Item #02 Approval to Expend Forfeiture Monies to Purchase Accrediation Software Subscription tpe Center of Good Lip
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AGENDA ITEM COVER SHEET
Meeting Date: December 7, 2010
Item #
Reviewed By:
Contact Name: S. Goclon Department Director: Charles J : P� ►wn
Contact Number: X3027 City Manager: Rob Frank /
Subject: Approval to Expend Forfeiture Monies to Purchase Accreditation Software Subscription
Background Summary:
Per Florida State Statutes 932.7055 "...Such (forfeiture fund) proceeds and interest earned therefrom shall be
used for ...other law enforcement purposes, which include defraying the cost of protracted or complex
investigations, providing additional equipment or expertise...." The Ocoee Police department seeks to obtain
State accreditation through the Commission for Florida Law Enforcement Accreditation. This arduous process
involves formulating, reviewing, approving, distributing, proving compliance with, and testing on policies and
general orders. All of this is made less burdensome on staff by the utilization of special software that helps
perform these tasks. Innovative Data Solutions, Inc. has such software and it is in use by over 100 agencies
across the state of Florida.
Using Innovative Data Solutions' Power DMS (Document Management System) accompanied with testing,
training, and surveying modules, administrators can distribute directives, test employees on content, and solicit
feedback on virtually any interoffice communication, including personnel policies, interoffice memorandums,
and any other documents for which employees must be accountable. Upon completion of review of a new or
revised policy, employees are prompted for their user name and password to create their electronic "signature"
which is then stored in the database. The testing module allows policy managers to create online tests and link
them to documents. Each test is graded and stored in the database for future review and reporting by
administrators.
The police department wishes to expend not more than $5,000 from its Police Forfeiture fund to purchase a one
year subscription. IS has reviewed this software and proclaimed it compatible with the City's computer system.
As the software is unique and proprietary, and there are no distributorships, the department wishes a waiver from
purchasing requirements that may require additional pricing quotes. A sole source letter is attached. As this is a
first year program, forfeiture funds are being used. Should the Ocoee Police Department wish to continue using
it, subsequent years' subscriptions would be funded from the department's budget or Federal equitable sharing
monies.
Issue:
Should the Honorable Mayor and Board of City Commissioners authorize the Police Department to expend not
more than $5,000 from its Forfeiture fund to purchase a one year subscription to IDS Power DMS?
Recommendations
It is recommended that the Honorable Mayor and Board of City Commissioners authorize the Police Department
to expend not more than $5,000 from its Forfeiture fund to purchase a one year subscription to IDS Power DMS.
Attachments:
Price quote and sole source letter
Financial Impact:
Not more than $5,000 from the Police Forfeiture fund. There is approximately $140,000 in this fund.
Type of Item: (please mark with an "x ")
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
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. � N/A
Reviewed by 0 N/A
2
S I M P L I F Y I
October 19, 2010
Innovative Data Solutions, Inc
PO Box 1212
Brooksville, FL 34605
PowerDMS
Product Description /Sole Source Letter
PowerDMS (Document Management System) accompanied with PowerTEST, PowerTRAINING and
PowerSURVEY modules provide an all inclusive solution for the electronic maintenance and administration of
written directives. Administrators can distribute directives, test employees on content, and solicit feedback on
virtually any interoffice communication, including personnel policies, interoffice memorandums, and any other
documents for which employees must be accountable.
PowerDMS incorporates electronic documents with a SQL database. Existing electronic documents can
easily be utilized in PowerDMS, formats that are accepted are PDF, Word, PowerPoint, and HTML. When an
employee logs in, they have instant access to written directives from a web browser. Once they review and
understand a new or revised policy; upon completion, they are prompted for their user name and password to
create their electronic "signature" which is then stored in the database.
PowerTEST allows policy managers to create online tests and link them to documents. The test is displayed
through the client's web browser. If a test is linked to a document, users are given the opportunity to take the
test after "signing" the document. The electronic signature is not written to the database until the user takes
and passes the linked test. Each test is graded and stored in the database for future review and reporting by
administrators.
These products are completely server- based, requiring only a web browser for client access. Both will run
with SQL Server 2005 or SQL Server 2005 Express on a Windows Server 2003 operating system. The
applications consist of Active Server Pages (ASP) in a familiar, user - friendly web format.
Our products are a need based line of software developed by Innovative Data Solutions specifically to meet
the challenges of obtaining and maintaining accreditation standards in a variety of industries, as well as
electronically managing policies and procedures. PowerDMS along with PowerTEST, PowerSURVEY, and
PowerTRAINING are the only integrated products of their kind on the market today. We own the development
code for these products and Innovative Data Solutions Inc. is the sole distributor of the PowerSUITE line.
J hua J. , President
Pwe rDMS
S U I T E
Company Address 200 East Robinson - Suite 525 Created Date 11/22/2010
Orlando, FL 32801 Expiration Date 2/22/2011
US
Quote Number 00015964
Prepared By Kevin Knox Phone (407) 905 -3160
E -mail kknox @imagineids.com Email rconyers @ci.ocoee.fl.us
Bill To Name Ocoee Police Department Ship To Name Ocoee Police Department
Bill To 646 Ocoee Commerce Parkway Ship To 646 Ocoee Commerce Parkway
Ocoee, FL Ocoee, FL
Product Code Line Item Description Sales Price Quantity Total Price
HDMS -CLIC PowerDMS.com - Annual Client Access License $4.00 117.00 $468.00
HDMS PowerDMS.com - Annual Subscription $1,450.00 1.00 $1,450.00
HSUR PowerDMS.com - Annual PowerSURVEY Module $500.00 1.00 $500.00
HTEST PowerDMS.com - Annual PowerTEST Module $700.00 1.00 $700.00
HTRAIN PowerDMS.com - PowerTRAINING Annual Subscription $1,450.00 1.00 $1,450.00
HTRAIN -LIC PowerDMS.com- PowerTRAINING Annual License $2.00 117.00 $234.00
Subtotal $4,802.00
Discount 0.00%
Total Price $4,802.00
Grand Total $4,802.00
Provided by: Innovative Data Solutions 1 800 - 749 -5104
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