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R-09-08-13-10E1 - 8/13/2009
RESOLUTION NO. R -09-08-13-10E1 WHEREAS, the City of Round Rock desires to retain professional services for the implementation of an automated mobile handheld citation entry system, and WHEREAS, Brazos Technology Corp. has submitted an Agreement to provide said services, and WHEREAS, the City Council desires to enter into said Agreement with Brazos Technology Corp., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an Agreement for Automatic Handheld Citation Entry System From Brazos Technology Corp., a copy of said agreement being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended RESOLVED this 13th day of August,2009. 07-111/. ,V ALAN MCGRAW, Mayor City of Round Rock, Texas ATTEST: SdUG L SARA L. WHITE, City Secretary 0:\wdox\SCC1nts\0112\0905\MUNICIPAL\R90813E1.DOC/rmc CITY OF ROUND ROCK AGREEMENT FOR AUTOMATED MOBILE HANDHELD CITATION ENTRY SYSTEM FROM BRAZOS TECHNOLOGY CORP. THE STATE OF TEXAS CITY OF ROUND ROCK COUNTY OF WILLIAMSON COUNTY OF TRAVIS § KNOW ALL BY THESE PRESENTS: That this Agreement for purchase of an automated mobile handheld citation entry system, and for related goods and services, referred to herein as the "Agreement," is made and entered into on this the day of the month of , 2009, by and between the CITY OF ROUND ROCK, TEXAS, a home -rule municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City," and BRAZOS TECHNOLOGY CORP., whose offices are located at 707 South Texas Avenue, Suite 103D, College Station, Texas 77840, referred to herein as the "Vendor." This Agreement supersedes and replaces any previous agreements between the named parties, whether oral or written, and whether or not established by custom and practice. RECITALS: WHEREAS, City desires to purchase an automated mobile handheld citation entry system, and to purchase associated goods and services, and City desires to purchase same from Vendor; and WHEREAS, City has issued its "Request for Proposal" for the provision of said goods and services, and City has selected the bid submitted by Vendor; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties, and obligations; NOW, THEREFORE, WITNESSETH: That this Agreement is for the purchase of functional and technical assistance as well as computer and associated equipment necessary for the implementation of an automated mobile handheld citation entry system ("e -Ticket") within City, such system being compatible with City's current network infrastructure and Municipal Court systems. Such system shall meet all current City, state, and federal legislative mandates, and shall be upgradeable to meet future mandates within the timeframe allowed by the governing body. City's technical and functional support staff shall be assumed as part of the itnplementation project plan. City intends to approach the project through a phased implementation with the Municipal Court and Police Department, with the initial phase being a "pilot" phase. Therefore, the subject matter of this Agreement shall serve as the foundation for a citywide e -Ticket system that will ultimately create the ability to file eighty percent (80%) of all Municipal Court cases via electronic media, and the 00161947/jkg EXHIBIT system covered by this Agreement shall have the ability to evolve and meet the growing needs of City. That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties mutually agree as follows: 1.01 DEFINITIONS A. Agreement means the binding legal contract between City and Vendor whereby City is obligated to buy specified goods and/or services and Vendor is obligated to sell same. The Agreement includes the following: (a) City's Request for Proposal designated RFP 08-032, Specification Number 08-680-34 dated September 2008; (b) Vendor's Response to RFP; (c) contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Purchaser's Response to RFP; (3) City's Request for Proposal, exhibits, and attachments. B. City means the City of Round Rock, Williamson and Travis Counties, Texas. C. Effective Date means the date upon which the binding signatures of both parties to this Agreement are affixed. D. Force Majeure means acts of God, strikes, lockouts, or other industrial disturbances, acts of the public enemy, orders of any kind from the government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government and the people, civil disturbances, explosions, or other causes not reasonably within the control of the party claiming such inability. E. Goods mean the specified supplies, materials, commodities, or equipment. F. Vendor means Brazos Technology Corp., or any of its successors or assigns. 2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS A. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the term stated herein, or until terminated or extended as provided herein. 2 B. The initial term of this Agreement shall be for one (1) twelve-month period from the effective date hereof. After that term, this Agreement may be renewed for one or more terms of twelve (12) months each, with such renewals to occur on or before the expiration date of the preceding term, and with such renewals being absolutely predicated upon the express written agreement of both parties. Such renewals are permitted only provided Vendor has performed each and every contractual obligation specified in this original Agreement. C. Prices shall be firm for the duration of this Agreement and for any renewal periods. No separate line item charges shall be permitted for invoicing purposes, including but not limited to equipment rental, demurrage, costs associated with obtaining permits, or any other extraneous charges. City may permit "unit price" adjustments upwards only as a result of a cost increase in goods or services in accordance with the Producers Price Index located at http://stats.bls.gov/ppi/home.htm. Any price increase shall be requested by Vendor in writing and accompanied by the appropriate documentation to justify the requested increase. Vendor may offer price decreases in excess of the allowable percentage change. D. City reserves the right to review the relationship at any time, and may elect to terminate this Agreement with or without cause or may elect to continue. 3.01 CONTRACT DOCUMENTS AND EXHIBITS City selected Vendor as the integrator of choice to supply the goods as outlined in RFP 08-032, Specification Number 08-680-34 dated September 2008, and Response to RFP submitted by Vendor, all as specified in Exhibit "A" attached hereto and made a part hereof for all purposes. The intent of these documents is to formulate an Agreement listing the responsibilities of both parties as outlined in the RFP and as offered by Vendor in its Response to the RFP. The goods which are the subject matter of this Agreement are described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully a part of this Agreement as if repeated herein in full. 4.01 ITEMS AWARDED All bid items on Exhibit "A" are awarded to Vendor. 5.01 COSTS Bid costs listed on Exhibit "A" shall be the basis of any charges collected by Vendor. 6.01 INVOICES All invoices shall include, at a minimum, the following information: A. Name and address of Vendor; B. Purchase Order Number; 3 C. Description and quantity of items received; and D. Delivery dates. 7.01 INTERLOCAL COOPERATIVE CONTRACTING / PURCHASING Authority for local governments to contract with one another to perform certain governmental functions and services, including but not limited to purchasing functions, is granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts, Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter F, Section 271.101 and Section 271.102. Other governmental entities within the State of Texas may be extended the opportunity to purchase off of the City of Round Rock's bid, with the consent and agreement of the successful vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from lack of exception to this clause in the vendor's response. However, all parties hereby expressly agree that the City of Round Rock is not an agent of, partner to, or representative of those outside agencies or entities and that the City of Round Rock is not obligated or liable for any action or debts that may arise out of such independently -negotiated "piggyback" procurements. 8.01 NON -APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Vendor a written notice of termination at the end of its then -current fiscal year. 9.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by City to Vendor will be made within thirty (30) days of the date City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date City receives a correct invoice for the goods or services, whichever is later. Vendor may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Vendor, a contractor, subcontractor, or supplier about the goods delivered or the service performed that causes the payment to be late; or B. There is a bona fide dispute between Vendor and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or 4 C. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or D. The invoice is not mailed to City in strict accordance with any instruction on the purchase order relating to the payment. 10.01 GRATUITIES AND BRIBES City may, by written notice to Vendor, cancel this Agreement without incurring any liability to Vendor if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Vendor or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code. 11.01 TAXES City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in Vendor's charges. 12.01 ORDERS PLACED WITH ALTERNATE VENDORS If Vendor cannot provide the goods as specified, City reserves the right and option to obtain the products from another supplier or suppliers. 13.01 INSURANCE Vendor shall meet all requirements as stated in the attached Request for Proposal No. 08- 032 (including all attachments and exhibits), and its bid response. 14.01 CITY'S REPRESENTATIVE City hereby designates the following representative(s) authorized to act in its behalf with regard to this Agreement: Heath Douglas System Administrator Information Technology Department 221 East Main Street Round Rock, Texas 78664 512-218-5508 hdouglasaround-rock.tx.us 5 15.01 RIGHT TO ASSURANCE Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. 16.01 DEFAULT If Vendor abandons or defaults under this Agreement and is a cause of City purchasing the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if any, and that it will not be considered in the re -advertisement of the service and that it may not be considered in future bids for the same type of work unless the scope of work is significantly changed. Vendor shall be declared in default of this Agreement if it does any of the following: A. Fails to make any payment in full when due; B. Fails to fully, timely and faithfully perform any of its material obligations under this Agreement; C. Fails to provide adequate assurance of performance under the "Right to Assurance" section herein; or D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States. 17.01 TERMINATION AND SUSPENSION A. City has the right to terminate this Agreement, in whole or in part, for convenience and without cause, at any time upon thirty (30) days' written notice to Vendor. B. In the event of any default by Vendor, City has the right to terminate this Agreement for cause, upon ten (10) days' written notice to Vendor. C. Vendor has the right to terminate this Agreement only for cause, that being in the event of a material and substantial breach by City, or by mutual agreement to terminate evidenced iii writing by and between the parties. D. In the event City terminates under subsections (A) or (B) of this section, the following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor 6 shall submit a statement showing in detail the goods and/or services satisfactorily performed under this Agreement to the date of termination. City shall then pay Vendor that portion of the charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. 18.01 INDEMNIFICATION Vendor shall defend (at the option of City), indemnify, and hold City, its successors, assigns, officers, employees and elected officials harmless from and against all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor, or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or Vendor (including, but not limited to the right to seek contribution) against any third party who may be liable for an indemnified, claim. 19.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES Vendor, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. 20.01 ASSIGNMENT AND DELEGATION The parties hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. 21.01 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: 1. When delivered personally to recipient's address as stated in this Agreement; or 2. Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Vendor: Brazos Technology Corp. 707 South Texas Avenue, Suite 103D College Station, TX 77840 7 Notice to City: Assistant City Manager 221 East Main Street Round Rock, TX 78664 Stephen L. Sheets, City Attorney AND TO: 309 East Main Street Round Rock, TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Vendor. 22.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall Iie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 23.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Vendor and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing, duly authorized by action of the City Manager or City Council. 24.01 DISPUTE RESOLUTION If a dispute or claim arises under this Agreement, the parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior management. If the parties cannot reach a mutually satisfactory resolution, then and in that event any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. City and Vendor hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 25.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any such void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to 8 replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined to be void. 26.01 MISCELLANEOUS PROVISIONS Standard of Care. Vendor represents that it employs trained, experienced and competent persons to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to generally accepted industry practices. Time is of the Essence. Vendor understands and agrees that time is of the essence and that any failure of Vendor to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Vendor's failure to perform in these circumstances, City may pursue any remedy available without waiver of any of City's additional legal rights or remedies. Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible as defined herein. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to mitigate its effects. Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates indicated. City of Round Rock, Texas Brazos Technology Corp. By: Printed Name: Title: Date Signed: Attest: By: 2��""" 144 Printed Name: irylto,, J S. imcgl-eLrL Title: pre5idL,,4 Date Signed: b-zy-c7� For City, Approved as to Form: By: By: Sara L. White, City Secretary Stephan L. Sheets, City Attorney 9 c RFP 08-032 Specification 08-680-34 September 2008 CITY OF ROUND ROCK, TEXAS REQUEST FOR PROPOSAL AUTOMATED MOBILE HANDHELD CITATION ENTRY SYSTEM PART I GENERAL 1. PURPOSE: The City of Round Rock seeks a qualified vendor to furnish and implement a Police Automated Mobile Handheld Citation Entry System. The City intends to approach the project through a phased implementation with the Municipal Court and Police Department with the initial phase being a "pilot" phase. It is the desire of the City that the selected solution serve as the foundation for a City-wide e -Ticketing system that will ultimately create the ability to file eighty (80) percent of all Municipal Court cases via electronic media. The ability of the system to evolve and meet the growing needs of the City is essential. In addition, the City will require that the system be compatible with our current network infrastructure and Municipal Court systems. 2. DEFINITIONS: The following definitions will be used for identified terms throughout the specification and bid document: 2.1 Proposer identified throughout this specification shall describe persons and entities that consider themselves qualified to provide the goods, equipment or services. 2.2 City— Identifies the City of Round Rock, Travis and Williamson Counties, Texas. 2.3 Agreement —A mutually binding legal document obligating the Contractor to furnish the goods, equipment or services, and obligating the City to pay for it. 2.4 Vendor -- (sometimes referred to as Contractor) a person or business enterprise providing goods, equipment, labor and/or services to the City as fulfillment of obligations arising from a contract or purchase order. 2.5 Goods represent materials, supplies, commodities and equipment. 2.6 Purchase Order - is an order placed by the Purchasing Office for the purchase of Goods or Services written on the City's standard Purchase Order form and which, when accepted by the Proposer, becomes a contract. The Purchase Order is the Proposer's authority to deliver and invoice the City for Goods or Services specified, and the City's commitment to accept the Goods or Services for an agreed upon price. 2.7 Services - work performed to meet a demand. The furnishing of labor, time, or effort by the vendor and their ability to comply with promised delivery dates, specification and technical assistance specified. 2.6 Subcontractor - Any person or business enterprise providing goods, labor, and/or services to a Contractor if such goods, equipment, labor, and/or services are procured or used in fulfillment of the Contractor's obligations arising from a contract with the City. 1 Page 1 of 12 EXHIBIT IlAtt RFP 08-032 Specification 08-680-34 September 2008 3. CLARIFICATION: For clarification of specifications, vendors may contact: Randy Barker Purchasing Supervisor 221 E. Main Street Round Rock, TX 78664 Phone: 512-3295 Fax: 512.218-7028 E-mail: rbarkeracround-rock.tx.us The individual listed above may be contacted by telephone or visited for clarification of the specifications only. No authority is intended or implied that specifications may be amended or alterations accepted prior to bid opening without written approval of the City of Round Rock through the Purchasing Division. 4. CONFLICT OF INTEREST: 4.1 Effective January 1, 2006, Chapter 176 of the Texas Local Government Code (House Bill 914) requires that any vendor or person considering doing business with a local government entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. If mailing a completed form, please mail to: City of Round Rock City Secretary 221 East Main Street Round Rock, Texas 78664 4.2 Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's proposal. 4. CONFIDENTIALITY OF CONTENT: Proposal's received are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public Information Act. Proposer's are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 4.1 If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL" on that part of the solicitation which the Proposal believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the contract is awarded. Page 2 of 12 RFP 08-032 Specification 08-680-34 September 2008 PART II GENERAL CLAUSES AND CONDITIONS 1. GOODS: The equipment furnished under this specification shall be the latest improved model in current production, as offered to commercial trade, and shall be of quality workmanship and material. The proposer represents that all equipment offered under this specification shall be new. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE OR DISCONTINUED MODELS ARE NOT ACCEPTABLE. 2. LABOR: Proposer should submit with the proposal the latest printed literature and detailed specifications on equipment proposed. This literature may be used for evaluation purposes. 3. EXCEPTIONS: The unit shall be completely assembled and adjusted. All equipment including standard and supplemental equipment shall be installed and the unit made ready for continuous operation. 4. STANDARDIZATION: All parts not specifically mentioned which are necessary for the unit shall be complete and ready for operation or which are normally furnished as standard equipment shall be furnished by the vendor. All parts shall conform in strength, quality and workmanship to the accepted standards of the industry. 5. ENVIRONMENT: The unit provided shall meet or exceed all federal and State of Texas safety, health, lighting and noise regulations and standards in effect and applicable to equipment furnished at the time of manufacture. 6. DAMAGE: The City of Round Rock is committed to procuring quality goods and equipment. We encourage manufacturers to adopt the International Organization for Standardization (ISO) 9001- 9003 standards, technically equivalent to the American National Standards Institute/American Society for Quality Control (ANSI/ASQC Q91-93 1987), and obtain certification. Adopting and implementing these standards is considered beneficial to the manufacturer, the City, and the environment. It is the City's position that the total quality management concepts contained within these standards can result in reduced production costs, higher quality products, and more efficient use of energy and natural resources. Manufacturers should note that future revisions to this specification may require ISO certification. 7. WORKPLACE: The City reserves the right to inspect the facilities and organization before recommending any award; or to take any other action necessary to determine a prospective vendor's ability to perform. The City may reject proposals where evidence submitted or investigation and evaluation indicates an inability of the proposer to perform. 8. PROPOSAL DUE DATE: 8.1. Sealed proposals are due no later than 3:00 p.m., September 23, 2008 to the office of the Purchasing Department. Mail or carry sealed proposals to: City of Round Rock, Texas 221 East Main Round Rock, Texas 78664-5299 8.2. Proposals received after this time and date will not be considered. 8.3. Sealed proposals should be clearly marked on the outside of packaging "DO NOT OPEN — RFP 08-032 AUTOMATED MOBILE HANDHELD CITATION ENTRY SYSTEM Page 3 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.4. Facsimile or electronically transmitted proposals are not acceptable. 8.5. Each proposal and each proposal variation shall be submitted in one (1) original and five (5) copies. 9. PROPOSAL SUBMISSION REQUIREMENTS: Interested and qualified firms or teams shall: 9.1. Submit one (1) original and five (5) copies of materials that demonstrate their experience in performing projects of this scale and complexity. 9.2. Documentation shall include: 9.2.1. Identification of the firm/team responding to the RFP to include a brief summary of team member experiences. 9.2.2. A summary demonstrating the firm's/team's qualifications to satisfy all the technical areas identified in the specification. 9.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the city. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name. 9.2.4. Project timeline outlining the steps the firm would take in the implementation of the project. 9.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. 9.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 10. CONFIDENTIALITY OF PROPOSAL CONTENT 10.1. All proposals submitted in response to this RFP shall be held confidential until an agreement is awarded. Following the agreement award, proposals are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public information Act. Proposers are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 10.2. If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL" on that part of the proposal, which the Proposer believes to be confldentlal. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the agreement is awarded. Page 4 of 12 RFP 08-032 Specification 08-680-34 September 2008 11. CLARIFICATION OF PROPOSALS 11.1. The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received. 12. BEST VALUE EVALUATION: All proposals received shall be evaluated based on the best value for the City. Best value will be determined by considering all or part of the criteria listed, as well as any relevant criteria specifically listed in the solicitation, 12.1. Proposed price; 12.2. Reputation of the proposer and of proposer's goods and services; 12.3. The quality of the proposer's goods or services; 12.4. The extent to which the goods or services meet the City's needs; 12.5. Proposer's past relationship with the City. All vendors will be evaluated on their past performance and prior dealings with the City to include, but not limited to, failure to meet specifications, poor quality, poor workmanship, late delivery; 12.6. The total long-term cost to the Municipality to acquire the proposer's goods or services. 13. EX -PARTE COMMUNICATION: Please note that to insure the proper evaluation of a proposal, the City of Round Rock prohibits ex parte communication (e.g. unsolicited) initiated by the Proposer to a City Official or Employee evaluating or considering the proposal prior to the time a proposal decision has been made. Communication between Proposer and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Ex parte communication may be grounds for disqualifying the offending Proposer from consideration or award of the proposal then in evaluation, or any future proposal. 14. VENDOR PERFORMANCE: The City reserves the right to review Vendor's performance at any time during the initial agreement or renewal period, and may elect to terminate this Agreement with or without cause or may elect to continue. 15. NON -APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly services or quantities, as determined by the City's budget for the fiscal year in question. The City may effect such termination by giving Contractor a written notice of termination at the end of its then current fiscal year. 16. CANCELLATION: The City reserves the right to cancel the Agreement without penalty by providing thirty (30) days prior notice to the other party. Contractor shall provide the City with 120 days written notice prior to cancellation of the Agreement and shall continue services for a period of time not to exceed 120 days after written notification. Termination under this paragraph shall not relieve the Contractor of any obligation or liability that has occurred prior to cancellation. Note: This Agreement is subject to cancellation, without penalty, at any time the City deems the vendor to be non-compliant with contractual obligations. 17. ABANDONMENT OR DEFAULT: A Contractor who abandons or defaults the work on the contract and causes the City to purchase the goods/services elsewhere may be charged the difference in goods/service if any and shall not be considered in the re -advertisement of the goods/service and may not be considered in future proposals for the same type of work unless the scope of work is significantly changed. Page 5 of 12 RFP 08-032 Specification 08-680-34 September 2008 18. COMPLIANCE WITH LAWS: The successful proposer shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the resulting agreement, including without limitation, workers' compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When requested, the Contractor shall furnish the City with satisfactory proof of its compliance. 19. CODES, PERMITS AND LICENSES: The successful proposer shall comply with all National, State and Local standards, codes and ordinances and the terms and conditions of the goods/services of the electric utility, as well as other authorities that have jurisdiction pertaining to equipment and materials used and their application. None of the terms or provisions of the specification shall be construed as waiving any rules, regulations or requirements of these authorities. The successful proposer shall be responsible for obtaining all necessary permits, certificates and/or licenses to fulfill contractual obligations (City of Round Rock fees and costs will be waived). 20. INDEMNITY: Contractor shall indemnify, save harmless and defend the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees and any and all other costs or fees incident to the performance of the resulting agreement and arising out of a willful or negligent act or omission of the Contractor, its officers, agents, servants and employees. 21. INSURANCE:. See attachment A, City of Round Rock Insurance Requirements. 18. LiENS: Proposer agrees to and shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods and services which may be provided under the resulting agreement. At the City's request the Proposer shall provide a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. 19. VENUE: Both the City and the Proposer agree that venue for any litigation arising from a resulting agreement shall lie in Williamson County, Texas. 20. INDEPENDENT CONTRACTOR: It is understood and agreed that the proposer shall not be considered an employee of the City. The Proposer shall not be within protection or coverage of the City's Worker Compensation insurance, Health insurance, Liability insurance or any other insurance that the City from time to time may have in force and effect. PART III SPECIFICATIONS 1. SCOPE: This specification is for functional and technical assistance as well as the computer and associated equipment necessary for the implementation of an automated mobile handheld citation entry ("e -Ticket") system in the City of Round Rock. In addition, the City will require that the system be compatible with our current network infrastructure and Municipal Court systems. The proposed solution shall meet all current city, state and federal legislative mandates as well as being upgradeable to meet future mandates within the timeframe allowed by the governing bodies. The City's technical and functional support staff will be available for the implementation and should be assumed as part of the implementation project plan. 2. STATEMENT OF INTENT: The City intends to approach the project through a phased implementation with the Municipal Court and Police Departments with the initial phase being a "pilot" phase. It is the desire of the City that the selected solution serve as the foundation for a Page 6 of 12 RFP 08-032 Specification 08-680-34 September 2008 City-wide e -Ticketing system that will ultimately create the ability to file 80 percent of all Municipal Court cases via electronic media. The ability of the system to evolve and meet the growing needs of the City is essential. 3. NOTICE TO PROPOSER'S: Proposer's are cautioned to read the specifications carefully, as there may be special requirements not commonly offered by the manufacturer. Do not assume your standard structure meets all detailed specifications. Proposer's are cautioned that a system which does not meet specifications in every aspect but is delivered to the FOB point will not be accepted. 4. PROPOSER QUALIFICATIONS: The opening of a proposal will not be construed as the City's acceptance of such proposer as qualified and responsible. All proposers shall: 4.1 Be firms, corporations, individuals or partnerships normally engaged in the sale and distribution of commodity or provision of the services as specified herein. 4.2 Have adequate organization, facilities, equipment and personnel to ensure prompt and efficient service to the City. 4.3 Provide references to include the name, address, telephone number and point of contact of at least three entities for which the proposer has performed similar service and or utilized the exact technology within the past three years. Any negative responses received may result in disqualification of proposal. 4.4 Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 5. WARRANTY: The system and its material components shall be warranted against defects in material and workmanship for a period of not less than twelve (12) months beginning with the date of acceptance. If the manufacturer's standard warranty exceeds twelve (12) months, then the manufacturer's standard warranty shall be in effect. The successful proposer shall furnish a copy of the manufacturer's warranty at time of delivery. 6. ORDER QUANTITY: The quantities shown on the IFB are estimates only. No guarantee of any minimum or maximum purchase is made or implied. The City will only order the quantity needed to satisfy operating requirements, which may be more or less than indicated. 7. CONTRACT ADMINISTRATOR: All goods purchased under this contract will be supervised and verified by the City representative (s) noted below Heath Douglas 512-218-5508 8. DETAILED SPECIFICATIONS: 8.1. The handheld citation writing unit shall: 8.1.1. Utilize a PC-based platform for writing citations for State of Texas Traffic Law, City and Other Ordinance and Parking violations; 8.1.2. Have software embedded in the handheld; 8.1.3. Run Windows CE or Windows Mobile; 8.1.4. Employ a relational database for offline storage; Page 7 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.1.5. Be easily held in one hand; 8.1.6. Have a data entry interface that is easy to use; 8.1.7. Have an interface that provides for quick, efficient, and reliable entry of data; 8.1.8. Provide for the electronic capture of pertinent citation information as outlined later in this document; 8.1.9. Provide a viewing screen that is easy to read in bright- and low -light environmental situations; 8.1.10. Provide for the easy editing of all information entered on a citation; 8.1.11. Be reliable in the extremes of the Round Rock, Texas range of climatic conditions; 8.1.12. Meet the MIL -STD -810F standards (issued by the United States Army's Development Test Command( www.dtc.army.mil/navigator/) for ruggedization; 8.1.13. Have write -on -the -screen capability; 8.1.14. Be able to be securely mounted on a motorcycle; 8.1.15. Be capable of upload the entered data to a personal computer, multiple computers or other server in a secure, efficient, and reliable method; 8.1.16. Accept electronic signature; 8.1.17. Have photo file capture capability, and the ability to associate files with a citation number; 8.1.18. Have audio file capture capability, and the ability to associate files with the citation number; 8.1.19. Have the capability to run multiple other applications; 8.1.20. Have 802.11G/Bluetooth Wireless built-in; 8.1.21. Have a user-friendly, QWERTY keyboard; 8.1.22. Be Verizon Cellular Data Network ready/capable; 8.1.23. Accept the entry of the radar unit serial number on citations involving radar; 8.1.24. Be able to capture longitude and latitude (x, y) coordinates via Global Positioning System and associate those coordinates with a citation; 8.1.25. Have rechargeable and easily replaceable batteries; 8.1.26. Have a power source that has an adequate battery charge live and is easily and quickly recharged from a normal AC electrical outlet and a DC vehicle charging system; 8.1.27. Be a sealed unit that is resistant to water, rain, moisture, oils, UV light and scratches; Page 8 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.1.28. Have the functionality to allow multiple users; 8.1.29. Provide security features for access to the unit, such as user name and password protection; 8.1.30. Provide for the selection of violation codes and descriptions from a pre -loaded list from the municipal court system; 8.1.31. Provide for multiple violations per citation; 8.1.32. Auto -populate citation numbers; 8.1.33. Automatically set a court date that can also be printed on the citation; 8.1.34. Auto -populate the appropriate data fields with drivers license information from a magnetic swipe or bar code scan; 8.1.35. Auto -populate the appropriate data fields vehicle identification (VIN) numbers and vehicle information with a bar code scan of the VIN number on the vehicle; 8.1.36. Integrate with remote electronic thumbprint and fingerprint technology; and 8.1.37. Accommodate Secure Digital removable storage media. 