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10248M M M M M RESOLUTION NO. 10,248 1 2 3 A RESOLUTION AUTHORIZING THE CITY 4 MANAGER TO ACCEPT BIDS AND AWARD A 5 6 CONTRACT TO PRC PUBLIC SECTOR, INC. FOR THE 7 PURCHASE OF 100 LAPTOP COMPUTERS WITH 8 AUTOMATED VEHICLE LOCATOR (AVL) SYSTEMS 9 FOR THE LITTLE ROCK POLICE DEPARTMENT. 10 11 12 WHEREAS, in April of 1997, the City was notified by the Office of Community 13 Policing Services (COPS) that a grant proposal submitted by the Police Department has been 14 selected for funding; and 15 16 WHEREAS, the proposal requested $833,125 to place laptop computers in patrol 17 vehicles; and 18 WHEREAS, the Board appropriated a local match of $294,375 in May; and 19 WHEREAS, the Board initiated the funding for an AVL System in February of 1996 20 21 with an appropriation of $108,920 to the Special Projects Account designated to purchase 22 the system which represented the fist phase of four ensuing appropriations needed to 23 acquire the system; and 24 25 WHEREAS, the Police Department and the Office of management Support conducted 26 an extensive evaluation of how laptops with an AVL interface would function with our 27 existing information system; and 28 WHEREAS, on October 1, 1997, the Police Department released a Request for 29 30 Proposals for a comprehensive Police Information System Expansion that integrated four 31 elements (Detective Workstations, Vehicular Workstations or Mobile Computer Terminals, 32 AVL and a Wireless Mobile Data System, CDPD or RF. 33 NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS 34 35 OF THE CITY OF LITTLE ROCK, ARKANSAS: 36 174 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 M M SECTION 1. The City Manager is authorized to accept bids and award a contract to PRC Public Section, Inc., of Reston Virginia, the most qualified bidder meeting specifications, in the amount of $2,665,189 for the purchase of 100 laptop computers and specified software, 100 AVL units, software and necessary 911 center workstations, mapping, CAD and radio interfaces and required system integration services and training. SECTION 2. Funds are available for this purchase in the Police Department's AVL Special Project account number 210 - 350- 0511 -G33, COPS MORE 96 Special Project Account (210- 350- 0663 -1-186) and the 1996 /97 Local Law Enforcement Block Grant Program accounts (210-350-0548-G70) and (210-350-0772-196). SECTION 3. This resolution shall be in full force and effect from and after its adoption. ADOPTED: April 21, 1998 ATTEST: ROBBIE HANCOCK CITY CLERK APPROVED AS TO FORM: e:::74� C%A� THOMAS M. CARPENTER V CITY ATTORNEY APPROVED: ' I I u: 1' 175 176 PURCHASING FACT SHEET BID NO: 97343 DATE ADVERTISED: 10/7/ & 10/14/97 DATE OPENED: 11/14/97 BID LIST: 20553 NUMBER SOLICITED: 54 DEPARTMENT: Police DESCRIPTION: Automated Vehicle Locator System (AVL) & Laptop Patrol Units FUNDING: Project ACCOUNT NUMBER: 210 - 350 - (0511,0663,0548, &0772) APPROPRIATION OR TRANSFER REQUIRED: See Discussion ACCOUNT AVAILABILITY: $2,665,189 AMOUNT OF PURCHASE: $2,665,189 + tax (approximately $125,000) SUGGESTED AWARDEE: PRC PUBLIC SECTOR RECOMMENDATION AND DISCUSSION: It is recommended that the proposal submitted by PRC Public Sector be approved. Proposals were sent to 54 bidders and a mandatory pre -bid conference was scheduled. There were 22 companies represented by 35 people at the pre -bid conference. Seven responses were received and an evaluation is given on the attached memo from Assistant Chief Thomas to me dated 2/25/98/. I concur with the recommendation in the memo and am satisfied that a through evaluation was given by the selection committee. Taxes will run approximately $125,000 for this purchase and will be funded by LLEBG grant monies. Police Departmen mr /00,Nest Markham Uftle Hock, Arkansas 72201 -1729 • sm 177 MEMORANDUM TO: Jerry Paul, Purchasing Agent FROM: Stuart Thomas, Assistant Chief of Police RE: Mobile Computer and AVL Proposals DATE: February 25, 1998 On October 1, 1997, the Little Rock Police Department released a Request for Proposals for a comprehensive Police Information Systems Expansion. This RFP was divided into four elements (Detective Workstations; Vehicular Workstations, or Mobile Computer Terminals; an Automated Vehicle Locator System; and a Wireless Mobile Data System, CDPD or RF). A mandatory vendor's conference was held at the Department on October 15, 1997; as a result of that conference, four addenda to the RFP were developed and announced, including an extension to December 5, 1997, for responses. The following individuals from the Police Department and the Office of Management Support were appointed to serve as a committee to evaluate the proposals and make a recommendation for the selection of a proposal or proposals: Stuart Thomas, Assistant Chief of Police, LRPD; Jeff Ralston, Applications Development Manager, OMS; Captain Thomas Bartsch, Administration Division Commander, LRPD; Randy Foshee, Network Manager, OMS; and, James Foster, Information Systems Coordinator, LRPD. This memorandum provides a summary of the functional intent of the RFP, a description of the responses received, and the staff recommendations for further action in this matter. The Department's Request for Proposals provided a general description of existing Departmental and City communications and data processing systems and an overview of the Department's preferences