HomeMy WebLinkAbout04/24(2)/2001, 8 - MOBILE DIGITAL COMPUTER PROGRAM Counat Wefi Dek
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CITY OF SAN LUI S OBISPO
FROM: James M. Gardiner, Chief of Police
Prepared By: Joe Hazouri,Lieutenant
SUBJECT: MOBILE DIGITAL COMPUTER PROGRAM
CAO RECOMMENDATIONS:
1. Approve a Request for Proposal for a systems integrator to provide a turnkey solution for
the San Luis Obispo Police Department's Mobile Digital Computer(MDC) system and
authorize contract award by the CAO if the proposed contract amount is less than
$340,000.
2. Approve the sole-source purchase of Spillman Technologies' "Rover"mobile computer
software and authorize the CAO to execute a contract agreement not to exceed$160,000.
3. Appropriate $130,000 from the unreserved General Fund balance to be used for the
completion of the MDC project, subject to reimbursement from FY2001-02 law
enforcement technology grants.
REPORT IN BRIEF
The need for Mobile Digital Computers (MDC) for public safety vehicles was identified
approximately one and a half years ago and a committee was formed to research the project.
This need was reinforced in the Gartner Group Information Systems strategic plan. The MDC
committee has developed functional and technical specifications for the system. Technology
grant monies have been routinely set aside to help underwrite the cost of this system. Currently,
approximately 75% of the projected cost is available in grant funding. If anticipated technology
grant funding is again made available in 2001-02, almost the entire cost of the project could be
covered without the need for additional General Fund monies.
The projected cost of the project is $500,000. There is approximately $377,000 in grant funding
currently available. Another $100,000 is expected in technology grant funding in FY2001-02
that, if received, will replace a matching amount requested from the General Fund. The Gartner
Group recommended that a systems integrator be hired to coordinate the completion of the
project. This was proposed to ensure that the system functions properly after installation and that
support and maintenance is available in the future, if needed.
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DISCUSSION
Background
Currently, public safety officers,both Fire and Police, rely on voice communications as their sole
means of access to mission critical information in the field. All voice communications must be
funneled through the combined Police/Fire Dispatch Center at the Police facility. During times
of heavy workload, available radio airtime is severely restricted or non-existent. This reduces
the efficiency and effectiveness of public safety operations and could potentially create a life-
threatening situation.
In 1999 the Police Department began serious study of the feasibility of using Mobile Digital
Computers (MDCs) in emergency vehicles as a primary means of accessing mission critical
information. The MDCs in Police and Fire Department vehicles would allow safety personnel
direct access to Federal, State, and local databases without the need to use voice (radio)
communications through the Dispatch Center. This would significantly reduce airtime and
quicken the information retrieval process. Additionally, most Fire and Police calls could be
voicelessly dispatched, handled and cleared. This too would result in a significant airtime
savings. Incorporation of Global Position Satellite (GPS) and Automatic Vehicle Location
(AVL), technologies into the project would allow real time unit and event location and status,
making personnel assignment and response planning much more efficient and effective..
In the 1999-01 Financial Plan, a Capital Improvement Plan for a Mobile Digital Computer
Program for the Police Department was submitted and approved. It called for the purchase and
installation of a Mobile Digital Computer system, using available grant funds, starting in FY
1999-2000.
In the Strategic Plan 2001 Information Technology and Wireless Voice/Data Communications
report completed by the Gartner Group and recently adopted by the City Council, the Data
Communications recommendations stated, "The City has clearly demonstrated a need for mobile
data communications technology" It further recommends, "...Gartner believes the City should
fully develop detailed sets of functional and performance specifications for all components of the
mobile data system and issue an RFP to procure a single turnkey integrated mobile data
solution."
Existing Situation
In 1999 a Mobile Digital Computer Committee was formed to research, plan and implement an
MDC system for the Police and Fire Departments. The committee is made up of representatives
from both departments and affected divisions within those departments. Later, appropriate
members of the Finance and Utilities Departments were included in the research and planning.
The project was broken into three components, radio, hardware and software, and sub-
committees were formed to research each component and establish functional and performance
specifications. Over the past approximately one and a half years, exhaustive research has been
conducted by the committee through contact with other public safety agencies nationwide that
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have MDC systems and with component and system vendors, site visits, the installation and use
of demonstration hardware in public safety vehicles, the testing by IS staff of wireless Local
Area Network (LAN) technology, and studying published materials related to the project.
Preliminary pricing for each of the components was obtained from a variety of sources and
incorporated into the projected cost of the project as well as in the cost projections used in the
Gartner Group report. An RFP has been developed for each of the three components of the
system and appropriate vendors have been identified.
Key Project Components.
• Hardware=Research has indicated that fixed mounted hardware, consisting of a separate
monitor, keyboard and CPU, would be the best system for use in our intended
environment. Functional and performance specifications have been identified and
incorporated into an RFP. A list of vendors has been assembled that ate known to offer
quality hardware. Their products have been further scrutinized by sending questionnaires
to agencies known to have been using their product and by our own use of demonstration
units provided to us for testing.
• Software — Spillman Technologies has been selected as the vendor for the software
component of the system. Our current Computer Aided Dispatch (CAD) and Records
Management System (RMS) software are Spillman Technologies products and their
MDC software program called "Rover" interfaces flawlessly with the CAD/RMS systems
without the need for expensive middleware. Our research, which includes both site visits
to and phone conversations with agencies currently using the "Rover" software indicates
that it is a quality product. Our experience with Spillman Technologies as a CAD/RMS
vendor has been extremely positive.
• Radio (Data Transmission Methodology) —This has been the most difficult component of
the system to identify a vendor or technology for. The three types of technology most
commonly used for data transmission are traditional radio, Cellular Digital Packet Data
(CDPD) and microwave(wireless LAN).
Traditional radio requires an expensive infrastructure and, has the slowest data
transmission rate of the three technologies. Price quotes were obtained from two of the
primary vendors for this technology and ranged from a low of approximately$230,000 to
a high of almost $369,000 just for this one component of the MDC system.
Cellular Digital Packet Data technology, or one of its derivatives, would have been our
first choice. It is proven technology that is leased at a relatively low cost and requires no
expensive infrastructure. The data transmission rate is faster than traditional radio and
the Third Generation of this technology will be significantly faster. However, this
technology is not currently available in this area and according to the vendors is not
likely to be available to us for three to five years.
Microwave technology is just starting to be used as the backbone of MDC systems. This
is technology that functions in the 2.4 GHz range. Vendors identified are Lucent,
BreezeCom and Nova. The key pros: very inexpensive infrastructure cost by radio
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standards; low cost allows the option of combining it with other low cost technologies for
more complete coverage; the City owns the system; incredibly fast data transmission
rates (speed affects what you can do and how fast you can do it. Example: mug shot
transmission); TCP/IP compatible and requires no middleware to connect to Spillman; no
FCC license required. It has been used successfully for years on a smaller scale for data
transmission. Several agencies are currently using it as their backbone method of data
transmission. Among these are Graham County, Arizona, and Laguna Beach, California.
A large number of others are looking at this technology. One example of this is the
Fresno Police Department. The downside to this technology is that it does not have a
proven track record and there are questions about coverage and susceptibility to
interference. The radio sub-committee has conducted extensive research on this
technology and has field-tested the technology on a limited scale within the City. A site
visit to Graham County was completed and much valuable information was obtained. It
is the opinion of the radio sub-committee that this technology should function in our
topography and environment as a backbone data transmission methodology and is
recommending its installation.
Proposed Approach to the Project
Functioning Mobile Digital Computer programs are nothing new. Monrovia (CA) Police
Department has a fully functioning MDC program in place that we have used as a model for our
own. We have been in almost constant contact with them since the inception of our project and
have conducted three site visits there to work with their people and system. They use Spillman
Technologies "Rover" software and are completely happy with its performance. Their hardware
is one of the systems we currently have on our vendor list. The significant difference is the
availability to them of CDPD for data transmission purposes.
Since our primary concern is the acquisition of a reliable data transmission component for the
MDC program, we are proposing the following approach to the project:
1. Contract with a systems integrator for a turnkey solution for the MDC program, using
2.4 GHz technology for data transmission, Spillman Technologies "Rover" software,
and a hardware component that meets the functional and technical specifications
developed by the MDC committee and incorporated in the RFP.
2. Develop, install and testa 2.4 GHz data transmission solution prior to full integration
of the hardware and software components.
3. "Sole source"purchase the Spillman Technologies "Rover" software component.
The pros of this option are:
o Provides a tum-key solution for the entire system.
o Responsibility for successful installation of the entire system or a component of it
lays with one vendor.
o Saves staff time and labor and the costs associated with them.
The cons of this option are:
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o Adds an additional 15 - 30% of the hardware costs to the totals cost of the project.
o Degree of familiarity with the entire system will be lessened.
If this option were chosen, an RFP for a systems integrator would be put out. We would
"sole source" purchase the Spillman Technologies "Rover" software component. We
would select the vendor for the integration and work with the vendor-representative(s) to
ensure proper acquisition, installation and integration of the all three components of the
system using previously developed functional and technical specifications. The systems
integrator would be responsible for ensuring that the system functioned to our
satisfaction.
Tentative Schedule
I Start I Finish 2001 2002
Acth ty Name Data Date
Mar Apr May Jun I Jul i Aug Sept Oct Nov Dec Jan Feb I lAar Apr
Total Project
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Upon City Council approval, the RFP would be put out to bid with a deadline of 30 days for
return. Proposals would be opened on the first Wednesday after the deadline for submission and
then approximately two weeks would pass for evaluation, negotiation, modification and
selection. During the negotiation phase the project approach to be used would be finalized. At
the end of this period a vendor would be selected to complete the project. The installation of a
data transmission system is estimated to take approximately three months. Upon satisfactory
completion of this portion of the project, the remaining two components would be integrated.
This portion of the project is estimated to take six months.
Project Management
• The Project Manager for the Police Department will be Lieutenant Joe Hazouri. The
Police Department Project Manager will provide primary interface with the integrator for
coordination and status of the project. Project support will come from the City and Police
Department IS staff and designated Fire Department personnel.
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• The probable configuration and responsibilities of the vendor project team would be:
o Program Manager — will have explicit responsibility for the administration and
technical direction of vendor activities.
o Project Engineer — will be responsible to the vendor Program Manager to carr
out all engineering tasks required for this project.
o Project Implementation and Support Team — will be responsible for the actual
component procurement, installation and testing, as well as providing training and
technical support if the system functions satisfactorily.
Summary
The need and value of Mobile Digital Computers for use in City public safety vehicles has
clearly been shown. Reliable and proven vendors have been identified for the hardware and
software components. The data transmission component technology that Staff is recommending
is cutting-edge and has few current agencies using it as a system backbone. The relatively low
cost of installation along with the huge benefits to the project if it works makes the 2.4 GHz
technology worth the effort. The use of a systems integrator takes most of the risk away from at
least this portion of the project.
FISCAL IMPACT
Project Costs:
In July of 2000 the estimated cost of the project was $430,000. Currently approximately
$377,000 in grant funding is committed.to this project. Funding for the General Fund's portion
of the added cost is not available within existing resources. Accordingly, we recommend
appropriating $130,000 from the unreserved General Fund balance for this project. As noted
above, $377,000 of the project cost is grant-funded; and it is likely that an additional $100,000
will be funded from a State grant in 2001-02 (although the renewal of this grant program is not
guaranteed). If this occurs, then the General Fund's net direct cost for this project will only be
$30,000.
Based on the Mid-Year Budget Review for 2000-01 and Council-approved changes since then,
appropriating $130,000 from the unreserved General Fund balance will result in an ending fund
balance that is 23% of operating expenditures compared with our policy minimum of 20%.
Additionally, after adjusting for City's likely construction costs for our share of repairing the
Santa Rosa-Stenner Creek Culvert (about $200,000), this will reduce the estimated carryover
balance available for 2001-03 to $680,000.
Based on additional research, a new cost projection for the MDC project has been completed. In
establishing this latest cost projection, the same format was used as was used by the Gartner
Group, with the exception that the cost of a Systems Integrator and a contingency cost were
broken out separately. Our current projected cost for the project, using price quotes from
responsible vendors and users of the.three components (software, hardware, and radio), obtained
or verified over the past two weeks, runs from a low of approximately $458,000 to a high of
approximately $568,000. These costs include the 15% of hardware costs that the Gartner Group
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said should cover the cost of a systems integrator and the 15% of hardware costs that should act
as contingency costs. The median of the high and low projections is $513,000. Realistically, the
cost should not run more than $450,000 to $500,000, and probably closer to the low side of the
spreadsheet projection. However, for budget purposes, we recommend a project cost of
$500,000.