8.2. The software shall: 8.2.1. Support all the requirements of the handheld unit(s) and the printer(s) associated with the system; 8.2.2. Provide for easy -to -run, statistical management reports; 8.2.3. Integrate with the City of Round Rock Municipal Court case -management system (INCODB -- I -Court); 8.2.4. Provide for the following information currently entered on citations as well as the ability to change and add additional data fields in the future: 8.2.4.1. Violator name (first, middle, last, suffix); 8.2.4.2. Driver's License number, state and class; 8.2.4.3. Commercial Driver's license indication; 8.2.4.4. Race, Sex, Date of Birth; 8.2.4.5. Residence address, city, state, zip, phone with area code; 8.2.4.6. Business address; 8.2.4.7. Vehicle color, year, make, model or type; 8.2.4.8. License plate number, state, and expiration date; 8.2.4.9. Date and time of offense; 8.2.4.10. Offense description; Page 9 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.2.4.11. Offense location; 8.2.4.12. Miles per hour in specified zone - speeding only; 8.2.4.13. Officer name; 8.2.4.14. Violator Signature; 8.2.4.15. Violator Social Security Number; 8.2.4.16. Vehicle inspection expiration date; 8.2.4.17. Accident (yes or no); 8.2.4.18. Hazardous material (yes or no); 8.2.4.19. Parent's name, address, and phone number; 8.2.4.20. Pedestrian (yes or no); 8.2.4.21. Witness information; 8.2.4.22. Miscellaneous notes; 8.2.5. Provide for data -entry validation rules to warn of invalid data entered into a citation field; 8.2.6. Save entered data if the unit's power source fails; 8.2.7. Have card reader/swipe functionality; 8.2.8. Accept Vehicle Identification Number (VIN) bar scanning; 8.2.9. Support two (2) dimensional barcode scanning for reading information from licenses and future registrations tags; 8.2.10. Accept officer note -taking; 8.2.11. Interface with existing Police Department information systems that allow officers to seek Information about the current status of vehicle license plates; 8.2.12. Interface with existing Police Department information systems that allow officers to run criminal background checks of subjects; 8.2.13. Provide for adding supervisor notes and comments to a specific citation; and 8.2.14. Allow a supervisor to amend a specific citation. 8.3. The printer furnished shall: 8.3.1. Be a small handheld printing unit that has all of the reliability requirements as listed above for the handheld, citation -writing hardware unit; 8.3.2. Provide a means of printing citations that contain all pertinent and legal information displayed on and entered on handheld unit; 8.3.3. Be able to be securely mounted on a motorcycle; Page 10 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.3.4. Have rechargeable and easily replaceable batteries; 8.3.5. Have a power source that has an adequate battery charge life and is easily and quickly recharged via a normal AC electrical outlet and a IDC vehicle -charging system; 8.3.6. Be a sealed unit that is resistant to water, rain, moisture, oils, UV light and scratches; 8.3.7. Print citations on paper that produces excellent readable print in all weather conditions, including rain; 8.3.7.1. Please provide information regarding the kind of paper and ink (if applicable) required by the printer. 8.3.8. Print citations using a method that Is not affected by climatic extremes — including rainy weather; 8.3.9. Provide for adding additional supervisor notes and comments to a specific citation; 8.3.10. Allow a supervisor to amend the citation; 8.3.11. Allow a supervisor or other authorized person to review a specific citation before uploading to the electronic court system; PART IV SERVICE, ACCEPTANCE AND PAYMENT 1. SERVICE: The successful vendor shall have service and maintenance available to the City and shall be able to respond to a request for service: 1.1 Within 24 hours of notification for on-site service and/or maintenance. 2. DELIVERY: Delivery and installation of the equipment shall be completed within the number of days bid. Freight and installation to be included in bid. 3. ACCEPTANCE: Acceptance inspection should not take more than five (5) working days. The vendor will be notified within this time frame if the unit delivered is not in full compliance with the specifications. If any purchase order is canceled for a unit for non-acceptance, the needed equipment may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling. 4. INVOICING: Contractor shall submit one original and one copy of invoice on to the following address: City of Round Rock Accounts Payable 221 East Main Street Round Rock, Texas 78664-5299 5. PROMPT PAYMENT POLICY: Payments will be made within thirty days after the city receives the supplies, materials, equipment, or the day on which the performance of services was completed or the day on which the City receives a correct invoice for the supplies, materials, equipment or Page 11 of 12 RFP 08-032 Specification 08-680-34 September 2008 services, whichever is later. The Contractor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 5.1 There is a bona fide dispute between the City and Contractor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 5.2 The terms of a federal agreement, grant, regulation or statute prevent the City from making a timely payment with Federal Funds; or 5.3 There is a bona fide dispute between the Contractor and a. subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 5.4 The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement. 6. OVERCHARGES: Contractor hereby assigns to purchaser any and all claims for overcharges associated with this agreement which arise under the antitrust laws of the United States, 15 USGA Section 1 et seg., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et seq. Page 12 of 12 ATTACHMENT A CITY OF ROUND ROCK INSURANCE REQUIREMENTS 1. JNSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration of the contract or purchase order resulting from a response to this bid/Specification insurance against claims for injuries to persons or damaaes to property which may arise from or in connection with the performance of the work as a result of this bid by the successful bidder. its agents. representatives, volunteers. employees or subcontractors, 1.1. Certificates of Insurance and endorsements shall be furnished to the City and approved by the City before work commences. 1.2. The following standard insurance policies shall be required: 1.2.1. General Liability Policy 1.2.2. Automobile Liability Policy 1.2.3. Worker's Compensation Policy 1.3. The following general requirements are applicable to all policies: 1.3.1. Only insurance companies licensed and admitted to do business in the State of Texas shall be accepted. 1.3.2. Deductibles shall be listed on the Certificate of insurance and are acceptable only on a per occurrence basis for property damage only. 1.3.3. Claims made policies shall not be accepted, except for Professional Liability Insurance. 1.3.4. Upon request, certified copies of all insurance policies shall be furnished to the City 1.3.5. Policies shall include, but not be limited to, the following minimum limits: 1.3.6.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence. 1.3.6.2. Property Damage Insurance with minimum limits of $50,000.00 for each occurrence. 1.3.6.3. Automobile Liability Insurance for all owned, non -owned, and hired vehicles with minimum limits for Bodily Injury of $100,000.00 each person, and $300,000.00 for each occurrence, and Property Damage Minimum limits of $50,000.00 for each occurrence. 1.3.6.4. Statutory Worker's Compensation Insurance and minimum $100,000.00 Employers Liability Insurance. 1.3.6. Coverage shall be maintained for two years minimum after the termination of the Contract. 1.4. The City shall be entitled, upon request, and without expense to receive copies of insurance policies and all endorsements thereto and may make reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by taw or regulation binding either of the parties hereto or the underwriter of any of such policies). Upon such request by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the requirements of the bld specification and the insurance endorsements stated below. 1.6. Vendor agrees that with respect to the required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following provisions: Page 1 of 4 1.6.1. Provide for an additional insurance endorsement clause declaring the Vendor's insurance as primary. 1.6.2. Name the City and its officers, employees, and elected officials as additional insured's, (as the interest of each insured may appear) as to ail applicable coverage. 1.5.3. Provide thirty days notice to the City of cancellation, non -renewal, or material changes 1.5.4. Remove all language on the certificate of insurance indicating: 1.5.4.1. That the insurance company or agent/broker shall endeavor to notify the City; and, 1.6.4.2. Failure to do so shall impose no obligation of liability of any kind upon the company, its agents, or representatives. 1.6.5. Provide for notice to the City at the addresses listed below by registered mail: 1.6.6. Vendor agrees to waive subrogation against the City, its officers, employees, and elected officials for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance. 1.5.7. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. 1.6.8. All copies of the Certificate of Insurance shall reference the project name, bid number or purchase order number for which the insurance is being supplied. 1.5.9. Vendor shall notify the City in the event of any change in coverage and shall give such notices not less than thirty days prior notice to the change, which notice shall be accomplished by a replacement Certificate of Insurance. 1.6.10. All notices shall be mailed to the City at the following addresses: Assistant City Manager City Attorney City of Round Rock City of Round Rock 221 East Main 309 East Main Round Rock, TX 78664-5299 Round Rock, TX 78664 2. WORKERS COMPENSATION INSURANCE 2.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage for alt persons providing services on building or construction projects for a governmental entity. 2.1.1. Certificate of coverage ("certificate") -A copy of a certificate of insurance, a certificate of authority to self -insure issued by the Texas Workers' Compensation Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. 2.1.2. Duration of the project - includes the time from the beginning of the work on the project until the CONTRACTOR'S /person's work on the project has been completed and accepted by the OWNER. 2.2. Persons providing services on the project ("subcontractor") in Section 406.096 - includes all persons or entities performing all or part of the services the CONTRACTOR has undertaken to perform on the project, regardless of whether that person contracted directly with the CONTRACTOR and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, teasing companies, motor carriers, owner -operators, employees of any such entity, or employees of any entity, which furnishes persons to provide services on the project. "Services' include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services' does not Page 2 of 4 include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. 2.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the CONTRACTOR providing services on the project, for the duration of the project. 2.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being awarded the contract. 2.6. If the coverage period shown on the CONTRACTOR'S current certificate of coverage ends during the duration of the project, the CONTRACTOR must, prior to the end of the coverage period, file a new certificate of coverage with the OWNER showing that coverage has been extended. 2.6. The CONTRACTOR shall obtain from each person providing services on a project, and provide to the OWNER: 2.8.1. a certificate of coverage, prior to that person beginning work on the project, so the OWNER will have on file certificates of coverage showing coverage for all persons providing services on the project; and 2.6.2. no later than seven calendar days after receipt by the CONTRACTOR, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. 2.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of the project and for one year thereafter. 2.8, The CONTRACTOR shall notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the CONTRACTOR knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project. 2.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. 2.10. The CONTRACTOR shall contractually require each person with whom it contracts to provide services on a project, to: 2.10.1. provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project; 2.10.2. provide to the CONTRACTOR, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on a project, for the duration of the project; 2.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; 2.10.3.1. obtain from each other person with whom it contracts, and provide to the CONTRACTOR: 2.10.3.1.1. 2.10.3.1.2. a certificate of coverage, prior to the other person beginning work on the project; and a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project Page 3 of 4 2.10.3.2. retain all required certificates of coverage on file for the duration of the project and for one year thereafter; 2.10.3.3. notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and 2.10.3.4. contractually require each person with whom it contracts, to perform as required by paragraphs (A thru G), with the certificates of coverage to be provided to the person for whom they are providing services. 2.10.3.5. By signing the solicitation associated with this specification, or providing, or causing to be provided a certificate of coverage, the Contractor is representing to the Owner that all employees of the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the protect, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the Commission's Division of Self -Insurance Regulation. Providing false or misleading information may subject the Contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. 2.10.3.6. The Contractor's failure to comply with any of these provisions is a breach of contract by the Contractor that entities the Owner to declare the contract void if the Contractor does not remedy the breach within ten calendar days after receipt of notice of breach from the owner. Page 4 of 4 fr Ir kr wr IW it Mr kr kr kr IIM PO iw ✓ kr w w w w ir w r ORIGINAL CITY OF ROUND ROCK, TEXAS Response to RFP 08-032, Specification 08-680-34 Automated Mobile Handheld Citation Entry System September 23, 2008 Submitted by: )brazos technology Michael McAleer Brazos Technology Corp, Proposal valid for one hundred eighty (180) days from above -listed date. r wig w P) DfdLU5 rcrr ua•uez Specification 08.680.34 September 2008 Table of Contents w EXECUTIVE SUMMARY 4 Ir► PART II. GENERAL CLAUSES AND CONDITIONS 5 to 9. PROPOSAL SUBMISSION REQUIREMENTS 5 Iu PART III. SPECIFICATIONS. 10 iv 1. SCOPE 10 2. STATEMENT OF INTENT 10 3. NOTICE TO PROPOSERS 10 Iw 4. PROPOSER QUALIFICATIONS 11 5. WARRANTY 13 6. ORDER QUANTITY 14 Ir 7. CONTRACT ADMINISTRATOR 14 8. DETAILED SPECIFICATIONS 14 PART IV. SERVICE, ACCEPTANCE, AND PAYMENT. 27 w 1. SERVICE 27 2. DELIVERY 28 W 3. ACCEPTANCE 28 w APPENDICES 29 W APPENDIX A: PRICING 29 APPENDIX B: PROPOSED HARDWARE 31 APPENDIX C: REFERENCE SHEET 33 NI APPENDIX D: FREQUENTLY ASKED QUESTIONS 34 APPENDIX E: HARDWARE BROCHURES 49 w w 10 IP w w w IP r w w w r r w Or kir 11P,) ul d.Ub September 23, 2008 Heath Douglas ✓ City of Round Rock 221 E. Main Street r Round Rock, TX 78664 w Dear Mr. Douglas: r rcrr u0•uac Specification 08880.34 September 2008 Thank you for the opportunity to submit this proposal to the City of Round Rock for an Automated Handheld Citation System. Brazos Technology is excited to tender this offer for our electronic citation solution which we feel not only meets the needs of the City's electronic citation initiative but is one that can be leveraged over many other city functions — not just electronic citation. ✓ Our end-to-end solution provides the ticket writers for the officers, the back -end software for reporting and Mr administrative functions, and court -specific features for standardizing all citation processing using our web -based server. We have a complete turn -key solution today that has been implemented at more than 50 Texas and ✓ Oklahoma police departments. The details and benefits of our Brazos Solution are further explained in this proposal. Or The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic r citation software across all city agencies and enable them on the mobile platform. The Brazos Solution provides the torgreatest opportunities for future growth! r' We trust you'll find our solution unique, intriguing, and cost effective. We're anxious to show you how it works and how it can work for you. r w Sincerely, ✓ Michael McAleer, President Brazos Technology Corp. 707 South Texas Ave Suite 103D College Station, TX 77840 ✓ Office (979)690-2811 ext 101 Mobile (979)571-3198 or Fax (713)583-9323 ✓ mincaleer@brazostech.com www.brazostech.com *** Please note that this proposal is valid for 180 days. w r r w r *** •) UFdZ05 nrr v Specification U8-8808O.. 34 September 2008 w li it EXECUTIVE SUMMARY or Brazos Technology was formed in 2000 by Mike McAleer specifically to focus on the emerging handheld ✓ technology field. Today, Brazos is 100% focused on this technology. Since being introduced to law enforcement by one of our partners, Motorola (formerly Symbol Technologies), who considered our toolkit technology to be a perfect fit for electronic citation and other law enforcement functions, Brazos has implemented our electronic ✓ citation solution in over 50 Texas and Oklahoma police departments. All of them are still running and using this it solution today. n' Our end-to-end solution provides the ticket writers for the officers, the back -end software for reporting and wr administrative functions, and court -specific features for standardizing all citation processing using our web- r bascd server. ✓ The Brazos electronic citation solution (Brazos Solution) is based on an enterprise framework called the Mobile ✓ Application Environment Tool Kit (MaeKIT), which allows Windows-based devices to communicate directly with any industry -standard database without the need for a dedicated intermediary server or workstation. The • primary platform is entirely web -based, the devices transfer data using industry -standard XML, and all data are it secured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without programming using the MaeKIT. Because of MacKIT, Brazos Technology can almost to identically match the look, feel, and practice of your existing citation system. • With the Brazos Solution, not only do you get a fully functional electronic citation system that can connect to existing legacy systems, you get a platform from which you can manage all of your handheld mobile devices. You ✓ can change the look and feel of the screens, add new users, add new devices, change the way the ticket printout • looks, change the legal language that prints, change user access levels, update court information, update offense information, import, export, run reports, and set up jobs to run on a timed basis — all from our web -based design afr and management platform that we call the BuildIT. r In addition, with the MaeKIT you can leverage the City's investment in handheld devices across many functions. • There is no limit to what can be extended to the existing devices with the MaeKIT. Citizen Relationship • Management (CRM), Code Enforcement, animal control, city services, work orders, accident reporting, and to racial profiting are just a few of the tasks that can be quickly designed and deployed to the existing force of handheld devices using the MaeKIT. Different devices can be configured to do different functions — they don't all ✓ have to have the same capability loaded. Not only that, but the MaeKIT supports HP, Motorola, and Dell ✓ devices, allowing the City the flexibility to match the best device with the best function as you move forward. • Flexibility is the hallmark of the Brazos Solution. As you Iook at the actual screens of a device configured for Ft electronic citation, it becomes difficult to differentiate one vendor's offering from another's. The one thing to • keep in mind about the Brazos Solution that is different from others is that the Brazos electronic citation solution is operating on the device without any electronic citation -specific uroerammine code. Almost every other vendor • has written the electronic citation solution as a program that runs on the device with the specific purpose of MO performing electronic citation, essentially limiting the device to that function. This is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was • neither designed nor specifically programmed to do anything other than interpret the configuration designed for ✓ it via our BuildIT toolkit. That means that the same device running the same Brazos software can be nut to work to do fust about anything— all developed using the web -based BuildIT and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. • The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic citation software across all city agencies and enable them on the mobile platform. The Brazos Solution provides ✓ the greatest opportunities for future growth! +rJ vrazos r r�rr vo-vat Specification 08-680.34 September 2008 PART II. GENERAL CLAUSES AND CONDITIONS. 9. Proposal Submission Requirements 9.2. Documentation shall include: 9.2.1. Identification of the firm/team responding to the RFP to include a brief summary of team member experiences. 9.2.2. A summary demonstrating the firm's/team's qualifications to satisfy all the technical areas identified in the specification. ✓ 9.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the city. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name, to Brazos Technology, based in College Station, Texas, is excited to tender this offer for our electronic citation solution which we feel not only meets the needs of the City's electronic citation initiative but is r one that can be Leveraged over many other city functions — not just electronic citation. Brazos Technology has been in the business of mobile software for over eight years and has developed a best in breed solution that far surpasses our competitors. We provide features and scalability that cannot be matched by any other competitor in this market. ✓ Team Members to As demonstrated by the following list of dedicated personnel, Brazos is committing our top resources to sm this project in order to assure its success. While these are just the named recourses, Brazos Technology ✓ will bring all resources to bear as needed. ✓ Michael McAleer is the founder of our company and chief architect of the Brazos Solution. He has extensive experience with our products as well how they should be integrated in with the police department and municipal court system. Ray Evans is our lead systems engineer and will serve as the Technical Lead on this project. Sam Williams brings 18 years of law enforcement experience and recently retired as the Chief Deputy of to a Texas county. Sam has implemented 22 Texas cities and provides the `tangible' connection required to successfully train the officers in our technology while maintaining officer safety. PP' Brazos Technology has 15 employees in the College Station and Austin areas and will assign a dedicated team who will be committed to making this project a success. Our references will attest to the commitment and quality of our people. We strongly believe that you will be very pleased with our staff ✓ and their ability to deliver this project on time and on budget. r All of the Brazos personnel who are approved to answer and respond to customer issues have been with the company for over one year. This one-year training program ensures that people who are qualified on r our system provide quick and practical problem resolution or completion of enhancement requests. srr Mr Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively,'Material') hr is proprietary and confidential information of Brazos Technology Corporation. Page 5 r IP) UFdZUb i\t r 1.111•V•11. Specification 08-680.34 September 2008 Comparable Projects Currently, we have over 50 customers in the states of Texas and Oklahoma using our electronic citation solution. Some of our other current municipal customers and the date they implemented are: • Bryan, TX • Balcones Heights, TX • Castle Hills, TX • Carrollton, TX • Cisco, TX • Cleburne, TX • Clyde, TX • Colleyville, TX • Cockrell Hill, TX • Estclline, TX • Farmers Branch, TX • Fate, TX • Forrest Hill, TX • Hutto, TX • Haltom City, TX • Kingsville, TX • Liberty Hill, TX • Little EIm, TX • Live Oak, TX • Lubbock, TX • Mission, TX • Mount Pleasant • New Braunfels, TX • Parker, TX • Port Arthur, TX • Portland, TX • Rio Vista, TX • Shavano Park, TX • San Angelo, TX • Schertz, TX • Wylie, TX • Moore, OK 2005, Professional Standards April 2008 (INCODE) Sept 2006 (INCODE) Nov 2007 (INCODE) Dec 2006 (INCODE) Dee 2006 (INCODE) Mar 2008 (INCODE) Mar 2008 (INCODE) Jan 2008 (INCODE) Jan 2008 (INCODE) Sept 2007 (INCODE) Dec 2006 (INCODE) April 2008 (INCODE) June 2006 (INCODE) Oct 2005 (INCODE) Jan 2008 (INCODE) Nov 2007 (INCODE) Dec 2006 (InTouch) Jan 2008 (INCODE) Sept 2008 (INCODE) Feb 2008 (INCODE) Sept 2005 (InTouch) April 2008 (INCODE) Nov 2006 (InTouch) Mar 2008 (InTouch) Dec 2007 (INCODE) June 2008 (INCODE) Feb 2007 (INCODE) Sept 2007 (INCODE) Feb 2008 (INCODE) Jan 2008 (INCODE) Aug 2008 (INCODE) We value our customers and work very hard to establish a long-term relationship with all of them. We would be very excited to add Round Rock to this list. We are so proud of our support and customer service that we will provide contact information for EVERY ONE of our customers to be contacted by Round Rock. To date. none of our competitors have been willine to match this offer. Please see the References Sheet in Appendix C for contact information for the requested references. Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Waterier) is proprietary and confidential information of Brazos Technology Corporation. Page 6 w orazos Kr r ul -u.1 Specification 08-680-34 September 2008 In order to demonstrate how the marketplace recognizes the significant differences with our technology and support, Brazos Technology was recently selected by the City of Tulsa to implement electronic citations for their police department in a national RFP. The Tulsa PD has over 800 sworn officers and is purchasing 500 ticket writers from Brazos Technology. Brazos Technology was also selected by the Lubbock PD, and we are currently implementing our system there. Brazos Technology provides both the experience and the technologyto make this project successful at Round Rock. We are absolutely committed to delivering this project to the satisfaction of the City of Round Rock on time and on budget. 9.2.4. Project timeline outlining the steps the firm would take in the implementation of the project. Brazos Technology is committed to delivering a successful and referenceable electronic citation project to the City of Round Rock. Our implementation approach has been highly successful, and we feel that the steps outlined below provide the best method to minimize risks and ensure a successful project. Typical delivery for this system is 45 days from contract signature. Needs Assessment and Kick Off To ensure that the City's needs are addressed, Brazos Technology will conduct a thorough needs assessment that captures project as well as project owner information for all principals related to the project. Interviews with each principal are conducted to identify both existing processes and new processes that result from implementation of this system. From these interviews, a complete current and future project understanding is transferred from the City to Brazos Technology from which Brazos Technology can provide recommendations and solutions. During the needs assessment phase, a highly specific Work Order is collaboratively created that explicitly identifies the detailed operation, requirements of the entire system, roles and responsibilities for Brazos Technology and the City, along with a detailed project plan of deliverables for all parties. The City is given the opportunity to approve this Work Order to ensure complete understanding of the entire system. The Work Order combines the requirements gathered along with the proposal requirements to comprise a Statement of Work, which guides the rest of the process. This two-day process would begin immediately following award of the contract and would produce the work order/requirements document for the project. Setup and Configuration • Create new customer • Order ticket writer hardware and any software necessary • Verify space on existing servers or order new server hardware • Order the interfaces with RMS and Court vendor • Receive the interface downloads from RMS and Court software o Offense codes o Lookup values o Officer information o Streets and locations • Load all lookup values into the database Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. Page 7 .. •) orazos KFY Ulf-UJL tr Specification 08&80-34 trr September2008 w Irr • Lay out the ticket writer interface • Lay out the defendant receipts to • Verify with customer the layout of receipt and verify Iegalese • Create sample citations and send those samples to software vendors (if they require verification) • Receive hardware order and install devices r • Verify Round Rock server setups tr • Run package tool for server software and prepare for customer install • The average duration for this is two to three weeks • The two Iargest risk factors are: 1) hardware availability and 2) court or RMS software vendor r responsiveness Product Install and Verification • Install the server software • Install and verify RDBMS and reporting services • Verify successful operation of server components • Install and verify operation of mobile devices from PD office • Show the screens and defendant receipts to PD and courts for feedback • The typical duration is two days r • The largest risk factor is having the servers setup with latest OS and all applicable software/network settings are complete r Beein Pilot • Train the pilot officers on system operation • Continue making improvements and incorporating changes to ticket writers le • The defendant receipt has been approved and complete to • Complete the Citation Detail report to look like the defendant's receipt • Spend at least a day or two having the officer write 'warnings' in the field it • Verify the data flow to the courts and RMS r • Verify each field for both interfaces • This phase is complete when we have the entire process complete and the officers are practicing with the technology or • The typical duration is one week • This largest risk factor for the project is that most of the major portions of this project must be iv complete. The officers must begin the pilot with the software as close to complete as possible. There can be no false starts at this point. sr Operational Pilot • Closely monitor the data moving to and from the court and RMS systems • Monitor the officers output as well as any requests they have for improvement • Start finalizing the documentation and verify it with the officers ur • Begin planning the full training plan with the pilot officers to maximize the effectiveness of the program • Verify citation output from the pilot officers to ensure the effectiveness of the training • This phase can last from a month to a few months depending upon the success of the project and the feedback from the pilot officers and PD administration. w r Copyright* 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material') w is proprietary and confidential information of Brazos Technology Corporation. Page 8 e9 orazos w jntl` j,...:.: Mr Full Rollout • Define the training schedule to maximize the effectiveness • Train the officers • Complete any remaining documentation w • This phase typically lasts one week 1%I 1 VV•VVL Specification 08.680.34 September 2008 Post Action • Define next steps and the post -implementation milestones tr • Gather feedback on process and what went well and what needs improvement on the process • Verify the operation with all project owners r 9.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. Brazos Technology has had the privilege of replacing the electronic citation systems of EVERY ONE of our competitors in at least one Texas city. Please ask us for a complete list of cities in which we have replaced the system of any specific vendor. Brazos Technology is also proud of the fact that we have just won two national RFPs for the following cities: 1. Lubbock, TX (510 sworn officers) 2. Tulsa, OK ($04 sworn officers) aft r See References Sheet included in Appendix C. r ▪ 9.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all a' subcontractors prior to any work being performed. All work performed at City of Round Rock will be with Brazos' internal staff. ltr itr to frr Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material) ry is proprietary and confidential information of Brazos Technology Corporation. M Page 9 Kr r VO -U.34 Specification 08-680-34 September 2008 PART Ili. SPECIFICATIONS. 