for integrating these systems with Detective laptops, Mobile Computer Terminals and an Automated Vehicle Locator System. Desired functions, purposes, and software for the Detective laptops and MCTs were also described. The Department permitted vendors to respond to any and all elements of the RFP individually or in partnership with subcontractors providing that a "primary vendor" ultimately responsible for implementing the response was designated. The Department also indicated in the RFP that vendors could address wireless data transmissions through either traditional RF (radio) or CDPD (cellular) systems. Alltel and Sprint responded that neither company anticipated providing CDPD service in the Little Rock area; no other cellular service providers responded to the Department's RFP. Alltel did respond that it intended to implement CDMA technology in the Little Rock area in the future. Consequently, the CDPD option in the RFP was not satisfactorily answered and is no longer considered an option. However, the possibility of migrating some Departmental data transmissions to CDMA when such service becomes commercially available remains open. The responses to the RFP are summarized as follows: Coded Communications Corporation, Carlsbad, CA: Proposed replacement of the existing Motorola infrastructure with a private Coded 9600 -baud radio network; Coded MCT -720 (or other) laptop computers for vehicles, utilizing Cerulean Technology PacketCluster software; and Coded Smart AVL -GPS, which utilizes Trimble components and Coded's software and manager. Coded also addressed the CDPD option by including a dual modem. However, as noted above, no CDPD service was offered. SDB Consulting Services, Plano, TX: Proposed software modifications to allow simultaneous use of the existing Motorola RDLAP technology and CDPD, with eventual migration to CDPD. Cerulean Technology, Incorporated, Marlborough, MA: Proposed its PacketCluster Patrol software system (message switch and client application) to continue to utilize the existing Motorola RDLAP (RF) system in the absence of a CDPD provider. Software Corporation of America, Stamford, CT: Proposed its Premier MDT Server (message switch) and client software for MCTs. Office Imaging Solutions, Incorporated, Little Rock, AR; and AMREL Systems, Incorporated, Arcadia, CA; and TROGON Computer Corporation, Cerritos, CA: Proposed laptop computers for both Detective ( TROGON Q.12) and vehicular use ( AMREL Systems Rocky II), including specified software and printers. PRC Public Sector, Incorporated, Reston, VA: Proposed a system expanding the existing CAD, Motorola 800MHz trunked radio system, and message switch. PRC includes its AltarisView mapping system and client software for MCTs (Litton MobileVu, with specified software) and Garmin AVL components. Motorola is identified as a partner in the proposal. International Business Machines Corporation, Little Rock, AR: Proposed responses to all elements of the RFP in the form of a variety of functional options. IBM would utilize its eNetwork Wireless product as the. middleware to deliver Departmental February 2s, 1098 • 17.8 Page 2 • The Department also indicated in the RFP that vendors could address wireless data transmissions through either traditional RF (radio) or CDPD (cellular) systems. Alltel and Sprint responded that neither company anticipated providing CDPD service in the Little Rock area; no other cellular service providers responded to the Department's RFP. Alltel did respond that it intended to implement CDMA technology in the Little Rock area in the future. Consequently, the CDPD option in the RFP was not satisfactorily answered and is no longer considered an option. However, the possibility of migrating some Departmental data transmissions to CDMA when such service becomes commercially available remains open. The responses to the RFP are summarized as follows: Coded Communications Corporation, Carlsbad, CA: Proposed replacement of the existing Motorola infrastructure with a private Coded 9600 -baud radio network; Coded MCT -720 (or other) laptop computers for vehicles, utilizing Cerulean Technology PacketCluster software; and Coded Smart AVL -GPS, which utilizes Trimble components and Coded's software and manager. Coded also addressed the CDPD option by including a dual modem. However, as noted above, no CDPD service was offered. SDB Consulting Services, Plano, TX: Proposed software modifications to allow simultaneous use of the existing Motorola RDLAP technology and CDPD, with eventual migration to CDPD. Cerulean Technology, Incorporated, Marlborough, MA: Proposed its PacketCluster Patrol software system (message switch and client application) to continue to utilize the existing Motorola RDLAP (RF) system in the absence of a CDPD provider. Software Corporation of America, Stamford, CT: Proposed its Premier MDT Server (message switch) and client software for MCTs. Office Imaging Solutions, Incorporated, Little Rock, AR; and AMREL Systems, Incorporated, Arcadia, CA; and TROGON Computer Corporation, Cerritos, CA: Proposed laptop computers for both Detective ( TROGON Q.12) and vehicular use ( AMREL Systems Rocky II), including specified software and printers. PRC Public Sector, Incorporated, Reston, VA: Proposed a system expanding the existing CAD, Motorola 800MHz trunked radio system, and message switch. PRC includes its AltarisView mapping system and