City of San Luis Obispo
Wireless Cost Analysis
Spread Spectrum Data Analysis(Microwave)
Unit Cost Total Costs
DescriptionI Low I High Quantity Low High
Fixed Equipment Costs
Base Station 3,000 3,500 1 3,000 3,500
Repeaters 4,000 4,500 6 24,000 27,000
Mobile 1,000 1,200 25 25,000 30,000
Total Fixed Equipment Costs 52,000 60,500
User Equipment Costs
Mobile Data Devices(Hardware) 5,000 6,500 25 125,000 162,500
Software* 4,500 5,500 25 112,500 137,500
Total User Equipment Costs 237,500 300,000
* Includes installation,on-site training and I"year support&maintenance
Miscellaneous&Contract Costs
Spare Parts(10%of Hardware Costs) 17,700 22,300
Installation of Hardware(MDCs) 400 500 25 10,000 12,500
Installation of Hardware(Wireless) 25,000 30,000
Sales Tax on Equipment(7%of Equipment Cost) 20,265 25,235
Project Engineering(Wireless) 8,500 9,000
Total Miscellaneous&Contract Costs** 81,465 99,035
TotalOne-77me Costs** 371,000 459,550
** Does not include Professional Fees or Contingency Funds
Professional Fees(Program Management/Intcgration-15%of Equipment Cost) 43,425 54,075
Contingency(15%of Equipment Cost) 43,425 54,075
Total 86,850 108,150
Total One-TLne Costs Including Professional Fees& Contingency Funds 457,850 567,700
Recurring Costs
Basic Software SuDDOrt 9,000 10,000
Annual Service Costs 9,000 10,000
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If $500,000 is used as the projected cost, the current available funding represents approximately
75% of our projected cost for the project. If information received about future funding through
technological grants for local law enforcement is accurate, almost the entire cost of the MDC
project, including the system's integrator and contingency cost would be covered. If this
additional technology grant funding does not occur additional funding from the City General
Fund in the full amount of$130,000 will be needed to complete the project.
It is anticipated that the entire project will be completed during fiscal year 2001-02. The grant
funding has specific timelines associated with usage that will have to be continually monitored to
ensure that all available funding is judiciously used and not lost.
ALTERNATIVES
• Deny the project. In this event technology funding for Mobile Digital Computers for the
Police and Fire Departments, which represents approximately 75% of projected project
cost, will be lost for this use. It is unlikely technology funding on a scale to support this
type of project will be available in the near future.
• Defer the project until CDPD is available. As noted above, the data communications
portion of this project is the most difficult aspect. In many other communities, MDC
projects have been able to use commercial CDPD providers for their wireless data
communications; and if this service was currently available in San Luis Obispo, it would
be our preferred solution as a reliable, low-cost strategy with the ability to meet our
bandwidth needs from both a speed and capacity perspective. However, as discussed
above, this service is not likely to be available locally for three to five years (and there
are no guarantees that it will be available even within this timeframe).
We recognize that there are several potential drawbacks to the solution we envision at
this time for wireless data communications. This technology is not widely used for this
mission-critical application by other agencies at this time; and while we believe it can be
adapted for this purpose, it was initially designed for interior, not exterior, purposes.
However, we believe that this alternative technology can be successfully applied to this
application; and that we can structure our agreements in a "performance" context that
will minimise the risks associated with it. Further, given the importance of this
technology in improving direct public safety services in the field, we believe is important
to move forward with this project, and not delay its implementation for three to five years
based on the hope that commercial services may be provided at some time in the future.
Lastly, it is important to stress that this approach is unlikely to be our "long-term" data
communications strategy, especially given the rapid pace of change in wireless
technology. In short, if the cost we will incur for this part of the project (about $60,000)
only has a life of three to five years, this will be a good return on our investment in
improving our emergency response services. If CDPD becomes available in the
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meantime, it can be integrated with the other components of the project, replacing this
microwave technology.
• Do not use a systems integrator. Individual RFPs would be issued for the acquisition of
each component of the system. City Project Manager would be responsible for
integration of components after acquisition using City staff and vendor support personnel.
The pros of this option are:
o Potential cost savings of 15 - 30% of total hardware costs by not using a systems
integrator.
o Complete familiarity with all aspects of the system..
o Makes future expansion easier.
The cons of this option are:
o Time-consuming and labor intensive for city staff (primarily Police and Fire)
involved. This has a salary cost associated with it that could offset the cost of a
systems integrator.
o Responsibility for the failure of the entire system to function properly lays with
the in-house project manager and thereby the City.
o Recommended against by the Gartner Group.
If this option were chosen, RFPs for all three components of the system would be used
for component acquisition in the appropriate fashion. Staff would select the vendor for
each of the components and work with the vendor representatives to ensure proper
acquisition, installation and integration of the three components. Staff would rely on the
vendors to correct any problems that could be traced to their particular component of the
system through a contractual obligation.
• Use a Systems Integrator for the radio (data transmission methodology) component
only. This would make the integrator responsible for the successful integration of the
riskiest component of the system.
