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Home My WebLink AboutItem 02 Approval to Purchase 365Labs Computer Aided Dispatch & Records Management SoftwareContact Name: Contact Number: Meeting Date: October 4, 2022 Item # Lt. Jack Davidson 407-554-7192 Reviewed By: �.,. Department Director: Chia I , �cia City Manager: Robert Frank Background Summary: The Police Department receives dispatch services through the Winter Garden Police Department. The Winter Garden Police Department has recently elected to change their vendor that currently provides Computer Aided Dispatch and Records Management software. After vetting numerous vendors, Winter Garden Police Department selected 365Labs as their new vendor. All Agencies the Winter Garden Police Department provides dispatch services to will also need to change to 365Labs. The annual subscription cost of the 365Labs software is $186,994.40, of which, $47,480.00 is Impact Fund eligible for new software infrastructure components. Additionally, there is a one-time cost for implementation and training of $55,496.00. Issue: Should the Commission approve the purchase of the 365Labs software subscription for $186,994.40 and $55,496.00 for implementation and training costs, of which $47,480.00 would be funded by Police Impact Funds. III r Staff recommends Commission approve the purchase of the 365Labs software subscription for $186,994.40 and $55,496.00 for implementation and training costs, of which $47,480.00 would be funded by Police Impact Funds. Attachments: Quote - 365 CAD RMS Suite - Ocoee PD Financial Impact: The Police Department has budgeted funds in the Annual FY2022-2023 Annual Budget and adequate Police Impact Fees to fund those fees eligible. Type of Item: (please mark with an 'Y) Public Hearing Ordinance First Reading Ordinance Second Reading Resolution X Commission Approval Discussion & Direction For Clerk's Dept Use: Consent Agenda' Public Hearing Regular Agenda 0hgiOo| Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N64 N/A Reviewed bVFinance Dept, ~ ---- N/A ReVinVVedby � ---- N/A 2 0365LABS 1 SMART WAY e BATON ROUGE, LA 70810 Agency: Ocoee Police Department 646 Ocoee Commerce Parkway Ocoee, FL 34761 Quote # Date Good Until 08/24/22 10/15/22 Terms Upfront Prepared By: Allison Miller 225-800-7777 allison.miller@3651abs.coin 365 Public Safety Suite - Multi -Agency Site WG Consortium Member Agency. - Ocoee Police Department 49.6% of Total Contract value CAD & CAD Mobile 1 365TM CAD MOBILE $123,000.00 $36,960.00 $36,960.00 Site License (up to 250 total users) - Annual Intelligent Routing - Optimized routes and in-app navigation for responding units - Dispatch can view current & historic locations of units, route progress and ETA notifications. Self -Initiated Dispatch Officers can dispatch themselves to nearby incidents or create new incidents. Proactive Safety Alerts - Geofencing - BOLO notifications - Location intel Built-in RMS Integration - Officers can start a report from CAD with a single click. - Reports are auto -filled with existing data from CAD - no need to re -type! Realtime Status Updates Responders can quickly update call and unit status, view and add call notes from the field. Software Updates & 8 x 5 Support Quote LABQ21509-02 Confidential (833) 365-LABS orders@3651abs.com .