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Home My WebLink AboutIMPACT Software for PDRESOLUTION 2015-145 ADOPTED DOC ID: 10520 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2015-145 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON FEBRUARY 10, 2015: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Scott A. Russell to execute the Statement of Work and any other documents necessary between the Town of Southold and Admit Computer Services, Inc. regarding the Town's purchase of IMPACT software to be used for the Police Department, including one year of maintenance, at a cost to the Town of $74,039.60, subject to the approval of the Town Attorney. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Robert Ghosio, Councilman SECONDER: Louisa P. Evans, Justice AYES: Ghosio, Dinizio Jr, Ruland, Doherty, Evans, Russell I ORIGINAL Southold Town Police Department For: Public Safety Records Management VCAD. Mobile and Data Sharing December 5, 2014 500 Bi -County Blvd. — Suite 122 Farmingdale NY 11735 Tel: (800) 871-1244 Fax: (631) 249-2049 www.impact-sys.com impat I This document contains information which may be confidential, proprietary, and/or privileged and is intended only for the person or persons to which it was addressed. Any use, copying, dissemination or disclosure of the information contained herein to anyone other than the intended recipient is strictly prohibited. If you have received this document in error, please immediately contact the sender at (800) 871-1244 to arrange for the proper return of this document. No part of this document may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise without the written permission of IMPACT'. In the event you need additional copies of this document, please contact your representative at (800) 871-1244 to obtain them. Microsoft and Windows are trademarks or registered trademarks of Microsoft Corporation. ESRI is a trademark, registered trademark, or service mark of ESRI. Mapinfo is a registered trademark of Pitney Bowes Corporation. IMPACT is a registered trademark of Admit Computer Services, Inc. Copyright 2014 by IMPACT®. All Rights Reserved. Project Details The Town of Southold Police Department has initiated an initial inquiry into implementing the IMPACT RMS, VCAD, Mapping and Mobile product suite in their agency. The Police Department is comprised of 49 Full Time Officers, 3 Bay Constables, 3 Part Time Fisher's Isle Officers, 4 Secretaries and 12 Dispatchers. They are running Mobile Solutions within 13 Vehicles and would like to ultimately have 19 running with the solution. The dispatch station consists of a mapping application, and has 3 CAD positions and 1 Back-up for Emergency use. They currently dispatch for 7 Fire Departments, 1 EMS Department and would like to interface with the departments' RMS to relay times and units along with apparatus. Southold Police Department would ultimately like to become part of the regional Suffolk County Data Sharing community and will work with the other 8 Departments on the network. Implementing IMPACT For this project, IMPACT has developed a six -phase implementation plan. Each phase has multiple tasks or steps. A "Statement of Work" (SOW) will be generated with the contract to identify specific responsibilities for managing and implementing the project in Town of Southold Police Department. Training can be provided in either a "train -the -trainer" or end user training model. For this project, we recommend end user training. End' user training sessions will be organized by the function or role the user has within the department. Data conversion of the current HTE system will occur parallel to the rest of the implementation. While technicians are installing, configuring, and training users on the system, our engineers will complete the conversion of the existing data in the agencies HTE systems. Proposal to: Town of Southold Police Department Page 1 CONFIDENTIAL Copyright 2008 by IMPACT® IA About IMPACT Founded in 1980, IMPACT® provides public safety agencies, district attorneys and municipalities with full suites of software. IMPACT is one of the largest providers of software programs for police departments and public safety entities in the Northeast. The Public Safety Suite includes software for Computer Aided Dispatch (CAD), Police Records Management (RMS), Mobile Computing, Digital Imaging, GIS/Mapping, Crime Analysis, GPS/AVL, NCIC, E911, Livescan, Alarm Billing, Mobile/Handheld Ticketing, Fire/EMS Records Management, and Jail Management Systems for both single and multi-agency/multi- jurisdictional installations. IMPACT is presently building one of the largest law enforcement information sharing systems in the Northeast by linking its installations. When complete, it will be used by more than 5,000 officers every day. IMPACT clearly understands the goals of Town of Southold Police Department and its requirements for a comprehensive public safety system. Any such project should encompass a coordinated effort for the design, development, purchase, integration, and installation of hardware, software and communication message switching. Our company offers a winning combination of experience, advanced functionality, financial value and flexible affordable expansion. IMPACT, with over twenty years of experience and 150 public safety installations in the New York area, is dedicated solely to the public sector. Our company differentiates itself by presenting our clients with solutions that exceed their current needs and provide a clear migration path to grow into future application demands. We can offer Town of Southold Police Department a comprehensive solution combining economic value with unmatched functionality. Our solution brings law enforcement into the 21St Century with more functionality than you imagined, at a very reasonable cost. rroposai to: Town of Southold Police Department Page 2 CONFIDENTIAL Copyright 2008 by IMPACT® r � , Public Safety Town of Southold Police Department HTE Systems Town of Southold Police Department currently has the following needs that this proposal seeks to satisfy: • Implement a current Records Management System on a new platform of Microsoft SQL Server to allow for integration between the RMS, CAD and Mobile Systems. • Arrest Processing is through the Comnetix Livescan and will be interfaced with the current RMS program in the Arrest Module. • Data needs to be transmitted in a live environment within the mobile solutions. • Need for a Visual Status Screen that shows the workload currently going on within the department, and have it accessible within the Dispatch Center and from Administration. • Need to have access to E -Justice from IMPACT workstations and mobile units. • Need the ability to have TRACS data for tickets and accidents directly imported into the IMPACT system without re-entry. • Agency needs the ability to capture and store photo's of arrestees, crime scenes and accidents and be able to create and store photo lineups related to specific investigations. • The Police Department needs to have connectivity to mobile units for dispatch and field reporting capabilities. • Town of Southold Police Department needs to have the option of connecting to the Suffolk County Data Sharing community. • The PD has a need to utilizes AVL technology, if budget permits. It is possible to have this capability added at a later date when funding becomes available. Proposal to: Town of Southold Police Department Page 3 CONFIDENTIAL Copyright 2008 by IMPACT® IMPACT proposes to provide Town of Southold Police Department with a proven, fully functional, easy-to-use and cost-effective public safety information system designed specifically for New York Law Enforcement professionals. Under the scope of the proposed project, IMPACT will provide the following: Software: • IMPACT: RMS — Records Management System • IMPACT: RMS — Bar Coding • IMPACT: PHOTO — Photo Imaging Software o IMPACT: NCIC — e -Justice Interface • IMPACT: VCAD • IMPACT: VCAD — TEXT MESSAGING • IMPACT: MOBILE — COMM SERVER and AMO • IMPACT: MOBILE — RMS • IMPACT: MAPPING — VSTAT • IMPACT: Interface — Comnetix LiveScan • IMPACT: Interface — TRACS —Tickets and Accidents • IMPACT: Interface — E911 • Custom Fire Interface • IMPACT AVL Hardware: • Not applicable at this stage Services: • Project Scheduling and Management • On-site Installation & Configuration • On-site Training of System Administrators • Product Upgrades • Support, 24 hours per day, 7 days per week • On-line remote support • Conversion of existing HTE system to IMPACT Proposal to: Town of Southold Police Department Page 4 CONFIDENTIAL Copyright 2008 by IMPACT® No two Police, Fire, or EMS departments are exactly alike. This is why our technology provides extensive versatility. To achieve the most benefits from all of our state-of-the-art software working together, we are proposing a suite of highly compatible and integrated components. Yet, because the system is modular and scalable, you can easily mix and match individual components. Proposal to: Town of Southold Police Department Page 5 CONFIDENTIAL Copyright 2008 by IMPACT® ucaD- A demanding profession... made easier. As a mission -critical software application, a CAD system needs to outperform. When life -impacting decisions need to be made, information is paramount. The IMPACT®: VCAD (Visual Computer Aided Dispatch) System is scalable from a small, single jurisdiction agency to a multi -agency, multi jurisdictional countywide dispatch center. IMPACT can be configured to run at a primary PSAP with backup capabilities at a secondary, remote PSAP site. Position filtering allows users to select the types of calls displayed on their screens, such as Police, Fire, EMS, or any combination of the three. 4`� I` MYR7EL BLVD The full power of IMPACT ^^.s eumxK.ve°15°.naw1 . _ • IARCH110 r tcc o .m s,n n iii h` �.. .�, „,„„, k. can be attained when W AT T,KKo used with the IMPACT: �Rn 11]15 KT :BUCK ;LESR°Ri ;BE,GE ,9°° Records Management 0" xs w..z w.p. wam.y K,my x "°" ''111070 -��- System (RMS) in a multi- ... STAER + ,ria° .- KPO,b1tn"MIWwYF` ... «mKK" 4e K.Y jurisdictional Installation. cawMe .M _ 3U,°/i01 K�00[VQ b5:a°'i1,. " The system will perform automatic, immediate .,• .,,, .. 2r h hxk Rp M.dAD/F history and warning °..Mx.as °saen.ern, Try, vonsn - 7°lAf7CM PW,°i. M y M1,OpeL[[Apk°+ f Q x checks when a location, V caller, caller location, or .� .ter vehicle is entered. , Warnings can include I , warrants, orders of + protection, firearm permits previous revious arrests, e.. ?A7NNK dsap,az- r°uR , or free text comments. History details are available for display by simply clicking the hyperlink to the desired record. When information is shared between jurisdictions, IMPACT will search all participating agencies for warnings and histories. IMPACT: VCAD is fully integrated to many other applications in the IMPACT Suite, including the RMS, Mobile System, Imaging, NCIC, E911, GIS/Mapping, and AVL. A seamless interface transfers all CAD event information from the CAD system to the RMS in either a single or multi jurisdictional environment. With the Mobile System, dispatchers can broadcast "BOLO" information with photos to wireless vehicle computers. Maps become interactive when connected to CAD to allow status commands to be issued to vehicle icons directly on the map. Organized. Efficient. Comprehensive. vroposai to: i own of Southold Police Department Page 6 CONFIDENTIAL Copyright 2008 by IMPACT® , , , IMPACT VCAD Core Features: Benefits: Police, Fire & EMS Dispatching Multi -Agency & Multi -Jurisdictional Support Unique Icon Based Dispatch Monitor Geofile Address/Location Information contains Nearest Cross Streets, Run Cards, Hydrant Locations, Grids/Zones, and more Automatic Record Checks include Location, Caller, Caller Location, and Vehicle Warnings & Histories with Full Details Integrated NCIC and E911 for Automatic Inquiry Processing Event Type & Location pre -defined Response Plans Visual Icons Provide for Rapid Decision Making and Deployment of Resources Quick and Easy "Point & Click" Dispatching Histories & Warnings Provide Higher Level of Officer Safety and Dispatcher Efficiency Lighter Workload with Mobile Computers for Silent Dispatch & Field Status Updates Text and Email messaging to pre -defined groups of individuals based on call type or location Additional Features include: Event Type Alert When an event or unit exceeds a designated time limit, dispatchers Timers are visually alerted to the timer expiration. Audible alerts can also be sounded based upon a users preference. Timers are automatically reset upon status changes. Times are set by event and status type. Messaging Users can send text messages to other dispatch positions. Provides automatic confirmation to the originator that the transmission was successful. Also integrated to messaging with Mobile Computing System. Messages can be sent from field vehicles to dispatch and from dispatchers to the field. All messages are stored in a log file for audit purposes. Recommended Units System will recommend units for dispatch. Units may be dispatched for Police, Fire, & EMS from recommendation screen eliminating need to go to another screen. Fire & EMS Mutual Aid Recommendations can be defined for each individual agency and do not need to follow a specific plan. Supports specific times and days of week programming, if necessary. Apparatus/Equipment Search Easy search utility to locate a specific apparatus or piece of equipment. Rip & Run Fax Gateway Electronically transmits call detail information including pre -plans to (option) responding Police, Fire & EMS agencies. CAD Reporting Includes standard reports . with multiple selection and filtering capabilities. Prisoner Detention (Jail) Track inmate information such as Bookings, Cell, Visitor, Court Schedule, Screenings, Inventory, Property and more. Proposal to: Town of Southold Police Department Page 7 CONFIDENTIAL Copyright 2008 by IMPACT® Technical Profile: The IMPACT®: VCAD System is a client -server application with a back -end database in Microsoft SQL Server. Microsoft SQL Server provides the flexible scalability necessary to meet changing requirements and configurations in customer installations. The system is ODBC compliant. Through tools in Microsoft SQL Server, the system can be configured to replicate the entire system real-time to a backup server and/or a remote backup location site. CAD events are immediately created in the RMS system when filed in CAD. Users may access RMS events to add and edit narratives, persons, and property while the call is active. The system preserves the CAD generated information for security. CAD continuously synchronizes the RMS event information. The E911 Interface requires a direct connection (usually serial) to the E911 ANI/ALI controller from the CAD Server. The connection should provide a raw data stream to the connection for the CAD system to import, analyze, sort and display to CAD operators. The NCIC Interface runs as a service on the CAD Server and communicates with the NCIC equipment via a direct TCP/IP connection. The optional Rip & Run Fax Gateway requires a dedicated fax/modem connected to the server. Fire RMS Interface writes full event information to a temporary shared database which is available for query by the Fire RMS system. The Fire RMS CAD API is open to allow any vendor access to query the temporary database. Integrates with: IMPACT Others: Police Records Management System (RMS) Mobile Computing System IMAP/MCAD/AVL NCIC E911 ANI/ALI (Phase II Compliant) Fire Records Management System (FRMS) Proposal to: Town of Southold Police Department Page 8 CONFIDENTIAL Copyright 2008 by IMPACT® RMS' The Finest in RMS. Information sharing is on the forefront of today's law enforcement technology discussions. However, without complete, accurate, and reliable information being gathered, there wouldn't be much information to share. Or, in some cases, maybe there's too much information and you wish it was easier to see your own data. Then the IMPACT': Records Management System (RMS) is the solution for you. IMPACT puts the technology tools into the hands of the field officer to help easily gather information and intelligence. Once in the system, it becomes an invaluable resource to users. Automatic histories are generated for •_ "�"_._��- lEAb Shin M.qv C•(9M40.Ws � togn.Ma l'El«s 1ao:Me 4„qe Fars .na:'11. persons, vehicles and locations. '4 When requested, the histories F� w:. �^ - ° �^ � ro and related summary information 1d.E=002iiT rM,-°61lCCE }: '.an 11 K - i91t A P lDeer!�— _••_• � 1i0i1i7�6�{F:iA"�"`""'""'"� are displayed in an interactive ,yp„� ax, mac, lbaaaaa �i7!`6.d �s aE. fIaxear 4 '�' baae e. �1 � e.<.u._ s• .. explorer tree. To access any— �f! 0-0=5-07 �.� �::,- i SR ..3 -...ata. _T/13i.u_. LYY[bEva.npC l D<=<E3aEt:.:3 v".>'L .^GI:IC,':2/13'] •::.1: 21E10«tetra report in the history, simply U 210.2 double click to open it. MI= Uniquely developed from the — F® - "°"^^ `"°°^• D'. e �.;-9Eaxr.El :,.o:tea � Erb.n•fw<w .. ground up, IMPACT: RMS is boka ' � ix:ne i l:�L � f 9 'haflkn.4b„nE engineered to equip line users with easy information entry and access tools. All of the modules Q--C=4ATICtl4 - ®6E??62E are fully integrated, which means u�EkfoE,!„„D. k„I.�e.EbE�EI you won't have to re -type any information that has already been entered, either from dispatch, records, or anywhere else. 1 I NUM -` Writing reports has never been more efficient. The IMPACT: RMS comes with standard and state specific forms. Since the system is based on the latest Microsoft Windows® technology, users can open multiple screens and windows, eliminating the need to open and close screens frequently. In multi -agency, multi- ... SINn.K..gE. GIWwk WEE:. MoD tEr loft tlLLYb Yv m]M. M Flaw ..wIW JX 10-_ jurisdictional installations, the IMPACT: RMS makes it easy to r r r e..see your own jurisdictions Ef�A n W . information so the data does not r® get overwhelming. In an 6 o.E„brM uDn rm >t iP aw reolcann cn ails°aa.lc„sunm+m °°°"°lwm rx ' go_ additional split second, users can rn.: few Mn . Zoe ylarlc-z SES retrieve detailed reports from other linked IMPACT systems. In EEM f: =:aEF LnE 1•nt qq >t; t' . Oc�y_ this configuration, IMPACT allows xr,olwe you maximum flexibility to control o,•„EWm. ®.1 C2eEt w1M1S� ,,,� your own agency's system, but °°"^ Vehlth know what is going on around Gvr asiEEf 'l•4.'.Veae1: CEw.: fiYt �.'r[`i:.Gx:: ^.wnf ffoY4<1t4 Fe:vM 1, you. I.t19.DEEE.E1 .� The IMPACT: RMS comes with . ! search engine tools for detectives _.r and investigators, statistical .._. _ EMpLEE4Ea Mew: analysis reports for administrators .. and management, and the ability to link multimedia files to reports. The list of features is so extensive you will have to see it in operation to believe it and no other is more comprehensive. Looking for the best? Look no further. Proposal to: Town of Southold Police Department Page 9 CONFIDENTIAL Copyright 2008 by IMPACT® IMPACT RMS Core Features: Benefits: Supports Mutli-Agency & Multi -Jurisdictional Configurations Central Dashboard shows Related Parties and the Report Center Access Multiple Windows and Screens Media Library stores Photos, Audio, and Video with Reports Built-in Law Library for easy Search and Entry Security Profile Templates can be Created and Assigned to Personnel Warrant "Pre -Book" Information can be Recalled at time of Arrest to Expedite Booking Process Forms and Screens are State specific No re-entry needed for related reports in other modules Complete, Accurate, Easy to Access Histories for Persons, Vehicles, and Locations Search Engines and Partial Entry for Fast Look -ups, Great for Detectives and Investigators Share Information without giving up YOUR own system Modules Include: Blotter/Event Used to enter event or call -for -service -related information. Provides immediate feedback if the event location has an incident history or active warrant. Event type, narrative and response data are also connected. All locations and persons entered in the Blotter/Event Module become part of common system wide geographic and persons files, and are then known to all other modules. This means that a person or address entered through an Auto Accident report, for example, is known to the Blotter/Event Module, and vice versa. Movement from screen to screen and field to field is accomplished easily and quickly a click of the mouse in this module, as well as in all other data entry functions. The Blotter/Event Log can be viewed or printed within any range of date and time. The Public Blotter/Event Log feature allows the printing of the Blotter/Event Log with names and locations omitted for events designated as confidential. The Blotter/Event Log also provides the ability to indicate that a follow up report is required, e.g., auto accident, case/arrest, property/evidence, vehicle impound, etc. When these reports are entered, they refer back to the original Blotter/Event Log entry providing a complete incident report. Reports include the Blotter/Event Log Listing, Officer Activity, Location Activity, and Blotter/Event Log Search. The Query module can also search Blotter/Event Log entries. Proposal to: Town of Southold Police Department Page 10 CONFIDENTIAL Copyright 2008 by IMPACT® Arrest/Booking Provides a complete booking system to process and print arrest related reports. Reports include the State Arrest report, Court Informations and Accusatory instruments, the DA's Crime Report, Lab Analysis, DWI Bill of Particulars, Property Inventory, Statement of Admission and others. The module is integrated with the Blotter/Event Module, Master Name/Persons file, Warrants and the Case/Incident module. Also incorporates an "on-line" Law File for Penal Law and Vehicle/Traffic Law. This law file is also used to record local ordinances. Case/Incident Provides the functionality to collect data for State Incident reports as well as provide tools for case investigations and tracking histories. The Case/Incident module integrates with Arrest, Master Name, the Law Files and Blotter/Event, incorporating features to enter data once and deploying the information to the various "forms" throughout the system. Reports include UCR/IBR, Incident Report, Crime Reports, Property/Evidence and many others. Roll Call/Scheduling Provides for the entry of schedule information for each department member and permits entry of vacation, training and days off. The system combines schedule and time off information to produce the Daily Roll Call. This may then be corrected on the day of the tour for any last minute excuse's, sick leave or other changes. Reports provide schedules by member or for the entire department. Warrants Provides the facility for collecting and retrieving data relating to warrants. Warrants are fully integrated with the Blotter/Event Module — when the name of a person with a warrant is entered in the Blotter/Event Log, the system immediately displays a warning. The Warrant Report provides a listing of warrants by name or number. Also, a warrant notification letter may be printed. Aided Cases Provides the facility for collecting and retrieving data related to medical aided cases including AED (Automated External Defibrilator) and CPR information. The Aided Cases Report provides a listing of all aided cases in a selected data range. Vehicle Impounds Provides the facility for the entry and retrieval of information on impounded vehicles. The system generates a letter advising the owner of the vehicle of its status, and produces a release notice. The system generates a Vehicle Impound Report that provides a listing of all the vehicle impounds in a selected date range. Vacant Houses Collects and stores data on addresses where the owners have indicated that the buildings will be unoccupied for a period of time. The system produces a report listing vacant houses by post and as flagged in dispatch. Proposal to: Town of Southold Police Department Page 11 CONFIDENTIAL Copyright 2008 by IMPACT® Diary/Police Info Collects information on special conditions of which department members should be aware and generates a listing on the day of the tour for use by the supervisor on duty. The user making the diary entry specifies the date range, the tours and days of the week that the entry should appear. This module simplifies planning in advance for parades, special events, deployment of extra personnel, etc. Personnel Stores the following kind of information on members of the department; demographics, next of kin, promotions, compensation claims, education, training, firearms, department awards, charges and specifications and uniform equipment issued. The Personnel Search module permits scanning files for department members with special skills and training. Master Name Index Maintains a complete record of interactions between the Department and persons entered from the Blotter/Event Module, Case/Arrest, Aided Cases, Auto Accidents, Tickets, Warrants, etc. Using part of a name the user can reference a person's history. This module can also be used for entering existing name card files into the system. The module tracks aliases and has a special process to merge duplicate names. A special section for juveniles is maintained and protected by added security so that only authorized personnel can gain access. Master Vehicle Index Automatically tracks all vehicles whenever they are entered into the database. Keeps histories of traffic stops, tickets, accidents, impounds, etc. Tracks both full and partial plates. Resident/Business Allows for the record of alarm registration of residences and Master Location Index businesses, alarm companies and installers. This module is interfaced to the Blotter/Event module making the tracking of alarm activity easy to accomplish. This data can be utilized with our optional Alarm Billing module. Field Interviews This routine provides a process to record information on persons and vehicles that are not necessarily involved with an incident, but may have been interviewed by an officer in the field. This information could be useful for investigations for other incidents. Traffic Accidents Provides the tools to complete State Accident Reports. As with other modules, the Traffic Accident module interfaces with Master Name, Blotter/Event and the System Manager files. An interactive search engine is included for searching out specific information. Citations This module processes citations and traffic/parking tickets. Interfaces include Blotter/Event, Master Name and the Law File. If IMT is being implemented there is an option to process citations from the field. Proposal to: Town of Southold Police Department Page 12 CONFIDENTIAL Copyright 2008 by IMPACT' Juveniles Provides a completely separate area for the processing of Juvenile .1arrest/case" information. Supported functions include independent security clearance, sealing/unsealing of records and omission from all general reports generated by personal not having appropriate clearance. Integration includes Blotter/Event, Master Name, Evidence and Law Files. There is also a non-custodial juvenile activity card module to track non -arrest juvenile information. Query/Custom Provides a powerful facility for ad hoc searches of the database. Reporting Department personnel using one or more "search variables" may define searches. Once the search is complete, the information may then be sorted and displayed or printed. Departmental Orders Allows for an on-line version of the departments policies and procedures. Rules and regulations are easily accessible at any workstation for quick reference in any situation. Gun Permits Tracks permits that are issued for weapons. Multiple weapons may be issued under one permit. Flags this information with the persons name as well as in dispatch Orders of Protection Provides the facility for collecting and retrieving data relating to orders of protection. Orders of protection are fully integrated with the Blotter/Event Module -- when the name of a person with a order of protection for or against is entered in the Blotter/Event Module, the system immediately displays a warning. Orders may be printed at any time and specific details relating to orders of protection are easily definable by the agency. Property/Evidence Organizes and automates the property/evidence room. All pieces of property are assigned a unique ID number and can be associated to a case. Keeps a chain of custody history for property as it moves around and in and out of the property room. All property that is entered into a case is automatically tracked in the property/evidence module. System supports an optional bar code scanner and property label system. Mailbox/Email In-house messaging system. Mail can be sent to all department members, a group list, or individuals. Read receipts are a standard feature to ensure messages are ready by recipients. Alternate Resources On-line phone book database. Used to keep a listing of phone numbers, contact names, and addresses. Useful for neighboring law enforcement agencies, fire and EMS departments, as well as alarm companies and more. Tow Rotation Allows for tracking of registered tow companies and their contact information. Recommends next tow company based upon a defined schedule. Keeps log of contact attempts and refusals. Criminal Intelligence Provides a secure module with limited access to authorized individuals to record intelligence information obtained from various sources. Proposal to: Town of Southold Police Department Page 13 CONFIDENTIAL Copyright 2008 by IMPACT® System Administrator Authorized department personnel will use this sophisticated facility for controlling access to the various functions of the system. It permits the system manager to define a unique set of functions for each user. The functions that are not authorized for a user cannot be accessed and are disabled on the screen of the workstation that the user is logged on. Also, this module permits the system manager to view or change any of the security passwords in the system. Integrates with: IMPACT Others: VCAD Mobile Computing System & Field Reporting RMAP Alarm Billing IMT: Mobile Ticketing NCIC LiveScan Prosecutor's/District Attorney's Case Management TraCS (NY State) Proposal to: Town of Southold Police Department Page 14 CONFIDENTIAL Copyright 2008 by IMPACT® Designed for New York Law Enforcement IMPACT is used by more than 150 police departments and 5,000 police officers in New York State every day and has over 25 years worth of features built into it. Since its first release in 1987, IMPACT has been designed specifically for the way law enforcement operates in New York State. IMPACT prints several NYS specific forms, including: • NYS Arrest Report • NYS Incident Report • NYS MV104A • NYS MV104D — Fatal Supplemental • NYS MV104S — Truck/Bus Supplemental • NYS DWI Bill of Particulars • NYS Aggravated Unlicensed Operation of a Motor Vehicle In addition to these, IMPACT is fully certified by the NYS Division of Criminal Justice Services (DCJS) for electronic Incident Based Reporting (IBR). A Prosecutor's/District Attorney's Crime Report Worksheet is also included. The Arrest & Incident modules allow for Court Informations (accusatory documents) to be created and saved with the arrest or incident report. A complete law library comes standard as well. We believe it is important to listen to our customers. That is why we hold an Annual IMPACT User's Training Conference where our clients learn of the latest IMPACT innovations, receive highlighted training on new modules or enhancements and take advantage of powerful networking sessions with others departments and IMPACT users. Unlike most of our competitors, IMPACT has NEVER been built for another state and loosely modified to operate in New York. It is the most comprehensive New York based system on the market today. Proposal to: Town of Southold Police Department Page 15 CONFIDENTIAL Copyright 2008 by IMPACT IMPACT will diligently, efficiently and on a timely basis implement a Law Enforcement Computer System for the Town of Southold Police Department. The system is fully functional, user- friendly, and cost-effective and will increase productivity and officer safety. Implementation will be a flexible process. A group of members from various departments personnel should be assigned to jointly monitor the progress of the implementation with IMPACT. This group will serve as the communications liaison(s). Further, this group will act as System Administrators to respond to any routine user questions. The project will be implemented in a non -disruptive manner. The software is modular in design and can therefore be implemented in phases. In addition, other software modules can be easily added to provide a seamless migration path for the future. The first step after the contract award will be the preparation of a mutually agreed upon detailed project plan called a Statement of Work. This plan will include (but will not be limited to) the following components: • Timeline for all major events • Detailed organization and personnel schedule that will include all responsibilities • Final selection and identification of all system components • Description of Data Conversion • Detailed description of any custom programming • Detailed test plans • Detailed training schedule • Payment schedule & Site/User License List Training can be provided in one of two different models: "Train -the -Trainer" or User Role -based Training. Under the "Train -the -Trainer" model, IMPACT personnel will train System Administrators only. These System Administrators will later train remaining, additional, or future personnel when needed. In order to minimize the impact on the operations of the department, multiple "train - the -trainer" sessions may need to be scheduled. With the User Role -based training, all agency personnel are categorized into their area of responsibility. Each training session is geared towards the specific responsibility. Typical areas of responsibility include (but are not limited to): Patrol, Communications/Dispatch, Detectives/Investigators, Command/Management Staff, Supervisors, and System Administrators. For example, a Patrol group will cover the entry of reports (Blotters, Incidents, Arrests, etc.), but not the management and maintenance of Scheduling (reserved for Proposal to: Town of Southold Police Department Page 16 CONFIDENTIAL Copyright 2008 by IMPACT® Supervisors). End user training sessions are generally more successful and are organized into 3 hour sessions, one in the morning and one in the afternoon. Each day, a minimum of two sessions are held and a lunch break is taken. For this project, we recommend User Role -based Training. Training schedules are set to meet specific requirements of any department or agency. Training will be conducted in a designated location (i.e. Training Room, Computer Lab, etc.). IMPACT Trainers will bring several laptop computers, if not held in a lab, pre -loaded with the agency's database to train users on. IMPACT Trainers will also supply a projector to display and demonstrate the correct operation of the software during training sessions. When a computer lab is available, IMPACT Personnel will coordinate the setup and installation of the system on the lab computers to facilitate training. Training sessions are generally limited to ten (10) attendees at a time. This project will be managed by the following individuals: Name Title Direct Line: Ext: Email: Paul Labriola Chief Operating Officer (631) 770-9027 227 plabriola(cD-impact-sys.com Bryon Borders Project Manager (631) 770-9032 232 bborders(ab-impact-sys.com Keith Loper Operations Specialist (631) 770-9040 240 kloper(ccDimpact-sys.com Jonathan Williams Account Manager (631) 770-9028 1 228 jwilliams(aD-impact-sys.com Proposal to: Town of Southold Police Department Page 17 CONFIDENTIAL Copyright 2008 by IMPACT® 1 IMPACT follows its five -phase methodology for implementation. The activities and deliverables for each phase are as follows: Phase: Task: Description: 1 A Contract is awarded B Statement of Work is prepared and delivered. Meeting is held to review both documents C Statement of Work are returned executed (signed) D Milestone Payment #1 due upon the loading of IMPACT Software upon the Town's Servers (30% of Project Grand Total) E Pre -implementation Meeting is scheduled and held with agency project manager(s), IMPACT Sales Team, and IMPACT Operations Team to finalize Implementation details and establish computer system hardware and connectivity readiness. F Current Databases are collected for conversion and testing 2 G Primary IMPACT systems software (RMS and VCAD) are installed at Town of Southold and configured to access primary servers as applicable to this project. H Milestone Payment #2 becomes due (20% of Project Grand Total) 3 1 System interfaces (other than E -Justice and custom Fire Interface) are installed and configured. J Milestone Payment #3 becomes due (20% of Project Grand Total) 4 K User training performed for applications installed to this point. L Milestone Payment #4 becomes due (10% of Project Grand Total) 5 M E -Justice interface Installed and configured obtaining NYS sign -off N Milestone Payment #5 becomes due (10% of Project Grand Total) 6 O Database conversions are delivered and imported into IMPACT databases P Milestone Payment #6 becomes due (5% of Project Grand Total) 7 Q Customer Fire Interface installed, tested and accepted R System is fully accepted (30 days from completion of 5A) S Milestone Payment #7 becomes due (Final Payment — Balance of Project, 5% of Project Grand Total) - Ongoing quality assurance activities "IMPACT will load the historical data from the current system, Sunguard, and the data will then be verified and tested by the Town. The Town will provide written authorization to IMPACT when the -data has been successfully tested, which will be a condition precedent to IMPACT proceeding with Phase 3 of the Implementation of the Statement of Work. Milestone Payment #2 due upon successful verification of data (20% of the Project Grand Total). Failure of the dat to be verified as successfully imported and tested by the Town will release the Town o n further obligation under this agreement. Proposal to: Town of Southold Police Department Page 18 CONFIDENTIAL Copyright 2008 by IMPACT® IMPACT proposes to convert the existing H.T.E. AS/400 RMS that is being used by existing agency in Town of Southold Police Department. IMPACT proposes to