03.14 Handheld Citation Writing Program1. SUBJECT
Agreement with Crossroads Software, Inc. (Crossroads) for software, licensing, and maintenance
for the new Handheld Citation - Writing Program and Traffic Collision Database and purchase of
10 rugged tablets from CDCE, Inc. (CDCE) for the Police Traffic Bureau.
2. SUMMARY
The Department is requesting approval to replace existing citation writers with rugged tablets from
CDCE. The database solutions platform will be contracted with Crossroads. The total not to
exceed amount of $93,884 includes software and equipment of $70,349, the interface importation
cost of $15,000, and a 10% contingency of $8,535.
3. RECOMMENDATION
1. Approve agreement with Crossroads Software in an amount not to exceed $37,300 and
authorize the Mayor and City Clerk to execute the agreement on behalf of the City, and;
2. Authorize the purchase of 10 rugged tablets from CDCE, Inc., for a total not to exceed amount
of $33,049, and;
3. Authorize an appropriation of $93,884 from A133229- COPS /State — SLES, Equipment
Additions (354) unreserved fund balance to expenditure account number
354.4011.55131.00000, AB3229- COPS /State — SLES, Equipment Additions.
4. FISCAL IMPACT
Upon appropriation, funds will be available to cover the cost of the Traffic equipment, software,
and licensing as follows:
354.4011.55131.00000 AB3229- COPS /State — SLES, Equipment Additions $93,884
5. STRATEGIC PLAN GOAL(S)
la. Provide for a Safe Community Provide staffing and resources to deliver services that ensure
public safety.
6. GENERAL PLAN IMPLEMENTATION
Public Safety Goal 6.0 Provide public safety services of the highest quality.
Policy 6.1: Provide the Police Department with adequate personnel, equipment and state- of -the-
art technology to effectively combat crime, meet existing and projected service demands, and
provide crime prevention programs. These resources should be provided prior to anticipated
needs.
7. DISCUSSION and BACKGROUND
The Traffic Bureau is currently using digital ticket writers provided by Brazos Technology
Corporation (Brazos). The Orange Police Department was one of three agencies selected to
participate in a pilot program that included digital ticket writers and software. Staff evaluated the
Brazos product and determined that Brazos did not contain the latest technology and did not
include a total solutions package that met the Department's needs. The Department has been
utilizing the equipment and software provided by Brazos pending a suitable replacement.
The Police Department assessed all options and determined that Crossroads is the only product
developer that can offer an all -in -one traffic collision solutions package that complies with
California standards. The solutions package includes traffic collision reports and processing,
traffic collision analysis, citation issuance and processing, and can support software integration
requirements. In addition, further discussions with the IT Department revealed that Crossroads'
Traffic Collision Database solution is currently being used by Public Works Traffic Division. At
this time, the Public Works Traffic Division manually enters traffic citations into the database to
manage traffic collision data. The addition of the Crossroads product at the Police Department
would allow traffic citation data, generated by officers, to be automatically uploaded into the
Traffic Collision Database maintained by Public Works Traffic Division, alleviating manual entry.
The Handheld Citation and Report Writing Program is a versatile electronic solution for traffic
citations, collision reports, and DUI arrest report writing. Moreover, the Traffic Collision
Database is a powerful, simple, and flexible program for data input and management, queries and
reports, and data analysis for traffic collisions, citations, and DUIs. This new technology will
replace traditional citation - writing and traffic- reporting methods with a more efficient, accurate
system that allows users to write citations, collision reports, and DUI arrest reports in the field, to
sync all collected data to individual workstations or central data servers, and to submit citations to
court. Crossroads showed vast experience, insight, and also provided specific project related
information to achieve our objective.
ITEM 2 7/10/18
The Crossroads Handheld Citation and Report Writing Program and Traffic Collision Database
products include licensing, software, training, installation, and ongoing maintenance and support
for five years for a total amount of $37,300. The actual devices are not provided by Crossroads
and are to be purchased separately. The Crossroads product is considered a new interface and can
be synced with the Department's Records Management System (RMS) which is a TriTech product.
As such, the TriTech cost for the interface is estimated at $15,000. The TriTech interface is
necessary to import citation information from Crossroads to Inform RMS. The Getac rugged tablet
is used in conjunction with Crossroads traffic collision & citation software. The Getac T -800
model is a fully rugged tablet with an 8.1" screen, weighs less than two pounds, and includes an
ergonomic design for comfort. Currently, the tablet is being used by several law enforcement
agencies such as Costa Mesa, Santa Monica, Riverside County Sheriffs, and Orange County
Sheriff s. The Department sought out three different vendors for bids, they are listed below.
Voindor I ke
.Bid Am+ou
CDCE
$33,049
DuraTech USA, Inc.
$33,055
Group Mobile
$35,409
Staff is recommending the purchase of 10, T -800 rugged tablets from CDCE for a total amount of
$33,049.
The combined cost of the software, equipment, and interface is $85,349, a 10% contingency in the
amount of $8,535 is recommended for a total not to exceed amount of $93,884. The cost
breakdown is as follows:
Component Cost
Software $37,300
Tablets 33,049
Interface 15,000
Contingency 8,535
Project Total $93,884
Based on the appraisal of the proposal and the interview process, the evaluation concluded that
Crossroads best met the Police Department's needs. An appropriation of $93,884 from the
A133229- COPS /State — Supplemental Law Enforcement Services unreserved fund balance is
necessary to cover the cost of new citation writers, software, licensing, and the required TriTech
interface.
8. ATTACHMENTS
• Agreement with Crossroads
• CDCE sales quote
ITEM 3 7/10/18