• 1 GISMOT°' CAD MOBILE HANDHELD APP Site License (up to 250 total users) - Annual Available for both Android and iOS use on agency Android or iOS phone or on GISMOTM° Rugged Handheld Live CAD Feed Mapping Functionality Google Routing with Step -by -Step Directions Self -dispatch 2-Way Comments/Communication GPS Location Text -based Alerting Backup Requests Direct Video Feeds (where available) Warrants Search BOLO Direct Calling (to Caller & Comms) Public Safety Cloud - CAD $54,650.00 $18,480.00 $18,480.00 1 365M PUBLIC SAFETY CLOUD COMPUTE & STORAGE $13,140.00 $5,922.00 $5,922.00 Unlimited Data storage and services for CAD Monthly Compute, Storage and Unlimited Bandwidth Microsoft Azure HCI -Server 365 Encryption in Rest and Motion Elastic Computation Resourcing Zero -Trust Security NLETS Audited Interfaces - CAD 1 365TM CAD - ProQA Interface $4,500.00 $1,488.00 $1,488.00 Annual Subscription 1 365TM' CAD - PowerEngage Citizen Survey Interface $4,500.00 $3,000.00 $3,000.00 Annual Subscription 1 365TM" CAD - Geolitica Predictive Policing Interface $4,500.00 $3,000.00 $3,000.00 Annual Subscription 1 365TM CAD - Esri/ArcGis City Website Interface $4,500.00 $3,000.00 $3,000.00 Annual Subscription 1 365TM" CAD - Evidence.com Interface $4,500.00 $3,000,00 $3,000.00 Annual Subscription Quote LABQ21509-02 Confidential (833) 365-LABS orders@3651abs.com 2of9 SubTotal - CAD Suite 36511 RMS (Records Management System) 365" RMS Incident/Field Reporting, Arrests, Citation Site License (up to 260 total users) - Annual Incident Reporting Field Reporting Citation Misdemeanor Summons Arrest report - PC/Warrant Execution Property/Vehicle Reporting Evidence Collection Accident Reporting Field Interview Use of Force Domestic Violence/IPV Racial Profiling Media Attachments Photo, Video & Audio capture BodyCam/DashCam Custom Forms Expungements/Sealing/Blocking CJ I S/H I PAA/F E RPA/FTI DA Package Generation CAD Incident transfer Bridge 365T' Easy Browser (Quick Query) APPROVAL & WORKLFOWS Supervisor Approvals Approval Workflows Organization & User Snippets REPORTING Built-in agency reports based on incident type, charge type, etc: - Crash - DWI - Arrests - Juvenile Quote LABQ21509-02 Confidential $74,850.00 $228,000.00 $47,944.00 $47,944.00 (833) 365-LABS orders@3651abs.com 3 of 9 DMV Integration (where available) NCIC & State Integration (where available) ELECTRONIC DOCUMENT MANAGEMENT - Scan paper documents with one, easy -to -use batch scan process. - Capture electronic files via drag-n-drop, print capture, import - Route scanned batches electronically to processor for indexing and filing CJIS COMPLIANT Secure Messaging & File transfer* Single Sign On & 2 Factor Authentication Security & Permissions - Department & Record -Level Biometrics Authentication Remote Data Wipe* History & Audit Includes 8 x 5 Software Support & Software updates 365T" RMS - IBR Validation Site License (up to 260 total users) - Annual IBR Validation NIBRS/State IBR Compliant Cleary/Title IX Includes 8 x 5 Software Support & Software updates 365Tm RECORDS ROOM - INCLUDED - Master Person, Address & Vehicle records - Manage Statutes, Classifications/Flags (IPV, etc) - NIBRS/State IBR Submission - Workflow Approvals - Create packages for DA/Prosecutor 365T1' CMS (Case Management & Investigations) - INCLUDED - Aggregated information on a case from initial reports, supplements, arrest reports, field reports and investigator notes. - Cases can be submitted to CJIS seamlessly - Built-in Dashboards present case loads for each Quote LABQ21509-02 Confidential $68,000.00 $20,500.00 $20,500.00 $15.00 $0.00 $0.00 $15.00 $0.00 $0.00 (833) 365-LABS