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2215ORDINANCE NO. ao`~ I J~ AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR COMPUTER AIDED DISPATCH (CAD) SYSTEM FROM RELATIVITY PUBLIC SAFETY COMPANY FOR THE WEST MEMPHIS POLICE DEPARTMENT, AND FOR OTHER PURPOSES. WHEREAS, Arkansas Code Annotated Section 14-58-303 allows waiving of competitive bidding in exceptional situations where such procedure is deemed not feasible or practical; and WHEREAS, there are many items necessary for the City's use where competitive bidding is deemed not feasible or practical; and WHEREAS, the West Memphis Police Department is in need of upgrading their dispatch system and the Computer Aided Dispatch (CAD) system through Relativity Public Safety Company is the only program that is compatible with our present reporting system, and competitive bidding under such circumstances would not be feasible or practical; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WEST MEMPHIS, ARKANSAS: 1. That competitive bidding be waived for the following items to be used by the City, described as follows: Computer Aided Dispatch (CAD) system to be purchased in the amount of $45,000.00 from Relativity Public Safety Company to be purchased with Federal Grant funds. PASSED AND APPROVED 5TH day of ~~$ (~? v A ~R.y , 20 WILLIAM H. JO NSON, Mayor ATTEST: PH ARA, City Clerk RECEIVED City Clerk's OfffiCe Date/Time ~ a. 0 9 4 : ~a 4,w. SPONSORED BY: >t ~ t .~ri.,; i,n~l (e •. {'~~S•(N '~nri~lt+h an •i~,•~~r, I ~ ;,yin ~~,rt ~~;r z TABLE OF CONTENTS 1.0 Relativity Introduction{Overviert~ .................................................................3 2.0 Base Proposal Elements ....................:.........................................................4 3.0 Service and Support .....................................................................................5 4.0 Training ..........................................................................................................6 5.0 Investment (Estimate) ...................................................................................7 6.0 Payment Schedule Options for Package ....................................................8 7.0 Additional Service Contracts/upgrade Protection .....................................8 8.0 Reference~ .....................................................................................................9 PLEASE NOTE that certain items are proprietary in nature, and are exempt from ~OIA release under the protections for trade secrets and commercial information...that is privileged or confidential, 5 U. S. C § 552 (b)(4). The pages containing proprietary information will be marked as such on the bottom with the appropriate marking and references. Team Relativity is pleased to submit the following estir~iate to the West iiRemphis Police Department for the implementation of Relativit}~ Public Safety Solutions (RPS.) The overall goal of the solutions proposed in this document are to provide a fully integrated solution that takes full advantage of today's technology and provide a foundation for growth and continued exploitation of opportunities to provide better service to those in West liAemphis. We will be happy to answer any questions you may have concerning this information. Please call Heather at 87Q.8d2.3622. 1.O ~El[..AT)l~I"f'Si' ~i~dT'RO®L~~TI®~IC)v>~RV>cE~ ~Ne are the #'f provider of police software in the ~ ~ ~-.~ ~ ~ ~ i ;, ~_ ,~,~ y sit ';~ , state of Arkansas. Our installations outnumber all " the competition combined by about three to one. We are excited about expanding our territory to serve other states with our innovative software solutions. We are the fastest growing public safety software company in the nation, installing over two hundred agencies in 2003. Daily new agencies are adding our software offerings to their departments and experiencing the efficiency that our products allow them to achieve. We were the first US owned company to be certified by the Department of Defense for a standalone records management application under DoD 5015.2 (classified /non- classified records) in 2000. We are the only public safety software provider to hold either of the DoD certifications for records management system. Team Relativity is a satisfaction guaranteed solution provider, which is rare, if not unique in this community. We will not quit until the solution we are implementing is performing at a world-class level of efficiency. Our long-term partnering methodology ties our success to your organization's success, and in our book, success is the only acceptable outcome. PLEA"-,SE NQTE that certain items are proprietary in nature, and are exempt from FQIA release undar foe protections for trade secrets and commercial information...that is privileged or confidential, 5 U. S. C § 552 (b)(4). The pages containing proprietaryy information ~a~il.~ be marked as such on the bottom M%th the appropriate marking and references. 2.0 BASE PROPOSAL ELEMENT'S We propose the implementation of the following: CAD (Computer Aided Dispatch) Our system is designed to allow agencies to Dispatch calls in a quick and efficient manner. The system is completely customizable to allow your Dispatch Center to have a system that truly fits the way that they perform their tasks. All Dispatchers can view activity from any screen and all information updates every few seconds to provide the most accurate data available. Other agencies using this system have reduced their response times by 2 minutes a call. The system is easy to (earn and use, meaning that your Dispatchers can be up and running within a shorter time frame. The RPS Dispatch program also integrates with other RPS applications, which allows the Dispatchers to run warrant checks, start incidents, chat with officers, and run ACIC checks. PLEASE NOTE that certain items are proprietary in nature, and are exempt from FOIA release under the protections for trade secrets and commercial iniormation...thatls privileged or confidential, 5 U.S.C § 552 (b)(4). The pages containing proprietary information will be marked as such an the bottom with the appropriate marking and references. .:Rl:l..~~ri~ ~~r~ P~ i,~_ic S.~t r.~r1 RPS:. 