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HomeMy WebLinkAbout4.03 EvidenceTrkng&FixedAsset InvtrySys f! .. CITY CLERK File #I . AGENDA STATEMENT CITY COUNCIL MEETING DATE: MARCH 26, 1996 SUBJECT: Request for Authorization to Distribute a Request for ~osal for an Evidence Tracking System, and a Fixed. Asset Inventory System ~ Prepared by: Steve HoI1~e, AdJIIi!rl~~tive Assistant Request for Proposal for Evidence Tracking System, and Fixed Asset Inventory System EXHmITS ATIACHED: ~' . .' RECOMMENDATION: ~Uthori2e staff to distribute the Request for Proposal FINANCIAL STATEMENT: The 1995-96 Capital Improvement Program budgets $5,526 for an Evidence Tracking System for Police Service and $8,000 for a Fixed Asset Inventory System. DESCRIPTION: 'S is a request to allow staff to distribute an RFP for two separate systems: an Evidence Tracking System, and a Fixed Asset Inventory System. Since both systems use similar technology, there may be cost savings if both systems are purchased from the same vendor. As a result, one RFP has been prepared for both systems. However, each vendor may bid on one or both system. Evidence Trackin2 Svstem Currently, Police Services uses a manual system to track evidence. Under this system, incoming evidence is hand-labeled for storage. Next, certain characteristics of the evidence are manually logged, such as: date of receipt, officer name, suspect name, and purge information. This system is labor intensive and does not generate, information in a variety of formats. In recognition of the inefficiencies of the current system, the CIP budget includes a project to purchase an automated Evidence Tracking System. This evidence system will work in conjunction with a computer workstation that is currently in the Police Services evidence room. This workstation was purchased during fiscal year 1994-95 in anticipation of the acquisition of the evidence system during fiscal year 1995-96. Generally, evidence tracking functions are highly similar among various police departments. As a result, several companies have developed PC-based evidence tracking programs. For the most part, these programs use bar code technology and a database program. Basically, an evidence tracking systems wo~: in a way similar to a price scanner in asupcr market Certain characteristics of the evidence are recorded .. ~ on a bar code. The bar code is then read by a bar code scanner. While an evidence traeking system offers improvement in speed and accuracy, there are other signiticlmt benefits. Once the evidence has been scanned into the computer, it can be assigned infonnation associated with multiple fields. For example, evidence can be assigned to fields representing shelf location, date of receipt, case number, officer name, purge date, etc.. This information can then be used.to generate various reports which state whencvidencc is to be disposed of, where evidence is located, and when is the appropriate time to release evidence to the original owner. :e' ; , ~ ~~r _ ==:==- ::- .-l jl ..., Fixed Asset Inventory System dmently, the City uses a manual method to take an inventory of fixed assets. This method involves matching an inventory number (which is placed on each asset) to a printed list of assets. This process is time consuming and tends to produce an incomplete inventory, especially when assets have been moved. In or4er to improve the current inventory system, the 1995..96 Data Processing CIP includes funds to purchase an automated. Fixed Asset Inventory System which will operate on an existing PC workstation. An automated Fixed Asset Inventory System uses the same technology as the Evidence System discussed . above. Each assets is affIXed with a bar code. A physical inventory is taken by scanning the bar code. This process is highly efficient and minimizes the potential for errors or omissions. This will also improve control over City assets by having a timely and comprehensive listing of all assets. A bar code systems offers seveml additional advantages. The scanner will document the existence of the . asset even if it is not in its proper location. As a result, a misplaced asset will not be overlooked during inventory. At the conclusion of the inventory. the data can be exported to spreadsheets and be used for a variety of reporting functions ' Recommendation Staff recommends that the City Council authorize staff to distribute the attached RFP. .' . REQUEST FOR PROPOSAL EVIDENCE TRACKING SYSTEM, AND FIXED ASSET INVENTORY SYSTEM 1. General Description The City of Dublin is seeking proposals for: .",," . ~' .............- _.. - _----:--_ - --. I .