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HomeMy WebLinkAbout04 INTEGRATED LAW & JUSTICE AGENCY FOR OC (ILJAOC) ELECTRONIC CITATION PROJECTMEETING DATE: TO: FROM: SUBJECT: SUMMARY Agenda Item 4 Reviewed: AGENDA REPORT City Manager Finance Director TNEA MAY 20. 2014 JEFFREY C. PARKER, CITY MANAGER CHARLES F. CELANO, JR., CHIEF OF POLICE INTEGRATED LAW & JUSTICE AGENCY FOR ORANGE COUNTY ( ILJAOC) ELECTRONIC CITATION PROJECT The County of Orange Superior Court notified all agencies they would be discontinuing their citation data entry contract in July 2014. As a result of this decision, agencies would experience delays in the processing of non - electronic citations; thereby impacting the adjudication of those matters. Due to statute of limitations issues with prolonged processing, the fines associated with these citations may become forfeited revenue for the City of Tustin. In order to meet court requirements to have all citations submitted electronically, the Tustin Police Department has determined the need to purchase twenty E- Citation handheld devices. RECOMMENDATION It is recommended the City Council authorize: 1. The approval to proceed with the ILJAOC Electronic Citation Project. 2. The purchase /acquisition of twenty E- Citation handheld devices and complete implementation. 3. The approval for a supplemental appropriation of $110,514.16 from the Equipment Fund (184) for the purchase /implementation of the E- Citation handheld devices. FISCAL IMPACT The overall purchase /implementation cost for twenty E- Citation handheld devices is $110,514.16 and has an annual software agreement cost of $12,990. Adequate funds for the purchase /implementation of the ILJAOC E- Citation Project are currently available in the City's Equipment Fund (184). ILJAOC Electronic Citation Project May 20, 2014 Page 2 of 4 CORRELATION TO THE STRATEGIC PLAN: The proposal supports the implementation of Goal B: Public Safety and Protection of Assets: Ensure Tustin is an attractive, safe and well maintained community in which people feel pride. BACKGROUND /DISCUSSION Approximately two years ago, ILJAOC opened a competitive procurement process for agencies located in the County of Orange to implement an electronic citation system. The system would consist of a handheld device, which would give the officer the ability to issue traffic citations, municipal code violations, write field interview cards, and electronically interface with the court. In October 2013, at the County of Orange Superior Court Law Enforcement meeting, the court notified all agencies that due to budgetary constraints they would be discontinuing their citation data entry contract. As a result of this decision, agencies would experience delays in the processing of non - electronic citations. This decision will affect all infraction citations and only misdemeanor citations (DUI, suspended driver's license, reckless driving, etc.) will be processed, in concert with a court package, which will be routed to the court through our Records Unit. Delays in processing infraction citations could result in statute of limitations concerns. If these processing delays exceed the statute of limitations, the City of Tustin will lose revenue. More importantly, this could have a long term negative impact on traffic safety, as the deterrence factor of a traffic citation could diminish over time. If people believe they will never have to face the consequences of a citation in court, what impact would this have on public safety? The following revenue is what the City of Tustin currently generates and budgets based on citations: Vehicle /Municipal Citations Last year revenue $334,748 Fiscal year to date (04/10/14) $209,816 Budgeted revenue $260,000 Projected revenue $260,000 To address the court's decision, the City Managers Association voted to move forward with a full implementation of ILJAOC's electronic citation project. In late 2013, the ILJAOC selected Brazos Technologies as the sole vendor to develop and implement the project. The cities of Brea, Orange and Irvine have been running a pilot program of this project for the past 24 months. On January 21, 2014, members of Records Unit and Traffic Unit attended the County- wide workshop hosted by Steven Lee, from Deloitte Consulting, and members of Brazos ILJAOC Electronic Citation Project May 20, 2014 Page 3 of 4 Technology. During the workshop, attendees were given a presentation which provided an overview of the system, a proposed implementation schedule, and total costs for our agency. At this meeting and during site visits to the pilot agencies, the Tustin Police Department discovered the system's current capabilities. Listed below are the system functions and availability: • Traffic Citation and Municipal Codes - available Photo, Thumbprint, officer notes via voice recording - available • Driver's License Reader - available • Notice of Corrections - available • Court Interface - available • Collision Reports - final development stage and testing • RMS Interface - not available, unknown time frame • GIS Mapping - not available, early development stages, unknown time frame Collision Data Reports - not available, early development stages, unknown time frame The E- Citation handheld device currently has the attachments to read driver's licenses and capture thumbprints; however, the device does not have the ability to integrate with the Random Access Network (RAN) mobile fingerprint system. Due to this current limitation, the RAN Board will not be supplying funding for this project, and a decision to supply funding will be made at a later date. According to the proposed letter of agreement, ILJAOC will maintain the overall management role throughout implementation and succession of the project. ILJAOC will work with Brazos to order equipment, manage the implementation schedule, and invoice the City of Tustin. ILJAOC will in turn pay invoices to Brazos and any other contractors involved in supporting the project. Ownership of the equipment will be transferred to the City of Tustin upon completion of the implementation phase. ILJAOC will manage the warranty and service for the devices on an on -going basis. Upon the initiation of work, the Tustin Police Department will be invoiced for 50% of the expected implementation costs. The balance of the implementation and equipment costs for the Tustin Police Department will be invoiced upon delivery of the equipment and training to our staff. The Tustin Police Department will be operational immediately following the training. ILJAOC intends to begin County -wide implementation in five agency groups. Complete implementation of the system is estimated to take approximately eight to nine weeks. ILJAOC will implement the E- Citation system first and estimates the RMS interface implementation to be pushed into the next fiscal year. The Traffic Unit will coordinate the training and implementation of twenty E- Citation handheld devices for the Police Department. This number of ticket writers is based on the deployment of five devices dedicated to the Traffic Unit (four officers and one ILJAOC Electronic Citation Project May 20, 2014 Page 4 of 4 supervisor) and the remainder of the units assigned assignments. On average, we deploy eight patrol officers nightshift hours. Fifteen additional devices would allow each equipment while allowing the unused devices to recharge Special Enforcement Detail and Gang Unit as needed. C F. CELANO, JR. Chief of Police Attachment: ILJAOC agreement letter to patrol and /or special during both dayshift and shift to have access to the and allow access for the BRIAN GREENE Traffic Supervisor ATTACHMENT N0. 1 ILJAOC Integrated Law and Justice Agency for Orange County - A Joint Powers Authority - 3adde Gomez- Whiteley, Chair Cypress Pane Dept. TO: Charlie Celano, Interim Chief of Police 5275 orange Ave. Tustin Police Department Cypress, 90630 71429 -6666 21 FROM: Bob McDonell, Executive Director 714 229 8957 Fax SUBJECT: Automated Citations Project — Leiter of Commitment Kevin Baker, Vice Chair DATE: April 3, 2014 Westminster Police Dept. 8200 Westminster Blvd Westminster, CA 92683 714 548 1706 ILJAOC is implementing an electronic citations project Countywide in 714 379.9604 Fax the second half of fiscal 2014, in response to the Superior Court's Bob McDonell notice that they will no longer be contracting with the firm that enters Executive Director the citation data received, into their Case Management System. As a 9492744888 result, issuing agences may see long delays due to the lack of Court Member Agencies resources, which will no longer be available to process them; thereby Cities of., impacting the adjudication of those matters. We are told the result i4naheim will affect the fines and forfeiture revenue of those respective Brea jurisdictions. (In some cases, the citations may not be