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HomeMy WebLinkAboutR-75-0626r.p tEA OIUTItN NO r A RESOLUTION TI N AUTHOR1 1 d AND DIRECTING Igt CITY MANAtER TO NEGOTIATE AN A EEMENT WITH S' Al P RD RESEARCH INSTITUTE TO PROVIDE PtabPDSSIONAM AND I ,L St t V/CE8 It ASSIST DURING THE FINAL DEVELOPMENT OP MIAMI MODERN POLICE DEPARTMENT PROM APPt OXI MATELY DC Ot ER, 197 S UNTIL OCTOt3Ptt, 1976. tnit HEMS, an agreement lust be formulated with Stanford Research Institute to provide professional and technical services to assist the Police Department in making the transition from the Miami Police Department to the Miami Modern Police Department; this transition is a two-step process: 1) Stanford Research Institute will continue on -going assistance through planning, training, and testing in areas such as computer aided dispatch, computer aided report entry, computer based microfilm records, and computer -communications technology interfacing; and 2) Stanford Research Institute will provide "trouble- shooting" assistance on an on -call basis to assist in diagnosing and remedying problems that do occur in the actual transition period in the various technical systems as well as to evaluate the effectiveness of the systems as they begin initial operations; and WHEREAS, the time period for these services would be from approximately October, 1975 to October, 1976; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: "DQN1MF'JT INDEX ,,/ CITY COMMISSION MEETING OF JUL 171975 RESOLUTION REMARKS; ., t j Section 1. The City Manager be, and he is hereby, authorized and directed to negotiate. an agreement with Stanford Research Institute to provide professional and technical services to assist during the final development of Miami Modern Police Department from approximately October, 1975 until October, 1976. PASSED AND ADOPTED this 17 day of Juk' 1975. Maurice A. Ferre M A Y 0 R Attest: H. D. Southern PREPARED AI�TD APPROVED BY: Mikele Carter Assistant City Attorney City Clerk APPROVED AS TO FORM AND CORRECTNESS: City A orney A till et Milk1411, f` etli A tsifMet 111 EM©fAMB`tiM b4ft JUL 1 Igr% k - $UBJtcr 8tahford Rtsearch ttis 1: it . t,e R D ee su .titg servLces..- teglallading phase fittEk NcSS: On 27 May 1975 a memorandum was sent to the City Commission which contained background information on SRI's past, present, and proposed future consulting services to the Police Depart- ment for the Miami Modern Police Department (MMPD) program. A recommendation was made that SRI be retained to provide consulting services for 1975=76 beginning about 15 October 1975 and terminating about 30 September 1976 to cost approximately $75,000. The proposed services for this concluding phase can be briefly described: 1. Provide on -going assistance to the Police Department to bring those computer based technical systems which have been planned and approved to the point of operation to include training of personnel with respect to those systems 2. Provide assistance, as those systems go operational in the new building, to diagnose and remedy the problems that may occur during the critical initial operational period. At the City Commission meeting on 12 June 1975 this matter was deferred and information was requested on the two subjects which are addressed below: I. Police Department personnel involved in the MMPD Program. It should be noted at the outset that numerous personnel of all ranks are involved in MMPD Program on an ad hoc basis or as some part of their regular duties. This is a deliberate policy designed to accomplish three objectives: • Pl,tT t" tits' Gt mmitaiontr 'he involvement of Many employees contributes to a Department -wide perception that everyone has a stake in the program; henee, a feeling of comjiit dent. Develop a familiarity with and basic understanding of the systems to be implemented. C . Mbst importantly, to assure that persons who know What policing in Miami is about, have input to the systems tb be developed and implemented so that these systems meet the needs of the Miami Police Department. Additionally, many persons in other Offices and Depart- ments of City government assist in the MIND Program to include Keith R. Eergstrom, Assistant to the City Manager, who functions as the MMPD Program Manager. In terms of virtually full-time work on the MMPD Program, three Departmental persons are involved: Major A. J. McLaughlin is responsible for the logistical, security, and communications liaison subprograms of the total program. Assisting him are Sergeant L. Boemler in logistics and Sergeant E. McDermott in the security system. These subprograms involve preparing for and actually moving from the old to the new facility without interruption of vital police services as well as efficient functioning in the building when it is occupied, the supervision and coordination of the electronically based security system to be produced and installed by a contractor as well as the development of the operating and adminis- trative procedures that make a security system effectively function; and, communications