create a conversion for the software. Data for conversion for H.T.E. is required to be in ASCII file format (SQL, .DBF, Access, .TXT, etc). File layouts should include the following: 1. Record Size 2. Field Name 3. Field Length 4. Field Type (i.e. alpha, numeric, data, etc.) 5. Field starting and ending positions 6. Data description of fields (what and how data is stored) IMPACT requires the cooperation of the Customer in converting data. "Cleaning" of converted data may be required and is the responsibility of the Customer. Conversions are generally limited to the following information: • Master Name Index • Blotter/Event Records • Arrests • Case/Incident Records • Warrants • Resident Business • Master Vehicle • Orders of Protection Proposal to: Town of Southold Police Department Page 19 CONFIDENTIAL Copyright 2008 by IMPACT' IMPACT creates "actionable knowledge" by building innovative tools and technologies to help protect public and private safety workers and make those they serve secure. IMPACT, a New York State company, is headquartered in Farmingdale, Long Island, New York. Our software is currently in use at more than 150 public safety entities, including police departments, sheriff's offices, campus police and district attorneys. Westchester County, NY Department of Public Safety Westchester County, NY Police operate a dispatch center and headquarters in Hawthorne, NY. A large and busy department the County Police patrol 66 miles of county parkways and 16,000 acres of county owned property, including the Westchester County Airport, Westchester Medical Center, Westchester Community College and county buildings. The Saw Mill River, Hutchinson River, Cross County, and Bronx River Parkways are vital thoroughfares between New York City and upstate NY communities and are traversed by hundreds of thousands of vehicles daily. With 247 sworn officers, the department regularly has anywhere from 35-45 vehicles in service and 11 are equipped with mobile computers. For more information, contact Chief Inspector Martin J. McGlynn at (914) 864-7906. Proposal to: Town of Southold Police Department Page 20 CONFIDENTIAL Copyright 2008 by IMPACT® Chemung County, NY Department of Emergency Services Chemung County, NY operates a county -wide multi-agency/multi jurisdictional CAD and Records Management System. The county -wide system includes the Chemung County 911 Center, Chemung County Sheriff's Office (150 officers), Elmira City Police (84 officers), Elmira Heights Police (10 officers), West Elmira (7 officers), and New York State Police. Horseheads Police (12 officers) are also in the process of joining the system. The system functions from a centralized county dispatch center where all of the databases are stored and summary information is shared with the local agencies including Master Name information, Event information, and Master Vehicle information. Confidential information is kept private to the originating agency. The Chemung County 911 Center normally staff four (4) full-time dispatch positions and, during high volumes, increases this to six (6) positions. A backup center is maintained at the Elmira Heights Police Department. The county is in the beginning stages of deploying mobile data computers throughout the county, thirty-eight (38) in total. For more information, contact Mark Cicora, Deputy Director of Emergency Management at (607) 737-2928. City of Newburgh, NY Police Department The City of Newburgh, NY Police Department is a prime example of a small city urban police department. With 97 sworn officers and a city population of 28,000, the department handles calls for service that are nearly twice the city population (considered very high). The department has a communications center that handles all police calls, including 911, within the city limits, and normally staffs 2 CAD positions. Mobile computers are deployed in 15 of the fleet vehicles. The City Police are linked to the surrounding Town of Newburgh and Town of New Windsor Police CAD/RMS systems and share the information in their database with those municipalities and others. For more information, contact Sgt. Paul Horaz, Records and IT Unit, at (845) 569-7579. Saratoga County, NY Sheriffs Office The Saratoga County Sheriff's Office (105 deputies) operates as the primary PSAP for the county. They initially handle all 911 calls and then route the call to. the proper responding police agency for law enforcement matters. The Sheriff's Office handles the dispatch for of 18 Fire and 12 EMS companies county -wide. The Sheriff's Office also dispatches for their patrol division, a large, active, and often busy road patrol with as many as 40 vehicles on the road. The CAD system is integrated to the mobile computing system installed in the Sheriff's Office vehicles and facilitates radio-free/voiceless dispatching and the updating of statuses from the patrol vehicles. The Sheriff's Communications Center normally staffs six (6) full-time dispatch positions and, during high volumes, increases to eight (8) positions. Until recently, the Sheriff's Office shared primary PSAP responsibilities with the New York State Police. The NYSP no longer receive 911 calls unless transferred by the Sheriff's Office. A backup 911 center with 4 CAD positions is also maintained in a separate facility. The County handles over 100,000 calls for service per year. For more information, contact Undersheriff Lt. Richard Castle at (518) 885-6761. Proposal to: Town of Southold Police Department Page 21 CONFIDENTIAL Copyright 2008 by IMPACT® Town of Warwick, NY Police Department The Town of Warwick, NY is one of the largest towns in square land area within the State of New York. With a town population of approximately 31,000 and 36 sworn officers, the town has three incorporated villages within its limits (Warwick, Greenwood Lake, and Florida). The southeastern -most section of the town is separated by Mount Peter. The town police normally have 2 dispatchers working each shift and have used the IMPACT CAD and RMS systems since 1999. See Appendix F. for a story about how IMPACT RMS helped the town solve one of its cases. For more information, contact Lt. Thomas Maslanka at (845) 986-3423. Technology Our technology is state of the art and built on the latest platforms. As new technologies and tools become available, we are constantly enhancing and migrating to the best that are available. Customer Service Service is our #1 priority. We understand that service is paramount to public safety and handle all of our service requests in a time -sensitive manner. Many avenues are available for service including phone support with a toll-free phone number and our website based customer service portal. Our service department works as a team to resolve any issues or questions that may arise. Emergency service is provided 24 hours a day, 7 days a week, 365 days a year. Best Overall Value We believe that you will see a short return on investment (ROI). To assist you in meeting your budgetary goals, we offer multiple purchase and financing options. Product IMPACT is a mature product which is now in its fourth generation. IMPACT's features and functions have been built and enhanced through over 25 years of experience. Our products include, with our annual maintenance plan, all mandated changes that are required by either the Federal or State governments. Experience IMPACT has been in business since 1980, over 34 years. This entire company history has been devoted to technology and the majority of that time is in the public safety industry. In addition, we have had a consistent management team since the company's founding. Reputation IMPACT is used by more than 5,000 police officers everyday and is installed in over 150 installations throughout the region. Proposal to: Town of Southold Police Department Page 22 CONFIDENTIAL Copyright 2008 by IMPACT® Communication We believe that communication with our customer is essential. That is why we provide information, such as announcements and updates, on our website. We meet regularly with our customers and host an annual user conference in the Fall. To better enhance the development of our applications, we have user committees that meet to review plans and provide direction. A quarterly newsletter is also published. "Systems" A unique set of systems ensures that our projects are fully comprehensive. One such system has already been completed prior to this proposal, the Needs Analysis Interview. When your project is ready to proceed to the Implementation Phase, our Account Manager will set up a meeting with the Project Manager and your staff to coordinate the details of how the installation will proceed. This minimizes miscommunications. Your account manager will also perform an Annual Installation Review to ensure you are using the system to its fullest. People All IMPACT staff are accessible from our Chief Executive Officer all the way down to the Receptionist. We have extensive training procedures which require our staff to be well trained. With a consistent, low staff turnover rate, our customers develop relationships with our staff. They both enjoy and feel comfortable contacting them for assistance. Proposal to: Town of Southold Police Department Page 23 CONFIDENTIAL Copyright 2008 by IMPACT 1. All prices quoted in this proposal are guaranteed for a period of ninety (90) days from the date of submission. Prices may be subject to change beyond that date. 2. Project Management costs include the coordination and scheduling of resources, both technical and support, to ensure a successful installation. Costs include all expected expenses for travel, lodging, and meals. Our project managers are responsible for ensuring their projects are within budget. 3. Third party product pricing does not include shipping and handling charges. These will be billed at actual cost. 4. Proposal assumes that all necessary routers, internet connections, and wireless services are already in place and activated. These are the responsibility of the customer. Proposal to: Town of Southold Police Department Page 24 CONFIDENTIAL Copyright 2008 by IMPACT® Description Net Contract Maintenance Records Management System $ 50,065.00 $ 10,013.00 VCAD Dispatch Software $ 82,450.00 $ 16,490.00 Mobile IMPACT and AMO $ 75,524.00 $ 15,104.80 Photo Imaging System $ - $ - Interfaces for VCAD and RMS $ 51,518.00 $ 10,303.60 Automatic Vehicle Location (AVL) $ 8,500.00 $ 1,700.00 Sub -total Software $ 268,057.00 Project Management & Training $ 8,415.00 Data Conversion $ Installation $ 7,973.00 Sub -Total Additional services $ 16,388.00 Maintenance: $ 53,611.40 Grand Total $ 284,445.00 Less Special Package Discount $ 264,016.80 Final Cost of Project $ 74,039.60 Annual Maintenance programs include regularly scheduled program updates, enhancements and upgrades to the new releases of IMPACT when released to the general public. Maintenance term shall commence on the 1st day of the month following the date that the system is operational in a "live" environment. Sixty days before the expiration of the initial maintenance term, IMPACT will invoice department for the Annual Software Maintenance. Agencies must send IMPACT a letter declining annual maintenance renewal thirty (30) days before the expiration date if deciding not the renew the maintenance agreement. Maintenance invoices are net 60 days. All other invoices are due upon receipt. One (1) year of maintenance is included in this proposal. Assuming that Town of Southold Police Department agencies are "live" by 04/01/2015, the next maintenance fee would be invoiced and due for 4/1/2016. Proposal to: Town of Southold Police Department Page 25 CONFIDENTIAL Copyright 2008 by IMPACT® Payments for the project are billed in milestones based upon specific deliverables that are completed. Payments for this project are due as follows: Payment Milestone Amount Number 1 Due at Contract Signing (30% of Total Project Cost) $22,211.88 2 Due at Installation of primary system software at PD $14,807.92 (20% of Total Project Cost) 3 Due at Installation of primary Interfaces at agency $14,807.92 (20% of Total Project Cost) 4 Due at User Training (10% of Total Project Cost) $7,403.96 5 Due at delivery of E -Justice Interface to agency (10% $7,403.96 of Total Project Cost) 6 Due at delivery of converted data to agency (5% of $3,701.98 Total Project Cost) 7 Due at install of custom Fire Interface and project $3,701.98 completion (5% of Total Project Cost) TOTAL $74,309.60 Proposal to: Town of Southold Police Department Page 26 CONFIDENTIAL Copyright 2008 by IMPACT® i 0 mpa.ct@ IMPACT 500 Bi -County Blvd. — Suite 122 Farmingdale, NY 11735 (631)249-1244 (800) 871-1244 Fax: (631) 249-2049 www.impact-sys.com Statement of Work Agency Information: Southold Police Department 41405 State Rt. 25 Peconic, NY 11958 Telephone: 631-765-1891 Fax: 631-765-5178 Contact: Lloyd Reisenberg, Network and Systems Administrator E-mail: Lloyd.Reisenberg@town.southold.ny.us Statement of Work (SOW) Details: 7DCR:N SOW Name: Southold, NY PD — RMS, CAD, MBL Project SOW Date: December 8, 2014 Sales Rep: jwilliams@impact-sys.com — (800) 871-1244 ext. 228 POR: N NOTE: This Statement of Work (SOW) will serve as the primary source for project management, scheduling, and product specification. This SOW will be used for all future reference to products purchased, services rendered, and overall acceptance of the project. The pricing illustrated within this Statement of Work are offered under our NYS OGS CONTRACT # PT63645 and are guaranteed for a period of ninety (90) days from the date of submission (SOW Date) as noted above The Software License offered is that of NYS OGS Contract #PT63645 and can be found on the NYS OGS web -site under Admit Computer Services Inc. Please note that IMPACT is a registered d/b/a of Admit Computer Services Inc Any questions or changes regarding this Statement of Work should be directed to: Jonathan Williams at (800) 871-1244 ext. 228 jwilliams@impact-sys.com. Southold, NY PD — RMS, CAD, MBL Project Page 1 of 19 Statement of Work between Admit Computer Services, Inc. (D/B/A as IMPACT) ("IMPACT") and Town of Southold Police Department ("Agency") 1. Overview: This Statement of Work will define (i) functionality, responsibilities, acceptance criteria, and estimated delivery schedule from execution of this document to completion of the Project (ii) the functionality, responsibilities, acceptance criteria, and delivery schedules for the IMPACT Software and related services that reside with IMPACT and (iii) the functionality, responsibilities, and acceptance testing of the hardware, network and RF infrastructure, if applicable, that reside with Agency. 2. IMPACT General Responsibilities: IMPACT will be responsible for coordinating and providing the following: (a) Install all applications listed within this document on server(s) as specified within Section 5: Hardware Section of this document. (b) Install application startup routines with associated icons upon each workstation/client, as specified within Section 5: Hardware Section of this document, for each of the applications supplied by IMPACT. (c) Test connectivity from each workstation to server and printers. (d) Perform all preliminary implementation routines. (e) Test and gain acceptance of IMPACT Software. The functionality that will be tested and accepted is defined in Section 6: Functional Description section of this document. (f) Test, and gain acceptance of IMPACT Mobile Server Software, if being implemented. IMPACT will be responsible for staging, installing, and testing the software on the server. The functionality tested and accepted is defined in Section 6: Functional Description section of this document. (g) Test, and gain acceptance of the IMPACT Mobile Laptop software, if being implemented. The functionality that will be tested and accepted is defined in Section 6: Functional Description section of this document. (h) Develop, test, and gain acceptance of an interface to the NCIC/State system, if being implemented, utilizing TCP/IP or SNA protocol. Functionality tested is defined in Section 6: Functional Description section of this document. (i) Designate a person to act as the Project Manager or Program Manager whom all Communications will be addressed who has the authority to act on behalf of IMPACT in all aspects of fulfillment of this statement of work. The person handling your project is Bryon Borders, Project Manager — (800) 871-1244 ext. 232. Your IMPACT Sales/Account Manager is jwilliams@impact- sys.com — (800) 871-1244 ext. 228. (j) Provide avenue for resolution of any IMPACT Software technical issues through IMPACT designated project manager, program manager, or sales/account manager. (k) Provide Eight (8) days and Two (2) Hours of training for designated System Supervisors. This training will be conducted utilizing the end-user training approach and will be performed in accordance with the Training Schedule provided within this document. (1) Provide product Manual(s) and/or on-line help files for each person trained by IMPACT. (m) Provide, install and test remote communications diagnosis software. 3. Agency General Responsibilities: Agency will be responsible for the following as they relate to the overall completion of this project: (a) Provide a safe work area during installation of all hardware and software. (b) Provide a functional computer/network as specified within the Hardware Section of this document for which IMPACT products are to be installed. (c) If installing a private RF system, provide a copy of the FCC license for a frequency(s) for data transmissions to the IMPACT Project Manager. IMPACT must receive this prior to system installation. (d) If mobile state interface access is being implemented, provide the following - Obtain written approval from the state's CJIS agency for the IMPACT Mobile System to have access, mnemonics, and a direct line to the NCIC/ State system. - Provide, install, test, and accept a dedicated (direct) line to the State for NCIC/ State system. - Prior to system implementation and installation, obtain and provide to IMPACT's project Southold, NY PD — RMS, CAD, MBL Project Page 2 of 19 manager in written form the mnemonics necessary for mobile NCIC/State access. One mnemonic is need for each mobile computer in some states. Provide, install, test, and accept any LAN/Diagnostic Phone/Leased/FRAD line wiring or microwave interface at the facility where the IMPACT Mobile Server, if being implemented, will be installed and at all sites that will be connected by wire line or microwave to the IMPACT Mobile Server. Lines must be connected via a network or directly to where the Admit Mobile Server will be placed. If connected via a network, then a network termination must be provided local to the IMPACT Mobile Server. (e) Provide all IP address for systems being connected via a network. (f) Provide a network hub/router for all network connectivity. (g) Provide, install, test, and accept a dial-up diagnostic phone line to connect the diagnostics/support modem on the IMPACT Server. This line must be terminated local to the IMPACT Server. The diagnostic line will allow IMPACT to provide assistance in resolving any technical issues from a remote system. (h) Agency will provide and set-up a training room and schedule IMPACT supplied application software system training with IMPACT and the agency's staff. This training, as detailed herein, will include the functionality listed in Section 6: Functional Description section of this document. 4. Agency Responsibilities for Radio/Hardware Infrastructure (if applicable): (a) Agency is responsible for providing the hardware and RF infrastructure. Installation and testing of the hardware and RF infrastructure will be completed by a subcontractor. Agency is responsible for overseeing the installation, testing, and acceptance of the RF infrastructure and hardware. (b) Complete turnkey, data -ready radio infrastructure and subsystem tested, verified, and accepted by the agency in working form. (c) Install, test, and accept connectivity between the IMPACT Message Switch/Server and the supported RF infrastructure. (d) Provide laptops meeting at least IMPACT minimum requirements ready for software loading. Laptops must have Windows Vista,7,8,or XP operating system software loaded. The laptops must be charged and Southold, NY PD — RMS, CAD, MBL Project operational prior to IMPACT loading the Mobile software. (e) Provide computer hardware for the IMPACT Message Switch/Server with a minimum configuration including the following: 2 GHz Pentium Processor, 8 Gig RAM, 500 GB (IDE/SCSI), 10/100 Ethernet Adapter, 64 MB Video Card, 15" SVGA Monitor, Windows Server 2003 or 2008 and remote desktop access. Page 3 of 19 5: Minimum and Recommended System Hardware Requirements: These requirements refer to an Intel Pentium/Microsoft Windows network platform and is designed to assist in the planning and purchasing of the hardware required to implement the IMPACT Suite. Note: Depending upon the type of initial installation being performed, the information below may only be partially applicable. The following configurations are the minimum requirements and additionally the recommended specifications for the IMPACT network environment. The IMPACT Suite is quite efficient and as a result there is a high degree of flexibility in defining the hardware configuration. This document is to be used as a guideline for minimum configuring and sizing the hardware devices for implementation. Each site is unique and discussions prior to implementation regarding hardware configurations are very important as new hardware devices are made available on a regular basis. Laser printers are required for most in-house printing applications. The hardware specifications set forth for the primary and mirrored servers are the minimum requirements to maintain five years of data on each server, based upon average installations in other municipalities. In addition, the storage capacity can be expanded via a number of alternatives, such as installation of larger capacity hard drives. A hardware configuration plan, graphically representing the network, can be found at the end of this document. IMPACT Primary CAD/RMS Server This server is the central location where the main software application(s) and database(s) reside. This is an Intel Pentium based device running Microsoft Windows Operating System & Microsoft SQL Server software. The overall performance of the system will be greatly impacted by the configuration of this server. Microsoft SQL Server is required in all CAD/RMS installations. UPS (Uninterruptible Power Supply) is also required. Ensure that the UPS has sufficient capacity to support continued operation of the server as well as the monitor and any other connected peripheral devices. Minimum Requirements: Recommended Specifications: — 2.0 GHz Processor — 3GHz Dual or Quad -core Intel/Xeon Processor — 8GB RAM — 16GB RAM — 60GB Hard Drive (SCSI/IDE) — 3x 50OGB Hard Drive (SCSI/IDE) — 10/100 Ethernet NIC — RAID 5 Disk Array — 16MB Video Display Card — 10/100/1000 Gigabit Ethernet NIC — 32X CD-ROM Drive — Redundant Power Supply — 17" SVGA Display Monitor — 64MB Video Display Card — UPS (Uninterruptible Power Supply) — 16X DVD -ROM Drive — Tape Backup Drive — 17" SVGA Display Monitor — Windows 2003Server (with appropriate number of CAL's) — UPS (Uninterruptible Power Supply) — PcAnywhere, Remote Desktop, or VNC — Tape Backup Drive — Symantec Backup Exec or CA ArcServe (with Open File & SQL Server — Windows 2008 Server Standard (with appropriate number of Agent) CAL's) — Microsoft SQL Server 2005 Standard (with appropriate number of CAL's) — PcAnywhere, Remote Desktop, or VNC (with Broadband WAN — Anti -Virus Software access) — Symantec Backup Exec or CA ArcServe (with Open File & SQL Server Agent) — Microsoft SQL Server 2008 Standard/Enterprise Edition (Processor License) (with appropriate number ofprocessor licenses) — Anti -Virus Software (Norton Anti -Virus Enterprise Edition) — High Speed Internet Access Mirrored Back -un CAD/RMS Server This server must be identical to the Primary Server with regards to hardware configuration. The purpose of this server is to provide for a disaster recovery contingency and to provide for ease of backup of data. This device communicates with the primary server over the network and maintains an identical copy of all databases. In the event of a failure at the primary server, users can activate the mirrored server and resume operations. This server offers a copy of data that can be used for performing backups. A UPS (Uninterruptible Power Supply) is also required. Ensure that the UPS has sufficient capacity to support continued operation of the mirrored server as well as the monitor and any other connected peripheral devices. Southold, NY PD — RMS, CAD, MBL Project Page 4 of 19 IMPACT Mobile Communications Server This server manages the communications sessions with the remote vehicle laptop devices. A UPS (Uninterruptible Power Supply) is also required. Ensure that the UPS has sufficient capacity to support continued operation of the server as well as the monitor and any other connected nerinheral devices Minimum Requirements: -7 Recommended Specifications: TO GHz Processor - 4GB RAM - 3 GHz Dual or Ouad-core Xeon Processor - IOOGB Hard Drive (SCSI/IDE) - 8GB RAM - 500GB Hard Drive (SCSI/IDE) - 10/100 Ethernet NIC - 10/100/1000 Gigabit Ethernet NIC - 4MB Video Display Card - Redundant Power Supply - 17" SVGA Display Monitor - 64MB Video Display Card - UPS (Uninterruptible Power Supply) - 17"SVGA Display Monitor - Windows 2003 Server (with appropriate number of CAL 's) - UPS (Uninterruptible Power Supply) - PcAnywhere, Remote Desktop, or VNC - Windows 2008 Server Standard (with appropriate number ofCAL's) - Anti -Virus Software - PcAnywhere, Remote Desktop, or VNC (with Broadband WAN access) - Microsoft Terminal Services (with appropriate number of CAL's) - Anti- Virus Software (Norton Anti- Virus Enterprise Edition) - Wireless Network Access (VPN or other) to remote field units - High Speed Internet Access - Microsoft Terminal Services (with appropriate number ofCAL's) - Wireless Network Access VPN or other) to remote teld units CAD User Workstations The overall user experience of the CAD system is highly dependent upon the configuration of this workstation. Due the demanding nature of the dispatch and communications environment, the requirements for CAD workstations are greater than for others. The use of at least two monitor displays is necessary to display all of the screen components of the CAD system as well as GIS/mapping screens. It is recommended that workstations have as many as four monitor displays. A typical configuration with four displays is to use two displays for CAD screens nnP fnr tha mars .-A F na o Min Minimum Requirements: Recommended Specifications: - 2.0 GHz Processor - 3.0 GHz Quad Core Xeon Processor - 2GB RAM - 4GB RAM - 60GB Hard Drive (SCSI/1DE) - 160GB Hard Drive (SCSI/IDE) - 10/100 Ethernet NIC - 10/100/1000 Gigabit Ethernet NIC - 64MB Video Display Card " - Dual 256MB Quad Monitor Video Display Card - 2x 20 SXGA Display Monitor or larger - 4x 20 " SXGA Display Monitor or larger - UPS (Uninterruptible Power Supply) - UPS (Uninterruptible Power Supply) - Windows 2000, XP Professional, or Vista - Windows XP Professional or Vista - Anti -Virus Software - Anti -Virus Software RMS User Workstations The user experience of the RMS system is imparted by tha -r+i,;A, —4 Minimum Requirements: Recommended Specifications: ssor - 3.0 GHz Processor 740GBHard - 8GB RAM ive (SCSI/IDE)60GB Hard Drive (SCSI/IDEet NIC 10/100/1000 Ethernet NIC eoisplay Card - 64MB Video Display Card - 17" SVGA Display Monitor - 17" SVGA Display Monitor or larger - Windows 7, XP Professional, or Vista - Windows 7, 8, XP Professional, or Vista - Anti -Virus Software - Anti -Virus Software Mobile Data Computers (MDC) The MDC will consist of vehicle mounted notebook computers (or laptops). These can be ruggedized devices (ruggedized laptop computers or fixed mount mobile data computers). We are also comfortable using commercial off-the-shelf (COTS) laptops for this application. Specialized communication devices are required depending on the type of wireless communication network to be used. Minimum Requirements. - 2.0 GHz Processor - 4GB RAM - 40GB Hard Drive (SCSI/IDE) - 16MB Video Display Card - Wireless connection device (RF or Cellular) - Windows 7, Vista, XP Professional - Anti -Virus Software Southold, NY PD - RMS, CAD, MBL Project - 2.0 GHz Processor - 8GB RAM - IOOGB Hard Drive (SCSI/IDE) - 64MB Video Display Card - Wireless connection device (RF or Cellular) - Windows 7,8, Vista, XP Professional - Anti -Virus Software Page 5 of 19 L6eal Area Network (LAN) Devices and Cabling A minimum of a 100 Base -T Local Area Network must be used for this application. This consists of category -5e (CAT5e) cable run to each user's device location from a central location where the network switch resides. The network switch(es) can be multi -port devices. Termination for this type of network is RJ45 connectors. For workstations and/or server with Gigabit Ethernet NIC's, category 6 (CAT6) cable is required with Gigabit switches. Gigabit switches, CAT6, and Gigabit Ethernet NIC's significantly increase the transfer speed of information across the network and are recommended for connecting CAD workstations to the CAD/RMS Server. Wireless Communications Network This is the facility that allows the MDC's to communicate interactively with the IMPACT system. The best method of wireless communications to be utilized depends upon a variety of factors, and it is best discussed in depth prior to selection and implementation. IMPACT supports any IP -based wireless network. Two types of services are available for wireless communications: Public (Cellular) wireless & Private (Radio) wireless. Public providers are cellular carriers such as: Verizon Wireless, Sprint/Nextel, AT&T (formerly Cingular), T -Mobile, and Cellular One. The fn11 xvinrt chart Pvnln;nc the rl;fferent tvnes of rnihlic (cellular) data services: 1 Mb/s = 1,000 Kb/s IMPACT currently has active systems on the following private (radio) network systems: • DataRadio • IPMobileNet • EDACS Occasionally, local radio vendors may offer leased private (radio) network access. NCIC Interface For New York: The E -Justice system will be used for NCIC access for this project. If the E justice network is not available but an existing Cisco 830 encryption router is available in the agency then that will be used. Users should contact Scott Manchester at New York State Police (518) 485-5684 and Mike Morrill also at New York State Police (518) 485-8332 to begin the process for integrating the CAD/RMS/Mobile system with the NYSPIN network. For New Jersey: Users will have to contact New Jersey State Police to integrate the CAD/RMS/Mobile system with the NCIC system. Automatic Vehicle Location (AVL) / GPS The AVL/GPS module supports devices that use either the NMEA or TAIP protocol. These protocols are supported over a serial or raw UDP connection. Devices currently in use include: AirLink PinPoint X (combination Verizon Wireless EV -DO data modem and GPS receiver), Sierra Wireless MP555 or MP775 (combination IxRTT data modem and GPS receiver), and Antenna Plus APG100 (combination GPS receiver and cellular antenna). Southold, NY PD — RMS, CAD, MBL Project Page 6 of 19 AT&T Service: IXRTT EV -DO GPRS EDGE Broadband Connect Verizon Wireless, Verizon Wireless, AT&T, T -Mobile, AMT, T -Mobile, AT&T (Next Carriers: Sprint/Nextel SprintlNextel CellularOne CellularOne Generation) Download Speed 144 Kb/s 3.1 Mb/s 80 Kb/s 236.8 Kb/s 3.6 Mb/s (max): Upload Speed 144 Kb/s 1.8 Mb/s 20 Kb/s 59.2 Kb/s 384 Kb/s (max): 1 Mb/s = 1,000 Kb/s IMPACT currently has active systems on the following private (radio) network systems: • DataRadio • IPMobileNet • EDACS Occasionally, local radio vendors may offer leased private (radio) network access. NCIC Interface For New York: The E -Justice system will be used for NCIC access for this project. If the E justice network is not available but an existing Cisco 830 encryption router is available in the agency then that will be used. Users should contact Scott Manchester at New York State Police (518) 485-5684 and Mike Morrill also at New York State Police (518) 485-8332 to begin the process for integrating the CAD/RMS/Mobile system with the NYSPIN network. For New Jersey: Users will have to contact New Jersey State Police to integrate the CAD/RMS/Mobile system with the NCIC system. Automatic Vehicle Location (AVL) / GPS The AVL/GPS module supports devices that use either the NMEA or TAIP protocol. These protocols are supported over a serial or raw UDP connection. Devices currently in use include: AirLink PinPoint X (combination Verizon Wireless EV -DO data modem and GPS receiver), Sierra Wireless MP555 or MP775 (combination IxRTT data modem and GPS receiver), and Antenna Plus APG100 (combination GPS receiver and cellular antenna). Southold, NY PD — RMS, CAD, MBL Project Page 6 of 19 6. Functional Descriptions ADVANCED RECORDS MANAGEMENT SYSTEM (RMSTM) The Advanced Records Management System ("RMSTM11) offers a comprehensive, user-friendly method of gathering, manipulating and retrieving data in real time usage. Following is a description of the key standard features: Blotter/Event Log: Used to enter incident -related information. Provides immediate feedback if the event location has an incident history or active warrant. Event type, narrative and response data are also connected. All locations and persons entered in the Blotter/Event Log become part of common system wide geographic and persons files, and are then known to all other modules. This means that a person or address entered through an Auto Accident report, for example, is known to the Blotter/Event Log, and vice versa. Movement from screen to screen and field to field is accomplished easily and quickly a click of the mouse in this module, as well as in all other data entry functions. The Blotter/Event Log can be viewed or printed within any range of date and time. The Public Blotter/Event Log feature allows the printing of the Blotter/Event Log with names and locations omitted for events designated as confidential. The Blotter/Event Log also provides the ability to indicate that a follow up report is required, e.g., auto accident, case/arrest, property/evidence, vehicle impound, etc. When these reports are entered, they refer back to the original Blotter/Event Log entry providing a complete incident report. Reports include the Blotter/Event Log Listing, Officer Activity, Location Activity, and Blotter/Event Log Search. The Query module can also search Blotter/Event Log entries. Arrest/Booking: IMPACT® 2000 provides a complete booking system to process and print arrest related reports. Reports include the State Arrest report, Court Informations and Accusatory instruments, the DA's Crime Report, Lab Analysis, DWI Bill of Particulars, Property Inventory, Statement of Admission and others. The module is integrated with the Blotter/Event Log, Master Name/Persons file, Warrants and the Case/Incident module. IMPACT® 2000 also incorporates an "on-line" Law File for Penal Law and Vehicle/Traffic Law. This law file is also used to record local ordinances. Case/Incident Processing: IMPACT® 2000 provides the functionality to collect data for State Incident reports as well as provide tools for case investigations and Southold, NY PD — RMS, CAD, MBL Project tracking histories. The Case/Incident module integrates with Arrest, Master Name, the Law Files and Blotter/Event, incorporating routines to enter data once and deploying the information to the various "forms" throughout the system. Reports include UCR/IBR, Incident Report, Crime Reports, Property/Evidence and many others. Roll Call: Provides for the entry of schedule information for each department member and permits entry of vacation, training and days off. The system combines schedule and time off information to produce the Daily Roll Call. This may then be corrected on the day of the tour for any last minute excuse's, sick leave or other changes. Reports provide schedules by member or for the entire department. Warrants: Provides the facility for collecting and retrieving data relating to warrants. Warrants are fully integrated with the Blotter/Event Log -- when the name of a person with a warrant is entered in the Blotter/Event Log, the system immediately displays a warning. The Warrant Report provides a listing of warrants by name or number. Also, a warrant notification letter may be printed. Aided Cases: Provides the facility for collecting and retrieving data related to medical aided cases including AED (Automated External Defibrilator) and CPR information. The Aided Cases Report provides a listing of all aided cases in a selected data range. Vehicle Impounds: Provides the facility for the entry and retrieval of information on impounded vehicles. The system generates a letter advising the owner of the vehicle of its status, and produces a release notice. The system generates a Vehicle Impound Report that provides a listing of all the vehicle impounds in a selected date range. Vacant House: Collects and stores data on addresses where the owners have indicated that the buildings will be unoccupied for a period of time. The system produces a report listing vacant houses by post and as flagged in dispatch. Diary/Police Info: Collects information on special conditions of which department members should be aware and generates a listing on the day of the tour for use by the supervisor on duty. The user making the diary entry specifies the date range, the tours and days of the week that the entry should appear. This module simplifies planning in advance for parades, special events, deployment of extra personnel, etc. Personnel: Stores the following kind of information on members of the department; demographics, next of kin, Page 7 of 19 promotions, compensation claims, education, training, firearms, department awards, charges and specifications and uniform equipment issued. The Personnel Search module permits scanning files for department members with special skills and training. Master Name: Maintains a complete record of interactions between the Department and persons entered from the Blotter/Event Log, Case/Arrest, Aided Cases, Auto Accidents, Tickets, Warrants, etc. Using part of a name the user can reference a person's history. This module can also be used for entering existing name card files into the system. The module tracks aliases and has a special process to merge duplicate names. A special section for juveniles is maintained and protected by added security so that only authorized personnel can gain access. Resident/Business: Allows for the record of alarm registration of residences and businesses, alarm companies and installers. This module is interfaced to the Blotter/Event module making the tracking of alarm activity easy to accomplish. This data can be utilized with our optional Alarm Billing module. Field Interviews: This routine provides a process to record information on persons and vehicles that are not necessarily involved with an incident, but may have been interviewed by an officer in the field. This information could be useful for investigations for other incidents. Traffic Accidents: IMPACT® 2000 provides the tools to complete State Accident Reports. As with other modules, the Traffic Accident module interfaces with Master Name, Blotter/Event and the System Manager files. An interactive search engine is included for searching out specific information. Citations: This module processes citations and traffic/parking tickets. Interfaces include Blotter/Event, Master Name and the Law File. If AMO is being implemented there is an option to process citations from the field. Juveniles: IMPACT® 2000 provides a completely separate area for the processing of Juvenile "arrest/case" information. Supported functions include independent security clearance, sealing/unsealing of records and omission from all general reports generated by personal not having appropriate clearance. Integration includes Blotter/Event, Master Name, Evidence and Law Files. There is also a non-custodial juvenile activity card module to track non -arrest juvenile information. Southold, NY PD — RMS, CAD, MBL Project Query: Provides a powerful facility for ad hoc searches of the database. Department personnel using one or more "search variables" may define searches. Once the search is complete, the information may then be sorted and displayed or printed. Departmental Orders: Allows for an on-line version of the departments policies and procedures. Rules and regulations are easily accessible at any workstation for quick reference in any situation. Gun Permits: Tracks permits that are issued for weapons. Multiple weapons may be issued under one permit. Flags this information with the persons name as well as in dispatch. Master Vehicle: Automatically tracks all vehicles whenever they are entered into the database. Keeps histories of traffic stops, tickets, accidents, impounds, etc. Tracks both full and partial plates. Orders of Protection: Provides the facility for collecting and retrieving data relating to orders of protection. Orders of protection are fully integrated with the Blotter/Event Log -- when the name of a person with a order of protection for or against is entered in the Blotter/Event Log, the system immediately displays a warning. Orders may be printed at any time and specific details relating to orders of protection are easily definable by the agency. Property Tracking: Organizes and automates the property/evidence room. All pieces of property are assigned a unique ID number and can be associated to a case. Keeps a chain of custody history for property as it moves around and in and out of the property room. All property that is entered into a case is automatically tracked in the property/evidence module. System supports an optional bar code scanner and property label system. Mailboxes/In-House E-mail: In-house messaging system. Mail can be sent to all department members, a group list, or individuals. Read receipts are a standard feature to ensure messages are ready by recipients. Alternate Resources: On-line phone book database. Used to keep a listing of phone numbers, contact names, and addresses. Useful for neighboring law enforcement agencies, fire and EMS departments, as well as alarm companies and more. Security/System Manager: Authorized department personnel will use this sophisticated facility for controlling access to the various functions of the system. It permits the Page 8 of 19 W system manager to define a unique set of functions for each user. The functions that are not authorized for a user cannot be accessed and are disabled on the screen of the workstation that the user is logged on. Also, this module .permits the system manager to view or change any of the security passwords in the system. ADVANCED MOBILE ONLINE (AMOTM) AMO provides the officer in the vehicle, by means of a laptop computer or other mobile computer device and RF/CDPD communications, with interactive access to the local headquarters' database. Information from selected files can be accessed and updated real-time, and made available immediately to other users - for example, detectives who will be `catching' the case. Officers in patrol cars can complete forms in the field, avoiding the necessity of returning to headquarters. Dispatch messages and patrol officer replies are transmitted as data, providing security and privacy. Messages can contain CAD generated information on hazards, person and location details and event description. Messages are stored until they are deleted or the user logs off, allowing repeated viewing. With the IMPACT® Photo Imaging/Mugshot software, if implemented, photos of persons (wanted felons, missing persons, etc.) can be transmitted individually or in broadcast mode to AMOTM users, providing rapid dissemination of vital visual information. Descriptive text can accompany the image, providing information relevant to the person or the circumstance. This feature distributes extremely time sensitive material to officers, avoiding delays involved in using print and/or fax distribution. The RF link can be a variety of radio communications methodologies (private radio network licensed to the agency, public radio network provider, CDPD, 800 MHz trunked system, etc.), selected by the installation. An additional function for AMOTM users communicating via CDPD Mobile Data Services is the capability to remain connected outside the vehicle. Using battery power and a wireless PCMCIA modem card, the user can maintain interactive communications with the database. This allows a detective, for example, to take a statement inside a residence and update a case file immediately. MOBILE RECORDS The Mobile Advanced Records Management System ("RMSTM") offers a remote comprehensive, user - Southold, NY PD — RMS, CAD, MBL Project friendly method of gathering, manipulating and retrieving data in real time usage. The mobile records system provides identical functionality to the features listed in the Advanced Records Management System of section 6 of this Statement of Work. TEXT -to -SPEECH - A "Text -to -Speech" option allows critical messages to be vocalized at the laptop, enabling officers to perform duties without the necessity of viewing the screen. This feature is especially useful when the patrol vehicle is moving, or the officer is dealing with a potentially violent situation. VISUAL COMPUTER AIDED DISPATCH (VCADTM) VCAD is a full featured, easy-to-use Computer Aided Dispatching system for Police, Fire, and Emergency medical Services. VCAD aids the dispatcher in assigning resources promptly and efficiently, and provides critical information from the RMS database to dispatchers and responding public safety officers. Fully integrated with the Records Management System, VCAD features include: • Efficient user interface, for rapid selection of incident information, available resources and dispatching functions • Geo -based address file with nearest cross streets, run cards, hydrant locations, grids and zones • Recommend units for dispatch • Interfaced to Enhanced 911 (E911) module • Incident location shown on map of locale, using optional Mapping Interface module • Flagging of warrants, Orders of Protection, hazards, alarm sites, person histories and location histories • Look -ups by location name and address • Multi-level pre -plan responses and suggested units based on location and availability • Date/time/event numbers stamped by system • User assignable timers • Hard copy log • Extensive set of reports for planning and analysis MESSAGING Messaging empowers your agency to communicate information on events and service calls via text and email to particular system users and user groups automatically or on on -demand. The groups can be easily configured to emulate your agencies profile including groups like Patrol, Administration, Investigations or even full time or part time Fire and EMS personnel as a few examples. Page 9 of 19 AUTOMATIC VEHICLE LOCATION (AVL) Adding AVL software and a PCMCIA card with a GPS receiver in an AMO equipped vehicle facilitates transmitting its location to headquarters, where it is overlaid on a map. Pinpoint locating of the vehicle is determined from Global Positioning System (GPS) satellites. Location and status of vehicles types (indicated by color -coded icons), and their movements are automatically plotted on the map. AVL provides management and dispatchers with a tracking tool that locates all equipped vehicles, and a visual representation that facilitates informed dispatch. When linked to Visual Computer Aided Dispatch, VCAD the system provides the location of the event, which is indicated on the map by a red arrow. AVL takes dispatching resources out of the abstract by providing visual representation of assets, rather than relying on voice reports alone. • Accurately tracks and displays the position of all connected mobile units on a map • Promotes fast accurate deployment of resources • Tracks real-time response of vehicles to an event • Provides management with enhanced supervisory capabilities • Provides command capabilities in the field NCIC/SCIC INTERFACE NCIC Interface facilitates instant access to local, state and national crime information databases at selected workstations on the network and in every AMO attached vehicle or mobile computer. Connection can be by a dedicated direct telephone link to the state computer system, or by cable connection to an existing properly configured NCIC terminal. Inquiries transmitted to the state systems are also forwarded to the National Crime Information Center (NCIC) database. Users are presented with integrated menu options for inquiries (e.g. driver information, persons, criminal history, etc.) and updates. AMO users can accomplish most functions in the field as though they were in headquarters without involving the dispatcher. • Accesses local and state databases • Accesses DMV, NCIC, FBI, etc. • No dedicated terminal is necessary • Mobile users have the same functionality as in headquarters • Mobile users don't need to involve the dispatcher • Decreases administrative burden • Increases officer safety ENHANCED 911 INTERFACE (E911) E911 imports the caller's name, number and location (ANI/ALI) data from phone company records directly into the application. E911 utilizes an RS -232 connection between phone company equipment and the VCAD server and enables rapid, accurate dispatching of required units. If the address for the call for service is the subscriber's address, pressing one key will automatically enter that information to the proper field on the screen. The data is displayed either on the event screen (Blotter/Event Log) or the Visual Computer Aided Dispatch, VCAD screen. Because IMPACT® 2000 links all the information in every module system -wide, historical information on the person or location is immediately accessed and available to the dispatcher, enabling informed decisions regarding the allocation of manpower and resources. • Links 911 service with records management • Displays data to the event or CAD screen • Imports caller's information from the Phone Company (ANI/ALI) • Retrieves and links the history of the caller with persons or location • Enables effective allocation of manpower MAPPING INTERFACE Mapping Interface works with mapping software to display the location of events. It gives the dispatcher the ability to "zoom" the map for detail, or move it (up/down/sideways) to enhance the view. When used in conjunction with AMO and AVL, the map will display the location and movement of all equipped vehicles, whose status is color -coded for easy recognition. Data from RMS, the records management system, can create pin maps which graphically display locations of various events, (i.e. location of all robberies in the jurisdiction within a specified date range and committed by a perpetrator with a particular MO). • Displays detailed graphic information about the location of an event • Allows the dispatcher to manipulate the map to show detail • Combines with AMO and AVL to track