The pros of this option are:
o Potential cost saving of 15 -30% of total hardware costs.
o The most difficult and time and labor intensive component of the system would
be handled and guaranteed by an outside vendor.
o Complete familiarity with two out of the three system components.
The cons of this option are:
o Still requires time and labor of involved City staff which has a salary cost
associated with it.
o Responsibility for the failure of the entire system to function properly lays with
the in-house project manager and thereby the City.
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If this option were chosen, an RFP for a systems integrator for the radio component of the
system would be put out. Once the radio system was installed, tested and found to be
consistent with the functional and technical specifications of the RFP the other two RFPs
would the put out. Staff would select the vendor for each of the components and work
with the vendor representatives to insure proper acquisition, installation and integration
of the three components. Staff would rely on the vendors to convect any problems that
could be traced to their particular component of the system through a contractual
obligation.
ATTACHMENT:
RFP Workscope and Proposer's List
Complete RFP is available in Council Reading File.
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���►IIIIIIIIII �� Dlliilll City of
san Luis Obispo
990 Palm Street IN San Luis Obispo,CA 93401
Notice Requesting Proposals for
TURNKEY MOBILE DIGITAL COMPUTER SYSTEM
The City of San Luis Obispo is requesting sealed proposals for a Turnkey Mobile Digital Computer
System pursuant to Specification No. 90050. All proposals must be received by the Department of
Finance by 3:00 p.m. on Tuesday June 12, 2001, when they will be opened publicly in the City Hall
Council Chambers,990 Palm Street,San Luis Obispo,CA 93401.
Proposals received after said time will not be considered.' To guard against premature opening, each
proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the
proposal title, specification number, proposer name, and time and date of the proposal opening.
Proposals shall be submitted using the forms provided in the specification package.
Specification packages and additional information may be obtained by contacting Lieutenant Joe Hazouri
at(805) 7817350.
® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities.
Telecommunications Device for the Deaf(805)781-7410.
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Specification No. 90050
TABLE OF CONTENTS
=� F^ •�. j tom. .°r a+ t�,c .;v-C` .,�{, 'r.. ,rb, ...:13;r° ' .� r .:�;.: ."ra-,".p''• ..'i"s,
A. Description of Work Pages 1-6
B. General Terms and Conditions Pages 7-10
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions Pages 10-14
Unrestrictive Brand Names
Proposal Content
Proposal Evaluation and Selection
Proposal Review and Award Schedule
Alternative Proposals
Accuracy of Specifications
D. Agreement Pages 15-16
E. Insurance Requirements Pages 17-18
F. Proposal Submittal Forms Pages 19-21
Proposal Submittal Summary Page 22
References Page 23
Statement of Past Contract Disqualifications Page 24
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Section A
DESCRIPTION OF WORK
Rwmwms-
The City is requesting proposals for a turnkey Mobile Digital Computer System for the Police and Fire
Departments. The scope of the contract will include, but not limited to, project management, project
engineering, the furnishing of all labor, materials, equipment, licensing and software necessary to design
and install a fully functional Mobile Digital Computer System as well as warranty and post warranty
maintenance and support as described in this Request For Proposal document. The specifications are a
combination of functional and technical requirements established by an MDC committee comprised of
representatives of the Police and Fire Departments and the City's Information Technology Department.
Introduction
The City of San Luis Obispo is a municipality in San Luis Obispo County within the State of California.
San Luis Obispo is located approximately midway between the cities of Los Angeles to the south and San
Francisco to the north. Highway 101 bisects the City. San Luis Obispo has a population of
approximately 44,000. California Polytechnic State University, with a student enrollment of
approximately 18,000, and Cuesta Community College, with a student population of approximately
9,000, are adjacent to the City. The City provides housing and services to a significant portion of that
student population. The City's incorporated area is approximately 11 square miles. San Luis Obispo has
experienced controlled,steady growth and has plans to annex adjacent unincorporated areas.
The type of growth we will experience will increase the overall areas that need Police and Fire services as
well as the number of people requiring service in those areas. San Luis Obispo is expanding and
improving its Police and Fire information systems to offer increasedsupport to public safety personnel in
the field.
The City's Police Department provides law enforcement seryices and the Fire Department provides fire
services for San Luis Obispo and both also participate in mutual aid activities throughout the City and
adjoining jurisdictions, including the County of San Luis Obispo. The Police Department is located
adjacent to Highway 101 and employs a workforce of 89.5 regular staff(61 sworn and 28.5 non-sworn).
