CR 99-40 Approve Purchase Of Police Records Mangement System
. April 15, 1999 Council Report 99-040
APPROVE PURCHASE OF POLICE RECORDS MANAGEMENT SYSTEM
Proposed Action:
Staff recommends approval of the following motion: "Approve purchase of Vision
Records ManaQement Svstem."
Overview
The police records management computer is scheduled for replacement according to
the approved equipment replacement schedule. After completing the RFP bid process
and evaluating systems from bidders, staff has selected Vision Software as the product
that best meets our needs.
Primary Issues to Consider
. Why does the current equipment need to be replaced?
. What options are available for a replacement product?
. What is the cost of the proposed system and how will it be funded?
e Supportina Documents
Attachment A: Pricing Sheet
Attachment B: Vendor Comparison Pricing Sheet
it:l! /7 { ({(fl
Heather M. Alex, Project Manager
Earl L. Johnson, Chief of Police
Council Report
Page 1
e
. Analysis of Issues
. Why does the current equipment need to be replaced?
The current system was installed in 1988 and has reached the end of its life
expectancy. The system is not Y2K compliant and cannot be modified. The
technology platform used by the mini-computer is no longer supported by the
manufacturer.
. What options are available for a replacement product?
Staff considered both a mainframe and a PC-based platform as a solution. The PC-
based platform was chosen because of it's lower cost, greater flexibility and
networking capabilities.
Staff completed a system needs survey and conducted a RFP process. Bids were
received from 5 vendors. Three vendors were invited to demonstrate their products
for the City. Vision Software submitted a joint bid with GE Capital for a
software/hardware solution. GE Capital has the State contract for computer and
network hardware.
Staff selected Vision Software as the product that best met the functional needs for a
. records management system and was within budget parameters.
. What is the cost and fundina source of the proposed system?
Attachment A in the Supporting Documents lists software and system server costs.
Attachment B lists additional hardware and networking costs. The overall system
cost is budgeted in the 1999 Equipment Replacement Schedule shown as
Attachment c. The Police Department is proposing the use of Local Law
Enforcement Block Grant Funds in the amount of $13,000 to reduce the total
hardware costs.
The city of Wayzata has expressed an interest in sharing a portion of the system,
and staff is working with them to explore this possibility. Should Wayzata join the
project they would pay a user fee that would cover their portion of system access
plus an administrative fee. Staff will continue to provide updates on the progress of
a shared system.
Recommendation:
Staff recommends the purchase of the Vision Software Records Management
System contingent on final contract approval by the City Attorney. Staff
recommends approval to purchase hardware as specified GE Capital at Minnesota
e State Contract pricing.
--- ..---...
,. VISION RMS A ITACHMENT A
SYSTEM PRICE
SHEET
Cty @
Hopkins Only (20)
Hardware
RMS Server 1 $26,337.00
PDC Server 1 $12,928.00
BDC Server 1 $12,928.00
Tape Back-up 1 $13,876.00
Network Hardware 2 $5,000.00 $10,000.00
Workstations 5 $3,200.00 $16,000.00
*includes NT licenses/software
Misc. Hardware (rack mounts, etc.) 1 $5,000.00 $5,000.00
Software
RMS System 20 $14,443.00
Citations 20 $4,290.00
Officer Activity Log 20 $4,290.00
Pawned Property 20 $4,290.00
Traffic Accidents 20 $4,290.00
Administration & Personnel 5 $2,860.00
Imaging & Mugshots 5 $9,152.00
Services
Installation $4,500.00
tit Program Management $3,750.00
Configuration Services $2,250.00
Training $15,000.00
Master Name Summary Conversion $6,000_00
1st Year Maintenance $6,684.00
Performance Bond $10,000.00
Acceptance Testing $10,000.00
$58,184.00
Total RMS $198,868.00
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