DATE:	26 April 2011
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	RUGGED IN-VEHICLE COMPUTING SOLUTION

RECOMMENDATION

That the Ottawa Police Services Board approve the award of a contract to Inter-cel Radio Mobile Inc. of Terrebonne, Quebec for the purchase, installation, and integration of rugged in-vehicle mobile computing equipment for an amount not to exceed $2,427,296, exclusive of applicable taxes.

BACKGROUND

The existing rugged OPS in-vehicle computing hardware, last upgraded in 2005 and 2006, has reached the end of its useful life. Initial budget funds were approved by the Ottawa Police Services Board in 2009 as part of a scheduled hardware “ever-greening”/replacement process for IT equipment. “Evergreening” ensures that old hardware is replaced when it reaches the end of its operational life and also provides an opportunity to introduce new and/or enhanced functionality.

The in-vehicle computer enables officers to spend more time in the vehicle and less time in the station. It gives them full online access to OPS mission-critical applications including Computer-Aided Dispatch (CAD), Automatic Vehicle Location (AVL/GPS), maps, Canadian Police Information Centre (CPIC) person and/or vehicle check capability, mug-shots, electronic ticketing, email and the OPS Intranet.

The OPS vision, objectives and goals for the project to replace the in-vehicle computing solutions are clear and achievable:

· Ergonomics: Identify an in-vehicle computing solution that enhances in-vehicle ergonomics with additional focus on officer safety

· Functionality: Support existing functionality and introduce new functionality. This project will introduce a multi-functioning feature to allow an officer to read a 2-D bar code (Ontario provincial standard) or magnetic stripe data

· Durability: Select a rugged computer that is rated (MIL-STD 810G) so as to withstand temperatures, vibrations and impacts associated with the OPS operational environment. Other components must also be selected so as to meet durability requirements

· Officer Usability: Select a product that meets officer expectations about form, function and use.

The scope of the project is quite significant. The rugged in-vehicle computing solution will be implemented in 216 OPS vehicles for operational use by OPS Patrol, School Resource Officers (SRO), District Officers and other authorized users.

A Project Team comprised of sworn and civilian members was struck to undertake this project. A sworn member assumed a lead role on the project to ensure that the operational needs of the organization and the officers were met as the proposed solution was selected and implemented.

A Steering Committee composed of OPS management provided periodic direction and guidance during the project. This role will continue during implementation.

A Fairness Commissioner (Mr. Peter Woods, Public Sector Company Inc.) was engaged under the City of Ottawa Standing Offer. Mr. Woods provided fairness auditing and oversight. He has provided the following Attestation of Assurance:

"As Fairness Commissioner for the project, it is my assessment that the procurement process for the Rugged In-Vehicle Computing Solution Project for the Ottawa Police Service including preparation of the RFQ, the evaluation process, interview and demonstration, operational field test and selection of a recommended supplier to receive Requests for Tender was carried out with openness, transparency, integrity and impartiality, and that all prospective suppliers and respondents were treated in a consistent, reasonable and fair manner".

DISCUSSION

Summary of the Overall Process

The overall evaluation and selection procurement process for a “Rugged In-Vehicle Computing Solution” was reviewed and approved by OPS management and the City of Ottawa Supply Branch. It consisted of a multi-stage process outlined in Table 1. Each activity is explored in further detail in the Board report.

Table 1 Evaluation and Selection Process Overview
Activity	Description
Qualification	Proposed solutions from interested Proponents were subject to rigorous review and evaluation to identify and qualify solutions that best met specified operational and technical requirements.
Tender	The Proponent offering overall best value provides pricing for solution-specific components and services listed in a Request for Tender.
Recommendation	The recommended solution and associated pricing is presented to the Ottawa Police Services Board for approval.
Awarding of the contract	Following approval by the Ottawa Police Services Board, the contract will be awarded.

Qualification

The purpose of the qualification activity was to pre-qualify all Rugged In-Vehicle Mobile Computing Solutions proposed by interested proponents based on a wide range of functional and technical criteria. The qualification process consisted of the following stages outlined in Table 2.

Table 2

Qualification Process

Stage	Description
Request for Qualification	Development and posting (MERX) of a Request for Qualification (RFQ) for response by interested proponents
Stage 1 / Step 1	Compliance with mandatory requirements in the RFQ - proposals were reviewed against a set of mandatory criteria resulting in either a pass or fail mark
Stage 1 / Step 2	Evaluation of points rated requirements in the RFQ – Qualification Proposals were required to score a minimum of 60% (3,930 out of 6,550 available evaluation points) at the conclusion of Stage 1/Step 2 to be eligible to advance to Stage 1/Step 3: Proponent Interview and Product Demonstration
Stage 1 / Step 3	Proponent Interview and Product Demonstration: Short-listed proponents advancing from Stage 1/Step 2 were invited to provide a presentation and demonstration of their product(s) at OPS facilities. Proponents were required to achieve a minimum of 60% (300 points out of 500 available evaluation points) to be eligible to advance to Stage 1/Step 4: Operational Field test
Stage 1 / Step 4	Operational Field Test – at least two (2) of the highest ranked or highest scored short-listed proponents from Stage 1/Step 3 could be invited to install the proposed solutions in OPS cruisers. Proponents participating in an Operational Field Test would be required to achieve a minimum of 60% (600 points out of 1000 available evaluation points) to be eligible to advance to Stage 2: Request for Tender

The evaluation methodology and the selection process set out in the RFQ document was constructed to ensure that:

a) all proposals would be fairly and equitably evaluated during the four (4) step Qualification process, and

b) the proposals qualifying through Stage 1/Step 4 and offering overall best value would be selected to receive and respond to a Request for Tender (RFT) in Stage 2.

Development/Posting of the RFQ

The OPS Rugged In-Vehicle Computing Solution Project Team, in consultation with Patrol officers, OPS Information Technology staff and Fleet staff, gathered requirements and defined specifications for this system.

In consultation with OPS Management and the City of Ottawa Supply Branch, a Request for Qualification (RFQ) was developed to seek proposals from integrators and vendors of solutions meeting the specifications. An RFQ entitled “Rugged In-vehicle Computing Solution” was advertised on the MERX electronic tendering service on May 10^th, 2010 with—following a two-week extension—a closing date of June 29, 2010.

Proponent Response to the RFQ

A total of twelve (12) proposals were received from nine (9) vendors (in alphabetical order):

1. Acura

2. D&R

3. Darda

4. Dell

5. Inter-cel Radio Mobile Inc. (Terrebonne, PQ). Note: As permitted by the RFQ, Inter-cel submitted, with support from Panasonic Canada, four (4) separate qualification proposals in response to the RFQ. Each proposal offered different Solution configurations and/or equipment in response to the OPS requirements.

6. Motorola

7. Northern Micro

8. Precision Mounting Technologies

9. Rockwell-Collins.

Stage 1 / Step 1: Mandatory Requirements

In Stage 1/Step 1, OPS and City Supply Management staff evaluated the proponents’ written submissions to determine compliance with the mandatory requirements. Qualification proposals from Dell, Intercel (all four proposals), Motorola, Northern Micro, and Rockwell-Collins passed the Mandatory Requirements of Step 1.

Qualification proposals from Acura, D&R, Darda, and Precision Mounting Technologies did not pass the Mandatory Requirements of Step 1. The qualification proposals were eliminated from further consideration.

Stage 1/Step 2: Points Rated Requirements

As shown in Table 3, the rated requirements evaluated in Stage 1 / Step 2 included:

Table 3 Rated Requirements
Qualification Rated Criteria		Total Evaluation Points Available
1.	General	400
2.	Rugged In-vehicle Computer	1880
3.	Display	160
4.	Proponent-supplied software	120
5.	Training and Manuals	110
6.	Support and Maintenance	100
7.	In-vehicle Mount and Dock	540
8.	E-Ticketing Printer	920
9.	Driver’s License Card Reader	640
10.	Keyboard – Detachable and moveable	380
11.	Wireless WAN	450
12.	External Multi-function Antenna	170
13.	External WiFi Antenna	110
14.	Installation Services	570
Stage 1 / Step 2 Total		6550

At Stage 1/Step 2: Points Rated Evaluation, qualification proposals from Dell, Inter-cel Radio Mobile Inc. (all four proposals), Motorola, and Northern Micro exceeded the required pass mark of 60% (minimum of 3930 out of 6550 available evaluation points), and were eligible to proceed to Stage 1/Step 3.

The qualification proposal from Rockwell-Collins was disqualified from advancing to further steps in the evaluation process.

Stage 1/Step 3: Interview and Demonstration

The cumulative scoring for Stage 1/Steps 1 and 2 was tallied. As a result, Dell, Inter-cel, Motorola, and Northern-Micro were invited to demonstrate their proposed Rugged In-Vehicle Mobile Computing Solutions to the OPS and partners (Stage 1/Step 3). All invited vendors attended the proponent interview and provided a demonstration of their proposed solutions during the period September 20 – 22, 2010 at the Huntmar Police Station. The demonstrations permitted the OPS and partners to validate and confirm the written responses from the proponent. The OPS evaluation team consisted of officers, managers, technical, and implementation staff.

Based on the interview, a demonstration and an evaluation completed by the participants, two (2) proposed solutions from Inter-cel and one (1) from Motorola were eligible to advance to Stage 1/Step 4: Operational Field Test.

Stage 1/Step 4: Operational Field Test

The Operational Field Test had two (2) purposes.

1. To validate the assertions in the proponent’s qualification proposal submitted in response to the RFQ; and

2. To allow OPS Patrol Officers to operationally field test the solution installed in a marked OPS cruiser.

Based on conditions defined in the RFQ and assessment by the Fairness Commissioner, the two (2) top-rated solutions, both proposed by Inter-cel, were installed in two (2) cruisers. Operational field testing was conducted by OPS officers during December 2010 and January 2011. If either of the two top-rated proposals did not achieve a passing score in the Operational Field Test, then the next qualified candidate (Motorola) would have been field tested.

Qualification Results

At the conclusion of Stage 1/Step 4, a final summation of the qualification evaluation results for the successful Proponents was completed and is presented below in Table 4:

Table 4

Qualification Results

Stage	Maximum Evaluation Points	Minimum Mark	Inter-cel – Panasonic CF-19 In-Dash Solution	Inter-cel – The Toughbook PDRC Solution
RFQ mandatory requirements	Pass/Fail	Pass	Pass	Pass
Points Rated requirements	6550	3930	Pass	Pass
Presentation and Interview	500	300	Pass	Pass
Operational Field Test	1000	600	Pass	Pass
Grand Total	8050	4830	5729	5705

Stage 2: Request for Tender (RFT) Process

The two qualifying Proponents received a RFT from City Supply Management on 14 February 2011, with a closing date of 28 February 2011. The RFTs provided an opportunity for Inter-cel to tender firm bid pricing for its complete ‘Panasonic CF-19 In-Dash’ and ‘The Toughbook PDRC’ solutions as had been evaluated, scored, demonstrated and tested through the qualification stages. The financial totals for Inter-cel Radio Mobile Inc. were as follows:

· Panasonic CF-19 In-Dash:	$2,427,296
· The Toughbook PDRC	$2,765,100

The totals are before taxes, but include disbursements.

As a result of the relative qualification results and the RFT amounts, staff recommend the Panasonic CF-19 In-Dash solution.

Capital Costs

Capital costs for the purchase, installation and integration of the recommended ‘Rugged In-Vehicle Mobile Computing Solution – Panasonic CF-19 In-Dash’ are listed in Table 5.

Table 5 Capital costs – Panasonic CF-19 In-Dash
Item	Cost
Hardware	$1,928,266
Installation and implementation services (training, manuals)	$350,790
External modems (26 units; EVDO convertible to HSPA+)	$16,900
Detachable keyboard mechanism	$45,540
Wiring for vehicle information	$48,000
Disbursements (taxes are not paid on this amount)	$37,800
Total (before applicable taxes)	$2,427,296

Additional Costs

Additional Capital costs for software purchase and related installation work outside of the Intercel contract are listed in Tables 6 and 7 respectively. The funding for the purchases is provided for under Capital Projects 904125, 905095 and 906047-IT Mobile Workstations.