orders@3651abs.com 4of9 department NCIC & CAS 365Tm NCIC Application for MDT/PC $92,000.00 $12,033.00 $12,033.00 + NCIC Mobile App (Android & iOS) Site License (up to 260 total users) - Annual Person Lookup Vehicle Lookup / Insurance Lookup Gun/Stolen Item Lookup NCIC & FBI Police 365T" Network (participating agencies when available as an add -on) Criminal History DMV & Traffic History Warrants & RAP sheets Sex Offenders Protective Orders GIS-based Alerts Local Agency CAD Alerts & 360' Location View (requires additional integration) Inter -Agency Messaging Includes 8x5 Software Support and Updates. 365T" NCIC Mobile App (Android & iOS) - Add -on to $36,800.00 $8,500.00 $8,500.00 PC/MDT app Site License (up to 260 total users) - Annual Includes 8x5 Software Support and Updates. Citation Control & Court Connect 1 CITATION CONTROL, SUPERVISOR DASHBOARD, COURT CONNECT & WEB HOSTING Site License (Unlimited Users) - Monthly Citation Control - Allows Supervisors to manage citations once they have been issued (approve/void) - Manage Paper Ticket Book allotment - Allows records room to enter paper tickets in a Single System Quote LABQ21509-02 Confidential $5,400.00 $1,488.00 $1,488.00 (833) 365-LABS orders@3651abs.com 5of9 - Includes approval workflow - View real-time statistics & generate reports - Connects to Online Payment system (optional) - Export tickets to DA system, Court system, or to Excel Supervisor Dashboard - View real-time statistics - Generate reports - Review & print tickets issued User Portal - Unlimited user portal to be administered by agency - Users can review & print tickets issued Court Connect Portal Secure online portal for DA/Prosecutor/Court personnel - Users can search, review & print tickets issued - Download ticket batches as PDF or CSV Personnel, Time & Training 1 365T' PERSONNEL, TIME & TRAINING Personnel Records Management, Timesheet Recording & Approvals, Training & Certification Management Site License (up to 300 total users) - Annual PERSONNEL MANAGEMENT - Personnel Records - Onboarding/Offboarding Checklists - Document Management - Skill Tracking - Assignment History - Supervisor & Community Feedback Records TIME MANAGEMENT - Timesheets - Time -off Requests - Overtime & Extra Duty - Reports TRAINING MANAGEMENT - Course Planning & Scheduling - Assignments - Progress Tracking Quote LABQ21509-02 Confidential $86,000.00 $19,426.00 $19,426.00 (833) 365-LABS orders@36SIabs.com 6of9 Public Safety Cloud - RMS 1 365TM PUBLIC SAFETY CLOUD COMPUTE & STORAGE $81,600.00 $32,377.00 $32,377.00 Site (up to 300 total users) - Annual Microsoft Azure HCI -Server 36S Cloud Compute & Unlimited Bandwidth Encryption in Rest and Motion 20 GB Primary Storage (Premium) 20 GB BLOB Storage 30 day Recovery Elastic Computation Resourcing Zero -Trust Security NLETS Audited Interfaces 1 365TM RMS - Interface - Citation to State Connection $4,500.00 $1,488.00 $1,488.00 Annual Subscription 1 365TM RMS - Finder Interface $4,500.00 $1,488.00 $1,488.00 Annual Subscription 1 365TM RMS - evidence.com Interface $4,500.00 $1,488.00 $1,488.00 Annual Subscription 1 365" RMS - Interface - Uniform Arrest Affidavits with $4,500.00 $1,488.00 $1,488.00 Orange County Jail (ICIJIS) Annual Subscription 1 365TM RMS - Interface - State UTC & Crash Report $4,500.00 $3,000.00 $3,000.00 Transmittal Annual Subscription 1 36511 RMS - LexisNexus Interface (Crash Reports) $4,500.00 $3,000.00 $3,000.00 Annual Subscription SubTotal - RMS Suite $154,220.00 