Exh 8CAGENDA ITEM #8C
APRIL 8, 2002
STAFF REPORT
City of Atlantic Beach
Commission Meeting.
AGENDA ITEM: Budgeti Adjustment for Laptop Computer System
DATE: March 29, 2002
SUBMITTED BY: David E. Thompson, Chief of Police/DPS
BACKGROUND:
The Jacksonville Sheriff's Office (JSO) has recently converted their jail records to a
wireless records system. As a part of this change, agencies booking suspects into the
jail are no longer allowed to submit booking dockets on paper. There are several
options that have been explored relative to the "best way" for us to book prisoners into
the jail, and we have made temporary arrangements that aze currently in place. The best
solution for Atlantic Beach is for us to purchase laptop computers and have them
configured to operate on the JSO server.
Currently, as a short term solution, Jacksonville has loaned ten (10) laptop computers to
Atlantic Beach. These computers are the rejects that JSO has taken out of service, and
they are limited in their capabilities.
Recommendation:
After working with several staffpeople at the JSO and discussing the matter with
Atlantic Beach staff, we believe that the best plan of action is for Atlantic Beach to
purchase laptop computers, modems, mounting brackets, and air time to provide direct
access to the JSO server.
Jacksonville is currently bidding laptop computers for use on the system, and we will be
ableto purchase the computers off oftheir contract. It also appears that we will be able
to purchase the wireless modems, mounting brackets, air time from AT&T, and
FCIC/NCIC interfaces off ofJSO contracts.
JSO will install hardware and software on the computers just like they do for the JSO
laptop computers. This will give Atlantic Beach officers access to the server and the
files at the JSO. The signal strength is generally very strong in Atlantic Beach, and
wireless transmission should not be a problem. JSO will also provide these services at
no cost to Atlantic Beach.
The laptop computers will allow access to the JSO booking dockets, records and files.
We also expect to purchase the softwaze for a wireless interface with FCIC/NCIC so
that officers will be able to run tags; warrant inquiries, etc. from their cars. This will
relieve the Atlantic Beach Emergency Communications Operators from having to run
this information for officers:
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APRIL 8, 2002
Long term, we will also be able to use the laptops to enhance our Atlantic Beach Police
Report Management System. We have run the laptop specifications through our
software vendor and through IT Administrator Bryan Smith to obtain their approvals for
future growth.
Expenses:
The approximate costs of the laptop computers are $1,700 each, and the modems will be
$300 each. The mounting brackets for 15 cazs (with installation) will run about $225
each, and the antennas are $27.00 each. Air time is approximately $42 per computer per
month, and the FCIC interface will cost about $550 per computer:
After discussion with staff, our long term goal is to purchase and outfit a laptop
computer for each car. One or two officers will use each computer. The laptops will
stay in the vehicles most of the time to keep maintenance to a minimum. It will be
necessary to keep a few spaze laptops on hand for maintenance.
Based on this assignment system, the Police Department will need to purchase 20 laptop
computers, softwaze, and accessories at a total cost of approximately $54,915. Air time
wilt add another $42 per computer per month, for a total of $10;080 per year. The
addition of the Atlantic Beach Police Department Report Management System onto a
wireless network will cost approximately $15,000.
The total expenses will be approximately $79,995.
Budget:
We recommend phasing in the laptop computers over the next yeaz.
Phase I:
A Local Law Enforcement Block Grant has already been obtained to expand the
Police Department information management system in 2001-02. We plan to use $5,500
for softwaze purchases and training costs, and we propose using the remaining $2,520 of
the grant to purchase 10 computer racks for the cazs, and 10 Antennas. This totals
$8,020 toward the costs of the Laptop project.
We recommend the immediate purchase of 10 Laptop Computers, 10 modems, and 5
racks for a total of approximately $21,125. To fund these expenditures, we recommend
that we use money from the Police Department Trust Fund, specifically the Automation
section. As of October 2001, the balance in that fund was approximately $69,000. The
fund increases at approximately $21,000 per year. It can only be spent on automation
and emergency radio communications. If we utilize this money, we will not be required
to spend General Fund money on the project
This combination will provide the Police Department with ten (10) laptops computers,.
racks for all police cars, modems, antennas, FCIC/NCIC interfaces, and air time through
October I, 2002.
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APRIL 8, 2002
Phase II: The Police Department will apply for Grant funds through the Byrne Formula
Grant Program to add l O laptops, air time, and related expenses in 2002-03. We should
meet our goal of 20 laptop computers on the system within the next 9 months.
Additionally, wireless access to the City of Atlantic Beach Report Management System
(RMS) is being planned for implementation. At the present time, technical adjustments
to enhance the security of the wireless system are being monitored, and the Police
Department hopes to put their RMS on the wireless system dwing the next year. The
funding for this portion of the project is also expected to be secwed through a grant.
The final pwchases to complete this phase of the project will be approximately $50,850..
RECOMMENDATIONS:
To approve a budget adjustment into authorize the expenditure of $21,125 from the
Police Trust Fund Automation Account for the laptop computer system as described
above.
ATTACHMENTS:
Spreadsheet outlining projected budget for Laptop Computer System.
REVIEWED BY CITY
ITEM NUMBER: