HomeMy WebLinkAbout11 - CC-11 - Approval for the Purchase of the Quetel - 6/1/2021
CITY COUNCIL AGENDA REPORT
MEETING DATE: JUNE 1, 2021 ITEM NUMBER: CC-11
SUBJECT: APPROVAL FOR THE PURCHASE OF THE QUETEL DIGITAL
EVIDENCE MANAGEMENT SYSTEM (DEMS) AGREEMENT
DATE: MAY 13, 2021
FROM: POLICE DEPARTMENT
PRESENTATION BY: ED EVERETT, LIEUTENANT
FOR FURTHER INFORMATION CONTACT: ED EVERETT (714) 754-5395
RECOMMENDATION:
Staff recommends City Council:
1. Authorize the City Manager to execute the purchase of a digital evidence
management system, with Omnigo Software, LLC (QueTel), for $169,260.53
(Attachment 1) for the Police Department.
BACKGROUND
Law enforcement investigations conducted by the Costa Mesa Police Department
require the collection, photography, and storage of evidence. In addition to physical
evidence that the Police Department processes, it also collects a variety of video and
audio evidence, such as surveillance and/or cellular phone video. Due to advances in
technology, physical evidence has been augmented with digital data. Therefore, it is
imperative that evidence management be a critical task in maintaining the custody of
evidence throughout the legal process (criminal and civil). The process to collect,
transfer, maintain, manage, redact, and release the data must be efficient and
streamlined. The evidence management system must have safeguards to ensure
integrity of the stored evidence, control user access, provide a method to limit access to
sensitive case information, and have an ability to create a retention schedule.
Currently, the Police Department does not have a formal digital evidence management
system. Digital evidence is uploaded to a photograph file on the department’s computer
network. The data file is reviewed to ensure it is formatted with the correct case or
incident number. The file is later transferred to the Crime Scene Unit (CSU) photograph
file where it is stored until there is a request for the image or video(s). As image/video
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requests are received, department personnel will review the CSU file to locate the case
and evidence attached to it. Once the image is located, it will be transferred to a DVD or
printed on paper. Once a video is located, it will be transferred to a DVD or USB flash
drive. The staff time needed to transfer files to paper, DVD, or flash drive varies due to
the file size of the image/video and the number of images/videos. In a number of cases,
it can take several hours. Department staff then delivers the transferred evidence to the
district attorney or court.
There are no current safeguards in place to identify individuals who upload, view, and
transfer images/video. The current system is limited on how a file can be searched or
located. For example, the system cannot be searched by the individual who uploaded
an image/video or for a specific type of incident. There is no way to flag an image/video
with a retention date to assist in purging the image/video when it is no longer needed or
indicate if it needs to be held for an appellate process.
The QueTel system has an application programming interface that will connect and
integrate with the department’s new WatchGuard in-car video and body worn camera
(BWC) system, Central Square Computer Aided Dispatch and Records Management
System (CAD/RMS), and Rimage disc writer/printer systems. The digital evidence
management system removes the evidence from the device then uploads the evidence
to the system. It is a web based browser application and can be accessed in the field, at
the station, or while at court. The images/videos are stored via cloud storage freeing up
data storage space on the Police Department network and server. Evidence can be
transferred to the district attorney or courts through a secured link.
ANALYSIS:
The current image storage system is antiquated and does not have an application
programming interface to connect with the department’s WatchGuard, Central Square,
and Rimage systems.
The purchase of the QueTel digital evidence management system will enhance the
department’s ability to collect, verify, manage, store, and transfer digital evidence. It will
reduce the overall costs associated with managing and transferring the evidence by
reducing staff time needed to process evidence requests. It also adds safeguards to
limit, monitor, and review who is accessing the evidence files.
The City conducted its due diligence by identifying a Cooperative Agreement, Software
House International (SHI) through OMNIA Partners (formerly National IPA) Contract No.
2018011-02, which was competitively bid. However, SHI’s quote was higher than
Omnigo’s and both quotes were for the same commodity/service. SHI would not match
Omnigo’s quote or come down on cost.
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ALTERNATIVES CONSIDERED:
The City Council could choose not to purchase the digital evidence management
system; however, this alternative is not recommended as a management system is
necessary to control and monitor access to digital evidence and reduce staff time and
costs associated with the collection, storage, management, and transfer of digital
evidence.
FISCAL REVIEW:
Funding for this agreement is included in the Fiscal Year 2020-21 Budget.
LEGAL REVIEW:
City Attorney’s Office has reviewed the documents and approved them as to form.
CITY COUNCIL GOALS & PRIORITIES:
This item supports City Council Objective: Maintain and enhance the City’s infrastructure,
facilities, equipment, and technology.
CONCLUSION:
Staff recommends that the City Council:
1. Authorize the City Manager to execute the purchase agreement of a digital
evidence management system with Omnigo Software, LLC (QueTel), for
$169,260.53 (Attachment 1) for the Police Department.