Evidence Control Suite 1 365TM EVIDENCE CONTROL Evidence Custody, Check -In, Check -Out, Audit, Evidence Lifecycle Maintenance Site License (Unlimited Users) - Annual Property & Evidence Management - Capture & enter evidence from MDT or mobile app - Track location and chain of custody with audit trail - Auto -generate barcodes to tag and track evidence $4,740.00 $1,756.00 $1,756.00 Quote LABQ21509-02 (833) 365-LABS Confidential orders@3651abs.com 7of9 Instant Inventory and Audit reports Retention and Reviews 1 G|SK4OTm Evidence Control - Mobile App - INCLUDED $1.200.08 $8.08 $0.08 Annual Subscription -SheLicense Available for Android Inventory 1 36STMINVENTORY $4,740.00 $1,756.00 $1,756.00 User License Annual 1 G|Sk40wINVENTORY (Mobile Handheld App) $1,200.00 $0l0 $0.00 UserLicense-Month|y Public Safety Cloud + Storage - Evidence Control 365TmPUBLIC SAFETY CLOUD COMPUTE 8<STORAGE Annual Microsoft Azure HO-Server 365 Cloud Compute & Unlimited Bandwidth Encryption in Rest and Motion Unlimited Storage Elastic Computation Resourcing Zem'TmstSecuhty NLETS Audited SubTotal - Evidence Control & Inventory Suite SubTota| 20.0% Additional VANGUARD MS[OUNl�* Agencies leading the way innew developments and ideas in law enforcement for their respective state. SubTuta|-Annua|Subscrption Subscription pricing ' based unAnnual Billing for o' t Multi-agencySiteLicense 6 Year Term Quote LAB021509f02 Confidential $2,400.00 $1.161.00 $1,161.00 $233,742.00 (833)365'LA8S oodco@3051abs.nom THIS QUOTE IS SUBJECT TO THE TERMS OF THE 365LABS SOFTWARE LICENSE AND SERVICES AGREEMENT (THE "SLSA") SIGNED BY THE PARTIES, WHICH GOVERNS THE SALE AND LICENSING OF 365LABS' SERVICES AND SOFTWARE_ IN ADDITION TO THE SLSA TERMS, THE FOLLOWING TERMS APPLY: SOFTWARE LICENSES MAY BE SHARED ONLY WITH THOSE AGENCIES OR ENTITIES SPECIFICALLY LISTED IN A 365LABS QUOTE. PRICING FOR ADDITIONAL LICENSES WILL BE QUOTED UPON REQUEST. PRICES ARE BASED UPON CLIENT'S COMMITMENT TO PURCHASE THE TOTAL PACKAGE QUOTED BY 365LABS AND ARE SUBJECT TO CHANGE IF THERE IS ANY REVISION TO SUCH PACKAGE, INCLUDING CONFIGURATION OR EQUIPMENT SPECIFICATIONS. ALL DELIVERY, SUPPORT, TRAINING, AND CONSULTING SERVICES WILL BE BILLED AT 3651-ABS' STANDARD RATES FOR SUCH ACTIVITY, UNLESS OTHERWISE EXPLICITLY SPECIFIED. A MINIMUM 1S% RESTOCKING FEE APPLIES TO HARDWARE RETURNS MADE WITHIN 14 DAYS OF PURCHASE. NO RETURNS MAY BE MADE THEREAFTER. HARDWARE MUST BE RETURNED IN ITS ORIGINAL PACKAGING AND CONDITION. SOFTWARE CANNOT BE RETURNED ONCE ORDERED. IN CASE OF AN EARLY TERMINATION OF THE SLSA FOR ANY REASON OTHER THAN FOR A MATERIAL BREACH BY 365LABS, CLIENT AGREES TO PURCHASE ALL HARDWARE LISTED IN THIS QUOTE AT MSRP. THE VANGUARD DISCOUNT IS A CONDITIONAL DISCOUNT GIVEN FOR CERTAIN MARKETING ASSISTANCE BY CLIENT, AS DESCRIBED IN SECTION 18(B) OF THE SLSA. EXCEPT AS EXPRESSLY STATED IN THIS QUOTE OR IN THE SLSA BETWEEN THE PARTIES, CLIENT ACKNOWLEDGES AND AGREES THAT 36SLABS HAS NOT MADE ANY REPRESENTATIONS OR WARRANTIES REGARDING ITS PRODUCTS AND SERVICES. BY SIGNING OR ELECTRONICALLY ACCEPTING THIS QUOTE, CLIENT AGREES THAT THE TERMS OF THIS QUOTE ARE ACCEPTABLE TO CLIENT. THIS QUOTE BECOMES A BINDING PURCHASE ORDER UPON CLIENT'S SIGNATURE. Signature Print Name Quote LABQ21509-02 Confidential Date Total $,186,99 , 0 (833) 365-LABS orders@3651abs.com 9of9 %,er:Q65LABS 1 SMART WAY - BATON ROUGE, LA 70810 Agency: Ocoee Police Department 646 Ocoee Commerce Parkway Ocoee, FL 34761 Quote # Date Good Until 08/24/22 10/15/22 Terms Upfront Prepared By: Allison Miller 225-800-7777 allison.miller@3651abs.com ING Consortium Member Agency: Ocoee Police Department 49.6% of Total Implementation & Training Implementation 1 Professional Services - CAD Implementation (including $5,952.00 $5,952.00 Handheld & Mobile) 1 Professional Services - RIMS Implementation $5,952.00 $5,952.00 1 Professional Services - Personnel, Time & Training (PTT) $1,488.00 $1,488.00 Implementation 1 Professional Services - Evidence Control $1,488.00 $1,488.00 Implementation 6 Professional Services - Interface Implementation $3,000.00 $18,000.00 SubTotal - Implementation $32,880.00 Training 1 Professional Services - CAD Training (inlcuding $5,952.00 $5,952.00 Handheld & Mobile) - Mobile (Responder) Training - Admin Training 1 Professional Services - RIMS Training $5,952.00 $5,952.00 - RIMS End -User Training - RIMS System Admin Training 1 Professional Services - Personnel, Time & Training (PTT) $595.00 $595.00 Training 1 Professional Services - Evidence Control Training $1,190.00 $1,190.00 SubTotal - Training Additional Training available at $7500/day $13,689.00 Remote Training Quote LABQ21510-02 (833) 365-LABS Confidential orders@36SIabs.com 1 of 2 Onsite Available - Travel & Lodging billed separately Data Conversion 1 Data Conversion - ESTIMATE *Estimated Data Conversion Cost Depending upon complexity and exception price may vary. All data may not be importable. SubTotal - Data Conversion Data Migration and additional interface requirements to be further defined by WG Consortium and quoted by 365Labs. $8,927.00 $8,927.00 $8,927.00 THIS QUOTE IS SUBJECT TO THE TERMS OF THE 365LABS SOFTWARE LICENSE AND SERVICES AGREEMENT (THE "SLSA') SIGNED BY THE PARTIES, WHICH GOVERNS THE SALE AND LICENSING OF 365LABS' SERVICES AND SOFTWARE. IN ADDITION TO THE SLSA TERMS, THE FOLLOWING TERMS APPLY: SOFTWARE LICENSES MAY BE SHARED ONLY WITH THOSE AGENCIES OR ENTITIES SPECIFICALLY LISTED IN A 365LABS QUOTE. PRICING FOR ADDITIONAL LICENSES WILL BE QUOTED UPON REQUEST. PRICES ARE BASED UPON CLIENT'S COMMITMENT TO PURCHASE THE TOTAL PACKAGE QUOTED BY 365LABS AND ARE SUBJECT TO CHANGE IF THERE IS ANY REVISION TO SUCH PACKAGE, INCLUDING CONFIGURATION OR EQUIPMENT SPECIFICATIONS. ALL DELIVERY, SUPPORT, TRAINING, AND CONSULTING SERVICES WILL BE BILLED AT 365LABS' STANDARD RATES FOR SUCH ACTIVITY, UNLESS OTHERWISE EXPLICITLY SPECIFIED. A MINIMUM 15% RESTOCKING FEE APPLIES TO HARDWARE RETURNS MADE WITHIN 14 DAYS OF PURCHASE. NO RETURNS MAY BE MADE THEREAFTER. HARDWARE MUST BE RETURNED IN ITS ORIGINAL PACKAGING AND CONDITION. SOFTWARE CANNOT BE RETURNED ONCE ORDERED. IN CASE OF AN EARLY TERMINATION OF THE SLSA FOR ANY REASON OTHER TITAN FOR A MATERIAL BREACH BY 365LABS, CLIENT AGREES TO PURCHASE ALL HARDWARE LISTED IN THIS QUOTE AT MSRP. THE VANGUARD DISCOUNT IS A CONDITIONAL DISCOUNT GIVEN FOR CERTAIN MARKETING ASSISTANCE BY CLIENT, AS DESCRIBED IN SECTION 18(B) OF THE SLSA EXCEPT AS EXPRESSLY STATED IN THIS QUOTE OR IN THE SLSA BETWEEN THE PARTIES, CLIENT ACKNOWLEDGES AND AGREES THAT 36SLABS HAS NOT MADE ANY REPRESENTATIONS OR WARRANTIES REGARDING ITS PRODUCTS AND SERVICES. BY SIGNING OR ELECTRONICALLY ACCEPTING THIS QUOTE, CLIENT AGREES THAT THE TERMS OF THIS QUOTE ARE ACCEPTABLE TO CLIENT. THIS QUOTE BECOMES A BINDING PURCHASE ORDER UPON CLIENT'S SIGNATURE. Signature Print Name Quote LABQ21510-02 Confidential Date Total $ S S,496,00 (833) 365-LABS orders@3651abs.com rNe