liaison to assist in operationally linking -- as opposed to technically'-- the officer in the street to the computer/communications technology that is to support him. The yearly salaries of these three persons amount to about $68,000. plus fringe benefits. Their involvement in the MMPD Program will be from March, 1975 through September, 1976 when the transition will have been completed and the planned computer/communications systems operational. xer,'�a.. Plummr City C6mmis finer It tan be doted that the work these persons are performing is not the ttthnica1 construction of a building, or the tethnital design of computer/communications systemic. This work cat best be done by professiona t with spetifit ekpertise in those fields. Rather, they are working to pr4Par'e the bepartitient tb adapt to these technical resources, acid to make those resources operationally meaningful for rettibers .of the police Department in their day-to-day work. It should also be mentioned that six Computer specia1istes etip oyees of the police bepartment, are doing highly technical, detailed work to produce the software programs that accompany the computer hardware to produce the computer aided dispatch system, field support system, and tethers which SRI recommended and developed in broad dimensions. The work of the six computer specialists is an integral part of the system development effort of the overall information systems program. As such, their salaries and fringe benefits are paid for out of police bond funds under thesystemdevelopment category, which category and associated costs have been presented to the City Commission in February, 1974; July, 1974, and April, 1975. For the calendar year 1975, $130,000. was allocated for their salaries and fringe benefits. II. SRI's overall project commitment The second subject is concerned with SRI's responsibility to the MMPD Program from the development to the operational stages. From the outset, to include the proposal and negotiation period in 1971, it was envisioned that SRI would provide consulting services from the beginning of the actual development of MMPD Program through occupancy of the new building and initial operation of the systems to be developed under the program. In short, it was contemplated that SRI would provide "start to finish" services for the MMPD Program. The time period was estimated to be approximately 48 calendar months (when estimated in December, 1971). Subsequently, the work was divided into phases with a separate agreement negotiated between the City of Miami and SRI for each phase. Although the intent remained the same, V 44 L PititMtr City COMMittitntfs . 4 m the project Was actually implemented on a phase.,by-phast batits with movement from phase to phase dependent upon each party agreeing through contract negotiations to undertake the succeeding phase as defined by a certain ttbpie and level of serVite, At the end of each phate, .the City had the opportunity to hegotiate5 pr riot to negotiate, with SRI for a specific scope andlevei of service for a ttitceedirik phases. In this senses the initiative rested with the City; and, SRI was placed, in effect),in the position of waiting for the City to decide if it wanted or not to negotiate the next phase with them, for the City to contact them, and then for the City to actually negotiate with SRI for the next phase in terms of scope and level of effort. To move beyond these two subjects, it should be noted that, it essence, what is being recommended to the City Commission is that the City negotiate with SRI for professional and 'technica1 services to assist the Police*Depai-tment through • specific, professional expertise to bring certain technical systems to the point of operation to include training. And, then assist the Police Department as those systems go operational to diagnose and remedy any problems that may occur in the critical, initial operational period. In other words, SRI should be available to undergo with the Police Department the trial of getting certain technical systems, that SRI recommended up and running to deliver the results intended. The agreement that would be entered into with SRI would be intended to accomplish precisely that purpose. The time period, 15 October 1975 through 30 September 1976, is suggested simply to indicate a rough time frame in which the above services will be provided, and to identify a definite ending date which date would not, however, preclude an earlier completion. The basic move into the new building should occur about March, 1976; the involved technical systems should be up and running in the new facilitg'by May and June 1976; and, the critical, initial operating period should be completed -- for better or for worse -- in September, 1976. To av•oi1 repetition, please refer to page 3 of the attached memorandum for an illustrative description of the kinds of services SRI could provide in 1975-76. ,jilt .1 r L. P UMMer 'City C MMitsitner rina1ys it should be very clearly understood that the technical systems which ate planned to be up and