ED EVERETT JOYCE LAPOINTE
Lieutenant Acting Chief of Police
CAROL MOLINA KIMBERLY HALL BARLOW
Finance Director City Attorney
ATTACHMENTS: 1. Omnigo Software, LLC Quote
Omnigo Software, LLC
10430 Baur Blvd.
Saint Louis, MO 63132 US
www.Omnigo.com
Phone: (800) 814-4843
Prepared By:
Preparer Email:
Quote Number:
Created Date:
Offer Valid Through:
Subscription Term (Months):
Michael Porter
michael.porter@omnigo.com
Q-20124-1
4/29/2021 3:27 PM
5/29/2021
60
Subscription Start Date:
Bill To
Costa Mesa Police Department (CA)
Lindsey Olsen
lolson@costamesaca.gov
77 Fair Dr.
Costa Mesa, CA 92626
United States
Ship To
Costa Mesa Police Department (CA)
Lindsey Olsen
lolson@costamesaca.gov
77 Fair Dr.
Costa Mesa, CA 92626
United States
Year 1
PRODUCT DESCRIPTION QTY TOTAL
LIST
PRICE*
TOTAL
SALE
PRICE*
QueTel Digital Evidence SaaS Silver Digital TraQ Repository, Mobile Traq, Web Browser Upload, Folder
Upload, Authenticate, Annotate, and Tag Videos, Restrict Access to Files &
Restriction Rules, Auto Backup of Digital Files, Searching & Basic Reporting
Capabilities, Maintain Chain of Custody for All Digital Files, Folder View of
Digital Files, Share Data with Outside Agencies/Individuals, Basic Image
Editing, Image Calibration & Scale Printing, Integrate with Photoshop,
Scheduled & User Defined Retention Policies, Custom Notifications/Email
Alerts, Watermark Based on Roles, Burn CD/DVD
138.0 $15,665.76
Quetel Digital Evidence Small Agency 1.00 $2,270.38
Customer On-Boarding Project Manager – 75 Days , Roles and Responsibility Matrix , Project
Milestones, Web User Training, Web Project Management , Commissioning
Document, Migration of Old Data
1.0 $7,500.00
API - Client Premise - RMS to QueTel API with Central Square One Solution - Annual Cost 1.0 $2,500.00
API - Client Premise - RMS to QueTel API with Watchguard 1.0 $0.00
API - Client Premise - RMS to QueTel API with Rimage Disc Writer/Printer - Annual Cost 1.0 $2,500.00
QueTel Digital Evidence Additional
Storage
Additional Storage (Per TB per Year)
Software includes one TB of data. 7 TB of data total.
6.0 $3,600.00
$34,036.14
Year 2
PRODUCT DESCRIPTION QTY TOTAL
LIST
PRICE*
TOTAL
SALE
PRICE*
QueTel Digital Evidence SaaS Silver Digital TraQ Repository, Mobile Traq, Web Browser Upload, Folder
Upload, Authenticate, Annotate, and Tag Videos, Restrict Access to Files &
Restriction Rules, Auto Backup of Digital Files, Searching & Basic Reporting
Capabilities, Maintain Chain of Custody for All Digital Files, Folder View of
Digital Files, Share Data with Outside Agencies/Individuals, Basic Image
Editing, Image Calibration & Scale Printing, Integrate with Photoshop,
Scheduled & User Defined Retention Policies, Custom Notifications/Email
Alerts, Watermark Based on Roles, Burn CD/DVD
138.0 $16,605.54 $16,605.54
Quetel Digital Evidence Small Agency 1.00 $2,406.62 $2,406.62
Page 1 of 3
$15,665.76
$2,270.38
$7,500.00
$2,500.00
$0.00
$2,500.00
$3,600.00
$34,036.14
Attachment 1
4
PRODUCT DESCRIPTION QTY TOTAL
LIST
PRICE*
TOTAL
SALE
PRICE*
API - Client Premise - RMS to QueTel API with Central Square One Solution - Annual Cost 1.0 $2,650.00
API - Client Premise - RMS to QueTel API with Watchguard 1.0 $0.00
API - Client Premise - RMS to QueTel API with Rimage Disc Writer/Printer - Annual Cost 1.0 $2,650.00
QueTel Digital Evidence Additional
Storage
Additional Storage (Per TB per Year)
Software includes one TB of data. 7 TB of data total.
6.0 $3,816.00
$28,128.16
Year 3
PRODUCT DESCRIPTION QTY TOTAL
LIST
PRICE*
TOTAL
SALE
PRICE*
QueTel Digital Evidence SaaS Silver Digital TraQ Repository, Mobile Traq, Web Browser Upload, Folder
Upload, Authenticate, Annotate, and Tag Videos, Restrict Access to Files &
Restriction Rules, Auto Backup of Digital Files, Searching & Basic Reporting
Capabilities, Maintain Chain of Custody for All Digital Files, Folder View of
Digital Files, Share Data with Outside Agencies/Individuals, Basic Image
Editing, Image Calibration & Scale Printing, Integrate with Photoshop,
Scheduled & User Defined Retention Policies, Custom Notifications/Email
Alerts, Watermark Based on Roles, Burn CD/DVD
138.0 $17,601.90
Quetel Digital Evidence Small Agency 1.00 $2,551.02
API - Client Premise - RMS to QueTel API with Central Square One Solution - Annual Cost 1.0 $2,809.00
API - Client Premise - RMS to QueTel API with Watchguard 1.0 $0.00
API - Client Premise - RMS to QueTel API with Rimage Disc Writer/Printer - Annual Cost 1.0 $2,809.00
QueTel Digital Evidence Additional
Storage
Additional Storage (Per TB per Year)
Software includes one TB of data. 7 TB of data total.
6.0 $4,044.96
$29,815.88
Year 4
PRODUCT DESCRIPTION QTY TOTAL
LIST
PRICE*
TOTAL
SALE
PRICE*
QueTel Digital Evidence SaaS Silver Digital TraQ Repository, Mobile Traq, Web Browser Upload, Folder
Upload, Authenticate, Annotate, and Tag Videos, Restrict Access to Files &
Restriction Rules, Auto Backup of Digital Files, Searching & Basic Reporting
Capabilities, Maintain Chain of Custody for All Digital Files, Folder View of
Digital Files, Share Data with Outside Agencies/Individuals, Basic Image
Editing, Image Calibration & Scale Printing, Integrate with Photoshop,
Scheduled & User Defined Retention Policies, Custom Notifications/Email
Alerts, Watermark Based on Roles, Burn CD/DVD
138.0 $18,657.60
Quetel Digital Evidence Small Agency 1.00 $2,704.08
API - Client Premise - RMS to QueTel API with Central Square One Solution - Annual Cost 1.0 $2,977.54
API - Client Premise - RMS to QueTel API with Watchguard 1.0 $0.00
API - Client Premise - RMS to QueTel API with Rimage Disc Writer/Printer - Annual Cost 1.0 $2,977.54
QueTel Digital Evidence Additional
Storage
Additional Storage (Per TB per Year)
Software includes one TB of data. 7 TB of data total.
6.0 $4,287.66
$31,604.42
Page 2 of 3
$2,650.00
$0.00
$2,650.00
$3,816.00
$28,128.16
$17,601.90
$2,551.02
$2,809.00
$0.00
$2,809.00
$4,044.96
$29,815.88
$18,657.60
$2,704.08
$2,977.54
$0.00
$2,977.54
$4,287.66
$31,604.42
5
Year 5
PRODUCT DESCRIPTION QTY TOTAL
LIST
PRICE*
TOTAL
SALE
PRICE*
QueTel Digital Evidence SaaS Silver Digital TraQ Repository, Mobile Traq, Web Browser Upload, Folder
Upload, Authenticate, Annotate, and Tag Videos, Restrict Access to Files &
Restriction Rules, Auto Backup of Digital Files, Searching & Basic Reporting
Capabilities, Maintain Chain of Custody for All Digital Files, Folder View of
Digital Files, Share Data with Outside Agencies/Individuals, Basic Image
Editing, Image Calibration & Scale Printing, Integrate with Photoshop,
Scheduled & User Defined Retention Policies, Custom Notifications/Email
Alerts, Watermark Based on Roles, Burn CD/DVD
138.0 $19,778.16
Quetel Digital Evidence Small Agency 1.00 $2,866.32
API - Client Premise - RMS to QueTel API with Central Square One Solution - Annual Cost 1.0 $3,156.19
API - Client Premise - RMS to QueTel API with Watchguard 1.0 $0.00
API - Client Premise - RMS to QueTel API with Rimage Disc Writer/Printer - Annual Cost 1.0 $3,156.19
QueTel Digital Evidence Additional
Storage
Additional Storage (Per TB per Year)
Software includes one TB of data. 7 TB of data total.
6.0 $4,544.88
$33,501.74
Signature: Signature Date:
Total price and grand total shown is all years of subscription, plus any one-time services, prorated for any applicable add-on sales.\d1\
Name (Print): Title:
Is a PO required for
purchase?
PO Number, if issued:
Prices shown above do not include any taxes that may apply. Any applicable taxes will be invoiced. For customers based in the United States, any
applicable taxes will be determined based on the laws and regulations of the taxing authorities governing the "Ship To" location provided by the Customer
on this Sales Order Form. Payment terms are 30 days from invoice date. Payments accepted via check, ACH or wire
transfer. Amounts in USD. Pricing quoted herein is subject to an annual increase for each year of the contracted term.
This Sales Order Form is governed by the terms of the Omnigo Master Subscription
Agreement, which can be found at: www.omnigo.com/master-subscription-agreement
or such other definitive agreement entered into by and between Omnigo and a customer governing such Sales Order.
Page 3 of 3
$19,778.16
$2,866.32
$3,156.19
$0.00
$3,156.19
$4,544.88
$33,501.74
Sub total $157,086.34
$12,174.19Tax
Grand Total $169,260.53 $169,260.53
$12,174.19
$157,086.34
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