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HomeMy WebLinkAbout1996-02-12 City CouncilCity of Palo Alto Manager’ Rep r, 2 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: POLICE AGENDA DATE:February 12, 1996 CMR:137:96 SUBJECT:Approval of Agreement with Technology for Productivity and Use of Asset Seizure Funds for the Purchase of a Photo Imaging System REQUEST Council action is requested to approve an agreement with the Technology for Productivity Company for the purchase of a photo imaging system. Approval is requested to use $32,400 in Asset Seizure Funds to cover the cost of the purchase. RECOMMENDATIONS Staff recommends that Council approve the attached agreement with Technology for Productivity for the purchase, installation, system customization, documentation and supplies for a photo imaging system, and recommends that $32,400 in Asset Seizure Funds be used for the purchase. POLICY IMPLICATIONS This purchase does not represent any change to existing policies. EXECUTIVE SUMMARY Sections of the California Health and Safety (H & S) code govern the seizure and forfeiture of property and money associated With drug trafficking. The seizure process typically occurs during an arrest or search warrant service related to sales of narcotics. While recent laws have placed some additional restrictions on the seizure of property, in certain situations, the practice is permitted. Legislation stipulates that seized property funds are not to be used to defer normal operating expenses, but should be used for special purchases and projects associated with law enforcement activities, especially related to drug enforcement. In Santa Clara County, a Deputy District Attorney is specifically assigned to handle asset forfeiture cases and to help local agencies properly process their cases. In light of the recent law changes, this assistance by the District Attorney’s office has been especially important. Monies seized by the Police Department are held by the District Attorney’s office in a special account until the specific case is adjudicated. The process of seizing money is a civil proceeding, wholly independent of any criminal filing or conviction and requires strict procedural adherence. At the conclusion of the Superior Court proceedings, the money is reaLrned to the City, deposited into CMR:137:96 Page 1 of 3 an Asset Seizure fund created by the City’s Administrative Services Department, and with City Council approval, released for expenditure purposes. Currently, the Asset Seizure Fund account totals approximately $73,000. The Police Department proposes spending $32,400 from the Fund for the purchase of a photo imaging system. These costs will also cover the installation, customization, training, documentation and related supplies needed to bring the system on-line. The photo imaging system is a stand-alone application server and retrieval station, which provides photographs of individuals for both administrative and investigative purposes. The system incorporates the newest version of imaging software and offers numerous performance quality enhancements to improve the productivity of the detectives and officers in the field. Technology for Productivity (TFP) has been approved as a sole source vendor for this system in Santa Clara County and the City, due to the fact that it is the only system that provides access to CAL-ID, the statewide system for identification, and to over 10 California counties and 34 California cities’ data bases. This new system will alleviate the difficulty officers have previously encountered in attempts to locate photographs of suspects for identification proposes in case investigations. The photographs from this system will help enhance the prosecution of suspects by the District Attorney’s Office because of the consistency and clarity of photo line-ups throughout the county. This system has been used by Milpitas, Morgan Hill, Los Oatos and Gilroy Police Departments, the Sunnyvale Department of Public Safety, Santa Clara Department of Corrections, and the Santa Clara County Sheriff’s Department for several years. All of these jurisdictions indicate that this system has been very beneficial in both investigations and prosecutions. FISCAL IMPACT The initial purchase cost, which includes installation, system customization and documentation, training and supplies, is $32,400. Annual costs of $4,000 for system maintenance will be included in the Police Department’s proposed 1996-97 and 1997-97 budgets. ENVIRONMENTAL ASSESSMENT There is no Environmental Assessment required for this agreement. ATTACHMENTS Request for Sole Source Memorandum Short Form Purchase Agreement CMR:137:96 Page 2 of 3 PREPARED BY:Kathleen McKenna Police Captain DEPARTMENT HEAD REVIEW: CHRIS DURKIN Police Chief CITY MANAGER APPROVAL: BERNIE STROJNY Assistant City CMR:137:96 Page 3 of 3 To: From: Request for Sole Source M MORANDU (Purchases in excess of $5,000) Contract Administration Ken Haskins, Manager Police Departm~_n t. (Department/Division) M Sole Source Request For the Purchase of: Photo Imaqinq Retrieval Svstem Requested Supplier/Vend0r: Address: Contact: PEID # Purchase Requisition # JUSTIFICATION: Technology for Productivity (TFP) ll0 Frederick Street, Greenville, South Garolina Todd Pastorini Phone (408) 778-3823 Cost Est.$ 30,000 The following sole source justification has been written according to the Purchasing Manual’s Procedure PA-158 issued 12/94. As a minimum justifications should include: Detailed description of why this meets sole source criteria, see PA-158 (Purchasing Manual). The actions taken by the department/division to search for the product or service and what will be done to ensure competitive pricing. Any reports (verbal or written) prepared by the department/division during the research for available products/services. Expected length of contract. Last date a proposal or bid was received. SEE ATTACHED Sole Source Decisions: Attachment to PA-158 (Purchasing Manual - Rev.12/94)Page 1 Request For Sole Source City of Palo Alto (Justification Continued) [] Continued (Page Attached) Department Approval: Requesting Division Head/Supervisor. Approval of Department Head Date: Date: Purchasing Approvals: Buyer ,,,, Manager Contract A6ministration Date" City Manager Approval: Date: Sole Source Decisions: Attachment to PA-158 (Purchasing Manual - Rev.12/94)Page 2 REQ~,~ST FOR SOLE SOURCE MEMORA~,DUM The police department has many diverse needs for photos of suspects booked into our county facilities. The purchasing of booking photos from Santa Clara County Records became cost prohibitive and we discontinued the purchasing of these photos. The Police Department has been looking for a timely, reliable and reasonably inexpensive means to acquire booking photos. Currently police personnel have to drive to San Jose or Redwood City to pick-up photos of the suspects. Once they have a photo of the suspect, they spend hours finding five similar photos in order to present a photo line-up to the victim. This is extremely time consuming and often times to no avail due to the short supply of photos that we have been able to maintain or due to the fact that the County now uses a system which supplies a larger photo than the old photos we currently have on file, thus making a very non-professional photo line-up presentation. TFP (Technology for Productivity) has a system which automatically makes a photo line-up. The computer picks out similar photos and prints pictures in the proper format. TFP also allows for electronic access to County and other City systems for photo retrieval thus the image is immediately retrieved and no emp!oyee has to physically drive to the booking facilities. We are requesting a sole source purchase of the TFP equipment. TFP is the leader in photo imaging systems for Law Enforcement and Corrections. TFP has the largest customer base in the country with a centrally located database in California and is the only company that offers connect through the W-DIN (Western Digital Image Network). The current Santa Clara County users of the system are: Other Santa Clara Department of Corrections Milpitas Police Department Surmyvale Department of Public Safety Morgan Hill Police Department Santa Clara County Sheriff’s Department Los Gatos Police Department Santa Clara Police Department Gilroy Police Dept. California agencies currently using the system are: Santa Barbara Sheriff’s Dept. Tulare County Sheriffs Dept. Fresno Police Dept. Fresno County Sheriffs Dept. Merced County Sheriffs Dept. Santa Cruz co. Sheriffs Office San Luis Obispo County Sheriffs Dept. Monterey County Sheriff’s Dept. Salinas Police Dept. Santa Barbara Police Dept. Santa Maria Police Dept. Monterey Police Dept. King ~ity Police Dept. Fillmore Police Dept. Visalia Police. Dept. San Francisco County Sheriffs Dept. Contra Costa County Sheriffs Office San Ramon Police Dept. Walnut Creek Police Dept. Ventura County Sheriffs Dept Martinez Police Dept. Pittsburg Police Dept. Richmond Police Dept. San Pablo Police Dept. Ventura Police Dept. Oxnard Police Dept. Santa Paula Police Dept. Ventura DA’s Office Simi Valley Police Dept. O~ Police Dept. Camarillo Police Dept. Et Cerrito Police Dept. Multiple agencies in San Mateo ,, mty purchased a photo imaging system..nat recently went out of business. TFP is taking over their accounts so there will also be access to photos from: San Mateo County Sheriff’s Office Redwood City Police Dept. Burlingame Police Dept. Atherton Police Dept. San Carlos Police Dept. Daly City Police Dept. What makes the knowledge of all the participating agencies important is the memorandum of understanding that established W-DIN back in April of 1994. W-DIN was created by the TFP User