rufiruiig in l09G , are Only those bystems which have been recommended by SRI and approved by the City Manager and City Cominissi an, and for which funds have either been allocated far established, e.g. the computer aided dispatch system, the computer aided report etttry systems the computerized microfilm record system, field support system, and field testing of Mobile digital terminals in police cars. These are the systems that support the ovratIons of the Police Department generally and the Police Officer it the street specifically. (These systems are more fully discussed in the 22 April lg7t report to the City Commission, "Police. Department Bond Program".) Although SR/ recommended the implementation of computerized management, and planning and analysis systems; and, the in-depth study of the feasibility of an automatic vehicle locator (AVL); these recommendations have not been followed up with detailed planning, nor will they be so planned, and approvals for implementation sought until: a. The move to the new building has been completed. b. The systems presently planned in detail and approved which support police operations are up and running. c. The rest of the City's plans for computer based information systems has been further developed, and the management, and planning and analysis systems can be evaluated in the light of those plans. d. The state of the art with respect to subjects such as AVL is better understood and operationally tested by the manufacturers. If the City of Miami should decide to implement these other. recommendations of SRI, it would not be necessary to retain SRI to assist in the detailed planning and implementation of these recommendations. The work could be done: -_solely in-house, with the assistance of some other consulting firm, or with some combination of in-house and consulting firm effort. In short, there will be flexibility to do the work in whichever way the City deems most appropriate. 1. plusr . y Cmmita ttrier Mkt 4�. r if rherefere , the professional and technical services which are rteornmended that SRI provide in 1975 .76 will Constitute the Concluding phase of their consulting services to the MMPD program. Although it is anticipated that the concluding phase Will end about 30 September 10705 it is recommended that the City Manager be authorized to extend the agreement for up to three months at the approximate Cost of $ 6 , 0 0 0 per tnbtith in the event that additional time is deeded to assure that all the systems are operational. In conclusions it is recommended that the City Manager be authorized to enter into negotiations for, an agreement with SRI for this concluding phase of technical and professional services. The concluding phase will be for the approximate period of 15 October 1975 to 30 September 19765 with a provision for the City Manager to extend the agreement for three months if that becomes necessary, and the cost for these services is estimated to be about $75,000. plus about $60000. a month for each month that the agreement may be extended up to three months. The Law Department has been requested to prepare the appropriate resolution to accomplish the recommended action for your consideration at the 17 July 1975 City Commission meeting. cc: The Honorable Members of the City Commission Y. Of MIAM , tibititSA MtMOSIANOtil Friable Membe a f tAttl MAY 2 7 in Commit aion 400148646/10.-- P. w1 Andrews City Manager to ildtct: k€StktNttt: tf+ a SUftttl tRI ethau .ting .Servtoes On 10 Suly 1974, the City Commission by memorandum froii nny office was presented with a summary statentnt of Stanford Research Institute (SRI) past and proposed consulting services to provide assistance in the design, development, and implementation of the Miami Modern Police Department (MHPb) Program. To facilitate a logical development process, the City of Miami entered into three separate agreements with SRI for professional and technical services on a phase by phase basis. The first phase consisted of research, analysis, and basic design of the specific elements of the MMPD Program (April, 1972 to April, 1973; cost-$545,000.). The second phase consisted of a more detailed development of the MMPD Program to include refinement of specifica- tions for some of the technology necessary to support the Program (April, 1973 to July, 1974; cost-$598,000.). The third phase consisted of program design refinement, development of technology specifications, and assistance in actually implementing some of the technology and related systems that support the MMPD`Program (July, 1974 to July, 1975; cost-$418,000.; however, a recommen- dation is before the City Commission to extend the Third Phase Agreement about three months to take advantage of unexpended monies allocated under this agreement which accrued through economies achieved during the execution of the agreement). Therefore, total cost for all three phases is $1,561,000. Again, as noted in the 10 July 1974 memorandum, the 1974-1975 agreement with SRI is for the third and final phase of the Three -Phase Program described