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HomeMy WebLinkAboutE. BRAZOS TECHNOLOGY - TEN ELECTRONIC HANDHELD TICKET WRITERSCity of Port Arthur, Texas Mayor and City Council Communication DATE: REFERENCE SUBJECT: PAGE 04/01/09 NUMBER Award the Purchase of Ten (10) Electronic 1 of 1 Hand Held Ticket Writers for the Police Department and the Municipal Court RECOMMENDATION: Staff recommends that the City Council Purchase Ten (1 O) Electronic Hand Held Ticket Writers for the Police Department and the Municipal Court from Brazos Technology in the total amount of $36,790. Software and Services $6,500 Hardware and Printers 8,345 Printer Paper 170 Hardware Devices MC70 21,775 Total Price $36,790 BACKGROUND: On April 24, 2007, the Municipal Court and the Police Department purchased Twenty (20) Electronic Hand Held Ticket Writers from Brazos Technology at a total cost of $88,914. Currently, there is a need for additional hand held ticket writers due to the increased generation of traffic citations from the Police Department's Traffic Units,. To maintain uniformity with the ticket writing units and operating software, this purchase is based on a sole source provider. This procurement is exempt from the bid process under Texas Local Government Code Section 252.022, Genera/ Exemptions (7A), a procurement of items that are available from only one source, inc/ud/ng items that are available from one source because of patents, copyrights, secret processes, or natural monopo/ies. BUDGET/FISCAL IMPACT: Funding is available in the Municipal Court Technology Fund, Account Number 104-1 O 12-513.92-00. SUMMARY: City Council Purchase Ten (10) Electronic Hand Held Ticket Writers for the Police Department and the Municipal Court from Brazos Technology in the total amount f 36,790. Rebecca Underhill hawna Tubbs Assistant City Purchasing Manager n~,ger/ inistration ~___ _. ` , ark Blan n Terri Hanks Chief of Police City Secretary PREPARED BY: THanks DISPOSITION OF COUNCIL PROCESSED BY APPROVED BY: ( ) Approve ( )Other Cit Secretary City Manager Date: GM200I13 Fiscal Year 2009 Account number . Fund . Division . Department . Activity basic . Sub activity . Element Object CITY OF PORT ARTHUR 4/03/09 Account Balance Inquiry 09:55:29 . 109-1012-513.92-00 . 109 TECHNOLOGY FUND . 10 GENERAL GOVERNMENT . 12 MUNICIPAL COURT . 51 GENERAL GOVERNMENT . 3 CITY SECRETARY . 92 EQUIPMENT . 00 Original budget Actual expenditures - current Actual expenditures - ytd Unposted expenditures Encumbered amount Unposted encumbrances Pre-encumbrance amount . Total expenditures & encumbrances: Unencumbered balance . F5=Encumbrances F7=Project data F10=Detail trans F11=Acct activity list B0, 000 .00 .00 .00 .00 .00 .00 .00 0.0°s 60,000.00 100.0 FB=Misc inquiry F12=Cancel F24=More keys Brazos Technology (979) 690-2811 ~ b~rzc~~ ~. technalc~9Y '~ e-Citation/Racial Profiling Capture for Law Enforcement Proposal ~} G V r A Prese Ci l n~^~~~^ ,-~-~- Port L~ a Submi /~~ C.:~_ ~~~~p )~L~~ Dale Cutfl (979) 690-2811 x103 Brazos Technology Corporation P.O. Box 10713, College Station, TX 77842 Proposal Date: February 13, 2009 Ver. 4.0 ~SG~~~~ f~'~ C ~~~b~ Proposal is valid for 30~lays from the above-listed date but-not after April 30, 2009. **Hardware prices will increase after April 30, 2009 BrazosTech Pori Arthur 4.0 Page 1 of 18 Brazos Technology (979) 690-2811 It is our privilege to present the City of Port Arthur with the benefits of implementing the electronic hand-held ticket writers. We welcome this opportunity to engage with the City of Port Arthur in a successful endeavor, which will become the icon of the industry. Brazos Technology is committed to leveraging technology to optimize the performance of law enforcement, and our goal is to assure that your wants, needs and must haves are satisfied while performing above and beyond your expectations of a vendor. This proposal outlines the hardware, software and resources needed to implement. Brazos Technology's e-citation solution, with ks inherent advantages, which will empower the department to be technologically innovative as your needs evolve. It also provides budgetary costs and outlines the next steps and assumptions in moving forward. Thank you for your consideration. We encourage an interactive decision process, which will allow us to answer your questions and provide clarity to ensure that you are confident in making an informed decision. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Matedal~ Is proprietary and confidential informaton of Brazos Technology Corporation.. Ver. 4.0 BrazosTech Port Arthur 4.0 - Page 2 of 1B Brazos Technology (979) 690-2611 Today more and more Law Enforcement Agencies are looking for ways to improve the efficiency of the citatior-writing process. Through the use of advanced mobile technologies, the capabilities in extending applications to mobile personnel are becoming more and more robust. As Law Enforcement Agencies are beginning to extend applications to mobile devices, several aspects of this solution are critical: 1) Ability to extend multiple different applications to each singular device a) Allowing data to be "sent" from each application to each designated device b) Allowing data to be "collected" at the point of activity and reach back to those multiple data sources as well. 2) Ability for Law Enforcement Personnel to easily and quickly enter data (much of which can be done through auto-population such as Drivers License swiping and VIN Tag scanning) into the mobile device. 3) Ability for Law Enforcement Personnel to easily read, enter and manipulate data via a compact mobile device. 4) Ability to quickly dispose of (drop or throw) devices in case of emergency -without damaging and routinely replacing each hand-held device. 5) Ability for the data to interface with the Municipal Court system. Ver. 4.0 This document outlines how Law Enforcement Agencies can leverage Brazos Technology's Rapid Extension Framework (REF) and Symbol Hand-held Scanners to achieve these goals. This technology is designed to afford each Law Enforcement Agency the following benefits, including but not limited to: . Reallocation of Human Resources -Citation data is electronically entered at the point of activity, so court personnel must no longer re-enter data from hand-written tickets and are available for other tasks. . Reduced paper flow -Citations are printed singularly rather than in triplicate (or more), thereby reducing paper flow between Law Enforcement and the Administrative Office of the Courts. Minimal data entry errors -Minimize costly mistakes by enforcing business rules via technology, reduce amount of hand written data, and remove the need to manually transfer information from written citation to electronic database. Copydghi© 2009 Brazos Technology Corporation, Inc. All rights reserved. All.matedal (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. BrazosTech Port Arthur 4.0 Page 3 of 18 Brazos Technology (979) 690.2811 Officers can collect data by swiping Driver's License through Mag Stripe Reader, Crain Vehicle Make, Model, and Year through a scan of the Registration Tag, and easily choose offenses from drop dawn menus on the mobile device. Opions are also available [o gain key information (such as name) from credit cards, local student ID cards, etc. should an offender be without a license at time of traffic stop. a .~~ ~•• 8'4 ~~ Officer with MotoroL/Symbol MC70 Wireless Unit Municipal Court and Police Departrnent Handheld unit can speak directly to the printer via BluetcoW correction, so that the officer can collect ticket (printed while offices is walking from offender's car) at the officer's vehicle. Citation printout can include all requred instructions for the offender, offender's signature, and can be designed to match the specific requriemrnts of each PD. ~a Captured Citations are uploaded into the appropriate PD and Municipal Court Databases (without the need for an intermediary server). Officerssimply place the handheld devices in shier cradles at the end of the shift, and all cimtions are downloaded automatcially, while software upgrades and changes dovmload to fhe devices automatically as well, Note: This is only a sample layout of communication between resources. This entire process is CUSfOmIZHble depending upon vour particular needs. CopyrightO 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technoogy Corporation. Ver. 4.0 BrazosTech Port Arthur 4.0 Page 4 of 18 Brazos Technology (979) 690.2811 Ver. 4.0 Brazos Technology provides solutions and services designed to optimize the use of mobile technology within an organization -with a strong focus on extending Law Enforcement applications and databases to devices in the hands of Law Enforcement personnel. Brazos Technology was formed in 2000 and is committed to providing rock-solid solutions that are applicable and relevant to the unique needs of the men and women in law enforcement. We are based in College Station, TX and are an approved CISV vendor with the state of Texas. With more than 60 agencies activety using the Brazos Technology Ticket Writer, Brazos has been able to establish a proven track record of combining a solid solution-with superior implementation, training and customer service. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (wllectively, "Matedal7 is proprietary and confidenfial information of Brazos Technology Corporation. BrazosTech Port Arthur 4.0 - Page 5 of 18 Brazos Technology (979) 690-2811 Ver. 4.0 Symbol Technologies, Inc., founded in 1975, is a global leader in secure mobile information systems that integrate application-specific handheld computers with wireless networks for data, voice and bar code data capture. Symbol products and services increase productivity and reduce costs for the world's leading retailers, logistics and transportation companies, govemment agencies, manufacturers and providers of healthcare, hospitality and homeland security. Symbol's proven technology delivers efficiency. A unique combination ofindustry-leading innovation and award-winning ergonomic design, with miniaturization, superior power management and product ruggedization is the hallmark of Symbol's products. Automated Citation Solutions -Symbol Technologies Throughout the world, most law enforcement citations issued by police officers or officials for traffic or other minor violations are handwritten. After issuance, the citations (also called tickets, violation notices or infringement notices) are then manually entered into multiple databases using akey-based system. These manual systems are prone to many data entry errors or misinterpretation due to illegible writing. Data entry error from these manual processes has far-reaching cost, efficiency and accuracy implications at each level of government: . Police services, departments and authorities: inaccurate records of violations . Court and justice services: reduced ability to prosecute, convict or collect revenue efficiently . Motor vehicle departments: inability to ensure that motorists with repeat violations remain off the road . Transportation departments: inability to plan infrastructure improvements related to traffic signs, signals and congestion areas Because of these inefficiencies and the resulting low productivity, the old manual key-based data entry processes have a negative effect on the organization's ability to serve the public. A proven solution is available to eliminate these inefficiencies: wireless handheld mobile computing systems. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, °Matedal") is proprietary and confidential information of Brazos Technology Corporetion. BrazosTech Port Arthur 4.0 Page 6 of 18 Brazos Technology (979) 690-2811 Remote Data Caature (RDC) -Designed to run on any W indows CE or Pocket PC mobile device, RDC has been specifically designed for the unique constraints of a mobile device, to include small screen size, lack of true keyboard for entry, and the availability of barcode scanners and camera. RDC is completely flexible, allowing for the enforcement of business rules specific to your needs, to ensure speed and accuracy in performing mobile tasks and data collection. RDC supports any number of tasks, allowing a single device to serve in many capacities simultaneously. Brazos Technology refers to the combination of a mobile device and the RDC application as "an RDC". Ver. 4.0 Brazos Technology's RDC has also been specificellytailored to work in an e-Citation environment to meet the unique demands of each individual law enforcement agency -and with little effort be able to meet the constant demands brought on by: • Changes in local and national laws, • Changes ih business processes, • Changes and upgrades of back-end systems connecting to the mobile devices, • And changes and upgrades of the mobile devices themselves. Brazos Technology provides training on two levels - (1) the administration and operation for overall management of the framework and configuration and (2) the mobile device user for the daily tasks, which will be performed using the e-Citation platform. One or more persons should be identified as the designated trainer(s). Brazos Technology will equip the designated internal trainers to perform training as needed. Brazos Technology also offers a more comprehensive training program that entails having a Brazos representative on-site during the rollout of the application. During the rollout phase, the Brazos representative can 'ride-along' with the officers to provide on the job training -which has proven to be the most beneficial way to ensure officer is up to speed in the most efficient way possible. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and intormation contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technoogy Corporation. BrazosTech Port Arthur 4.0 Page 7 of 18 Brazos Technology (979) fi90-2811 Ver. 4.0 Symbol MC75 with 2D Barcode Scanner Rated fora 45 foot drop to concrete and water resistant means your offcers will be using the most rugged, reliable ticketwriter available! Using it in the rain is also no problem. It has a 624MHz processor, 256 MB of RAM, Microsoft Mobile 6.0 operating system, 802.11 connectivity, a Bluetooth radio, GPS, and cellular capability. This device has abuilt-in 2D scanner and a 2 megapixel, autofocus camera which Gocoe Pµo'roS allows the Brazos Solution to capture pictures, associate those pictures with the citation; and scan 2D barcodes. For complete technical specifications, please go to the following URL: http•//www. motorola.com/business/US- EN/MC75+.do?vgnextoid=237def1 a5113a110VanVCM1000008406b00aRCRD Symbol MC70 with 2D Barcode Scanner Rated far a 4-5 foot drop to concrete and water resistant means your officers will be using the most rugged, reliable ticketwriter available! Using it in the rain is also no problem. It has a 624MHz processor, 128 MB of RAM, Microsoft Mobile 5.0 operating system, 802.11 connectivity, a Bluetooth radio, and optional cellular capability. This device has abuilt-in 2D scanner which allows the Brazos Solution to capture pictures, associate those pictures with the citation, and scan 2D barcodes. Fbr complete technical specifications, please go to the following URL: Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Matedal") is proprietary and confidential information of Brazos Technology Corporation. BrazosTech Port Arthur 4.0 Page 8 of 18 Brazos Technology (979) 690.2811 RW420 Printer Designed for the Road Warrior, the Zebra RW 420 is a mobile printer ideal for Law Enforcement applications.lts convenient vehicle mounting and charging options, as well as its user-intuitive interfaces and angled display allow for ease-of-use while on the go! For complete technical specifications, please go to the following URI: htto /lwww zebra comfidlzebra/na/enfiindex/products!printers/mobilelrw420.html Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (wllectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Ver. 4.0 BrazosTech Port Arthur 4.0 Page 9 of 18 Brazos Technology (979) 690-281'I Number of mobile devices: 10 Ver. 4.0 Software and Services $6,500 Printer Paper $170 Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All matadal (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. BrazosTech Port Arthur 4.0 Page 10 of 1 B Number of MDC's: 0 Brazos Technology (979) 690-2811 All material (in whatever medium or format) and information contained herein (collectlvely, "Matedal") is pmpdetary and confidential information of Brazos Technology Corporation. Ver. 4.0 BrazosTech Port Arthur 4.0 Page 11 of 18 Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. Brazos Technology (979) 690.2811 Hardware -Printers "Assumes all devices are not mounted in vehicles and that the wall charger is purchased. ra RW420 Bluetooth Printer ~ One (1) year manufacturer's warranty ~ Bluetooth Communications $731 10 $7,310 charge this printer you will need either the vehicle or wall mounted aers below Charger for Printer (optional) I $65 I 0 I $0 110VAC plug to recharge the printer from a standard wall socket Additional Batteries for RW420 (optional) I $78 ~ 0 ~0 Ver. 4.0 Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All matedal (in whatever medium or format) and information contained herein (wllectively, °Material°) is proprietary and confidential infornation of Brazos Technology Corporation. -- Page 12 of 18 BrazosTech Port Arthur 4.0 Brazos Technology (979) 690.2817 Ver. 4.0 • MC70/MC75 with Symbol MC75 (ZD Imager) ' Described above 'Includes AT&T, Verizon, or Sprint Cellular $1 640 10 Capability (must specify) ` 2 Mega-pixel autofocus camera • Built-in GPS ' Extremely Bright 640X400 Full VGA Screen Symbol MC70 (2D Imager) ' Described above ' Includes ATBT Cellular Capability $1,375 * Includes GPS $16,400 $0 Copyright0 2009 Brazos Technology Corporation, Inc. All rights reserved. All matedal (in whatever medium or format) and information contained herein (collectively, °Matedal") is propdetary and confidential information of Brazos Technology Corporation. BrazosTech PoR Arthur 4.0 Page 13 of 18 Brazos Technology (979) 690-2811 Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (wllectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Ver. 4.0 BrazosTech Port Arthur 4.0 - Page 14 of 18 Brazos Technology (979) 690.2811 Ver. 4.0 Ongoing Software Fees Annual Fees after the first year Brazos Technology $250 /unit e-Citation updates, license renewal Brazos Technology a-mail Support Std maintenance covers config changes (up to 5 new fields and 1 new report per quarter) Interface to Court System $650 Interface to RMS System $650 'Any additional intertaces have an annual support cost of $650 ea. TLETS Message Switch (installed), annual license and support (1-50 Users) $5,000 'additional user annual support = $2,500/50 user increment - (Not applicable unless TLETS is activated.) Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and wnf'idential information of Brazos Technology Corpo2tion. BrazosTech PoR Arthur 4.0 Page 15 of 18 Brazos Technology (979) 690.2811 The City of Port Arthur and the Port Arthur Municipal Court will have one (1) point of contact for implementation of software and subsequent maintenance needs. The point of contact with City of Port Arthur will be determined later. Brazos Technology will schedule a KickAff Meeting with client to confirm configuration information and schedule Implementation and Training. Brazos Technology Corporation will bill the City of Port Arthur for hardware upon delivery. Standard Net 30 terms apply. Brazos Technology Corporation will bill the City of Port Arthur for the remaining balance upon completion of installation and delivery of Phase I of this solution. Standard Net 30 terms apply. The successful implementation of this project is contingent upon two primary factors: 1) Brazos Technology's dedication to support the City of Port Arthur throughout the pre- implementation and implementation phases, as well as throughout the lifecycle of the software to timely respond to support needs and 2) For the Municipal Courts and the Police Department to work diligently with Brazos Technology to identify and document its requirements and needs for this project (to be documented during pre-implementation phase) - as well as to show the dedication of its workforce to adopt such technology. Ver. 4.0 Because of Brazos Technology's unique methodology for extending applications to the mobile paradigm, the following are just a few examples of applications that could easily be extended to the mobile units literally within days of being requested by each agency (please request a quote for this capability -not included in this quote) • AccidentlCrash Reports • Seized Property and Evidence Tagging and Tracking • Replacement gear ordering by officers • Vehicle repair work-order submissions • Community Outreach Programs Applications • Rotation Wrecker Management System Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively,'Matedal") is proprietary and confidential information of Brazos Technology Corporation. BrazosTech Port Arthur 4.0 Page 16 of 18 Brazos Technology (979) 690.2811 The following are assumptions on which the recommendations in this Proposal are based: 1. All information sources required for the mobile device are accessible through the City of Port Arthur network or the Intemet. 2. Brazos will utilize the standard [Court System] interface for the Municipal Court System. 3. Real-time TLETs queries are not required at this time. (unless indicated on page 10) 4. An active Internet connection is available at the location where the synchronization device will be installed. 5. Brazos Technologies does not provide installation services for hardware to be "mounted" into vehicles. 6. Any interface costs levied by Court or RMS system providers are separate and not reflected in this proposal Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material ~(in whatever medium a format) and information contained herein (collectively, "Material"). is proprietary and confidential information of Brazos Technology Corporation. Ver. 4.0 BrazosTech Port Arthur 4.0 Page 17 of 18 Brazos Technology (979) 690-2811 Approval of this proposal document represents an agreement to accept the charges for the activities as stated previously. Any revisions to this agreement will necessitate inclusion of written amendments and prior written approval of all signing principals. The authorized signatures below represent agreement with the proposal and represent authorization to proceed with-the work as defined. Total project price $36,790 ?• Agreed to and Accented bv: City of Port Arthur Signature Printed Name Title Date Brazos Technology Corporation Signature Michael S. McAleer Printed Name President Title Date Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All matedal (in whatever medium or format) and information contained herein (collectively, °Material") is proprietary and confidential information of Brazos Technology Corporation. Ver. 4.0 BrazosTech Port Arthur 4.0 Page 18 of 18