HomeMy WebLinkAbout2.c. Records Management & Mobile Data Systems Purchase City of Rosemount
Executive Summary for Action
COMMITTEE OF THE WHOLE: April 14,1999
Agenda Item: Record Management and Agenda Section:
Mobile Data Systems Purchase
Prepared By: Gary Kalstabakken Agenda No: ���� �� � �
Chief of Police
Attachments: Memorandum and Spreadsheet Approved By:
/
This item is on the agenda to provide the Council with the staff recommendation for the
purchase of a record management system and mobile data computer system The Capitol
Improvements Budget for 1999 includes funds to purchase both systems. Police staff have
researched numerous systems during the past several months.
The recommendation is to purchase the RMS and mobile system from the LOGIS consortium.
The basis for the recommendation is outlined in the attached memorandum and will be further
discussed with Council at the Committee of the Whole.
RECOMMENDED ACTION NOTES: Discussion only, with the intention to bring to Council for
action at the April 20, 1999 Council Meeting. -
MEMORANDUM
DATE: Apri18, 1999
TO: Tom Burt, City Administrator
FROM: Gary Kalstabakken, Chief of Police
SUBJECT: Purchase Recommendations: Record Management and Mobile Data Systems
In a previous memorandum dated February 18, 1999, I had made a recommendation on the
purchase of a record management system (RMS). The basis of the recommendation assumed that
a collaborative effort between several Dakota County cities was going to happen. Since the date
of that memorandum, there have been changes in the collaborative effort which has lead me to
change my recommendation. It is now my recommendation that the RMS and mobile system be
purchased from LOGIS.
The most significant change in the collaborative effort involved the Eagan Police Department's
decision to use LOGIS as the provider for their mobile data system. Because we are dispatched
by Eagan, their decision does influence our decision making. One of the most important
communication pieces of the mobile data system is the link it provides between o�cers in the
field and dispatchers. A significant amount of information is exchanged between officers and
dispatchers via the mobile computing devices (MCD). If Rosemount selects a different vendor
than Eagan, there would be two methods to consider maintaining MCD communication.
One solution would be to install separate workstations in dispatch that are connected to our
MCD. This is an inefficient solution because it would require the dispatchers to work off two
terminals --their main Computer Aided Dispatch terminal and our MCD terminal. Expecting a
dispatcher to move between terminals is possible but will undoubtedly result in less use of the
MCD for communication and be frustrating for the officers and dispatchers.
The second solution is to change dispatch providers to a dispatch center that has the same MCD
as Rosemount. Because of the quality of service provided by Eagan at a very reasonable cost, I
do not recommend this option. If we change dispatch providers, it is anticipated that there would
be a significant price increase. Farmington and Mendota Heights each pay approximately
$67,000 annually to contract for dispatch services from Lakeville and West St. Paul respectively.
That is $21,000 more than the $46,000 we pay for Eagan's services. In addition,the Eagan staff
continues to be very responsive to our needs and includes us in decisions that will impact
dispatch operations.
BASIS FOR RECOMMENDATION
As stated in the earlier memorandum,two vendors provided quotes for the systems. Those
vendors are LOGIS and Vision Software. The two systems are compared on the accompanying
chart.
VISION SOFTWARE LOGIS
General General
► Y2K Compliant ► Y2K fix installed January 1999
► Founded in 1989, offers an integrated ' Consortium of local government
Public Safety Suite of products, i.e., agencies, stable, with 26 year history.
RMS, Computer Aided Dispatch, and ' Purchase systems from various vendors
Mobile Data. for police systems, create interfaces to
► Private company. make compatible.
► Installed in Minnesota sites. ' Operating in several Minnesota sites.
► Modern, industry-leading technology. ' Technology is dated but is scheduled for
► Initial training provided for additional replacement of RMS in 2001.
cost, new employees trained by Dept. ' Training included in cost and is ongoing
staff. as needed. Train new hires if requested.
► Module concept of additional products
that may be added for low cost. Includes
personnel administration, fire
applications, and others.
Data Sharing
► Open system is designed for multi- Data Sharing
agency use. (Windows-based ' Data shared amongst all member
application on N.T. platform). Ease to agencies, includes Eagan,Lakeville,
communicate with other systems. Farmington and several Hennepin
► Four Dakota County cities use Vision County suburbs.
RMS;Apple Valley(currently); ' Access to Minneapolis, and St. Paul
Burnsville,West St.Paul and Mendota through Multi-Jurisdictional
Heights in 1999. A network is being Organization system.
developed to share information through a ' Access to other systems as they become
master server. Costs of the network are needed for additional cost(Automated
uncertain because it is not operational. Pawn System and Hennepin Jail).
► Integration with mobile system allows ' Cellular mobile system not currently in
data sharing through mobile data use by any members. RF system is
computers. operational in several communities.
System Support System Support
► 8x5 or 24/7 phone support offered ' Included in annual support fees for 24/7
through maintenance agreement for coverage.
software. Major problems will require ' Annual costs include a portion for
Vision rep. being sent to site. system development for future
► Network and hardware support through purchases.
current city provider. ' Provide research and project
► Maintenance cost includes upgrades. management of future system purchases.
► No funds set aside for future system
purchase.
Vendor Re[iability and Stability
LOGIS has been in existence for twenty-six years and the consortium of local governments is
proven. The number of users of the police record management and mobile data applications have
grown during the last few years. The cost estimates provided by LOGIS should be accurate
because they are based on the history of services provided to member agencies.
Services Provided
The cost of system support to LOGIS brings with it several services. Training is provided not
only at the implementation of the LOGIS system,but available as needed. Trainers are also
available to assist and advise on a day-to-day basis.
Support of the network and software is provided twenty-four hours a day, seven days a week.
LOGIS staff administers and supports the systems; including the research of new systems,
meeting and negotiating with vendors and handling any RFPs that are needed when new software
or hardware is purchased. Based on the amount of time and energy that our staff has put into the
review of systems in the past year,this would be a very valuable service for us to have included.
The LOGIS staff has the experience and knowledge to deal with the acquisition of new systems.
Data Sharing and Systems Compatibility
An important consideration of the purchase decision is the compatibility of the systems.
Technology has developed to allow the three main data systems to be integrated. Those systems
are computer aided dispatch(CAD), records management system and mobile computer data.
LOGIS's systems are all integrated. CAD incident data can be transferred to the RMS,
eliminating the double entry of some data by our support staff. Access to records and CAD data
from the MCD provides officers information in the field. They are able to remain on patrol
instead of returning to the station to query records.
LOGIS cities are able to share data amongst the member cities. This capability will allow
officers to search other cities' RMS for information on persons instead of having to telephone
each individual department. LOGIS will provide us access to the records data of three of our
neighboring communities --Eagan, Farmington and Lakeville. These connections will be very
useful because of the transient nature of many criminals and the fact that the school district's
boundaries overlap the city boundaries.
Financial Considerations
The costs for the initial purchase and installation of the systems and the five-year operating costs
of the two vendors reviewed are listed below. A detailed spreadsheet of associated costs is also
attached.
Initial and Five Year O eratin Costs
LOGIS Vision
Record Management $196,246 $163,100
Mobile Computing Devices 116 295 95 831
Combined Costs $312,541 $258,931
The $53,610 additional cost of LOGIS is the result of several factors. The LOGIS costs include
not only the RMS and MCD systems, but access to the CAD data that is gathered by Eagan
dispatch. This cost is not included in the Vision quote. Access to CAD data will result in several
benefits to the department. CAD data includes information entered by the dispatcher at the time
a call for service is received. This data can be transferred to the RMS application when an
incident report is generated. Information such as address, time, and type of incident will not have
to be entered by our record support staff-- saving staff time that can be redirected to other duties.
CAD data is also useful to generate a variety of reports that are not available in the RMS. The
most significant are officer activity logs and address histories for all calls for service. Cost for
access to CAD data is $4700 annually or$23,500.
A major cost included in the LOGIS quote is the T1 phone line required to connect with the
LOGIS network. The cost is $868 a month/$10,416 annually. This cost is high because it
involves two phone companies --Frontier and US West-- and because no other city department
utilizes LOGIS so the expense is not shared. If Rosemount switches to LOGIS for Internet
services or other applications in the future,the line costs would be shared by the other users
within the city.
LOGIS's cost estimates are conservative estimates based on historical data. The system
development estimate of$8000 is higher than the recent historical costs and could reasonably be
expected to be lower. The support costs also included an inflationary factor of 5% which is
higher than recent years.
There is at least one area in which underlying cost savings that will occur if LOGIS is chosen
instead of Vision. Because Eagan dispatches for us using LOGIS's CAD system,the Rosemount
geo base is already complete. If Vision is selected, several days of staff time will be committed
to entering the geo base file into the Vision software.
Other Considerations
Selecting LOGIS would most likely result in two conversions in a three year period. The first
conversion is obviously the switch over in 1999. LOGIS is planning to research record
management systems in 2000 with purchase and implementation in 2001. This would require
Rosemount to go through a second conversion in 2001. Although staff time would be spent in
training to learn the new system, the administrative and management duties involved in the
vendor selection would be performed by LOGIS staff.
I discussed earlier that our contracting with Eagan for dispatch services impacts our decision
making. Although selecting Vision RMS and MCD would result in savings of approximately
$54,000 over five years, I also believe selecting Vision would require us to change dispatch
providers. It is expected our dispatch costs would then increase up to $20,000 annually -- which
eliminates any cost savings in two and one-half years.
The MCD decision essentially follows the RMS decision. The vendor should be the same for
both systems. There is not much difference in the performance between the two vendors' MCD
systems. The proposal does recommend going to a cellular system from the current radio
frequency (RF) system. This recommendation is based on current problems with the RF system.
There are several dead spots/areas in the city which renders the system useless. Cellular would
provide much better coverage. In order to remedy the RF problems,the existing tower should be
relocated and another tower added. This would cost approximately $50,000. Cellular does not
require any capital investment in the infrastructure, however,there aze the recurring monthly
charges of$49 per MCD.
The LOGIS MCD system has only been in service about one year. Support costs should be
reduced after a history of costs is developed and as more cities begin using the MCD application.
Summation
Although LOGIS appears to be a more costly purchase option, it is recommended as the best
option. LOGIS is a very stable organization and provides quality service. There should be no
surprises if LOGIS is selected to provide RMS and MCD systems.
�
Vision Software Vision Totals LOGIS LOGIS Total
RMS
Sofrivare 12,090 1776
Network Configuration 875 Included
Project Management 1500 Included
Consultant Fees 2000
Training 5560 Included
Data Conversion 5000 10,000
Sub-Total E27,025 $11,776
RMS Hardware&Other
Server 14,800
PCs and Software (8) 20,000 12,800
DSU/CSU N/A 950
Digital Tapes 400
Sub-Totai 535,200 $13,750
Initial Cost $62,225 $25,526
Annual Operating Expense
RMS Support—First Year Discount(LOGI 1125 8500
CAD Support—First Year Discount(LOGI N/A 2900
Records Support—Year2+ 1125 14125
CAD Support—Year 2+ N/A 4700
Maintenance of Seroer,PC software 3000 Included
T1 Phone Line N/A 10,404
System Development Not Included 8000 •
One Year Operating Costs 4125 37,229
Ope�ating Five Year Totai 20,625 170,720
Initial+5 Yr.Annual Operating Ss2,e5o $196,246
Message Switch-Required if not Network 27,000
TOTAL--No Network/No Data Sharing $109,850
NOT APPLICABLE
TO LOGIS
Participation in Apple Valley Network(yisionl
Server,Domain Controller, Router 14,150
Phone Circuit Installation 244
Network Initial Cost Sub-total 14350
Annuai Operating Expense
Phone Line 1100
Network Maintenance/Service 400
Nefinrork Administration S.QQQ
Sub-total 6500
5 Year Total of AV Network(5 x Annual+Initial) $46,850
Five Year Cost with AV Network $129,700
NOT APPLICABLE
Probable Additional Costs(Visionl TO LOGIS
Server Replacement(1 in 5 Years) 12,000
Replace Digital Tapes 400
Upgrades to OS and Database 1000
Prorated CIP Costs(40,000 over 10 years) 20,000
Sub-Total 533,400
Total 5 Year--All Costs $163,100 $196,246
Mobile Data System VISION LOGIS
Software 14,586 23,000
Project Maintenance 1500 Inciuded
Network Configuration 900 Included
Training 200 Included
$17,186 $23,000
Hardware
Laptop 5@ $3890 ea. 19450 19450
Docking Station 5@ $749 ea. 3745 3745
Modem 5@ $1000 ea. 5000 5000
Dispatch Workstations 5000 N/A
$33,195 $28,195
Initial Purchase $50,381 $51,195
Operating Costs
Annual Software Maintenance/Support 1750 9000
Monthly Cell Charge 5@$49 x 12 2940 2940
Phone Line to Dispatch 2@$100 ea. 2400 N/A
Phone Line at LOGIS$90 mo. N/A 1080
One Year Operating Cost $7,090 $13,020
Five Year Operating Cost $35,450 $65,100
CIP Costs (Vision) $10,000
*Prorated $20,000 over 10 years
5 Year Operating and Initial Costs $95,831 $116,295
Current Annual Costs of MDT $4,000
"Based on 1997 and 1998