entered at all Buena Park due to statute of limitations issues.) The project and approach is Costa Mesa described in the attached implementation report, adopted by the CAMS ILJAOC Board at their January 2014 meeting. Fountain Valley Fullerton The project is based on a competitive procurement run by ILJAOC Garden Grove (with the participation of a number of the member agencies, which Huntington Beach served as the review committee), that resulted in the selection of Irvine Brazos Technologies as the vendor. The first phase of that La Habra engagement was a pilot project that deployed the system at the Brea, La Palma Irvine and Orange Police Departments. Laguna Beads Los Alamitos The Brazos contract is held by ILJAOC and ILJAOC will take on an Newport Beach overall contract management role. They will work with Brazos to Orange order equipment, manage the schedule, refine configurations and run n regular meetings that monitor Brazos' delivery and schedule 5anPlacentia ILJAOC will invoice each participating department for Saar Beach their their equipment and implementation, and will in turn pay invoices to Dan Brazos and other contractors supporting the project for ILJAOC. Westminster County of orange, an behalf of: Ownership of the equipment will be transferred to the respective DisbictAtmrney'sOffice departments upon completion of the implementation phase of the Probation Department project; however, ILJAOC will manage the warranty and service for Public Defender the devices on an ongoing basis. ILJAOC will invoice the Sheriffs Department & department annually for the costs associated with the annual their contract cities software licensing and maintenance, once the Project has completed University of CA, Irvine Pdioe Department the implementation phase and we move to annual sustainment. The P p Superior Court of California, pricing includes an ILJAOC administered extended warranty for much CaAWofOrange of the equipment as part of the base offering. ILJAOC will work with 2 1 P a g e Automated Citation Project Letter o` Commitment Brazos to repair or replace hardware components that fail during the first five years of operation through the utilization of the maintenance fees. The exception Is the core Motorola handheld device. These devices are procured with a 3 year no -fault warranty. The r planned life is approximately 5 years. Experience in Brea and Orange indicate that the actual life of the devices is well in excess of 5 years in most cases. ILJAOC does not plan to replace those units outside of the extended warranty period at this time. ILJAOC is working with the Orange County Random Access Network (RAN) Board to develop a cost sharing plan in conjunction with their mobile fingerprint project that could address the replacement of much of the portable equipment at the end of its useful life (4 to 6 years). Once we are able to further explore the potential for that arrangement, ILJAOC will reconsider a life cycle management program that if necessary, will involve the collection of a portion of the capital replacement costs on an annual basis to allow for the complete replacement of the equipment when necessary, without having to request additional funding for the capital replacement from the participating agencies. Originally the costs for this project were presented on a unit basis. The costs have now been refined to allow each member agency to customize their purchase and add additional quantities as necessary. This allows for greater transparency and provides for a breakdown of each cost element. The costs have not changed from our previous estimate, they are simply refined for each Agency's needs. The costs are made up of two components. There is a baseline implementation cost for each agency, plus the per unit hardware components. The project allows each department to select the number of devices and ancillary items to purchase. Department:} can make configuration selections to suit their operations that will impact the total cost. ILJAOC operates on a not for profit bas's and as more agencies participate and volumes increase, efficiencies are expected to be realized. ILJAOC will review the project financials periodically and if a project funding surplus is realized due to the expected efficiencies, then options for the use of that surplus including capital replacement deferred maintenance costs will be explored. Your department will be invoiced for 50% of your exl2ectgo implementation costs upon initiation of work with your department. Thg. bsIIgnge of thr, implementation and equipment costs for your department ►null be invoiced upon delivery of the eguipment and tr-lining to your staff. Y r degartment will be operational immediately following ftIrAining. 