HomeMy WebLinkAboutStaff Report 2.D 07/18/20052. D
CM OF PETALUMA, CALIFORNIA July 1 g, 2005
AGENDA BILL
Agenda Title: Meeting Date:
July 18, 2005
Resolution Authorizing the Police Department to upgrade its
Automated Fingerprint Identification System (AFIS) Live Scan unit. Meeting Time: ® 3:00 PM
❑ 7:00 PM
Category (check one): ® Consent Calendar ❑ Public Hearing ❑ New Business
❑ Unfinished Business ❑ Presentation
Department: Director: Contact Persont Phone Number:
Police Chief Steve ood Matthew Stapleton 778-4368
Cost of Pronosal: Account Number:
Not to exceed $45,000 4080-62210
Amount Budgeted: $45,000 Name of Fund:
Sonoma County RAN Board to reimburse City in the amount not to
exceed $45,000
Attachments to Agenda Packet Item:
1. Resolution
2. Sonoma County Sheriff's Department's intent to purchase Cogent Live Scan
3. Memorandum of Understanding for Live Scan Acquisition
Summary Statement:
In 2000, The Police Department purchased an Automated Fingerprint Identification System (AFIS) Live
Scan with funds provided by The California Department of Justice and dispersed via Sonoma County
Remote Access Network Board (RAN Board). In 2004-2005 the Sonoma County RAN Board began an
updating program for Sonoma County agencies with Live Scan units. The update program includes the
purchase and installation of a new Live Scan unit along with a maintenance contract for the new Live Scan.
The cost of the new Live Scan unit will be reimbursed to the City by the Sonoma County RAN Board not
to exceed $45,000. The actual total cost of the new Live Scan including all equipment, installation and a
maintenance agreement will not exceed $45,000.
Recommended Citv Council Action/Suggested Motion:
Adopt a resolution authorizing the Police Department to replace its Automated Fingerprint Identification
System (AFIS) Live Scan and accept reimbursement for said purchase from the Sonoma County RAN
Board.
Reviewed by Finance Director: Reviewed by City Attornev: ADnrovg`d,4E City Manager:
n�rDate: r Lv Date: �V{.iJl j Date:
Todav's Date: Revision # and Date Revised: File Code:
CITY OF PETALUMA, CALIFORNIA
JULY 18.2005
(Date of Meeting)
AGENDA REPORT
FOR
The Police Department to upgrade its Automated Fingerprint Identification System (AFIS) Live Scan unit.
1. E%EcuTIYE SUMMARY:
In 2000, The Police Department purchased an Automated Fingerprint Identification System (AFIS) Live
Scan with funds provided by The California Department of Justice and dispersed via Sonoma County
Remote Access Network Board (RAN Board). In 2004-2005 the Sonoma County RAN Board began an
updating program for Sonoma County agencies with Live Scan units. The update program includes the
purchase and installation of a new Live Scan unit along with a maintenance contract for the new Live
Scan. The cost of the new Live Scan unit will be reimbursed to the City by the Sonoma County RAN
Board not to exceed $45,000. The actual total cost of the new Live Scan including all equipment,
installation and a maintenance agreement will not exceed $45,000.
2. BACKGROUND:
In 1997 the State of California legislature implemented the Live Scan automated Fingerprint
Identification System (AFIS) throughout the State. The system was funded through a vehicle
registration assessment. The fund was used to purchase Live Scan units for local law enforcement
agencies and to upgrade existing Automated Fingerprint Identification System (AFIS), also know as
"Cal -ID". The Department of Justice in conjunction with California County Sheriffs Departments
administered the funds via a Countywide Board. The board is called the Remote Access Network
(RAN). In 2000, The Sonoma County Remote Access Network (RAN) Board provided funds to the
Police Department for the purchase of an Automated Fingerprint Identification System (AFIS) Live
Scan unit. The Live Scan unit was subsequently purchased and installed at the Police Department.
In 2004 the Sonoma County RAN Board implemented plans to upgrade existing Live Scan units within
the County. The upgrade(s) include the purchase and installation of new Live Scan units. Sonoma
County Sheriffs Department has selected Cogent Systems to provide the county agencies with several
upgraded Live Scan units. Cogent was the only vendor able to meet the required System Specifications,
Features, and Options outlined by the Sheriff's Department. Other Sonoma County Law Enforcement
Agencies are permitted to select a vendor other then Cogent Systems via an independent RFP process.
In an effort to maintain technological consistency and user integrity between Sonoma County Law
Enforcement agencies; the Police department recommends selecting the Sonoma County Sheriff's
Department's intended vendor. The Sonoma County Sheriffs Department piggybacked a Fresno
County RFP in selecting Cogent to provide the Sheriff's Department with the upgraded Live Scan unit.
By selecting Cogent, we ensure consistency with the Sonoma County Sheriff's Department. This
consistency will enable our Police personnel to share training, advice and support from the Sheriff's
Department related to Live Scan system operations.
The purchase of the new Live Scan unit will be paid for by the Police Department then reimbursed by
the Sonoma County RAN Board in the total amount not to exceed $45,000
9
ALTERNATIVES:
A. Complete a RFP for Live Scan and select a vendor independently.
B. Decline funds and do not replace outdated Live Scan
4. FINANCIAL IMPACTS:
The purchase of the new Live Scan unit will result in a Vehicle and Equipment Replacement Fund
expenditure in an amount not to exceed $45,000. However, the Sonoma County RAN Board shall
reimburse the City in the total amount of the Live Scan purchase not to exceed $45,000
5. CONCLUSION:
The purchase of a new Live Scan unit with funds from the Sonoma County RAN Board is appropriate.
Using these funds in this manner will improve the level of efficiency for the Police Department to
properly identify, share, and receive information regarding wanted and/or arrested subjects as well as
process registrants and applicants
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION:
The ability to properly log and identify subjects in a time efficient manner using extremely accurate user
friendly equipment.
Adopt a resolution authorizing the Police Department to purchase an upgraded Live Scan unit from
Cogent Systems with funds being reimbursed by the Sonoma County RAN Board.
3
'i�c. thmtv'4r
Resolution No. N.C.S.
Of the City of Petaluma, California
Resolution authorizing the Police Department to upgrade its Automated Fingerprint Identification
System (AFIS) Live Scan unit for a cost not to exceed $45,000.
WHEREAS, the City of Petaluma Police Department purchased an Automated Fingerprint
Identification System (AFIS) Live Scan unit in 2000 with funds from Sonoma County RAN Board; and
WHEREAS, in 2004 the Sonoma County RAN Board implemented a program authorizing and
recommending the replacement of the Automated Fingerprint Identification System (AFIS) Live Scan unit
purchased in 2000; and
WHEREAS, the Sonoma County RAN Board will provide funds for said replacement and the City of
Petaluma Police Department agrees to the requirements for said program, (including any amendment thereof)
the funding terms and conditions of the Sonoma County RAN Board; and
NOW, THEREFORE, BE IT RESOLVED, that any liability arising out of the performance of this
upgrade program, including civil court actions for damages, shall be the responsibility of the program recipient
and the authorizing agency. The State of California and the Sonoma County RAN Board disclaim
responsibility for any such liability.
BE IT FURTHER RESOLVED that program funds received shall not be used to supplant expenditures
control by this body other then those directly related to the upgrade and replacement of the Automated
Fingerprint Identification System (AFIS) Live Scan unit.
Under the power and authority conferred upon this council by
the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approve as to
Council of the City of Petaluma at a Regular meeting
on May 2"d 2005
AYES:
NOES:
ABSENT:
ATTEST:
form
By the following vote:
City Attorney
City Clerk
Mayor
Resolution No. NCS
y
June 8, 2005
ATTACHMENT 11)
HILL COGHILL
15zrtnlima
Sheriff-Coroner
L�Ounty
GARYA.711NOL(NI
* `!�'� i
#4triff'i ent
Asslstanl Sheriff
HnELM.0 Division
` K 11`
.d� handl
MI
MICHAEL M. COSTA
Assistant Sheriff
Detention Division
Remote Access Network (RAN) Board Local Agency Live Scan Users:
Cloverdale Police Department Santa Rosa Junior College Police Department
Cotati Police Department Santa Rosa Police Department
Healdsburg Police Department Sonoma State University Police Sentices
Petaluma Police Department Sebastopol Police Department
Rohncrt Park Department of Public Sgleh'
The Sonoma County Sheriff's Department, with authorization from the Remote Access Network Board
(RAN), the Department of Justice (DOJ), and the County of Sonoma Purchasing Agent, is proceeding
forward with the purchase of Live Scan Fingerprint devices, Latent Input Terminals (LIT) and an
Automated Fingerprint Inquiry System (AFIS).
The Fresno County Sheriff s Department completed a Request For Proposal (RFP) in order to come up
with its sourcing decision. Decision criteria included weighing the following factors: Functionality,
Capacity, Standardization, Cost and Quality. The objective data resulted in the selection of Cogent for
the purchase of Live Scan Devices, an Automated Fingerprint Inquiry System, Latent Input Terminals
and associated operational systems.
Upon review of the recently approved contract secured by the Comity of Fresno, the County of Sonoma
has also opted to select Cogent as its qualified vendor for the acquisition and installation of the new live
scan devices and AFIS system.
In an effort to maximize system compatibility, customer support and service, the County of Sonoma
suggests that agencies consider utilizing the equipment, support and services of Cogent. Agencies
electing not to utilize a pre -approved vendor must complete a sourcing evaluation process on their own
as required by the DOJ for authorization of the expenditures of these funds.
Respec full'
Sgt. Scott, Duma
Sonoma County Cal -ID Manager
Technical Advisor to the RAN Board
cc: William Coghill, Sonoma County Sheriff
Gene Clark, Sonoma County Purchasing Agent
Administration Division
2796 Ventura Avenue
Santa Rosa, CA 95403
707.565.2781
Lamv Enforcement Division
1796 Ventura Avenue
Santa Rosa, CA 95403
707.565.2511
Detention Division
2777 Ventura Avenue
Santa Rosa, CA 95403
707.565.1422
Coroner
3336 Chanate Road
Santa Rosa, CA 95404
707565.5070
5
ATTACHMENT 1111
MEMORANDUM OF UNDERSTANDING FOR THE ACQUISITION
OF A LIVE -SCAN FINGERPRINTING DEVICE
THIS MEMORANDUM OF UNDERSTANDING is entered into between the County of
Sonoma, a political subdivision of the State of California, hereafter called "County" and
Petaluma Police Department, hereafter called "Agency".
RECITALS
WHEREAS, Vehicle Code Section 9250.19, ("Section 9250.19") gives the Board of
Supervisors the authority to increase vehicle registration fees by $1.00 for each vehicle registered
or renewed by Sonoma County residents, which fees are to be used exclusively for the purchase
and operation of automated fingerprint identification equipment to identify individuals who may
be involved in vehicle -related crimes and other crimes committed while operating a motor
vehicle;
WHEREAS, Section 9250.19 also permits the fees to be used to purchase and install live -
scan devices at all law enforcement agencies in Sonoma County;
WHEREAS, pursuant to the requirements of Section 9250.19, a Remote Access Network
Board (RAN) has been established and has recommended to the Sonoma County Board of
Supervisors that funds be authorized to purchase live -scan fingerprint devices at all law
enforcement agencies in Sonoma County;
WHEREAS, the Sonoma County Board of Supervisors has allocated funds from the
implementation of Section 9250.19 for the purchase of a live -scan fingerprint device and related
equipment for the Agency; and
WHEREAS, the Agency has an interest in purchasing and installing a live -scan
fingerprint device and related equipment.
NOW, THEREFORE, in consideration of the mutual covenants contained herein, the
parties hereto agree as follows:
A. SPECIFIC PROVISIONS
1. RESPONSIBILITIES OF AGENCY
(a) Agency shall take all actions necessary to complete the purchase and
installation of a live -scan fingerprint device at the Agency Office. As approved by the RAN
Board, Agency may also purchase additional related equipment, such as a duplex printer. All
such equipment shall comply with the specifications identified in "Attachment A," attached to
this contract and incorporated herein. Agency shall be responsible for bearing the costs of
purchasing, installing, and using the live -scan fingerprint device to the extent that such costs
exceed $45,000.
1 of 5 U
(b) Agency shall provide to the County copies of all invoices and other
documents related to the costs incurred for the purchase and installation of the live -scan
fingerprint device and related equipment, including costs associated with the installation, first
year maintenance agreement, vendor training, connection to existing communication lines, and
other costs necessary for its first year use.
2. RESPONSIBILITIES OF COUNTY
Upon receipt of the documents and invoice referenced above, County shall
reimburse the Agency for the costs incurred for the purchase and installation of the Agency's
live -scan fingerprint device and related equipment up to a maximum amount of $45,000. Such
reimbursement shall not include modification of workspace, excess supplies, Agency employee
time and expenses, or other expenditures not directly related to the primary equipment purchase.
3. TERMS OF AGREEMENT
The term of this agreement shall be from May 1, 2005, or upon the date of its
approval by the Sheriff, which ever occurs later, until June 30, 2006.
4. WAIVER OF COUNTY'S LIABILITY
The County shall have no ownership interest in the equipment purchased under
this Memorandum of Understanding, makes no representation or warranties regarding its safety
or fitness for use, and shall have no liability for any damages caused by such equipment or its
use.
B. GENERAL PROVISIONS
1. INDEMNIFICATION:
(a) Contractor agrees to accept all responsibility for loss or damage to any person or
entity, and to defend, indemnify, hold harmless and release County, its officers,
agents, and employees, from and against any and all actions, claims, damages,
disabilities, or expenses that may be asserted by any person or entity, including
Contractor, arising out of or in connection with the performance of Contractor
hereunder, whether or not there is concurrent negligence on the part of the
County, but excluding liability due to the sole active negligence or sole willful
misconduct of the County. This indemnification obligation is not limited in any
way by any limitation on the amount or type of damages or compensation payable
to or for Contractor or its agents under workers' compensation acts, disability
benefit acts, or other employee benefit acts.
(b) Contractor shall be liable to County for any loss of or damage to County property
arising from or in connection with Contractor's performance hereunder.
2. TERMINATION:
(a) Termination lI itkoat Cause: County may terminate this Agreement by giving
thirty (30) calendar days written notice to Contractor. In the event County elects
2of5
to terminate the Agreement without cause, it shall pay Contractor for services
satisfactorily rendered to such date.
(b) Termination For Cause: If Contractor fails to perform any of its obligations
hereunder within the time and in the manner required, or otherwise violates any of
the terms of this Agreement, then County may immediately terminate this
Agreement by giving written notice of such termination and stating the reason for
such termination. In such event, Contractor shall be entitled to receive payment
for all services satisfactorily rendered to such date, less the amount of any
damages sustained by County resulting from Contractor's breach of the
Agreement, if any.
3. METHOD AND PLACE OF GIVING NOTICE. SUBMITTING BILLS. AND
MAKING PAYMENTS:
All notices, bills, and payments shall be made in writing and may be given by personal
delivery or by mail. Notices, bills, and payments sent by mail shall be addressed as follows:
COUNTY: Attention: Sheriffs Administration
Sonoma County Sheriffs Department
2796 Ventura Avenue Ph: 707-565-2871
Santa Rosa, California 95403 Fax: 707-565-6018
CONTRACTOR: Petaluma Police Department
969 Petaluma Blvd., N.
Petaluma, CA 94952
When so addressed, notices, bills, and payments shall be deemed given upon being placed in
the United States Mail, postage prepaid. In all other instances, notices, bills, and payments
shall be deemed given at the time of actual personal delivery. Changes in the designated
recipients or addresses set forth above may be given in writing to the other party.
4. CONTRACTOR'S WARRANTIES:
Contractor hereby makes the following representations and warranties.
(a) Conflict of Interest: Contractor represents that Contractor presently has no
interest which would conflict in any manner or degree with the performance of
services contemplated by this Agreement. Contractor further represents that in
the performance of this Agreement, no person having such interest will be
employed or engaged as a subcontractor.
(b) Nondiscrimination: Contractor shall comply with all applicable federal, state,
and local laws, rules, and regulations in regard to nondiscrimination in
employment because of race, color, ancestry, national origin, religion, sex, marital
status, age, medical condition, handicap, or other prohibited basis. All
3 of 5 %
nondiscrimination rules or regulations required by law to be included in this
Agreement are incorporated by this reference.
Contractor has reviewed Sonoma County Ordinance No. 4291 prohibiting discrimination in
housing, employment, and services because of AIDS or HIV infection. Contractor agrees to
comply with the provisions of that Ordinance during the term of this Agreement and any ex-
tensions of the term.
5. NO THIRD -PARTY BENEFICIARIES:
Nothing contained in this Agreement shall be construed to create, and the parties do not
intend to create, and the parties do not intend to create, any rights in or for the benefit of third
parties.
6. NO WAIVER OF BREACH:
The waiver by County of any breach of any term or promise contained in this Agreement
shall not be deemed to be a waiver of such term or promise or any subsequent breach of the
same or any other term or promise contained in this Agreement.
7. ASSIGNMENT/DELEGATION:
Neither party hereto shall assign, sublet, or transfer any interest in this Agreement or any
duty hereunder without the written consent of the other party. No assignment or delegation
shall be of any force or effect unless and until the necessary written consent has been
provided.
8. MERGER:
This writing is intended both as the final expression of the Agreement between the parties
hereto with respect to the included terms and as a complete and exclusive statement of the
terms of the Agreement. No modification of this Agreement shall be effective unless and
until such modification is evidenced by a writing signed by both parties.
9. CONSTRUCTION OF AGREEMENT AND VENUE:
This Agreement shall be construed and enforced pursuant to the laws of the State of
California. Venue of any action or proceeding regarding this Agreement or performance
thereof shall be proper only in the County of Sonoma, State of Califomia.
BY SIGNING BELOW, THE PARTIES ACKNOWLEDGE THAT THEY
HAVE READ AND UNDERSTOOD THE FOREGOING TERMS AND PROVISIONS OF
THIS AGREEMENT AND AGREE THERETO.
4 of 5
IN WITNESS WEREOF, the parties have executed this Memorandum of
Understanding on the dates indicated:
CITY OF PETALUMA
POLICE DEPARTMENT
By: <-I'— L--,
Name: Steve Hood
Title: Chief of Police
Date: f�-1)-
COUNTY OF SONOMA
LIN
Sheriff / Coroner
Date:
REVIEWED AS TO FORM:
By:
i
6 rp�ty County Counsel
Date: (-
5 of 5