The Honorable Board of Supervisors County of Los Angeles 383 Kenneth Hahn Hall of Administration 500 West Temple Street Los Angeles, California 90012 Dear Supervisors: APPROVAL OF AGREEMENT WITH COGENT SYSTEMS, INC. FOR SHERIFF S DEPARTMENT AUTOMATED FINGERPRINT IDENTIFICATION SYSTEM (AFIS) (ALL DISTRICTS) (3 VOTES) CIO RECOMMENDATION: APPROVE ( ) APPROVED WITH MODIFICATION ( ) DISAPPROVE ( ) IT IS RECOMMENDED THAT YOUR BOARD: 1. Approve and instruct the Chairman of the Board to sign the attached Agreement with Cogent Systems, Inc. (Cogent) for an Automated Fingerprint Identification System (AFIS) for the Sheriff s Department. This Agreement shall become effective upon your Board s approval. The Proposed Agreement provides for an eighteen (18) month system design, development, and implementation period, with a one (1) year warranty period, and a mandatory four (4) year maintenance period. Also at the County s option, maintenance services may continue by annual renewal for up to three (3) additional years. The maximum Agreement Sum is $15,425,000 itemized as follows: 1. Equipment, and license for AFIS software $5,882,800; 2. Software Licenses, at a maximum payable of $1,500,000;
Page 2 3. Customization and Integration Services, at a maximum payable of $4,545,505; 4. Maintenance Services, at a maximum payable of $1,380,000; 5. Archive Hardware and related maintenance services, at a maximum payable of $325,000; and 6. Discretionary Funds, at a maximum payable of $1,791,695, for new and/or other consideration. 2. Delegate authority to the Sheriff or his designee to execute on behalf of the County three (3) optional annual maintenance extensions, as referenced above if funds are available. PURPOSE/JUSTIFICATION OF RECOMMENDED ACTIONS Under this proposed Agreement, Cogent will provide the Department with a replacement AFIS. The replacement AFIS will provide the Sheriff s Department, Los Angeles Police Department (LAPD), as well as other local law enforcement agencies within Los Angeles County, a countywide Regional fingerprint system. This system will interface with and access the State of California, Department of Justice (Cal-DOJ) AFIS to search fingerprint data and images to provide timely identification of all arrestees in Los Angeles County, as well as fingerprint images discovered at crime scenes. This regional AFIS incorporates emerging technology to provide powerful new tools to investigators. The speed, accuracy and functionality will improve identification of criminals and enhance public safety. This Agreement incorporates measurements of accuracy, speed and functionality that will be tested prior to acceptance of the system and maintained per terms of this Agreement.
Page 3 Implementation of Strategic Plan Goals The system provided by Cogent supports the County s Strategic Goals for Service Excellence, Workforce Excellence, Organizational Effectiveness, and Fiscal Responsibility. Specifically, the proposed Agreement will replace the two AFIS Systems and AFIS components previously installed at the Sheriff s Department, the Los Angeles Police Department, and the twelve regional investigation sites located at police facilities throughout the County. The proposed AFIS, using webbased technology, will accommodate additional regional sites to better serve the County population. FISCAL IMPACT AND FINANCING The Remote Access Network (RAN) Board approved funding from the AFIS fund on January 24, 2002 for the full contract term, all applicable extensions and/or contingencies. There will be no net County costs incurred by the purchase and installation of the AFIS System. The replacement AFIS project is contained in the Sheriff's Department's Business Automation Plan for FY 2001-2002. FACTS AND PROVISIONS/LEGAL REQUIREMENTS The Sheriff is the proprietor of the Los Angeles County Regional Identification System (LACRIS) AFIS, the current system that provides services to the Sheriff and local law enforcement agencies within Los Angeles County, including the LAPD. This agreement provides for a maximum eighteen (18) months installation and testing period, followed by one (1) year warranty, four (4) years maintenance and three (3) years optional maintenance with one (1) year increments. The AFIS system receives electronically transmitted fingerprints, searches fingerprint minutiae data and images in a local database, and provides the identification of arrested criminals. AFIS also processes and identifies fingerprint images (latent prints) obtained from crime scenes. The AFIS system is integrated with the Cal-DOJ AFIS and facilitates mandated arrest registration of criminal offenders.
Page 4 Failure to adopt this Agreement will require continued dependence on the California Department of Justice (Cal-DOJ) for fingerprint identifications. DOJ inquiry is limited in functionality, restrictive in scope, and has an error rate and system unavailability (down time) that exceeds the County s proposed replacement AFIS requirements. Failure to maintain a replacement AFIS in Los Angeles County would potentially result in individual police agencies developing isolated local systems that would not share arrest data, criminal identification information, and criminal history. Cogent has been notified and is in compliance with the Los Angeles County Child Support Compliance Program as verified by the Department of Child Support Services. The contract contains the standard County requirements regarding hiring of participants in the GAIN Program and the Federal Earned Income Credit requirements. The Chief Information Officer has reviewed and approved this Agreement. County Counsel has reviewed and approved this Agreement as to form. CONTRACTING PROCESS The Los Angeles County Sheriff s Department (LASD) and the twin LAPD AFIS systems, designed and installed in the 1980 s were manufactured and maintained by Nippon Electric Company (NEC). The non Y2K compliant systems represented first generation AFIS. In 1998, the Sheriff s Department, acting on RAN Board direction, sought sole source procurement for a single upgraded NEC system. NEC and the County did not complete the agreement, but instead negotiated and agreed to an Interim processing method to permit remote access to the recently installed Cal-DOJ AFIS, also an NEC system. That Interim process, although limited in functionality, continues in operation to date. Subsequent to that agreement, the AFIS user community representing Los Angeles County law enforcement agencies and the RAN Board requested that the Sheriff s Department seek competitive procurement of an AFIS system. National standards of communications and evolving technology in the AFIS industry made compatibility of dissimilar systems feasible.
Page 5 As an alternative to competitive procurement, the Sheriff s Department staff considered continued reliance on remote access to the California Department of Justice. This was rejected by the user community as deficient in function, accuracy, speed, and reliability. Additionally, the remote access configuration did not accommodate interconnectivity with local L.A. County criminal justice systems. On October 2, 2000, the Sheriff s Department released a Request for Proposal (RFP) to 15 firms. The RFP advertisement was posted on the Office of Small Business website. On October 30, 2000, the Department held a Proposers Conference, attended by representatives of seven (7) firms. A facility walkthrough took place on March 6, 2001. Four (4) vendors submitted proposals by the March 16, 2001 closing date. An evaluation committee, comprised of subject matter experts from police agencies representing Los Angeles County, reviewed and scored the proposals in the areas of technical discussion, management approach, experience and capability, price quotation and benchmark/site evaluation. After completing the evaluation process, the Evaluation Committee unanimously recommended the selection of Cogent as the most qualified proposer. Minority and women owned/employee statistics for the four (4) responsive firms are shown in Attachment 1. Upon the recommended selection of Cogent as the most qualified proposer, two proposers filed timely appeals. Upon review of the appeals, the Department made the determination that there was no merit to the appeals and has notified the two proposers in writing of the Department s findings. IMPACT ON CURRENT SERVICES Approval of this Agreement will allow the Sheriff s Department and every Los Angeles County police agency to receive rapid and accurate identification of arrestees and significantly enhance the investigation and identification of crime scene (latent) fingerprints. It will streamline the booking and release process of prisoners at the County Jail, as well as at the independent city booking facilities.
Page 6 The new functionality, permitting automated searching of palm prints, is expected to clear backlogged homicide cases that include previously un-searched prints. This system will also accommodate future enhancements, including wireless transmission of prints from patrol cars, registration of sex offenders, and positive field identification of warrant suspects. This will also enable compliance with a State mandate to upgrade the AFIS System. CONCLUSION Upon approval by your Board, it is requested that the Executive Officer-Clerk of the Board return an adopted copy of the Board letter and two executed copies of this Agreement to the Sheriff s Department, Contracts Unit, for further processing. Respectfully submitted, Received by: LEROY D. BACA SHERIFF Jon W. Fullinwider Chief Information Officer (see attached analysis)
Page 7 LDB:MJD:MRM:JC:NMS:AL:nms (Administrative Services Division - Contracts Unit) Attachments C: Justice Deputies Executive Office, Board of Supervisors David E. Janssen, Chief Administrative Officer Lloyd W. Pellman, County Counsel J. Tyler McCauley, Auditor-Controller Rochelle Goff, Department Analyst, Chief Administrative Office Marvin J. Dixon, Chief, Administrative Services Division Mike Mc Dermott, Captain, Financial Programs Patricia Hawkins, Director, Fiscal Administration Mark A. Aguirre, Captain, Records and Identification Bureau Greg Morgon, Lieutenant, Records and Identification Bureau Joe Cruz, Manager, Contracts Administration Unit Irma Cobos, Contracts Administration Unit Chrono File
Firm Information NEC Technologies, Inc. Sagem Morpho, Inc. Printrak Cogent Systems, Inc. Cultural/Ethnic Composition Number % of Ownership Number % of Ownership Number % of Ownership Number % of Ownership OWNERS/PARTNERS: N/A N/A N/A N/A N/A N/A 0 0% Black/African American Hispanic/Latin American N/A N/A N/A N/A N/A N/A 0 0% Asian American N/A N/A N/A N/A N/A N/A 2 100% American Indian/Alaskan Native N/A N/A N/A N/A N/A N/A 0 0% White N/A N/A N/A N/A N/A N/A 0 0% Male N/A N/A N/A N/A N/A N/A 2 100% Female N/A N/A N/A N/A N/A N/A 0 0% MANAGERS: 1 N/A 1 N/A 4 N/A 0 N/A Black/African American Hispanic/Latin American 0 N/A 2 N/A 5 N/A 1 N/A Asian American 25 N/A 0 N/A 7 N/A 5 N/A American Indian/Alaskan Native 0 N/A 0 N/A 15 N/A 0 N/A White 53 N/A 42 N/A 77 N/A 6 N/A Male 64 N/A 37 N/A 75 N/A 10 N/A Female 14 N/A 8 N/A 33 N/A 2 N/A STAFF: 21 N/A 6 N/A 12 N/A 0 N/A Black/African American
Cultural/Ethnic Composition Number % of Ownership Number % of Ownership Number % of Ownership Number % of Ownership Hispanic/Latin American 15 N/A 9 N/A 40 N/A 5 N/A Asian American 38 N/A 13 N/A 72 N/A 22 N/A American Indian/Alaskan Native 0 N/A 3 N/A 65 N/A 0 N/A White 244 N/A 170 N/A 211 N/A 12 N/A Male 212 N/A 132 N/A 257 N/A 25 N/A Female 107 N/A 69 N/A 143 N/A 14 N/A TOTAL NUMBER OF EMPLOYEES 397* 246* 508* 53 BUSINESS STRUCTURE Corporation Corporation Corporation Corporation Certified as Minority, Woman, Disadvantaged or Disabled Veteran Business Enterprise No No No Minority Certified * Firm s owners not included in TOTAL NUMBER OF EMPLOYEES.