and display the position of all available units • Combines with RMS to create pin maps and analysis of crimes in an area Southold, NY PD — RMS, CAD, MBL Project Page 10 of 19 VSTAT The VSTAT software provides flexible and customizable window choices and positioning, includes a map window that automatically repositions as any event is chosen and the web -based map ensures that current and accurate maps with automatic updates are accessible by the agency. The map displays the current location of all active and pending events, as well as unit locations, speed and direction if using the IMPACT: AVL software in the vehicles. VSTAT has a passive mode setting that will constantly update to reflect changes in current activity. The VSTAT VCAD Status Screen is a browser based technology that provides visual read only access to current dispatch area activity authorized agency personnel and departments providing a more streamlined, efficient and collaborative work environment. The software can be run from any computer having an internet connection and a browser. PHOTO IMAGING SOFTWARE TECHNOLOGY ON-LINE (PISTOLTM) The PISTOLTM System enables departments to capture images of prisoners, property, accident scenes, crime scene photos, etc., and link them to the RMS database for viewing with other pertinent information. Mug shots are linked to the person's data, and can be retrieved for identification at police headquarters. Color or black/white are supported, along with print capability. Multiple images of a given person can be captured and stored. Printed mug shots are accompanied by a summary of the person's descriptive information. Lineups can be created, using powerful search arguments based on specified characteristics (e. g., physical description). Lineups can be viewed on-screen or printed, along with identification information (e.g., date/time of use, witness, etc.). Lineups can be re- ordered for use by multiple witnesses. Photos. relating to a crime can be linked to a specific case, and retrieved or printed on demand, with officer's notes attached. Any properly configured IMPACT® workstation can view images, create lineups, etc. Images are stored on the server. Images can be captured with either a video camcorder or a still shot digital camera, or entered in the system through appropriate file types. This fully integrated system in effect allows you to "staple" a photograph to any record in the IMPACT® 2000 database. This can be particularly effective in the investigation and reporting of traffic accidents. Armed with an inexpensive digital camera, an officer can easily and readily take pictures at the scene of an accident and immediately "staple" those pictures to the accident report. That entire report can be created in the car using our AMO laptop and then transmitted to the headquarters database for access by any other authorized user of the system. FIRE -INTERFACE A system interface between IMPACT and the RedAlert and Firehouse fire records management systems that exports dispatch call data for units and times from the IMPACT system to the fire records system. TRACS-INTERFACE A system interface between IMPACT and the TRACS system that imports accident and traffic ticket information into the IMPACT citation and accident modules from the TRACS system. LIVESCAN-INTERFACE A system interface between Comnetix or ID Networks livescan systems that imports or exports arrest information and photos to or from the IMPACT arrest module. BAR CODING & PROPERTY LABELS Includes a bar code scanner as well as a label printer to print bar code labels for property/evidence tags. Also includes interface the RMS Records Management System Property Tracking Module to assign unique ID numbers as well as perform look -ups. Southold, NY PD — RMS, CAD, MBL Project Page 11 of 19 7. Other services being provided: (a) Data Conversion: Schedule A lists all data files that it has been agreed to be converted as part of this project. Customer will provide, or will have provided, data in ASCII or other acceptable format along with associated file layouts. (b) Custom Programming: Schedule B lists all custom programming that it to be part of this project. (c) Installation Schedule: See Schedule C. (d) Training Schedule: See Schedule D. (e) Implementation Schedule: See Schedule E. (f) Payment Schedule & User Licenses: See Schedule F. (g) Project Notes and Special Agreements: See Schedule G. Southold, NY PD— RMS, CAD, MBL Project Page 12 of 19 Statement of Work Schedule A — Data Conversion IMPACT proposes to convert the existing H.T.E. AS/400 RMS that is being used by existing agency in Town of Southold Police Department. IMPACT proposes to create a conversion for the software. Data for conversion for H.T.E. is required to be in ASCII file format (SQL, .DBF, Access, .TXT, etc). File layouts should include the following: 1. Record Size 2. Field Name 3. Field Length 4. Field Type (i.e. alpha, numeric, data, etc.) 5. Field starting and ending positions 6. Data description of fields (what and how data is stored) IMPACT requires the cooperation of the Customer in converting data. "Cleaning" of converted data may be required and is the responsibility of the Customer. Conversions are limited to the following information: • Master Name Index • Blotter/Event Records • Arrests • Case/Incident Records • Warrants • Resident Business • Master Vehicle • Orders of Protection Southold, NY PD - RMS, CAD, MBL Project Page 13 of 19 Schedule B — Custom Programming • FIRE INTERFACE - A single fire data file/report, currently created by the existing HTE CAD system, will be created by IMPACT to allow for the Fire Districts within the Town of Southold to pick up the data file and interface within the Fire Records Management System of their respective department. Schedule C — Project Commencement & Installation • Commencement of this project will be scheduled upon receipt of the following: o One fully executed Statement of Work (SOW) that will serve as the primary source for all details relation to the implementation of the Public Safety software at Town of Southold Police Department. o Milestone Payment #1 due at execution of SOW as per Schedule F. Six (6) DAY(S) and Two (2) Hours of on-site installation is included in the total project price for up in accordance with Schedule E — Implementation Schedule to include: o Install all components of project outlined in the Project User Licenses provided in Schedule F. o Additionally IMPACT will provide Installation of the AVL software and install a Fire Report current used at the Town of Southold Police Department. Schedule D — Training Schedule Eight (8) DAY(S) and Two (2) Hours of on-site training for system supervisors and user staff utilizing the "end-user training approach" is included in the total project price as follows: o System Supervisor Training (not to exceed 5 persons) o VCAD Dispatcher Training o Road Patrol Officer Training o Records Management Training Southold, NY PD — RMS, CAD, MBL Project Page 14 of 19 Schedule E — Implementation Schedule a. Implementation Schedule IMPACT follows its seven -phase methodology for implementation. The activities and deliverables for each phase are as follows: Note: Some phases and milestone payments may be combined based on the actual work performed during implementation visits. If there is no data conversion included in this project then milestone payments 5 and 6 will be due at the completion ofphase 5. Phase: Task: Description: 1 A Contract is awarded B Statement of Work is prepared and delivered. Meeting is held to review both documents C Statement of Work are returned executed (signed) D Milestone Payment #1 due at contract signing is received (30% of Project Grand Total) E Pre -implementation Meeting is scheduled and held with agency project manager(s), IMPACT Sales Team, and IMPACT Operations Team to finalize Implementation details and establish computer system hardware and connectivity readiness. F Current Databases are collected for conversion and testing 2 G Primary IMPACT systems software (RMS and VCAD) are installed at Town of Southold and configured to access primary servers as applicable to this project. H Milestone Payment #2 becomes due (20% of Project Grand Total) 3 I System interfaces (other than E -Justice and custom Fire Interface) are installed and configured. J Milestone Payment #3 becomes due (20% of Project Grand Total) 4 K User training performed for applications installed to this point. L Milestone Payment #4 becomes due (10% of Project Grand Total) 5 M E -Justice interface Installed and configured obtaining NYS sign -off N Milestone Payment #5 becomes due (10% of Project Grand Total) 6 O Database conversions are delivered and imported into IMPACT databases P Milestone Payment #6 becomes due (5% of Project Grand Total) 7 Q Customer Fire Interface installed, tested and accepted R System is fully accepted (30 days from completion of 5A) S Milestone Payment #7 becomes due (Final Payment — Balance of Project, 5% of Project Grand Total) - Ongoing quality assurance activities Southold, NY PD — RMS, CAD, MBL Project Page 15 of 19 Schedule F — Payment Schedule & User Licenses Description $22,211.88 Net Contract Maintenance Records Management System _. .. $ 50,065.00 , $ 10,013.00 1,16__49_0 Dispatch Software $ 82 450.00 " $ ,0.00 Mobile IMPACT and AMO $ 75,524.00 $ 15,104.80 Photo Imaging System 'and $$ Project Total: $74,039.60 - Interfaces for V66RMS $ 51,518.00 $ 10,303.60 Automatic Vehicle Location (AVL) $ 8,500.00 $ 1,700.00 Sub -total Software $ 268,057.00 Project Management & Training $ 8,415.00 Data Conversion $- Installation $ __. 7,973.00 Sub -Total Additional services $ 16,388.00 Grand Total $ .__ 284,445.00 Less Special Package Discount $ 210,405.40 Final Cost of Project $ 74,039.60 Due at Contract $22,211.88 _ Due at Phase I Co letion $14,807.92 Due at Phase I Completion $14,807.92 Due at Phase III Completion$7,403.96 _... .......... Due at Phase IV Completion $7,403.96 Due at Project Acceptance $3,701.98 Due at Project Completion $3,701.98 Project Total: $74,039.60 Southold, NY PD — RMS, CAD, MBL Project Page 16 of 19 • Schedule of Maintenance Fees: o Annual Maintenance Contract (April 1" 2016): $53,611.40 ■ First year of maintenance is included in Total Project Cost above. ■ Note 1: Annual Maintenance as noted above is for THIS PROJECT/SOW ONLY and is in addition to any maintenance contract already in effect. ■ Note 2: Annual Maintenance Contract Renewals will be pro -rated in order to coincide with any existing maintenance contracts. • User Licenses: Licensing is provided under the provisions of our OGS Contract PT- 63645. Application: License Type: Previous: New. Total: Records Management System Site 0 999 999 Bar Coding Workstation 0 1 1 VSTAT Site 0 999 999 VCAD Workstation 0 4 4 Communications Server Workstation 0 19 19 AM03 Workstation 0 19 19 Mobile IMPACT Workstation 0 19 19 PHOTOSite _ 0 1 1 Text Messaging Site 0 l 1 LiveScan Interface Site0 _ 1 1 e911Interface Site 0 1. 1 Data Sharing Site 0 1 1 eJustice Interface Site 0 1 1 Fire Interface Workstation 0 1 1 NYS TrAcS Interface Tickets and Accidents Site 0 1 1 AVL Vehicle Workstation 0 15 15 Schedule G — Project Notes and Special Agreements • IMPACT will create a current fire report that is being utilized by the Fire Districts within Town of Southold, the report will be supplied by Lloyd Reisenberg to IMPACT with the SOW to allow for IMPACT to view and create the report file. Southold, NY PD - RMS, CAD, MBL Project Page 17 of 19 . 4 Statement of Work Signature Page IN WITNESS HEREOF, the parties have caused the Statement of Work to be executed by their duly authorized representatives on the date(s) shown below. ADMIT COMPIITFR cF_RVICES, INC. Town of Southold Signature (! Dennis Labriola Print Name President/CEO Title Date Southold, NY PD — RMS, CAD, MBL Project Signature Print Name r -- Title Date Page 18 of 19 W IMPACT — "Live" System Sign -Off It is hereby acknowledged that on the date indicated below the IMPACT software, as detailed per the Statement of Work dated , is now operational in a "live" environment. A "live" environment is one that is operational for actual events, activity and reporting processes and procedures by the general staff of the department and/or municipality. As of this point in time all on-going issues, enhancement requests, troubleshooting and service requests are now considered maintenance issues and will be addressed as part of the Maintenance Agreement and our general maintenance/service procedures. It is further acknowledged that all outstanding fees as detailed within the Statement of Work and any outstanding Maintenance Fees are now due and payable within 30 days of the execution of this document. Accepted By: Name: (Please Print) Title: Date: Southold, NY PD — RMS, CAD, MBL Project IMPACT: Page 19 of 19