10/13/97 Board of Public Works Minutes

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427 REGULAR MEETING OCTOBER 13, 1997 Mishawaka, Indiana, in the amount of $465,348.22. Sufficient funds have been appropriated from the Airport Economic Development Area TIF. Therefore, Mr. Caldwell made a motion that the recommendation be accepted and the bid be awarded as outlined above. Mr. Littrell seconded the motion which carried. AWARD BIDS - INTEGRATED POLICE WIRELESS COMPUTING NETWORK Mr. Gary Horvath, Police Department, advised the Board that on July 28, 1997, bids were received and opened for the above referred to equipment. After reviewing those bids, Mr. Horvath recommends that the Board award the bids as follows: The City of South Bend Police and Fire Departments have selected the following CAD/RMS/RF Vendors for immediate hardware and software purchases. The vendor selected has successfully responded to South Bend Police/Fire Department's RFP1 and in the Evaluations Committee's opinion, it was felt that the vendor selected and their proposal meets and exceed the needs of the City's Police -Fire -EMS Departments and its citizens. NCR Corporation, in conjunction with ADSI, has been selected to supply the department with an updated Records Management, CAD and Field Reporting System for Police, Fire and EMS. Hardware and software will be supplied to complete this project with an estimated four month implementation plan. NCR and ADSI were selected for several reason including, robust hardware, user friendly CAD, RMS and field reporting, easy transition from present day CAD & RMS, less training, ' and data conversions already written. The cost sheets include software and hardware support that will be funded through the department's proposed 1998 Police Department Budget. NCR Corporation and ADSI have submitted a bid of $951,476.89. NCR Corporation and ADSI were selected for several reasons including the following: ADSI/NCR was the only vendor that could meet the bid specification that implementation would be completed by December 31, 1997. All other vendor completion dates ranged from May 1998 through October 1998. NCR and ADSI are committed to a four (4) month implementation schedule as required in RFP1. PSI listed a nine (9) month completion date; HTE listed a twelve (12) month completion date; New World listed a six (6) month completion date; Lucent listed a six (6) month completion date; PSSI listed an eight (8) month completion date and Logistic listed an eight (8) month completion date. ADSI/NCR was the second lowest bidder for system hardware (excluding laptops, mounts and printers) and software. Lucent was actually the lowest bidder but they did not have an operational Police Field reporting system. An operational Police Field Reporting system is mandatory in order to complete reports in the field. Lucent did not meet minimal specifications in regard to Police Field Reporting. Lucent is also not a "paperless" solution for storing, retrieving and writing police reports as are the other vendors. The very basis for field reporting is to give the officer in the car the necessary reporting tools to complete his/her paperwork and transmit the report back to the main police station via Rf. Lucent's solution did not include field reporting and Rf. transmission back to the station which is mandatory for RFP 1. ADSI/NCR was one of the few vendors that met the minimum RMS Server specification and has a minimum of at least 40 GB hard drive on line. HTE has only 23.6 GB storage; PSI has 40 GB of storage; Lucent has 40 GB hard drive; New World has only proposed 11.6 GB hard disk space. ADSI has the resources to convert LECS Records (SBPD's Record System) to ADSI. They have successfully completed this task in the Midwest already. No other vendor has completed this conversion. Most other vendors would not give a guarantee or quote for this data conversion and listed the costs or time frame needed as "To Be Determined". HTE had an exception to additional redundancy (3.26.3.1); ADSI/NCR complies with the specifications. HTE does not have fire field reporting until Late 1998. ADSI promises this feature by July 1, 1998. HTE had in excess of over 101 exceptions to the bid specifications (more than any other vendor). In the opinion of the Evaluating Committee, HTE 's CAD was hard to work with, difficult to learn and would require additional time and training funds to transition to this system. HTE also could not meet the required specification regarding a timely (4 months) implementation schedule. HTE's implementation schedule was 12 months.