31 Page Automated Citation Project Letter of Commitment As stated earlier, annual maintenance costs and related fees will be invoiced in conjunction with your yearly IUAOC membership fee invoice. Participation in the project is voluntary by department and as such, the implementation and maintenance costs 'invoiced vary by department and are based on the quantities of equipment that a department chooses to employ Please sign and return the acknowledgement below to indicate that your department has obtained the necessary approvals from your City Manager to proceed with the project, and that you are in agreement with the arrangements describc-d above. Respectfully Submitted, &�' WqL�( Bob McDonell EXECUTIVE DIRECTOR Attachments: • Citations System Implementation Report Cc: Jeffrey Parker, City Manager 41 Page Automated Citation Project Letter of Commitment ILJAOC Citation Project Department Specific Budget and Acknowledgement Tustin Police Department Your staff has indicated that you wish to acquire the following quantities. One -Time Implementation Costs Item Motorola MC75As Unit Price $1,262.00 Sales $100.96 Quantity Ordered 20 Total Cost $27,259.20 3 Year Bronze Support $265.00 - 20 $5,300.00 Mag Stripe Readers $109.00 $8.72 20 $2,354.40 Blometric Fingerprint Readers $750.00 $60.00 20 $16,200.00 Motorola Four Bay Charging Station" $353.00 $28.24 5 $1,906.20 Motorola Wall Chargers ** $95.00 $7.60 5 $513.00 Motorola Car Chargers (Adapter)* $130.00 $10.40 15 $2,106.00 Motorola Car Chargers (Mounted)* $265.00 $21.20 0 $ .00 Motorola MC75A Extra Batteries $59.00 $4.72 0 $ .00 Zebra Printers (no mag stripe reader) $556.00 $44.48 20 $12,009.60 Zebra Printers (with mag stripe readers $645.00 $51.60 0 $ .00 Zebra Printer Four Bay Charging Station** $345.00 $27.60 1 $372.60 Zebra Printer Wall Chargers** $65.00 $5.20 5 $351.00 Zebra Printer Extra Batteries $78.00 $6.24 4 $336.96 Cases of Receipt Paper* $95.00 $7.60 2 $205.20 Brazos Citation Software $650.00 - 20 $13,000.00 Brazos Accident Report Software* Per Device Deloitte Consulting's Project Management Fee*** Per Agency Deloitte Consulting Project Management Costs*** Brazos Implementation Services $30.00 $750.00 $1,000.00 $7,500.00 - - - - 20 20 Flat Fee Flat Fee $600.00 $15,000.00 $1,000.00 $7,500.00 Brazos Two Day User Training $4,500.00 - Flat Fee $4,500.00 Total One -Time Implementation Cost $110,514.16 * Indicates optional items ** Requires charging devices; different options available *** Project management services are provided by contract by Deloitte Consulting. To di:.tribute the costs appropriately across the prolec, the fee is broken between a base fee for each agency 5 1 P a g e Automated Citation Project Letter of Commitment and a fee associated with each device that an agency deploys on the assumption that larger agencies will have more complexity associated with their Implementation. Annual Costs Citation Software Accident Report Software ILJAOC Maintenance Services * * *" Interface with RMS (Fiat Fee) Total Annual Costs $200.00 20 $4,000.00 $30.00 20 $600.00 $387.00 20 $7,740.00 $650.00 Y $650.00 $12,990.00 * * ** ILJAOC Maintenance Services are a fee per dev ce that funds the maintenance of the data interface to the Court and provides a fund tha- allows for extended warranty replacement for hardware (excluding the Motorola MC75A device itself in years a & 5) that should fail or require repair during the first fve years of operation. This fee will be reviewed annually and will be adjusted so that ILJAOC is recovering only enough to pay the costs of the replacement program. This will result in a total implementation cost of $110,514.16 and an annual maintenance cost of $12,99o.00 (which does not include. any capital replacement costs, should the RAN Board not approve a cost - sharing arrangement with their Mobile Fingerprint Project.) The project team would be happy to work with your staff to adjust quantities or to develop a customized hardware configuration. Either of these adjustments will result in an adjustment of your Implementation and maintenance costs. Acknowledgement and Acceptance: Name: Title: Signature: