSULTANT or its consultants, if any, in connection with this Contract. Such materials will become the property of CITY. 11.6 The failure of CITY to agree with CONSULTANT’s independent findings, conclusions, or recommendations, if the same are called for under this Contract, on the basis of differences in matters of judgment, will not be construed as a failure on the part of CONSULTANT to fulfill its obligations under this Contract. SECTION 12. ASSIGNMENT 12.1 This Contract is for the personal services of~ CONSULTANT, therefore, CONSULTANT will not assign, transfer, convey, or otherwise dispose of this Contract or any right, title or interest in or to the same or any part thereof without the prior 9960730 wn 0042644 written consent of CITYo A consent to one assignment will not be deemed to be a consent to any subsequent assignment. .Any assignment made without the approval of CITY will be void~and, at the option of the city manager, this Contract may be terminated. This Contract will not be assignable by ~peration of lawo SECTION 13~ NOTICES 13.1 All notices hereunder will be given, in writing, and mailed, postage prepaid, by certified mail, addressed as follows: To CITY Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 To CONSULTANT: Attention of the project director at the address of CONSULTANT recited above SECTION 14 CONFLICT OF INTEREST 14.1 In accepting this Contract, CONSULTANT covenants that it presently has no interest,, and ~will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 14.2 CONSULTANT further covenants that, in the performance of this Contract, it will.not employ contractors or persons having such an interest mentioned above. CONSULTANT certifies that no one who has or will have any financial interest under this Contract is an. officer or employee of CITY; this provision will .be interpreted in-accordance with the applicable provisions of the PaloAlto Municipal Code and the Government Code of the State of California. SECTION 15.NONDISCRIMINATION 15.1 As set forth in the Palo Alto Municipal Code, no discrimination will bemade in the employment of persons under this Contract because of the age, race, color, national origin, ancestry, religion, disability, sexual preference or gender of such person. If the value of this Contract is, or may be, five thousand dollars ($5,000) or more, CONSULTANT agrees to meet all requirements of the Palo Alto Municipal Code pertaining to nondiscrimination in employment, including completing the requisite form furnished by CITY and set forth in Exhibit "D"~ 960730 ~’n 0042644 10 15.2 CONSULTANT agrees that each contract for services from independent providers will contain a provision substantially as follows: " "[Name of Provider] will provide CONSULTANT with a certificate stating that [Name of Provider] ±s currently in compliance with all Federal and State of California laws covering nondiscrimination in employment; that [Name of Provider] will pursue an affirmative course of action as required by the Affirmative Action Guidelines of the City of Palo Alto; and that [Name of Provider] will not discriminate in the~ employment of any person under this contract because of the age, race, color, national origin, ancestry, religion, disability, sexual preference or gender ~of such person." .15.3 If CONSULTANT is found in violation of the ~nondiscrimination provisions of the State of California Fair Employment Practices Act or similar provisions of Federal law or executive order in the performance of this Contract, it will be in default of this Contract. Thereupon, CITY will have the power to cancel or~suspend this Contract, in whole or in part, or to deduct the sum of twenty-five dollars ($25) for each person for each calendar day during which such person was subjected to discrimination, as damages for breach of contract, or both. Only a finding of the State of California Fair Employment Practices .Commission or the equivalent federal agency or officer will constitute evidence of a breach of this Contract. 15.4 if CONSULTANT is found in default of the nondiscrimination provisions of this Contract or the applicable Affirmative Action Guidelines pertaining to this Contract, CONSULTANT will be found in material breach of this .Contract. Thereupon, CITY will have the power to cancel or suspend this Contract, in whole or in part, or to deduct from the amount payable to CONSULTANT the sum of two hundred fifty dollars ($250) for each calendar day during which CONSULTANT is not in compliance~ with this provision as damages for breach of contract, or both. SECTION 16.MISCELLANEOUS PROVI~IONS 16.1 CONSULTANT represents and warrants that it has knowledge of the requirements of the " federal Americans with Disabilities Act of 1990, and the Government Code and the Health and Safety Code of the State of California, relating to access to public buildings and accommodations for disabled persons, and relating to facilities for disabled persons. CONSULTANT will comply with or ensure by its advice that compliance with such provisions will be effected pursuant to the terms of’this Contract. II 960730 ~Tn 0042644 16.2 Upon the agreement of the parties, any controversy or claim arising out of or relating to this Contract may be settled by arbitration in accordance with the Rules of the American Arbitration Association, and judgment upon the award rendered by the Arbitrators may be entered in any court having jurisdiction thereof. 16.3 This Contract will be governed by the laws of the State of California, excluding its conflicts of law. 16.4 In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California or in the United States District Court for the Northern District of California in the County of Santa Clara, State of California. 16.5 The prevailing party in any action brought to enforce the terms of this Contract or arising out of this Contract may recover its reasonable costs and attorneys’ fees expended in connection with that action. 16.6 This document represents the entire and integrated Contract between the parties and supersedes all prior negotiations, representations, and contracts, either written or oral. This document may be amended only by a written instrument, which is signed by the’parties. 16.7 All provisions of this Contract, whether covenants or conditions, will be deemed to be both covenants and conditions. 16.8 The covenants, terms, conditions and provisions of this Contract will apply to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants, as the case may be, of the parties~ 16.9 If a court of competent jurisdiction finds or rules that any provision of this Contract or any amendment thereto is void or unenforceable, the unaffected provisions of this Contract and any amendments thereto will remain in full force and effect. 16.10 All exhibits referred to in this Contract and any addenda, appendices, attachments, and schedules which," from time to time, may be referred-to in any duly executed amendment hereto are by such reference incorporated in this Contract and will be deemed to be a part of this Contract. 16.11 This Contract may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one and the same instrument. 16.12 This Contract is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Contract will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal 12960730 ~yn 0042644 year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Contract are no longer available. This Section 16.12 will take precedence in the event-of a conflict with any other covenant, term, condition, or provision of this Contract. IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Contract on the date first above written. ATTEST:’CITY OF PALO ALTO City Clerk APPROVED AS TO FORM: Mayor Senior Asst. City Attorney APPROVED: Assistant City Manager Police Chief By: ,er’s I.D. No. 77-0138954 Director of Admin. Services Risk Manager Attachments : EXHIBIT "A": EXHIBIT "B,: EXHIBIT "C": EXHIBIT "D": SCOPE OF PROJECT &TIME SCHEDULE RATE SCHEDULE INSURANCE NONDISCRIMINATION COMPLIANCE FORM 960730 syn 004’Z644 13 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § 1189) STATE OF COUNTY OF )) ss. ) a Notary Public in and for said County and State, ~~ly appeared ~A~ D. ~-/ , personally known to me or proved to me on the Dasis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand.and official seal. Signature of Ng~ary ]~ublic .. 960730 syn 0042644 14 EXHIBIT A SCOPE OF PROJECT SCOPE OF PROJI~CT A~I) PROJECT DELrVERABLE$ The public Safety function is an information-intensive environment. Current technolo~ allows for access and timely retrieval of information from a variety of sources to assist police officer~, fire fighters, dispatchers, investigators, and managers in proving quick, responsive se~’iee to the public. The objectives of this project are to review and identify current police, fire, utilities, public works and Stanford dispatching and police records management practices, define current and future informational requirements, identify alternatives that meet the requirements, and prepare a cost/ benefit analysis of the current and proven technologies available to meet these alternatives. Consultant shall perform the following services under this scope of work: Task I -Identification of Scope and Project Tasks; Facilitated Workshop. Prepare a detailed project plan for the study and develop guidelines.to administer the project. ® o o o Conduct a facilitated workshop with the project team and key individuals to verify project’s scope, organizational goals and objectives, and to discuss interviews, staff’ resources, time frames, logisticsand support requirements. Prepare a project plan and time line. Hold a "kiek-offmeeting" with appropriate Departmental personnel to introduce the Consultants project team and provide an overview of the project. Develop an agreed-upon format for bi-weekly status reports. Hold bi-weekly meetings to review the status of the project and discuss issues, ideas, alternatives and future steps. Identify functional areas to address. Identi~ key individuals, groups to interview in preparation for Task 2. Detailed project plan. Project schedule. Departmental interview list by name and functional area. Project kickoff meeting/facilitated workshop. Written bi-weekly status reports. PROPOS.4 L TO TIlE CITY OF PALO ALTO "9 ABBEY GROUP CO.\S[ZTA.\TS ~ 1996 Task 2 o Requirement Definition; Develop and anals-ze user data. ~Review and update current and future needs in the following areas: ¯ Dispatching for Police, Fire, Utilities, Public Works departments and Stanford University. ¯Field Computing (data communication) needs for above. ,Information System needs of the Police and Fire departments. Obtain and review existing City specifications for information systems and other affected areas. Obtain and review any existing technology plans for the City departments and Stanford University Review and identify general data requirements for the operation of the Police, Fire, .Utilities, Public Works departments of’the City of Palo Alto and Stanford University. Review and identify field unit data requirements for Police, Fire, Utilities, Public works departments of the City of Palo Alto and Stanford University. Review and identify CAD requirements for Police, Fire, Utilities, Public Works departments of the City of Palo Alto and Stanford University. Review and identify Communications/network interface requirements for City and Public Safety function of Stanford University. Review and identify office sYstem data requirements the Police and Fire departments (in conjunction with Information System needs. Develop design and data flow eha’rts to reflect the present and future collection, retrieval and dissemination of information within .the affected public safety departments. Analyze potential changes in workflow and probable impacts on departmental work groups. Review and discuss application priorities with the project team and document results. Draft a user requirements document that includes the items listed in Work Plan Task 2 and above areas. Deliverables Interview key individuals and groups as identified in Task 1. Requirements Definition Section of project report, including: ¯.Review of existing system. ¯Data flow diagrams.. ¯Detailed user application needs (updated from existing RFP). PROPOSAL TO TIlE CITY OF PALO ALTO 10 ABBEY GROUP CO.\~rLT.4.~TS "~ 1996 ¯Peripheral equipment needs.¯Anticipated/recommended worldlow changes. ¯Interview summary. Written bi-weel<ly status reports. PROPOSAL TO TIlE CIT~" OF PALO ALTO l l ABBEY GRO~T CO.VSULTA.NTS o 1996 Task 3 -Evaluation of System/Software Options. Review recent Palo Alto C.A.D. Request-for-Proposal (RFP) respondents solutions and identifiy viable solutions, solution providers, and other options for the foliowing areas~ Dispatching for Police, Fire, Utilities, Public Works departments and Stanford University. ¯Field Compuiing (data communication) needs for above. o Information System needs of the Police and Fire departments. Major Sub-tas~ o o o Obtain and review existing City C.A.D. KFP documents and responses.Research the latest product and software offerings in the public safety marketplace. Identify and evaluate viable C.A.D. solutions for Police, Fire, Utilities, Public Works departments of the City of Palo Alto and Stanford University. Identify and evaluate viable overall Information System solutions for Police.and Fire, . departments of the City of Palo Alto and Stanford University public safety functions. Identify and evaluate viable Communications/network interface solutions for City and Public Safety function of Stanford University. Identify and evaluate viable field unit data solutions for Police, Fire, Utilities, Public Works departments of the City of Palo Alto and Stanford University. Conduct reference checks on potential vendors. Discuss with City teams each potential option/vendor and select those for testing. Develop testing criteria and-conduct performance testing of selected options. Prepare performance review and recommendations. System/Software Options Section of project report, including:¯Review of each system considered. -Performance and suitability criteria evaluation. ¯Correlation with detailed user application needs (updated from existing RFP). ¯. Reference check summary. "Testing criteria and results.¯Performance review and recommendations: Written bi-weekly status reports. PROPOSAL TO TIlE CITY OF PAL 0 A L TO 12 A BBE 1" GROUP CO.\SUL TA.\TS o 1996 Task 4 -Feasibility and Cost Analysis. Evaluate the various alternatives and recommend, with appropriate justification, the best approach to meeting the City’s and Universities needs. Define the benefits, advantages, and disadvantages of each viable alternative. Perform an economic analysis of each viable alternative. Delivera 112~ Consider various alternative technical approaches identified in potential solutions. Develop Feasibility and Cost/Benefit Comparison Matrices, including: ¯Compare each alternative in relation to articulated needs. ¯Compare each alternative in relation to performance characteristics. ¯Compare each alternative in relation to installation timing and availability. ¯ .Compare each alternative in relation to hardware and network requirements. ¯Compare each alternative in relation to generation of programming language, database approach, and other technical considerations. Compare.each alternative in relation to connectivity and inter-connection capabilities (open-systems), Compare each alternative for availability ofoff-the-shelf, complementary office automation and other software/hardware products. ¯Compare each alternative for ease and cost ofcustomization and revision. ¯Prepare a cast/benefit analysis that will allow management to make informed decisions regarding the costs and expected benefits, including non-quantifiable benefits of the recommended approach. : Feasibility and Cost Analysis Section of’project report, including: ¯ "Functional Comparison Matrix. ¯Technology Comparison Matrix. " ¯Available off-the-shelf enhancements/complimentary products.¯Hardware requirement comparison. ¯Cost analysis. -Consultant’s recommendation of ranked options. Written bi-weekly status reports. PROPOSAL TO TIlE CITY OF PALO ALTO 13 ABBEY GROUPCO.\XULTA.VFS e 1996 Task 5 -Reporting and Development of Strategic and Change Plans Provide a comprehensive Strategic Implementation and Change Management Plan to implement the recommended option/s. o o o Develop draft implementation plan for "recommended solution, including: ¯Acquisition of solution. ¯Installation plan and time line. ¯Needed resources and funding. ¯Anticipated outcomes Develop Change Management Plan for ,organizational transition, including: ¯ .Anticipated organizational change requirements. o -. Change responsibility charting o Training needs. o Change time line and milestones. Facilitate group planning. Review project outcomes. Submit draf~ plans for City staff review and Final Plan development. Provide Final Report and presentation, as requested. Strategic Implementation and Change Management Section of project report: ¯Draft for City Staffreview and comments. -Final for Council presentation. Written bi-weekly status reports. The Consultants work product will becompiled and submitted to the client in a Project Report, including a Management Executive Summary for budget, presentation and media use. PROPOSAL TO TIlE CITY OF PALO ALTO 1.t ABBEY GROUP COASULTA.\TS ¯ 1996 Commencement upon approval. Task 1 - Task 2 - Task 3 - Task4 - Task 5 - Project Initiation (8 Consultant Hours), on-site in Palo Alto. Review System Requirements/Conceptual and Data-flow (108 Consultant Hours), ¯ Offsite - onsite as required. System/Software Option Review (126 Consultant Hours), offsite. Feasibility and Cost Analysis (18 Consultant Hours), Offsite - onsite as required Strategic and Chaage Management Plan, (52 Consultant Hours), on-site. TOTAL ESTIMATED PROJECT TIME’ Week 1-2 Weeks 3-7 Weeks 8-10 Weeks 11-12 Weeks 11 - 12 12 Weeks PROPOSAL TO TIlE CITY OF PALO ALTO 15 ABBEY GROUP CO.\~ULTA,%TS ~ 1996 EXHIBIT B MASTER PLAN PAYMENT SCI-tEDULE Exhibit B Payment Milestone Task 1 Task 2 Task 3 Task 4 Task 5 FEE SCHEDULE Deliverables KickoffMeeting Department Interviewee List Project Plan/Schedule Requirements Definition Report Hardware/Software Options Report Feasibility/Cost Analysis Report Strategic/Change Management Plan Final Report TOTAL ** Professional Fees $7,176 $8,970 $8,970 $14,352 $39,468 Fees at each milestone are payable upon acceptance of each task deliverable and submission by contractor of itemized billings in triplicate. ** Includes travel, lodging and per diem, telephone and report production costs not to exceed $3,588.-All travel Costs shall be approved in advance by the project. manager and will be calculated from Nevada City, CA. to Palo Alto, CA. round-trip. EXHIBIT C CERTIFICATE OF INSURANCE DOUG VERNON INS "BROKER 401 SPRING STREET NEVADA CITY, CA 95959 ABBEY GROUP CONSULTANTS 206 SACRAMENTO STREET NEVADA CITY, CA 95959 THIS CERTIFICATE IS ISSUED AS A MATI’ER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.. THIS CERTIFDOES; NOT AMEND, ~D OR ALTER THE COVERAGE AFFORDED BY THEPOLICIES BELOW. o COMPANIES AFFORDING COVERAGE c~P~WA NEW HAMPSHIRE INS COLErI~R ~-~s TIG INSURANCE CO co.~,~, D THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO TI~ INSURED NAMED ABQ~ FC~ THE POLICY PERIODINDICATED, NOTWWHSTANDING ANY REGUIREk~NTo TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUI~NT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTNN, THE INSURANCE AFFOPJ~D BY THE POLICIES DESCRIBED HEREIN IS ,SUBJECT TO ALL TH~ TERMS°EXCLUSIONS AND CONDITIONS OF SUCH PGUCIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PND CLAIMS. TYPE OF I1~ U P.J~’~:E X .o~ow~m Autos ~OmER TH~ u~s~J_~ ~o~ OTH~ CAP208695800 CAP208695800 TBD 3/19/96 3/19/96 8/05/96 3/19/97 3119197 8/05/97 =2,000,000, ,i,0o0,0o0 BOOI~Y E~JURY PROPERTY X I STATUTORY =i,000,0001 ’$I.,000,000’ 300,0"00 5,006 2,000,000 ~no.~o~_~,,’nohs~.ocxnoas.,vE~.~.~c~.nzus IT IS AGGRED THAT THE BELOW NAMED CRETIFICATE HOLDER IS INCLUDED AS AN ADDITIONAL INSURED, BUT ’ONLY INSOFAR AS THE NAMED INSUREDS OPERATIONS o THE CITY OF PALO ALTO li!!l SHO~tD ~ OFTHE ABOVE DESCRIBED POLICIES BE CAHCELL£D B£FOBE THE 250 HAMILTON lili!l EXPIF~.IK~ DATE THEREOF, THE ISSUING COMPANY ?ALL ENDEAVOR TOPALO ALTO, CA 94301 " liit MAIL ’-’" DAYS WRITTEN NOTIC, E TO THE CERTIFICATE HOLDER R~D TO TH~ATT: CONTRACT ADDMTNASTRATION liiiliI LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATK~ OR{~i~ LIABILITY OF AHY)K~.D UPON THE COMPANY,,,Fi’~ AGENTS OR REPRESENTATNES EXHIBIT D CERTIFICATE OF NONDISCRIMINATION CERTIFICATION of NONDISCRIMINATION SECTION 410 Certificatio 0 nd’sc" " atio ¯ As suppliers of goods or services to th~ City or Palo Alto, the firm and individuals listed below certifies that they do not discriminate in employment with regards to age, race, color, religion, sex, national odgin, ancestry, disability, or sexual preference; that they are in compliance with all Federal, State and local directives and executive orders regarding nondiscrimination in employment; and that they agree to demonstrate positively and aggressively the principle of equal opportunity in employment. The Bidder agrees specifically: 1.0 To establish or observe employment policies which affirmatively promote opportunities for minodty persons at all job levels. 2.0 To communicate this policy to all persons concerned, including all employees, outside recruiting services, especially those serving minority communities, and to the minority communities at large. 3.0 To take affirmative action steps to hire minority employees within the organization. 4.0 To be knowledgeable of the local, state, and federal laws and regulations concerning ¯ affirmative action policies and provide opportunities for employees. - Tille_of Officer Sigkl,9~:.., .~’--/t~:,#i~,,.4 , ,,lJ g //,~4-/g 7",U~.I’~Z._ .. " " Please include/a/ny additional inform~mn aL, ailable regarding equal opportunity employment programs now In effect within your company. (Please attach additional pages if necessary) END OF SECTION CITY of PALO ALTo: Non-discrimination (6/94)SECTION 410-1 PALO ALTO Police Department COMMUNICATiONS CENTER CONSULTING SERVICES: COMPUTER AIDED DISPATCH REQUEST FOR PROPOSAL (RFP) =_RFP CLOSES: June !,1, 1996 __ __~_ISSUED: May 10, 199__._ __6 PART I - TITLE PAGE CITY of PALO ALTO Contract Administration First Floor, Civic Center 250 Hamilton Avenue P.O. Box 10250 Palo Alto, CA 94303 REQUEST FOR PROPOSAL (RFP) The City ofPalo Alto, Contract Administration, request a proposal in the behalf of the Police Department, Communications Center for: PROJECT TITLE: CONSULTANT SERVICES: COMPUTER AIDED DISPATCH ~;ZESCRIPTION of PROJECT: The consultant shall, review, update and identify Palo Alto police, fire, utilities, public works, and Stanford University dispatching needs and current/future informational requirements consistent with organizational goals and objectives; prepare a cost-benefit analysis of current and proven technologies available to meet requirements and prepare a cost-benefit analysis of development of an in- house system including all incidental and related work as required by the Scope of Work under PART II herein. The SCOPE OF WORK OR SERVIC~ F!~_C~ PJSQUIREMENTS, herein describes the scope of the project, the results expected, and the requirements of the Consultant. PROPOSAL OPENING: 3:00 p.m. - Tuesday. June 11, 19_9._6_ CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1= Page 1 PART I - RFP DEPARTMENT REQUES~dJ~G: Police Department: Communications Center Project Manager: John Bush City of Palo Alto PROPOSAL DOCUMENTS AVAILABLE: Purchasing & Contract Administration 1st Floor, Civic Center 250 Hamilton Avenue Palo Alto, CA 94301 PROPOSAL REQUIREMENTS: The Proposer shall respond to allrequirements in accordance with the terms & conditions, detailed information regarding the scope of project requirements, description and all schedules of PARTS I, I!, & Iil herein. The Proposer shall be required to: (a) (b) (c) (d) (e) (f) (g) (h) agree with terms and conditions of the Agreement; provide reports, plans, designs, and costs in accordance with the Proposal docume.nts; be licensed with the State of California as required (or if required) bythis Project; give experience and financial qualifications; sign Proposal; be knowledgeable of applicable California and federal laws and regulations and local ordinances; be able to meet insurance requirements, if required; and meet any other requirements as specified. The Proposal and any accompanying documents shall be submitted in a sealed envelope marked as follows: Title of Proposal: CONSULTING SERVICES: COMPUTER AIDED DISPATCH o RFP # 87898 CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page PART I o RFP PROPOSALS TO BE DELIVERED TO: CITY OF PALO ALTO, Purchasing/Contracting Civic Center, First Floor 250 Hamilton Ave., P.O. Box 10250 Palo Alto, CA 94303 City of Palo Alto TABLE OF CONTENTS: PART I --f -’ e PART !1 - PART III - .~coDe of Work or Scrvice~ Consulting Services: Computer Aided Dispatch Section 1 Section 2 Section 3 Section 4 Section 5 Project Purpos~ Project Tasks & Requirements Project Administration & Completion Dates Proposal Content & Format Evaluation, & Selection Criteria RFP Instructior~s and Form ReQuirements. instructions A. B. C. D, Ins.tructions to Proposers Pre-proposal Conference Information Submittal Requirements Consultant Selection Process Special Conditions Form Requirements 3O5 310 410 420 650 Signature Pages Acknowledgment of Addendum Certification of Non-Discrimination Experience and Financial Qualifications Insurance Certificate Requirements PREPROpOSALCONFERENCEINFORMATION: Under PART III, L Instructions, section B. PRE-PROPOSAL CONFERENCE INFORMATION, a pre proposal conference is NOT SCHEDULED for this project. In addition to the above, see PART III, L Instructions, C. SUBMITTAL REQUIREMENTS, for additional information. CITY of PALO/~.TO: RFP (rev.12J95)RFP SECTION 1- Page 3 PART I - RFP City of Pa/o Alto Project Manager: Phone: Fax: John Bush (415) 329-2498 (415) 321o3067 ~Address For Proposal or Work related information: Contract Administration Ken M. Haskins, Manager 1st Floor, Civic Center 250 Hamilton Avenue P.O. Box 10250 Palo Alto,. CA 94303 ’ issued by and contact for ~rocedural informa~iorl: Ken M: Haskins OR Debbie Park Purchasing/Contract Administration City of Palo Alto Civic.Center, First Floor Phone: 415/329-2391 END of SECTION CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 4 PART II - SCOPE of WORK or SERVICES SECTION 300 City of Pal¯ Alto In response to the Request for Proposal, the undersigned, as Proposer declares. that the only persons or parties interested in this RFP as principals are those named herein, that this RFP is made without collusion with any other person, firm or corporation; that the Proposer has carefully examined the location of the proposed Work and the plans and specifications herein referred to; and the Proposer proposes and agrees, if this RFP is accepted, that the Proposer will contract with the City of Pal¯ Alto, to provide all necessary materials, equipment, tools, apparatus and other means oftransport services, and to do all the work and furnish all the specified requirements in the Contract, in the manner and time therein prescribed and at the prices stated in the following RFP: Project Title:~ltin_o Servi~;es: Computer Aided Disl~atch PROPOSAL (Estimated) SCHEDULI: COSTS Identification of project tasks PER SPECIFICATION SECTION OF PART II HEREIN (Rate/Fee Applied) Requirement definition study PER SPECIFICATION SECTION OF PART II HEREIN. (Rate/Fee Applied) Evaluation of hardware and software PER SPECIFICATION SECTION OF PART II HEREIN. (Rate/Fee Applied) Feasibility study and cost benefit analysis PER SPECIFICATION SECTION OF PART II HEREIN. (RatelFee Applied) CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 5 PART II - SCOPE of WORK or SERVICES City of Palo Alto ";PROPOSEDCOSTS ¯:;:~:. ::.::..~i ~:-’::. ’":~:::::N(311RR ========================== -:::~: .....::- :. ":.’ 5.Reports preparation PER SPECIFICATION SECTION OF PART II HEREIN. (RatelFee Applied) Grand Total of Estimated Cost of Proposal~= Notes and Requirements Proposers. Award and execution of the Contract shall be as described in the Request for Proposal documents. *THE SELECTION CRITERIA as determined by the Project Manager will be the basis for determining the "lowest responsible proposer". The "Proposal Cost Worksheet" provided above is for budgetary purposes only and the final fees and costs will be negotiated by the Project Manager after the selection of the Consultant is made. Prices and total shall include all applicable taxes. If errors in extensions and totals exist, the written unit rate with corrected extension and total shall prevail and will be considered as the actual base bid proposal amount. PROPOSER’S SIGNATURE IN PART III, SECTION 305 (HEREIN) CONSTITUTES AN AGREEMENT TO THE TERMS AND CONDITIONS OF THIS SECTION (PART II; SECTION 300) END OF SECTION 00001 CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 6 Police Department COMMUNICATIONS CENTER CONSULTING SERVICES: COMPUTER AIDED DISPATCH REQUEST FOR PROPOSAL (RFP) PART !1 SCOPE of WORK or SERVICES CITY of PALO ALTO: RFP (8/95) PART II - SCOPE of WORK or SERVICES City of Palo Alto REQUEST FOR PROPOSAL (RFP) CONSULTING SERVICES: COMPUTER AIDED DISPATCH SECTION 1 - PR~ The public safety function is an information-intensive environment. As technology allows for access into multiple computer systems and faster retrieval of data from those systems, the need for timely information is paramount. The City of Palo Alto requires a consultant to review, update and identify police, fire, utilities, public works and Stanford dispatching needs and current or future informational requirements consistent with organizational goals and objectives; prepare a cost/benefit analysis of current and proven technologies available to meet these requirements and prepare a cost/benefit analysis of development of an in-house system and identify feasible alternatives which have the potential to meet the objectives and requirements. BACKGROUND The City of Palo Air0 has undertaken a multi-year project to provide solutions designed to effectively manage the Police Department’s current and future informational requirements. A commitment to the proiect was made in the 1990-91 Capital Improvement Plan when the City Council approved funds to develop a Law Enforcement and Consolidated Information Management Plan. An initial part of that plan included a consultants review of systems in use within the Department and Communications Center. To date, optical imaging, mobile data computers, upgrades to records management system and message switching portions of the plan have been implemented. crrY of PALO ALTO: RFP (rev.12/95)RFP SECTION !- Page 7 PART II - SCOPE of WORK or SERVICES City of Palo Alto The City of Palo Alto is a charter city of approximately 57,000 people, located 35. miles south of San Francisco in Santa Clara County. High technology industry, due in part to the closeness of Stanford University, increases Palo Alto’s day-time population to more than 125,000 people. The city is unique in its operation of city- owned utilities such as gas, water and electrical services. POLICE DEPARTMENT BACKGROUND. The Palo Alto Police Department consists of ninety-five (95) sworn officers and seventy-two (72) civilian personnel. The Communications Center provides radio dispatching services for Police, Fire, Paramedics, Utilities and Public Works for the City of Palo Alto and Stanford University. Approximately 50,000 Palo Alto Police calls-for-ser.vice, !0,500 Stanford Police calls, 31,000 9-1-1 calls, 7,000 Fire/Paramedic calls and 19,000 Utility calls are dispatched annually. The Center is staffed 24 hours a day by a total of 16 Dispatchers and 4 Chief Dispatchers. ~M BACKGROUND_ The police department’s current law enforcement system utilizes two separate software solutions. The department’s records management system (RMS) operates on Tiburon’s VT-PRISM which they recently purchased from OCS. Dispatched calls-for-service utilizes ACES, an unsupported software package from Vision Technology. These software packages operate on an HP-3000/947 with more than 75 work stations connected to it throughout the department. It is important to note that for the purposes of this project, the City is not confined to solutions that operate in the Hewlett Packard environment. The department has implemented on-line access of multiple computer systems from patrol vehicles and has recently conducted an unsuccessful search for a vendor to provide a Computer Aided Dispatch system. The Fire Department utilizes an in-house records management system which allows access of some record information to the Communications Center. Currently residing on an HP3000/949 computer system are several custom software programs which provide dispatchers access to fire incident, reporting information (UFIRS), inspection and occupancy files containing information on hazardous materials at iocat!ons, and on-duty personnel rosters. CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 8 PART II o SCOPE of WORK or SERVICES City of Palo Alto As a part of the multi-year project, the Police Department has implemented the. following solutions to needs identified in the 1990 needs analysis report: Optical Imaging -The department implemented an Optical ,Imaging systen~ in 1992. All police reports are scanned, indexed and retrieved from optical disks within seconds on the department’s PC’s. Mobile Data Computers In Police Cars - The department utilizes Compaq laptop computers in patrol vehicles, communicating through a radio modem and Motorola Spectra radio over an 800MHz dedicated data channel. The software controlling this communications process is Traffic Master II provided by Western DataCom which is connected to outside databases through a message switch, Records Management System - As part of the multi-year plan, enhancements and upgrades were made to the current VT-PRISM modules to bring them to the most up-to-date version. These applications are running on an HP3000/947. Message Switch - The department is connected to a variety of internal and external databases utilizing a message switch from Eclipse Software. This system interfaces with the Traffic Master MDC controller software as well as the HP3000/947. This enables over 75 PCworkstations and notebook computers in patrol vehicles access to internal V3"-PRISM and external local and state law enforcement database systems. CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 9 PART II - SCOPE of WORK or SERVICES ~ 2 o pROJECT TAS~ City of Palo Alto The consultant shall, through discussions and analysis, identify the current and future needs for a Computer Aided Dispatching system for the City of Palo Alto. The consultant shall address organizational objectives and needs as they relate to the department’s dispatching goals; determine departmental resources including City staff assistance and access to information; and provide a schedule of tasks to be performed to complete the project. ~ Reauirements Defiqitiop Study_’ The purpose of the requirements definition study is to validate information related to CAD as identified below, and identify any current and anticipated informational requirements and needs in the dispatching function. The 1990 report identified the following needs and requirements for a computer aided dispatch system: Ability to access external databases SL~ch as SLETS, CLETS, and NCIC through a single query to speed-up field access of critical information. Ability to transfer CAD incident information to RMS in order to avoid manually re-entering CAD data and provide more timely access to CAD information. On-line access t0~other City information including Fire. Ability to automatically dispatch field units to calls without radio broadcast of the information. Automated tracking of unit status so that all Communication Center position can simultaneously monitor calls. Ability to maintain hazard information on the CAD system by location address. System should automatically check and validate incident addresses. Capability of automatically selecting and alerting Correct fire station based on incident location. Ability to provide first responder information for emergency medical dispatch. CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 10 I! - SCOPE of WORK or SERVICES City of Palo AltoPART Capability of separating call taking and dispatching functior~s, with the - transfer of call information performed easily. Provid~ automatic transfer of E-9-1-1 ANI/ALI information to CAD system to reduce data entry requirements, Need to automatically synchronize CAD timing with logging recorder. ¯Capability of storing pending calls for service, separated by dispatcher function. Need to provide user friendly formats for data entry and retrieval. Systems should have complete "help" instructions available on-line. System should have automated access to telephone paging for individual and group call-out. System should be capable of supporting CAD and RMS for multiple agencies. The consultant shall perform personnel interviews and personnel job/task observations; identify problem areas; perform all the necessary analysis to develop and provide recommendations for significant improvement in police and dispatching information management processes in the identified problem areas; develop recommendations for each problem area including necessary integration with any existing system; cost estimates; justifications; and a description of probable impacts on the work group. The City of Palo Alto’s computer environment currently consists of: HP9000 UNIX based Servers. informix and Oracle Data Base Management Software. In-house application development is performed using PowerBuilder. Workstations (Personal Computers) communicate to the UNIX servers over an Ethernet network using Walker, Richer and Quinn’s Reflection Network Series for Windows software. CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1o Page PART II - SCOPE of WORK orSERVICES City of Palo Alto Transmission Control Protocol over Internet Protocol (TCP/IP) is also supported to connect Personal Computers to the HP UNIX servers. The City has an Internet presence, consisting ofthe City’s Home Page and a Fi~ewall for network security. Personal Computers are running Windows for Work Groups and moving towards the NT operating system. The Personal Computers are connected via LAN Manager network operating system and moving towards the NT network operating system. The Personal Computer servers are Pentium processors operating under NT. The servers provide file/data, print, and application sharing. The consultant shall.develop a recommended list of technologies which would meet the City’s requirements. Hardware and software evaluations will be performed to support decision making and for matching groups of products to the city’s requirements. Feasibility study and cost benefit analysis The objective of the analysis/feasibility study is to provide the City Council and City staff with adequate information to analyze and evaluate the alternative approaches for improving the dispatching information management processes and to assist in the decision process associated with system alternatives recommendations. The consultant shall review the organization’s requirements and the proposed solutions and evaluate each proposed solution on the basis of the technology available and proven in the current environment. The results of the cost benefit analysis will provide the City Council and City staff with adequate cost and benefit information to determine the benefits versus cost of available Uoff-the-shelf" products and in-house development of a customized computer aided dispatch system. The results of this analysis, in conjunction with the feasibility study results, should provide the information for the decision making process relative to the merits of the development of a dispatching information management system. The consultant shall evaluate the feasibility of an in-house development approach for reasonably achieving the department’s objectives and CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 12 =ART II - SCOPE of WORK or SERVICES shall identify and propose a recommended approach. Cit~, of Palo Alto The consultant shall prepare a report that details the results, analyzes the information gathered, and identifies the costs and benefits of the feasible alternatives. The cost benefit analysis report shall describe in detail the scope and methods used in the analysis. The report shall list all benefits, including those benefits that are not quantifiable. The report shall rank the optional systems in ascending order of cost and descending order of benefits (e.g., lowest cost most benefits, next lowest cost most benefits, etc.). In addition to the report, the consultant would be expected.to participate in any public hearings and/or City Council meetings on the topic. SECTION :3 -PROJECT ADMINISTRATION & COMPLETION DATES PROJECT ADMINISTRATION The contract will be administered by John Bush, Project Manager, Police Department. All questions and matters related to the project shall be brought to the attention of the Project Manager. Any procedural information may be obtained through the Contract Administration Manager. PROJECT COMPLETION DATES The overall study shall be completed and delivered to the Project Manager no later than October 1, 1996 CITY of PALO ALTO: RFP (rev.12/95)-RFP SECTION 1- Page 13 PART II o SCOPE of WORK or SERVICES Cite/of Pal. Alto The following will be considered the minimum contents of the proposal: A cover letter with signature including a restatement of the objectives to show or demonstrate the responder’s view of the nature of the project and ability to meet target dates. An outline of the responder’s background, references and experience in performing this type of study with particular emphasis on local and state government work for the areas of computers, networking, records management and police and fire CAD systems. Identification of consultant personnel assigned to conduct this project and detail their training and experience. Provide a minimum of three (3) references for both the firm and the personnel who will be assigned to this project. All references will be for work performed within the last three years. No change in consultant personnel assigned to this project will be permitted without the approval of the Project Manager. A detailed cost and work plan which will identify the.major tasks to be accomplished and be used as a scheduling and management tool. as well as a basis for invoicing. A sample copy of previous work performed that best meets the requirements of this proposal. A matrix identifying the level of participation and hours required in the project by City.of Pal, Alto employees. F. A time line identifying the completion points of the scope of work. CITY of PALO ALTO: RFP (rev.l?_/95)RFP SECTION 1- Page 14 PART II o SCOPE of WORK or SERVICES City of Pal. Alto The criteria upon which the proposals may be reviewed are listed below. Rating of criteria will be on a scale of 1 - 10t, with 10 being the highest. The top three highest total scores will be.invited for an interview. The combined score of the rating and interview will determine who receives the award of proposal. 1.Restatement of objectives 10 X 2.Work plan submitted (show ability to provide final reports by October 1, 1996)10 Previous experience of firm in computers, needs analysis of law enforcement and consolidated dispatch systems, technologies and experience in working with governments Previous experience of consultant staff assigned to this study Referer~ces of consultants (minimum of three (3) references Costs Financial stability of firm (attach annual report or other indicator of financial stability Vendors explanation of anticipated assistance from the City of Pal. Alto employees ~ 13 X = 8 × = 5 X = 5 X = ,2 X = 2 X = Grand Total CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1= Page 15 PART !1 - SCOPE of WORK or SERVICES City of Palo Alto ¯ The reviewer will analyze each criteria and use the following input to determine the 1-10 points to be awarded: quality and content of [esponse 40% readability and understanding 40% format 20% End of Section CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 16 Police Department COMMUNICAT/ONS CENTER ¯ SERVICES: COMPUTER AIDED DISPATCH REQUEST FOR PROPOSAL (RFP) PART Iil- CONTRACT ADMINISTRATION INSTRUCTIONS & FORMS CITY of PALO ALTO: RFP (4/96) PART ill - INSTRUCTIONS and FORMS A. INSTRUCTIONS TO PROPOSERS: City of Palo Alto - RFP ..~oJ;g~=~L.E~I:~=~ Proposals shall be submitted in accordance with the following Instructions to Proposers and the Scope of Work or Services - Specifications and Requirements (PART III, herein) to receive consideration: 1.0 Unless otherwise called for,~ of the Proposal, typewritten, shall be submitted. 2.0 Proposals shall not contain any modification of the work or services to be doneunder the scope of the project. Alternative proposals are acceptable when called for. Exceptions to ¯ requirements must be clearly identified in writing with full explanations. 2.1 When requested, the Consultant shall furnish a statement of financial . responsibility and experience in the Proposal. 2.2 Before submitting a Proposal, the Consultant shall examine and read the enclosed documents, visit the site of the services to be provided if applicable~ and be informed as to all existing conditions and limitations. 3.0 This RFP shall not commit the City to award a contract, to pay any costs incurred in the preparation of proposal made in response to this RFP, or to procure or contract for services. J~~ If any person contemplating the submittal of a propo.sal for the Project is in doubt as to the proposal procedures, such proposer should contact the City Manager of Purchasing/Contracting. If he is in doubt as to the true meaning of any part of the requirements, work, or other proposed agreement documents, he should request that the City Project Manager provide a written interpretation or correction thereof. The proposer submitting the request will be responsible for its prompt delivery. Any interpretation or correction of this RFP will be made only by addendum sent to those who have received an RFP. City Will not be responsible for any other explanations or interpretations of the RFP. ’ ’ ¯ Any proposer may withdraw a proposal, either personally or by telegraphic or written request, at any time prior to the scheduled closing time for receipt of the proposals in response to this RFP. No proposer may withdraw a proposal for a period of sixty (60) days after the time and date set for opening thereof. ~ Than One Proposal." No pe.rson, firm or corporation shall be allowed to file or be interested in multiple proposals for the same work or services unless alternative proposals are requested. ~ddPJ:KJum~ Any addendum issued during this RFP processshall be indicated in the RFP response (PART I1. =Acknowledgement’) and shall be made a part of the agreement between the City and the selected consultant. ~ Unless receipt of this RFP is acknowledged, .in the form of a letter or a "no response,= the Consultant’s name may be removed from the applicable mailing list. Mailing lists are maintained ¯ solely as an accommodation to proposers. A "No Response" response may be submitted on company CITY OF PALO ALTO - RFP (Rev.9/94)¯ InstruclJons Page 1 PART I!1 o INSTRUCTIONS and FORMS City of Palo Alto - RFP letterhead or via FAX. Purchasing’s FAX: (415) 329-2468. .(~oenlno of Proj;zg,~3J~ All proposals, regardless of any irregularities or informalities, will be opene~ and only the ~ of the consultant publicly read aloud at the time and place set forth herein. Late (delivered) proposals may be rejected. 1.0 In cases where only one proposal is received, such proposal will be pubiicly opened and the name of the consultant read aloud. Proposers, or their representatives and other interested persons, may be present at the opening of the responses to the RFP. ~ In case of discrepancy between words and figures when evaluating the proposals, the words shall prevail; provided, however, that the City reserves the right to construe any proposal according to its true intent where it contains a patent mistake. J~Lt~ The City reserves the unfettered right to reject all proposals for any reason or for no reason, to re,advertise a proposal, or to cancel a proposal listing and elect to perform the Project and Work itself. The City reserves the right to reject as non-responsive any proposal which is incomplete, modified, unsigned, or illegible or which is not otherwise submitted in accordance with the requirements of this Request For Proposal. " ’ Proposer shall be deemed an independent contractor and not an agent, subcontractor or employee of the City. Proposer shall not enter into a subcontract agreement without City’s prior consent. The Services and Work required are attached hereto as PART II.and incorporated herein by this reference. B~I=~.~j~m~ Any reference to "cost" or =costs= throughout this document is done so purely on the basis of discovering the relationship of the overall estimated costs to budget available. The City shall select these services on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services and work required. ~d Verifica~ 1.0 Consultant shall submit invoices, monthly, in triplicate for the cost of services provided during periods or as may be required in PART II as specified. Such costs shall be identified as defined in the Proposal project tasks and requirements from PART II of this RFP, with sufficient detail to provide verification of the invoiced amount. Invoices shall include all applicable supporting documentation and shall group charges by fee {where applicable), payroll costs billed and other expenses. 1.1 Invoices with proper documentation, and references, as outlined herein shall be submitted to the: CITY of PALO ALTO P.O. Box 10250 Palo Alto, CA 94303 Attention: John Bu,~L~L0~ CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page PART III - INSTRUCTIONS and FORMS City of Palo Alto - RFP So 2.0 Consultant shall maintain books and records supporting all reimbursable costs for services provided under the agreement. City shall have access (within normal business hours) ¯ to such books and to all other records of the consultant as required to verify any and ell reimbursable costs invoiced. PRE-PROPOSAL CONFERENCE INFORMATION A pre-proposal conference IS (NOT) SCHEDULED for this project. C=SUBMITTALREQUIREMENTS As a minimum, interested consultants shall provide the following: ° 4. 5. 6. = A brief statement of the consultant’s overall understanding of the nature of the project and the services to be provided under thi~ RFP. A detailed description of the approach proposed for completion of the Project, in accordance with the specifications or scope of work outlined in this RFP. In addition, the Project Manager will evaluate and select the proposal indicating the best methodology used in related computer aided dispatch services, analysis and studies. A brief description of the background and capabilities of the consultant, end any subconsuttants, and a statement of direct relevant experience with similar projects. Completeness of the Proposal submitted. Names of specific individuals, of both consultant and any subconsultant firms proposed for this project, including their role and relevant experience with similar projects. Estimated cost of overall project, selection criteria, and cost of fees. The proposal shall include a detailed breakdown of costs by product and hourly rate of the consultant and any subconsultants. Three references including contact name, address and phone number for both firm and project personnel. CONSULTANT SELECTION PROCESS As a minimum, the evaluation of the proposals and selection of the consultant, including any proposed subconsultants, will be based on the following as well as the criteria listed in PART Qualifications and experience of proposed project manager and key staff; Similar experience and expertise in the type of work required; Demonstrated experience and methodology used in performing analysis and studies associated with computer aided dispatch projects; The response to this RFP, including the consultant’s approach and methodology proposed; and, The proposed fee relative to the services to be provided. The City may conduct interviews with the finalists candidates prior to selecting a consultant. The interviews may be scheduled by the Project Manager. Finalists will be notified of the time and place of the interviews. Consultant will be selected based on the evaluation of proposals and interviews. END of SECTION CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page 3 PART III - INSTRUCTIONS and FORMS Cite/of Palo Air0 - RFP ’ When applicable, ell designs end construction drawings, specifications, reports and related design or construction documents or any other documents under the Project shall, if required by federal or California law or regulation, be certified by a registered professional engineer licensed .to practice within the State of California. ’ The selected consultant and any subconsultant may be required to comply with City’s conflict of interest code by filing a financial disclosure form entitled ~Statement of Economic Interest, Form 730." This will depend on whether the consultant or subconsultant is a consultant so defined under the California Political Reform Act and whether the range of duties and the services to be provided under the agreement entails the making or participation in the making of decisions b~ the consultant or subconsultant which may. foreseeably have a material effect on any financial interest of the consultant or subconsultant with respect to the agreement and the nature of the services to be rendered will not be limited in scope nor .primarily ministerial in nature. ~ Performance of the agreement by each party shall be pursued with due diligence in all requirements h~reof; however, neither party shall be liable for any for delay or nonperformance due to causes not reasonably within its Control. In the event of any delay resulting from such causes the time for performance and payment hereunder shall be extended for a period of time reasonably necessary to overcome the effect of such delays, in the event of any delay or nonperformance caused by such uncontrollable forces, the party affected shall promptly notify the other in writing of the nature, cause, date of commencement thereof and the anticipated extent of such delay, and shall indicate whether it is anticipated that the completion dates would be affected thereby. ~ The selected consultant must provide a certificate of insurance in a form acceptable to City’s Risk Management prior to entering into the agreement. The certificate shall evidence the consultant’s insurance coverage in the forms and amounts set forth in Exhibit "A= or SECTION 00650 to this RFP. The consultant shall maintain such insurance as will cover and include the entire obligation assumed in the agreement as well as such insurance as will protect the consultant from claimsand liability under Worker’s Compensation Acts, personal’liability, property damage, and all other claims for damages, including personal injury, and death, which may arise from operations under the agreement. For additional information contact Purchasing, (415) 329-2178. ~ All drawings, plans, reports, specifications, calculations, and other documents prepared by the consultant under the agreement shall become the property of City. In addition, any advertising, Iogos, graphics or other, similar items developed at City’s expense shall become the property of City. At City’s request through Purchasing or the Project Manager, such documents or items shall be delivered to City upon completion of consultant’s services under the agreement; however, the consultant may retain and use copies thereof. All non-final drafts, notes and working documents prepared by the consultant during the term of the agreement, shall be retained by the consultant for a period of three years, and shall be available to the City for review and copying upon 48 hours written notice. ¯Consultant shall maintain accurate and complete records specifically relating to the Services provided under the agreement. Consultant shall also keep records and books of account showing all charges, disbursements, or expenses made or incurred by consultant in the performance of the service herein. Records shall be created which are relevant in determining whether consultant is complying with its obligations hereunder. City shall have the right to inspect and audit the books, records, and other items relating to this Agreement. Consultant shall provide security and retain such CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page PART Iil - INSTRUCTIONS and FORMS Cite/of Palo Alto - RFP records and items for a period of three years from date of final payment under this agreement. ~ The Consultant agrees that any data provided by the City shall: 1.0 Be kept in confidence and not disclosed to third parties without the prior written approval of City; and Not be used in the production, or design of any article or material, report or press release, without City’s prior written consent. These obligations shall survive the termination of the agreement. The consultant shall return and deliver all data to City upon City’s request, and in any event upon the completion or termination of all work hereunder, whichever first occurs, and the consultant shall be fully responsible for the care end protection of data until such delivery. ~ Consultant shall develop and maintain a detailed schedule for the work required under the agreement. Consultant shall submit progress data as required by the Project Manager which shall include the percentage complete and actual start date and actual finish date for all activities worked on by consultant under the Project as required by the Project Manager. ~j~ Should any proposer contemplate subconsulting any part of the work or services under the Scope of Project, it shall submit with its proposal a description of the work or service to be done under such subcontracts together with the name of the proposed subconsultants who shall perform any part of the Project. ~ Except where specifically provided, the proposal fee(s) shall include all federal, state, and local sale~, use, excise, transportation, privilege, occupational, and other, taxes applicable to service, materials or equipment furnished under the agreement or by the consultant’s payroll. The consultant agrees to indemnify and save City harmless from and against any liability for any such taxes, or payroll premiums and contributions. ~ The agreement shall not be assigned or transferred without the written consent of City. No changes or variations of any kind are authorized without a written and signed amendment to the agreement. 1.0 The selected consultant shall be required to unconditionally warrant that it shall use sound and professional principles and practices in accordance with the highest degree of skill and care as those observed by national firms of established good reputation as well as the current normally accepted industry standards, in the performance of services required herein. The performance of the consultant’s personnel shall atso reflect their best professional knowledge, skill and judgement. 2.0 If any failure to meet the foregoing warranty appears during the term of the agreement the City may terminate the agreement and require reimbursement of all expenses necessary to replace or restore such services. ~ The setected consultant I~ereby agrees to protect, indemnify, defend and hold harmless City, its officers, agents, and employees from any and all demands, claims or liability of any nature, CITY OF PALO ALTO - RFP (Rev.9194)instructions Page 5 PART III o INSTRUCTIONS and FORMS Cit~, of Palo Alto - RFP including wrongful death, caused by or arising out of the Consultant’s, its officers’, agents’ or employees’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which the law may impose strict liability on the Proposer in the performance or nonperformance of the agreeme~it. .Affirmative Action Re(~uirernent: The Consultant shall be required to comply with all laws concerning non-discrimination and affirmative action in employment, and shall be subject to all penalties, including penalties set forth in the Palo Alto Municipal Code, in the event of a violation of this provision. City’s affirmative action guidelines and compliance report forms are available, when required, at the office of the Purchasing Manager in addition to those included herein. ~J~ Persons with disabilities who require auxiliary aids or services in using City facilities, services or programs; or who require this document be provided in other accessible formats; or who would like information on the City of Palo Aito’s compliance with the Americans with Disabilities Act (ADA) of 1990 should contact the ADA Director for the City of Palo Alto at (4! 5) 329-2550. J~ At all times the consultant shall be deemed to be an independent contractor and the proposer shall not be authorized to bind City to any contract or other obligation. Under the agreement, the consultant shall certify that no one who has or will have any financial interest under the agreement is an officer or employee of City. F~ The agreement between City and the selected consultant will constitute the entire agreement of the parties hereto, and will supersede any previous agreement or understandings. The agreement may not be modified except in writing and executed by both parties. .~ The laws of the State of California shall govern this RFP process and the agreement. All services provided to City shall comply with all policies, rules and regulations which may be in effect during the term of the agreement, as well as all federal, California and local statutes, ordinances, and regulations. End of Instructions Section CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page 6 PART III -PROPOSAL FORMS SIGNATURE PAGE SECTION 305 ~SERVICES: COMPUTER AIDED DISPATCH - RFP #87898 The undersigned hereby certifies that, directly or indirectly, they or their representatives and agents have not colluded with other parties interested in this Proposal.. Consultant OR Contractor is a: r~ California Corporation, or a r~ California Limited Liability Company, or a ID Corporation organized under the laws of the State of. head offices located at. and offices in California at. (Attach addendum if necessary) ID Sole Proprietorship including any fictitious business name (i.e., =dba’), or a ID Partnership (list names of partners; state which partner or partners are managing partner(s). (Attach addendum). 1-1 Other (Attach addendum specifying details). Dated 19__ Name of Consultant:Signature of Officer/Owner: Title:Printed Name of Signatory: Address #1:Address #2: City’: Fax No: Name of Contact Person: State, Zip: Telephone: IRS #: Telephone: CITY of PALO ALTO: Signature Page - (12195)SECTION 305-1 PART I!1 -PROPOSAL FORMS SECTION 310 CONSULTANT’S SPECIAL LICENSE REQUIREMENTS When applicable, and subject to verification of good standing, the Consultant shall submit a copy of its current professional license as issued by the State of California under Chapter 9 of Division III of the California Business and Professions Code (Sections 7000 ~). The copy of the license shall be attached to the Signature Page herein. ’ ACKNOWLEDGEMENT OF ADDENDUM(S) During the RFP process there may be changes to the documents which would require an issuance of an Addendum or Addenda. To assure that all Consultants receive the update or change Addendum, the following acknowledgement and sign-off is required. NOTE: Failure to execute the following may be Considered as an irregularity in the request for proposal process. Receipt of the following Addendum is acknowledged. The Consultant acknowledges that the information contained in the addendum has been considered in the preparation of this RFP. Addendum NO. (Nonem), (1~), (2~), (3__), (4.=__), (5~) (Check appropriate space/number above) Signature of Consultant Company END OF SECTION CITY of PALO ALTO: Acknowledgement o (8-95)SECTION 300-2 CERTIFICATION of NONDISCRIMINATION SECTION 410 "Certification Of Nondiscrimination: As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed below certifies that they do not discriminate in employment with regards to age, race, color, religion, sex, national origin, ancestry, disability, or sexual preference; .that they are in compliance with all Federal, State and local directives and executive orders regarding nondiscrimination in employment; and that they agree to demonstrate positively and aggressively the principle of equal opportunity in employment. The Bidder agrees specifically: 1.0 To establish or observe employment policies which affirmatively promote opportunities for minodty persons at all job levels. 2.0 To communicate this policy to all persons concerned, including all employees, outside recruiting services, especially those serving minority communities, and to the minority communities at large. 3.0 -To take affirmative action steps to hire minority employees within the organization. 4.0 To be knowledgeable of the local, state, and federal laws and regulations concerning affirmative action policies and provide opportunities for employees. Firm:DAT!~: Title of Officer Signing: Signature. Please include any additional information available regarding equal opportunity employment programs now in effect within your company. (Please attach add~onal pages if necessary) END OF SECTION CITY of PALO ALTO: Non-discrimination (6194)SECTION 410-1 PART III -SUPPLEMENTAL FORMS SECTION 420 CITY of PALO ALTO EXPERIENCE AND FINANCIAL QUALIFICATiONS The following information concerning the experience and financial qualifications of the Consultant are a required part of the Proposal. This information may be included in the Proposar’s proposal format, this format is provided for information required only. The information may be used in the Proposal’.s evaluation and is certified correct by your signature herein. PROJECT NAME: ""¯outer Aided Dispatch Name of Company: Name of Insurance Carrier:, Phone Number:,Policy Number:, 1.How many years have you (or your firm) done business under the name listed above? .3. How-many years experience have you (or your firm} had which is similar in nature to the work covered in the Proposal? Please provide (in your proposal) relevant references to contracts satisfactorily completed in the last three (3) Years. The information should include: Year; Type of services; Company/Agency name and location;, end Contract amount. 3.1 Have you (or your firm) previously worked for the City of Palo Alto7 [] Yes [] No If yes, please include the information in your proposal. Rease provide (in your proposal) a list of the Project’s management staff of the proposer Who will manage the proposed work as may be required by the Scope of Work or Services listed herein.The information should include: Name; Years of Experience; Field of Expertise[ Capabilities. 5.State location (in your proposal) of information requested under items 1 - 4 above: 1.2.3.4. Consultant (Company Name) (Name/Title)(Date) CITY of PALO ALTO: Experience/Financial (4/94) END OF SECTION SECTION 420 PART II! - INSURANCE REQUIREMENTS Long Form City of PaiD Alto: Insurance Requirements for" Contractors CONTRACTOR: PROJECT MANAGER: CONTRACT NAME: John Bush, Police-Communications Center Services: Computer Aided Dispatch SECTION 650(~ THE INSURANCE REQUIREMENTS CHECKED BELOW AREREQUIRED FOR THIS CONTRACT. TYPE O~ ~E REQUIREMENT LONG FORM ~,linimum Umil~ Automobile Ll~blllt~ ................... ............; ..............; ..........................;’:’; .................................................. ,Comprehensive General Uability: INCLUDING: o PF.RSONAL INJURY " ~OAD FORM ~ ~E ,Comprehensive Automobil~ Uablllty: INCLUDING: " HIRED Profe~Jonal Liability: INCLUDING: ¯ERRORS AND OMIS_~JChN~¯MALPRACTICE (ff Applic=b~) ¯NEGLIGENT PERFORMANCE BOOILY INJURY PROF~RTY DAMAGE B~30~LY INJURY & PRetTYDAMAGE COMBatED INJURY 11.000.000 $1,000,000 INJURY & PROPF.RTY ALL DAMAGES S I’,000,000 ~ ,THE CITY’ OF PALe ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED A. D. E. F. The City or Palo Alto, its officers, agents end employees are named as additk~al Insured, but only as to work performed under contract. Said coverage ~s to tt~ Ck’y ol’ Palo AXo. et~., ~ be pdrna~ coverage, without offset against City’s existing Insurance and any other insurance carded by the City being excess Insurance only.Whets the work Imolves grading, paving, excavating, ddlling or other underground work, the policy Includes destruction of wires, conduits, pipes, ~, or othe~ drn~r pmpe~ or any apparatus in conne~on therewith below the surface of the ground whether owned by third parties or the City o1’ Palo Alto. Where the wor~ InvoNes excavating, collapse coverage is provided in the amounts above. The policy Includes a "Severabil~ ot’ Interasr I~’ovislon. Deductibles over $5,000 must be indicated and are subject to =pproval. If such policies are cancaled or changed during the per~:~d of coverage as ststed herein, In such a manner as to affect the Certificate, thirty (30) days written notice will be mailed to the City of Palo Alto, Contract Administration, P.O. Box 10250, 94303. The Eab~7 ~ pdicy includes a contractual liability endorsement providing insurance coverage for Contractor’s agreement to indemnify the City. The coverage afforded under the pdicies is subject to all terms of the policies designated herein and meets all of the provisions called for herein. END OF SECTION CITY OF PALe ALTO: insurance Requirements (REV.6/94)SECTION 00650.1 City of Palo Alto City Manager’s Repo.rt TO:HONORABLE CITY COUNCIL ATTENTION: FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: POLICE AGENDA DATE: SUBJECT: February 13, 1996 CMR:143:96 Rejection of Proposals for Computer Aided Dispatch System and Approval for Consultant Assistance REQUEST. In September 1995, the Finance Committee approved additional funding for the Police Information Systems Mast~" Plan Capital Improvement Project associated with the purchase and installation of a Computer Aided Dispatch System (CAD). The additional funding had been requested after staff had identified Unisys Corporation through an RFP process as the vendor from which the system would be purchased. Since then, during negotiations with Unisys, staff has met withseveral significant obstacles and has obtained information that has led to the determination that it would not be in the City’s best interest to continue negotiations with Unisys. Therefore, staff requests that Council authorize staff to reject the proposal..Based upon this recent experience and due to the fact that five years have elapsed since the original needs analysis was completed regarding CAD, staff also requests authorization to use existing ,Capital Improvement Project (CIP) funds to hire a consultant to update the analysis, conduct in-depth research into available systems, and to provide information regarding the feasibility and cost effectiveness of in-house deve!opment of a CAD system versus the purchase of a system from a vendor. RECOMMENDATIONS Staff recommends rejection of all original proposals for a CAD system and recommends Council provide authorization to contract with a consultant to update the needs assessment, to provide more extensive information about current CAD systems, and develop recommendations regarding in-house development versus purchase of a CAD system. After approval of the Finance Committee and Council, staff would follow the City’s request for proposal procedures for consultant selection and return to Council for approval of an agreement with a consultant. CMR:143:96 Page POLICY IMPLICATIONS . There are no policy implications associated with the recommendations contained in this report. Pending Council approval and the recommendations developed by the consultant, a policy decision regarding the decision of in-house development or purchase of a CAD system would probably have associated policy implications. EXECUTIVE SUMMARY Summarypf P~roA~ Information regarding the history of the CAD. project is contained in the attached CMR: 404:95. Preliminary negotiations with Unisys began in June 1995. Based on those discussions, staff returned to the Finance Committee on September 11, 1995 and received approval for an additional appropriation of $82,000 for CAD and $48,000 for the Fire CIP for the fire alerting system. At that time, staffwas fairly comfortable with proceeding with Unisys, based upon the information received through site visits, discussions with other agencies, and information from other vendors. Since that time, negotiations with Unisys have occurred in order to provide more detailed specifications of the system’s capabilities-and customization.During these negotiations,. however, several significant concerns surfaced. Co.__.ncerns. Staff learned that a Unisys CAD implementation in Pierce County, Washington, was not proceeding well. Of the four major components, Unisys was late delivering all of them and three did not work correctly. Although. they are trying very hard, problems were still being encountered. This experience has created concern regarding Unisys’ ability to deliver a workable product on time. Very recently, Unisys Corporation announced a $676.8 million dollar fourth-quarter loss and as a result is expected to lay off7,900 workers. While Unisys is a Fortune 500 corporation and is not in jeopardy of going out of business, this development, together with the unconfmned information that they are considering eliminating their project to develop a police records management system, raises considerable doubt about the Company’s continued involvement in public sector systems development, sales and support. CMR:143:96 Page.2 of 5 Additional concerns raised during meetings With Unisys centered on their software’s.ability to fimcfion on the City’s preferred hardware and network systems. The City’s computer architecture is Hewlett Packard for computer hardware (mini and personal computers) and installation of Windows NT as its network operating system. Unisys stated that their application was compatible with the City’s computer environment software and provided cost estimates to that effect as part of their proposal. However, during discussions it became evident that Unisys was not willing to agree to the original cost estimates and that costs would significantly increase. Unisys representatives also indicated that they could not guarantee that the product would perform as expected if it were on a platform other than Unisys proprietary hardware. A/though Unisys has not provided exact figures, staff estimates the increase to range between $37,000 and $50,000. Due to these concernsabout system capability, staff believes it is not in the best interest of the City to continue negotiations with Unisys. Staffhas learned that a number of companies that heretofore had manufactured CAD systems are getting out of the public sector arena. CAD, f~’e and police records management systems usually are highly customized to meet the needs of individual agencies. Therefore, such systems are labor intensive and, consequently, it is not cost effective to develop software programs requiring that level of customization. One of the largest manufacturers Of CAD systems, and one that has been considered the most stable by experts in the industry, has recently sold their public sector division to another company. Another CAD provider is a/so in danger of going out of business. Additionally, one of the companies that submitted a proposal has since actually gone out of business. As a result, staff is concerned that the instability of the industry may have negative impacts and subsequent cost increases on the implementation of a CAD system. Alternative Op~ons From the beginning ofthe project, staff has taken a very cautious approach. As a result of this approach the experience of other agencies, who rushed into the purchase of CAD systems only to run into cost overruns, system incompatibilities, and/or failure of the systems to meet their needs, has been averted. Staghas considered several alternative courses of action. One option would be to select another vendor from those that originally submitted proposals. This option has been rejected for several reasons. Some of the proposals were submitted with associated costs well over $500,000, while other proposals did not appear to meet the needs of the City. One option staff considered was to initiate another RFP process. Staff is not confident that this would be a productive use of time, because only seven vendors submitted proposals originally; CMR:143:96 Page 3 of 5 and some of those vendors, as previouslY mentioned, have subsequently gotten out of the CAD business. Staffhas considered the alternative of developing an in-house system. Based upon the City’s recent experience with the Utility Customer Information System and the lessons learned from that experience, staff is very mindfifl of not pursuing this alternative without substantial research and thought. As a result, staff is proposing to hire a consultant .to assist in the development of recommendations. Specifically, the consultant would update the .needs assessment that was completed over five years ago, to ensure that the system needs that were identified then are still accurate. The consultant would also’conduct an extensive survey of existing off-the-shelf systems, their cost, system compatibility, and support factors. Additionally, the consultant would assist in determining the cost and feasibility of developing an in-house CAD system. Upon completion of the consultant’s work, staff would return to Council with the information and recommendation. After Council’s approval of using CIP funds to hire a consultant, staff would follow the City’s RFP process in consultant selection and return to Councilfor approval of the consultant agreement. It is important to point out that this approach is not likely to result in cost savings. HOwever, staff feels strongly that it is consistent with the cautious approach that has been followed to date that has prevented the waste of considerable dollars. Fire Alerting System In September, staff provided information (CMR:404:95) regarding the deterioration of the current ftre alerting system and requested additional funding to cover the costs of interfacing the proposed system to the Unisys system. With the requested rejection of the Unisys proposal, an interface is not needed at this time. However, staff believes it is important to proceed with the purchase of the fire alerting system, using funds available in the Fire Department’s CIP budget. The new system would be operated manually until a CAD system is implemented and an automated interface is developed. One of the requirements for a CAD system would be compatibility with the fire alerting system. FISCAL IMPACT Originally, $230,000 of CIP funds were earmarked for a CAD system. Council approved an additional $82,000 for a total of $312,000 for the Police Department’s CIP plus $48,000 from the Fire Department’s CIP, which was to cover the cost of software to interface the fire alerting CMR:143:96 Page-4 ef $ system, for a total of $360,000. Staff proposes to use CIP funds to contract with a consultant, thus reducing the available dollars for the actual purchase or development of a CAD system. The anticipated cost for a consultant is $35,000. Funds for the fn’e alerting system in the Fire Department’s CIP are $60,000. ENVIRONMENTAL ASSESSMENT This project is not a project for purposes of CEQA. ATTACHIWENTS CIVIR:404:95 PREPAP~D BY:Lynne Johnson, Assistant Police Chief John .Bush, Communications Coordinator DEPARTIVIENT HEAD REVIEW: CITY MANAGER APPROVAL: DURK!N, Police CMR:143:96 Page 5 of $ City of Palo Alto City Manager’s Repo_rt TO: ATTENTION: FROM: HONORABLE CITY COUNCIL FINANCE COMMITTEE CITY MANAGER DEPARTMENT:POLICE 2 AGENDA DATE: SUBJECT: September 11, 1995 CMR:404:95 Request for Additional. Appropriation of Funds for Computer Aided Dispatch and Fire Alerting Systems This report requests that Council appropriate additional funds for the Police Information Systems Master Plan Capital Improvement Project (CIP 19109) for the purchase of a computer aided dispatch (CAD) system and the Fire/Communications Computer System Capital Improvement Project (19312). The purchase of a CAD system represents the fourth and final phase of a CIP for a state-of-the-art integrated police records management CAD system, which was originally approved by Council in 1990-91 for $855,000. A CAD system was originally projected to cost approximately $230,000. Staff’soriginal projected costs, based on consultant estimates, did not include professional support. However, in the last five years, significant changes in technology have occurred that have