HomeMy WebLinkAbout11 - Live Scan Fingerprint Systems PurchaseCITY OF NEWPORT BEACH
POLICE DEPARTMENT
October 22, 2002
/�i Ilr r i
TO: Honorable Mayor, Members of the City Council, and City Manager
FROM: Bob McDonell, Chief of Police
Tim Riley, Captain
SUBJECT: Live Scan Fingerprint Systems Purchase
RECOMMENDATION:
1. Approve purchase of two replacement Live Scan Fingerprint Systems from
"Identix" with the specified equipment, software, services, and extended
maintenance for the listed prices as follows:
Software, Services & Extended Maintenance
Quantity
Description
Vendor
Unit Cost
Total Cost
2
Fingerprinter Capture
Management System
Identix
$15,200
$30,400
2
Flat Screen Displays
Identix
$2,000
$4,000
2
Ten Print Application
Software
Identix
$2,000
$4,000
2
WSO Compression Software
Identix
$2,000
$4,000
2
ACMS Communication
Software (CRM, IDN, APP,
& REG
Identix
N/C
N/C
2
Internal Demographic
Interface
Identix
$800
$1,600
1
500 Record Queue Upgrade
Identix
$850
$850
1
Magnetic Stripe Reader with
Di iboard
Identix
$723
$723
1
Magnetic Stripe Reader S/W
CA DL
Identix
$553
$553
N/A
Sales Tax @7.75% on
Taxable items
$3,575
2
Installation & Training
Identix
$2,000
$4,000
Subtotal for Software &
Services
$53,701
N/A
Extended "24/7"
Maintenance from 2/1/03-
6/30/03
Identix
$5,500
$5,500
Pro'ect Costs Sub Total
$59,201
Less Trade -in
$1,250
$2,500
Total Project Costs
$56,701
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2. Approve funding for specified equipment, software, and services for a three -
year period through the City of Newport Beach "Lease Purchase
Consolidation" program as directed by the Administrative Services
Department. Each year's payments will be funded from the General Fund
Capital Improvement Program beginning in the current fiscal year, which
contains the required funding, and concluding at the end of fiscal year 2005.
BACKGROUND:
The Police Department has used live scan fingerprint system technology since
early 1995 when two systems were purchased and installed in the jail and at the
front desk. Fingerprints from arrestees, applicants, and registrants are captured
and reproduced in a digital format. Those digital images can then be sent
electronically to the CALID system via the Orange County Sheriff's Department,
or sent directly to the State of California Department of Justice Integrated
Automated Fingerprint Identification System (IAFIS), for processing. In the event
of a malfunction or as an exception, the digital images can also be physically
printed on a fingerprint card for processing or examining at a later time.
This process of capturing digital fingerprints has evolved substantially since our
initial implementation of the live scan technology in 1995. We initially captured
fingerprints in a digital format and then physically printed the results on a
Department of Justice fingerprint card. A typical arrest requires four fingerprint
cards. Those cards were distributed as follows:
• One card remained at the Newport Beach Police Department.
• One card was submitted to the Orange County Sheriff's Department.
• One card was submitted to the State of California, Department of Justice.
• One card was submitted to the Federal Bureau of Investigation.
The fingerprint image is stored to a local hard drive on the live scan computer.
The capacity of the current system hard drive is sufficient for storing up to 40 sets
of fingerprints. This is important because should an error occur in printing or if
there is a need for additional copies, the prints will be available for several days.
Over the last few years, the Police Department has booked an average of 9.5
persons per day. With that average, the existing prints will remain on -line for
approximately four days. Once the system reaches its capacity, new prints
overwrite the oldest on -line and the electronic image of the oldest prints is
erased.
The substantial benefit of the live scan technology initially was the need to
capture only a single set of fingerprints that could then be reproduced as many
times as needed. Prior to live scan, it was typically necessary to print an
arrestee four separate times to produce the needed fingerprint cards. Additional
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benefits were an improvement in the quality of the prints captured (no ink to
smear), a built -in quality control feature that alerted the operator to an
unacceptable print, and the ability to extract demographic data from another
source to populate the corresponding fields on the fingerprint card automatically.
This eliminated the need to retype that information separately on the fingerprint
card.
Today, after a number of enhancements and upgrades to the supporting network,
the CALID system in Orange County, and Department of Justice operations in
Sacramento, fingerprints are now submitted electronically. There is no longer a
need to print a physical card or store cards locally as the Orange County Sheriff's
Department will be storing fingerprints "long- term" in the CALID system. The
initial benefits of live scan technology are still in place and now that prints are
submitted electronically, additional functionality has been added.
