HomeMy WebLinkAboutItem #15 Authorization to Expand the Use of FY 2015 Capital Funds Originally Allocated to Acquire Police Incident Reporting Software and to also Acquire Hardware Related to this Uset I
f Ior ido
AGENDA ITEM COVER SHEET
Meeting Date: August 19, 2014
Item # is
Reviewed By:
Contact Name: Al Butler, Support Services Department Director: <
Contact Number: 407 - 905 -3100, ext. 1543 City Manager:
Subject: Authorization to expand the use of FY 2014 contractual funds originall� allocated to acquire a
new police records management system software to also acquire hardware related to this use.
Background Summary:
A police records management system typically consists of two parts, a computer -aided dispatch
component that communicates emergency call information and incident management reporting software
that is used to document emergency calls. The city learned in 2013 that its current CAD and incident
report data service provider, the City of Apopka, was moving to a new records management system and
may no longer be the optimal supplier of these services. Apopka's plan to replace its software put Ocoee
in the position of deciding whether to make the same change or go with a different solution. After an
extensive review, staff decided to go with a different provider, so the Ocoee Police Department received
an allocation of $90,000 for Fiscal Year 2014 to acquire Cafe incident reporting software and CAD
services from the Seminole County Sheriff's Office as part of a move to better integration of police
incident reporting and access to police report data. The new system was to have been implemented
through a service agreement with Seminole County by the end of Fiscal Year 2014, which coincides with
the end date for the existing Apopka service agreement.
During the year, two events impacted the ability to move forward with this original plan. First, it was
determined that Seminole County would not be able to expand their operations to include the City of
Ocoee. This meant a new solution had to be found. Second, the Windows XP operating system came to
the end of its life and the Florida Department of Law Enforcement (FDLE) issued a directive that
continued operation of Windows XP computing resources by law enforcement agencies constituted a
security risk. The Police Department has 30 such devices for which immediate replacement is required.
The cost of replacing these computers was not anticipated when the Fiscal Year 2014 Budget was
developed. That budget includes funding only to replace police computers that fail. The laptop
computers being acquired have the following specifications ($1,222.79 each):
• Latitude E6440 CTO with Intel i5 vPRO 2.7 GHz processor
• 14 -inch HD+ (1600x900) anti -glare LED backlit screen and Intel HD graphics card
• Windows 7 Professional 64 -bit operating system
• 8 GB dual - channel 1,600 MHz memory (2 @4 GB)
• 500 GB hybrid hard disk drive
• 8x DVD + / -RW drive
• Light sensitive webcam and noise cancelling digital array microphone
• Fingerprint reader security with Dell ControlVault security
• Backlit dual - pointing keyboard
• 802.11 n Wi -Fi and Bluetooth 4.0 wireless communications
• 6 -cell lithium -ion battery
• 3 years of 24x7 technical support and next business day onsite repair service after remote
diagnosis
• Energy Star 6.0 rating
A final decision as to how to meet the needs for CAD services and incident reporting has not been made;
however, a review of the market indicates that the cost of related software would be on the order of
$190,000 for acquisition, which includes training of Ocoee staff, installation of the software, and
conversion /transfer of existing data to the new system. Ocoee would also be responsible for the
incremental increase in cost for the service provider to extend their operations to include Ocoee. Given
the time required to implement this option, it is likely that the transition from Apopka to another service
provider or to the new Apopka software will not occur until at least March 2015. This means Ocoee will
need to extend the Apopka contract to cover at least a portion of FY 2015.
Records management software imposes a fairly significant demand on the mobile data computer used by
police officers, such as the laptop computers mounted in patrol cars. In addition, the requirement to
connect to the Wildfire security camera system means that in -car computers will need high resolution
display screens. An evaluation looking at cost and performance examined various laptop and tablet
computers running Windows 7. Although tablet computers performed better as a field device, they are
also substantially more expensive. As a result, the decision was made to limit tablets to the traffic patrol
group, which writes a high volume of tickets and can justify the higher -cost devices. A grant was secured
to assist with the purchase of tablet computers for the Ocoee traffic unit. Windows 7 laptop computers
will be used as the primary mobile data computer for patrol vehicles. A four -year replacement cycle will
be used for mobile data computers due to their extreme service environment; however, a three -year
replacement program for the current mobile data computers is needed to get adequate capabilities in
place. With 82 officers and 30 computers being replaced as part of the FY 2014 Windows XP update,
this means about 25 computers will need to be replaced for each of Fiscal Years 2015 and 2016.
One aspect of the mobile service environment that has been a continuing source of laptop failure is the
lack of support for the monitor portion of the device. The in -car mount that has historically been used
provides a small platform with a "bungee cord" type of hold -down for the keyboard portion of the laptop,
leaving the top to bounce and vibrate during movement of the vehicle. As part of the new installation
program, the existing in -car mounts will be replaced with units that also support the hinged monitor
screen portion of the computer.
Issue:
The Ocoee Police Department needs to expand the use of current year funding for migrating to a new
records management system to include the cost of replacing related computer hardware, such as the 30
computers now using the obsolete Windows XP operating system, and the in -car computer mounts.
Recommendations
Staff recommends that the City Commission authorize the expanded use of the $90,000 in current year
funding originally allocated to acquire new incident reporting software and services to include computing
and mounting hardware replacements for the Ocoee Police Department. Some of these funds may also
be needed to match the tablet acquisition grant so as to secure enough units for traffic patrol cars and
motorcycles. Remaining funds should be carried forward to Fiscal Year 2015 as a supplement to the
Department's existing FY 2015 Budget request and may be used for both hardware and software
purchases related to the migration project.
2
Attachments:
None.
Financial Impact:
The cost to replace the Windows XP computers is approximately $37,000. We do not yet have a cost
estimate for the new in -car mounts. The proposed CAD and incident reporting software and initiation
services would not be incurred until FY 2015. The Fiscal Year 2015 Budget request for continuation of
this migration program already anticipates the proposed change in use for the FY 2014 budget allocation.
Given the time of year and the need to receive all products before September 30, replacement laptop
computers are being acquired now (10 units per week) using general replacement computer funding that
would be repaid using the reallocated budget.
Type of Item: (please mark with an `Y)
Public Hearing
For Clerk's Dept Use:
Ordinance First Reading
Consent Agenda
Ordinance Second Reading
Public Hearing
Resolution
Regular Agenda
X Commission Approval
Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
Reviewed by
Reviewed by City Attorney
Reviewed by Finance Dept.
N/A
N/A
N/A