10/13/97 Board of Public Works Minutes

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428 REGULAR MEETING OCTOBER 13, 1997 PSI had an excellent RMS, CAD and field reporting package. PSI's exception to the bid specifications was the lowest. PSI met or exceeded all RFP specifications more than any other vendor. PSI's implementation time in 9 months. PSI's costs approximately 25% more than NCR/ADSI. Lucent Technologies did not have a Police Field Reporting package, booking module, mobile data, fire muster system, permits and licensing. Field reporting is mandatory in placing laptops computers in cars with the ability to work on reports. Lucent's solution to completing reports in the field was to bring the reports into the station on disk and print them out. Lucent also had a total of 28 exceptions to the bid specifications; ADSI had only six (6) exceptions. Lucent's implementation schedule was six (6) months. Due to the fact that Lucent does not have an available field reporting/Rf. solution available, they cannot be considered. New World had a total of nine (9) listed exceptions. It should be noted that several specifications were not answered by New World through their proposal citing the need for additional information. Storage on the RMS server did not meet specifications. The Committee felt that New World's Field Police reporting was marginal, records merging was complicated, and CAD involved too many key strokes to put out calls (compared to ADSI and PSI). New World's RMS file server did not meet minimal RFP specifications in regard to hard drive capacity. Implementation for a New World System was six (6) months. Also the New World bid price (with out laptops, printer or mounts) was the second highest bid. PSSI had 38 listed exceptions to the basic specifications. An excess of over 50 "comply with modification" was also noted. PSSI could not complete the project until May 1998 (total of eight (8) months - twice as long as NCR/ADSI). An evaluation of their RMS and CAD software by the Evaluating Committee was marginal (fair), as compared to ADSI's solution. Logistic Systems mentioned 80 exceptions to the request for proposal. They report an eight (8) month completion date for their system. Their system was also the most expensive (less laptops, printers or mounts) of any other vendor. An evaluation of their RMS and CAD software by the Evaluating Committee was marginal (fair), as compared to ADSI's solution. For comparative purposes, refer to the document submitted labeled RFP#: RFP #1 - Integrated Police and Fire Information System. In this document, you will find a breakdown as to price proposed and features of each system as evaluated by the Committee. The City of South Bend's Police and Fire Departments have selected the following Data RF Vendor for immediate RF hardware and software purchases. The company selected has successfully responded to South Bend Police/Fire Department's RFP 2 and in the Evaluation Committee's opinion, vendor selected and their proposal not only meets but exceeds the needs of the City's Police - Fire -EMS Departments and its citizens. The Motorola Corporation has been selected as the City RF/Data supplier using 19.2 modem speeds, 800 MHZ radio frequencies and state-of-the-art communication equipment. Only Motorola has met or exceeded all of the specifications as outlined in RFP2 and requirements as outlined in a Mandatory Pre -Bidders meeting conducted at the South Bend Police Department. Using the RNC, base station and mobile data radios proposed by Motorola, we feel that it allows the departments to maximize the effectiveness and cover the great majority of the county with data transmission using one site. Motorola has the fastest modem speeds on the market and using their 35 watt mobile transmitters; coverage is far superior to all other proposals. Motorola has submitted a price of $601,983.50. Motorola was selected as the cities data/RF provider based on the following criteria: During the mandatory vendor meeting and in RFP2, area coverage was stressed as a requirement for the successful bidder. County coverage was addressed as a priority due to take home police cars and SBFD-EMS County coverage. Data FR coverage is a must for officer safety on both the Police and Fire sides of government. Motorola displayed approximately 200% more coverage than Data Radio and approximately 200% more coverage than D & L Communications. In regard to coverage, only Motorola had the total solution to handling County -wide coverage. Coverage can be observed through the use of several RF studies (for conventional data RF) supplied by Motorola (Exhibit 1)