5 3.0 SERVICE AND SUPPORT Team Relativity prides itself on having on the most reactive support in the industry. Client Portal We have an extensive client information portal that allows us to provide service from anyvdhere in the world that we have a web connection. The client portal also includes the most recent downloads, documentation, etc. The portal, as shown below is accessible by any client-partner with a properly validated password, and helps us to maintain the sense of community that our clients enjoy when working with Relativity. Telephone Support We have full time support personnel that are available to quickly answer most inquiries, reset portal passwords, etc. This is usually the first step in our support process, and they are fully empowered to do what it takes to service or to escalate the client-partner's needs. On Site Service As soon as we ascertain that an opportunity is not resolvable via telephone or remote access, WE WILL NOT HESITATE to go directly to the location experiencing an issue if the level of importance dictates. We have been on both sides of this equation and are well aware of how frustrating it can be to not get support when you need it to do your job. Our people will react, diagnose the situation, and move rapidly to affect a solution as quickly as possible. PLEASE NOTE that certain items are proprietary in nature, and are exempt from FOIA release under the protections for trade secrets and commercial information...fhat is privileged or confidential, 5 U.S.C § 552 (b)(4). The pages containing proprietary information will be marked as such on the tro`to,-n with the appropriate marking and referencss. .:KL:l..1'rl\'1'1'l' hl li1.IC S_\l~li"ll (1ZPS):. Direct ~iccess 4.0 TRAINII~dG All new installations are required to provide Team Relativity online access to the servers where our software resides. This access allows us to provide near-instantaneous service. We can usually be dialed in and diagnosing the opportunity in a matter of minutes. Training is another critical component of a successful installation. Team Relativity does training at each step of the implementation. Our background in law enforcement and the evaluation of our training outlines by our advisory board ensure that our training is complete and understandab{e by all personnel within your law enforcement organization. Team Relativity prides itself in complete and thorough training. Our success is tied directly to your success so anything less than great is unacceptable. On -Site Training .. rd '~f,~a Newsletter On-Site Training, along with a complete and detailed Administrators Manual and Users Manual, ensures complete understanding of all RPS (Relativity Police Systems) modules. Training Classes Relativity, Inc. also has training classes available in different locations throughout Arkansas during the year to provide additional training to clients. These classes not only cover basic training but also include question/answer sessions to provide specific help to address client's needs. Relativity, Inc. provides newsletters to alert clients of new product features and update them on technology that is available to assist with their general computer system maintenance. PLcASE 1JOTE that certain items are proprietary in nature, and are exempt from FOIA release under the protections for trade secrets and commercial information...that is privileged or confidential, 5 U.S.C § 552 (b)(4). The pages containing proprietary information wi!' be marked as such on the bottom with the appropriate marking and references. .:Rf~a.~~r~~~~~r~~ P~_«~.~c: S.~j~i.~r~~ (RPS):. 5.0 InlvESril~El~[r Base Project 1. RPS Computer Aided Dispatch System $ 45,000 Service 1. First Year of 24/7!365 Service Ii~CLIlDED* *Annual Service Agreement (beginning in 2010) $ 13,500 On -Site Installation / Training 1. installation I Training if'~CLEJDED The total solution investment for this project (1St year) is: $ 45,000.00 ** Includes: • software elements proposed in this document • installation • training • documentation ** Does not include tax. Prices in this quotation are effective through May 31, 2009. PLEASE NOTE that certain items are proprietary in nature, and are exempt from rOIA release under the protections far trade secrets and commercial information...that is privileged or confrdential, 5 U.S.C § 552 (b)(4). The pages containing proprietary inforrnafion will be marked as such on the bottom, with fhe appropriate marking and references. .:Kr.~.:~~ri~ 1'r~~ P~ ~si.ic 5.~~ r:•r~ (RPS):. 6.0 PAYMENT SCHEDULE OPTIONS FOR PACIi{ACsE Option 1 ~;. ~,_ rrcc c _ - _ -- -,i 100% down with purchase order Option 2 -~ 100% down (hardware); 50% down software with purchase order ~ 50% software paid upon project completion ?.O ADDITIONAL SERVICE GONTRACTSIUPGRADE PROTECTION Annual Service /Support Includes: • Telephone / Email Support Support Hours: 0 24/7/365 • Automatic upgrades with release documentation $ f 3, 500 per year PLEASE NOTE that certain items are proprietary in nature, and are exempt from rOIA release under the protections for trade secrets and commercial information...that is privileged or confidential, 5 U. S. C § 552 (b)(4). The pages containing proprietary information v ill be marked as such on the bottom with the appropriate marking and references. .:Kril.-1T1\ I'll PGIiLI(: 5:111•: "t l" (RPS):. 9 8.0 REFERENCES -~ 101 Town Center Bella Vista, AR Contact: Captain Ken Farmer 479.855.3771 • RPS - OI (Offense /Incident) • Dispatch • Case Management • Evidence Tracking ,~ ~~ 901 Willett Rd. Jonesboro, AR Contact: Chief Deputy Rick Thomas 870.933.4551 • RPS - OI (Offense /Incident), • Evidence Tracking (ET) • Case Management • Circuit Collections & Civil Process • Jail Management • Relativity Records Manager (rem) ~' c~ c' r t ~ ~, t) 7 . x ~ ~'7. t #1 Main St. Huntsville, AR Contact: Captain Robert Boyd 479.738.2320 • RPS - OI (Offense /Incident) • Booking (Light) • Ticket /Citation (with Accounting) • Civil Process • Warrant Management PLEASE NOTE that certain items are proprietary in nature, and are exempt from i-0IA release under the protections for trade secrets and commercial information...that is privileged or confidential, 5 U. S. C § 552 (b)(4). The pages containing proprietary infom;afion will be marked as such on fhe bottom with the appropriate marking and references. .: R t. t_ _~ ~r ~ ~~ ~ ~r ~~ P ~ ~3 i. i ~. S _~ r i ~: ~r ~~ (RPS) : .