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Home My WebLink AboutIR 8141 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8141 C"',-0-TEJ?zo To the Mayor and Members of the City Council June 23, 1998 PIX► Subject: Status Report on Computer Aided Dispatch (CAD) Project 1873 Introduction On July 15, 1997, the City Council received IR 8080 regarding the Computer Aided Dispatch (CAD) and Mobile Data Computing project for Police, Fire and MedStar. A presentation was made to the City Council on July 15, 1997 describing the impetus for the project, progress to date, estimates of future expenses for the project, and a timeline for the next steps of the project. Subsequently, on January 20, 1998 IR 8105 provided the City Council with another progress report regarding this key project. Project Status Currently, the project is in the RFP vendor selection phase. Negotiations will proceed only after vendor selection is completed early next month. A contract is scheduled to be ready for final approval and funding authorizations not later than the end of October 1998. Originally, the Project Team had estimated that a recommendation would be made to the CAD Policy Team in May 1998. Subsequently, the Project Team determined that the other two responsive vendors should be given the opportunity to provide day-long live demonstrations of their proposed solutions. This slowed the project by about a month. Additional reviews and technical evaluations have added an additional month to the original project estimates. Early next month, the Project Team and Policy Team will decide on a primary contractor to provide the integrated CAD and Mobile Data Systems to the City. Current project cost estimates are much higher than the originally anticipated $11.2 million. Several components of the project were bid at costs higher than expected and an additional component has been added to provide significant improvements to Police field-based reporting capabilities. Primary areas where cost increased include: computer hardware systems (some additional redundant equipment was added to the project for greater reliability after original estimates were made), mobile data devices, the console equipment, and installation costs which were much higher than expected. Field based reporting capabilities are essential for improved Police productivity and have been added to the project scope. The City Council should realize that this project was estimated from component pricing of other projects, not by comparison to other equally complex projects. No other local government has in the recent past bid such a complex project so estimates developed could not be benchmarked against other projects. Currently, bid prices are estimated to be between $17 million and $20 million, including all components. However, these bid prices have not been negotiated in any way as of this status report. Additionally, alternatives are being reviewed to reduce the cost of the project. ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8141 WTE To the Mayor and Members of the City Council June 23, 1998 Page 2 of 4 X Subject: Status Report on Computer Aided Dispatch (CAD) Project 1873 Changes to the Project Structure and Project Costs Originally, new CAD Systems and new Mobile Data Systems and associated improvements in field equipment and services were bid as a single project. Subsequently, after reviewing all bids and the various bid components, the Policy Team has determined that the project should be split into three parts: (1) New CAD Systems, Replacement Mobile Data Infrastructure, Automatic Vehicle Locator Systems, 9-1-1 Center Additions, and new Console Furniture. This will provide replacement of the basic infrastructure and modernize that equipment. This segment of the project will be the focus of contract negotiations over the next few months. (2) New Mobile Data Devices for vehicles. By separating this component of the project, the infrastructure can be awarded and built while these devices are being procured separately. This will give the city at least three advantages: (1) extend some or all of the need for funding across an additional fiscal year, (2) allow price decreases for technology to continue which should result in less expensive devices, and (3) allow a better analysis of market possibilities for this type of equipment. (3) New Police Field Reporting Systems. This component, which was an option in the original CAD project, will allow sufficient time for a comprehensive analysis of PD requirements, organizational changes, and expected benefits to be performed before a selection is made. This component would be funded in the second and third years of the project. This component will probably also include citation capabilities and will have a positive effect on our collection of citation data in our Municipal Court, which should allow improvements in that process also. Right now, funding for this project, with the higher than expected costs, is problematical. The Policy Team will continue to try to decrease the size of the project's estimated costs and reduce scope to the minimum needed for fully functional and highly reliable public safety systems. Expected Prqiect Benefits (1) The existing system needs to be replaced as it is not expandable, nor is it capable of handling the needs of Police, Fire and MedStar that have developed over time. ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8141 d1WER IF-0 To the Mayor and Members of the City Council June 23, 1998 Page 3 of 4 X (a Subject: Status Report on Computer Aided Dispatch (CAD) Project 7873 (2) The new CAD System will utilize the latest technology that will establish a solid foundation for future systems, and provide rapid handling of calls for service. The RFP specifies totally redundant systems with built-in fail over capabilities to keep systems online at all times. (3) The Automatic Vehicle Location System for the Fire Department and MedStar will enhance the tracking, positioning and dispatching of emergency response units. (4) The proposed Mobile Data Computing infrastructure will support field- based reporting, mapping, fingerprint scanning capability, photographic identification, scanner technology, hazardous material and traffic citations. (5) The new console furniture will meet ADA requirements and be ergonomically engineered for comfort over extended periods of time. Existing console systems are not ADA compliant. Praiect Fundin The project will be funded from multiple sources. The Police portion of the project, which is the larger portion of estimated costs, will need to be budgeted in the Crime Control and Prevention District budget. The Fire portion of the project will be budgeted in the general fund budget process or through certificates of obligation. The MedStar portion of the project will be budgeted by MedStar. The City Council should anticipate that required funding would be split over the next 3 fiscal years. No final figures for total project cost are available at this time. Original project cost estimates of $11,193,301 are less than required to meet current requirements. The original estimates, generated in 1996 did not include totally redundant CAD systems - one located in the 9-1-1 Center and the other in City Hall. Additionally, the scope of the project itself has changed over the last 3 years. Finally, the console furniture bid is more expensive than originally estimated. Current estimates place projected total project costs at about $6,000,000-9,000,000 over the original budget estimate. These of course, are not negotiated costs, only bids. Funding splits, using the original estimated project cost would be: Police (Crime District).........................................$8)738,955 Fire ....................................................................$1,507,516 MedStar ................................................................$946-830 Total ................................................................$11,193,301 ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS INFORMAL REPORT TO CITY COUNCIL MEMBERS No. m4l To the Mayor and Members of the City Council June 23, 1998 Page 4 of 4 tkiik Subject: Status Report on Computer Aided Dispatch (CAD) Project These funding splits are based on a pro rata distribution of shared components though the percentage of incoming 9-1-1 calls transferred to Police, Fire and MedSta.r. Available statistics for a year show that 78 percent of incoming calls are transferred to Police, 13 percent to Fire, and 9 Percent to MedStar. All components that axe directly attributable to a single source are included in that organizations estimated cost. A similar funding split would apply to most components of the finally negotiated project cost. Again, components that could be directly attributed to a single organization would become part of that organization's cost. e"6Z Bob Terrell City Manager ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS -