SR-701-001-02
PD:JTB:MJM:\\police\share\staffrpt\pdcopstech2000.doc
City Council Meeting: December 19, 2000 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute
a Contract, Not to Exceed $525,000, for Police Mobile Field Reporting
System Components from Motorola/SCA, Inc.
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute a sole source contract, not to exceed $525,000, to purchase the ?Premier
MDC System? police mobile field report-writing software package from Motorola/SCA,
Inc. This purchase is to be funded with COPS 2000 Technology Grant funds previously
appropriated by Council for that purpose.
Background
On May 2, 2000, Council appropriated and authorized the use of a $550,000 COPS
Technology Grant award to purchase components for a mobile field reporting system
(MFRS). System components include software, programming, adaptation of police
report formats, and integration with other police databases. The MFRS will run on
Motorola Mobile Data Computer (MDC) hardware recently installed in police vehicles.
$25,000 of the grant funds will be reserved to purchase project-related equipment from
other vendors.
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The MFRS will allow officers to write and electronically file police reports from inside
their patrol cars, increasing officers' field time and availability for immediate response to
calls for service. The Premier MDC System is a software package that is necessary to
make this concept work. The Premier MDC System allows officers to write police
reports and submit them electronically via the mobile computer directly to a police
supervisor for approval. The Premier MDC System interfaces with our existing
Computer Aided Dispatch system (CAD) and Records Management System (RMS).
This feature allows the system to import information from the field directly into police
databases, thereby reducing staff time and eliminating data entry errors. The Premier
MDC System will also be installed in desktop computers for department-wide access to
the MFRS. Future upgrades to the Premier MDC System will incorporate workflow
functionality that will virtually eliminate the need for paper reporting. The Premier MDC
System will also replace the existing interface necessary to obtain confidential
information from the California Law Enforcement Telecommunication System (CLETS).
The Premier MDC System has built-in security and auditing functions that will increase
the Department's ability to monitor the use of the various confidential law enforcement
databases that can be accessed.
To evaluate and select the best MFRS software product, Police Department and
Information Systems Division staff contacted police agencies that have implemented
similar systems, and met with vendors who offer specialized report-writing and vehicle-
based computer systems. Staff placed the highest priority on software compatibility with
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the Motorola Mobile Data Computer hardware and on the software vendor?s
commitment to long-term system support.
Motorola and its subsidiary, SCA, have developed a reliable and up-to-date software
product, the ?Premier MDC System.? The Premier MDC System was rated superior to
other available products in four key areas: ease of use, functional workflow architecture,
flexibility for customization, and compatibility with existing systems.
Staff has concluded that, as a proprietary product developed by Motorola for use with its
hardware, the Premier MDC System is assured of being most compatible with the
Police Department?s new Motorola Mobile Data Computer hardware. For the same
reason, the Premier MDC System is uniquely positioned for long-term support of both
hardware and software components.
Ordinance Number 1743 (CCS), Section 5, Paragraph 2.24.080 (1) of the Santa Monica
Municipal Code allows exception to competitive bidding when products or services are
purchased from a sole provider. Staff has evaluated the quote submitted by
Motorola/SCA, Inc. and finds that it meets City specifications.
Budget/Fiscal Impact
COPS Technology Grant funds will be deposited into Revenue Account 20304.407040
when they are received. Expenditure authority for this purchase is available in Account
C20079900.589000.
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Recommendation
It is recommended that the City Council waive competitive bidding requirements and
authorize the City Manager to negotiate and execute a contract, not to exceed
$525,000, with Motorola/SCA for the Premier MDC System police report-writing system.
Prepared by: James T. Butts, Jr., Chief of Police
Jory Wolf, Chief Information Officer
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