The Fire Department operates out of four stations dispersed strategically throughout the City and employs
a workforce of 55 regular staff(45 sworn and 10 non-sworn).
The Police Department operates the dispatch center, which is the Public Safety Answering Point (PSAP)
for San Luis Obispo. The PSAP dispatches both law enforcement and fire personnel. It is estimated that
the PSAP reports approximately 28,000 law incidents per year and 3,900 fire incidents per year.
The Police Department currently has 15 marked patrol vehicles. All of these vehicles except one are Ford
Crown Victorias, 1997 through 2000 year models. The lone exception is a 2000 Ford Expedition that
functions as the first line supervisor's vehicle and a mini-command center. The department also has 10
unmarked vehicles of varying makes, models and years. The Fire Department currently has nine
emergency response vehicles of varying sizes,makes,models and years.
Existing Computer Environment
The City operates on two major network operating systems, Novell NetWare and Microsoft NT Server.
There is fiber optics connectivity between all major City facilities. The existing Public Safety application
is Spillman Technologies' Computer Aided Dispatch (CAD) and Records Management System (RMS)
software programs. The system is being run on a Hewlett-Packard HP9000 server.
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System Specifications
It is the intent of the City to equip twenty Police Department and five Fire Department vehicles with
mobile digital computers. The computers will run off of Spillman Technologies' "Rover" mobile
computer software. Connectivity between the public safety vehicles and the PSAP will be by wireless
LAN. The wireless LAN must be able to act as the communications backbone of the system and provide
reliable geographic coverage, signal strength, and data transmission throughput per system specifications.
The system should be designed to support up to 100% user growth without serious degradation of the
system. The hardware shall meet the specifications indicated below. The City reserves the right to
replace up to ten of the hard-mounted computers with laptops. Proposers should submit a per unit price
for a comparable laptop version in their proposal.
Data Transmission Component Specifications
1. GENERAL
a. The below specifications are general guidelines. We do not intend to exclude any vendors
who may have a different approach. We are looking for all proposals. The system will
be judged on best value rather than lowest cost.
b. All materials and equipment will be new and will be the best of their respective kinds,
free of corrosion,scratches,or other defects.
C. The proposal should include installation, mounting hardware and all necessary cables,
connectors. Installations must be to mantifactures specifications.
d. The proposal should include custom installation for various locations, such as rooftops
and telephone and light poles. The units must be contained in weather tight boxes, to
protect the unit from all weather conditions.
e. The system designed must be able to run 24 hours a day, 7 days a week with a 98%
uptime.
f. The vendor must specify the range of each Points of Presence (POP), how many will be
required to cover 95% or better of the City of San Luis Obispo, and potential locations.
Coverage and "dead zones" should be clearly identified in the vendor proposal to prove
vendors promised coverage areas.
g. As a user travels into an active zone, the change between POPs will be seamless. If a
user moves out of range of POP coverage, any message sent from or to the user will be
saved in a queue until the user moves back into range. At this time the information will
be transmitted without any additional action required by the user.
h. The vendor must provide licensing for all softwarelhardware provided.
i. Warranty and maintenance provisions for the first three and five years of operation shall
be identified and priced.
j. The vendor at its own expense and option shall either repair or replace the hardware,
which it determines to be defective.
k. Five working days tum-around time for repair and/or replacement. An 800 number shall
be provided for status of all repairs and/or technical support.
1. Vendor to provide all applicable training for all applicable software and hardware on site
in San Luis Obispo.
in. In the case of performance-related specifications, the vendor shall document the manner
in which they achieve the results reported in their proposal.
n. The vendor shall be responsible to appear and explain the details of the system and
securities to the Department of Justice,for approval.
2. HARDWARE
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a. 2.4 GHz outdoor,license free ISM band transmission system
b. 128=bit wired equivalent privacy for data security.
C. Must support TCP/IP connections.
d. Must operate to full legal power
e. Must have a minimum throughput transmission rate of 5MBPS.
f. Capable of operating from direct connection to City network with provided fiber optic
backbone Ethernet ports,or without direct connection,as a repeater.
g. PCMCIA Cards / PCMCIA adaptor cards for ISA/PSI slots with internal or external
amplifier for all mobile units.
3. BOXES/MOUNTING
a. Outdoor units to be constructed or purchased to accommodate hardware and amplifier
b. Weather proof,so it can be mounted in a outdoor environment
C. Capable of being attached to telephone poles or roof mounted.
d. Mobile units must have a box to contain any required hardware
4. ANTENNAS
a. Sectorized Panel Antennas to be used at locations that need optimal power and range.
b. Omni directional or similar to be used at other sites as necessary.