Group. The system consists of a centralized database of photo mugshot images. The system allows participating "user agencies" to remotely search the centralized database. This database will be a consolidation of copies of all the participating "user agencies" image and textual databases. Thus, all users have access not only to the Department of Corrections booking photos but to any photo that is entered into the system by a participating agency. The database is an automated way of sharing photo/image data, rather than calling and searching through numerous off line textual databases and contacting individual agencies for hard copies of the same photo/image. This is a resource that is only available to TFP users and greatly increases the database. Hook- up to W-DIN, which is located at the Santa Clara County Department of Corrections, is automatic through the system maintenance agreement, there is no extra charge. At this time we are requesting a configuration for one stand alone capture and print workstation and a remote camera. With this station we will be able to retrieve photo images for positive identification, photo distribution, suspect reviews, photo lineups, and many other applications. With the remote camera, we can take pictures out in the field or in the station and input them into the system for future retrieval. At some time we may want to upgrade with a image capture board and camera so that we can input our own booking images into the system. Many systems have been looked at by police department personnel over the past year. No system supplied all of the enhancements and capabilities of the TFP System. Sunnyvale DPS went out for competitive bid and not only did TFP have the system that best suited all their needs, they also came in low bid. Most agencies are no longer going out to bid and are going to TFP as sole source. Every agency that we have talked to, that has TFP, has been very complimentary about the TFP equipment and technical support. The latest price quote from TFP is attached. Western - Digital Imaging Network April 29, 1994 Memorandum of Understanding Westm’n - D.I.N. was created by a USER OROUP of digital mugshot systems participants. Western - D.I.N. is a new andeffe~ive tool to Law Enfor~srnent Agencies in the Western States. The system will consist of a centralized database of photo- mugshot images. This system will allow participating "USER AGENCIES" to remotely search the centralized database. This database will be a consolidation of copies of all the participating "USER AGENCIES" image and textual databases, The centralized database will be updated with new images by all participating "USER AGENCIES" on regular imervals. Access to the database will be restricted to only participating "USER AOENCIES". Database Information: At this time, the only textual fields that will be searchable in the database are the following: First Name ¯Date of Birth Last Name ®Contributing Agency Sex ®Mugshot Number Race ®ORI Number Date of Capture EXHIBIT "A’: The image and textual databases will be consolidated to one central site located at the Santa Clara County Department of Corrections, 150 West Hedding Street, San Jose, California. A participating "USER AGENCY" is defined as any agency who accomplishes and maintains all of the below criteria: A "USER AGENCY" who downloads all new images to the W - DIN on a periodic interval, not to exceed five (5) days. A "USER AGENCY" who will insta!l and maintain a billing for a phone line at the Central Site (Santa Clara Dept. of Corrections) (see exhibit "A") A "USER AGENCY" v~ho will purchase the necessary communication equipment (modems at local site and at central site) (see exhibit "A"), figs equipment wil! be the property of the participating agency. All "USER AGENCIES" will not incur any maintenance or purchase costs for the W -DIN server and disk storage at the central site, provided the "USER AGENCY" maintains a maintenance agreemeat with TFP for their existing software and hardware at their local site. DATA/IMAGE BASE: All images contributed vail remain in the database until the contributing agency deletes the original image from their local datable and a subsequent update to the W-DIN database reflects the deletion, this will automatically delete the same image from the W- DIN database. The contributing agency does not have any liability concerning the accuracy of the textual and corresponding image data which they con_wibute to.the, central database. It is the responsibility of each "USER AGENCY" to-verify any texmat an~ orresponamg image data which th~ obtain from the W-DIN database. .. This database is nothing more than an automated way of sharing photo/image data,, rather than calling and searching through numerous off fine t.extual databases and contacting individua! agencies for hard copies of the same photo/image. BY CONTRIBUTING TO TIlE WESTERN D.I,N. ALL "USER AGENCIES" AGREE TO ALL OF TIlE ABOVE CONDITIONS AND COMMENTS. At the discretion of the "USER AGENCIES", periodic meetings may be held to discuss items such as, but not limited to the following: DATABASE MANAGEMENT (’Field updates, editing, or creation of new fields) ENHANCEMENT OF INDMDUAL IMAGING SYSTEMS REMOTE ACCESS TO OTHER D.I.N.’s (Digital Image Systems) ACCESS BY NON-CONTRIBUTORS (State, Federal and.Local agencies i.e.: DO J, FBI, ATF, BNE, INS, etc.) Contacts: "USERS AGENCY" Group: Wally Briefs Sunnyvale Dept. of Public Safety 700 All America Way Sunnyvale, CA 94086 W#: 408 730-7173 voice & meg. FAX: 408 730-7705 DEPT. OF CORRECTIONS: (coordinate phone lines at central site) Bill James Santa Clara County Dept. of Correction 150 West Hcdding ~ San Jose, CA. 95110 W#: 408 299-3!97 TFP Inc. Todd Pastorini Western Regiona! Representative 110 Frederick Street Greenville, SC 29607 W#: 408 778-3823 FAX: 408 778-3843 From: Todd Pastodni To: Cerroi Masich Date: 11/6~95 Time: 14:54:38 Page 3 of 3 Technology f~ Productiv~y 110 Frederick Street Greenville, SC 29607 (803)232-8632 November 6, 1995 Mrs. Carrol Masich Palo Alto Police Department 275 Forest Avenue Palo Alto, CA 94301 Dear Carrol: As per our conversation, I am including a configuration for one standalone capture and print workstation. TFP Inc. is the proven leader in providing photo-imaging systems to Law Enforcement and Corrections facilities. TFP Inc. has (1) the largest Law Enforcement and Corrections customer base, (2) the most experience integrating with existing Booking and Jail Management systems, and (3) the highest-quality, highest-performin~ and most functionally-rich system available. Our system fully complies with and exceeds all published and proposed national standards relative to law enforcement and corrections photo ima,mng Our proposed system solution provides all system hardware, software, installation, traminN documentation and design consultation. The system is backed by a comprehensive Warranty, complete with 24 hour, toll-free software and hardware support, including reNonal support by TFP technicians located in California. Thank you for your consideration of TFP products. We look forward to the potential opportunity to serve your imaging needs. If you have any questions, please do not hesitate to call. Sincerely, T’odd Pastorini Westem ReNonal Representative 408-778-3823 408-778-3843 FAX 01/23/96 11:29 ’~803 370 2824 TFP ~ 003/004 PALO ALTO POLICE DEPARTMENT S YS TEM C ONFI G URA TI ON. Application Server/Capturc/Rctri~,~!Priat Worl~tation TFP ~c. Mi~compmer 75 Meg~em Fentium 1.44 Meg~e 3.5" Diske~ Drive I P~et, 2 S~ri~ Po~ 16 Meg~ H~ Perforate Peripheral Adaptor 32K Video Con~oller Bo~ (local stor~e for appro~ately 4~,000 ~lor images) 250 Meg~e Tape Drive 15" ~Ior Mo~tor I0] Enhanc~ K~ybo~d Serial Mouse (2) 28.8 Kb~s Modems CAIVIZRA SYSTEM: Canon iq.C-570"* Still Image Camera (Built-in player) with PC Intsrfa¢e Kit I0 Video Floppies ~*Please note that this camera is not supported for mugshot capture by TFP because it does not meet CAL- PHOTO standard~ for mugshot capture and storage. PPJaNTER(S): Nikon 4 x 5 Color Video Printer Hewlett Packard Laserjet 4Plus Printer with 6 Megabytes RAM SOFTWARE: Windows NTTM INSTANT-OB!ECT;" (Serverl) IiNSTANT-DBTM (Serverl) INSTA1NT-PHOTOTM (’Workstation) INSTANT-RETRIEVETM (’Workstation) INSTA1NT-PKIMTTM INSTA~NT-BACKI!PTM I!NSTANT-R.ENIOTETM (N/C for W-DIN connection) TFP Image Comprc~sion/Decomprcssion Software Systsru Utilities Grayscale Software System Price $31,718.00 S_ole~o.u~ce Sy~em Discouu, .....-$2.560.80 Net System Price $29,157.20 Note: Total price includes all installation, traiaing, shipping, handling, system customization and documentation, and our one-year comprehensive warranty with 24-hours/day, 7 days/week tol!-free support, Price DOES NOT include local, county, stat~ or federal t~es, ff applicable. If your agency needs to have any existing printers cormected to the system, there may be an additional fee and you must have the licensed software. Terms: System Price based on payment terms of: 30% payment with purchase order, 30% payment at delivery, 30% payment upon any productive use of system or upon completion of ins’mllation (whichever is fh’st), mad 10% upon acceptance. NOTE: The prices quoted are valid for a period of ninety (90) days from the date of this proposal. System Maintenance Costs for the proposed confi~,uratmn ...............o,843.00 per year PVC Card Printer Ear.An Additional Badge Format PVC Cards and Ribbon (Qty 1,000) Employee Database OPTIONS $ 3,995.00 $ $ 596.00 $2,000.00 Still Image Camera and Players - The Canon RC-570 s~l-image cm’aera clcc~ronically records high- quality still images on a video floppy disk. The camera can record up to 50 pictures onto floppy disk. Once a photo is captured on a floppy disk, it can be imported into the INSTANT-PHOTOTM photo-imaging system in order to save photos on the computer for future recall and print. This can be used for crime scenes, evidence tracking, I.D. cards, gangs, etc. Once the photos are copied onto the photo imaging system, the still image floppy disk can be reused to record another set of 50 photos. Th~ Cannon I:N-540 is a mad!write capable unit with video input/output and SCSI interface, and will act as a still video player mad output analog video signal for digitizing or outpm digital signal through a SCSI h~terface. The cost~ are as foIlow8: Canon FV-Sd0 Read/Write Unit ..........................................................................1,109. O0 Additional Database for Crime Scene Photographs ............................................2.000. 00 VF-50 Floppy Disks (Box of 10) ...........................................................................100.00 BY THIS AGREEMENT MADE AND ENTERED INTO ON THE BY AND BETWEEN THE CITY OF PALO ALTO "CITY", AND Technol~_ for Productivity (ADDRESS) ii0 Frederick Street AGREEMENT DAY OF NO, ~’DATE TO BE ENTERED 19 __ I.BY CITY PURCHASING , a South Carolina co ~rporati on (CITY) Greenville S. C. (ZIP)~ ~PHONI~~2 "CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS: " CONTRACTOR SHALL PROVIDE OR-FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND All’ACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE: TITLE: (DESCRIPTION)3) COMBINATION OF MATERIALS AND SERVICES: Purchase of a Photo Imaging System. A stand-alone application server and retrieval station which provides photographs of arrested/booked individuals for both administrative and investigative needs. A portable camera that will take photos that can be downloaded into the retrieval system. Services to include: installaticn, training, system customization and documentation and a one-year warranty. EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT: EXHIBIT A: System configuration and system price EXHIBIT B: Sole source justification TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON AND SHALL BE COMPLETED BEFORE COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT: ~ CITY SHALL PAY CONTRACTOR: $32,344.00 for photo imaging system/services/supplies. SEE EXHIBIT A [] CONTRACTOR SHALL PAY CITY: PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE) CITY ACCOUNT NUMBER: KEY CODE OBJECT PROJECT PHASE NO.DOLLAR AMOUNT . . )92000000 3560 $32,344.00 GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT. THIS AGREEMENT SHALL BECOME’EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRrF[EN ABOVE. HOLD HARMLESS, CONTRACTOR agrees to 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 wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which the law imi~oses strict liability on CONTRACTOR in the performance of or failure to perform this agreement by CONTRACTOR. ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations, statements, negotiations and undertakings whether oral or written are superseded hereby. PROJECT MANAGER AND REPRESENTATIVE POR CITY CONTRACTOR NAME Captain Kathleen McKen~a BY To~d Pa~i-n~-ini DEPT. Police D~partn~nt.TITLE P.O. BOX 10250 SOCIAL SECURITY PALO ALTO, CA 94303 OR LR.S. NUMBER 570897G94 Telephone 329-2249 INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW) CITY DEPARTMENT [] Funds Have Been FINANCE RISK MANAGERBudgeted (1) (2) IF OVER $5,000, REQUIRES CITY MANAGER’S SIGNATURE CITY OF PAL0 ALTO ~ BY:CITY MANAGER BY: PURCHASING & CONTRACT ADMINISTRATION (3) (4) IF OVER $25,000, REQUIRES MAYOR AND CITY ATTORNEY SIGNATURES ATTEST:.APPROVED AS TO FORM: MAYOR CITY CLERK CITY ATTORNEY EXHIBIT A SYSTEM CONFIGURATION Application Server/Capture/Retrieve/Print.Workstation TFP Inc. Microcomputer 75 MegaHertz Pentium 1.44 MegaByte 3.5" Diskette Drive 1 Parallel, 2 Serial Ports 16 MegaBytes of Ram High Performance Peripheral Adapter 32K Video Controller Board Image Capture Board 1.2 GigaByte Magnetic Hard Disk Drive 250 MegaByte Tape Drive 15" Color Monitor !01 Enhanced Keyboard Serial Mouse (2) 28.8 Kbps Modems Canon RC-570 Still Image Camera (Built-in player) with PC Interface Kit Nikon 4 X 5 Color Video Printer HP Laserjet 4plus Printer with 6 Megabytes Ram Software Windows NT Instant-Object (server I) Instant-DB (server i) Instant-Photo (workstation) Instant-Retrieve (workstation) Instant-Print Instant-Backup Instant-Remote (N/C for W-DIN connection) TFP Image Compression/Decompression Software System Utilities Grayscale Software Services: Installation, Training, Shipping/Handling, System Customization and Documentation, and a one-year comprehensive warranty (System maintenance costs for proposed configuration: $3,843 per year) SYSTEM/SERVICES PRICE:29,157.20 ONE YEAR OPERATING COSTS TO INCLUDE FILM, SPECIALIZED PAPER AND OTHER SUPPLIES:1,000.00 TAX 2,186.40 TOTAL SYSTEM/SERVICES PRICE:32,343.60