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Home My WebLink About15 - BA-055 Law Enforcement Technology EquipmentCITY OF NEWPORT BEACH POLICE DEPARTMENT June 12, 2001 June 12, 2001 Item No. 15 TO: Honorable Mayor, Members of the City Council and City Manager FROM: Bob McDonell, Chief of Police SUBJECT: Budget Amendment for California Law Enforcement Technology Equipment Purchase Program RECOMMENDATION: 1. Approve a budget amendment of $79,997 to be transferred from the General Fund unappropriated reserve, to the Police Department Budget Account 1820 -9015, to fund the purchase of equipment for our approved California Law Enforcement Technology Equipment Purchase (CLETEP) program grant. 2. Approve the purchase of forty Personal Digital Assistants (PDA) and related accessories and software as described in detail below from Symbol Technologies, Inc. (SYMBOL) at $1,793.50 per unit for a total cost of $71,740 plus tax'. 3. Approve the purchase of one Personal Computer Server as described in detail below from Dell Computer Corporation (DELL) for a total cost of $6,494 plus tax'. Sales tax amount beyond grant allocation will be absorbed from the existing Police Department budget BACKGROUND: The California Department of Justice, Office of Criminal Justice Planning (OCJP) announced on January 26, 2000, the availability of $30,000,000 from the State General Fund for the CLETEP program. The purpose of the program was to enhance local law enforcement technology to address problems relating to crime suppression and crime prevention. The Newport Beach Police Department was eligible for funding of up to $80,000 based on a population of 74,000 people as listed in the application materials. This one -time funding was for a six -month grant award period commencing May 1, 2000, and originally ending October 31, 2000. (It was later extended to June CLETEP Grant Equipment Awards Page 2 30, 2001). Successful grant award recipients are required to use the CLETEP monies to supplement, not supplant, funds for equipment that would otherwise be available to the law enforcement agency. Grant funds cannot be used for other purposes, are subject to audit, and must be used within the grant award period. The Police Department was selected to receive $79,997 and on May 20, 2000, the City Council unanimously approved acceptance of the CLETEP program funds. The Department was unable to complete the grant project prior to June 30, 2000, as a majority of the equipment (PDA's and related accessories) specified in the grant was unavailable due to unanticipated manufacturing delays. As a result, the funds reverted to the General Fund unappropriated reserve on July 1, 2000, since they were not spent or encumbered due to the unavailability of the product. DISCUSSION: The Police Department, over the last six years, has implemented a City Council approved, comprehensive Strategic Technology Plan. The plan included replacement of our core automated systems, Computer Aided Dispatch (CAD), Records Management System (RMS) and Jail Management System (JMS). In addition, mobile computers were installed in all marked police vehicles to assist our officers in the field with immediate access to needed resources, automated data collection and data communications to enhance their safety and improve their efficiency. Although our main systems have been replaced, there is an on -going need to ensure we maintain our technology at a current level and strive to improve the resources available to our police officers so they may better serve the public. New technology has vastly improved the ability to collect and display data electronically in a mobile environment. This is an area where we have not fully implemented technology. As an example, officers still hand write personal service citations (CITES) and field interview cards (FI's). This antiquated process is time consuming, prone to obtaining inaccurate or illegible data, and is incapable of providing an automated identification /verification. The manual process also does not provide the capability to immediately validate data collected (e.g. the geo- verification of a location, along with demographic descriptions), nor does it allow the Department to retrieve and share the data collected in a timely manner. The proposal approved by the CLETEP program grant is to automate this process with the use of a PDA. This handheld PDA is capable of electronically capturing information contained on a drivers license (through a magnetic stripe CLETEP Grant Equipment Awards Page 3 reader) and then integrating that information with what is required to complete a CITE or Fl. The device can store, print (through infrared or wireless communication capabilities) and display the information collected for quick reference and later automated entry into our RMS. Electronically capturing information needed to complete a CITE or Fl with a PDA will improve data collection