That additional functionality includes confirming a unique countywide booking
number for subsequent arrests entered into the system, or providing a new
unique countywide booking number for first -time arrests. This unique countywide
number is essential in confirming the true identity of a person based upon
fingerprints. Also, the arrest information is automatically entered into the Orange
County Sheriff's Department Local Arrest Record System (LARS) in "real time ".
This information is then available to any law enforcement agency in Orange
County.
DISCUSSION:
Submitting fingerprints electronically is now a requirement. Our live scan
fingerprint devices are absolutely essential in the processing of arrests,
applicants, and registrants. Our current inventory consists of the following
systems:
1. One live scan device at the front desk used to process applicants and
registrants, and can be easily used as a supplemental device or temporary
replacement for an inoperative system in the jail.
2. One live scan device in the adult portion of the jail used to process adult
arrestees and registrants, and can easily be used as a supplemental device
or temporary replacement for an inoperative system at the front desk.
3. One live scan device in the juvenile portion of the jail used to process juvenile
detainees, and can easily be used as a supplemental device or temporary
replacement for an inoperative system in the jail or at the front desk.
There is also a supporting infrastructure consisting of a print server, demograpdd
server, and associated hardware that is integrated with our Jail Managem
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System (JMS). The demographic information is extracted automatically from the
JMS and then sent to the demographic server for use in a live scan device when
a person is fingerprinted. The infrastructure is adequate to meet our current
needs and there is not a requirement to replace any of the current hardware.
Each of the proposed live scan devices will require a minor reconfiguration to
work with the existing infrastructure.
The two systems proposed for upgrade are the devices located at the front desk
and juvenile detention area. Those systems are our original live scan devices
that are 7 -1/2 years old and are no longer supported by the manufacturer. The
systems in question require monthly preventative maintenance and were covered
24 hours per day and seven days per week for unanticipated malfunctions. We
were notified from the manufacturer that support would end July 31, 2002.
Without support, the systems are no longer reliable and pose substantial risk of
failure. We were able to negotiate a temporary three -month service agreement
until new systems can be purchased and deployed.
PROCUREMENT PROCESS:
Although there are other vendors that have similar live scan fingerprinting
devices, none have the ability to easily integrate with our existing infrastructure.
Based upon that, we are requesting the ability to purchase the two upgrade live
scan fingerprint devices from "Identix" (formerly doing business as "Digital
Biometrics Incorporated" and "Visionics Incorporated ") as a sole source vendor.
Our justification for that request is based upon the following:
1. Budget limitation — The amount budgeted for this project limits the scope
to a simple upgrade of two hardware devices, and is not sufficient to
support a new network infrastructure that would be required with products
from another vendor.
2. Integrating with the current network infrastructure — Our current live scan
system consists of three fingerprint devices, a print server, demographic
server, and custom and proprietary software and network hardware that
connects the hardware and desired functionality together. Replacing the
two live scan devices with another brand would likely require substantial
software modification and the purchase of new hardware.
3. Training requirements — The proposed upgraded live scan devices
operate virtually the same as the existing hardware and there is no need
to provide any additional training. Devices from another manufacturer
would require additional training of our employees to operate the new
devices.
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4. Maintenance issues — Our current maintenance agreement with Identix
includes monthly preventative maintenance on all equipment and 24 hour
per day, 7 days per week response should a problem develop with any of
the hardware or software. That same maintenance schedule and
coverage would continue with the proposed upgrade devices. Purchasing
from another vendor would require an additional maintenance agreement,
an additional separate preventative maintenance schedule, and likely
result in additional costs because of the likely need to upgrade the
network infrastructure.
5. Trade -in value — Identix has proposed to include a trade -in value of $2,500
for our two existing devices that will be replaced and will remove the old
equipment from the premises. There will likely be no trade -in value for our
existing equipment if it is replaced by another vendor.
The request to purchase our upgrade equipment from Identix as a sole source
vendor has been discussed and verbally approved by Dan Ohl at the City
Attorney's Office and Travis Askey at the Administrative Services Department,
based upon the justification listed above. Final approval rests with the City
Council and we believe there is sufficient justification to allow the purchase
exclusively from Identix.
CONCLUSION:
Concur with the source findings, approve the recommendations as outlined, and
award the purchase of the replacement equipment.
Respectfully submitted,
4 X/
Bob McDonell
Chief of Police
Tim Riley, Captain er
Support Services Division Command