04-21-2020 - AGENDA ITEM 09 CONSIDERATION OF PURCHASE OF CELL-PHONE BASED CITATION SYSTEMAGENDA ITEM NO.9
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AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: April 21, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF PURCHASE OF CELL -PHONE BASED CITATION SYSTEM
RECOMMENDATION:
It is recommended that the City Council take the following action:
Authorize the purchase of an IOS Citation System directly from Crossroads Software of Brea, CA, for a total of
$37,100, using previously appropriated federal asset forfeiture funds.
BACKGROUND:
The West Covina Municipal Code Chapter 2, Article VII, Division 2, Sec. 2-333 (b) states that bidding may be
dispensed with when the commodity can be obtained from only one (1) vendor. The Police Department believes in
this case, based upon research and current technology, that there is only one vendor capable of meeting the City's
public safety needs.
DISCUSSION:
On August 12, 2019 (agenda item #9), the City Council appropriated federal asset forfeiture funds for a range of
items, including a new cell -phone based reporting and citation system. Police Department staff researched products
available on the market, and determined that the unique e-Citation system offered by Crossroads Software best
meets the City's needs. This new e-Citation system will allow Officers to utilize a familiar software program to
write traffic collision reports, impound reports, and issue citations from handheld devices while in the field. Code
Enforcement Officers will be able to use the system to write parking tickets. The e-Citation system is also capable
of interfacing with the department's new CAD/ RMS system, which is on track to "go -live" in West Covina in
2020, which will streamline the approval process and records keeping.
Crossroads Software is an industry leader, supplying their Report Writer and e-Citation system to many law
enforcement agencies in California. Crossroads Software submitted a price quote and sole source letter for their
e-Citation system —see Attachment No. 1—meeting the needs of the City of West Covina. Staff recommends that
the City Council authorize the purchase of this e-Citation system directly from Crossroads Software, for a total of
$37,100 (for initial purchase and setup). Plus an ongoing annual maintenance fee of $2,900.00.
Prepared by: Ken Plunkett, Lieutenant
Additional Approval: Richard Bell, Chief of Police
Additional Approval: Robbeyn Bird, Finance Director
Fiscal Impact
FISCAL IMPACT:
The purchase cost of this e-Citation system will constitute no cost to the General Fund. Federal asset forfeiture
funding was previously appropriated for this by the City Council on August 12, 2019 (agenda item #9), in account
#117.31.3110.7160.
Attachments
Quote and Sole Source Letter
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
ATTACHMENT NO. 1
Cost Proposal Crossroads Software
210 W. Birch Street, Suite 207
For: Brea, CA 92821
West Covina
Number: CP 19-34
Item No Item Description Quantity Price Taxable Amount
1 iOS (iPhone/lpad) Citation System - Site 1 $28,500.00 No $28,500.00
License
2 Sync Software and Export Software
3 Training and Installation (One training
sessions - three hours)
4 Interface to Output Records (Citations) to RMS
System
5 Yearly Maintenance and Support (includes
upgrade to new versions as they become
available)
1 $3,900.00 No $3,900.00
1 $1,800.00 No $1,800.00
1 $0.00 No $0.00
1 $2,900.00 No $2,900.00
Sales Tax 9.50% on
Sub Total
$37,100.00
$0.00
$0.00
Total
$37,100.00
Wednesday, May 22, 2019 Page 1 a/'1
Crossroads Software eCitation and Reporting & Analytics System
Sole Source Justification
Unique Features
The products offered by Crossroads Software, including our Collision Database System and our
other software products are available exclusively from Crossroads Software. Crossroads Software
does not distribute our software through other vendors so that we may maintain control over the
quality of installation, training and support that we provide with our software systems.
The Crossroads System includes many unique capabilities and features not offered by other
companies. The following list summarizes the key features exclusive to the Crossroads Collision
Database that are unavailable in competing systems. Unique features that the Crossroads System
provides include:
The system is delivered with ten years of historical collision records loaded from the CHP
SWTIRS statewide system for use in the Analytics System. This enables the city to produce
quality analytics on collision events and patterns immediately.
The Analytics System produces accurate automatic mapping of collisions on public property in
Google Earth and GIS formats.
Crossroads products are delivered as Site Licenses, allowing the city to install on as many
workstations, tablets or handheld devices as needed without having to purchase additional
licenses as more installations are needed.
Crossroads Systems that include Online Records Dissemination (in conjunction with LexisNexis)
have no yearly maintenance fees.
The Crossroads Systems use a sophisticated street model for all applications using the city GIS
Street Shapefile as the foundation. This gives the ability for the Crossroads applications to
provide drop -down lists of streets and their cross streets for accurate reporting and analytics.
The Crossroads e-Citation System works in conjunction with the Crossroads Report Writer and
Analytics System, using the same configuration items in the setup.
The System works in conjunction with the Crossroads Analytics System to provide records for
the Citation Analytics.
Citations produced in the Crossroads e-Citation System are California Judicial Council
Compliant.
Crossroads has an electronic upload process available to upload completed citations to most
courts on a nightly basis.
Notices of Correction (Citation Amendments) can be produced in the Crossroads E-Citation
desktop module.
Crossroads Software, Inc. is a local Southern California company (in Brea, CA) and has been
providing software for reporting and analytics of traffic collisions and traffic citations for over 28
years. Crossroads is able to provide installation, training and support services on a timely basis.
The Crossroads Report Writer, Analytics System and e-Citation Systems are widely used
throughout California. Local agencies that use Crossroads Systems include Anaheim, Fullerton,
Ontario, Upland, Irvine, Huntington Beach, Santa Ana, Orange County Sheriff, Irvine, LA
County Sheriff, Riverside County Sheriff, Glendale, Burbank, Pasadena, Temple City,
Inglewood, Santa Monica, Redondo Beach, El Segundo, Culver City, West Covina, Santa
Clarita, Bell, Bell Gardens, Huntington Park, Brea, Whittier, Pomona, Monterey Park, San
Gabriel, Orange, Tustin, and Alhambra among many others.