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HomeMy WebLinkAbout25D - AGMT - CITATION PROCESSING SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 6, 2014 TITLE: AGREEMENT WITH ILJAOC TO PROVIDE ELECTRONIC CITATION PROCESSING SERVICES CITY MANAggE RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: --:• o ❑ As Recommended ❑ As Amended ❑ Ordinance on is' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute an agreement with the Integrated Law and Justice Agency for Orange County (ILJAOC), to provide an electronic citation processing system in an amount not to exceed $406,413, for a three -year period, subject to non substantive changes approved by the City Manager and City Attorney. DISCUSSION In October 2013, the Superior Court issued a notice to cities throughout the County that they would no longer be contracting with the firm that enters the citation data from handwritten tickets into their Case Management System. Because this was an issue affecting all Orange County cities, the ILJAOC took lead in issuing an 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 take on an overall contract management role. In turn, ILJAOC will invoice each participating department for the Implementation, equipment and warranty so they can pay Brazos and other contractors supporting this 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 system, the new system will provide the Police 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. 25D -1 ILJAOC Agreement May 6, 2014 Page 2 FISCAL IMPACT Funds in the amount of $406,413 are available in the Police Department Asset Forfeiture account (no. 02614450 62300). APPROVED AS TO UNDS AND ACCOUNTS: Carlos Rojas Francisco Gutierrez Acting Chief of Police Executive Director, Finance & Mgmt. Services 25D -2 L 'A i I& L 1w.,, �- �0, Integrated Law and Justice Agency for Orange County 2501-3 - A Joint Powers Authority - Jackie Gomez- Wbitaley, Chair Cypress Police Dept. TO: Carlos Rojas, Interim Chief of Police 5275 orange Ave. Santa Ana Police Department Cypress, CA 90630 714229 -6621 FROM; Bob McDonell, Executive Director 714 229.8957 Fax SUBJECT: Automated Citations Project — Letter of Commitment Kevin Baker, Vice chair DATE: March 17, 2014 Westminster Police Dept. 8200 Westminster Blvd Westminster, CA 92683 714548.3706 ILJAOC is implementing an electronic citations project Countywide In 714379.9604 Fax the second half of fiscal 2014, in response to the Superior Court's Bob McDonell 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 949 279 -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 area oft 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 nn The project is based on a competitive procurement run by ILJAOC Gordan Grove Garde (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 Orange overall contract management role. They will work with Brazos to Placentia order equipment, manage the schedule, refine configurations and run Santa Ana regular meetings that monitor Brazos' delivery and schedule Seal Beach performance. ILJAOC will invoice each participating department for Tustin their equipment and implementation, and will in turn pay invoices to Brazos and other contractors supporting the project for ILJAOC. Westminster W 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, ILJACC will manage the warranty and service for Public Defender the devices on an ongoing basis. ILJAOC will invoice the Shedff'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 2501-3 2j 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 6 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, 2501-4 3 1 P a g e 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, && Qw� Bob McDonell EXECUTIVE DIRECTOR Attachments: Citations System Implementation Report Cc: David Cavazos, City Manager 2501-5 41 Page Automated Citation Project Letter of Commitment ILJAOC Citation Project Department Specific Budget and Acknowledgement Santa Ana Police Department Your staff has indicated that you wish to acquire the following quantities. One -Time Implementation Costs It Motorola MC75As Unit Price $1,262.00 Sales $100.96 Quantity Ordered 60 s Total Co t $81,777.60 3 Year Bronze Support $265.00 60 $15,900.00 Mag Stripe Readers, $109.00 $8.72 60 $7,063.20 Blometric Fingerprint Readers $750.00 $60,00 60 $48,600.00 Motorola Four Bay Charging Station`* $353.00 $28.24 10 $3,812.40 Motorola Wall Chargers ** $95.00 $7.60 30 $3,078.00 Motorola Car Chargers (Adapter)* $130.00 $10.40 30 $4,212.00 Motorola Car Chargers (Mounted)* $265.00 $21.20 0 $ .00 Zebra Printers (no mag stripe reader) $556.00 $44.48 60 $36,028.80 Zebra Printers (with mag stripe readers $645.00 $51,60 ^ 0 $ ,00 Zebra Printer Four Bay Charging Station ** $345,00 $27.60 3 $1,117.80 Zebra Printer Wall Chargers ** $65.00 $5,20 30 $2,106.00 Zebra Printer Extra Batteries $78.00 $6.24 15 $1,263.60 Cases of Receipt Paper* $95.00 x$7.60 5 $513.00 Brazos Citation Software $650.00 60 $39,000.00 Brazos Accident Report Software* $30.00 60 $1,800.00 Per Device Deloifte Consulting's Project Mara ement Fee * ** $760.00 $75000 80 $46,800.00 Agency Del©ftte Consulting Project Mana ement Costs* ** $1,000.00 Flat Fee $1,000.00 Brazos Implementation Services $7,500.00 _ Flat Fee $7,500.00 Brazos Two Day User Training y�$4,500.00 Flat Fee $4,500.00 Total One -Time Implementation Cost $306,072.40 Indicates optional items Requires charging devices; different options available Project management servcies are provided by contract by Delolue Consulting. To distribute the costs appropriately across the project, the fee is broken between a base fee for each agency 25D -6 5jPage 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 `. *,. 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 MC76A device Itself in years 4 & 6) that should fail or require repair during the first five years of operation. This fee will be reviewed annually and will be adjusted so that IUAOC Is recovering only enough to pay the costs of the replacement program. This will result in a total implementation cost of $306,072.4o and an annual maintenance cost of $37,570.00 (which does not include any capital replacement costs, should the FLAN 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: Title: Signature: ?PROVF9> As'rO FOR14 Laura A. Rossini As City Attorney 25D -7 City of Brea --lass ■ MIUMIUMMIN Administrative Services 10/28/2013 6.1755 Brett Charming 1 Civic Center Circle Brea, CA 92821 in Thursday, November 28, 2013 Phone; (714) 990-7675 Fax: (714) 6714484 E-Mail: brettc@cityofbrea.net Mailing Address INVOICE Quantity / Service Address Total 20132014 ILJAOC Member Agency Fee • Capital, 1.00 $21,401.00 $21,401.00 Total Charges $94,893.00 Tax (8.60) 1 $0.00 Total Inrlce $94,893.00 Payments $0.00 Te rljr�—TIIZ ForilD�Wth—pay—m�'nF — — — -- — — — — — — — — — — — — — — -- — — — — — — — — — — — — - Make Checks Payable to: City of Brea Please include the invoice number on your check. 10/28/2013 6-1755 MV 11/28/2013 $94,893.00 Mail Payment Ti,. Customer Service Address: City of Brea • Administrative Services CITY OF SANTA ANA Brett Channing 60 CIVIC CENTERTLAZA #M-97 I Civic Center Circle �S NTA ANA, CA 92762 Brea, CA 92821 25D-8