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Council Meeting June 23, 1998 Santa MOnica, Callforma
TO Mayor and City Council
FROM City Staff
SUBJECT RecommendatIon to AuthOrize the City Manager to Apply for, Negotiate,
and Execute a COPS MORE '98 Grant Application With the United States
Department of Justice, Office of Community Oriented Policing Services to
Receive Fundmg for an Automated/Mobile Field Reportmg System and to
AuthOrize the City Manager to Negotiate and Execute a Sole-Source
Contract for the PollceWorks Report Writing Software Package from
Motorola and UCS Inc not to Exceed $500,000 and to Notify Council of
an Exception to Resolution #8966 (CCS)
INTRODUCTION
The Umted States Department of Justice (USDOJ), Office of Commumty Oriented Policing
Services (OCOPS) IS accepting applications for the COPS MORE '98 grant ThiS report
recommends that the City Council authOrize the City Manager to apply for, negotiate, and
execute all grant-related documents to receIve grant funding ThiS report also
recommends the City Council authOrize the City Managerto negotiate and execute a sole-
source contract not to exceed $500,000 for the PollceWorks report writing software
package from Motorola and UCS Inc ThiS contract also requires notification of an
exception to Council policy (Resolution #8966-CCS) regardmg conductmg busmess With
firms dOing bUSiness In or With Burma
1 to-Ii
JU" 2 S IJ98
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BACKGROUND
oeops IS the lead agency responsible for granting and admlnlstenng funds under the
Federal Community Onented PoliCing Services (COPS) Program The purpose of the
eops MORE '98 grant IS to assist police departments to become more efficient by
providing funding for technology, equipment, and support resources This Increased
efficiency Will allow officers to spend more time engaged In community poliCing actIVIties
The Santa Monica Police Department proposes to request grant funds of up to $400,000
to aid In the Implementation of an Automated/Mobile Field Reporting System (AMFRS)
DISCUSSION
For over one year, the Police Department has been researchmg the technology reqUIred
to Implement an AMFRS The system Will allow patrol officers to complete police reports
uSing a vehicle-based computer system and speCialized report wntlng software
Completed reports are sent to the pollee facility I uSing Wireless technology, to be reViewed
by supervisory personnel When a report IS approved I It IS sent directly Into the Police
Records Management System ThiS Will ellmmate the need for a both a hard copy of the
report as well as the necessity for Records Section personnel to re-keyboard information
Into the database It IS estimated that the AMFRS Will save a minimum of 50 minutes of
patrol officer time for each shIft worked The project WIll also save Records staff a
minimum of five hours a day from not haVing to manually enter Information from each
report
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The AMFRS will place 50 computer systems, associated automated software, and
commUnications equipment Into patrol vehicles and eqUip an additional 52 workstations
wlthm the department with the same automated software This will enable station-based
officers, detectives, records clerks, and cnme analysts to use the same system, thereby
enhancing the entire department's ability to share Information Immediately and accurately
Police and Information Systems DIvIsion (ISD) staff obtained Information from police
agenCies that have Implemented similar systems and met with vendors who offer
specialized report wntlng software and vehicle-based computer systems In the software
area, PollceWorks by Motorola and UCS, Inc was rated supenor to other available
products It excels In four key areas ease of use, functional workflow architecture,
customlzatlon ability, and compatibility with eXisting systems As a result, staff believes It
IS the only product which meets the Police Department's needs
Several vendors have been Identrfled as haVIng vIable hardware products and have offered
to supply units for m-the-field testing Depending on the field test results, hardware
reqUirements may be fulfilled through a Request for Proposal or a sole-source purchase
recommendation
Ordinance Number 1743 (CCS), Section 5, paragraph 224080 of the Santa Monica
MUniCipal Code allows exception to competitive bidding when the Items or services are
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only available from a sole-source manufacturer The partnership of Motorola and UCS lnc
IS the only source of the Police Works software
On November 28, 1995, Council adopted Resolution #8966 (eeS) "Establishing a Polley
for the City of Santa MOnica Prohibiting Contracts for Personal Services and Purchase of
Commodities from the Companies DOing Business In or With Myanmar (Burma)" ThiS
policy allows the City Manager to approve an exception when It IS In the Interest of public
health, safety or welfare and the servIce or commodity cannot be reasonably obtained from
any other source
The Police Department estimates the costs of Implementing the total project at $1 ,076,000
The project has already been partially funded by the 1997 Local Law Enforcement Block
Grant ($270,033)whlch has already been budgeted AddItionally, California State Citizens
Option for Public Safety (COPS) Grant funds In the amount of $210,219 are projected to
be received In fiscal year 1998-99 and are Included In the Proposed City Budget for FY
1998-99 An additional $196,967 from the City's Asset Seizure Fund has also been set
aSide for thiS project The purchase of the computer hardware and software for the
AMFRS qualifies as an eligible use of Asset Seizure Funds The balance of approximately
$400,000 IS bemg requested In the COPS MORE '98 grant application If the City'S
$400,000 grant application IS not approved forfundln9, then additional Asset Seizure funds
Will be utilized for thiS purchase
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BUDGET / FISCAL IMPACT
Acceptance of the COPS MORE '98 grant will not Increase City costs The City IS
requestmg up to $400,000 m grant funds The grant has a 25 percent local matching funds
requIrement, which will be met With funds currently available In the City'S Asset Seizure
(21) Fund It IS not the CIty's practice, however, to budget and charge expenditures to this
Trust and Agency-type fund It Will be necessary, therefore, to establish a General Fund
Capital Improvement Project (CIP) appropriation equal to the amount of Asset Seizure
funds to be used Expenditures In that account will result In equal reimbursements from the
Asset Seizure Fund to the General Fund It Will also be necessary to budget those funds
not previously deSignated for this project (Including the COPS MORE grant funds and the
1998 COPS allocation funds) The new appropriations needed are indicated below
$196,967 to new CIP account# 01-730-304-20098-8900-99537,
$210,219 to new CIP account# 22-730-304-20098-8900-99537,
$400,000 to new CIP account# 20-730-304-20098-8900-99537;
If less than the requested $400,000 of COPS MORE grant fu nds are approved for the City,
staff will effect budget changes to the above appropriations to reflect less grantfundlng and
more Asset SeIzure funding of thIs project
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RECOMMENDA liON
It IS recommended that the City Cou nC11 authorize the City Manager to apply for, negotiate,
and execute all COPS MORE '98 grant-related documents, In order to receIve up to
$400,000 m funds to be used forthe Santa Monica Police Department's Automated/Mobile
Field Reporting System It IS also recommended that the City Council authorize the City
Manager to negotiate and execute a sole-source contract for not more than $500,000 with
Motorola and UCS, Inc., forthe PollceWorks reportwntmg software package, and approve
the related budget appropriations descnbed above
Prepared By James T Butts, Jr , Chief of Police
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