necessitated the rethinking ofsolutions to a CAD system and architecture. This rethinking has resulted in staffs strong belief that this professional support is required, Therefore, staff is requesting approval of an additional appropriation of $g2,000 for a CAD system. As part of the Fire CIP, $60,000 was originally earmarked for the replacement of the Fire Station Alerting System. Aider a careful analysis of the existing system and an examination of new technologies, staff has concluded that the system needs to be replaced soon due to its deterioration. Staff has determined that the price for such a system is actually $108,000. Therefore, staff is requesting an additional appropriation of $48,000 for the Fire CIP. RECOMMENDATIONS Staff recommends that Council refer this report to the Finance Committee to discuss approval of an additional appropriation of $82,000 for the Police Information Systems Master Plan CIP for the purchase and ~ation of a CAD system and an additional $48,000 for the Fire Station Alerting System. Pending the approval of the Finance Committee, staff would return to the CMg:404:95 Page I of 8 Council with a Budget Amendment Ordinance for the additional costs together with an agreement for the purchase and installations of" the systems. POLICY IMPLICATIONS The approval of additional funds does not represent any change to existing policies. EXECUTIVE SUMMARY Summary of Project to Date: ¯ As part of the FY 1990-91 CIP budget, Council approved a four-phase project that was intended to provide a state-of-the-art integrated’police records management and CAD system. The. first phase ($55,000) consisted of the completion of a needs analysis,.proposed system design, and cost estimates by a consultant. As part of the needs analysis, five priorities were identified in the areas of information collection, storage, and retrieval. The top five priorities identified.were I) case management, 2)integrated single point access to law enforcement databases, 3) integrated records management systems, 4) portable computing, and 5) CAD. With these needs in mind, the consultant’s report recommended the acquisition and/or implementation of an optical document imaging system; a message switch that would allow a single inquiry to access multiple databases (federal, state, local); a combined police records management system; stand alone laptop computers for use by officers to enhance report writing capabilities in the field; a network that.would allow inquiries through the message switch from computers, in vehicles and provide car-to-car and car-to-station communications; and a computer aided dispatch system that would increase the speed in which fire, police, and medical calls would be dispatched. At the time of the study, the consultant estimated the cost 0fthe entire project to be as much as . $1.7 million. Staff believed, however, that by using internal expertise and assuming project management responsibilities, significant cost savings could be achieved. Additionally, staff decided that, based upon .the experiences of other agencies who had previously ventured into this area of information technology with a "bleeding edge" approach which resulted in very expensive failures, as well as development of personal computer technologies, a cautious approach was warranted. It is important to note that due to the complexity of the individual phases of this project, actual cost per phase does not precisely correspond to the phases outlined in the-CIP budget. Therefore, during the second phase of the project ($150,000), staff concentrated on the acquisition and in.g~ation of a Message Switching System which allows officers to access over 12 law enforcement databases with a single inquiry. Additionally, some notebook computers were purchased for in-field report writing, resulting in a time savings of about 20-30 minutes per officer per report and an increase in the. overall quality, legibility and acceptability of each report. Also during the second phase, in conjunction with Information P,.esources CIP (190! I), an optical imaging system for case management, tracking, and storage was implemented. During the third phase($420,000), an upgrade of the Police Department’s records management computer hardware, an integration of all of the available modules of the records management system and installation of a mobile communications network was completed. The installation of the remaining notebook computers in patrol vehicles was initiated for database inquiry and car-to-car communications. Proposed Computer Aided Dispatch (CAD) System The fourth and last phases of the project involves the purchase and implementation of a CAD system. Currently, dispatchers record all the pertinent information associated with all calls for service for Police and Fire on 3x5 cards. At a later time, the information from these cards is entered into a separate fire and police records management computer system. This process is time-consuming, inefficient, redundant and creates delays in the dispatch of units. During the needs analysis study, the consultant identified additional significant issues in the Communications Center operation that would be alleviated by the implementation of a CAD system. These issues included the unavailability of immediate geographic information that would be helpful to responding units, the high level of radio traffic on police channels, the unavailability in a timely and automated manner of hazardous material information, the relatively slow dispatch process for fire emergency calls, and the redundancy associated with manual dispatching operations. The proposed CAD system would address each of these issues: Calls for service information would be entered into a computer system as the events occur. The status of pending and active calls, as well as unit status changes, would be easily tracked. Geographical information would automatically provide location history, site details, and hazardous materials/situations information. The proposed system would have the capability of incorporating multiple interfaces into one soi~vare.application and would include the ability to send/receive messages from mobile data. computers in police cars and fire apparatus. Additionally, the system would automatically validate "9-I-I" data and provide recommendations for flee/police unit response. Staff estimates that the time required to dispatch fire emergency calls will be reduced by as much as up to one minute. CM:R:404:95 Pa~e 3 of g It should be noted that Palo Alto is the only agency in Santa Clara County that does not ha~,e a CAD system, and all but three agencies in San Matzo County have operational CAD systems. Vendor Selection Process Police, Fire and Information Technology ~=t~ff’prepared a request for proposal (RFP) for a CAD system, aRer a considerable amount of research was conducted into different types of systems and after site visits to agencies with operational systems. The RFP was developed to address the current and future needs of. dispatchers, as well as the officers and fifefighters, in their efforts to enhance the level of public safety service to the community. A list of 20 potential vendors was compiled. In December 1994, RFFs were sent to those 20 vendors. Proposals were originally requested to be submitted within a four-week period. Due to the scope of work involved and the number of requests staff received for extensions, the proposal submittal deadline was extended for an additional two weeks for all vendors. No pre- proposal conferences were held. Proposals from seven vendors were received. Staff believes that the low response was due to the fact that many vendors do not have a "Windows" based product that was specified.in the RFP as being highly desirable, Attachment A summarizes the fist of 20 vendors, the seven responses .and the associated estimated costs for each proposal submitted. Estimated costs ranged from $161,300 to $589,000. The range, of costs was associated with the size of the company, the company’s resources available to support the system, the functionality of the company’s system and its ability to integrate with othei systems, and user friendliness. A CAD project team consisting of the Coordinator of Communications, a Dispatcher, the Police Department Executive Assistant and Computer Systems Manager, a Police Officer, a Fire Captain and Emergency Medical Services Chief, reviewed the seven proposals. Reviews and discussions with representatives from the Administrative Services and Public Works Departments were also conducted. Team members rated the proposals based upon the systems’ ability to perform specific tasks; user Riendliness; ability to integrate with other law enforcement, fife and other software databases; the type of hardware platform (client-serve versus main frame and programming language); cost; and the ability of the company to provide adequate maintenance support and customer service. Four of the seven companies (Tiburort, Inc., RAM!BSE System Development, Inc.; HiTeeh Systems, Inc. and Public Safety Systems, Inc.) were removed from consideration, based upon Page their inability to meet the specification requirements presented in the RFP. Interviews were held with the remaining three vendors. On-site demonstrations of the individual systems and reference checks were conducted as well. Based upon the information obtained during this process, staff determined that two companies, Executive Information Systems and Unisys Corporation, may possibly meet the City’s needs.. Upon further review, however, staff detcmnined ~hat wldle Executive Information Systems appeared to have a viable product and a lower cost, the system they were proposing was still under development and would not be ready for beta testing.until December 1995 or early 1996. While the delay was of concern, the issues rdated to being a beta site were even more troublesome.. Staff consulted with other agencies who have been beta sites for similar systems, and determined that there were usually significantly higher, hidden costs (e.g., internal staff resource time), testing and conversion problems, and extended implementation timelines associated with them. With this irfformation, staffbelieves that the potential system cost savings associated with the Executive Information Systems’ system could not be justified.. Smff~ therefore, selected Unisys Corporation as the vendor for their CAD system. Police and Fire Department representatives made a site visit in April 1995 to Columbia, South Carolina, one of the first users of the Unisys system. They were able to interview management, line staff and support personnel about the system and observe its real life operation. After the site visit, sta.ff determined that the system would meet the City’s needs in the areas of ~mctionality, reliability, user friendliness, expansion capabilities and customer support. Staff firmly believes this system represents the technology, that will increase the efficiency of the dispatching operations and bring the City in line with surrounding agencies. Additionally, the system allows for expansion (potential Fire Deparanent consolidation) and future interfaces with additional records management systems. Pending approval for additional funds, staff would return to Council in October with the actual purchase agreement with.Unisys Corporation. Summary of Fire Proieet to Date The City Council approved a phased Fire/Communications Computer System project beginning in 1991-92. The first phase was toconduct a data needs analysis and an evaluation.of software and hardware needs. At the conclusion of the study, the Police and Fire Departments opted to work together on the .CAD portion of the Information Management Plan. The Fire Department’s Information Management Plan.consisted of three phases. The first phase ($108,750) was originally intended to consist of implementation of a eornmunieations address fred system, an incid~t reporting system to comply with state requirements and field efSciency system. In the second phase ($191,000), the intent was to replace the fire alerting system and to implement a fire prevention/hazardous materials reporting system. The third and final phase ($108,550) was to cover costs .associated with administrative management and scheduling modules of a records management system and for Mobile Data Computer purchase and installation for fire apparatus needed for a CAD system. Fire Department personnel researched the available fire records management systems in operation at.other agencies and determined that there was currently not a vendor who could provide a system that would meet future needs. The Fire Department is cun’ently developing specifications for software needs to be met by custom designed systems which are compatible with other Citywide systems. As a result, Fire Department staffhas.also taken the cautious approach similar to that taken by the Police Depamnent and has not yet deterndned the best and most cost effective course of action. The current Station Notification System (SNS), which alerts firefighters to the incoming alarms at each station, is over 20 years old and is currently being maintained through the use of spare parts inventory that is’nearing depletion. The procedure for fire dispatching using SNS is as follows: Af’ter a dispatcher receives a "9-1- 1"call, a manual search of a street map "tub" is conducted. The information from the map provides data to the dispatcher about which fire.station and wldch fire apparatus is the most appropriate to respond. Associated with each type of response is a code that the dispatcher enters in to the SNS board. The code allows for a tone to be transmitted to the specific station, which results in the activation of bells and lights at the station alerting the firefighters. Additionally, a signal is sent over the normal radio frequency and the City’s cable system to ensure notification. The firefighters respond by pushing a button wldch alerts the dispatcher that they are ready to receive the information about the call. At the time the Fire/Communications CIP was originally proposed, it was apparent that the system would have to be eventually replaced. Based upon the condition of the system at that time, $60,000 was budgeted for replacement during the fourth phase of the project. It was not until stafftook a closer look at the system, relative to a proposed CAD connection, that the level of system deterioration was realized. Keplacement parts and other equipment are no longer CMR:~4:9S Page manufactured and, thus, system failure is a real possibility. A failure of the system would result in an increase in the dispatch and Fire Department response times. Staff, therefore, believes the immediate replacement of the fire station alerting system is critical to the public safety of the Proposed Fire Alertin_g~ytt~m_ As staff reviewed the CAD proposals that were submitted, it became apparent that due to its ~e, SNS would not be capable of interfacing with any CAD system. Additional research into current fire alerting systems was conducted. Preliminary finds demonstrated that only one vendor could supply hardware that provided the three requirements of the Fire Deparlment. Those requirements include the following: I) soft alert capability: this feature starts offwith a soft tone and gets progressively louder and wakes firefighters more gradually rather than with a single, harsh tone which lowers stress levels and minimizes physiolobcal impacts; 2) printed copy capability: this feature sends a printed copy of me call to the specific station, as well as simultaneously providing the same notification on the notebook computers in the fire apparatus; and 3) status change capability: this feature allows for user friendly and timely apparatus status changes that can be entered by firefighters. The cost for the associated hardware is estimated to be approximately $50,000. As part of the proposal submitted by Unisys, software needed to interface with the hardware would cost $58,000. With the proposed system, the procedure for dispatching fire units would be a s follows: After receiving a "9-Ioi" carl, the address and telephone number of the reporting party automatically appears on the dispatchers screen. The dispatcher enters a call-type (medical aid, fire, etc.) code and a response priority. The system is connected with the geo-file, which automatically validates the location and provides an immediate appropriate fire station response based upon the available equipment. The system activates the station alerting system, which turns on the fire station fights and opens the doors. As the firefighters are preparing for thei~ response, a copy of the call is sent to each station, alleviating the need for firefighters to write down the available details (e.g., hazardous material information, available water resources, location history, etc.). As stated earlier, staff" believes this system would reduce the dispatch time and, thus, the response time for Fire calls by as much as a minute~ Pending Council approval for additional appropriation of funds for the fire alerting system, staff would follow the City’s formal bid process to actually determine the vendor for the hardware and return to Council with the actual purchase agreement. CMR:~4:9S Page 7 of 8 FISCAL IMPACT Originally, $230,000 of CIP funds were earmarked for a CAD system. The Unisys systems costs $312,000; thus, an additional $82,000 is needed to cover the costs of the system. For comparison purpos~es, other cities in the County have recently spent over $500,000 for similar systems. As mentioned earlier, $60,000 was originally budgeted for the replacement of the Fire Alerting System. Based on recent cost estimates, staff believes that both the softwareand hardware needed to replace the ¢~rre, nt system with a state-of-the art system would not exceed $ I08,000. Attachment B relects Stanford University and Enterprise Fund reimbursement figures for both the proposed CAD and Fire Alerting systems. ENVIRONMENTAL ASSESSMENT This project is categorically exempt and no environmental assessment is needed. ATTACHMENTS Attachment A: RFP Submittals Attachment B: Reimbursements PREPARED BY:John Bush, Coordinator, Communications Services Lyane Johnson, Assistant Police Chief DEPARTMENT HEAD REVIEW: RUBEN Chief CITY MANAGER APPROVAL: CHRIS DURKIN, Police Chief ~anager ATTACHMENT B CAD 312,000 49,000> (a) 34,320>~ (b) $227,760 To~ Cos~ Stafford Reimbursement (16%) Enterprise Funds (11%) Fire Alerting System $108,000 <27,000> . (c) $ 81,000 Stanford Reimbursement (25%) (a) co) (c) $33,600 already reflected in 1992-1997 C~ budget $23,100 already reflected in 1992-1997 CIP budget $15,000 already reflected in 1992-1997 CIP budget City City of Palo Alto Manager’s Report’ TO:HONORABLE CITY COUNCIL ATTENTION: FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: POLICE AGENDA DATE: February 13, 1996 CMR:143:96 SUBJECT:Rejection of Proposals for Computer Aided Dispatch System and Approval for Consultant Assistance REOUEST In September 1995, the Finance Committee approved additional funding for the Police Information Systems Master Plan Capital Improvement Project associated with the purchase and installation of a Computer Aided Dispatch System (CAD). The additional funding had been requested after staff had identified Unisys Corporation through an RFP process as the vendor from which the system would be purchased. Since then, during negotiations with Unisys, staff has met with several significant obstacles and has obtained information that has led to the determination that it would not be in the City’s best interest to continue negotiations with Unisys. Therefore, staff requests that Council authorize staff to reject the proposal..Based upon this recent experience and due to the fact that five years have elapsed since the original needs analysis was completed regarding CAD, staff also requests authorization to use existing Capital Improvement Project (C1P) funds to hire a consultant to update the analysis, conduct in-depth research into available systems,, and to provide information regarding the feasibility and cost effectiveness of in-house development of a CAD system versus the purchase of a systemfrom a vendor. RECOMMENDATIONS Staff recommends rejection of all original proposals for a CAD system and recommends Council provide authorization to contract with a consultant to update the needs assessment, to provide more extensive information about current CAD systems, and develop recommendations regarding in-house development versus purchase of a CAD system. After approval of the Finance Committee and Council, staffwould follow the City’s request for proposal procedures for consultant selection and return to Council for approval of an agreement with a consultant. CMR:143:96 Page 1 of $ POLICY IMPLICATIONS There are no policy implications associated with the recommendations contained in this report. Pending Council approval and the recommendations developed by the consultant, a policy decision regarding the decision of in-house development or purchase of a CAD system would probably have associated policy implications. EXECUTIVE SUMMARY Summary_ of Project Information regarding the history of the CAD project is contained in the attached CMR: 404:95. Preliminary negotiations with Unisys began in June 1995. Based on those discussions, staffretumed to the Finance Committee on September 11, 1995 and received approval for an additional appropriation of $82,000 for CAD and $48,000 for the Fire CIP for the true alerting system. At that time, staff was fairly comfortable with proceeding with Unisys, based upon the information received through site visits, discussions with other agencies, and information fi’om other vendors. Since that time, negotiations with Unisys have occurred in order to provide more detailed specifications of the system’s capabilities and customization.During these negotiations, however, several significant concerns .surfaced. Concerns Staff learned that a Unisys CAD implementation in Pierce County, Washington, was not proceeding well. Of the four major components, Unisys was late delivering all of them and three did not work correctly. Although they are trying.very hard, problems were still being encountered. This experience has created concern regarding Unisys’ ability to deliver a workable product on time. Very recently, Unisys Corporation announced a $676.8 million dollar fourth-quarter loss and as a result is expected to lay off 7,900 workers. While Unisys is a Fortune 500 corporation and is not in jeopardy of going out of business, this development, together with the unconfumed information that they are considering eliminating their project to develop a police records management system, raises considerable doubt about the Company’s continued involvement in public sector systems development, sales and support. CMR:143:96 Page 2 of $ Additional concerns raised during meetings with Unisys centered on their software’sability to function on the City’s preferred hardware and network systems. The City’s computer architecture is Hewlett Packard for computer hardware (mini and personal computers)-and installation of Windows NT as its network operating system. Unisys stated that their application was compatible with the City’s computer environment software and provided cost estimates to that effect as part of their proposal. However, during discussions it became evident that Unisys was not willing to agree to the original cost estimates and that costs would significantly increase. Unisys representatives also indicated that they could not guarantee that the product would perform as expected if it were on a platform other than Unisys proprietary hardware. Although Unisys has not provided exact figures, staff estimates the increase to range between $37,000 and $50,000. Due to these concerns about system capability, staff believes it is not in the best interest of the City to continue negotiations with Unisys. Staff’has learned that a number of companies that heretofore had manufactured CAD systems are getting out of the public sector arena. CAD, fire and police records management systems usually are highly customized to meet the needs of individual agencies. Therefore, such systems are labor intensive and, consequently, it is not cost effective to develop software programs requiring that level of customization. One of the largest manufacturers of CAD systems, and one that has been considered the most stable by experts in the industry, has recently sold their public sector division to another company. Another CAD provider is also in danger of going out of business. Additionally, one of the companies that submitted a .proposal has since actually gone out of business. As a result, staff is concerned that the instability of the industry may have negative impacts and subsequent cost increases on the implementation of a CAD system. Alternative Options From the beginning of the project, staffhas taken a very cautious approach. As a result of this approach the experience of other agencies, who rushed into the purchase of CAD systems only to run into. cost overruns, system incompatibilities, and!or failure of the systems to meet their needs, has been averted. Staffhas considered several alternative courses of action. One option would be to select another vendor from those that originally submitted proposals. This option has been rejected for several reasons.. Some of the proposals were submitted with associated costs well over $500,000, while other proposals did not appear to meet the needs of the City. One option staff considered was to initiate another RFP process. Staff is not confident that this. would,be a productive use of time, because only seven vendors submitted proposals originally; CMR:143:96 Page 3 of 5 and some of those vendors, as previously mentioned, have subsequently gotten out of the CAD business., Staff has considered the alternative of developing an in-house system. Based upon the City’s recent experience with the Utility Customer Information System and the lessons learned from that experience, staff is very mindful of not pursuing this alternative without substantial research and thought. As a result, staff is proposing to hire a consultant to assist in the development of recommendations. Specifically, the consultant would updatethe needs assessment that was completed over five years ago, to ensure that the system needs that were identified then are still accurate. The consultant would also conduct an extensive survey of existing off-the-shelf systems, their cost, system compatibility, and support factors. Additionally, the consultant would assist in determining the cost and feasibility of developing an in-house CAD system~ Upon completion of the Consultant’s work, staff would return to Council with the information and recommendation. After Council’s approval of using CIP funds to hire a consultant, staff would follow the City’s RFP process in consultant selection and return to Council for approval of the consultant agreement. It is important to point out that this approach is not likely to result in cost savings.- However, staff feels strongly that it is consistent with the cautious approach that has been followed to date that has prevented the waste of considerable dollars. ¯ . ¯ Fire Alertin~ In September, staff provided information (CMR:404:95) regarding the deterioration of the current fire alerting system and requested additional funding to cover the costs of interfacing the proposed system to the Unisys system. With the requested rejection of the Unisys proposal, an interface is not needed at this time. However, staff believes it is important to. proceed with the purchase of the fire alerting system, using funds available in the Fire Department’s CIP budget. The new system would be operated manually until a CAD system is implemented and an automated interface is developed. One of the requirements for a CAD system would be compatibility with the fu’e alerting system. FISCAL IMPACT Originally, $230,000 of CIP funds were earmarked for a CAD system. Council approved an additional $82,000 for a total of $312,000 for the Police Department’s CIP plus $48,000 from the Fire Department’s CIP, which was to cover the cost of software to interface the fire alerting CMR:143:96 Page 4 of 5 system, for a total of $360,000. Staffproposes to use CIP funds to contract with a consultant, thus reducing the available dollars for the actual purchase or development of a CAD system. The anticipated cost for a consultant is $35,000. Funds for the fire alerting system in the Fire Department’s CIP are $60,000. ENVIRONMENTAL ASSESSMENT This project is not a project for purposes of CEQA. ATTACHMENTS CMR:404:95 PREPARED BY:Lyrme Johnson, Assistant Police Chief John Bush, Communications Coordinator DEPARTMENT HEAD REVIEW: CHRIS DURKIN, ohee CITY MANAGER APPROVAL:~ger CMR:143:96 Page $ of $ TO: ATTENTION: FROM: City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL FINANCE COMMITTEE CITY MANAGER DEPARTMENT:POLICE AGENDA DATE: September 11, 1995 CMR:404:95 SUBJECT:Request for Additional Appropriation of Funds for Computer Aided Dispatch and Fire Alerting Systems REQUEST This report requests that Council appropriate additional funds for the Police Information Systems Master Plan Capital Improvement Project (CIP 19109) for the purchase of a computer aided dispatch (CAD) system and the Fire/Communications Computer System Capital Improvement Project (19312). The purchase of a CAD system represents the fourth and final phase of a CIP for a state-of-the-art integrated police records management CAD system, which was originally approved by Council in 1990-91 for $855,000. A CAD system was originally projected to cost approximately $230,000. Staffs original projected costs, based on consultant estimates, did not include professional support. However, in the last five years, significant changes in technology have occurred that have necessitated the rethinking of solutions to a CAD system and architecture. This rethinking has resulted in staffs strong belief that this professional supportis required. Therefore, staff is requesting approval of anadditional appropriation of $82,000 for a CAD system.. As part of the Fire CIP, $60,000 was originally earmarked for the replacement of the Fire Station Alerting System. After a careful analysis of the existing system and an examination of new technologies, staff has concluded that the system needs to be replaced soon due to its deterioration. Staff has determined that the price for such a system is actually $108,000. Therefore, staffis requesting an additional appropriation of $48,000 for the Fire CIP. RECOMMENDATIONS Staff recommends that Council refer this report to the Finance Committee to discuss approval of an additional appropriation of $82,000 for the Police Information Systems Master Plan CIP for the purchase and installation of a CAD system and an additional $48,000 for the Fire Station Alerting System. Pending the approval of the Finance Committee, staff would return to the CMR:404:95 Page I of 8 Council with a Budget Amendment Ordinance for the additional costs together with an agreement for the purchase and installations of the systems. POLICY IMPLICATIONS The approval of additional funds does not represent any change to existing policies. EXECUTIVE SUMMARY Summary of Project to Date: As part of the FY 1990-91 CIP budget, Council approved a four-phase project that was intended to provide a state-of-the-art integratedpolice records management and CAD system. The first phase ($55,000) consisted of the completion of a needs analysis, proposed system design, and cost estimates by a consultant. As part of the needs analysis, five priorities were identified in. the areas of information collection, storage, and retrieval. The top five priorities identified were I) case management, 2) integrated single point access to law enforcement databases, 3) integrated records management systems, 4)portable computing, and 5) CAD. With these needs in mind, the consultant’s report recommended the acquisition and/or implementation of an optical document imaging system; a message switch that would allow a single inquiry to access multiple databases (federal, state, local); a combined police records management systemi stand alone laptop computers for use by officers to enhance report writing capabilities in the field; a network that would allow inquiries through the message switch from computers in vehicles and provide car-to-car