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January 12, 1999 Santa Monica, California
TO Mayor and City Council
FROM City Staff
SUBJECT- Recommendation to Authorize the City Manager to Negotiate and Execute
a Contract to Purchase a Police Investigative Database System and
Maintenance Services from Onon SCientific Systems
INTRODUCTION
ThiS report recommends that the City Council authorize the CIty Manager to negotiate and
execute a contract with Orion SCientific Systems for the purchase of the TaskForce
Investigations software to be used as a Police Investigations Database System (PIDS) for
the Police Department ThIS system WIll allow for the storage and retrieval of known Santa
MOnica suspects on a secure, mternal database
BACKGROUND
In 1997, the California Department of Justice (CADOJ) Implemented a CalGang database
to store Information on gang members Law enforcement agencies throughout the state,
Including the Santa MOnica Police Department, have been able to access the information
DespIte the fact that the database IS still In Its mfancy, It has proven mvaluable AgenCIes
solving gang-related crimes have attnbuted much of their success to the Information
obtained from the CalGang database These results demonstrated to staff the potential
that could be derived from similar databases operating on an Internal network
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JAN f 2 1999
DISCUSSION
Staff Identified four major groups that are currently maintained In separate files throughout
the Police Department These mclude sexual offender registrants, narcotIc registrants,
arson registrants, and admitted gang members Combining these groups Into a Single
database, accessible from workstations located throughout the Department, Will provide
all police officers with a valuable investigative tool
Staff examined numerous products and found TaskForce Investlgattons by Orion as the
best database solutIon In addItIon to stonng names, addresses, and phYSical descnptors,
TaskForce Investigations has the ability to store all types of photographs and create hnk-
analysIs diagrams
While most database solutions offer limited photographic storage, Dnon allows for the entry
of any type of photograph, e 9 , mug shots, tattoos, vehicles, etc Not only Will Onon allow
users to match a name to a face, but Will also generate a photo lineup from the chent
desktop Currently, detectives must manually create a photo lineup by searching through
a large box of photos and selectIng subjects that are SImilar to the suspect
Onon IS equipped with a link analysIs tool that Will allow officers and detectives to Identify
subjects who are known to associate with others If one of three robbery suspects was
taken Into custody at the scene, the other two may well be Identified through link analysIs
TaskForce Investigations has very strict secunty, from full access to read-only Certain
Information, mandated by state law as being "extra-sensitive," Ie, gang and sexual
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offender informatIon, will be housed In separate modules within the system When the
system IS searched and there IS a matching "extra-sensitive" suspect, the user will not see
the suspect Information but will be Instructed to contact the administrator of the module
Orron's TaskForce Investigations system uses a Microsoft SQL Server as the database
The main component of the Mobile Field Reporting System and pending upgrade to the
Police Records Management System Will also be based on the Microsoft platform ThIs
Will allow for the easy Interchange of information between the three systems Since
TaskForce InvestIgatIons IS based on the Onon and CADOJ CalGang system, there WI"
be a seamless Integration between products
Staff believes Onon's TaskForce software IS the best product to meet the Police
Department's needs Ordinance Number 1743 (CCS), Section 5, paragraph 2 24 080 of
the Santa MOnlca MUniCipal Code allows exception to competitive bidding when the Items
or services are only available from a sole-source manufacturer Orran IS the only source
of the TaskForce Investigations system
BUDGET/FISCAL IMPACT
The contract to purchase the Police Investigative Database from On on SCientific Systems
IS not to exceed $60,000 ThiS Includes the software, installation, training, first years'
maintenance, sales tax, and freight The product IS a client/server application and Will
require an additional $30,000 for computer hardware
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The total cost of Implementation IS not to exceed $90,000 and staff recommends using
funds from the Local Law Enforcement Block Grant (LLEBG) for 1998 (#20-730-304-
20099-8900-99537) On September 8, 1998, the CIty Council approved uSing 1998
LLEBG funds for additional In-car cameras and five laptop computers However, due to
changing technological requirements and City pnontles, staff found It necessary to
postpone purchasing those items to fund the purchase of the Onon system
First year maintenance costs will be covered under the system warranty A contract for the
follOWing five years Will cost $9, 250 per year The total cost of the maintenance contract
for the additional five years IS not to exceed $46,250 and Will be appropriated In the Police
Department operating budget account (#01-300-304-00000-3358-00000) beginning With
fiscal year 99/00
RECOMMENDATION
It IS recommended that the City Council authonze the City Manager to 1) negotiate and
execute a contract With Onon SCientific systems for the purchase of the Police Investigative
Database at a cost not to exceed $60,000, 2} purchase the reqUired computer hardware
through a competitive bid process at an amount not to exceed $30,000, and 3) negotiate
and execute a contract With Onon SCientific Systems for a maintenance agreement to
cover the five years subsequent to the end of the system warranty at a total cost not to
exceed $46,250
Prepared by. James T Butts, Jr , Chief of Police
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