quantity and quality and maximize the retrieval of the data collected. Implementation of this technology and equipment will provide field personnel, the Crime Analysis Unit and Detectives with critically important data in a timely manner, so they may more effectively carry out their responsibilities. The project is also being coordinated with the local Court system as a "pilot' to demonstrate the potential for the electronic transfer of citation data, thereby avoiding the need to complete data entry on approximately 750,000 citations which are issued in this County each year. Since the grant was awarded by OCJP and accepted by the City Council, technology and product availability have improved significantly. We have conducted extensive research including the field- testing of potential equipment, and have concluded that the PDA from SYMBOL met or exceeded our requirements. These devices use the Palm Operating System, are ruggedized for field use, have a built -in wireless Local Area Network card, an infrared port, and the magnetic stripe reader required for electronically reading a drivers license. Police Department staff is unaware of any other product on the market which has the necessary functionality and which has the ruggedized packaging similar to the Symbol device. As the manufacturer, SYMBOL sells their products directly or through value added resellers. We did receive a quote from one of the resellers that matched the pricing from the SYMBOL Corporation. It is our recommendation to purchase directly from the manufacturer, based on their local presence in Costa Mesa and their technical expertise and support. The Police Department has already conducted previous bidding proposals (awarded to DELL), for personal computers and servers. In order to maintain the continuity of our equipment and related service agreements, we recommend continuing that relationship. As such, we intend to purchase the required server for this project from DELL, through the State of California certified pricing schedule. PROPOSED EQUIPMENT: Quantity Equipment Description Unit Cost Line Item Subtotal 40 Symbol SPT1746 Ruggedized PDA with Infrared, Palm OS, & Wireless Communication $1,234.00 $49,360.00 40 Charging Cradle $252.00 $4,060.00 40 Charging Cable Assembly $24.50 $980.00 CLETEP Grant Equipment Awards Page 4 CONCLUSION: Approve the budget transfer and related purchase recommendations. Respectfully submitted, Approved by, Tim Riley, Captain Bob McDonell Support Services Division Commander Chief of Police Subtotal from SYMBOL $71,740.00 1 Dell Power Edge Server Computer for uploading Fl and CITE information as per Quote Number 2749786 $6,494.00 $6,494.00 Subtotal from DELL 1 $6,494.00 Subtotal $78,234.00 Sales Tax $5,867.35 TOTAL $84,101.55 CONCLUSION: Approve the budget transfer and related purchase recommendations. Respectfully submitted, Approved by, Tim Riley, Captain Bob McDonell Support Services Division Commander Chief of Police City of Newport Beach BUDGET AMENDMENT 2000 -2001 EFFECT ON BUDGETARY FUND BALANCE: This budget amendment is requested to provide for the following: NO. BA- 088 AMOUNT: 578,997.aa Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance To increase expenditure appropriations for the CLETEP Program Grant previously awarded to the City. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description 010 3605 General Fund Unappropriated Fund Balance REVENUE ESTIMATES (360 1) Amount Debit Credit $79,997 Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) Description Division Number 1820 Police - Support Services Account Number 9016 CLETEP Capital Equipment $79,997 Division Number Account Number Division Number Account Number Division Number Account Number Automatic System Entry. Signed: Fin ncial Approval: Administrative Services Director Date Signed: _ _ � , O Administrative Approval Clty M&Kager ate Signed: City Council Approval: City Clerk Date Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations X from additional estimated revenues from designated reserves EXPLANATION: This budget amendment is requested to provide for the following: NO. BA- 088 AMOUNT: 578,997.aa Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance To increase expenditure appropriations for the CLETEP Program Grant previously awarded to the City. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description 010 3605 General Fund Unappropriated Fund Balance REVENUE ESTIMATES (360 1) Amount Debit Credit $79,997 Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) Description Division Number 1820 Police - Support Services Account Number 9016 CLETEP Capital Equipment $79,997 Division Number Account Number Division Number Account Number Division Number Account Number Automatic System Entry. Signed: Fin ncial Approval: Administrative Services Director Date Signed: _ _ � , O Administrative Approval Clty M&Kager ate Signed: City Council Approval: City Clerk Date