To: HONORABLE MAYOR AND From: Jose Obregon

CITY COUNCIL Thomas R. Wheatley

Subject: SEE BELOW DAte: October 1, 2003

SUBJECT: REJECTION OF SOLE PROPOSAL FOR THE ACQUISITION OF

CRIMINAL INVESTIGATION CASE MANAGEMENT SYSTEM (CICMS)

RECOMMENDATION

Report on Request for Proposal and approval to reject the sole proposal received for a Criminal Investigation Case Management System (CICMS).

BACKGROUND

The City of San Jose Police Department (SJPD) requested a Request for Proposal (RFP) be issued for an integrated criminal investigation case management system to be used to analyze, manage and store the Bureau of Investigation’s criminal cases and Criminal Intelligence Unit’s information storage.

Such a system would simplify investigations by providing a method to store and track the investigative information gathered during each investigation, including high profile cases, Amber Alerts and serial cases, links to digital evidence storage and enable sharing investigation information with other law enforcement agencies.

In August 2002, SJPD began developing detailed scope of work and specifications for a criminal investigation case management system. In addition, standard product pricing schedules were solicited from several prospective companies in the industry and were determined to be within the SJPD’s maximum funding allowance.

ANALYSIS

A notice inviting bids was published on June 2, 2003. A total of 29 bid packages were ultimately distributed to interested companies. A mandatory pre-proposal conference was held on June 24, 2003 for the purpose of answering questions from prospective companies regarding the CICMS specifications. On the due date of July 7, 2003, only one proposal was received.

The sole proposer was Xanalys. Since there were no other proposals received for comparative evaluation, staff reviewed the cost proposal to determine if it was within SJPD budget. The Xanalys cost proposal was $1.9M, far exceeding the City’s original allocation of funds in the amount of $300K.

The other three companies that attended the mandatory pre-proposal meeting but chose not to submit proposals were contacted and queried as to why they did not submit proposals:

Company Name	Comments
Mint Group (Eaglei)	In the middle of the RFP process, Oakton, the Eaglei software owner/developer began proceedings to sell the Eaglei product and its intellectual property to an undisclosed party. Due to uncertainty of software ownership, Mint Group (Oakton’s Distributor) was unable to support a bid during the sale process.
CI-Technologies (CaseInfo)	CI-Technologies indicated that their product met many of the City’s requirements and is used by approximately ten agencies. However, their current product is not web-enabled, a mandatory requirement of the RFP. In addition, they perceived the six-month implementation schedule to be a challenge, due to other commitments.
PEC Solutions (“EIS” Enterprise Information System)	PEC Solutions indicated that they did not have time to prepare proposal.

Due to the significant difference between Xanalys’ quote and City’s allocated funds, the proposer suggested a solution by offering their standard off-the-shelf product at a cost within the City’s allocated funding. They further proposed the option of adding the required customization features and functionality (as specified in the RFP) as additional funds became available. This option was reviewed by SJPD. SJPD determined that it was not feasible to piece together a system over a period of time, as a complete system was needed from the start.

In summary, since Xanalys cost proposal far exceeded City funding, City staff recommends rejecting the sole proposal and deferring system procurement until such time that adequate funding can be appropriated for a complete system.

PUBLIC OUTREACH

The RFP was posted on the City of San Jose web site.

COORDINATION

This memorandum has been coordinated with the City Attorney’s Office.

COST IMPLICATION

None

CEQA

Not a project.

JOSE OBREGON THOMAS R. WHEATLEY

Director of General Services Acting Chief of Police