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Home My WebLink Aboutexhibit2RGISBpEcYS RGIS SOU ERN DIVISION OFFICE 3r„ Suechwood Park Drive Suite Number 125 Tampa, FL 33618 1-813533-727 i ATTACHMENT "A" 1 of 9 r'{9ces to be F .:armed A general description of the services RGIS will provide follows: • Prior to the initial inventory, RGIS district field office managers will visit the site to review preparation, staffing and procedures insuring that the inventory is completed according to the Miami Police Department guidelines. Any variances or conflicts, as well as the finalized schedule, will be communicated to a single point of contact at the Miami Police Department for resolution andlor confirmation. • RGIS management will work with Miami Police Department property unit personnel tb insure that barcoded location labels are affixed to each shelf location within the facility. Each storage site are will maintain its own specific range of location numbers to distinguish its locations from those in other storage sites and to allow for future growth. ill w • Using RGIS manpower, information systems, and data capture equipment, RG1S gather information and report on the property unit evidence inventoniat each Miami Police Department site, to include shelf number, property barcode number (affixed by RGIS at the time of data collection), property receipt number, case number and package number (1 of 5, 2 of 5, 3 of 5, etc.) as needed. • Property items with missing OR !!legible informationlberemovr all ed fromunts theirave count been locations and handed off to MPD personnel for further resew completed, these researched items may then be returned to original locations and included into the count by an RGIS auditor and MPD personnel working one-on-one. • Under no dreurnstanoes will RGIS auditors be required or permitted to open any evidence container or package. Any areas containing biologically hazardous items will be clearly marked so that RGIS auditors may take reasonable precautions when handling these items. • Auditors will be assigned to each location, and will begin the inventory under the direct control and supervision of RG1S district field office management with oversight by MPD personnel. • The Miami Police Department property manager and his designates will have the opportunity to review computer printed count sheets for all material inventoried at the location. These count sheets can be generated regularty and periodically as needed during the course of the inventory to insure count quality and integrity. • Test counts will be performed on each auditor as needed to resolve any questions arising during the count. Corrections will be made, as needed, and wfl be reflected in the final inventory report. Details of this quality control process are detailed on pege thirteen of this proposal. Miami pole. DOINIAMsrd RFLI No. 034 -102 v RGIS Inventory SpeciaNslo June 10, 2004 Pape 10 RIOS =Br'. ATTACHMENT "A" 2 of 9 Services ' be Perform . Afltinued) • As the inventory count comes to a dose in each area, the Miami Police Department property will be given the opportunky to pew a final review with RGIS manager or hislher designee ventory have been counted and that required auditors to insure that all areas containing �sudits ne within required accuracy toieranoes. audits have been conducted and that those • Variance reports will be produced to show evidence items counted but not found in the Miami Police Department database. This will assist MPD personnel in easily locating and identifying these items later for researching or purging as needed. • Variance reports showing items present in the MPD database that were not counted will not be provided due to the client's stated belief that the MPD database may not be entirely accurate. Should the MPD decide that missing item reports are required, RGIS will produce those repot at no additional costs to the City. • After this final review and completion of RGIS closeout , the Inventory data will be be generated transmitted to the RGIS Data Control �s�tema rorrt to tfie. Inventory data will be possession with Miami Pallas Department posted to the RGIS secure web site within several minutes tfinventoryalso retrieval by the Miami Police Department personnel. elivered electronically on -site via floppy, diskette or FTP via Ethernet ai cable f preferred. RGIS SOL'Y ERN DIVISION OFFICE Bu$d wood Paris Drive Suite Number 125 Tampa, FL 33615 1-813-933-7271 1Meml Molise Deperbeent i FU No. oa40403 i p . 11 R8i$ ,fivspetigmusulivitil, ATTACHMENT "A" 3 of 9 RGIS Sr THERN DIVISION OFFICE ii�a00 Buachwood Park Dive Suite Number 125 Tampa, FL 33818 1413-933.7271 WE., ,house Addre sing Seetierne RGIS Inventory Specialists proposes to use a warehouse location addressing scheme similar to the one observed in place at the time of the pre -bid meeting on 06104104• Under this system, sequentially numbered barcode labels would be sifted to the left-hand side of each would have or its smallest unit of storage as applicable to each storage area. Each storage area awn unique numbering series designed to allow for a reasonable amount of growth within each facility. The numbering series would be designed with the assignment of two leading alpha characters on each barcode label unique to each storage facility. For example: Sprain Area Naar. Estimated Ronne of Location Number% Drug Vault Weapons Vault CashNaluables Vault Range Warehouse Main Warehouse 1-95 Warehouse DV001 through WV001 through CV001 through RW0001 through MW0001 through IW0001 through DV999 WV999 RW9999 MN119999 wan This addressing scheme would be put into place by RGIS inventory Specialists personnel a minimum of two weeks prior to project implementation. RGIS S( a NERN DIVISION OFFICE 4o50 Buachwood Park Drtvs Suite Number 125 Tampa. FL 33618 1-813-933-7271 ATTACHMENT "A" 4 of 9 Validation/FV:..:count Proce , '- Pursuant to the RFLI requirements, RGIS Inventory Specialists will perform ongoing quality control monitoring to meet the statistical size and accuracy requirements as determined after award of bid. These size and accuracy requirements are outlined on page three of the Addendum #1 for RFLI No. 03-04-102 in the form of two confidence levels. RGIS Inventory Specialists data collection equipment will be pre-programmed to prir by random shelf location, a detailed item -by -item audit trail for all items contained within that randomly selected shelf. The number and frequency of shelves to be randomly printed will be determined by the confidence level selected by the MPD for that particular area of the property room. Each of these audit trails will be reviewed line by line ('item by item) to determine if the data collected for each item within the area being audited is accurate. Should a discrepancy for any item be found, the corrected information will be noted on the printed audit trail and corrected in the on -site data collection equipment A record of each discrepancy will also be logged on a Master Audit Control Sheet including the total number of items reported in the area compared to the numbers of items counted correctly. When a discrepancy has been corrected in the RGIS data collection equipment, a new audit trail showing the corrected information will be printed to. . confirm that the correction was made in the system. Prior to clearing the area, RGIS and MPD personnel will review the final unit count totals and the number of units recounted during the process to insure that required accuracy tolerance and sampling levels have been achieved. Miami Pollee Dopwrbwt RR! No. 03-04-102 ROTS Inventory speai■Msd June 14, X04 Peke 43 RGIS S � SS ATTACHMENT "A" 5 of 9 Security . '-ncedures RGIS SOUYHrrAN DIVISION OFFICE 355 schwood Park Drive Suite Number 125 Tampa, FL 33018 1-013-933.7271 All RGIS Inventory Specialists personnel will undergo a criminal history background check using the Florida Department of Law Enforcement webafte. This background check will be conducted no more than 45 days prior to project implementation. The results of these background checks will be provided to the MPD in both a printed hand copy and an electronic format. These RGIS Inventory Spedalists personnel will be attired in RGIS Inventory Specialists uniforms, displaying an RGIS photo ID badge and will be required to refrain from bringing any handbags or other packages onto MPD property. Furthermore, jewelry of any kind will not be permitted to be worn on MPD property. All persons will be required to empty their pockets lithe presence of MPD personnel prior to entering and exiting the MPD property storage areas. All RGIS Inventory Specialists equipment bags, cases and containers will be thoroughly searched by MPD personnel prior to entering and exiting all MPD property storage areas. These requirements will maintain a high level of assurance that the items being inventory remain secure from Toss or theft. All RGIS personnel will either be escorted by or b, in the visual presence of MPD personnel at any time by when wili be are i adhereto by proximity RGIto S personnelevidence items. Additional security measures required Miami Pollee Department RFLI No. 03.04.102 RGIS Inventory 8pecidMsis June 18, 2004 Papa 14 RGIS INVENTOh SPECIALISTS RGIS SO TERN DIVISION OFFICE 3,50 Buschwood Park Drive Suite Number 126 Tamps, FL 33618 1-813-833-727 ATTACHMENT "A" 6 of 9 information Sy_.fems and Tec' nology„ RGIS uti; :-•as proprietary, leadii edge hardware and iftware technology to provide the highest level of service to our customers. Services are tailored to the Miami Police Department needs and requirements, and will include the following: • Hand -Held Data Collection Computers • Accepts downloaded customer files and custom programming to capture and/or validate barcoded she number, property barcode number, property receipt number, case number and quantity as needed at the point of entry, assuring veal -arid accuracy • Bar code scanning capability • On -Site Portable Computers • Facilitates efficiency by providing on -site audit trails for accuracy verification • Provides detail, and summary reports • Variance programs for on -site reconciliation, if needed. • Can provide on -site corrections to the inventory file 1 • Programming and Services • Custom programming services provides POE (Point of Entry) validation of all captured count data. Final output will be formatted to the requirements of the Miami Police Department. Four to five weeks lead time is usually required for programming. • On site reports custom designed to the needs of the Miami Police Dep.-bract • Note: Sample reports are not included with this proposal as there are hundreds of combinations of reporting and sort methodologies that might be utilized by MPD making it impractical to include here. RGIS will periodically back up all on -site inventory data to RGIS' own mainframe computer system located at one of two redundant RGIS Data Centers, thereby preventing the loss of valuable information during the course of the project. Inventory data will be posted to the RGIS secure web site within several minutes of the inventory completion for retrieval by the Miami Police Department personnel. Data will also be delivered electronically on -site via floppy diskette or FTP via Ethernet cable if preferred. A current file of all valid shelf numbers, property barcode number, property receipt number, case number and descriptions will be provided to RGIS and will be used to validate data collection during the inventory at the point of entry. RGIS will receive an updated validation file from the Miami Police Department containing the aforementioned information immediately prior to the inventory. RGIS realties that this information may be incomplete however, the available data found in the MPD database . will be utilized to validate Information which is accurate as It Is captured from the evidence envelopes: This wilt improve accuracy and allow RGIS systems to produce variance reports described elsewhere in this Proposal on page eleven. beam/ Poke Depsrinrent NFU No. 03-04-102 RIMS Inventory Speaisliste June 46, 2004 Page 1s ‚ID'S INVENTORY SPECIALISTS ATTACHMENT 7 of 9 RGIS SOUT ` N DIVISION OFFICE 35L_ uschwood Park Drive Suite Number 125 Tampa, rt_ 33018 1-813-4..1-7271 Barcode 1 del Material p I Printing SpeAfications Material Saeclfications RGIS Inventory Specialists uses the Penns Print 2W 1 X 2 inch polyester label. Costs are detailed on page nineteen of this proposal. This label uses the 3M 9755 adhesive which reaches maximum bond strength four hours after appticatian. This makes removal and re -adhesion nearly impossible and enhances the tamper resistance of the label. 3M 9755 Specifications Adhesive Thickness: 5.0 mils Linear Thickness: 4.0 mils Total Thickness: 9.0 mils Shear Strength: Tested using ASTM D3654 test. At room temperature with 1000 gram load; no failures. Bond Tests:180' Peel Adhesion — Stainless Steel — 70 oz in. Painted Metal — 63 ozAn. Polypropylene — 40 oz./in. Polyethylene —15-25 oz./in. Relative Solvent Resistance: Very Good UV Resistance: Excellent to 300°F and short term Service Temperature Range: Long-term exposure (days/weeks) exposure (minutes/hours) up to 450°F. Minimum Suggested Application Temperature: 32°F Shelf Life (prior to appllcatlon): Two years from date of purchase if properly stored at normal room conditions of 70°F and 50% RH Note: In that RGIS Inventory Specialists does not manufacture these or any other labeling materials, we do not warrant their performance. These materials are used throughout the industry on a daily basis and we are not aware of any failures when the materials are applied to a reasonably smooth, dean and dry surface. Reasonable precautions are taken when applying the labels to insure that these criteria are met. There will be materials found In the MPD evidence inventory (wood, rubber, rusted material, etc.) where these affix a seoondareryssurable adhesion [aae to the ltem�on which to eria cannot be met. In those cases, it will be necessary affix the barcode label (luggage tag style). No manufacturer was found to offer a specific guarantee in 1number of years s for their ful dderodu in any specific environment It is suggested that the MPD d several manufacturers to make a reasonable determination of a particular products expected rating, in terms of years, prior to making a final decision on a product selection. It is not practical for each proposed bidder to engage in such a detailed Investigation while under the Cone of Silence and such a short allowable timeframe. MMmI Pollee Department RFU Na. 03-04.102 RCM Inventory apecialMls June 10, 2006 Pees 14 RBIS INVENTORY ATTACHMENT "A" 8 of 9 RGIS :.OUT 1N DIVISION Of-rICE Jus hwo Park Drive r ive Suit"ramps, FL 33818 1-813-933-7271 BarL le Label Mat,. 'a1 and Printirr Specifications (cont.) r matt The MPD RFLI requires that the 1 X 2 inch barcode label be printed to include the Property Receipt Number, Location ID, Case Number, Barcode Number (human readable), Barcode Number (in code 39 barcode format), "Miami Police Department', and Package Number On some instances). This amounts to seven lines of data on one a di high on particularl.Our suppliers sized lanais is not programmers have advised that printing this amount^ feasible. Problems: 1. The amount of data required will not fit on the barcode label l nt based and may not 2. Individual portable printers allowing this flexibility are own a permanent polyester produce the desired print quality and print durability required label that can be achieved ass � iniornia a esktop laser o� printer. �� i �� tha informsfr;,r � is 3. Redundancy created y printing database created by the already indicated in the evidence envelope and In the resulting inventory process: s requiring the information to be captured in 4. � Inherent inefficiency in the inventory prosesfor the label to print and then the inventory equipment, transferred to a printer, waiting finding lion of the Itemem and g the changesddit o 5. Iffthe Ioca� (different shelf, row, room) then a new label would need to be prime g 6. Ability to create duplicate to s for a Barcode Number breaks down the integrity of the tracking process by introducing human error in the form of duplicate barcode numbers for different items, etc. Solutions: 1. RGIS inventory Specialists proposes ro to use a standard, preprinted 1 X 2 inch label which contains Barcode Number (human readable and numerically sequenced), Barcode Number (in code 39 barcode license and and ties back pthe detailed package 2. The barcode label acts as a 1� information stored in the database generated from the inventory process (cross reference).(locations, case number, etc.) 3. If a change is needed to the detailed information to create a new label with updated the database information is altered without the information for the item. 4. If a new or replacement label is needed f r t loar reason, a new barcode the old barcode number land a clear abel is assigned in the database with a sass reference trail of the original and replacement barcode number. Mimi tea Dsp.nm.flt ;RFU No. 03.04.102 RGIS Inventory Specialiste June 18, 2004 Pp.17 ROTS INVENTDr• SPECIALISM ATTACHMENT "A" 9 of 9 Inventory S. `ledules RGIS SL TERN DIVISION OFFICE 3550 Buechwood Park Drive Suite Number 125 Tamps, FL 13018 1-813-933-, 271 RGI6 s'.'i31 conduct inventories on a schedule mutt..., 11, agreeable between RGIS and the Miami Police Department. Daily start and completion times will be arranged to accommodate the Miami Police Department's operational needs. Three shifts per day may be scheduled if needed. It is understood that lower activity levels occur on the weekend making this a prime time to consider for these counts. RGIS will staff each segment of the inventory to allow for an average shift time of nine hours per day. This timeframe may vary based on site inventory level and pre -inventory prep s- . 1'r Shift - 7:00 a.m. through 4:00 p.m. 2nd Shift 4:00 p.m. through 1:00 a.m. (weekend order and times are approximate and subject to change) Weekend #1 Drug Vault Friday 2nd Shift - 7 auditors Saturday 1* Shift - 7 auditors Saturday 2nd Shift - 7 auditors Sunday 1 * Shift - 7 auditors Drug Trailer Saturday 1* Shift - 2 auditors Cash/Valuables Vault Friday 2nd Shift - 4 auditors Saturday 1* Shift - 4 auditors Saturday el Shift - 4 auditors Sunday '1 * Shift - 4 auditors Weapons Vault Friday 2nd Shift - 3 auditors Saturday 1a Shift - 3 auditors Saturday 2nd Shift - 3 auditors Sunday 1 *. Shift - 3 auditors Week Range Warehouse Thursday 2nd Shift -11 auditors Friday 1 Shift -11 auditors Friday el Shift -11 auditors Saturday 11 Shift -11 auditors Saturday 2"d Shift -11 auditors Sunday 1u Shift -11 auditors Weekend S3 Main Warehouse Thursday 2nd Shift -12 auditors Friday 16 Shift -12 auditors Friday 2nd Shift -12 auditors Saturday 1" Shift -12 auditors Saturday 2'4 Shift -12 auditors Sunday 1 * Shift -12 auditors 1-95 Warehouse Thursday 1" Shift - 5 Auditors Friday 1 Shift - 5 Auditors Saturday 1St Shift - 5 Auditors Sunday 1" Shift - 5 Auditors Miami Police Department RFU No. 03-04-102 ROTS Inventory Speoisllsd June 18 2004 Pegs 18