C.
5. SOFTWARE
a. Provide software that allows connection between mobile and base.
b. Provide and configure detailed monitoring software, to allow Systems Administrator to
easily monitor all sites/repeaters from provided workstation.
6. INSTALLATION
a. The vendor will complete all installations for outside units and mobile units.
b. Vendor must provide all wiring harnesses and connectors
Hardware Component Specifications
The MDC committee has reviewed system specifications and hosted vendor demonstrations on the
following MDC brand names: Litton, Palomar, Data911, Datalux, Motorola, Amrel, Panasonic and
Fieldworks. Additionally, evaluation systems have been installed in three of our patrol units. These
systems are Litton,Palomar.and Data911. All information gathered is available to interested proposers.
7. GENERAL
a. The below specifications are general guidelines. We do not intend to exclude any
proposers who may have a different approach. We are looking for all proposals. The
system hardware will be judged on best value rather than lowest cost.
b. Preference will be given to hardware that is non-proprietary,. open-ended, easily
upgradeable and expandable.
C. All equipment and materials will be new and will be the best of their respective kinds,.
free of corrosion,scratches,or other defects.
d. The proposal should include installation and all mounting hardware and all necessary
cables and connectors.
e. The proposal should include custom installation for various vehicles (Fire Department
and Evidence vehicles),priced individually.
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f. The system hardware must be able to run 24 hours a day, 7 days a week. The design of
the system must include a method for maintaining the battery charge in the vehicles.
g. All installation to be done in the city of San Luis Obispo.
h. The vendor must provide licensing for all software provided.
i. The vendor will provide a three-year warranty including parts and labor. The vendor at its
own expense and option,will either repair or replace the hardware,which it determines to
be defective.
j. Five working days turn-around time for repair or replacement. An 800 number or
website shall be provided by the vendor for status of all repairs.
k. In the case of performance-related specifications, the vendor shall document the manner
in which they achieve the results reported in their proposal.
1. The top finalists will be required to provide an in-car installation for and testing
inspection.
8. COMPUTER
a. CPU
• Minimum 400 MHZ processor(higher speed processors are preferred)
• Multimedia board to allow display of full-motion video
o Must be compatible with Custom Signal—Eye Witness in car video system.
b. Cache
• Minimum 512 KB cache
C. Memory
• Minimum 128 MB expandable to 256 MB or more
d. Hard Disk Drive
• Minimum internal 12 GB hard drive
e. Parallel Port
• Multimode EPP/ECP bi-directional parallel printer port
f. Serial Port
• Minimum two serial ports
g. Interfaces
• Minimum two Universal Serial Bus(USB)port connector
• PCI card expansion capable
• Two PCMCIA expansion slots
h. Floppy Disk
• Provide a total of three of each of the below removable drives for external use only
• Three External 120 MB Super Disk drives, 1.44 MB floppy compatible; and
• Three External 100 or 250 MB Zip drives; and
• Three External CD drives
i. Video Controller
• Video controller VGA,SVGA,or XVGA video out compatible with the monitor
• Minimum 8MB RAM
• Available PCI slot for video expansion
j. Keyboard Port
• PS/2 AT-compatible keyboard port
k. Mouse Port
• PS/2-compatible mouse port
1. Sound Card
• Sound Blaster TM compatible,full duplex, 16 bit or better,with audio power amplifier
M. Speaker
• Two external speakers(stereo)
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• Mounted near the monitor
• Clearly audible from the driver's seat
n. Chassis
• Ruggedized case with a durable finish or equivalent
• Trunk mounted with easy access pullout
o. Power
• 7.0 to 18 VDC @ 3.0 A typical, 1.5 A sleep mode, with noise filter
P. Operating Temperature
• Minimum>320 F to<140-F
q. Humidity
• 5%to 90%,non-condensing
r. Software
• Hardware capable of running any Windows operating system
• Latest version of Windows operating system
• Touch Screen interface software
• Software required to view Custom Signal—Eyewitness in car video and easily access
other Windows programs without exiting video software.
S. Shock
• Meet or exceed the industry standard for ruggedized computer hardware
t. Ethernet capable
• 10/100 MB on a separate port
• Must occupy a USB or other port
9. MONITOR
a. Display
• Minimum 10"diagonal active matrix color LCD
• Minimum 800 x 600 SVGA color display
• Minimum 1000 nits luminance
• Touch Screen(gloved operation preferred)
• Must be clearly visible simultaneously from both the driver's and passenger's seat
• Easily accessible external control to dim display continuously to black
b. Dimensions
• Maximum 12"Wide,3"Deep, V High excluding rear mounted connectors
• Installation to comply with all applicable safety requirements i.e.: airbags
deployment zones
C. Temperature
• Operating: Minimum 0°F to 140°F for five minutes
d. Humidity
• 5%to 90%, non-condensing
e. Vibration
• Random 3.0 G rms,5-1000 Hz
f. Shock
• Meet or exceed the industry standard for ruggedized computer hardware
g. EMC
• MDC shall not interfere with emergency vehicle radios
h. Voltage
• 12 VDC nominal,negative ground
• 7 to 15.8 VDC operating
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i. Case
• Black or gray non-reflective
• Ruggedized enclosure with a durable finish
j. Volume control
• Mounted on side of monitor
• To control computer system volume
k. Mounting
• Fully air bag compliant
• Dash mounted(except custom vehicle installations)
10. KEYBOARD
a. Ruggedized keyboard for emergency vehicle use
b. 101 key standard keyboard
C. Backlit solid-state illumination(Red preferred)
d. Mounted to console accessible by driver or passenger
e. Built-in pointing device
f. Spill resistant construction
g. Consider wireless technology
11. OPTIONAL ACCESSORIES
a. Magnetic Stripe reader(also known as a Card or Driver's License reader)
b. Global Positioning System(GPS)and Automatic Vehicle Locator(AVL)
C. Fingerprint reader
Software Component
The operating software selected for the Mobile Digital Computer System is Spillman Technologies"
"Rover". The purchase of this software in Version 2.3 will be handled by the City of San Luis Obispo. It
will be the responsibility of the proposer to work with the City Project Manager and the Spillman Project
Manager to accomplish the successful installation, testing and acceptance of this component of the
system.
The key technical requirements of Spillman Technologies' "Rover"mobile software are:
o Windows 95/98 or Windows NT 4.0
o Network equipment required for a wireless TCP/IP connection with a Spillman UNIX server
o Pentium/133 MHz processor(minimum)
0 32 MB memory(minimum)
0 40 MB of available hard disk space— 15 MB of hard disk space aster everything else (including
the operating system,drivers,and other software)has been installed(minimum)
o A Microsoft.Mouse or compatible pointing device
o Peripherals,ports,and software required to establish communications with the UNIX system
Tentative Implementation Schedule
o Contract acceptance and signing
o Radio infrastructure established
o Acceptance testing
o Computers installed in the vehicles
o "Rover"software installed in the vehicles and MDC communications established
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o Connection to CAD and RMS
o Connection to CJIS,CLETS,NCIC with interfaces
o Training for system administrators and in-house training personnel
o Acceptance testing
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PROPOSERS LIST
Sm
PACIFIC AREPCO CYCOMM Mobile Solutions, Inc.
Art Daly Lisa Landry
3195 Airport Loop Drive,Bldg. B 1420 Spring Hill Road, Suite 420
Costa Mesa, CA 92626 McLean, Virginia 22102
(714) 556-4100 1-800-884-8544
(714) 556-4200 (Fax) (703) 903-9528 (Fax)
pai )pacific-arepco.com LISAL(a-),CORSTONE.COM
MOTOROLA ARINC
Chris L. Lopez Ron Watt
2015 Koala Way 5 Hutton Center Drive, Suite 120
Ventura, CA 93003 Santa Ana, CA 92707-8716
(805) 647-5087 (714) 431-0226
(805) 647-5088 (Fax) (714) 885-9410 (Fax)
CHRIS.LOPEZ@MOTOROLA.COM rwattaarinc.com
TESSCO ELECTRONIC SYSTEMS TECHNOLOGY
Joe Mcaferty Robert Croft
4995 Aircenter Circle 415 N. Quay Street
Reno,NV 89502 Kennewick,WA 99336
(775) 828-5551 (509) 735-9092x18
(775) 828-5557 (Fax) (509) 783-5475 (Fax)
mcaferty a,tessco.com croftna esteem.com
DATARADIO Aaro Broadband Wireless
Daniel Freeman Ron Baker
6160 Peachtree Dunwoody Rd,Suite C-200 210 Park Avenue, Suite 2100
Atlanta, GA 30328 Oklahoma City, OK 73102
(650) 726-7791 (405)415-2705
(650) 726-7105 (Fax) (405)415-2805 (Fax)
DFREEMANQDATARADIO.COM rbaker@aarowireless.com
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