client software for MCTs (Litton MobileVu, with specified software) and Garmin AVL components. Motorola is identified as a partner in the proposal. International Business Machines Corporation, Little Rock, AR: Proposed responses to all elements of the RFP in the form of a variety of functional options. IBM would utilize its eNetwork Wireless product as the. middleware to deliver Departmental M `m February 25, 199 Page 3 0 M M = M M applications to all laptops. The system is adaptable to CDPD; however. IBM also notes the lack of a local service provider. Litton MobileVu or XL Computing PCMOBILE units were proposed for vehicles and IBM Thinkpads for Detective laptops. Trimble AVL equipment and its RF system were also included, with Dataradio providing the mobile radio equipment and infrastructure. Pursuant to Section 6.5. of the RFP, the responses were evaluated on the basis of completeness and adequacy of documentation. Weights were then assigned to three elements of consideration: • Ability to meet or exceed Departmental requirements, specifications, and preferences as indicated in the RFP; • Vendor support, maintenance, delivery and installation schedule; and, • Vendor history, references and past performance. The committee met several times in whole and in part to discuss and score the responses. The responses were critically evaluated individually on their own merit and with respect to each separate vendor's commitments as stated within the responses. While vendor history, references and past` performance were considered, the technical aspects of each response were considered absent any speculation about what a vendof might or probably could accomplish. Consequently, specific platforms, software and interfaces identified by vendors in their proposals were viewed more favorably than promises to develop necessary elements or to work with the City or other vendors to develop necessary elements of the overall system. The nature of the responses identified two paths for the City to consider in expanding police information systems: engaging a prime contractor for the significant majority of the project, or utilizing City personnel to manage the project while using commercial software or software subcontractors only for some elements. The intent of the RFP was to solicit a responsible primary contractor and, upon review of the responses, the committee determined that to be the most appropriate course. The responses were then further evaluated in light of this determination. As a result, the committee reached the following conclusions and recommendations: The proposals submitted by SDB Consulting Services; Cerulean Technology, Incorporated; and Software Corporation of America, were eliminated from further consideration because each represented a limited application which did not adequately address the project as a whole as previously discussed. The committee also determined that the hardware proposed by Office Imaging Solutions, Incorporated, did not satisfy the minimum requirements as set forth in the RFP. 179 M - M February 1998 MAN==== M M M Page 4 • 180 The three remaining proposals (Coded Communications Corporation; PRC Public Sector, Incorporated; and International Business Machines Corporation) each addressed vehicular computers (MCTs), AVL and wireless communications. Additionally, IBM (through business partner Inacom Information Systems) provided options for Detective laptops, software and printers. The committee further evaluated these proposals pursuant to Section 6.5. of the RFP with specific consideration being given to existing mainframe system access, CAD access, ACICJNCIC access, AVL (vehicular equipment, communications infrastructure and equipment, and management and mapping), and MCT hardware. The scores established by the committee for each proposal are as follows: Coded Communications Corporation: 57.00 PRC Public Sector, Incorporated: 92.78 International Business Machines Corporation: 74.88 Further, the response of PRC Public Sector, Incorporated, was determined by the committee to be the only response to have received a score of at least 90% in each area of review as required by Section 6.5. of the RFP for further consideration. The committee, therefore, - recommends the response of PRC Public Sector, Incorporated, as the only qualified and acceptable response received pursuant to the MCT, AVL, and Wireless Mobile Data System sections of the RFP. The committee further recommends the response of International Business Machines, Incorporated, and Inacom, as the only qualified and acceptable response received pursuant to the Detective Laptop section of the RFP. . With the qualified proposals having been established, the bid prices provided by the vendors must be addressed. PRC Public Sector, Incorporated, has submitted a total bid of $2,870,844. The Police Department will initiate negotiations with this vendor immediately to establish an acceptable contract to recommend to the City Manager and the Board of Directors. A review of the bid price submitted by International Business Machines, Incorporated, and Inacom, indicates that the offering is based upon price discounts that have expired. I therefore request that the Detective laptop portion of the original RFP be rebid. In light of evaluating the RFP's, certain elements of the laptop specifications will require moderate changes. The new specifications will be forthcoming.