1798ORDINANCE NO. I ~ q $
AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR AN AUTOMATED
PHOTOGRAPH STORAGE AND RETRIEVAL SYSTEM 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 has been awarded a grant in the
amount of $40,211.00 to purchase an Automated Photograph Storage and Retrieval System; and
WHEREAS, the grant can only be used to purchase this particular piece of equipment
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 item to be used by the City,
described as follows:
An Automated Photograph Storage and Retrieval System for the total project cost of
$53,615.00.
PASSED AND APPROVED this ~•h day of ~cerr.be~- , 1997.
l~
AL BOALS, Mayor
SPONSORED BY:
.~ * ..
~• ***.`~
~~
CITY OF WEST MF,MPtlls
POLICE DEPARTMENT
100 Court Street - Weat Memphis, Arkansas 72301 - (501) 736.1210
CITY COUNCIL
THURDSAY DECEMDER 4,1997
PURPOSE STATEMENT:
To inform the City Council that the City of West Memphis has been awarded a grant for the
purchase of an Automated Photograph Storage and Retrieval System.
Purpose:
To request the City Council to waive bids on this grant purchase.
(as the grant was to purchase this particular piece of equipment).
GRANT' INFORMATION:
The federal share of the grant is $ 40,211
local share $ 13,404
Total project cost $ 53,615
`~ SYSTEM INFORMATION:
The Automated Photo h Store a and Retrieval S rem will allow finnt/aide boo '
irM"' BmP 8 ~ ~$
photographs, plus other identifiers on the same frame. This is accomplished with a gh resolution
video camera and computer monitor.
The system will be expanded to the Cruninal lnveatigativelNarcotics Unit. to provide timely,
adequate access by investigators. The system allows for networking by transmitting images to
remote location within the department or to other agencies that are connected to the system.
The system will produce ID-badges for all city emplayees, allow digital crime scene photography,
as well as the automated booking system.
The svstem will virtually eliminate the cost of film, film developing, negative storage, and the
need to manually produce photo line-ups. This system will allow the re-assignment of man hours
which are not taken by our present outdated system.
W.A.Wren
Chief of Police
An Equal Opportunity Employer
e
~r'4M4V I O, ~Ih
'; U.S. Department of Justice
3 ~ ~
.~
~°`n~„a~~'`~
Uffice of Justice Programs
Wu.dlington, D. C. 2053/
1 DATE: July 11, 1997 Grant Award # 97-CM-WX-0869
~ TO: rchelle Yoch, Grant Monitor, COPS Office
FROM: 'lliam B. Park, Financial Analyst, COPS Branch,
O 'ce of the Comptroller
SUBJECT: Financial Clearance: Application # 7-2459-AR-CM, for the
West Memphis Police Department.
A financial analysis of budgeted costs has been completed. Costs
appear reasonable, allowable and consistent with existing guide-
.- lines. Exceptions/Disallowed Costs are noted below.
Cost
Category Equipment
Equipment: 53,615
Total Costs: 53,615
***Disallowed Costs: 0
Grand Totals:
Federal Share: 40,211
Local ,Share : .. 13 , 404
Total Project Cost: 53,615
/wBP/o
PROBLEM STATEMENT
The City of West Memphis is a community located in Crittenden County with a combined
population of approxunately 50,000. West Memplus is Uordered by the City of Memphis, which is
located in Shelby County, T'ennessce. Our geographical location brings with it an increase in crime
and ari uicrease of individuals handled and an•ested by tfie West Mcmp}us Police Department,
causing an additional manual filing task on the already loaded system.
The West Memphis Police Department has the responsibility of processing of all physical custody
arrests and all misdemeanor citatiorLS. This is handled by jailors. Their duties, include but are not
limited to photogaphy; fingerl~rint.ing, and collecting personal information and personal property
from the arrestees. This information is mauttaincd as a per•mancnt record for future reference.
At the present time, we use 35mm camera to photograph all persons booked into the West
Memphis City Jail. This process is quite expensive and time consiuning. Often human error,
causes photographs to Uc inadequate and require being taken over if the
subject is available. This causes an increase in expense. The negatives are kept in a file. The rte is
forwarded to the Detective Division of the West Memphis Police Department and then taken to a
commercial business if a print is needed. 3'his too is alt additional cost to the department.
In order to hold a photo line-up with a known suspect, the Investigator must make a manual search
of the negative file until 5 similar negatives are found. Tlus can take from 1-3 hours per suspect to
prepare a the lint-up.,
PROJECT DESCRIPTION PART II
. The West Memphis Police Department, in order to improve our cmgoing effort to reduce crime,
improve public safety and to curtail violent juvenile crunes must invest in effective equipment.
The City of West Memphis covers an area of approximately 25 square miles.
The quality' of police service and the success of many operations can be improved through the use
of suitable equipment. Good equipment is also an economic, since it increases the effectiveness of
police manpower. Ril<ective communication is basic to Use world we know. Just as the patrol-car,
sidearm, or body armor. The police radio is essential to the safety of our citizens as well as to the
ofrcers safety. t
7~te West Mcmplus Police Department needs updated equipment and technology which is related
fo basic law enforcement functions. Rquipped with effective communications our School Resource
Officers ability to er>t-arrce secru•ity in and around schools would be increased. A properly
equipped patrol officer is vit~~I to lire welfare of our children and citizens at special functions which
could be at risk for incidents of cr-une.
r
- -- - - , ~
PERFORMANCE INDICATORS
We will have almost immediate access to photos of recently arrested persons.
We will be able to assemble photo line-ups quickly while viewing a small number of similar
photographs.
Photos will be available at remote sites for line-ups and investigatot•s will be able to starch by
Modus Operandi as well as physical characteristics.
.~ / _. Ta