Table 6

Capital costs for required software

Item	Cost
Software licenses (Versaterm, APS)	$31,575
Table 7 Capital costs for additional installation work
Item	Cost
Re-install partition, seat belt anchors - City of Ottawa (Ontario certified) mechanics.	$32,400
Migrate police radio and light bar control module.	$29,808
Total (before taxes)	$62,208

To leverage the investment in the recommended ‘Rugged In-Vehicle Mobile Computing Solution – Panasonic CF-19 In-Dash’, upgrade of the existing external modem to HSPA+ is planned by Q4, 2011. As part of normal service upgrades, movement to HSPA+ for mobile data communication will help to better meet current and future operational and technical needs for increased wireless bandwidth and capacity. Therefore, funding for the recommended upgrade is provided for under Capital Projects 904125, 905095 and 906047- IT Mobile Workstations.

Table 8

Capital costs for new external modems supporting HSPA+

Item

Cost

External modems (remaining 214 modems to implement HSPA+)

$139,100

Operating funds (increases only) for support and maintenance are listed in the following Table 9.

Table 9 Operating costs
Item	Cost
First year software (maintenance is included in capital cost)	$0
Future years software support and maintenance	$3,400

Ergonomics and Equipment Transfer to New Vehicles

Guided by ergonomic considerations, the recommended solution makes computing components and other police-related equipment (police radio, light bar controls) easier to access and use by the officer. Improved ergonomics are expected to improve in-vehicle comfort and officer safety, and allows officers to spend more time in the field for reporting and community presence.

In consideration of new replacement fleet vehicles acquired in the future, the OPS requires that all hardware components under this project be transferable from the old vehicle to the new one. While the design of new replacement vehicles will differ from current models, the OPS expects that other components such as the console and trunk equipment tray will also be transferable between vehicles of similar style. As well, this setup will make use of standard ‘plug and play’ components and wiring harnesses, which will facilitate the addition and transfer of technologies.

Other Considerations

Inter-cel Radio Mobile Inc. has provided integrated solutions and implemented technology for the Ottawa Police Service, other Emergency Service Providers (Police, Fire, and Ambulance), the Canadian military and Hydro Quebec. It is an established vendor in Quebec and Ontario and has built a customer base. Specific to the Ottawa Police Service, Inter-cel Radio Mobile Inc. successfully implemented a ruggedized mobile computing solution for thirty (30) OPS motorcycles in 2010.

FINANCIAL STATEMENT

Capital

Funding for this purchase has been identified and is provided for under Capital Projects 904125, 905095 and 906047 - IT Mobile Workstations. It totals $5.5 million. The motorcycle ruggedized mobile computing solution and staffing costs for both projects has absorbed $1.2 million, leaving a balance of $4.3 million.

Table 10 Capital Project Funding
IT Mobile Workstations Capital budget	Approved	Paid/Committed	Remaining
904125 (2009) IT Mobile Workstations	$2,045,000	$1,007,469	$1,037,531
905095 (2010) IT Mobile Workstations	$1,400,000	$176,511	$1,223,489
906047 (2011) IT Mobile Workstations	$2,060,000	$0	$2,060,000
Total	$5,505,000	$1,183,980	$4,321,020

The project is expected to cost $2,660,179 without taxes. The remaining balance identified in Table 11 reflects the following factors:

· a conservative approach to budgeting based on experience obtained from the recent motorcycle computing project

· preliminary cost information gathered through the RFQ stage of the project was higher than the final tendered prices

· the range of cost estimates received during the RFQ process involving solutions utilizing different components.

Table 11 Project Funding
Item	Cost
Balance Available	$4,321,020
This request (without taxes)	($2,427,296)
Costs associated to table 6, 7 and 8 (without taxes)	($232,883)
Remaining Balance	$1,660,841

CONCLUSION

Implementation of the recommended Rugged In-Vehicle Mobile Computing Solution in OPS vehicles is a significant project for the Ottawa Police Service. For OPS Patrol officers, the investment builds on and extends mobile computing functionality while introducing an ergonomic in-vehicle environment.

For the public, the recommended option demonstrates, in line with other initiatives, that the OPS can achieve ergonomic and safety gains, and create a base for the introduction of future functionality such as in-car video, license plate recognition, online officer training videos and remote updates.

The Fairness Commissioner was actively involved throughout the qualification and selection process led by the Supply Branch, Finance Department, City of Ottawa.

The recommended integrated solution, composed of industry-leading, proven components, best meets the needs of the OPS, and partners. The recommended vendor is an experienced firm with proven experience in public safety and mobile computing solution integration that will play an important role in the success of this project.

(original signed by)

Vern White

Chief of Police