and car-to-station communications; and a computer aided dispatch system that would increase the speed in which fire, police, and medical calls would be dispatched. At the time of the study, the consultant estimated the cost of the entire project to be as much as $1.7 million. Staff believed, however, that by using internal expertise and assuming project management respon.sibilities, significant cost savings could be achieved. Additionally, staff decided that, based upon the experiences of other agencies who had previously ventured into this area of information technology with a "bleeding edge" approach which resulted in very expensive failures, as well as development of personal computer technologies, a cautious approach was warranted. It is important to note that due to the complexity of the individual phases of this project, actual cost per phase does not precisely correspond to the phases outlined in the. CIP budget. Therefore, during the second phase of the project ($150,000), staff concentrated on the CMR:404:95 Page 2 of 8 acquisition and installation of a Message Switching System which allows officers to access over 12 hw enforcement databases with a single inquiry. Additionally, some notebook computers were purchased for in-field report writing, resulting in a time savings of about 20-30 minutes per officer per report and an increase in the overall quality, legibility and acceptability of each report.. Also during the second phase, in conjunction with Information Resources CIP (19011), an optical imaging system for case management, tracking, and storage was implemented. During the third phase ($420,000), an upgrade of the Police Department’s records management computer hardware, an integration of all of the available modules of the records management system and installation of a mobile communications network was completed. The installation of the remaining notebook computers in patrol vehicles was initiated for database inquiry and car-to-car communications. Proposed Computer Aided Dispatch (CAD) System The fourth and last phases of the project involves the purchase and implementation of a CAD system. Currently, dispatchers record all the pertinent information associated with all calls for service for Police and Fire on 3x5 cards. At a later time, the information from these cards is entered into a separate fire and police records management computer system. This process is time-consuming, inefficient, redundant and creates delays in the dispatch of units. During the needs analysis study, the consultant identified additional significant issues in the Communications Center operation that would be alleviated by the implementation of a CAD system. These issues included the unavailability of immediate geographic information that would be helpful to responding units, the high level of radio traffic on police channels, the unavailability in a timely and automated manner of hazardous material information, the relatively slow dispatch process for fire emergency calls, and the redundancy, associated with manual dispatching operations. The proposed CAD system would address each of these issues. Calls for service information would be entered into a computer system as the events occur. The status of pending and active calls, as well as unit status changes, would be easily tracked. Geographical information would automatically provide location history, site details, and hazardous materials/situations information. The proposed system would have the capability of incorporating multiple interfaces into one software application and would include the ability to send/receive messages from mobile data. computers in police cars and fire apparatus. Additionally, the system would automatically validate "9-1-1" data and provide recommendations for fire/police unit response. Staff estimates that the time requixed to dispatch fire emergency calls will be reduced by as much as up to one minute. CMR:404:9~Page 3 of 8 It should be noted that Palo Alto is the only agency in Santa Clara County that does not ha~,e a CAD system, and all but three agencies in San Mateo County have operational CAD systems. Vendor Selection Process Police, Fire and Information Technology staff prepared a request for proposal (RFP) for a CAD system, after a considerable mount of research was conducted into different types of systems and after site visits to agencies with operational systems. The RFP was developed to address the current and future needs of dispatchers, as well as the officers and firefighters, in their efforts to enhance the level of public safety service to the community. A list of 20-potential vendors was compiled. In December 1994, KFPs were sent to those 20 vendors. Proposals were originally requested to be submitted within a four-week period. Due to the scope of work involved and the number of requests staff received for-extensions, the proposal submittal deadline was extended for an additional two weeks for all vendors. No pre- proposal conferences were held. Proposals from seven vendors were received. Staff believes that the low response was due to the fact that many vendors do not have a "Windows" based product that was specified in the RFP as being highly desirable. Attachment A summarizes the list of 20 vendors, the seven responses and the associated estimated costs for each proposal submitted. Estimated costs ranged from $161,300 to $589,000. The range of costs was associated with the size of the company, the company’s resources available to support the system, the functionality of the company’s system and its ability to integrate with other systems, and user fi-iendliness. A CAD project team consisting of the Coordinator of Communications, a Dispatcher, the Police Department Executive Assistant and Computer Systems Manager, a Police Officer, a Fire Captain and Emergency Medical Services Chief, reviewed the seven proposals. Reviews and discussions with representatives from the Administrative Services and Public Works Departments were also conducted. Team members rated the proposals based upon the systems’ ability to perform specific tasks; user friendliness; ability to integrate with other law enforcement, fire and other software databases; the type of hardware platform (client-serve versus main frame and programming language); cost; and the ability of the company to provide adequate maintenance support and customer service. Four of the seven companies (Tiburort, Inc., RAM/BSE System Development, Inc.; HiTech Systems, Inc. and Public Safety Systems, Inc.) were removed from consideration, based upon CMR:404:95 Page 4 of 8 their inability to meet the specification requirements presented in the RFP. Intervidws were held with the remaining three vendors. On-site demonstrations of the individual systems and reference checks were conducted as well. Based upon the information obtained during this process, staff determined that two companies, Executive Information Systems and. Unisys Corporation, may possibly meet the City’s needs. Upon further review, however, staff determined that while Executive Information Systems appeared to have a viable product and a lower cost, the system they were proposing was still under development and would, not be ready for beta testing until December 1995 or early 1996. While the delay was of concern, the issues related to being a beta site were even more troublesome. Staff consulted with other agencies who have been beta sites for similar systems, and determined that there were usually~ significantly, higher hidden costs (e.g., internal staff resource time), testing and conversion problems, and extended implementation timelines associated with them. With this information,. staff believes that the potential system cost savings associated with the Executive Information Systems’ system could not be justified. Staff~ therefore, selected Unisys Corporation as the vendor for their CAD system. Police and Fire Department representatives made a site visit in April 1995 to Columbia, South Carolina, one of the first users of the Unisys system. They were able to interview management, line staff and support personnel about the system and observe its real life operation. After the site visit, staff determined that the system would meet the City’s needs in the areas of functionality, reliability, user friendliness, expansion capabilities and customer support. Staff fmnly befieves this system represents the technology that will increase the efficiency of the dispatching operations and bring the City in line with surrounding agencies. Additionally, the system allows for expansion (potential Fire Department Consolidation) and future interfaces with additional records management systems. Pending approval for additional funds, staff would return to Council in October with the actual purchase agreement with Unisys Corporation. Summary_ of Fire Proiect to Date The City Council apploved a phased Fire/Communications Computer System project beginning in 1991-92. The first phase was to conduct a data needs analysis and an evaluation of software and hardware needs. At the conclusion of the study, the Police and Fire Departments opted to work together on the CAD portion of the Information Management Plan. The Fire Department’s Information Management Plan consisted, of three phases. The first phase ($108,750) was originally intended to consist of implementation of a communications address CMR:404:95 Page 5 of 8 find system, an incid .ent re1~ordug system to comply with state requirements and field efficiency system. In the second phase ($191,000), the intent was to replace the fire alerting system and to implement a fire prevention/hazardous materials reporting system. The third and final phase ($108,550) was to cover costs associated with administrative management and scheduling modules of a records management system and for Mobile Data Computer purchase and installation for fire apparatus needed for a CAD system. Fire Department personnel researched the available fire records management systems in operation at other agencies and determined that there was currently not a vendor who could provide a system that would meet future needs. The Fire Department is currently developing specifications for software needs to be met by custom designed systems which are compatible with otherCitywide systems. As a result, Fire Department staff has also taken the cautious approach similar to that taken by the Police Department and has not yet determined the best and most cost effective course, of action. The current Station Notification System (SNS), which alerts firefighters to the incoming alarms at each station, is over 20 years old and is cun’ently being maintained through the use of spare parts inventory that is’nearing depletion. The procedure for fire dispatching using SNS is as follows: After a dispatcher receives a "9-I- 1" call, a manual search of a street map "tub" is conducted. The information from the map provides data .to the dispatcher about which fire.station and which fire apparatus is the most appropriate to ~:espond, Associated with each type of response is a code that the dispatcher enters in to the SNS board. The code allows for a tone to be transmitted to the specific station, which results in the activation of bells and lights at the station alerting the firefighters. Additionally, a signal is sent over the normal radio frequency and the City’s cable system to ensure notification. The firefighters respond by pushing a button which alerts the dispatcher that they are ready to receive the information about the call. At the time the Fire/Communications CIP was originally proposed, it was apparent that the system would have to be eventually replaced. Based upon the condition of the system at that time, $60,000 was budgeted for replacement during the fourth phase of the project. It was not until staff’took a closer look at the system, relative to a proposed CAD connection, that the level of system deterioration was realized. Replacement parts and other equipment are no longer. CMR:404:9S Page 6 of 8 mauufactured and, thus, system failure is a real possibility. A failure of the system would result in an increase in the dispatch and Fire Deparanent response times. Staff, therefore, believes the immediate replacement of the fire station alerting system is critical to the public safety of the community. ~oposed Fire Alerting~yS stem As staff reviewed the CAD proposals that were submitted, it became apparent that due to its age, SNS would not be capable of interfacing with any CAD system. Additional research into current fire alerting systems was conducted. Preliminary finds demonstrated that only one vendor could supply hardware that provided the three requirements of the Fire Department. Those requkements include the following: 1) soft alert capability: this feature starts off with a soft tone and gets progressively louder and wakes firefighters more gradually rather than with a single, harsh tone which lowers stress levels and minimizes physiological impacts; 2) printed copy capability: this feature sends a printed copy of the call to the specific station, as well as simultaneously providing the same notification on the notebook computers in the fire apparatus; and 3) status change capabili.ty: this feature allows for user friendly and timely apparatus status changes that can be entered by firefighters. The cost for the associated hardware is estimated to be approximately $50,000. As part of the proposal submitted by Unisys, software ne6ded to interface with the hardware would cost $58,000. With the proposed system, the procedure for dispatching fire units would be a s follows: After receiving a "9-1-1" call, the address and telephone number of the reporting party automatically appears on the dispatchers screen. The dispatcher enters a call-type (medical aid, fire, etc.) code and a response priority. The system is connected with the geo-file, which automatically validates the location and provides an immediate appropriate fire station response based upon the available equipment. The system activates the station alerting system, which turns on the fire station lights and opens the doors. As the firefighters are preparing for their response, a copy of the call is sent to each station, alleviating the need for firefighters to write down the available details (e.g., hazardous material information, available water resources, location history, etc.). As stated earlier, staff believes this system would reduce the dispatch time and, thus, the response time for Fire calls by as much as a minute. Pending Council approval for additional appropriation of funds for the fire alerting system, staff would follow the City’s formal bid process to actually determine the vendor for the hardware and return to Council with the actual purchase agreement. FISCAL IMP=ACT Originally, $230,000 of CIP funds were earmarked for a CAD system. The Unisys systems costs $312,000; thus, an additional $82,000 is needed to cover the costs ofthe system. For comparison purposes, other cities in the County have recently spent over $500,000 for ¯ similar systems. As mentioned earlier,. $60,000 was originally budgeted for the replacement of the Fire Alerting System. Based on recent cost estimates, staff believes that both the software and hardware needed to replace the current system with a state-of-the art system would not exceed $108,000.. Attachment B relects Stanford University and Enterprise Fund reimbursement figures for both the proposed CAD and Fire Alerting systems. ENVIRONMENTAL ASSESSMENT This project is categorically exempt and no environmental assessment is needed. ATTACHMENTS Attachment A: RFP Submittals Attachment B: Reimbursements PREPARED BY:John Bush, Coordinator, Communications Services Lynne Johnson, Assistant Police Chief DEPARTMENT HEAD REVIEW: RUBEN Chief CITY MANAGER APPROVAL: ¯ CHRIS DURKIN, Police Chief ~ger ClVIR:404:gs P~ge 8 of 8 ATTACHMENT B CAD 312,000 49,000> (a) 34,320> (b) $227~76~- Total Cost Stanford Reimbursement (16%) Enterprise Funds (11%) Fire Alening,,,Syste~m $108,000 <27,000> (c) $ 81,000 Stanford Reimbursement (25%) (a) (b) $33,600 already reflected in 1992-1997 CIP budget $23,100 already reflected in 1992-1997 C~ budget $15,000 already refleeted in 1992-1997 CIP budget