Loading...
HomeMy WebLinkAboutAutomated Citations Project Letter of Commitment with the In Dept.ID PD-14-005 Page 1 of 2 Meeting Date:6/2/2014 CITY OF HUNTINGTON BEACH REQUEST FOR. CITY COUNCIL. ACTION MEETING DATE: 6/2/2014 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Robert Handy, Chief of Police SUBJECT: Approve the appropriation, expenditure and Automated Citations Project Letter of Commitment with the Integrated Law and Justice Agency for Orange County (ILJAOC), to provide an electronic citation processing system. Statement of Issue: The Orange County Superior Court issued a notice that they will not longer contract with firms that enter ticket data manually. According, it is requested the City Council authorize the Chief of Police to execute the automated citations project letter of commitment with the Integrated Law and Justice Agency for Orange County (ILJAOC), to provide an electronic citation processing system and approve the expenditure of an amount not to exceed $341,736. Financial Impact: There is sufficient funding available in the Supplemental Law Enforcement Services Account (SLESF) to cover the initial funding for this project for a total of$312,695. The remaining balance of $29,041 will be funded by FY 2014/15 JAG funding. Recommended Action: A) Authorize the Chief of Police to execute the automated citations project letter of commitment with the Integrated Law and Justice Agency for Orange County (ILJAOC), to provide an electronic citation processing system; and, B) Approve the appropriation and expenditure of an amount not to exceed $312,695 from the Supplemental Law Enforcement Services Account (SLESF). Alternative Action(s): Do not approve the execution of the letter of commitment, appropriation and expenditure of funding and direct staff accordingly. Analysis: In October 2013, the Superior Court issued a notice to cities throughout Orange County that they would no longer be contracting with the firm that enters the citation data from handwritten tickets into their Case Management System. Since this was an issue affecting all Orange County cities, the ILJAOC took the lead in issuing and RFP for electronic citation services. Ten vendors submitted proposals for review and Brazos Technologies was selected as the most qualified vendor. The Brazos contract is administered by the ILJAOC and ILJAOC will be responsible for management of the overall contract. In turn, ILJAOC will invoice each participating agency for the Item 6. - 1 T-M -40- Dept.ID PD-14-005 Page 2 of 2 Meeting Date:6/2/2014 implementation, equipment and warranty so they can pay Brazos and other contractors supporting the countywide project. The electronic citation processing system will replace the current paper citation system and enhance the Police Department's current method of processing citations. In addition to providing efficiencies within the court, the new system will provide the department with real-time reports and reduce the amount of staff time needed to review and correct citations. It will also ensure that our citations are processed by the courts in a timely manner and facilitate the continued adjudication and collection of fines associated with citations. The initial purchase will consist of 60 handheld citation devices, printers, chargers, licensing, implementation services and training, totaling $304,066. Additionally, this agreement includes annual costs of$37,670 to maintain the program (Refer to Attachment no. 1 below for details). The total project cost is $341,736. Of the total project cost, $312,695 will be funded by SLESF program and $29,041 will be funded by FY2014/2015 JAG funding. The department will request formal appropriation once the FY2014/2015 JAG application is approved by the County of Orange. Environmental Status. Not Applicable Strategic Plan Goal: Enhance and maintain public safety Attachment(s): 1) Automated Citations Project— Letter of Commitment HB -41- Item 6. - 2 or.�, .,� Integrated Law and Justice Agency for Orange County ®A Joint Powers Authority Jackie Gomez-Whiteley,Chair Cypress Police Dept. TO: Robert Handy, Chief of Police 5275 Orange Ave. Huntington Beach Police Department Cypress,CA 90630 714 229-6621 FROM: Bob McDonell, Executive Director 66 714 229-8957 Fax SUBJECT: Automated Citations Project— Letter of Commitment Kevin Baker,vice Chair DATE: April 23, 2014 Westminster Police Dept. 8200 Westminster Blvd Westminster,CA 92683 714 548-3706 ILJAOC is implementing an electronic citations project Countywide in 714 379-9604 Fax the second half of fiscal 2014, in response to the Superior Court's Bob FlcDonell notice that they will no longer be contracting with the firm that enters Executive Director the citation data received, into their Case Management System. As a 949279-4888 result, issuing agencies may see long delays due to the lack of Court Member Agencies resources, which will no longer be available to process them; thereby Cities of: impacting the adjudication of those matters. We are told the result Anaheim will affect the fines and forfeiture revenue of those respective Brea jurisdictions. (In some cases, the citations may not be entered at all Buena Park due to statute of limitations issues.) The project and approach is Costa Mesa described in the attached implementation report, adopted by the Cypress ILJAOC Board at their January 2014 meeting. Fountain Valley Fullerton The project is based on a competitive procurement run by ILJAOC Garden Grove (with the participation of a number of the member agencies, which Huntington Beach served as the review committee), that resulted in the selection of Irvine Brazos Technologies as the vendor. The first phase of that La Habra engagement was a pilot project that deployed the system at the Brea, La Palma Irvine and Orange Police Departments. Laguna Beach Los Alamitos The Brazos contract is held by ILJAOC and ILJAOC will take on an Newport Beach overall contract management role. They will work with Brazos to Orange order equipment, manage the schedule, refine configurations and run Placentia regular meetings that monitor Brazos' delivery and schedule Santa Ana performance. ILJAOC will invoice each participating department for Seal Beach their equipment and implementation, and will in turn pay invoices to Tustin Brazos and other contractors supporting the project for ILJAOC. Westminster County of Orange, on behalf of: Ownership of the equipment will be transferred to the respective District Attorney's Office departments upon completion of the implementation phase of the Probation Department project; however, ILJAOC will manage the warranty and service for Public Defender the devices on an ongoing basis. ILJAOC will invoice the Sheriff's Department& department annually for the costs associated with the annual their contract cities software licensing and maintenance, once the Project has completed University of CA,Irvine Police Department the implementation phase and we move to annual sustainment. The Superior Court of California, pricing includes an ILJAOC administered extended warranty for much County of Orange of the equipment as part of the base offering. ILJAOC will work with 21 Page Automated Citation Project Letter of Commitment Brazos to repair or replace hardware components that fail during the first five years of operation through the utilization of the maintenance fees. The exception is the core Motorola handheld device. These devices are procured with a 3 year no-fault warranty. Their planned life is approximately 5 years. Experience in Brea and Orange indicate that the actual life of the devices is well in excess of 5 years in most cases. ILJAOC does not plan to replace those units outside of the extended warranty period at this time. ILJAOC is working with the Orange County Random Access Network (RAN) Board to develop a cost sharing plan in conjunction with their mobile fingerprint project that could address the replacement of much of the portable equipment at the end of its useful life (4 to 6 years). Once we are able to further explore the potential for that arrangement, ILJAOC will reconsider a life cycle management program that if necessary, will involve the collection of a portion of the capital replacement costs on an annual basis to allow for the complete replacement of the equipment when necessary, without having to request additional funding for the capital replacement from the participating agencies. Originally the costs for this project were presented on a unit basis. The costs have now been refined to allow each member agency to customize their purchase and add additional quantities as necessary. This allows for greater transparency and provides for a breakdown of each cost element. The costs have not changed from our previous estimate; they are simply refined for each Agency's needs. The costs are made up of two components. There is a baseline implementation cost for each agency, plus the per unit hardware components. The project allows each department to select the number of devices and ancillary items to purchase. Departments can make configuration selections to suit their operations that will impact the total cost. ILJAOC operates on a not for profit basis and as more agencies participate and volumes increase, efficiencies are expected to be realized. ILJAOC will review the project financials periodically and if a project funding surplus is realized due to the expected efficiencies, then options for the use of that surplus including capital replacement deferred maintenance costs will be explored. Your department will be invoiced for 50% of your expected implementation costs upon initiation of work with your department. The balance of the implementation and equipment costs for your department will be invoiced upon delivery of the equipment and training to your staff. Your department will be operational immediately following the training. 31 Page Automated Citation Project Letter of Commitment As stated earlier, annual maintenance costs and related fees will be invoiced in conjunction with your yearly ILJAOC membership fee invoice. Participation in the project is voluntary by department and as such, the implementation and maintenance costs invoiced vary by department and are based on the quantities of equipment that a department chooses to employ Please sign and return the acknowledgement below to indicate that your department has obtained the necessary approvals from your City Manager to proceed with the project, and that you are in agreement with the arrangements described above. Respectfully Submitted, &�' 9�-'a4 Bob McDonell EXECUTIVE DIRECTOR Attachments: • Citations System Implementation Report Cc: Fred Wilson, City Manager J 41 Page Automated Citation Project Letter of Commitment ILJAOC Citation Project Department Specific Budget and Acknowledgement Huntington Beach Police Department Your staff has indicated that you wish to acquire the following quantities. One-Time Implementation Costs Motorola MC75As $1,262.00 $100.96 60 $81,777.60 3 Year Bronze Support $265.00 - 60 $15,900.00 Mag Stripe Readers $109.00 $8.72 60 $7,063.20 Biometric Fingerprint Readers $750.00 $60.00 60 $48,600.00 Motorola Four Bay Charging Station** $353.00 $2&24 12 $4,574.88 Motorola Wall Chargers** $95.00 $7.60 14 $1,436.40 Motorola Car Chargers(Adapter)* $130.00 $10.40 46 $6,458.40 Motorola Car Chargers(Mounted)* $265.00 $21.20 0 $ .00 Motorola MC75A Extra Batteries $59.00 $4.72 0 $ .00 Zebra Printers(no mag stripe reader) $556.00 $44.48 60 $36,028.80 Zebra Printers(with mag stripe $645.00 $51.60 0 $ .00 readers) Zebra Printer Four Bay Charging $345.00 $27.60 3 $1,117.80 Station** Zebra Printer Wall Chargers** $65.00 $5.20 14 $982.80 Zebra Printer Extra Batteries $78.00 $6.24 6 $505.44 Cases of Receipt Paper* $95.00 $7.60 8 $820.80 Brazos Citation Software $650.00 - 60 $39,000.00 Brazos Accident Report Software* $30.00 - 60 $1,800.00 Per Device Deloitte Consulting's $750.00 - 60 $45,000.00 Project Management Fee*** Per Agency Deloitte Consulting Project $1,000.00 - Flat Fee $1,000.00 Management Costs*** Brazos Implementation Services $7,500.00 - Flat Fee $7,500.00 Brazos Two Day User Training $4,500.00 - Flat Fee $4,500.00 Total One-Time Implementation Cost $304,066.12 *Indicates optional items ** Requires charging devices; different options available *** Project management services are provided by contract by Deloitte Consulting. To distribute the costs appropriately across the project, the fee is broken between a base fee for each agency 51 Page Automated Citation Project Letter of Commitment and a fee associated with each device that an agency deploys on the assumption that larger agencies will have more complexity associated with their implementation. Annual Costs Citation Software $200.00 60 $12,000.00 Accident Report Software $30.00 60 $1.800.00 ILJAOC Maintenance Services"""" $387.00 60 $23,220.00 Interface with RMS(Flat Fee) $650.00 Yes $650.00 Total Annual Costs $37,670.00 *ILJAOC Maintenance Services are a fee per device that funds the maintenance of the data interface to the Court and provides a fund that allows for extended warranty replacement for hardware(excluding the Motorola MC75A device itself in years 4 &5)that should fail or require repair during the first fve years of operation. This fee will be reviewed annually and will be adjusted so that ILJAOC is recovering only enough to pay the costs of the replacement program. This will result in a total implementation cost of $304,066.12 and an annual maintenance cost of $37,670.00 (which does not include any capital replacement costs, should the RAN Board not approve a cost- sharing arrangement with their Mobile Fingerprint Project.) The project team would be happy to work with your staff to adjust quantities or to develop a customized hardware configuration. Either of these adjustments will result in an adjustment of your implementation and maintenance costs. Acknowledgement and Acceptance: Name: Robert handy Title: Police Chief Signature: AppROVED AS TO FORM JENNIFER McGUTH,City At"'W DhAityaly