- 1) An automated Evidence Tracking System to be used by Police Seivic~s: The new system should consist of necessary software and any specialized equipment that may be required (Le. bar code reader). The system must operate on one of the City's existing Hewlett-Packard 486/66 personal computers (8 Mg RAM and a 200 MB hard drive); and 2) An automated Fixed Asset Inventory System. The new system should consist of necessary software and any specialized equipment. The system must operate on one of the City's existing computers (described above). VENDORS MAY SUBMIT A PROPOSAL FOR EITHER ONE OR BOTH OF THE SYSTEMS. This RFP consists of: Request For Proposal - 2 Pages Specifications and Proposal Forms - 6 Pages Reference Form - 1 Page .I. Questions regarding this RFP may be directed to the following person: Contact Person Attention: Steve Honse, Administrative Assistant City of Dublin City Manager's Office 100 Civic Plaza, 2nd Floor (P.O. Box 2340) Dublin, CA 94568 III. General Information In order to receive consideration, all proposals shall be made in accordance with the following instructions: . a) Proposal shall be signed by an authorized corporate officer and include a statement that the terms of the proposal will remain valid for 90 days. b) The proposal should be prepared simply and economically, provided a straight forward, concise description of the vendor's capabilities to satisfy the requirements of these specifications. c) Blank spaces in the forms must be properly filled in, and the phraseology thereof must not be changed. Any unauthorized conditions, limitations or provisions attached to a proposal may cause its rejection. d) No FAXED proposals will be considered. No proposal received after the time fixed for receiving them will be considered. Late proposals will be returned unopened. RFP - Fixed Asset Inventory System and Fixed Asset Inventory System e) Any proposal may be withdrawn, either personally or by a written request, at any time prior to the scheduled deadline for receipt of proposals. IV. Evaluation Criteria: . The primary criteria shall be the overall benefit/cost as perceived by the City. The City shall consider many factors, including but not lirnited to the following. . .;~, a) Purchase Costs. b) Software that is PC-based and works in a Windows ~~vi!onmeJ1t, .. c) Flexibility of equipment to adapt to future requirements.. . . d) Warranties, guarantees, service and qualifications of vendor/manufacturer. e) Compatibility with existing and planned computer systems. f) Ease of use. g) Extent of training/support offered. h) Ability of vendor will offer an on-site demonstration of the product so that the above factors can be evaluated. V. Minimum Content of Responses All proposals are required to provide the following information: a) Provide 3 references of public agencies where similar products or services have been provided in the past. In each case briefly describe the project scope and indicate a contact person and phone number. b) Describe your firm's experience with public sector projects of a similar nature and scope. . Emphasis should be placed on projects undertaken in the past three years. c) Identify all personnel who will be assigned to work on this project. Include brief summaries of their background and experience as well as their assigned responsibilities under this proposal. d) Quantify the amount of training provided, include a statement that training will be provided for a minimum of two persons per module, and explain how the training will be conducted. e) Provide sample reports produced by the system as proposed VI. Tentative Schedule Issuance of RFP authorized by City Council Submittal Deadline Vendor Demonstrations Staff review of Proposals .. A ward of Contract by City Council March 26, 1996 April 19, 1996, 10:00 a.m. April 22-24, 1996 April 25-May 12, 1996 May 13, 1996 VII. City Right to Accept or Reject Proposals The City flf Dublin reserves the right to accept or reject any proposals, and all subsequent material, either verbal or written, exclusive of an executed written contract. This invitation to respond to the Request for Proposal in no way obligates the City of Dublin to any company, supplier, manufacturer, or respondent to the RFP. The City recognizes that the best total solution may not come from a single vendor. For . example, the City may acquire an Automated Evidence System from one vendor and a Fixed Asset Inventory System from another. Proposers may choose to submit a proposal on only a portion of the total requirements. RFP - Evidence Tracking System and Fixed Asset Inventory System PROPOSAL SPECIFICATIONS AND FORMS ~TEM 1: W'EVIDENCE TRACKING SYSTEM The following specifications represent the City's minimum requirements for an Evidence Tracking System. The specifications listed below are intended to provide general guidelines for what the City envisions as being an acceptable system. Any additional information from the manufacturer that describes the proposed equipment is welcome. . -=. -~~_-~- - - :- . . ',' The evidence system should be based on a bar code technology that provides the evidence technician a uS~r friendly and flexible tool for maintaining official police evidence. The new evidence system will use a Hewlett-Packard 486/66 with 8 Mb of RAM. The City will purchase a single user license that is able to run within these hardware constraints. Spedfic City requirements are listed in the table below. Proposals should complete the RIGHI side of the table with information related to the specific requirement. For example, if the City requirement is a bar code wedge, the proposal should simply indicate the name of the bar code wedge included. If the vendor does not propose to use a specific item, they should write "not included" or some other language indicating how the requirement is otherwise satisfied. For example, if the City requirement is a bar code printer, the vendor might not include a printer, but may include 10,000 bar codes. Hard ware Hardware that is needed from the vendor includes: (Attach additional specifics as appropriate) Cit Re uirement 1. Portable scanner with data collection capabilities Vendor Pro osal 2. Bar code wedge and wand for use with the personal computer 3. Any additional hardware required (including additions to the City hardware) Software The system software must be able to track evidence using multiple fields. These fields should include, but are not limited to: evidence types; description of incident; shelf location; date of receipt; case numbers; officer's name; suspects name; purge categories and dates; activity times, dates and names. Additionally, the software should utilize reporting mechanisms to generate specific information related to fields. . Proposal SpecUications and Fonns - Evidence Tracking System Please answer the following questions: Does your software track all the fields listed above? (Circle One) Yes/No If no, which field(s) are not tracked? Please provide a sample report. What database does the evidence system use . Does your software use a ''Windows Front-End"? (Circle One) Yes/No Please describe how your software handles activities? For example, an officer wants to check out a piece of evidence for a court date. What is the process for handligg t1.l~_ a,ctivi~yI (t}ttachadditional pages if necessary) ---- ---' - , -- , 1Ii~' . How does your software deal with purging evidence? That is, some evidence must be stored longer than other evidence. How does this system let the operator know when it is time to dispose of the evidence? Provide any additional information that makes your product unique. . Proposal Specifications and Forms - Evidence Tracking System Training and Follow-up Support How do you propose to train employees to use the System? Please provide a description of what ~training is provided. Include how many days, how many hours, written material and manuals ~cluded. _______ ___ ____ .~ - I .. - -._- ---...........- - ~ .~ How much telephone support is included at no additional charge with the purchase of the software? How does your firm handle follow-up training when there is employee romover? (List costs and any .limits applied to subsequent training. . ProposalSpedficalions and Forms - Evidence Tracking System PROPOSAL SPECIFICATIONS AND FORMS ITEM 2: FIXED ASSETS INVENTORY SYSTEM The following specifications represent the City's minimum requirements for an Fixed Assets Inventory . System. The specifications listed below are intended to provide general guidelines for what the City envisions as being an acceptable system. Any additional information from the manufacturer that describes the proposed equipment is welcome. The Fixed Asset Inventory System should be based on a bar code technology that offers a user friendly and flexible tool for maintaining a fixed asset inventory. The-fixed assets inventory system will use a Hewlett-Packard 486/66 with 8 Mb RAM and a 200 MB hard drive. The City will purchase a single user license that is able to run within these hardware constraints. ~r Specific City requirements are listed in the table below. Proposals should complete the RIGHT side of the table with information related to the specific requirement. For example, if the City requirement is a bar code wedge, the proposal should simply indicate the name of the bar code wedge included. If the vendor does not propose to use a specific item, they should write "not included" or some other language indicating how the requirement is otherwise satisfied. For example, if the City requirement is a bar code printer, the vendor might not include a printer, but may include 10,000 bar codes. Hardware Hardware that is needed from the vendor includes: (Attach additional specifics as appropriate) City Requirement 1. Portable scanner with data collection capabilities Vendor Proposal . 2. Bar code wedge and wand for use with the personal computer 3. Any additional hardware required (including additions to the City s hardware) Software The software should be able to inventory using multiple fields. These fields should include, but are not limited to the following asset fields: type; location; age; initial cost; department; and a brief description of characteristics. The software should utilize reporting mechanisms to generate specific information related to fields. The City desires to track Fixed Assets in three broad categories: 1. Expendable Assets are assets which . are valued at less than $1,000 and tracked for control purposes; 2. General Fixed Assets Group contains assets with an original cost/value of more than $1,000 and are not included in the Equipment Replacement Fund; 3. Internal Service Fund - Equipment Replacement is a fund maintained for the replacement of large office equipment, vehicles, and computers. Depreciation schedules are used in order to allocate the cost of an item to a department on an annual basis. Proposal Specifications and Form - Fixed Assets Inventory System Please answer the following questions: f)oes'y(,ur software track all the fields listed above? (Circle One) Yes/No If no, which field(s) are not tracked? Please include a sample report. ~hat database does the inventory system use Does your software use a 'Windows Front-End"? (Circle One) Yes/No Please describe how your software handles activities? For example, an employee wishes to determine the location and age of each computer owned by the City. Whai~_t~e p-ro~~s~ ,~~r handling this activity? (Attach additional pages if necessary) ,.'-- .~.~. . Provide any additional information that makes your product unique. . Training and Follow-up Support How do you propose to train employees to use the System? Please provide a description of what training is provided. fuclude how many days, how many hours, written material and manuals included. . Proposal Specifications and Form - Fixed Assets Inventory System How much telephone support is included at no additional charge with the purchase of the software? How does your firm handle follow-up training when there is employee turnover? (List costs and any limits applied to subsequent training). Proposal Specifications and Form - Fixed As&'ls Inventory System . . . Summary and Total Proposal . . Item 1: Evidence Tracking System . Cost of software, hardware, and Training $ Tax $ Delivery $ Other Expenses $ __ _ ___ _ -. i. ...._....;..........- - Grand Total $ .', ,. Item 2: Fixed Asset Inventory System Cost of software, hardware, and Training $ Thx $ Delivery $ Other Expenses $ Grand Total $ &ertification I certify that I have received the documents titled "Proposal Specifications and Forms" and "Instructions to Bidders" and have satisfied myself as to the scope of the requested purchase and the conditions required. In submitting the proposal, I agree: . That in accordance with the proposal documents, the City reserves the right to divide the proposal and to purchase equipment from more than one vendor; . To hold my proposal open for final approval by the City Council, but not to exceed 60 days from the date of the proposal; . To enter into a contract based upon a purchase order reflecting the terms found in the specifications, if awarded on the basis of this proposal. Name of Finn submitting Proposal Business Address Signature of Authorized FIRM Representative Printed Name: .ate Title: Summary and Certification. RFP for Inventory Tracking System and Fixed Assets Inventory System REFERENCES Use this form to provide 3 references of public agencies where similar products or services have been provided in the past. In each case, briefly describe the project scope and indicate the . contact person and phone number. Please include separate references for Evidence Tracking Systems and Fixed Asset Inventory Systems. Reference #1 Name of Agency Business Address Contact Person Phone Number Briefly describe project scope: .. \ .'2\' Reference #2 Name of Agency Business Address Contact Person Phone Number Briefly describe project scope: . Reference #3 Name of Agency Business Address Contact Person Phone Number Briefly describe project scope: . References - RFP for Inventory Tracking System and Fixed Assets Inventory System