above. onorable Member§ bt tha City Committion Although this it the third and final phases it was tndioated in tha memorandum, that it would be necessary at the tnd of the thi►dhasa to evaluate the progress of the MMpt Program because the third phase will end, unitat txtended, at -least nine months (July, 1 7 t ) before 'the program goes operational it the nett,' police building (March ' April, 1t79). It was suggested that tha evaluation might indicatt the advisability of employing consulting services on an intermittent basin perhapa in a "tro able -shooting' Lode to assist police department personnel, during the period that they prepare to move into tha new building and then go to an operational status in the new facility, with specific problems and evaluations of operational effectiveness At tha City Commission meeting on 11 July 1974, the need for professional and technical services from SRI on an intermittent basis was further noted by the. City Manager. SRI would evaluate progress to date, assess problems encountered, and suggest directions to follow in the future. The staff of the Police Department has evaluated the need for certain consulting services from SRI to assist during the critical period of the final development of operational systems prior to moving into the new police facility and the initial operation of those systems in the new facility. The significance of the move into the new facility comes not from the move itself, but rather from the fact that the move marks the end of the present system of operations in the Police Department and the beginning of a new system of operations in the Department. The move' into the new facility is that point in time when the present Miami Police Department merges with the Miami Modern Police Department Program to become the Miami Police Department of the future. A Department formerly operating )onia manual, non -technological basis will now begin operating on an automated, technological basis. The transition from the old to the new will not occur magically overnight - even though the move into the new facility marks the beginning of a new era; nor, will the transition be trouble -free. It would be extremely unrealistic not to anticipate the numerous difficulties customarily experienced in a transition as major as this no matter how much prior planning, training, and testing was done beforehand. MM '787.3 lent rable He era t the City CommittIon To reduee the 'd :sruptivt impact of problems during the trap§itibn pariOd tido approaches can be followed (L) reduce 'the .potential number and .d of problas by sound planning, trainis and testing before the transition; ands (2) have the resources to quickly resolve the problems that do occur during the transition. ma can assist in bath these area bacause their are intimately familiar with the systems to be implemented and can help to prevent problems since they have three years experience in assisting the pepartni n.t to design and develop the systems; ands because they have technical expertise in their organisation that can be brought to bear quickly to diagnose and remedy specific problems that do occur. Therefore, it is recommended that an agreement be formulated with. SRI to provide professional and technical services to assist the Police Department to prepare for the transition and in making the actual transition. These services would fall into two categories. First, continue on -going assistance to prepare for the transition through planning, training, and testing in areas such as computer aided dispatch, computer aided report entry, computer based microfilm records, and computer -communications technology interfacing. About two-thirds of the services SRI could provide will fall into these areas. The need for such assistance was anticipated and sufficient funds were included in the cost estimates provided to the City Commission in the report on the MMPD Program on 22 April 1975, to provide for such assistance. Second, SRI can provide "trouble -shooting" assistance on an on -call basis to assist in diagnosing and remedying problems that do occur in the actual transition period in the various technical systems as well as to evaluate the effectiveness of the systems as they begin initial operations. About one-third of their services would fall into this category. It is estimated that the time period for these services would be from about October, 1975 to October, 1976 if the present agreement is extended until October, 1975 to take advantage of unexpended funds allocated under that agreement. The total cost for these services is estimated to be approximately $75,000. forab2t Members of the City Corm : aian I la 'PAY IRS rt is requested that the City Comnia8irfi authorize a the City Manager to negotiate. and WItet ....fib:, an agrteMerit with SRt to provide the cervices described above to tOtffidftet. when the pr tteht agreement ddth SRI, at it may be etterided, is ebnp1eted arid to rug, until about Octobers 1976; ands to allocate $7S,000. of police bond funds for the. tbst Of these services