1. Scope This specification 1 for functional and technical assistance as well as the computer and associated equipment necessary for the implementation of an automated mobile handheld citation entry ("e -Ticker w system in the City of Round Rock. In addition, the City will require that the system be compatible with our it current network infrastructure and Municipal Court systems. The proposed solution shall meet all current city, state and federal legislative mandates as well as being upgradeable to meet future mandates within the timeframe allowed by the governing bodies. The City's technical and functional support staff will be of available for the implementation and should be assumed as part of the implementation project plan. Brazos Technology understands the scope of this specification based on the RFP from the City of Round Rock. The Brazos Solution can be Installed, configured, implemented, and supported with no changes to the current network structure of the City. We have implemented our solution at all of our customers with minimal IT support and no changes to security measures at any customer. All future changes, requests, enhancements, and major versions are included in the maintenance agreement, and we will never charge additional money for these changes/enhancements. You will never `re -buy' this solution again. Every part of our solution (including TLETs connectivity, the ticket writer software, the statistical • reporting modules, the web -based citation entry screen, and the full BuiidIT platform) are included in this maintenance agreement. r r r The City intends to approach the project through a phased implementation with the Municipal Court and ✓ Police Departments with the initial phase being a `pilot" phase. It is the desire of the City that the selected ✓ solution serve as the foundation for a City-wide e -Ticketing system that will ultimately create the ability to file 80 percent of all Municipal Court cases via electronic media. The ability of the system to evolve and meet the growing needs of the City is essential See Attachment B. • Brazos Technology understands that this project will be a phased implementation, with the initial phase being a "pilot" phase. Our standard recommended implementation plan strongly recommends this approach to further u' guarantee the satisfaction of the system and better ensure the adoption amongst the officers. Mr All future upgrades (major and minor) are deployed automatically with no IT support required. While many competitors are trying to catch Brazos Technology with this capability, they currently require IT to recall all devices and manually load new `builds' onto the ticket writers. This has never and will never be the case with Brazos Technology. 2. Statement of Intent 3. Notice to Proposers w Proposers are cautioned to read the specifications carefully, as there may be special requirements not or commonly offered by the manufacturer. Do not assume your standard structure meets all detailed ✓ specifications. Proposers are cautioned that a .system which does not meet specifications in every aspect but is delivered to the FOB point will not be accepted. IP Ir Brazos Technology has read and understands the requirements of this specification based on the RFP from the City of Round Rock. Copyright® 2008 Brazos Technology Corporation, inc. All rights resented. All material (in whatever medium or format) and information contained herein (collectively, "Material') Is proprietary and confidential information of Brazos TechnotogyCorporation. Page 10 .) ordZuS ✓ yr nrr vv -w4 Specification 08.680-34 September 2008 4. Proposer Qualifications Proposers are cautioned to read the specifications carefully, as there may be special requirements not • commonly offered by the manufacturer. Do not assume your standard structure meets all detailed ✓ specifications. Proposers are cautioned That a system which does not meet specifications in every aspect but is delivered to the FOB point will not be accepted. ✓ Brazos Technology was formed in 2000 by Mike McAleer specifically to focus on the emerging handheld ✓ technology field. Today, Brazos is 100% focused on this technology. Brazos Technology was introduced to law enforcement by one of our partners, Motorola (formerly Symbol Technologies). Motorola was shown the Brazos rtr Mobile Application Environment Tool Kit technology and suggested that it was a perfect fit for electronic citation and other law enforcement functions. Since that time, Brazos has implemented the electronic citation solution in many Texas police departments. All of them are still running and using this solution today. r fir Our end-to-end solution provides the ticket writers for the officers, the back -end software for reporting and • administrative functions, and court -specific features for standardizing all citation processing using our web - based server. r • The Brazos electronic citation solution (Brazos Solution) is based on an enterprise framework called the Mobile Application Environment Tool Kit (MaeKIT). The MaeKIT allows Windows-based devices to communicate directly with any industry -standard database without the need for a dedicated intermediary server or r workstation. What's more, the MaeKIT is built on state-of-the-art technology. The primary platform is entirely web -based, the devices transfer data using industry -standard XML, and all data are secured through multiple • layers of access control, encryption, and compression. The Brazos Solution was built entirely without ✓ programming using the MaeKIT. Because of MaeKIT, Brazos Technology can almost identically match the look, ✓ feel, and practice of your existing citation system. Also, because MaeKIT was built as a framework to rapidly extend database functionality to handheld devices, it excels at interfacing with legacy systems. Therefore, • interfacing with existing systems, and even in-house developed database applications for that matter is exactly rr what the MaeKIT was designed to do. • With the Brazos Solution, not only are you getting a fully functional electronic citation system that can connect to ✓ existing legacy systems, you are getting a platform from which you can manage all of your handheld mobile • devices. You can change the look and feel of the screens using our leading edge web -based designer. You can add new users, add new devices, change the way the ticket printout looks, change the legal language that prints, ▪ change user access levels, update court information, update offense information, import, export, run reports, and ✓ set up jobs to run on a timed basis — all from our web -based design and management platform that we call the r BuildIT. ✓ In addition, with the MaeKIT you can leverage the City's investment in handheld devices across many functions. There is no limit to what can be extended to the existing devices with the MaeKIT. Citizen Relationship Management (CRM), Code Enforcement, animal control, city services, work orders, accident reporting, and r' racial profiling are just a few of the tasks that can be quickly designed and deployed to the existing force of to handheld devices using the MaeKIT. Different devices can be configured to do different functions — they don't all have to have the same capability loaded. Not only that, but the MaeKIT supports HP, Motorola, and Dell to devices, allowing the City the flexibility to match the best device with the best function as you move forward. For ✓ example, law enforcement may need the functionality of a cell phone and/or the robustness of the Motorola, but for a lower cost, code enforcement can work well with a standard PDA or cell phone. As the City conies up with • more and more functions to be performed on the handheld devices, the MaeKIT will be there to support each and every one. Copyright© 2008 Brazos Technotogy Corporation, Inc. All rights reserved. All material (In whatever medium or format) and Information contained herein (collectively, "Materiae') tit► Is proprietary and confidential Information of Brazos Technology Corporation. Page 11 w nrr uo-est - �� ©razos Specification 08.680.34 � • 1 September 2008 ▪ Flexibility is the hallmark of the Brazos Solution. As you look at the actual screens of a device configured for Mr electronic citation, it becomes difficult to differentiate one vendor's offering from another's. The one thing to keep in mind about the Brazos Solution that is different from others is that the Brazos electronic citation solution is operating on the device without any electronic citation-specificnrogramming code. Almost every other vendor has written the electronic citation solution as a program that runs on the device with the specific purpose of • performing electronic citation, essentially limiting the device to that function. This is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was ✓ neither designed nor specifically programmed to do anything other than interpret the configuration designed for n+ it via our BuildIT toolkit. That means that the same device running the same Brazos software can be put to work tr to do lust about anything — all developed using the web -based BuildIT and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. • The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic citation software across all city agencies and enable them on the mobile platform. The Brazos Solution provides the greatest opportunities for future growth! Brazos Technology's MaeKIT platform can be applied to *► practically any solution, as evidenced by where the platform is being used today. In addition to electronic citation solutions, the Brazos MaeKIT can be utilized for: Accident Reporting w Field Interviews k, Incident Reporting Tow Reports K9 Tracking sr Asset Management Custom Applications, and many others! iv Brazos Technology is a Texas company, headquartered in College Station, and Is currently on the CISV list for • the State of Texas. w MaeKIT Applied to Electronic Citation ✓ All electronic citation solutions delivered by Brazos Technology are designed and managed via the MaeKIT. This allows a large degree of customization without programming which translates to an identical match of the City's sir current citation practices and data flow. What must be kept in mind is that the MaeKIT is a rapid extension and w development platform. Therefore, practically anything can be quickly configured using the MaeKIT. Listed tr below are just some of the features typically employed for eCitation, but this list is by no means exhaustive: • Guaranteed data delivery. We have never lost a ticket. Once the officer saves a ticket, it will be on that ■► device or in the court system. • The names and order of the fields match the paper citation that the officers are familiar with. • Any number and type of fields on the screen is possible, with complex business rules enforced behind each field. y • Calculate court and arraignment dates based on current practices w - Example: Court is held every Thursday at 9:30 AM. Violators are scheduled for the earliest date that falls within 10 business days. `► — It is possible for us to also meter the number of people for each date if we can access the court system directly. • Calculate expired licenses and pop-up a message box to alert the officer. • Calculate age from a license scan and pop-up a message box when offender is a juvenile. r • Detailed business rules that minimize the officers time to complete accurate citations tar it Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Materia}") WP Is proprietary and confidential information of Brazos Technology Corporation. Page 12 .-zs r<rr 68•-34 J orai� , o Specification 08-680-34 September 2008 it ✓ – Example: Only show Observed and Posted speed fields when speeding is chosen as an offense; r' only enforce them as required fields when they are shown. - Example: Only allow print to function when the signature box is occupied, otherwise show a message box detailing why the unit is not printing. fr • Any number of alternative data entry types rr – Capture signatures -- as many as needed (officer, offender, others); fr – Capture free -form diagrams – as many as desired; - Capture pictures and photographs; fr – Capture voice recordings; fl► – Read 2D barcodes (like the ones other states are using in lieu of a magstripe). • Read any magstripe data – From any state DL or ID; – From credit cards; – From student or any applicable local ID. • Read vehicle registration stickers and/or VINS and determine the year, make, model of the 'vehicle. • Uniquely organize offenses to help officers quickly find the correct offense based upon personal favorites. to • Uses dropdowns and lists to help officer input information quickly and accurately. r►' • Customers can define how many violations can be assigned to each citation. to This list is just a sample of how MaeKIT has been applied to the task of electronic citation. As can be seen, the • MaeKIT is not simply an electronic citation application but a true rapid development framework that can be • used for much more. It offers the power of programming without the programming. • Comparable Projects • Brazos Technology has been in the business of mobile software for over eight years and has developed a best in ▪ breed solution that far surpasses our competitors. We provide features and scalability that cannot be matched by any Access -based system. Currently, we have over 50 customers in the states of Texas and Oklahoma using our electronic citation solution. Please see the References Sheet in Appendix C for contact information and a list of w some of our most recent customers. fir 5. Warranty The system and Its material components shall be warranted against defects in materia! and workmanship for a period of not less than twelve (12) months beginning with the date of acceptance. If the manufacturers standard warranty exceeds twelve (12) months, then the manufacturer's standard warranty shall be in effect. The successful proposer shall furnish a copy of the manufacturer's warranty at time of delivery. • The Brazos Solution provides Round Rock the best opportunity to accomplish all of the goals in the least amount of time and with the least risk due to our web -based development platform. Using this extremely flexible tool, }'' Brazos will respond to requests much faster than and without the risks of many traditional systems, which • require source code modifications. The City could also opt to make many of these changes themselves if desired once they are trained on our development tool. Mr • Brazos Technology agrees to not only perform the changes requested by the City but to cover all future requested changes/modules in the maintenance agreement and warranty — AT NO ADDITIONAL COST. tar w With Brazos Technology, Round Rock will never have to pay for change orders to any part of the system and will receive all major and minor upgrades and enhancements — AT NO ADDITIONAL COST. ire Tr Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. AU material (in whatever medium or format) and information contained herein (collectively, `Material`) r is proprietary and confidential information of Brazos Technology Corporation. Page 13 r r Iv r I orazos rcrr v0 -v4[ Specification 08-680.34 September 2008 6. Order Quantity r The quantities shown on the !FB are estimates only. No guarantee of any minimum or maximum purchase is made or implied. The City will only order the quantity needed to satisfy operating requirements, which may be r more or less than indicated. r Brazos Technology understands the estimated order quantity to be ten (10) units and has based the pricing r w r All goods purchased under this contract will be supervised and verified by the City representative (s) noted included in this proposal on this quantity. 7. Contract Administrator r below Heath Douglas 512-218-5508 8. Detailed Specifications 8.1. The handheld citation writing unit shall: 8.1.1. Utilize a PC-based platform for writing citations for State of Texas Traffic Law, City and Other Ordinance and Parking violations; The Brazos Solution allows Round Rock to have complete control over the layout of the forms and the screens for each of these applications. The unparalleled control allows for this technology to better 'fit' at Round Rock and significantly helps with the adoption by the PD as well as other departments. In addition to writing traffic/pedestrian citations, warnings, and parking citations, the Brazos Solution optionally includes the `standalone' racial profiling, field investigation, accident reporting, K9 reporting, and daily reports at NO ADDITIONAL CHARGE. If the officers want the capability, they can have the capability as part of this solution. In addition, any solution provided by Brazos Technology will operate on ANY device with a Microsoft operating system. PDAs, cell phones, MDCs, or desktops can be used by Round Rock for any of our solutions at no additional cost. 8.1.2. Have software embedded in the handheld; All of the mobile solutions contain embedded software resident on the mobile device. The solution is not delivered via Internet -type pages that require an 'always on' network connection. In addition to an embedded solution, the Brazos Solution provides for the occasion when battery power is lost to the device. Upon sudden (or gradual) loss of power (i.e. the device is thrown at a perpetrator attempting to flee or the rechargeable battery is drained), the Brazos Solution provides Automatic Backup Recovery", (ABR) that will reinstall all software, restore the database with all data, and restore all connection settings to the printer -- with only one step performed by the officers in the field. With this capability, It is possible for the officer to carry an extra battery with him/her in case of power loss. If the device loses power, the officer (or employee) can replace the depleted battery with the spare battery, perform the one-step ABR, and be up and running again in about four (4) minutes. Copyright© 2008 Brazos Technology Corporation, inc. All rights reserved. Ali material (in whatever medium or format) and information contained herein (collectively, "Mlaterial') is proprietary and confidential information of Brazos Technology Corporation. Page 14 - IP? Drazvs 8.1.3. Run Windows CE or Windows Mobile; n� r VO•VJh Specification 08-680.34 September 2008 All recommended devices run either Windows Mobile 5 or Windows Mobile 6. If Round Rock wishes to use another device, our software runs on any Microsoft Operating System. There will be no additional cost to Round Rock to use another type of device. For example, if Round Rock decides to use in -car MDCs in the future, there will be a charge for the software license, but no charge for configuring the new ticket writers. 8.1.4. Employ a relational database for offline storage; The Brazos Solution utilizes MS SQL Server for the configuration, reporting, and staging of data collected by the mobile solution. The mobile devices themselves also have the option to directly query any ODBC -compliant database including: SQL Server, Oracle, MYSQL, Access, etc. 8.1.5. Be easily held in one hand; The recommended device easily fits into the officer's hand. 8.1.6. Have a data entry interface that is easy to use; This requirement highlights the strength of the Brazos Solution. Every police department in Texas has different proficiencies with regard to technology. Within every police department, there are wide variances among the officers regarding comfort with and adoption rates for different technologies. The mobile technology is no different. Mobile technology differs from traditional PC-based interfaces, and the entry of data into the device is more closely aligned to how a person actually thinks when performing work. Flexibility on a field-bv-field basis is critical to reduce the risk of the protect. The Brazos Solution uses this flexibility to tailor the entire solution specifically for the officers at Round Rock. During the implementation, we use an iterative approach with the officers to lay out the screens and functionality specifically for them in a way that makes sense to them. This way, the final product is intuitive to the officers and therefore very easy for them to use. Along with the Round Rock customizations, we have many, many features built into the system to make sure the officers can complete the citation in the mythical 6 — 8 clicks. More importantly, we have a video record of any actual police officer completing an entire traffic stop in 1 minute 27 seconds from dropping the kickstand to releasing the violator. The Windows CE platform provides several different direct data entry mechanisms for entering text -type data. Brazos Technology supports all methods of data entry for every field on all screens. The Keyboard, Block Recognizer, Letter Recognizer, or Transcriber can be defined on the web -based Build1T on a field - by -field basis to allow for maximum productivity from day one. As the officers become more familiar with the technology, you can easily modify the data input methods for each field without vendor intervention. In addition to straight data input, you also have complete control over the peripheral input methods as well. The magstripe reader and barcode reader can be quickly expanded to include different information that would reduce the amount of text -data entry required by the user. The magstripe reader allows the officer to simply swipe the card, and all fields are automatically populated. Copyright0 2008 Brazos Technology Corporation, Inc. All rights reserved. AU material (in whatever medium or format) and Information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 15 - orazvs w r nrr vo•v4Z Specification 08.680-34 September 2008 The barcode reader allows the user to point the unit at the barcode (including 2D), and the data are automatically populated. 8.1.7. Have an interface that provides for quick, efficient, and reliable entry of data; w The Brazos Solution is built with the officer in mind and would mimic the Round Rock citation in the order (and names) of fields wherever possible to provide an interface that is `already familiar' to the ✓ officers in the field. In addition to the original layout, Brazos Technology provides our customers with the ability to change anything about the look and feel of all mobilized tasks without vendor intervention. This web -based WYSIWYG screen designer again allows for the maturing of the newly mobilized officers to continually refine and adapt the layout of the screens to create a highly customized interface though an w intuitive utility. 8.1.8. Provide for the electronic capture of pertinent citation information as outlined later in this ✓ document; w The Brazos Solution allows for all information to be captured from the magnetic stripe of any state ✓ driver's license, credit card, or any other card with a magnetized strip. Please note: non-standard cards can be specified by the City, and Brazos Technology will `teach' the system to identify and collect information from any card. Similar to the magstripe, the 2D barcode capability can be `taught' via the Brazos Solution. The 2D barcode scanner can read a simple 1D barcode — such as an identifier on a radar gun — and automatically populate a field with the number or associate that number and display a related value (such as in a drop-down box). The 2D capability will act much like the magstripe in that 2D barcodes will be identified, parsed, and will populate the fields defined by the task. w Pr 8.1.9. Provide a viewing screen that is easy to read in bright- and low -light environmental situations; The recommended device provides excellent screen visibility in both bright and low light situations. To best accommodate these lighting situations, Brazos Technology strongly recommends the color device. In addition to the standard screen capabilities in the device, Brazos Technology provides the administrator tit of the system with complete control over the brightness of the backlight and the duration and situations it when the backlight will turn on and off. 8.1.10. Provide for the easy editing of all information entered on a citation; to All information provided on the citation can be edited if the user is allowed to enter the information. We provide a field -by -field access level that determines whether each user is allowed to enter (or even view) that field and its data. Once the yfficer prints/saves the citation, Brazos Technology strongly discourages allowing any further edits to any field that was printed on the citation itself. It is critical that the City it retain an exact version of the data that was presented to the violator. Any field (i.e. officer notes, diagrams, or other fields) not presented to the violator on the citation can be viewed and/or edited after it the citation is saved. ✓ 8.1.11. Be reliable in the extremes of the Round Rock, Texas range of climatic conditions; to Both the recommended device and printer have proven track records in Texas and can withstand the temperature range. Brazos Technology can provide examples upon request. 8.1.12. Meet the MIL -STD -810F standards (issued by the United States Army's Development Test Command www.dtc.army.mil/navlgafor9 for ruggedization; r Y Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technology Corporation. Page 16 Pr ev urazvs ()F Uti-U32 Specification 08-680-34 September 2008 The full product specs for the recommended device are included in Appendix B. We have not found documentation as to whether the MC75 officially meets the MIL -STD -810F specs, but we can authenticate that it has met the operating environments of Texas police departments for the last 2 '/ years. It is rated for a five-foot to -concrete drop, is water resistant, and has the brightest screen on the market today. The brightness of the screen is critically important to the daytime officers in order to improve readability in the sunlight. In addition, the quotation also includes the three-year 'no-fault' warranty from Motorola. If ANYTHING ever happens to the device (except theft and loss), Motorola will fix or replace the device within three days at no additional cost. 8.1.13. Have write -on -the -screen capability; Brazos Technology supports the transcriber mode of data entry on the device, which is a preferred method of data entry for beginning mobile device users. The ability to `see' the writing along with the freedom to enter data anywhere on the screen reduces some of the initial learning curve when adopting mobile technology. Over time, however, the transcriber is one of the most inefficient text -data entry mechanisms. The delay between completion and insertion of the text into the field and the `noise' between what is a valid input and a tap on the screen frustrates experienced users. For example, quite often if you enter the number 25 in the posted speed field, then click on observed speed field, there will be a period placed after the 25 in the posted speed field. With the Brazos Solution, once your officers start to 'mature' with the technology, your solution can grow with you as you choose one of the more efficient text -input capabilities, without vendor intervention. 8.1.14. Be able to be securely mounted on a motorcycle; There are several ways to secure the device to the motorcycle including clip -on holsters, fuel -tank carriers, and a vehicle cradle. Any of these methods (which are included in the price) are also optionally available with a vehicle charger or a home charger if Round Rock allows the officers to keep the device instead of leaving it in the 4 -bay cradle at the PD. 8.1.15. Be capable of upload the entered data to a personal computer, multiple computers or other server in a secure, efficient, and reliable method; The Brazos Solution allows for integration directly with any ODBC -compliant server, vendor XML -based API, or (in the case of direct access invalidating vendor warranties) import/export engines with XML or CSV -based data. All of these alternatives can be directed at one or more destinations. It is highly recommended by Brazos Technology that single stand-alone machines never be the destination for data intended for a server. Any manual processes or intervention with automatic data delivery will cause a breakdown and result in the loss of data over time. All of the Brazos Technology data delivery techniques are highly efficient using encrypted and compressed XML that can travel over SSL or Internet/Intranet networks. The data transport layer of the Brazos Solution is built in-house by experts and not outsourced to any vendor that could compromise your solution in the future. Copyright© 2008 Brazos Technology Corporation, Inc. AU rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. Page 17 VP) nrr u-usl ire .�.-..;, Specification 08-680-34 111 September 2008 8.1.16. Accept electronic signature; There are no limits to the number of signatures, diagrams, or free -form drawings that can be included in our solution. In addition, the Brazos Solution can also forward any of the captured signatures and/or diagrams to the printer, to be printed along with the citation (or other printed document). 8.1.17. Have photo file capture capability, and the ability to associate files with a citation number; lir or The Brazos Solution captures photographs and not only associates them with the citation, but enables officers (as well as court personnel) to pull up the citations and view the pictures from any Internet - enabled PC. There is no limit to the number of pictures you can associate with a citation. Mr 8.1.18. Have audio file capture capability, and the ability to associate files with the citation number; Mr' The Brazos Solution captures audio files via the built-in hardware of the device and not only associates them with the citation but enables officers (as well as court personnel) to pull up the citations and view the pictures from any Internet -enabled PC. There is no limit to the number of audio files you can associate with a citation. r r 8.1.19. Have the capability to run multiple other applications; The Brazos Solution provides two modes of operation for all devices. The first is a traditional mode that allows the user to access the underlying function of the Windows CE operating system. This traditional mode meets the City's requirement. The second mode (which is often recommended) is sometimes ✓ referred to as the kiosk mode. In the kiosk mode the user can only use the Brazos application and those ✓ tasks that the user has rights to use. This mode provides additional security for the possibility of the device being lost or stolen and prevents unauthorized access to the device. Another benefit for the IT r staff is that it reduces the opportunity for modification of system settings and makes the overall support of these devices more manageable. 8.1.20. Have 802.11G/Bluetooth Wireless built-in; Ir M The recommended device has both 802.11 and Bluetooth radios built in. 8.1.21. Have a user-friendly, QWERTY keyboard; w The recommended device has a user-friendly QWERTY keyboard built in. 8.1.22. Be Verizon Cellular Data Network ready/capable; Or The recommended device has the Verizon Cellular card built in. sr 8.1.23. Accept the entry of the radar unit serial number on citations involving radar; pr The Brazos solution allows Round Rock to define ANY number of additional fields (including radar unit serial number) and completely define the business rules of these fields at no additional cost. We also it allow Round Rock to not only define these additional fields (or reports) at the beginning of the project but iv at any time after initial implementation and never be charged a 'change order' fee. r Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. Page 18 r ev orazos rtrr Ura-thu Specification 08-680-34 w September 2008 8.1.24. Be able to capture longitude and latitude (x, y) coordinates via Global Positioning System and associate those coordinates with a citation; The recommended Motorola MC75 device has both the Verizon Cellular capability as well as an on -board GPS system. This GPS can associate coordinates to the citation as well as upload those coordinates and r present them to a web -based mapping program for AVL, if desired by the City. 8.1,25. Have rechargeable and easily replaceable batteries; w The recommended device and printer both have rechargeable and easily replaceable batteries. iw 8.1.26. Have a power source that has an adequate battery charge live and is easily and quickly recharged from a normal AC electrical outlet and a DC vehicle charging system; The recommended device and printer both have exceptional batteries that are easily recharged and have car charging (DC power) options associated with them. 8.1.27. Be a sealed unit that is resistant to water, rain, moisture, oils, UV light and scratches; it The Motorola MC75 is the 'Cadillac' of the Motorola line, providing a rugged device that can deliver all ter of the required aspects of this project. 8.1.28. Have the functionality to allow multiple users; rIr The Brazos Solution does not limit the number of users of the system. Each user has a unique access level that controls which tasks he/she has access to, which functions can be performed, and which fields can be accessed and/or viewed. All user access is managed from the central BuildIT and inherited by the devices during the synchronization process. irr 8.1.29. Provide security features for access to the unit, such as user name and password protection; tr r The Brazos Solution requires that all users must access both the mobile and BuiIdIT systems with a user name and password. 8.1.30. Provide for the selection of violation codes and descriptions from a pre -loaded list from the municipal court system; The Brazos Solution meets this requirement. There are other feeds to this system that should be considered as well to ensure the highest accuracy and reduce the maintenance of the overall system. Officer data, Location data (if available), Local Warrants, Repeat Offenders (Scofflaw), and others ■► should be fed into the device as pre -loaded data. 8.1.31. Provide for multiple violations per citation; The Brazos Solution offers unlimited offenses per citation. However, as a practical matter, a maximum number per citation is generally chosen. The Brazos Solution has the ability to enforce this maximum number of offenses per citation and will not let the officer print/save the citation if that limit is exceeded. tr w Copydghte 2008 Brazos Technology Corporation, Inc. All rights reserved. AU material (in whatever medium or format) and information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technology Corporation. Page 19 77.OS FaZUnrr 4 V Specification 08-680.3580.34 M `r'f r' `` '"' ' September 2008 w r 8.1.32. Auto -populate citation numbers; r The Brazos Solution provides automatically populating and incrementing citation numbers. As part of the project kickoff phase, the City can define the starting number, stopping number, block ranges, format of the number (numeric or alphanumeric), increment value, and/or other parameters for the citation a, number. Or 8.1.33. Automatically set a court date that can also be printed on the citation; r The Brazos Solution provides the flexibility for setting (or computing) any date into the future (or past) as a configurable component to the system. Such options for computing dates include: accounting for weekends, leap years, cross-over dates, court held on only these days, court held on only the x week of the month, court dates by offense type, and many other options. 8.1.34. Auto -populate the appropriate data fields with drivers license information from a magnetic Ir swipe or bar code scan; The Brazos Solution completely meets this requirement. In addition to reading the driver's license magnetic swipe information, information can also be extracted from credit cards or the processing engine can be `taught' barcodes and magstripes that are specific to your arca. For example, we can `teach' the ticket writer to read Dell employee cards if desired by the City. rr The Brazos Solution also reads 2D barcodes. Some examples are: a. Auto -populate VIN numbers and vehicle information with a bar code scan of the VIN number on the vehicle. The Brazos Solution allows the officer to scan the VIN of a vehicle, and that VIN is decoded into the specific information about that vehicle. Any field on the screen can be set up to accept parsed VIN information. Currently, the Brazos Solution will parse the following information from a VIN number: Make, Model, Style (or type) and Year. b. Auto -populate vehicle information with a bar code scan of the reaistration sticker on the vehicle. r The Brazos Solution will read the 2D registration barcodes and provide all of the information from the VIN, as well as the vehicle license plate number. c. Auto -populate the driver's license information with a bar code scan. ttr The Brazos Solution can read the 2D barcodes on other states' drivers licenses and parse that rlr information into the citation. ✓ 8.1.35. Auto -populate the appropriate data fields vehicle identification (VIN) numbers and vehicle information with a bar code scan of the VIN number on the vehicle; The Brazos Solution allows the officer to scan the VIN of a vehicle, and that VIN is decoded into the Mr specific information about that vehicle. Any field on the screen can be set up to accept parsed VIN information. Currently, the Brazos Solution will parse the following information from a VIN number: Mr Make, Model, Style (or type) and Year. In addition to the VIN, the Brazos Solution reads the registration sticker from the vehicle, which provides all information from the VIN as well as the License Plate number. w ill MY Copyright® 2008 Brazos Technology Corporation, Inc. Ali rights reserved. Ail material (In whatever medium or format) and information contained herein (collectively, 'Material') is proprietary and confidential Information of Brazos Technology Corporation. Page 20 w �) Drazos 8.1.36. Integrate with remote electronic thumbprint and fingerprint technology; and rcrr uo uac Specification 08-680-34 September 2008 The recommended solution optionally provides an attachable fingerprint reader that reads directly into the ticket writer. This device can associate and save the fingerprint along with the violator information. We are not currently integrated with AFIS (or other remote system) but would be willing to do so at no additional cost (from our side) to the City of Round Rock. 8.1.37. Accommodate Secure Digital removable storage media. The recommended device allows for SDIO cards on -board for additional and removable storage media. 8.2. The software shall: 8.2.1. Support all the requirements of the handheld unit(s) and the printer(s) associated with the system; The Brazos Solution provides the most complete solution along with the best possible upgrade path for the City. The software supports all features and specifications (and many more) indicated in this RFP. 8.2.2. Provide for easy -to -run, statistical management reports; The Brazos Solution includes an eCitation web -based back end (as described earlier) that contains a number of statistical management reports that are easy to run. 8.2.3. integrate with the City of Round Rock Municipal Court case -management system (iNCODE -- I -Court); Brazos Technology enjoys a very good relationship with INCODE and would strongly recommend that the City call and verify our standing and track record with INCODE. We have over 30 Texas (and Oklahoma) courts using the INCODE interface today. The City of Hutto has used our solution for almost 2.5 years. 8.2.4. Provide for the following information currently entered on citations as well as the ability to change and add additional data fields in the future: 8.2.4.1. Violator name (first, middle, last, suffix); The Brazos Solution meets this requirement. 8.2.4.2. Driver's License number, state and class; The Brazos Solution meets this requirement. 8.2.4.3. Commercial Driver's license indication; The Brazos Solution meets this requirement. 8.2.4.4. Race, Sex, Date of Birth; The Brazos Solution meets this requirement. 8.2.4.5. Residence address, city, state, zip, phone with area code; The Brazos Solution meets this requirement. Copyright® 2008 Brazos Technology Corporation, Inc, All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") Is proprletary and confidential information of Brazos Technology Corporation. Page 21 WO) DfdZO5 8.2.4,6. Business address; The Brazos Solution meets this requirement. 8.2.4.7. Vehicle color, year, make, model or type; The Brazos Solution meets this requirement. 8.2.4.8. License plate number, state, and expiration date; The Brazos Solution meets this requirement. 8.2.4.9. Date and time of offense; The Brazos Solution meets this requirement. 8.2.4.10. Offense description; The Brazos Solution meets this requirement. 8.2.4.11. Offense location; The Brazos Solution meets this requirement. 8.2.4,12. Miles per hour in specified zone - speeding only; The Brazos Solution meets this requirement. 8.2.4.13. Officer name; The Brazos Solution meets this requirement. 8.2.4.14. Violator Signature; The Brazos Solution meets this requirement. 8.2.4.15. Violator Social Security Number; The Brazos Solution meets this requirement. 8.2.4.16. Vehicle inspection expiration date; The Brazos Solution meets this requirement. 8.2.4.17. Accident (yes or no); The Brazos Solution meets this requirement. 8.2.4.18. Hazardous materia! (yes or no); The Brazos Solution meets this requirement. 8.2.4.19. Parent's name, address, and phone number; The Brazos Solution meets this requirement. 8.2.4.20. Pedestrian (yes or no); The Brazos Solution meets this requirement. 8.2.4.21. Witness information; The Brazos Solution meets this requirement. Copyright© 2008 Brazos Technology Corporation, inc. AR rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') Is proprietary and confidential information of Brazos Technology Corporation. Page 22 n, r 110•1./JL Specification 08-680-34 September 2008 .7 DFazuu nrr (10-l134Specification 08-680.34 September 2008 8.2.4.22. Miscellaneous notes; ill+ The Brazos Solution meets this requirement. The Brazos Solution allows Round Rock to completely define all fields, business rules, citation No printouts, and reports for the entire solution at no additional cost. We can meet all of the above requirements and would allow Round Rock to identify an unlimited number of additional to requirements upon award at no additional cost. w 8.2.5. Provide for data -entry validation rules to warn of invalid data entered into a citation field; w The Brazos Solution does not allow the officer to Print or Save a citation without verification of ALL business rules. If the officer forgets to fill in the registration expiration date for example, he or she is w notified of the error and is then taken directly to the offending field for completion. r 8.2.6. Save entered data if the unit's power source fails; Or The Brazos Solution provides a feature called HardSave where all data (both user -entered and system r data) are stored in a non-volatile area on each device so in the case of a power failure no data are lost. Iv In addition to the data, the entire program, all dependencies, and all device settings (including the Ir wireless printer settings) are retained. In the case of a power loss, there is a one-step recovery process that can be performed in the field (by the officer) that will re -install all software, re -configure the device Ir settings, re -install the user's data, and re-establish the wireless connection with the printer. 8.2.7. Have card reader/swipe functionality; III► to The Brazos Solution completely meets this requirement. In addition to the driver's license information, information can also be extracted from credit cards or the processing engine can be `taught' barcodes and Mr magstripes that are specific to your area. w 8.2.8. Accept Vehicle Identification Number (VIN) bar scanning; The Brazos Solution allows the officer to scan the VIN of a vehicle, and that VIN is decoded into the specific information about that vehicle. Any field on the screen can be set up to accept parsed VIN information. Currently, the Brazos Solution will parse the following information from a VIN number: a'' Make, Model, Color, Style (or type), and Year. tw 8.2.9. Support two (2) dimensional barcode scanning for reading information from rr licenses and future registrations tags; The Brazos Solution will read the 2D registration barcodes and provide all of the information listed in 8.2.8 above, as well as the vehicle license plate number. 8.2.10. Accept officer note -taking; The Brazos Solution allows for any number of notes fields to be entered via text, diagrams, or voice. to These notes fields can be highly specific with dropdowns or general text fields. While there are no NO Copyright0 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, "Material") is proprietary and confidential Information of Brazos Technology Corporation. r Page 23 - .) orazos ,s, r VV•V, 4 Specification 08-680-34 September 2008 iw tr functional limitations to the number of diagram fields, the voice fields are limited to the amount of ✓ memory on the specific PDA. Our solution can be configured with preset limits to the length of the voice tr notes — or allow for an unlimited recording file. ✓ 8.2.11. Interface with existing Police Department information systems that allow officers to .seek information about the current status of vehicle license plates; to While we are not completely clear about this requirement, there are several options available to the City: 1. Run TLETs returns via the Brazos Message Switch ✓ 2. Interface with existing message switch for PDAs 3. Query RMS and the Brazos System for any history on Vehicles or Persons ✓ 4. Interface with the City's current return capability directly on the laptop Option #1 Is available to Round Rock for an additional $5,000. All other options are available at no additional cost from Brazos Technology. There may or may not be a fee from the systems we are to Mr interface with. We have already interfaced with a number of systems and could verify this irr implementation when we know which system Round Rock is using. tr 8.2.12. Interface with existing Police Department information systems that allow officers it to run criminal background checks of subjects; The DPS does not currently allow true CCH returns to be run on mobile devices. We can, however, ✓ provide each of the options that are available for vehicles (as listed in 8.2.11 above) for persons as well, with the same pricing structure (as identified in 8.2.11). 8.2.13. Provide for adding supervisor notes and comments to a specific citation; and r The Brazos Solution provides for a complete web -based back end system that collects all citations, racial profiling information, etc., and allows for additional fields that accommodate adding supervisor notes and comments to each citation. rr 8.2.14. Allow a supervisor to amend a specific citation. The Brazos Solution provides for a complete web -based back end system that collects all citations, racial r profiling information, etc., and allows for additional fields that accommodate adding supervisor notes and r comments to each citation. • 8.3. The printer furnished shall: w r 8.3.1. Be a small handheld printing unit that has all of the reliability requirements as listed above for the handheld, citation -writing hardware unit; rr Iw The recommended printers for the Brazos Solution are all 4 -inch wide thermal printers from Zebra and will meet all requirements stated in this RFP. so 8.3.2. Provide a means of printing citations that contain all pertinent and legal information displayed on and entered on handheld unit; Mr W VP Copyight@ 2008 Brazos Technotogy Corporation, Inc. Ail rights reserved. Ail material �nop taand information Y, "Mateia"j WM spieary and con denl informatioofBraos Tec oiogy (collectively, Page 24 le orazvs n, 60.34 ;E•d �I , ; Specification 08 680.34 September 2008 rr The Brazos Solution provides complete flexibility for the printout of citations. Both the legal information and the layout and information on the citation are controlled by the Brazos back -end solution, so modifications can be made at any time without changing the software. In addition, the City always has the option of having the legal information pre-printed on the back of the standard roll paper used by the printer. While this option saves paper usage it also is less flexible in that changes to the legal language r can be accommodated less frequently due to having to first use the existing stock of paper and then have new paper printed. The flexibility exists, and the City can choose either method at any time. kV r 8.3.3. Be able to be securely mounted on a motorcycle; r The Zebra RW420 printer has an optional vehicle cradle, but most of our departments elect to use Velcro to mount the printer in the saddle bags of the motorcycle. We would be happy to provide many references to departments using our system on all four major manufacturers of police units (Harley- Davidson, BMW, Honda, and Kawasaki). w 8.3.4. Have rechargeable and easily replaceable batteries; ✓ The recommended printer has rechargeable and easily replaceable batteries. r 8.3.5. Have a power source that has an adequate battery charge life and is easily and quickly recharged via a normal AC electrical outlet and a DC vehicle -charging system; r The recommended printer has exceptional battery charge life, which can be recharged via a normal AC electrical outlet or a DC vehicle charging system. tar ✓ 8.3.6. Be a sealed unit that is resistant to water, rain, moisture, oils, UV light and scratches; ra' The recommended printer has been designed with the most advanced technology in rubberized r overmolding to maintain both rugged construction and minimal weight. 8.3.7. Print citations on paper that produces excellent readable print in all weather conditions, r' including rain; The recommended printer is available with UV -coated paper that is water/weather proof. This paper is k' custom -ordered and can be pre-printed with text dictated by the City or be blank. r 8.3.7.1. Please provide information regarding the kind of paper and ink (if applicable) required by the printer. ✓ The Zebra RW420 printer is a thermal printer that does not require any ink. The paper available ✓ ranges from inexpensive standard thermal paper to very expensive water/weather proof and tear proof paper. Most of our customers use the standard thermal paper due to cost. 8.3.8. Print citations using a method that is not affected by climatic extremes — including rainy y, weather; r'' The Zebra RW420 is a thermal printer that has demonstrated its durability and usability in all types of weather for the past three years. We can provide as many references in various Texas police departments as the City desires. Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, °Material') 1M► is proprietary and confidential information of Brazos Technology Corporation. OW Page 25 kr - iP) UirdZOS 1\I f V Specification 08.680eO .3434 t ." September 2008 w ✓ The printer is not waterproof but is water resistant, and the paper choice truly defines how well the paper holds up in the rain. 8.3.9. Provide for adding additional supervisor notes and comments to a specific citation; r The Brazos Solution provides for a complete web -based back -end system that collects all citations, racial profiling information, etc,, and allows for additional fields that accommodate adding supervisor notes and comments to each citation. 8.3.10. Allow a supervisor to amend the citation; ✓ The Brazos Solution can (based on access) allow citation information to be modified by a supervisor. This feature can be turned on or off on a field -by -field basis. 8.3.11. Allow a supervisor or other authorized person to review a specific citation before uploading to the electronic court system; rr The Brazos Solution can (based on access) allow citation information to be reviewed and modified by a supervisor prior to the upload to the court system. This feature can be turned on or off on a field -by -field basis and is completely controlled by Round Rock through the user administration module. w Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. lar All material (In whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 26 K W 19 arazos ,u r to WL Specification 08-880-34 September 2008 PART IV. SERVICE, ACCEPTANCE, AND PAYMENT. 1. Service • The successful vendor shall have service and maintenance available to the City and shall be able to respond to a request for service: r 1.1. Within 24 hours of notification for on-site service and/or maintenance: • In addition to the standard Brazos Support plan, we will agree to the 24-hour requirement for on-site service or maintenance. We are able to provide this high level of service for the complete duration of this project since our • headquarters is 1 hour and 45 minutes away in College Station. We also have a satellite office in Austin, Texas, to that could provide on-site service within 45 minutes. Upon award of this RFP, we will modify our Maintenance agreement for Round Rock to cover these turnaround times in a formal document. Below is the standard Ianguage from our current maintenance agreement that we will modify at NO ADDITIONAL COST to Round tr Rock. w Brazos Technology provides exceptional support, as all of our referenced customers will confirm. We pride i" ourselves on our support and consider it instrumental in creating and maintaining long-term relationships with le our customers. Our office hours are 8am to 6pm, Monday through Friday, and we provide a dedicated support number for after hours and weekend support calls for full 24x7x365 support. One of the major benefits to the • training program and roll-out process described above is that after the first month of operation, we receive very Iso few emergency phone calls from our customers. ~ As long as the city remains current with the Brazos Support and Maintenance Agreement, the following support • levels will apply: A. Support Services. sr During the term of the Support and Maintenance Agreement, Brazos Technology will provide the services described herein so as to maintain the Covered Software in good working order, keeping it free from material defects so that the Covered Software shall function properly and in accordance with the accepted level of performance as set forth in the License Agreement. Itr w w B. Remedial Support. Upon receipt by Brazos Technology of notice from Licensee through the Support Center HOTLINE of an w, error, defect, malfunction, or nonconformity in the Covered Software, Brazos Technology shall respond as provided below: ti 1. Severity 1. Produces an emergency situation in which the Covered Software is inoperable, produces Incorrect results, or fails catastrophically. 1. Service Response. Brazos Technology will make available to Licensee a telephone number (the "Support Center HOTLINE") for Licensee to call requesting service of the Covered Software. The HOTLINE can also be used to notify Brazos Technology of problems associated with the Covered Software and related documentation. SERVICE RESPONSE: Brazos Technology will provide a response by a qualified member of its staff to begin to diagnose and to correct a Severity 1 problem as soon as reasonably possible, but in any event a response via telephone will be provided within one (1) hour. Brazos Technology will continue to provide Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Iviateriar) is proprietary and confidential information of Brazos Technology Corporation. Page 27 w it ordzvs nrr uo•voe Specification 08.880.34 September 2008 best efforts to resolve Severity 1 problems in less than forty-eight (48) hours. The resolution will be Mr delivered to Licensee as a work -around or as an emergency software fix. If BRAZOS TECHNOLOGY delivers an acceptable work -around, the severity classification will drop to a Severity 2. 2. Severity 2. Produces a detrimental situation in which performance (throughput or response) of the ry Covered Software degrades substantially under reasonable loads, such that there is a severe impact on use; the Covered Software is usable, but materially incomplete; one or more mainline functions or or commands is inoperable; or the use is otherwise significantly impacted. SERVICE RESPONSE: Brazos Technology will provide a response by a qualified member of its staff to begin to diagnose and to correct a Severity 2 problem as soon as reasonable possible, but in any event a 1r response via telephone will be provided within four (4) hours. Brazos Technology will exercise best rr efforts to resolve Severity 2 problems within five (5) days. The resolution will be delivered to Licensee in the same format as Severity 1 problems. If Brazos Technology delivers an acceptable work -around for a Severity 2 problem, the severity classification will drop to a Severity 3. 3. Severity 3. Produces an inconvenient situation in which the Covered Software is usable, but does not provide a function in the most convenient or expeditious manner, and the user suffers little or no significant impact. tir ttr r >Ilr a,, SERVICE RESPONSE: Brazos Technology will provide, as agreed by the parties, a fix or fixes for Severity 4 problems in future maintenance releases. SERVICE RESPONSE: Brazos Technology will exercise best efforts to resolve Severity 3 problems in the next maintenance release. 4. Severity 4,: Produces a noticeable situation in which the use is affected in some way, which is reasonably correctabe by a documentation change or by a future, regular release from Brazos Technology. r 2. Delivery ✓ Delivery and Installation of the equipment shall be completed within the number of days bid. Freight and installation to be included in bid. r Brazos Technology agrees to deliver and install the equipment within the number of days bid (45). All freight, travel, expenses, and incidental charges are included in this bid. 3. Acceptance Acceptance inspection should not take more than five (5) working days. The vendor will be notified within this time frame if the unit delivered is not in full compliance with the specifications. If any purchase order is canceled for a unit for non-acceptance, the needed equipment may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling, Brazos Technology agrees to this provision. Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. rI Page 28 iv APPENDICES Appendix A: Pricing Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved, All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 1 SOFTWARE y r; rQuan tlty rUntt s v_C,o t „, oa3-� ' � Cosi _ a Ahit • . ,p -rot t nce,', Year 1 / Year 2 plus Application Software Brazos eCitation Mobile (10 devices) **Includes: eCitation and Warnings Parking citations and Warnings Field Interviews Standalone racial profiling TLETs Client Accident Reporting K9 Reporting 10 $650 $6,500 included/ $1,600 Brazos eCitation Server (Hosted wI unlimitedIncluded users) $0 Included / Included Other TLETS Connectivity (optional)unlimited $5,000 $5,000$5,000 / $5,000 INCODE Interface 1 Included $0 Included / $650 RMS Interface 1 Included $0 Included / $650 Total Software $11,500 -.-1 -7 f 'a"s i" =Uri ,, { tis , ,r S ''r, it-k:'i gar „x"'s; e n ., - ^'"' HARDWARE v vy Motorola MC75 Device 624 MHz Processor 128MB RAM 256 ROM Windows Mobile 6.0 2D Imager Color Picture Bluetooth Radio 802.11 a/b/g GPS Ruggedized Extended Battery Verizon WWAN 10 $1,640 $16,400 Motorola MC75 Magstripe Reader 10 $145 $1,450 Motorola MC75 1 -Bay Cradle (with cables) $125 Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved, All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 1 Motorola MC75 4-Bay Cradle (with cables) 3 $425 $1,275 Motorola MC75 Wall Charger 5 $75 $375 Motorola Bronze Support (3 years) 10 $265 $2,650 Zebra RW420 Bluetooth Printer Bluetooth Communications 10 $650 $6,500 Zebra Vehicle Charger (for Motorcycles) 5 $95 $475 Zebra Wall Charger 5 $65 $325 Zebra Vehicle Mount $250 Zebra Extended Warranty (4 years) $323 Paper (1 box of 36 rolls) — Standard Thermal Paper 10 $85 $850 Paper (1 box of 36 rolls) — Poly Thermal Paper $240 Total Hardware $30,300 .. ..,..... ..... ...... ... .... Total Cost ... ,.... . -. .... ___ ter. IMPLEMENTATIONFSERVIC,ESHours ;. �~e7-4 =wy?. r,.. '„: o.-02Wz-4-,- ,:.,.; ... .. Project Management Included $0 Hardware Installation (if hardware proposed) N/A $0 Installation, Integration, Test and Tuning $3,750 Software Parameter Configuration Analysis & Setup $3,750 Training (Train the Trainer) 3d Included Documentation Included $0 Customization Included $0 Post-Implementation Support Included $0 Total Implementation Services $7,500 ER C0STS OTHs } Travel & Out-of-Pocket Expenses Any additional costs Included Total Other Costs $0 $49,300 TOTAL COSTS ■ Copyright° 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") Is proprietary and confidential Information of Brazos Technology Corporation. Page 2 w r w w w)orazos iu r VV-VJL Specification 08.680-34 September 2008 Appendix B: Proposed Hardware Brazos Technology recommends the Motorola MC75 as the preferred hardware platform that will meet all of Round Rock's requirements. This device allows for audio files and color pictures to be captured and associated with the citation. Motorola MC75 with 2D Barcode Scanner, GPS and Color Camera The Motorola MC75 is the newest device in the Motorola line that would allow for cellular capabilities in the future as well as color pictures. We strongly recommend the City consider this option as it provides much more flexibility and expandability for the future. This device is rated for a 4-5 foot drop to concrete and is water resistant. It can be used in the rain with no problems. It has a 624MHz processor, 128 MB of RAM, Microsoft Mobile 6.0 operating system, 802.11 connectivity, and a Bluetooth radio. This device has a built-in 2D scanner, Verizon cellular connectivity, GPS, and color camera, which allows the Brazos Solution to capture pictures and associate those pictures with the citation. Brazos Technology also recommends that Round Rock purchase this device with the cellular option to allow for the future ability of real-time access to information from TLETS, INCODE, and other applicable data sources. • ***Finally, in order to provide the most robust and problem -free implementation, Round Rock should w implement the 4 -bay Ethernet cradle from Motorola for docking and charging the batteries. This device • eliminates the requirement for a host PC as well as Microsoft Activesync,.which can be extremely problematic. This device is the recommended solution for the Round Rock PD. It provides the most opportunities for growth in the future. w For complete technical specifications, please go to the following URL: ▪ http://www.motorola.com/business/US- w EN/MC75+.do?vgnextoid=237defl a5113a110VgnVCM1000008406b00aRCRD • or see the product brochure In Appendix E of this document. w w w f1 >r Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively,'Materiar) r, Is proprietary and confidential Information of Brazos Technology Corporation. Page 3l • gr) Drazos r >w ✓ Zebra RW420 Mobile Bluetooth Printer ~ The Zebra RW420 is a rugged, durable mobile printer. It is rated for a 6 -foot itr drop and meets the stringent 1P54 dust and water resistance rating. It has a 32-bit architecture for high-speed processing, standard Serial and USB interfaces, smart battery management (monitors battery for longer life and • performance), 4 -button angled LCD (standard), resident scalable fonts, and many more features. ✓ This printer is part of the recommended solution for the Round Rock PD. Brazos Technology has proposed using Motorola devices and Zebra printers. • We are authorized dealers and preferred business partners of both manufacturers. kr • Further product details are included the brochures in Appendix E of this document. nrr VO -4/04 Specification 08-880-34 September 2008 r to r r r r r r r it .. r r r r r r r to Copyright® 2008 Brazos Technology Corporation. Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 32 nv orazos V r VIA..444 Specification 08-680.34 September 2008 Appendix C: Reference Sheet Please Complete and Return This Form with the Solicitation Response SOLICITATION NUMBER: IFB 08-032 — AUTOMATED MOBILE HANDHELD CITATION ENTRY SYSTEM BIDDER'S NAME: Brazos Technoloov Corp. DATE: 9/23/08 Provide the name, address, telephone number and point of contract of at least three firms that have utilized similar service for at least 2 years. References may be checked prior to award. Any negative responses received may result in disqualification of bid. 1. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: 2. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: 3. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: 4. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: Hutto PD Chief Harold Thomas Chief harold.thomas@ci.hutto.tx.us 401 W. Front Street Hutto, TX 78634 (512) 846-2057 Cleburne PD Janelle Parker Court Administrator janelle.parker@cleburne.net P.O. Box 677 Cleburne, TX 76033 (817) 645-0928 Castle Hills PD Chief Donny Davis Chief donny209@sabc.r.com 209 Lemonwood Dr Castle Hills, TX 78213 (210) 342-2341 x210 Shavano Park PD Chief Curtis Stewart Chief cstewart@shavanopark.org 900 Saddletree Court Shavano Park, TX 78231 (210) 492-9248 Fax Number (512) 846-2753 Fax Number (210) 342-4525 Fax Number (210) 492-2824 Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. Ail material (In whatever medium or format) and information contained herein (collectively, "Material') Is proprietary and confidential information of Brazos Technology Corporation. Page 33 ..,orazos w w nrr VU -V,, Specification 08.680-34 September 2008 Appendix D: Frequently Asked Questions 1. What does Brazos Technology Corporation offer? PO Brazos Technology Corporation provides solutions and services designed to optimize the use of mobile technology within an organization, with a strong focus on extending Law Enforcement applications and databases to devices in the hands of Law Enforcement personnel. Brazos Technology was formed in 2000 and is committed to providing applications that are applicable and relevant to the unique needs of our customers. We are based in College Station, TX, and are an approved CISV vendor with the State of Texas. Brazos Technology has over 50 customers in the states of Texas and Oklahoma using the electronic citation solution. We understand the nuances of Texas state law and the Texas law enforcement community. This experience minimizes the risk to Round Rock by not having to 'reinvent the wheel,' ✓ thereby guiding the customizations to the user interface and providing the officers with a usable system very quickly. rr • 2. What methodology does Brazos Technology use? The Methodology we use to ensure the success of this project is broken down into two components: 1) the delivery process and 2) the technical process. Delivery Process ✓ Brazos Technology is committed to delivering a successful and referenceable electronic citation project to our customers. Our implementation approach has been highly successful, and we feel that this process provides the best method to minimize risks and ensure a successful project. • Kick-off meeting. An on-site meeting with the project owners to define roles, responsibilities, and ✓ outline the schedule. This meeting will also include capturing all initial requirements into a Work Order w► document. It is absolutely critical to include the key pilot officers during this meeting in order to get the 'buy -in' required to make this project a success. Hardware is ordered at the conclusion of this meeting. • Setup and Configuration. Brazos Technology works with Round Rock to setup the ticket writers, import offenses, layout the defendant's receipt, configure reports, and any other configuration required wr by the City. Round Rock will order and configure the server, set up DNS entries, and perform any tasks related to enabling the PD for the 4 -bay cradles. This step can take a couple of weeks depending upon hardware availability and delivery schedules. • Product Install and Verification. This step involves installing/configuring the Enterprise server, verifying connectivity of the mobile devices from their cradles/wireless AP, and beginning the acceptance of the ✓ ticket writer configuration. While overall operation cannot be completely determined or accepted at this ✓ point, data should be able to move from the ticket writer into both the court and police system. This process takes one or two days. to • Begin Pilot. We typically try to combine the previous process with the beginning of the pilot as an w iterative approach allows for further officer 'buy -in' and a better solution at Round Rock. The pilot r+ program should involve a handful of key officers who we think will adapt to this technology quickly. They will be given full device and software training in order to understand and become familiar with the technology. The training process includes going out on the street and writing 'warning' citations with a r Copyright® 2008 Brazos Technology Corporation, inc. An rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Materiar) rho is proprietary and confidential information of Brazos Technology Corporation. Page 34 M - tr) orazvs fill u n ulnh •u : nrr VO VJ< Specification 06.680.34 September 2008 r ✓ trainer to ensure comfort with the technology. These sample citations are then imported into both the iw court and RMS systems to validate accuracy. The duration of this phase is typically very short (less than a week) as most officers will not write many 'fake' tickets. • Operational Pilot. The operational phase of the pilot begins once the officers are familiar with the technology and we have verified successful data transfer to the court and RMS systems. At this point IV the pilot officers will begin writing real tickets. This process servers two purposes: 1) we validate the ✓ entire process for real prior to engaging the entire police force and 2) we can have some positive feedback circulating the department prior to full rollout. The duration of this phase is different for every department but needs to run at least through one court cycle which is defined as the a person who received a ticket has come to court and that case is resolved. During this phase, there will be some i>r informal training with other officers which is okay but should be kept to a minimum. • Full Rollout. The rollout process is primarily the training of all officers and required use of the new system. The preferred process for training is to provide a class room style of instruction and then a ✓ 'hands on' session that includes DL checks, ride-alongs, etc., to ensure every officer has used the system for real in the field. • Post Action. Finally, after the full rollout and a court cycle, we will convene with the project owners to determine what went well and what need improvement with the system, process, or any other aspect w of the project. The delivery and training processes are the most significant key to the success of this project. While the ✓ full delivery process is outlined above, the general rule of thumb is that we will have Round Rock in full pilot mode forty-five days after contract execution. We will jointly determine the operational pilot duration depending upon how the officers are doing and their recommendations for deployment. When all parties agree, full training and deployment will begin. Technical Process The Brazos electronic citation solution (Brazos Solution) is based on an enterprise framework called the Mobile Application Environment Tool Kit (MaeKIT). The MaeKIT allows Windows-based devices to communicate directly with any industry -standard database without the need for a dedicated intermediary ~ server or workstation. What's more, the MaeK1T is built on state-of-the-art technology. The primary platform is entirely web -based, the devices transfer data using industry -standard XML, and all data are secured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without programming using the MaeKIT. Because of the MaeKIT, Brazos Technology can almost identically match the look, feel, and practice of your existing citation system. Also, because the MaeKIT was built as a framework to rapidly extend database functionality to it handheld devices, it excels at interfacing with legacy systems. Therefore, interfacing with the City's or the system(s), and even in-house developed database applications for that matter, is exactly what the MaeKIT was designed to do. ✓ 3. What makes the Brazos Solution different from other electronic citation systems? 11► With the Brazos Solution, not only are you getting a fully functional electronic citation system that can connect to existing legacy systems, you are getting a platform from which you can manage all of your handheld mobile devices. You can change the look and feel of the screens using our leading edge web - based designer. You can add new users, add new devices, change the way the ticket printout looks, w change the legal language that prints, change user access levels, update court information, update r Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (cotiectively, "Material") Is proprietary and confidential information of Brazos Technology Corporation. Page 35 viv Dumas VV'JJ Specification1\I 08-I680.34G September 2008 N WO offense information, import, export, run reports, and set up jobs to run on a timed basis — all from our w web -based design and management platform that we call the BuildIT (BuildlT). Also, with the MaeKIT your investment in handheld devices can be leveraged across many functions. There is no limit to what can be extended to the existing devices with the MaeKIT. Citizen Relationship Management (CRM), Code Enforcement, animal control, city services, work orders, accident reporting, and racial profiling are just a few of the tasks that can be quickly designed and deployed to the existing force of handheld devices using the MaeKIT. Different devices can be configured to do different functions — they don't all have to have the same capability loaded. Not only that, but the MaeKIT supports Intermec, Motorola, non -ruggedized PDAs, and cell phones devices, allowing the City the flexibility to match the best device with the best function as you move forward. For example, law enforcement may orneed the functionality of a Motorola or Intermec, but for a lower cost, code enforcement can work well with a cell phone. As the City comes up with more and more functions to be performed on the handheld ✓ devices, the MaeKIT will be there to support each and every one. Further details of how the MaeKIT to works with electronic citations is included in the next section. ✓ Flexibility is the hallmark of the Brazos Solution. As you look at the actual screens of a device configured for electronic citation, it becomes difficult to differentiate one vendor's offering from another's. The one thing to keep in mind about the Brazos Solution that is different from others is that the Brazos electronic citation solution is operating on the device without any electronic citation -specific programming code. VWAlmost every other vendor has written the electronic citation solution as a program that runs on the device with the specific purpose of performing electronic citation, essentially limiting the device to that function. This is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was neither designed nor specifically programmed to do anything other than interpret the configuration designed for it via the BuildlT. That means that the same device running r the same Brazos software can be put to work to do just about anything — all developed using the web- ✓ based Build IT and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic citation software across all city agencies and enable them on the mobile platform. The Brazos Solution provides the greatest opportunities for future growth! rn • 4. What types of projects has Brazos Technology been involved with? wr Brazos Technology has been in the business of mobile software for over eight years and has developed a w best in breed solution that far surpasses our competitors. We provide features and scalability that cannot be matched by any Access -based system. We have over 50 public safety customers in the state of Texas using our electronic citation solution. 5. What are the technical requirements for running/using the Brazos Solution? kr Workstation Requirements: The Brazos Solution provides the most complete ticket writing solution in the industry. For any of the back -end functions such as reporting, citation -entry, workflow processing, Mr etc, we are 100% web -based and have verified operation on IE, Netscape, and Firefox. Adobe Acrobat Reader is required for some of the reporting functions and the free Macromedia Flash plug-in is required k, for the development environment. If Round Rock ever decides to run ticket writers (or any other application) on MDCs, then the OS must be Windows 2000 or better. Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. 110 AU material (in whatever medium or format) and information contained herein (collectively, 'Material') ✓ is proprietary and confidential information of Brazos Technology Corporation. Wir Page 36 V .) Drazos nrr vo-voc Specification 08-680-34 September 2008 w For Local installations only: w Server Requirements: w Minimum requirements: IiS and Database Server - Microsoft Server 2000, 500 MB RAM, 1.8 GHz processor, 20GB Hard Drive (2 partitions) Recommended requirements: Database Server - 2GB RAM, dual 1.8 GHz processors, 500 GB Hard Drive (2 partitions) ttr IIS Server - 1GB RAM, dual 1.8 GHz Processors, 200 GB Hard Drive (2 partitions) Database Management System (DBMS) Requirements: To run the full Brazos eCitation Enterprise server, Round Rock will need MS SQL Server (2005 is preferred). Network Support Requirements: A TCP/IP -based network is about the only requirement for full operation for the ticket writers running in a batch mode. The ticket writers will need to establish a connection to the network via the 4 -bay cradle or a wireless connection and be able to access the database server. The devices can pull IP addresses either via DHCP or the IP address can be fixed. We will need a couple of local DNS entries for ease of accessing intranet web sites. All network traffic is over port 80 and/or 443, so having certificates installed on the internal boxes is optional. Any data that is transported over the open internet is required to be via port 443. If Round Rock y, would like to have real-time access to data via the ticket writers or be able to upload ticket automatically from the field, then we would need to explore alternative firewall strategies. ✓ 6. What third party software products are required or recommended for running/using the Brazos Solution? The only third party product that is required for our Enterprise server is MS Reporting Services, which is iw free of charge to anybody who has a license to SQL Server. Brazos Technology will be responsible for installing this product during the installation process and can provide the software if necessary. �+ 7. Does the proposed system use standardized controls and common APi languages to integrate with other commonly used desktop databases and applications? The Brazos Solution can access ODBC- compliant databases, XML -based APIs, and file- based import/export methods for moving data to and from other applications. These data movements can take place either during the sync process of the mobile device or on a batch method to the Enterprise server and then distributed to the mobile devices. This flexibility provides an enormous number of possibilities r for increasing the value of the investment by creating new functionality for the ticket writers or adding new applications to the devices. For example, since INCODE is running in a SQL Server environment, the mobile devices can pull information such as offenses, officers, number of people scheduled for an arraignment date, etc., straight from the court systems which can vastly reduce the effort to maintain the information on the mobile devices. irr • 8. What are the steps involved in upgrades? How often are upgrades provided? How long does it typically take? What is the cost? What files and resources are affected? Are customizations PO affected by upgrades and, If so, how? l• Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. An material (in whatever medium or format) and information contained herein (collectively, 'Material') IV is proprietary and confidential information of Brazos Technology Corporation. AY Page 37 w o%azOsSpecification 08-680.34 September 2008 This is one of the absolute strengths of the Brazos Solution. When discussing upgrading the mobile fr devices, there are three types of upgrades: 1) the configuration of the software, 2) the software itself, and r 3) the operating system. Both the configuration of the software as well as the software engine itself are automatically upgraded every time the mobile device performs a sync, with no IT support required. The average time to upgrade the devices is about 45 seconds and may require a reboot of the device. Some ✓ of the other vendors allow for the first option but then require IT to collect all devices and manually install software upgrades, which are extremely cumbersome, time consuming, and error prone. With our solution, all software versions are as current as the last sync. Any upgrades to the operating system still w require manual intervention but are performed by Brazos Technology during the annual review. rr There is another major differentiation with Brazos Technology in that ALL of our customers are running on the same software engine. This means that Round Rock will never have a version of software that is 'specific' to them, which would inhibit or hinder their upgrade path. We typically release new versions of ry software once per month which include new capabilities, speed improvements, new peripherals, bug fixes, etc. Anytime another customer requests an enhancement, we offer that capability to our other customers at no cost. Whether Round Rock chooses to implement these changes or not, they will never lose any configurations made previously to their software. This ability for Brazos to have one version of software significantly decreases your risk as well as our cost to provide superior support. w • 9. Do you provide a developer tool kit? If so, please describe. The Brazos Solution includes a very unique developer tool kit called BuildiT. It is a 100% web -based development platform that can make any modification to the ticket writers that is desired. In fact, Brazos Technology used this same technology to build the entire ticket writer configuration. It is so flexible that r Round Rock can use it to build other applications such as IT Asset Management, Evidence Tracking, Expense Reporting, etc., and deploy those applications to any device running a Windows Operating System (laptops, desktops, PDAs, cell phones, Tablet PCs, etc). The BuiIdIT platform has a drag and drop GUI and requires no coding to build these data capture types of applications and integrate them with other ODBC databases, XML- based APis, and/or file- based import export engines. The Brazos Solution is based on a framework called the Rapid Extension Framework. In a nutshell, the MaeKIT allows data from any standard database to be extended to the handheld platform without the need for intermediary servers or workstations. Brazos Technology's electronic citation solution is based on the MaeKIT. The Brazos Solution is a framework that translates to significant flexibility for the City. ✓ When you buy the Brazos Solution, you are not just buying an electronic citation solution but a framework that you can leverage across all city functions. The investment can be leveraged beyond law enforcement to EMT, Fire, code inspection, Citizen Relationship Management, Code Enforcement, water and other city services. Basically, anywhere the City has the need for handheld data collection and ✓ dissemination, Brazos Technology's MaeKIT can be leveraged. Furthermore, the MaeKIT is built on state-of-the-art technology. Data moves via industry -standard XML and is secured by several layers of compression and encryption. The figure below illustrates how the MaeKIT works at a high level. rr r r Nei Copyright© 2008 Brazos Technology Corporation, Inc. Ail rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Materia}') is proprietary and confidential information of Brazos Technology Corporation. Vs Page 38 tM Jr Vtr - 1► DraZ05 Specification 08-68034UJG ✓ Ire" I, September 2008 w 111 PO MOBIL* OIVICl/ r to MaeKIT is composed of three main components — the BulldiT (MIE in figure above), the devices themselves, and various enterprise data sources or system interfaces: The BuildIT is the management ✓ and configuration platform. That's where the devices are configured and managed. Changing fields to around, adding new tasks, setting up new users, setting access levels, adding new devices, and managing device settings are all done from the BuildlT. The BuildIT is also a state-of-the-art, entirely web -based interface. Anyone with a web browser and proper access can manage devices. There is no need to work from one single computer in one location. to The BuildIT manages all aspects of the devices — users, access levels, reporting, and automated RI software download. All software is automatically downloaded to all devices by the BulidIT, which means that there is never a need to call the units in from the field to perform a software upgrade. r Screen Layout and Design ✓ The BuildIT offers a state-of-the-art drag and drop design interface for managing the configuration of litdevices. This drag and drop interface is completely web -based and operates via any standard browser without having to install or manage client software. The designer shows a life -like view of the target device and allows you to drag and drop fields wherever you want them on the screen. You can resize, hide/show, and move fields from tab to tab. Then the next time the units in the field synchronize, all changes will be downloaded — it is that flexible and that easy. Figures 1.1, 1.2, and 1.3 show screen t"' captures from the BulidIT design interface. The figures look like real devices running the Brazos ✓ software, but they are actually design screens from the Build lT. The devices would look exactly the same way — that's how true to reality the designer is. •HTIRORIII OATH MAITIR INTILLIO SCI INCINO Figure 1.0 — MaeKIT Top Level Diagram Brazos Technology supports any Microsoft operating system. Therefore, what runs on a Motorola also sr runs on a Dell and an HP, for example. This allows additional flexibility in current and future hardware choices. The City is not locked into one configuration of hardware. As a matter of fact, many different manufacturers and configurations can be running simultaneously. This allows the Police Department to run Motorola and/or HP units, for instance, and Code Enforcement to run Dells (a less expensive kir alternative). Copyright@ 2008 Brazos Technology Corporation, inc. All rights reserved. 10, All material (in whatever medium or format) and information contained herein (collectively, "Material") w is proprietary and confidential information of Brazos Technology Corporation. Page 39 sv io razes !r•....04...,r, RDC - Screen Design IT Asset Management Baseline Inventory Save Design lore nton4Aanufactwelu InventoryProdDescUP In entorr1Aode[UP lrnentorySNUP Specification 08.68034 September 2008 Figure 1.1— RDC Designer Screen Shot #1. This particular configuration design is targeted for the HP 5550, one of the supported devices, for performing asset tracking. This is a screen shot from the RDC design web interface and not an actual device. However the actual device would look identical to the designer screen. The Brazos Technology designer is unparalleled in the industry. Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, "Material') Is proprietary and confidential information of Brazos Technology Corporation. Page 40 WO) ivrdWS RDC • Screen Design nrr vo•uoc Specification 08.680-34 September 2008 Figure 1.2 — RDC Designer Screen Shot #2. This configuration design is targeted for the Motorola 8846 (or 8800 series), one of the supported devices, for performing electronic citation. This is a screen shot from the RDC design web interface and not an actual device. However the actual device would look identical to the designer screen. The Brazos Technology designer is unparalleled in the industry. Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 41 s) orazvs tf r. .. RDC -Screen Design ZejoncConng2 Y Activity Tttsdcing AavityTreddng Sive Design Za)onc2ReQIstrationsCl Jonc2Ac Mb'Iame CIObitfLaZalenc2AckvibiSte iq04e els V ZaJonc2AcrnitiesE Ejen� Za)onc2AcrrdtiesE ZaJonc2AcrnitiesE n r vu•wa Specification 08-680-34 September 2008 Figure 1.3 — RDC Designer Screen Shot #3. This configuration design is targeted for the Dell Axim X5, one of the supported devices, for performing education and student tracking. This is a screen shot from the RDC design web interface and not an actual device. However the actual device would look identical to the designer screen. The Brazos Technology designer is unparalleled in the industry. 10. Please explain your policy for supporting previous versions of the proposed products. Brazos Technology will automatically provide the continuous upgrade path for Round Rock to always stay current with the ticket writing software. In fact, with our maintenance agreement, Round Rock will never have to 'buy' our software again. You will receive all bug fixes, upgrades, and new versions as part of our maintenance agreement for no additional cost. If for any reason, Round Rock decides they do not want to receive these upgrades, Brazos Technology will support up to two versions back. If the software becomes older than two versions, there may be an additional cost to 'catch up' the software if the automatic updating process cannot run unattended. 11. List all compatible programming interfaces. Since the Brazos Solution does not require direct coding, this question really depends on the system that will be interfaced with our system. We allow for ODBC connections to data sources, XML connections to web services, and XML/CSV/Fixed Length files to traditional import/export engines. Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and Information contained herein (collectively, °Material") Is proprietary and confidential Information of Brazos Technology Corporation. Page 42 orazos n� r vu-Joc Specification 08-580.34 September 2008 >r 12. Describe the extent to which the proposed system is browser. enabled. Indicate whether Microsoft rr Explorer, FireFox, Netscape, and any other browsers are supported. Describe any firm plans to browser -enable the software including release number, planned release date, browser to be used and other specifics. r The Brazos Technology Enterprise server is 100% web -based today and is validated for Internet Explorer, Firefox, and Netscape. We have not found a hard requirement for Opera, but please let us know if that browser is prevalent at Round Rock. The software running on the ticket writers is embedded and there no plans to web -enable that function. The mobile devices must operate whether or not they have an 'always -on' wireless connection, and we have not found the web -based `offline' strategy (Le., installed Active X controls) to be very robust on Windows Mobile 5.0 devices. r 13. Please explain the use of any Middleware. As part of the Brazos Solution, we have developed our own method for guaranteeing delivery of data. We have NEVER lost a ticket and/or data that were captured on the mobile device. Part of this lv guaranteed delivery is our method of using web services as routing agents and verifying delivery prior to W removing the information from the mobile device. This `Middleware' also provides the heavy lifting for how we support such a wide array of interface technologies listed above. Another key component to guaranteed delivery that may be considered middleware, is Automated Backup Recovery on the device itself. Automated Battery Recovery is a feature that cannot be fully Iw appreciated until you experience it. We were recently talking to a client who had purchased a competing product for electronic citation. When one of those units' batteries died, the client proceeded to spend ✓ over 40 hours (over a period of days) on the phone with the company trying to resurrect the dead unit. The fact is, when the battery dies on a handheld unit, so does all of the data and programs that have ever been loaded on it. Upon restoration of the battery, the unit will revert to the original factory -shipped state. Brazos Technology's Automated Battery Recovery TM (ABR) is unique within the industry and, unfortunately, not highly valued except by those who have experienced battery loss. Battery loss is inevitable when deploying and using handheld devices. Therefore how and if the device recovers from ✓ loss of battery is critical. Brazos Technology's ABR is as simple as inserting a charged battery. Upon battery restoration, ABR kicks in, and the unit completely reinstalls all Brazos software and recovers all ✓ data as of the last time the software was cleanly exited. There are no phone calls needed, no software to reinstall, and no lost data. This feature is huge when you consider the fact that these handheld devices are not like PCs — they don't have hard drives. When the battery goes, so does all of the installed software and data. A strong recovery strategy is essential, and Brazos Technology's ABR fills that need. In summary, Brazos Technology's MaeKIT allows tremendous flexibility for leveraging the same devices Itr across multiple city functions — not just electronic citation. Multiple device types can be supported at the same time, and multiple functions can be assigned to each device type. Investing in the Brazos Solution is investing in an entire enterprise handheld mobility solution, not just'an electronic citation solution. • 14. Please list the software languages used by your proposed product(s). All of our software is written in .NET and C++. We are currently using Visual Studio 2005 and the embedded Tools C++ 3.0 toolsets for this development. w w Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, Waterier) is proprietary and confidential information of Brazos Technology Corporation. Page 43 iw► •V I VV'V JA ▪ OP) orazos Specification 08-680-34 September 2008 r • 15. Is source code provided for the initial installation? Subsequent updates? If source code is not ✓ provided, what source code escrow arrangements are available? ✓ Brazos Technology does not provide source code for any of our products. The configuration of the ticket writers is available and accessible via BuildlT, but that is the extent of source code availability. Brazos Technology is willing to extend a source code escrow agreement to Round Rock, but the cost of the third party escrow agent would be at the City's expense. The typical intent of this agreement is to it protect the City in the case that the purchased software is no longer supported. • 16. What criteria are used by your software to compare new data with information already existent In the court system? The Brazos Solution assigns a range of ticket numbers to each device. This ticket number range is defined by the City and ensures a unique number is assigned to each citation. As a failsafe, if a citation is uploaded with an existing number, we automatically mark that citation with an 'Administrative Hold' and send out emails to our support staff and the City's support staff. Once a citation is marked with w 'Administrative Hold,' it will not download to any system until the error has been corrected via the website. This pre-process feature ensures that duplicate ticket numbers are not downloaded into the court system. ✓ Of course, INCODE also verifies during their import process that the citation number has not been used previously. If INCODE does detect a duplicate citation number, then an error is generated and reported to the court personnel. w • 17. Please describe your training approach and methodology for the initial project implementation. to Provide a list of available training courses, as well as suggested'training sessions and hours. Training is an underestimated aspect of this project at most cities and is a primary cause for failure. Our software is extremely intuitive and easy to use (because the officers defined how it works) and they will be able to write a full ticket with only about 10 minutes worth of training. However, it is not important how fast they learn to use the software, but that they can use the software as fast as they write paper tickets. w The target of the training program is that the officer will be able to fill out the citation long -hand (i.e., no DL swipe, VIN decode, or any other aid) and have it printed in less than four minutes. The training class w also teaches first level troubleshooting techniques for when things don't go absolutely perfect, the officer can still be fully operational. Our training class has also been approved by TCLEOSE for other departments so that the officers may be able to receive credits for the time spent in training. The Initial Standard Implementation training is approximately three days long. The schedule for the Standard Implementation is as follows: it A. Day 1 — Officers a. Equipment Inventory & Sign Off by Administrator b. Categorize Offense Codes, Filter Codes not -applicable to ticket writers (A it representative from the court should be in attendance) c. Hardware training — Handheld Device, Printer, Docking Cradle, Vehicle Cradle d. Software Training — Microsoft Windows Mobile® PP e. Software Training — Brazos Technology Ticket Writer - The Basics f. Software Training -- Brazos Technology Ticket Writer — TestlSample Tickets g. Website Training — www.brazostech.com Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 44 w .> UifcdLUS n08 ors-us4 ter Specification 0868044 Of September 2008 B. Day 2 — Officers a. Training — Integrating Brazos' Ticket Writer into patrol procedures 1. Beginning the shift ✓ ii. The Traffic Stop ar ill. Ending the Shift b. Training — "Live Tickets" — During this phase, representatives from Brazos will provide ar direct attention to the officers in an actual field environment to assist them with proper assimilation of the deices into safe, practical and effective police procedures c. Training — "Pushing" Tickets/Updating the Device C. Day 3 — Courts a. Test interface with Court System b. Confirmation of successful integration of "Live Tickets" from previous day WI c. Training — "Live Tickets" ✓ d. Training — Citation Entry Screen and Reports e. Training — Trouble Shooting & Support NV 18. Do you provide continuous (post -implementation) training? Please provide a list of available training courses. r+ We are always able to provide additional training whenever necessary on any aspect of the system. Iro Every year we do an annual review on your technology to go through any changes we want or need to make to the system and can do a class during that time. However, this class should not be relied upon by >rr the department. It is critical that Round Rock develop in-house experts on the PD side so that the capability for training new people is always available. Our train -the -trainer approach for the pilot officers teaches the PD to be self-sufficient and able to train new people with no impact to the current budget. Po ur 19. Please describe available system documentation. Is It provided on-line? How are information related to enhancements added to the documentation? The system documentation is provided in electronic format via our website. The ticket writers themselves ✓ have the greatest number of changes during the initial startup phase, so we typically wait until all changes have been completed prior to delivery. The enhancement information' is typically not added to the ✓ existing documentation until the change is approved and implemented by the City. Changes to the to documentation are also only made when Brazos make the change. • 20. Have you ever had a municipal government purchase your software and subsequently change to another software vendor? If so, how many? if requested, will you provide the City with a List of ar the customers who have discontinued use of your software? ✓ Brazos Technology is one of the o�Cr ticket writing vendors that has never had a Texas municipal ✓ government change to another software vendor or been sued by a city. Traditionally, Brazos Technology has been the one to replace other vendors' software when they failed to implement to the satisfaction of the municipal government. fw IP21. Describe how your application software is priced (one-time license fee, based on the number of users or transaction volume). is it possible that future growth at the City will result in additional license fees? Please explain in detail. w r Mr Copyright 2008 Brazos Technology Corporation, Inc. AU rights reserved. Ali material (in whatever medium or format) and information contained herein (collectively, "Material`) is proprietary and confidential information of Brazos Technology Corporation. r Page 45 iw P) UTdZCIS r The Brazos model includes a one-time license fee and an annual recurring maintenance fee that includes ✓ all changes at no additional cost. We do not charge on number of users, transactions, officers, or population. Our fees are based upon the number of licenses, regardless of the size of the city. Specification 08.680-34 September 2008 10It is only possible that the future growth in Round Rock will increase fees if more licenses are purchased for more ticket writers. The annual recurring fee can go up for next year, but that price will not increase by more than 10% --- the current price is $200 per device. ✓ If Round Rock decides to get TLETs returns on the device, there will be an additional charge for the capability to interface with the message switch. Ali other software enhancements are provided to the City under the maintenance agreement at no additional cost. • 22. Has your company ever been in litigation with any of your government customers? If so, please explain. Are there any lawsuits currently outstanding against your company? if so, please explain. Brazos Technology has never been in litigation with any customer of any kind. Never. r ✓ 23. In fields where user defined or existing codes are required, what tools are available to aid the user in the consistent selection of proper codes? r Since the Brazos Solution provides a development environment, you are not only limited to standard mechanisms to achieve the optimal methods for data input. Dropdowns, Iistboxes, checkboxes, etc., allow us to capture some data much more accurately than a traditional textbox. In addition, we have the ability to relate dropdowns dynamically so that vehicle models are always r'' associated with the correct vehicle make for example. Another example is the selection of offenses on ✓ the device. The officers are going to be presented with several hundred offenses and instead of listing them in alphabetical order, we allow the officer to categorize each and every offense. They can then select a category such as Favorites, Speeding, Insurance, Traffic, etc., and quickly narrow down the list to Pr find the offense they are looking for. Not only can the officers define their own categories, they can ✓ rename the offenses to anything they want. For example, 'Fail to Maintain Financial Responsibility' in the court system can say 'FMFR' or 'No Insurance' on the ticket writer which makes the officers faster at filling out the citation. This ability to mask the dropdown values into something that is recognizable for the officer is a major rir advantage in getting them familiar with the device. We also provide search capability and multiple character recognition to quickly move through larger lists such as street names. ✓ 24. Does the software provide the capability for the customer to set up user -defined fields within each application for tracking of any unique information that may be important to the City? if so, iw explain. ✓ Absolutely—the BuildiT module is the same software Brazos Technology uses to build the ticket writer. Either Round Rock can add the field to the ticket writer or can call Brazos support, and the change will be performed at no charge under the maintenance agreement. w lir it Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively,'Materiar) r, Is proprietary and confidential information of Brazos Technology Corporation. Page 46 tri vrdZUS ✓ 1�1 f Vu -u., Specification 08-680-34 September 2008 r • 25. Describe in detail the levels of security in the application software being proposed. The security around the Brazos Solution was scrutinized and approved by the Department of Homeland Security. Both the software and the database on the device are password protected. The data itself can W also be encrypted within the database on the device for additional security. When the data are in transit r to/from the server, they is sent over SSL and encrypted within that tunnel. Access to the server tools is controlled via IDs and passwords as well. • 26. What audit records are provided when changes are made to data In critical fields in the software? r Changes to key fields relating to citations are logged with the datetime stamp, userid, old value, and new value. We can again revisit this process, but as we discussed in the presentation, in order to avoid having 'many data masters' we recommend changing the business flow of information to reduce the need of changing `the official' record prior to receiving the data in the court system. 27. Please provide a list of standard reports that are provided with the proposed software. r • Citation Accident Count — Displays all citations and violations where there was an accident. r • Citation Audit — The audit report for the courts with number of citations, violations, and who wrote them. • Citation Count —The number of total citations, number of each violation written by each officer. • Citation Count by Zip Code — Same as above but for a designated area. • Citation Detail — An exact replica of the citation written to the defendant. It includes the option to show ✓ pictures, voice notes, officer notes, diagrams, or any other information gathered by the officer. • Citation Towing Count — All citations and offenses where a vehicle was towed. • Citation Violation Audit — Same as the Citation Audit except for customer who have a unique ticket number for each offense. r • Citation Violation Audit by Offense — Same as Citation Violation Audit but can be scoped by a particular offense. • Citations by Location — All Citations and Violations for a particular geographic area. • FI Detail — Field Interview Report. IMO • Offense List — All offenses that are on the mobile devices. • STEP Audit (Speeding) Report — Designed for overtime -based or focused traffic enforcement requirements. r • STEP Audit Report — Same as above but for non -speeding based offenses. • Stop Result by Racial Profile Count — Counts all stops by race and sex for each officer specified. • Stop Results by Racial Profile Summary — A graphical display of the Stop Result by Racial Profile Count report. of • Stop Results Count — Counts all stops and their results as a Citation or Warning. • Stop Results Search by Race Count - Counts all stops by race for each officer specified. • Stop Results Search by Race Summary — A graphical display of the Stop Results Search by Race Count report. • Stop Results Search Count — Counts all stops where a search was involved and whether or not kr contraband was found. • Stop Results Search Summary -- A graphical display of the Stop Results Search Count report. • Violation Count — Total count of how many of each violation. r 11r Copyright© 2008 Brazos Technology Corporation, Inc. Alt rights reserved. All material (In whatever medium or format) and information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technology Corporation. Page 47 r - VIVORIZOS Whrem to ▪ 28. Please explain the report writing capabilities included with the proposed software. The Brazos Solution uses MS Reporting Services to build and display the reports on the Enterprise or server. The report designer for Reporting Services is free with the license, and the license to Reporting Ir Services is free when you own at least a standard version of the DBMS. The report writer is very flexible and fairly similar to the Crystal Reports report designer. nrr VVNJG Specirlcation x8.680-34 September 2008 w 29. Describe any special features provided by the software that enhance the report printing process In your software (1.e. report parameters, printer selection, etc.) Each and every report on the Enterprise server allows for optional report parameters and sorting capabilities. For example, the Citation Detail report (which prints the citation exactly as the defendant saw it) can be run for all citations or scoped on any number of the following parameters: Beginning Date, End Date, Officer, Stop Results, Citation Number, or whether there was Officer Notes or not. If a parameter is left blank then all records are assumed. to You can export all of our reports to the following formats: 1) HTML, 2) Acrobat (PDF), 3) Excel, 4) TIFF, Web Archive, CSV, or XML file. You can also zoom on the report to provide larger text. When printing the report, you are prompted to select any printer on the network as with any standard Microsoft Office product. 30. Do you provide the ability for any user to view a report on screen with an option to print the report if desired? If so, explain. Yes, our strategy is that if the user can see the report, they can print it. We do have the ability to prevent access to reports via our built in security model. r r► 31. Are any special features provided to make inquiry programs in the various software applications easy to access and use? If so, explain. W, All of our web applications have a very robust search capability, like Google Suggest. You start typing a name in the Citation Inquiry screen and you see a drop down with suggested values from all fields related to to the citation. lr IBV IV Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. AN material (In whatever medium or format) and information contained herein (collectively, 'Material') r Is proprietary and confidential Information of Brazos Technology Corporation. Page 48 r r Appendix E: Hardware Brochures Specification 08-680-34 September 2008 Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos TechnologyCorporation. Page 49 t+d r FEATURES Industry-leading drop test, 1P54 sealing and integrated antennas Lightweight yet tugged; knell lei year-iound use in nemly any envnonment Powerful microprocessor designed for mobility: XScate PXA270 @ 024 MHz Des} top•lile multimedia perlonnani.e with lower power regiarernnnts Microsoft's latest operating system: Windows Mobile 6.0 Increased inteioperabdgy with existing enterprise infrash n:rture. enhanced security features: more flexible develwinenl platform: improved mobile messaging r:olfaixxation MC75 Worldwide Enterprise Digital Assistant (EDA) The MC75: Setting a new standard for Enterprise Digital Assistants No matter what your workers need to get the job done, Motorola's MC75 Worldwide Enterprise Digital Assistant delivers all the features and functionality required to maximize workforce productivity in a rugged device with a minimum footprint...all at the right price. The MC75 re -defines the standard for EDA mobile computers with simultaneous voice, data and GPS services* as well as an unprecedented number of enterprise class features. Users enjoy a 3G world cell phone with push -to -talk (PTT), integrated GPS with superior sensitivity and tracking capabilities, 1D and 2D bar code scanning, a high resolution color camera, 3G wireless WAN (WWAN), wireless LAN (WLAN), wireless PAN (WPAN) and IrDA connectivity — all in a single device. When it comes to running business applications, the MC75 shines. The robust bandwidth of 3G combined with the latest mobile computing platform provides the maximum processing power required to handle virtually any business application — including voice and video. And the MC75 is extendable — a user accessible microSD slot enables the addition of storage and new functionality to meet evolving business needs. From field sales, field service and fleet management to government applications such as public safety, first response and security screening, maximize the efficiency of your workforce with simultaneous anywhere, anytime mobile voice and data...with the MC75. Maximum value...and return on investment The 3G based MC75 allows enterprises to standardize on one device for global deployments, reducing the complexity, support requirements and the cost of mobility solutions. By providing a single platform for worldwide voice and data services, the MC75 eliminates the need for multiple operating systems, multiple service providers and multiple•devices. In addition, the multi -function MC75 eliminates the need to purchase and manage multiple devices per person — for example, a mobile computer and a cell phone. The reduction in capital and operational costs combines with increased workforce productivity to deliver maximum value on your investment. MC75 Specifications Physical Characteristics Dimensions: 61n.L x3.31n.Wx1.7inn 15.24 unLx8.4cmWx4.4anD Weight )including standard battery): Display. Standard 1.5X battery. 14.9 or /422 g Extended Capacity 2.5X battery: 15.7 oz./446 g Transfective color 3.5' full VGA with backlight, 640 x 480 Touch Panel: Glass analog resistive touch Backlight: LED backlight Main Battery Rechargeable Lithium lon 3.7V,, 3600 mAh Smart Battery Ext. Cap. Battery: Optional 3.7V,, 4800 mAh Smart Battery Backup Battery Ni -MH battery (rechargeable) 15mAh 2.4V (not user -accessible) Expansion Slot: microSD slot (maximum 2 GB) Network Connections: Ethernet (via cradlek full -speed USB, host or client Notification: Vibrator and LED Keypad Options: 26 -key Numeric; 44 -key QWER1Y, 44 -key AZERTY, 44 -key OWERTZ Audio: Speaker, receiver, microphone, headset jack software support for full duplex record and playback (stereo) Wireless WAN Data and Voice Communications WWAN Radio: GSM: 30 HSDPA; CDMA: EVDO RevA GPS: Integrated Assisted -GPS (A•GPS) WLAN Radio: Tri•ntode 1EEEQ 802.11a/b/g Data Rates Supported: 1, 2, 5.5.6.9.11.12.18, 24, 36, 48 and 54 Mbps Operating Channels: Chan 8.165 (5040 – 5825 MHz) Chan 1-1312412-2472 MHz) Chan 14 (2484 MHz) Japan only Actual operating channels/frequencies depend on regulatory rules and certification agency Security. WPA2, WEP (40 or 128 bit). -IMP. AS, TASK -CHAP). 111S(MS-CHAP ill[ TiLS (CHAP), TILS -M05, TRS -PAP PEAP-TLS. PEAP(MS-CHAPv2), AES. LEAP Spreading Technique: Direct Sequence Spread Spectrum (DSSS) and Orthogonal Frequency Division Multiplexing (OFDMI Antenna: Internal for LAN, External for WAN Voice Communication: Integrated Voice -over -IP ready (P2P, PBX P11), Wi•Fi"•certified, IEEE 802.11a/b/g direct sequence wireless LAN Wireless PAN Date and Voice Communications Bluetooth: Class 11, v 2.0; on -board chip antenna Performance Characteristics Data Capture Specifications CPU: XScale" PXA27O 624 MHz processor Operating System: Microsoft* Windows Mobile' 6.0 Memory: 128M8 RAM; 256MB Flash interface: RS -232, USB 1.1 User Environment Operating Temperature: 14°Fto122°F/•10°Cto50°C Storage Temperature: Humidity -40° F to 140° F/-40° C to 60° C (w/o battery) 95% non -condensing Drop Specification: 5 ft. drop to concrete, 2 drops per 6 sides at ambient temperature 73° F/23° C; 4 A. drop to concrete, 6 drops per 6 sides over operating temperature range Tumble Specification: 1.0001.6 ft./.5 m tumbles (2,000 drops) Sealing: 1P54 !NM: integrated Clock: integrated real time clock light Immunity. Electrostatic Discharge (ESD): Readability Incandescent -450 fl candles; Options: Four configurations available: ID laser scanner, 20 imager; ID laser scanner and camera; 20 imager and camera Color Camera Resolution: 2 megapixel Illumination: User controllable flash Lens: Auto Locus ID Laser Scanner(SE950) Range on 100% UPCA: 24 in./60 cm Resolutiorc 4 Mil minimum element width Roll: ±35° from vertical Pitch Angle: t 65° from normal Skew Tolerance: ± 50° from normal Ambient light Immunity. 10.000 ft. candles/107,640 lux Scan Rate: 104 (+/-12) scans/sec (bi-directional) Scan Angle: 47°±3° default 35° ± 3° reduced Sun591°-8000ft.prtdtes;Ftuorescerrt450f:candies 20 imager Engine (SE4400) ±15kV air discharge,:BkV direct discharge flattery Performance Standby time: 150 hours Talk time: 5 hours User profiles: OutdoorWANr•GPS,15min/hourvoice communication, 10kB transmission every 10 min. and GPS on all time, 8 hours of operation. Outdoor Voice,15miNhourvoice communication, 8 hours of operation, and 75 hours standby time. Note: Performance metrics above were measured with Battery reserve option set the highest (72 hours) Optical Resolution: 640 H x 480 V pixels (grayscale) Roll: 360° Pitch Angle: ± 60° from normal Skew Tolerance: ± 50° from normal Ambient Light: Total darkness to 9.000 ft. candles/96,900 lux Range on 100% UPCA • 16 in/40 cm Aiming Element PAM- 650 nm* 5 nm illumination Element (LEOk 635 nm±20 nm Field of View: Horizontal: 32.2°; Vertical; 24.5° Continued on back WPAN: Bluetooth® v2.0 Wnetess connectivity to modems. printers. headsets and more; v2.0 provides additional thiuughput fop to 2.1 Mbpst. improved security and additxxrat potties for expanded connectivity to mole device types SiRFsterHt GSC3e1/ LP GPS chipset Assisted and autonomous GPS support for robust locatron•based applications; SUPL 1.0 compliant. high pertoutoance, power - efficient processor capable of acquiring and maintaining a signal lock in areas where signals are typically weak expanding the cuvrriage area iii GPS applications. faster time to lir st to )TIFF); flexibility to operate in either standalone or assisted GPS faGPSI node (carver dependent) for faster and Wore accurate positioning — especially challenging areas IEEE 1725 compliance for the entire MC75 system — including all models. all batteries and all power -related accessories (such as cradles and charging cables) Mitigates baltety system failure. bringing a new level of reliability and quality to the entice MC75 system 128MB RAM/256MB Plash Provides memory space requited to enable robust petfor,nance for database applications User accessible microSO card slot Provides additional memory and expandable functionality High quality speaker, microphone end receiver Superior voice quality and performance Multipte voice modes: handset, headset and speakerphone Flexibility to use the right mode at the right time 3.5 inch color high definition VGA display (640 x 480) Easy to view in any lighting; supports display of high resolution images including video and Wraps 3 Mobile Printing for Businesses on the Go r Resilient and lightweight, these 1P54 -certified printers can withstand the harsh demands of a number of route accounting and field service printing applications, including: • Invoices • Delivery receipts • Service estimates • Sales orders • Inventory management • Mobile point-of-sale • DEX* DEX communication for Direct Store Delivery (U.S. only) /at V,Zebra Wireless Printers Add Versatility to Printing Tasks on the Open Road Designed for the Road Warrior, the Zebra RW series of mobile printers are ideal for printing delivery receipts and invoices on the go. The modular design allows users to choose among wireless options, card readers, and integral accessories such as vehicle mounts for simplified route printing. Easy -access vehicle mounting cradles and charging options as well as user -intuitive interfaces and angled displays enhance the convenience and simplicity of mobile printing. Rough and Ready Durability for Reliable Printing Uniquely designed for harsh outdoor environments, RW series mobile printers endure extreme temperatures and weather conditions. Bounce it in the truck, carry it in the rain, drop it to the pavement, and expect the same performance day in and day out. Vehicle Cradles RW 420 cradle: Intuitive. push- button release cradle for convenient storage and charging of the printer while in a vehicle. Fanfold media can be fed through the base of the cradle to extend the media capacity of the printer. RW 220 cradle: Grab your printer and go! Store your compact printer con- veniently in the vehicle and release it instantly to take to the customer with a push of a lever. Flexible Ram Mounting kits are also available for mounting the cradles in convenient orientations. Cases Add dust and rain protection to your RW series mobile printer with an envi- ronmental case. By adding an extra layer of protection. your printer will be well prepared for the harshest conditions. Lithium -Ion Chargers Fast Charger: Charges a single Zebra Li-lon battery at a time in approximately 2-5 hours. Quad Charger: Charges up to 4 Zebra Li -Ion batteries at a time in approximately 2-5 hours. DC1DC vehicle charger with cigarette lighter adapter: Plug the printer into your vehicle's cigarette lighter adapter for convenient charging on the go. Lithium -ton Batteries Lithium -ion (L! -ton) cells represent the latest in mobile battery technology. They offer higher power - to -volume and power -to -weight than their nickel metal hydride and nickel cadmium counterparts. Order spare Li•lon batteries for your RW series printer to guarantee you'll always be charged up and ready to go! Mobile Media Zebra provides both in -stock and custom-made solutions for all appli- cations, including more than 1.000 combinations of high-quality and reliable labels. tags. and receipts. All products are designed and tested on Zebra products to ensure optimum print quality. Paper with watermarks. custom logos, and UV -resistant coatings are all available for customized and attractive printouts. ROUTE ACCOUNTING/FIELD SERVICE Delivery Verification Slips Use a RW series printer at the point of transaction to print a delivery receipt that confirms the actual quantities that transferred possession. Invoices Take days off your billing cycle) Using mobile computers and printers to issue invoices at the time of delivery accelerates the payment process, eliminating the need for manual data entry and billing In the office. Service Estimates Offer customers documented information regarding the estimate that was quoted. This estimate is entered into the system in real time and can be easily accessed when the customer calls in using the contact information and estimate number that is indicated on the printout. RETAIL Mobile Point of Sale/Queue Busting Watch sales and satisfaction improve when you offer mobile point-of-sale service for line- or queue - busting, featuring Zebra printers with integrated card readers and wireless network connectivity. TRANSPORTATION Ticketing/Passenger information Print tickets or passenger information aboard buses, trains, or boats for an efficient way of reducing lines and increasing customer satisfaction. PUBLIC SAFETY/ LAW ENFORCEMENT Citations Improve safety, enforceability, and efficiency with electronic citation systems that are easy to use and tough to beat. 111 •Es ► Meet the RW series! The RW series: rugged enough for the Road Warrior. With the most feature -rich offering of any mobile printer in the market: ► Rugged and Easy to Use Printer • 1P54 certified for resistance to windblown water and dust • Damage -resistant to multiple drops of up to B feet to concrete • Weight of 1 1!2 to 2 pounds for effortless mobility • Resistant to extreme hot and cold temperatures 10' Ergonomically Designed to Fit Comfortably on the Hip • Single push-button media access for simple re -loading • Angled LCD for easy viewing of printer status comes standard ► Smart and Sophisticated Operation • Print using the same commands as your Zebra tabletop or desktop printers with common language support. • Secure customer and proprietary data being sent to the printer with native security support for protocols such as WPAMPA2, VPN, and Kerberos. • Quickly and easily print complex labels, symbologies and graphics thanks to the RW series` fast processor and large memory. The user-friendly 2 -inch RW 220 simplifies printing tasks for the mobile workforce with intuitive interfaces. rugged construction. and reliable printing. MAXIMUM PRINT AREA Width: 2.20756 mm Length: Continuous RESOLUTION 203 dpi/8 dots per mm MAXIMUM PRINT SPEED 3776.2 mm per second maximum PHYSICAL CHARACTERISTICS (Base Version) Width: 4.47112 mm Depth: 2.9774 mm Height: 6.87173 nim Weight: 1.45 lbs./658 g (Card Reader Version) Width: 4.47112 mm Depth: 3.2781.2 mm Height: 6.87173 mm Weight: 1,55 lbs./703 g MEDIA SPECIFICATIONS Media width: 1725 mm to 2.37160 mm Neither wind, nor rain. nor harsh temperatures can keep the RW 420 from delivering high - gustily 4 -inch receipts and tickets. MAXIMUM PRINT AREA Width: 4.097104 mm Length: Continuous RESOLUTION 203 dpi/8 dots per mm MAXIMUM PRINT SPEED 3776.2 mm per second maximum PHYSICAL CHARACTERISTICS (Base Version) Width: 6.37160 mm Depth: 3.0'/76 mm Height: 6.91175 mm Weight: 2.00 lbs./ 907 g (Card Reeder Version) Width: 6.37160 mm Depth: 3.1779 mm Height: 6.97175 mm Weight: 2.15 lbs./ 975 g MEDIA SPECIFICATIONS Media width: 2751 mm to 4.121105 mm For More information Contact your Zebra representative for additional printer specifications. For information on Zebra's other printers, supplies, software. and accessories, ask your reseller, call +1 800 423 0442, or visit our Web site www.sebra.com. Specifications at a Glance* ► PRINT CHARACTERISTICS Print method: Direct thermal Resolution: 203 dpi/8 dots per mm Maximum print speed: 3176.2 mm per second 0. MEMORY 4 MB Flash, 8 MB DRAM • PHYSICAL CHARACTERISTICS Construction: Impact -modified polycarbonate, abrasion -resistant rubber overmold Drop specification: 6 -foot multiple drops to concrete LCD: Ergonomic. angled display for better viewing Strain relief RS 232 serial interface Fanfold slot for accepting external media (RW 420 only) Self -centering media holders 1P54 -certified i► STANDARD FEATURES Rugged design 4 -button angled LCD (standard) Standard serial and USB interfaces Advanced 32-bit architecture for high-speed processing Smart battery management 'Specifications subject to change without notice. 07007 ZtH Corp. ZebraLhk, ZebraDeslgnet. ZebreNet, EPL. and all product names and numbers are Zebra trademarks, end Zebra and ZPL ere registered trademarks of ZIH Corp. All rights reserved. EMV is a trademark of EMVCo, LLC. Bluetooth is a registered trademark of Bluetooth SIG, Inc. Waveltnk Avalanche Is a registered trademark of WaveUnk Corporation. Motorola end Symbol are trademarks of Motorola. Inc.. registered In the U.S. latent a Trademark Office. CO Triumvirate and UFST are trademarks of Monotype Imaging. Inc. and may be registered in certain jurisdic- tions. Alt other trademarks are the property of their respective owners. ,IZ©bra OPERATING CHARACTERISTICS Environment Meets 1P54 certification Operating Temp. -4° F/-20° C to 131° F/55° C Storage/Environ. -22° F/-30° C to 149° F/65° C Operating Humidity 10-90% non -condensing Storage Humidity 10-90% non -condensing Electrical Standard 4.0 Ah, 7.4V battery (RW 420) Standard 2.0 Ah, 7.4V battery (RW 220) External charging options (vehicle and AC) Shock -mounted internal components Selectable baud rate: 9600 to 115.2 Kbps Xon/Xoff or hardware flow control (RTS/CTS) USB 2.0 full speed support. 12 Mbits/second Regulatory FCC Part 15 Class 9, VCCI Class 8, NOM/NYCE CE compliance (Class B), C -Tick. CSA ZEBRALINK' SOLUTIONS Software ZebraDesigner" Pro ZebraNet'" Bridge Enterprise Zebra Universal Driver Label Vista Auto -detect firmware load Smart battery management (monitors battery for longer life and performance) Wavelink Avalanche' support Motorola MSP support Networking and Connectivity Bluetooth' v. 1.2 802.11b Motorola's Symbol' Compact Flash Zebra Value Radio 802.11 b/g Zebra Value Radio Native wireless security support: VPN. WPANVPA2, WEP, Kerberos. WPA PSK. EAP -TLS. EAPTTLS. EAP -FAST. LEAR PEAR 802.11i RW 420 can be configured with dual radios (Bluetooth and WLAN) Firmware Native CPCL with ZPL', EPL'". and XML support {standard) 111, MEDIA CHARACTERISTICS Max. 11011 Size (0.0.): 2.25157 rnm Max. Media Width (RW 420): 4.121105 mm Max. Media Width (RW 220): 2.37160 mm I.D. core: .75119 mm or 1.361 34.9 mm Thickness: .0021.05 mm to .00631.16 mm Media Types: direct thermal tags or receipt paper, synthetic media. UV coated media. limited label support For optimum print quality and printer performance. use Genuine Zebra Supplies. FONTS/GRAPHICS/SYMBOLOGIES Fonts and Character Sats Standard fonts": 25 bitmapped, 1 smooth, scalable (CG Triumvirate"Bold Condensed) Optional fonts: downloadable bitmapped and scalable fonts International character sets (optional): Chinese 16 x 16 {trad), 16 x 16 {simplified). 24 x 24 (simplified); Japanese 16 x 16, 24 x 24, Hebrew/Arabic Graphic Features . Supports user -defined fonts and graphics— including custom logos `bar Code Symbotogies Linear Bar Codes: Code 39. Code 93. UCC/EAN- 128. EAN-14, Coda 128, UPC -A. UPC -E. EAN-8. EAN-13. EAN-14. UPC and EAN 2 -of -5 digital extensions. Plessey, FIM Postnet, Interleaved 2 -of -5. MSI. Codabar 2 -Dimensional: PDF417, Data Matrix. MaxiCode, RSS. Composite Symbology, OR 'Contains UFST from Monotype Imaging, Inc. 1111, OPTIONS AND ACCESSORIES Magnetic stripe reader and EMV-certified smart card reader Lithium Ion Fast AC Charger Lithium Ion Quad Charger Cigarette lighter charger (for in -vehicle charging) Vehicle cradle for docking and charging Ram Mount Kit Shoulder Strap/Hand Strap Environmental Soft Case Fanfold media support (RW 420 only) XML Support Applications and Documentation utility CD HEADQUARTERS Zebra Technologies International, LLC T: +1 847 793 2600 or -1 1 800 423 0442 F: 11 847 913 8766 ADDRESS: 333 Corporate Woods Parkway, Vernon Hilts, 11. 60061-3109 U.S.A. wee: www.zebra.com OTHER LOCATIONS USA: California, Rhode island. Texas. Wisconsin EUROPE: France, Germany, Italy. Netherlands. Poland. Spain, Sweden. United Kingdom ASIA -PACIFIC: Australia, China, Japan. Singapore, South Korea LATIN AMERICA: Florida (USA). Mexico AFRiCA/MIDDLE EAST: India, Russia, South Africa, United Arab Emirates e l�fti Se/ ter/ M 009001 re ittered Cama. GSA,: 05.0F026g1 '. 2006 DM Corp. Rinsed rn U.S., 0136731 rev. 717/07110n. DATE: August 7, 2009 SUBJECT: City Council Meeting — August 13, 2009 ITEM: 10E1. Consider a resolution authorizing the Mayor to execute an agreement with Brazos Technology to purchase an automated handheld citation entry system (eTicket). Department: Staff Person: Justification: Police Heath Douglas, IT Infrastructure Manager Currently, all citations issued by the Police Department are created on paper. The proposed agreement would provide for the purchase of an Automated Mobile Handheld Citation Entry System which would reduce the demand for data entry on Municipal Court personnel and create efficiencies in the police conduct of traffic stops and issuance of tickets. Collaborating with Municipal Court, the Police Department intends to approach the project through a phased implementation with this initial phase being a pilot phase with the purchase of handheld devices, the necessary back-office infrastructure, and ancillary materials. It is anticipated that the solution obtained through this funding will serve as the foundation for a City-wide e -Ticketing system that will ultimately create the ability to file 80 percent of all Municipal Court cases via electronic media. The system will be compatible with our current network infrastructure and Municipal Court systems. Funding: Cost: Source of funds: $49,300 Municipal Court Technology Fund, Law Enforcement Fund Outside Resources: None Background Information: In calendar 2008, the Police Department issued 11,367 citations. Public Comment: N/A EXECUTED DOCUMENT FOLLOWS CITY OF ROUND ROCK AGREEMENT FOR AUTOMATED MOBILE HANDHELD CITATION ENTRY SYSTEM FROM BRAZOS TECHNOLOGY CORP. THE STATE OF TEXAS CITY OF ROUND ROCK COUNTY OF WILLIAMSON COUNTY OF TRAVIS KNOW ALL BY THESE PRESENTS: That this Agreement for purchase of an automated mobile handheld citation entry system, and for relatedoods and services, referred to herein as the "Agreement," is made and entered into on this the � Zj' 1' day of the month of ALl S1' , 2009, by and between the CITY OF ROUND ROCK, TEXAS, a home -rule municipMity whose offices are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City," and BRAZOS TECHNOLOGY CORP., whose offices are located at 707 South Texas Avenue, Suite 103D, College Station, Texas 77840, referred to herein as the "Vendor." This Agreement supersedes and replaces any previous agreements between the named parties, whether oral or written, and whether or not established by custom and practice. RECITALS: WHEREAS, City desires to purchase an automated mobile handheld citation entry system, and to purchase associated goods and services, and City desires to purchase same from Vendor; and WHEREAS, City has issued its "Request for Proposal" for the provision of said goods and services, and City has selected the bid submitted by Vendor; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties, and obligations; NOW, THEREFORE, WITNESSETH: That this Agreement is for the purchase of functional and technical assistance as well as computer and associated equipment necessary for the implementation of an automated mobile handheld citation entry system ("e -Ticket") within City, such system being compatible with City's current network infrastructure and Municipal Court systems. Such system shall meet all current City, state, and federal legislative mandates, and shall be upgradeable to meet future mandates within the timeframe allowed by the governing body. City's technical and functional support staff shall be assumed as part of the implementation project plan. City intends to approach the project through a phased implementation with the Municipal Court and Police Department, with the initial phase being a "pilot" phase. Therefore, the subject matter of this Agreement shall serve as the foundation for a citywide e -Ticket system that will ultimately create the ability to file eighty percent (80%) of all Municipal Court cases via electronic media, and the 00161947/jkg i2-"40`1"09)'(3 - l system covered by this Agreement shall have the ability to evolve and meet the growing needs of City. That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties mutually agree as follows: 1.01 DEFINITIONS A. Agreement means the binding legal contract between City and Vendor whereby City is obligated to buy specified goods and/or services and Vendor is obligated to sell same. The Agreement includes the following: (a) City's Request for Proposal designated RFP 08-032, Specification Number 08-680-34 dated September 2008; (b) Vendor's Response to RFP; (c) contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Purchaser's Response to RFP; (3) City's Request for Proposal, exhibits, and attachments. B. City means the City of Round Rock, Williamson and Travis Counties, Texas. C. Effective Date means the date upon which the binding signatures of both parties to this Agreement are affixed. D. Force Majeure means acts of God, strikes, lockouts, or other industrial disturbances, acts of the public enemy, orders of any kind from the government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government and the people, civil disturbances, explosions, or other causes not reasonably within the control of the party claiming such inability. E. Goods mean the specified supplies, materials, commodities, or equipment. . F. Vendor means Brazos Technology Corp., or any of its successors or assigns. 2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS A. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the term stated herein, or until terminated or extended as provided herein. 2 B. The initial term of this Agreement shall be for one (1) twelve-month period from the effective date hereof. After that term, this Agreement may be renewed for one or more terms of twelve (12) months each, with such renewals to occur on or before the expiration date of the preceding term, and with such renewals being absolutely predicated upon the express written agreement of both parties. Such renewals are permitted only provided Vendor has performed each and every contractual obligation specified in this original Agreement. C. Prices shall be firm for the duration of this Agreement and for any renewal periods. No separate line item charges shall be permitted for invoicing purposes, including but not limited to equipment rental, demurrage, costs associated with obtaining permits, or any other extraneous charges. City may permit "unit price" adjustments upwards only as a result of a cost increase in goods or services in accordance with the Producers Price Index located at http://stats.bls.gov/ppi/home.htm. Any price increase shall be requested by Vendor in writing and accompanied by the appropriate documentation to justify the requested increase. Vendor may offer price decreases in excess of the allowable percentage change. D. City reserves the right to review the relationship at any time, and may elect to terminate this Agreement with or without cause or may elect to continue. 3.01 CONTRACT DOCUMENTS AND EXHIBITS City selected Vendor as the integrator of choice to supply the goods as outlined in RFP 08-032, Specification Number 08-680-34 dated September 2008, and Response to RFP submitted by Vendor, all as specified in Exhibit "A" attached hereto and made a part hereof for all purposes. The intent of these documents is to formulate an Agreement listing the responsibilities of both parties as outlined in the RFP and as offered by Vendor in its Response to the RFP. The goods which are the subject matter of this Agreement are described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully a part of this Agreement as if repeated herein in full. 4.01 ITEMS AWARDED All bid items on Exhibit "A" are awarded to Vendor. 5.01 COSTS Bid costs listed on Exhibit "A" shall be the basis of any charges collected by Vendor. 6.01 INVOICES All invoices shall include, at a minimum, the following information: A. Name and address of Vendor; B. Purchase Order Number; 3 C. Description and quantity of items received; and D. Delivery dates. 7.01 INTERLOCAL COOPERATIVE CONTRACTING / PURCHASING Authority for local governments to contract with one another to perform certain governmental functions and services, including but not limited to purchasing functions, is granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts, Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter F, Section 271.101 and Section 271.102. Other governmental entities within the State of Texas may be extended the opportunity to purchase off of the City of Round Rock's bid, with the consent and agreement of the successful vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from lack of exception to this clause in the vendor's response. However, all parties hereby expressly agree that the City of Round Rock is not an agent of, partner to, or representative of those outside agencies or entities and that the City of Round Rock is not obligated or Iiable for any action or debts that may arise out of such independently -negotiated "piggyback" procurements. 8.01 NON -APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Vendor a written notice of termination at the end of its then -current fiscal year. 9.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by City to Vendor will be made within thirty (30) days of the date City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date City receives a correct invoice for the goods or services, whichever is later. Vendor may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(6). This Prompt Payment Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Vendor, a contractor, subcontractor, or supplier about the goods delivered or the service performed that causes the payment to be late; or B. There is a bona fide dispute between Vendor and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or 4 C. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or D. The invoice is not mailed to City in strict accordance with any instruction on the purchase order relating to the payment. 10.01 GRATUITIES AND BRIBES City may, by written notice to Vendor, cancel this Agreement without incurring any Iiability to Vendor if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Vendor or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code. 11.01 TAXES City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in Vendor's charges. 12.01 ORDERS PLACED WITH ALTERNATE VENDORS If Vendor cannot provide the goods as specified, City reserves the right and option to obtain the products from another supplier or suppliers. 13.01 INSURANCE Vendor shall meet all requirements as stated in the attached Request for Proposal No. 08- 032 (including all attachments and exhibits), and its bid response. 14.01 CITY'S REPRESENTATIVE City hereby designates the following representative(s) authorized to act in its behalf with regard to this Agreement: Heath Douglas System Administrator Information Technology Department 221 East Main Street Round Rock, Texas 78664 512-218-5508 hdouglas@round-rock.tx.us 5 15.01 RIGHT TO ASSURANCE Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. 16.01 DEFAULT If Vendor abandons or defaults under this Agreement and is a cause of City purchasing the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if any, and that it will not be considered in the re -advertisement of the service and that it may not be considered in future bids for the same type of work unless the scope of work is significantly changed. Vendor shall be declared in default of this Agreement if it does any of the following: A. Fails to make any payment in full when due; B. Fails to fully, timely and faithfully perform any of its material obligations under this Agreement; C. Fails to provide adequate assurance of performance under the "Right to Assurance" section herein; or D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States. 17.01 TERMINATION AND SUSPENSION A. City has the right to terminate this Agreement, in whole or in part, for convenience and without cause, at any time upon thirty (30) days' written notice to Vendor. B. In the event of any default by Vendor, City has the right to terminate this Agreement for cause, upon ten (10) days' written notice to Vendor. C. Vendor has the right to terminate this Agreement only for cause, that being in the event of a material and substantial breach by City, or by mutual agreement to terminate evidenced in writing by and between the parties. D. In the event City terminates under subsections (A) or (B) of this section, the following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor 6 shall submit a statement showing in detail the goods and/or services satisfactorily performed under this Agreement to the date of termination. City shall then pay Vendor that portion of the charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services it would have performed under the remaining tenni of the Agreement except as provided herein. 18.01 INDEMNIFICATION Vendor shall defend (at the option of City), indemnify, and hold City, its successors, assigns, officers, employees and elected officials harmless from and against all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor, or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or Vendor (including, but not limited to the right to seek contribution) against any third party who may be liable for an indemnified. claim. 19.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES Vendor, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. 20.01 ASSIGNMENT AND DELEGATION The parties hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. 21.01 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: 1. When delivered personally to recipient's address as stated in this Agreement; or 2. Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Vendor: Brazos Technology Corp. 707 South Texas Avenue, Suite 103D College Station, TX 77840 7 Notice to City: Assistant City Manager 221 East Main Street Round Rock, TX 78664 Stephen L. Sheets, City Attorney AND TO: 309 East Main Street Round Rock, TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Vendor. 22.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 23.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Vendor and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing, duly authorized by action of the City Manager or City Council. 24.01 DISPUTE RESOLUTION If a dispute or claim arises under this Agreement, the parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior management. If the parties cannot reach a mutually satisfactory resolution, then and in that event any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. City and Vendor hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 25.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any such void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to 8 replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined to be void. 26.01 MISCELLANEOUS PROVISIONS Standard of Care. Vendor represents that it employs trained, experienced and competent persons to perforin all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to generally accepted industry practices. Time is of the Essence. Vendor understands and agrees that time is of the essence and that any failure of Vendor to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Vendor's failure to perform in these circumstances, City may pursue any remedy available without waiver of any of City's additional legal rights or remedies. Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible as defined herein. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to relitigate its effects. Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates indicated. City of Round Rock, Texas By: � Printed Name: M'W Title: ON W Date Signed: a. 13.01 Attest: Brazos Technology Corp. By: �4444,-`-- Printed Name: Title: Date Signed: WI1cHAel 5. i61(-4144-4— Pre 5 M(-ql44.z.Pres c -i- (fl - z q -c' For City, A proved as to Form: By: . UIJJ/v' K By: Sara L. White, City Secretary Stephan 9 Sheets, City Attorney RFP 08-032 Specification 08-680-34 September 2008 CITY OF ROUND ROCK, TEXAS REQUEST FOR PROPOSAL AUTOMATED MOBILE HANDHELD CITATION ENTRY SYSTEM PART I GENERAL 1. PURPOSE: The City of Round Rock seeks a qualified vendor to furnish and implement a Police Automated Mobile Handheld Citation Entry System. The City intends to approach the project through a phased implementation with the Municipal Court and Police Department with the initial phase being a "pilot" phase. It is the desire of the City that the selected solution serve as the foundation for a City-wide e -Ticketing system that will ultimately create the ability to file eighty (80) percent of all Municipal Court cases via electronic media. The ability of the system to evolve and meet the growing needs of the City is essential. In addition, the City will require that the system be compatible with our current network infrastructure and Municipal Court systems. 2. DEFINITIONS: The following definitions will be used for identified terms throughout the specification and bid document: 2.1 Proposer identified throughout this specification shall describe persons and entities that consider themselves qualified to provide the goods, equipment or services. 2.2 City — Identifies the City of Round Rock, Travis and Williamson Counties, Texas. 2.3 Agreement —A mutually binding legal document obligating the Contractor to furnish the goods, equipment or services, and obligating the City to pay for it. 2.4 Vendor -- (sometimes referred to as Contractor) a person or business enterprise providing goods, equipment, labor and/or services to the City as fulfillment of obligations arising from a contract or purchase order. 2.5 Goods represent materials, supplies, commodities and equipment. 2.6 Purchase Order - is an order placed by the Purchasing Office for the purchase of Goods or Services written on the City's standard Purchase Order form and which, when accepted by the Proposer, becomes a contract. The Purchase Order is the Proposer's authority to deliver and invoice the City for Goods or Services specified, and the City's commitment to accept the Goods or Services for an agreed upon price. 2.7 Services - work performed to meet a demand. The furnishing of labor, time, or effort by the vendor and their ability to comply with promised delivery dates, specification and technical assistance specified. 2.6 Subcontractor - Any person or business enterprise providing goods, labor, and/or services to a Contractor if such goods, equipment, labor, and/or services are procured or used in fulfillment of the Contractor's obligations arising from a contract with the City. Page 1 of 12 EXHIBIT nAn RFP 08-032 Specification 08-680-34 September 2008 3. CLARIFICATION: For clarification of specifications, vendors may contact: Randy Barker Purchasing Supervisor 221 E. Main Street Round Rock, TX 78664 Phone: 512-3295 Fax: 512-218.7028 E-mail: rbarkercr,round-rock.tx.us The individual listed above may be contacted by telephone or visited for clarification of the specifications only. No authority is intended or implied that specifications may be amended or alterations accepted prior to bid opening without written approval of the City of Round Rock through the Purchasing Division. 4. CONFLICT OF INTEREST: 4.1 Effective January 1, 2006, Chapter 176 of the Texas Local Government Code (House Bill 914) requires that any vendor or person considering doing business with a local government entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. If mailing a completed form, please mail to: City of Round Rock City Secretary 221 East Main Street Round Rock, Texas 78664 4.2 Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's proposal. 4. CONFIDENTIALITY OF CONTENT: Proposal's received are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public Information Act. Proposer's are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 4.1 If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL" on that part of the solicitation which the Proposal believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the contract is awarded. Page 2 of 12 RFP 08-032 Specification 08-680-34 September 2008 PART 11 GENERAL CLAUSES AND CONDITIONS 1. GOODS: The equipment furnished under this specification shall be the latest improved model in current production, as offered to commercial trade, and shall be of quality workmanship and material. The proposer represents that all equipment offered under this specification shall be new. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE OR DISCONTINUED MODELS ARE NOT ACCEPTABLE. 2. LABOR: Proposer should submit with the proposal the latest printed literature and detailed specifications on equipment proposed. This literature may be used for evaluation purposes. 3. EXCEPTIONS: The unit shall be completely assembled and adjusted. All equipment including standard and supplemental equipment shall be installed and the unit made ready for continuous operation. 4. STANDARDIZATION: All parts not specifically mentioned which are necessary for the unit shall be complete and ready for operation or which are normally furnished as standard equipment shall be furnished by the vendor. All parts shall conform in strength, quality and workmanship to the accepted standards of the industry. 5. ENVIRONMENT: The unit provided shall meet or exceed all federal and State of Texas safety, health, lighting and noise regulations and standards in effect and applicable to equipment furnished at the time of manufacture. 6. DAMAGE: The City of Round Rock is committed to procuring quality goods and equipment. We encourage manufacturers to adopt the International Organization for Standardization (ISO) 9001- 9003 standards, technically equivalent to the American National Standards Institute/American Society for Quality Control (ANSI/ASQC Q91-93 1987), and obtain certification. Adopting and implementing these standards is considered beneficial to the manufacturer, the City, and the environment. It is the City's position that the total quality management concepts contained within these standards can result in reduced production costs, higher quality products, and more efficient use of energy and natural resources. Manufacturers should note that future revisions to this specification may require ISO certification. 7. WORKPLACE: The City reserves the right to inspect the facilities and organization before recommending any award; or to take any other action necessary to determine a prospective vendor's ability to perform. The City may reject proposals where evidence submitted or investigation and evaluation indicates an inability of the proposer to perform. 8. PROPOSAL DUE DATE: 8.1. Sealed proposals are due no later than 3:00 p.m., September 23, 2008 to the office of the Purchasing Department. Mail or carry sealed proposals to: City of Round Rock, Texas 221 East Main Round Rock, Texas 78664-5299 8.2. Proposals received after this time and date will not be considered. 8.3. Sealed proposals should be clearly marked on the outside of packaging "DO NOT OPEN — RFP 08-032 AUTOMATED MOBILE HANDHELD CITATION ENTRY SYSTEM Page 3 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.4. Facsimile or electronically transmitted proposals are not acceptable. 8.5. Each proposal and each proposal variation shall be submitted in one (1) original and five (5) copies. 9. PROPOSAL SUBMISSION REQUIREMENTS: Interested and qualified firms or teams shall: 9.1. Submit one (1) original and five (5) copies of materials that demonstrate their experience in performing projects of this scale and complexity. 9.2. Documentation shall include: 9.2.1. Identification of the firm/team responding to the RFP to include a brief summary of team member experiences. 9.2.2. A summary demonstrating the firm's/team's qualifications to satisfy all the technical areas identified in the specification. 9.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the city. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name. 9.2.4. Project timeline outlining the steps the firm would take in the implementation of the project. 9.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. 9.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 10. CONFIDENTIALITY OF PROPOSAL CONTENT 10.1. All proposals submitted in response to this RFP shall be held confidential until an agreement is awarded. Following the agreement award, proposals are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public information Act. Proposers are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 10.2. If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL"on that part of the proposal, which the Proposer believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the agreement is awarded. Page 4 of 12 RFP 08-032 Specification 08-680-34 September 2008 11. CLARIFICATION OF PROPOSALS 11.1. The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received. 12. BEST VALUE EVALUATION: All proposals received shall be evaluated based on the best value for the City. Best value will be determined by considering all or part of the criteria listed, as well as any relevant criteria specifically listed in the solicitation. 12.1. Proposed price; 12.2. Reputation of the proposer and of proposer's goods and services; 12.3. The quality of the proposer's goods or services; 12.4. The extent to which the goods or services meet the City's needs; 12.5. Proposer's past relationship with the City. All vendors will be evaluated on their past performance and prior dealings with the City to include, but not limited to, failure to meet specifications, poor quality, poor workmanship, late delivery; 12.6. The total long-term cost to the Municipality to acquire the proposer's goods or services. 13. EX -PARTE COMMUNICATION: Please note that to insure the proper evaluation of a proposal, the City of Round Rock prohibits ex parte communication (e.g. unsolicited) initiated by the Proposer to a City Official or Employee evaluating or considering the proposal prior to the time a proposal decision has been made. Communication between Proposer and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Ex parte communication may be grounds for disqualifying the offending Proposer from consideration or award of the proposal then in evaluation, or any future proposal. 14. VENDOR PERFORMANCE: The City reserves the right to review Vendor's performance at any time during the initial agreement or renewal period, and may elect to terminate this Agreement with or without cause or may elect to continue. 15. NON -APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly services or quantities, as determined by the City's budget for the fiscal year in question. The City may effect such termination by giving Contractor a written notice of termination at the end of its then current fiscal year. 16. CANCELLATION: The City reserves the right to cancel the Agreement without penalty by providing thirty (30) days prior notice to the other party. Contractor shall provide the City with 120 days written notice prior to cancellation of the Agreement and shall continue services for a period of time not to exceed 120 days after written notification. Termination under this paragraph shall not relieve the Contractor of any obligation or liability that has occurred prior to cancellation. Note: This Agreement is subject to cancellation, without penalty, at any time the City deems the vendor to be non-compliant with contractual obligations. 17. ABANDONMENT OR DEFAULT: A Contractor who abandons or defaults the work on the contract and causes the City to purchase the goods/services elsewhere may be charged the difference in goods/service if any and shall not be considered in the re -advertisement of the goods/service and may not be considered in future proposals for the same type of work unless the scope of work is significantly changed. Page 5 of 12 RFP 08-032 Specification 08-680-34 September 2008 18. COMPLIANCE WITH LAWS: The successful proposer shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the resulting agreement, including without limitation, workers' compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When requested, the Contractor shall furnish the City with satisfactory proof of its compliance. 19. CODES, PERMITS AND LICENSES: The successful proposer shall comply with all National, State and Local standards, codes and ordinances and the terms and conditions of the goods/services of the electric utility, as well as other authorities that have jurisdiction pertaining to equipment and materials used and their application. None of the terms or provisions of the specification shall be construed as waiving any rules, regulations or requirements of these authorities. The successful proposer shall be responsible for obtaining all necessary permits, certificates and/or licenses to fulfill contractual obligations (City of Round Rock fees and costs will be waived). 20. INDEMNITY: Contractor shall indemnify, save harmless and defend the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees and any and all other costs or fees incident to the performance of the resulting agreement and arising out of a willful or negligent act or omission of the Contractor, its officers, agents, servants and employees. 21. INSURANCE:. See attachment A, City of Round Rock Insurance Requirements. 18. LIENS: Proposer agrees to and shall indemnify and save harmless the City against any and all Hens and encumbrances for all labor, goods and services which may be provided under the resulting agreement. At the City's request the Proposer shall provide a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. 19. VENUE: Both the City and the Proposer agree that venue for any litigation arising from a resulting agreement shall lie in Williamson County, Texas. 20. INDEPENDENT CONTRACTOR: It is understood and agreed that the proposer shall not be considered an employee of the City. The Proposer shall not be within protection or coverage of the City's Worker Compensation insurance, Health insurance, Liability insurance or any other insurance that the City from time to time may have in force and effect. PART 111 SPECIFICATIONS 1. SCOPE: This specification is for functional and technical assistance as well as the computer and associated equipment necessary for the implementation of an automated mobile handheld citation entry ("e -Ticket") system in the City of Round Rock. In addition, the City will require that the system be compatible with our current network infrastructure and Municipal Court systems. The proposed solution shall meet all current city, state and federal legislative mandates as well as being upgradeable to meet future mandates within the timeframe allowed by the governing bodies. The City's technical and functional support staff will be available for the implementation and should be assumed as part of the implementation project plan. 2. STATEMENT OF INTENT: The City intends to approach the project through a phased implementation with the Municipal Court and Police Departments with the initial phase being a "pilot" phase. It is the desire of the City that the selected solution serve as the foundation for a Page 6 of 12 RFP 08-032 Specification 08-680-34 September 2008 City-wide e -Ticketing system that will ultimately create the ability to fife 80 percent of all Municipal Court cases via electronic media. The ability of the system to evolve and meet the growing needs of the City is essential. 3. NOTICE TO PROPOSER'S: Proposer's are cautioned to read the specifications carefully, as there may be special requirements not commonly offered by the manufacturer. Do not assume your standard structure meets all detailed specifications. Proposers are cautioned that a system which does not meet specifications in every aspect but is delivered to the FOB point will not be accepted. 4. PROPOSER QUALIFICATIONS: The opening of a proposal will not be construed as the City's acceptance of such proposer as qualified and responsible. All proposers shall: 4.1 Be firms, corporations, individuals or partnerships normally engaged in the sale and distribution of commodity or provision of the services as specified herein. 4.2 Have adequate organization, facilities, equipment and personnel to ensure prompt and efficient service to the City. 4.3 Provide references to include the name, address, telephone number and point of contact of at least three entities for which the proposer has performed similar service and or utilized the exact technology within the past three years. Any negative responses received may result in disqualification of proposal. 4.4 Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 5. WARRANTY: The system and its material components shall be warranted against defects in material and workmanship for a period of not less than twelve (12) months beginning with the date of acceptance. If the manufacturer's standard warranty exceeds twelve (12) months, then the manufacturer's standard warranty shall be in effect. The successful proposer shall furnish a copy of the manufacturer's warranty at time of delivery. 6. ORDER QUANTITY: The quantities shown on the IFB are estimates only. No guarantee of any minimum or maximum purchase is made or implied. The City will only order the quantity needed to satisfy operating requirements, which may be more or Less than indicated. 7. CONTRACT ADMINISTRATOR: All goods purchased under this contract will be supervised and verified by the City representative (s) noted below Heath Douglas 512-218-5508 8. DETAILED SPECIFICATIONS: 8.1. The handheld citation writing unit shall: 8.1.1. Utilize a PC-based platform for writing citations for State of Texas Traffic Law, City and Other Ordinance and Parking violations; 8.1.2. Have software embedded in the handheld; 8.1.3. Run Windows CE or Windows Mobile; 8.1.4. Employ a relational database for offline storage; Page 7 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.1.5. Be easily held in one hand; 8.1.6. Have a data entry interface that is easy to use; 8.1.7. Have an interface that provides for quick, efficient, and reliable entry of data; 8.1.8. Provide for the electronic capture of pertinent citation information as outlined later in this document; 8.1.9. Provide a viewing screen that is easy to read in bright- and low -light environmental situations; 8.1.10. Provide for the easy editing of all information entered on a citation; 8.1.11. Be reliable in the extremes of the Round Rock, Texas range of climatic conditions; 8.1.12. Meet the MIL -STD -810F standards (issued by the United States Army's Development Test Command( www.dtc.army.mil/navigator/) for ruggedization; 8.1.13. Have write -on -the -screen capability; 8.1.14. Be able to be securely mounted on a motorcycle; 8.1.15. Be capable of upload the entered data to a personal computer, multiple computers or other server in a secure, efficient, and reliable method; 8.1.16. Accept electronic signature; 8.1.17. Have photo file capture capability, and the ability to associate files with a citation number; 8.1.18. Have audio file capture capability, and the ability to associate files with the citation number; 8.1.19. Have the capability to run multiple other applications; 8.1.20. Have 802.11G/Bluetooth Wireless built-in; 8.1.21. Have a user-friendly, QWERTY keyboard; 8.1.22. Be Verizon Cellular Data Network ready/capable; 8.1.23. Accept the entry of the radar unit serial number on citations involving radar; 8.1.24. Be able to capture longitude and latitude (x, y) coordinates via Global Positioning System and associate those coordinates with a citation; 8.1.25. Have rechargeable and easily replaceable batteries; 8.1.26. Have a power source that has an adequate battery charge live and is easily and quickly recharged from a normal AC electrical outlet and a DC vehicle charging system; 8.1.27. Be a sealed unit that is resistant to water, rain, moisture, oils, UV light and scratches; Page 8 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.1.28. Have the functionality to allow multiple users; 8.1.29. Provide security features for access to the unit, such as user name and password protection; 8.1.30. Provide for the selection of violation codes and descriptions from a pre -loaded list from the municipal court system; 8.1.31. Provide for multiple violations per citation; 8.1.32. Auto -populate citation numbers; 8.1.33. Automatically set a court date that can also be printed on the citation; 8.1.34. Auto -populate the appropriate data fields with drivers license information from a magnetic swipe or bar code scan; 8.1.35. Auto -populate the appropriate data fields vehicle identification (VIN) numbers and vehicle information with a bar code scan of the VIN number on the vehicle; 8.1.36. Integrate with remote electronic thumbprint and fingerprint technology; and 8.1.37. Accommodate Secure Digital removable storage media. 8.2. The software shall: 8.2.1. Support all the requirements of the handheld unit(s) and the printer(s) associated with the system; 8.2.2. Provide for easy -to -run, statistical management reports; 8.2.3. Integrate with the City of Round Rock Municipal Court case -management system (INCODE — I -Court); 8.2.4. Provide for the following information currently entered on citations as well as the ability to change and add additional data fields in the future: 8.2.4.1. Violator name (first, middle, last, suffix); 8.2.4.2. Driver's License number, state and class; 8.2.4.3. Commercial Driver's license indication; 8.2.4.4. Race, Sex, Date of Birth; 8.2.4.5. Residence address, city, state, zip, phone with area code; 8.2.4.6. Business address; 8.2.4.7. Vehicle color, year, make, model or type; 8.2.4.8. License plate number, state, and expiration date; 8.2.4.9. Date and time of offense; 8.2.4.10. Offense description; Page 9 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.2.4.11. Offense location; 8.2.4.12. Miles per hour in specified zone - speeding only; 8.2.4.13. Officer name; 8.2.4.14. Violator Signature; 8.2.4.15. Violator Social Security Number; 8.2.4.16. Vehicle inspection expiration date; 8.2.4.17. Accident (yes or no); 8.2.4.18. Hazardous material (yes or no); 8.2.4.19. Parent's name, address, and phone number; 8.2.4.20. Pedestrian (yes or no); 8.2.4.21. Witness information; 8.2.4.22. Miscellaneous notes; 8.2.5. Provide for data -entry validation rules to warn of invalid data entered into a citation field; 8.2.6. Save entered data if the unit's power source fails; 8.2.7. Have card reader/swipe functionality; 8.2.8. Accept Vehicle Identification Number (VIN) bar scanning; 8.2.9. Support two (2) dimensional barcode scanning for reading information from licenses and future registrations tags; 8.2.10. Accept officer note -taking; 8.2.11. Interface with existing Police Department information systems that allow officers to seek information about the current status of vehicle license plates; 8.2.12. Interface with existing Police Department information systems that allow officers to run criminal background checks of subjects; 8.2.13. Provide for adding supervisor notes and comments to a specific citation; and 8.2.14. Allow a supervisor to amend a specific citation. 8.3. The printer furnished shall: 8.3.1. Be a small handheld printing unit that has all of the reliability requirements as listed above for the handheld, citation -writing hardware unit; 8.3,2. Provide a means of printing citations that contain all pertinent and legal information displayed on and entered on handheld unit; 8.3.3. Be able to be securely mounted on a motorcycle; Page 10 of 12 RFP 08-032 Specification 08-680-34 September 2008 8.3.4. Have rechargeable and easily replaceable batteries; 8.3.5. Have a power source that has an adequate battery charge life and is easily and quickly recharged via a normal AC electrical outlet and a DC vehicle -charging system; 8.3.6. Be a sealed unit that is resistant to water, rain, moisture, oils, UV tight and scratches; 8.3.7. Print citations on paper that produces excellent readable print in all weather conditions, including rain; 8.3.7.1. Please provide information regarding the kind of paper and ink (if applicable) required by the printer. 8.3.8. Print citations using a method that Is not affected by climatic extremes — including rainy weather; 8.3.9. Provide for adding additional supervisor notes and comments to a specific citation; 8.3.10. Allow a supervisor to amend the citation; 8.3.11. Allow a supervisor or other authorized person to review a specific citation before uploading to the electronic court system; PART IV SERVICE, ACCEPTANCE AND PAYMENT 1. SERVICE: The successful vendor shall have service and maintenance available to the City and shall be able to respond to a request for service: 1.1 Within 24 hours of notification for on-site service and/or maintenance. 2. DELIVERY: Delivery and installation of the equipment shall be completed within the number of days bid. Freight and installation to be included in bid. 3. ACCEPTANCE: Acceptance inspection should not take more than five (5) working days. The vendor will be notified within this time frame if the unit delivered is not in full compliance with the specifications. If any purchase order is canceled for a unit for non-acceptance, the needed equipment may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling. 4. INVOICING: Contractor shall submit one original and one copy of invoice on to the following address: City of Round Rock Accounts Payable 221 East Main Street Round Rock, Texas 78664-5299 5. PROMPT PAYMENT POLICY: Payments will be made within thirty days after the city receives the supplies, materials, equipment, or the day on which the performance of services was completed or the day on which the City receives a correct invoice for the supplies, materials, equipment or Page 11 of 12 RFP 08-032 Specification 08-680-34 September 2008 services, whichever is later. The Contractor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 5.1 There is a bona fide dispute between the City and Contractor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 5.2 The terms of a federal agreement, grant, regulation or statute prevent the City from making a timely payment with Federal Funds; or 5.3 There is a bona fide dispute between the Contractor and a. subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 5.4 The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement. 6. OVERCHARGES: Contractor hereby assigns to purchaser any and all claims for overcharges associated with this agreement which arise under the antitrust laws of the United States, 15 USGA Section 1 et mg., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et seq. Page 12 of 12 ATTACHMENT A CITY OF ROUND ROCK INSURANCE REQUIREMENTS 1. INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration of the contract or purchase order resulting from a response to this bid/Specification insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work as a result of this bid by the successful bidder, its agents. representatives, volunteers. employees or subcontractors. 1.1. Certificates of Insurance and endorsements shall be furnished to the City and approved by the City before work commences. 1.2. The following standard insurance policies shall be required: 1.2.1. General Liability Policy 1.2.2. Automobile Liability Policy 1.2.3. Worker's Compensation Policy 1.3. The following general requirements are applicable to all policies: 1.3.1. Only insurance companies licensed and admitted to do business in the State of Texas shall be accepted. 1.3.2. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only. 1.3.3. Claims made policies shall not be accepted, except for Professional Liability Insurance. 1.3.4. Upon request, certified copies of all insurance policies shall be furnished to the City 1.3.5. Policies shah include, but not be limited to, the following minimum limits: 1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence. 1.3.5.2. Property Damage Insurance with minimum limits of $50,000.00 for each occurrence. 1.3.5.3. Automobile Liability Insurance for all owned, non -owned, and hired vehicles with minimum limits for Bodily Injury of $100,000.00 each person, and $300,000.00 for each occurrence, and Property Damage Minimum limits of $50,000.00 for each occurrence. 1.3.5.4. Statutory Worker's Compensation Insurance and minimum $100,000.00 Employers Liability Insurance. 1.3.6. Coverage shall be maintained for two years minimum after the termination of the Contract. 1.4. The City shall be entitled, upon request, and without expense to receive copies of insurance policies and all endorsements thereto and may make reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding either of the parties hereto or the underwriter of any of such policies). Upon such request by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the requirements of the bid specification and the insurance endorsements stated below. 1.5. Vendor agrees that with respect to the required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following provisions: Page 1 of 4 1.6.1. Provide for an additional insurance endorsement clause declaring the Vendor's insurance as primary. 1.5.2. Name the City and its officers, employees, and elected officials as additional insured's, (as the interest of each insured may appear) as to all applicable coverage. 1.5.3. Provide thirty days notice to the City of cancellation, non -renewal, or material changes 1.5.4. Remove all language on the certificate of insurance indicating: 1.5.4.1. That the insurance company or agent/broker shall endeavor to notify the City; and, 1.6.4.2. Failure to do so shall impose no obligation of liability of any kind upon the company, its agents, or representatives. 1.5.5. Provide for notice to the City at the addresses listed below by registered mall: 1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees, and elected officials for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance. 1.5.7. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. 1.5.8. AH copies of the Certificate of Insurance shall reference the project name, bid number or purchase order number for which the insurance is being supplied. 1.5.9. Vendor shall notify the City in the event of any change in coverage and shall give such notices not less than thirty days prior notice to the change, which notice shall be accomplished by a replacement Certificate of Insurance. 1.5.10. All notices shall be mailed to the City at the following addresses: Assistant City Manager City Attorney City of Round Rock City of Round Rock 221 East Main 309 East Main Round Rock, TX 78664-5299 Round Rock, TX 78664 2. WORKERS COMPENSATION INSURANCE 2.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage for all persons providing services on building or construction projects for a governmental entity. 2.1.1. Certificate of coverage (`certificate") -A copy of a certificate of insurance, a certificate of authority to self -insure issued by the Texas Workers' Compensation Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. 2.1.2. Duration of the project - includes the time from the beginning of the work on the project until the CONTRACTOR'S /person's work on the project has been completed and accepted by the OWNER. 2.2. Persons providing services on the project ("subcontractor") in Section 406.096 - includes all persons or entities performing all or part of the services the CONTRACTOR has undertaken to perform on the project, regardless of whether that person contracted directly with the CONTRACTOR and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner -operators, employees of any such entity, or employees of any entity, which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not Page 2 of 4 include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. 2.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the CONTRACTOR providing services on the project, for the duration of the project. 2.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being awarded the contract. 2.6. If the coverage period shown on the CONTRACTOR'S current certificate of coverage ends during the duration of the project, the CONTRACTOR must, prior to the end of the coverage period, file a new certificate of coverage with the OWNER showing that coverage has been extended. 2.6. The CONTRACTOR shall obtain from each person providing services on a project, and provide to the OWNER: 2.8.1. a certificate of coverage, prior to that person beginning work on the project, so the OWNER will have on file certificates of coverage showing coverage for all persons providing services on the project; and 2.6,2. no later than seven calendar days after receipt by the CONTRACTOR, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. 2.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of the project and for one year thereafter. 2.8. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the CONTRACTOR knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project. 2.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. 2.10. The CONTRACTOR shall contractually require each person with whom it contracts to provide services on a project, to: 2.10.1. provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project; 2.10.2. provide to the CONTRACTOR, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on a project, for the duration of the project; 2.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; 2.10.3.1. obtain from each other person with whom it contracts, and provide to the CONTRACTOR: 2.1 0.3.1.1. 2.10.3.1.2. a certificate of coverage, prior to the other person beginning work on the project; and a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project Page 3 of 4 2.10.3.2. retain all required certificates of coverage on file for the duration of the project and for one year thereafter; 2.10.3.3. notify the OWNER in writing by certified mail or personal delivery, within 10 calendar days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and 2.10.3.4. contractually require each person with whom it contracts, to perform as required by paragraphs (A thru G), with the certificates of coverage to be provided to the person for whom they are providing services. 2.10.3.5. By signing the solicitation associated with this specification, or providing, or causing to be provided a certificate of coverage, the Contractor is representing to the Owner that all employees of the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the Commission's Division of Self -Insurance Regulation. Providing false or misleading information may subject the Contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. 2.10.3.6. The Contractor's failure to comply with any of these provisions is a breach of contract by the Contractor that entitles the Owner to declare the contract void if the Contractor does not remedy the breach within ten calendar days after receipt of notice of breach from the owner. Page 4 of 4 or Mr f1r • or vr Ir far r w w rr w r w r w w w w ORIGINAL CITY OF ROUND ROCK, TEXAS Response to RFP 08-032, Specification 08-680-34 Automated Mobile Handheld Citation Entry System September 23, 2008 Submitted by: )brazos technology Michael McAleer Brazos Technology Corp. Proposal valid for one hundred eighty (180) days from above -listed date. WV UFdLUb rir tfN 'U -V Utf-U3 Specification 08.680.34 September 2008 Table of Contents EXECUTIVE SUMMARY 4 5 5 10 PART 11. GENERAL CLAUSES AND CONDITIONS 9. PROPOSAL SUBMISSION REQUIREMENTS PART 11I. SPECIFICATIONS. 1. SCOPE 10 2. STATEMENT OF INTENT 10 3. NOTICE TO PROPOSERS 10 4. PROPOSER QUALIFICATIONS 11 5. WARRANTY 13 6. ORDER QUANTITY 14 7. CONTRACT ADMINISTRATOR 14 8. DETAILED SPECIFICATIONS 14 PART IV. SERVICE, ACCEPTANCE, AND PAYMENT. 27 1. SERVICE 27 2. DELIVERY 28 28 29 kr APPENDIX A: PRICING 29 APPENDIX B: PROPOSED HARDWARE 31 APPENDIX C: REFERENCE SHEET 33 • APPENDIX D: FREQUENTLY ASKED QUESTIONS 34 APPENDIX E: HARDWARE BROCHURES 49 r r r r w w w w • 3. ACCEPTANCE Iv APPENDICES w w IP ■r r lir �]UVdLUb September 23, 2008 Heath Douglas Y' City of Round Rock 221 E. Main Street Round Rock, TX 78664 ✓ Dear Mr. Douglas: rcrr VO-u,z Specification 08.680.34 September 2008 Thank you for the opportunity to submit this proposal to the City of Round Rock for an Automated Handheld Citation System. Brazos Technology is excited to tender this offer for our electronic citation solution which we feel r not only meets the needs of the City's electronic citation initiative but is one that can be leveraged over many other city functions — not just electronic citation. Our end-to-end solution provides the ticket writers for the officers, the back -end software for reporting and r administrative functions, and court -specific features for standardizing all citation processing using our web -based server. We have a complete tum -key solution today that has been implemented at more than 50 Texas and Oklahoma police departments. The details and benefits of our Brazos Solution are further explained in this M, proposal. ✓ The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic ✓ citation software across all city agencies and enable them on the mobile platform. The Brazos Solution provides the greatest opportunities for future growth! We trust you'll find our solution unique, intriguing, and cost effective. We're anxious to show you how it works and how it can work for you. r Sincerely, frkte_//,--. Michael McAleer, President Brazos Technology Corp. 707 South Texas Ave ✓ Suite 103D College Station, TX 77840 ✓ Office (979)690-2811 ext 101 Mobile (979)571-3198 Fax (713)583-9323 mmcaleer@brazostcch.com www.brazostech.com ✓ *** Please note that this proposal is valid for 180 days. *** r r r r > vraZ05 nrr uo-vat Specification 08680.34 September 2008 EXECUTIVE SUMMARY Brazos Technology was formed in 2000 by Mike McAleer specifically to focus on the emerging handheld technology field. Today, Brazos is 100% focused on this technology. Since being introduced to law enforcement by one of our partners, Motorola (formerly Symbol Technologies), who considered our toolkit technology to be a perfect fit for electronic citation and other law enforcement functions, Brazos has implemented our electronic citation solution in over 50 Texas and Oklahoma police departments. All of them arc still running and using this solution today. Our end-to-end solution provides the ticket writers for the officers, the back -end software for reporting and administrative functions, and court -specific features for standardizing all citation processing using our web - based server. The Brazos electronic citation solution (Brazos Solution) is based on an enterprise framework called the Mobile Application Environment Tool Kit (MaeKIT), which allows Windows-based devices to communicate directly with any industry -standard database without the need for a dedicated intermediary server or workstation. The primary platform is entirely web -based, the devices transfer data using industry -standard XML, and all data are secured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without programming using the MaeKIT. Because of MaeKIT, Brazos Technology can almost identically match the look, feel, and practice of your existing citation system. With the Brazos Solution, not only do you get a fully functional electronic citation system that can connect to existing legacy systems, you get a platform from which you can manage all of your handheld mobile devices. You can change the look and feel of the screens, add new users, add new devices, change the way the ticket printout looks, change the legal language that prints, change user access levels, update court information, update offense information, import, export, run reports, and set up jobs to run on a timed basis — all from our web -based design and management platform that we call the BuildIT. In addition, with the MaeKIT you can leverage the City's investment in handheld devices across many functions. There is no limit to what can be extended to the existing devices with the MaeKIT. Citizen Relationship Management (CRM), Code Enforcement, animal control, city services, work orders, accident reporting, and racial profiling are just a few of the tasks that can be quickly designed and deployed to the existing force of handheld devices using the MaeKIT. Different devices can be configured to do different functions — they don't all have to have the same capability loaded. Not only that, but the MaeKIT supports HP, Motorola, and Dell devices, allowing the City the flexibility to match the best device with the best function as you move forward. Flexibility is the hallmark of the Brazos Solution. As you look at the actual screens of a device configured for electronic citation, it becomes difficult to differentiate one vendor's offering from another's. The one thing to keep in mind about the Brazos Solution that is different from others is that the Brazos electronic citation solution js operating on the device without any electronic citation -specific programming code. Almost every other vendor has written the electronic citation solution as a program that runs on the device with the specific purpose of performing electronic citation, essentially limiting the device to that function. This is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was neither designed nor specifically programmed to do anything other than interpret the configuration designed for it via our BuildIT toolkit. That means that the same device running the same Brazos software can be put to work to do lust about anvthing — all developed using the web -based BuildIT and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic citation software across all city agencies and enable them on the mobile platform. The Brazos Solution provides the greatest opportunities for future growth! •) urazas r r r r to to r lr As demonstrated by the following list of dedicated personnel, Brazos is committing our top resources to w this project in order to assure its success. While these are just the named recourses, Brazos Technology will bring alt resources to bear as needed. W Michael McAleer is the founder of our company and chief architect of the Brazos Solution. He has rr extensive experience with our products as well how they should be integrated in with the police department and municipal court system. sr Ray Evans is our lead systems engineer and will serve as the Technical Lead on this project. Sam Williams brings 18 years of law enforcement experience and recently retired as the Chief Deputy of a Texas county. Sam has implemented 22 Texas cities and provides the `tangible' connection required to W successfully train the officers in our technology while maintaining officer safety. to Brazos Technology has 15 employees in the College Station and Austin areas and will assign a dedicated nr team who will be committed to making this project a success. Our references will attest to the commitment and quality of our people. We strongly believe that you will be very pleased with our staff rr and their ability to deliver this project on time and on budget. nrr vo-vJc Specification 08-680-34 September 2008 PART II. GENERAL CLAUSES AND CONDITIONS. 9. Proposal Submission Requirements 9.2. Documentation shall include: 9.2.1. Identification of the firm/team responding to the RFP to include a brief summary of team member experiences. 9.2.2. A summary demonstrating the firm's/team's qualifications to satisfy all the technical areas identified in the specification. 9.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the city. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name. Brazos Technology, based in College Station, Texas, is excited to tender this offer for our electronic citation solution which we feel not only meets the needs of the City's electronic citation initiative but is one that can be leveraged over many other city functions -- not just electronic citation. Brazos Technology has been in the business of mobile software for over eight years and has developed a best in breed solution that far surpasses our competitors. We provide features and scalability that cannot be matched by any other competitor in this market. Team Members All of the Brazos personnel who are approved to answer and respond to customer issues have been with the company for over one year. This one-year training program ensures that people who are qualified on ti our system provide quick and practical problem resolution or completion of enhancement requests. Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. Page 5 P.) UFdzOb Comparable Projects t\t r VG-VJl. Specification 08-680-34 September 2008 Currently, we have over 50 customers in the states of Texas and Oklahoma using our electronic citation solution. Some of our other current municipal customers and the date they implemented are: • Bryan, TX • Balcones Heights, TX • Castle Hills, TX • Carrollton, TX • Cisco, TX • Cleburne, TX • Clyde, TX • Colleyville, TX • Cockrell Hill, TX • Estclline, TX • Farmers Branch, TX • Fate, TX • Forrest Hill, TX • Hutto, TX • Haltom City, TX • Kingsville, TX • Liberty Hill, TX • Little Elm, TX • Live Oak, TX • Lubbock, TX • Mission, TX • Mount Pleasant • New Braunfels, TX • Parker, TX • Port Arthur, TX • Portland, TX • Rio Vista, TX • Shavano Park, TX • San Angelo, TX • Schertz, TX • Wylie, TX • Moore, OK 2005, Professional Standards April 2008 (INCODE) Sept 2006 (INCODE) Nov 2007 (INCODE) Dec 2006 (INCODE) Dec 2006 (INCODE) Mar 2008 (INCODE) Mar 2008 (INCODE) Jan 2008 (INCODE) Jan 2008 (INCODE) Sept 2007 (INCODE) Dec 2006 (INCODE) April 2008 (INCODE) June 2006 (INCODE) Oct 2005 (INCODE) Jan 2008 (INCODE) Nov 2007 (INCODE) Dec 2006 (InTouch) Jan 2008 (INCODE) Sept 2008 (INCODE) Feb 2008 (INCODE) Sept 2005 (InTouch) April 2008 (1NCODE) Nov 2006 (InTouch) Mar 2008 (InTouch) Dec 2007 (INCODE) June 2008 (INCODE) Feb 2007 (1NCODE) Sept 2007 (INCODE) Feb 2008 (INCODE) Jan 2008 (INCODE) Aug 2008 (INCODE) We value our customers and work very hard to establish a long-term relationship with all of them. We would be very excited to add Round Rock to this list. We are so proud of our support and customer service that we will provide contact information for EVERY ONE of our customers to be contacted by Round Rock. To date. none of our competitors have been willine to match this offer. Please see the References Sheet in Appendix C for contact information for the requested references. Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 6 ▪ 10) orazos Krr 3 ;rr Specification 08-680-34 September 2008 r In order to demonstrate how the marketplace recognizes the significant differences with our technology and support, Brazos Technology was recently selected by the City of Tulsa to implement electronic citations for their police department in a national RFP. The Tulsa PD has over 800 sworn officers and is purchasing 500 ticket writers from Brazos Technology. r ✓ Brazos Technology was also selected by the Lubbock PD, and we are currently implementing our system there. r ✓ Brazos Technology provides both the experience and the technologyto make this project successful at Round Rock. We are absolutely committed to delivering this project to the satisfaction of the City of Round Rock on time and on budget. r 9.2.4. Project timeline outlining the steps the firm would take in the implementation of the project. Brazos Technology is committed to delivering a successful and referenceable electronic citation project to MO the City of Round Rock. Our implementation approach has been highly successful, and we feel that the steps outlined below provide the best method to minimize risks and ensure a successful project. r Typical delivery for this system is 45 days from contract signature. Needs Assessment and Kick Off To ensure that the City's needs are addressed, Brazos Technology will conduct a thorough needs ✓ assessment that captures project as well as project owner information for all principals related to the project. Interviews with each principal are conducted to identify both existing processes and new ✓ processes that result from implementation of this system. From these interviews, a complete current and future project understanding is transferred from the City to Brazos Technology from which Brazos rtr Technology can provide recommendations and solutions. During the needs assessment phase, a highly specific Work Order is collaboratively created that explicitly ✓ identifies the detailed operation, requirements of the entire system, roles and responsibilities for Brazos Technology and the City, along with a detailed project plan of deliverables for all parties. The City Is given the opportunity to approve this Work Order to ensure complete understanding of the entire system. ✓ The Work Order combines the requirements gathered along with the proposal requirements to comprise a Statement of Work, which guides the rest of the process. w This two-day process would begin immediately following award of the contract and would produce the work order/requirements document for the project. Or Setup and Configuration • Create new customer • Order ticket writer hardware and any software necessary • Verify space on existing servers or order new server hardware • Order the interfaces with RMS and Court vendor r • Receive the interface downloads from RMS and Court software ✓ o Offense codes o Lookup values r o Officer information • Streets and locations • Load all lookup values into the database Mr Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, `Material') Yr is proprietary and confidential information of Brazos Technology. Corporation. Page 7 - ir) orazos r • Lay out the ticket writer interface r • Lay out the defendant receipts • Verify with customer the layout of receipt and verify legalese • Create sample citations and send those samples to software vendors (if they require verification) • Receive hardware order and install devices • Verify Round Rock server setups tr • Run package tool for server software and prepare for customer install • The average duration for this is two to three weeks • The two largest risk factors are: 1) hardware availability and 2) court or RMS software vendor responsiveness Krt.' US-u;sz Specification 08.680-34 September 2008 Product Install and Verification • Install the server software r • Install and verify RDBMS and reporting services • Verify successful operation of server components • Install and verify operation of mobile devices from PD office r • Show the screens and defendant receipts to PD and courts for feedback • The typical duration is two days • The largest risk factor is having the servers setup with latest OS and all applicable software/network settings are complete it Beein Pilot • Train the pilot officers on system operation • Continue making improvements and incorporating changes to ticket writers • The defendant receipt has been approved and complete • Complete the Citation Detail report to look like the defendant's receipt • Spend at least a day or two having the officer write warnings' in the field r • Verify the data flow to the courts and RMS ur • Verify each field for both interfaces to • This phase is complete when we have the entire process complete and the officers are practicing with >w the technology • The typical duration is one week w • This largest risk factor for the project is that most of the major portions of this project must be complete. The officers must begin the pilot with the software as close to complete as possible. There can be no false starts at this point. w Operational Pilot yr• Closely monitor the data moving to and from the court and RMS systems • Monitor the officers output as well as any requests they have for improvement • Start finalizing the documentation and verify it with the officers w • Begin planning the full training plan with the pilot officers to maximize the effectiveness of the program • Verify citation output from the pilot officers to ensure the effectiveness of the training r • This phase can last from a month to a few months depending upon the success of the project and the lr feedback from the pilot officers and PD administration. w r Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved, All material (in whatever medium or format) and information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. rr Page 8 ►) orazos • w PO w w r Full Rollout • Define the training schedule to maximize the effectiveness • Train the officers • Complete any remaining documentation • This phase typically lasts one week ISO Specification 08-680-34 September 2008 Post Action • Define next steps and the post -implementation milestones • Gather feedback on process and what went well and what needs improvement on the process • Verify the operation with all project owners 9.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. Brazos Technology has had the privilege of replacing the electronic citation systems of EVERY ONE of r our competitors in at least one Texas city. Please ask us for a complete list of cities in which we have replaced the system of any specific vendor. rr' Brazos Technology is also proud of the fact that we have just won two national RFPs for the following cities: 1. Lubbock, TX (510 sworn officers) 2. Tulsa, OK (804 sworn officers) r r See References Sheet included in Appendix C. w 9.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. r r r r to or All work performed at City of Round Rock will be with Brazos' internal staff. Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively. 'Material') Is proprietary and confidential Information of Brazos Technology Corporation, Page 9 The City intends to approach the project through a phased implementation with the Municipal Court and Police Departments with the initial phase being a "pilot" phase. It is the desire of the City that the selected solution serve as the foundation for a City-wide e -Ticketing system that will ultimately create the ability to file 80 percent of all Municipal Court cases via electronic media. The ability of the system to evolve and meet the growing needs of the City is essential. See Attachment B. Brazos Technology understands that this project will be a phased implementation, with the initial phase being a "pilot" phase. Our standard recommended implementation plan strongly recommends this approach to further VP guarantee the satisfaction of the system and better ensure the adoption amongst the officers. Proposers are cautioned to read the specifications carefully, as there may be special requirements not commonly offered by the manufacturer. Do not assume your standard structure meets all detailed r specifications. Proposers are cautioned that a system which does not meet specifications in every aspect but is delivered to the FOB point will not be accepted. r Brazos Technology has read and understands the requirements of this specification based on the RFP from the City of Round Rock. Ir Draws Kr r UC -U.34 Specification 08480-34 September 2008 PART III. SPECIFICATIONS. 1. Scope This specification id for functional and technical assistance as well as the computer and associated equipment necessary for the implementation of an automated mobile handheld citation entry ("e -Ticket') system in the City of Round Rock. In addition, the City will require that the system be compatible with our current network infrastructure and Municipal Court systems. The proposed solution shall meet all current city, state and federal legislative mandates as well as being upgradeable to meet future mandates within the timeframe allowed by the governing bodies. The City's technical and functional support staff will be available for the implementation and should be assumed as part of the implementation project plan. Brazos Technology understands the scope of this specification based on the RFP from the City of Round Rock. The Brazos Solution can be Installed, configured, implemented, and supported with no changes to the current network structure of the City. We have implemented our solution at all of our customers with minimal IT support and no changes to security measures at any customer. All future changes, requests, enhancements, and major versions are included in the maintenance agreement, and we will never charge additional money for these changes/enhancements. You will never 're -buy' this solution again. Every part of our solution (including TLETs connectivity, the ticket writer software, the statistical reporting modules, the web -based citation entry screen, and the full BuiidIT platform) are included in this maintenance agreement. All future upgrades (major and minor) are deployed automatically with no IT support required. While many competitors arc trying to catch Brazos Technology with this capability, they currently require IT to recall all devices and manually load new 'builds' onto the ticket writers. This has never and will never be the case with Brazos Technology. 2. Statement of Intent 3. Notice to Proposers Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. Page 10 �> Draws nrr vo•vca Specification 08.880.34 September 2008 4. Proposer Qualifications Proposers are cautioned to read the specifications carefully, as there may be special requirements not • commonly offered by the manufacturer. Do not assume your standard structure meets all detailed ✓ specifications. Proposers are cautioned that a system which does not meet specifications in every aspect but is delivered to the FOB point will not be accepted. ✓ Brazos Technology was formed in 2000 by Mike McAleer specifically to focus on the emerging handheld • technology field. Today, Brazos is 100% focused on this technology. Brazos Technology was introduced to law enforcement by one of our partners, Motorola (formerly Symbol Technologies). Motorola was shown the Brazos Mobile Application Environment Tool Kit technology and suggested that it was a perfect fit for electronic citation and other law enforcement functions. Since that time, Brazos has implemented the electronic citation solution in many Texas police departments. All of them are still running and using this solution today. r Our end-to-end solution provides the ticket writers for the officers, the back -end software for reporting and it administrative functions, and court -specific features for standardizing all citation processing using our web - based server. r • The Brazos electronic citation solution (Brazos Solution) is based on an enterprise framework called the Mobile Application Environment Tool Kit (MaeKIT). The MaeKIT allows Windows-based devices to communicate ✓ directly with any industry -standard database without the need for a dedicated intermediary server or to workstation. What's more, the MaeKIT is built on state-of-the-art technology. The primary platform is entirely or web -based, the devices transfer data using industry -standard XML, and alt data are secured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without ✓ programming using the MaeKIT. Because of MaeKIT, Brazos Technology can almost identically match the look, ✓ feel, and practice of your existing citation system. Also, because MaeKIT was built as a framework to rapidly extend database functionality to handheld devices, it excels at interfacing with legacy systems. Therefore, ✓ interfacing with existing systems, and even in-house developed database applications for that matter is exactly to what the MaeKIT was designed to do. • With the Brazos Solution, not only are you getting a fully functional electronic citation system that can connect to ✓ existing legacy systems, you are getting a platform from which you can manage all of your handheld mobile to devices. You can change the look and feel of the screens using our leading edge web -based designer. You can add new users, add new devices, change the way the ticket printout looks, change the legal language that prints, • change user access levels, update court information, update offense information, import, export, run reports, and to set up jobs to run on a timed basis — all from our web -based design and management platform that we call the BuildlT. ✓ In addition, with the MaeKIT you can leverage the City's investment in handheld devices across many functions. There is no limit to what can be extended to the existing devices with the MaeKIT. Citizen Relationship Management (CRM), Code Enforcement, animal control, city services, work orders, accident reporting, and •' racial profiling are just a few of the tasks that can be quickly designed and deployed to the existing force of • handheld devices using the MaeKIT. Different devices can be configured to do different functions — they don't all have to have the same capability loaded. Not only that, but the MaeKIT supports HP, Motorola, and Dell • devices, allowing the City the flexibility to match the best device with the best function as you move forward. For wr example, law enforcement may need the functionality of a cell phone and/or the robustness of the Motorola, but • for a lower cost, code enforcement can work well with a standard PDA or cell phone. As the City comes up with more and more functions to be performed on the handheld devices, the MaeKIT will be there to support each and r' every one. Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and Information contained herein (collectively, "Material') rr is proprietary and confidential information of Brazos Technology Corporation. r Page 11 OP) orazoS n uo-ust ✓ , , ., , Specification 08.680.34 September 2008 • Flexibility is the hallmark of the Brazos Solution. As you look at the actual screens of a device configured for Mr electronic citation, it becomes difficult to differentiate one vendor's offering from another's. The one thing to to keep in mind about the Brazos Solution that is different from others is that the Brazos electronic citation solution is operating on the device without any electronic citation -specific programming code. Almost every other vendor • has written the electronic citation solution as a program that runs on the device with the specific purpose of ✓ performing electronic citation, essentially limiting the device to that function. This is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was r neither designed nor specifically programmed to do anything other than interpret the configuration designed for tar it via our BuiidIT toolkit. That means that the same device running the same Brazos software can be put to work • to do lust about anything— all developed using the web -based BuiIdIT and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. tri The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic citation software across all city agencies and enable them on the mobile platform. The Brazos Solution provides • the greatest opportunities for future growth! Brazos Technology's MaeKIT platform can be applied to ✓ practically any solution, as evidenced by where the platform is being used today. In addition to electronic citation solutions, the Brazos MaeKIT can be utilized for: Accident Reporting Field Interviews Incident Reporting Tow Reports ✓ K9 Tracking or Asset Management Custom Applications, and many others! • Brazos Technology is a Texas company, headquartered in College Station, and is currently on the CISV list for ✓ the State of Texas. to MaeKIT Applied to Electronic Citation ✓ All electronic citation solutions delivered by Brazos Technology are designed and managed via the MaeKIT. This allows a large degree of customization without programming which translates to an identical match of the City's current citation practices and data flow. What must be kept in mind is that the MaeKIT is a rapid extension and tw development platform. Therefore, practically anything can be quickly configured using the MaeKIT. Listed • below are just some of the features typically employed for eCitation, but this list is by no means exhaustive: to • Guaranteed data delivery. We have never lost a ticket. Once the officer saves a ticket, it will be on that ✓ device or in the court system. • The names and order of the fields match the paper citation that the officers are familiar with. • Any number and type of fields on the screen is possible, with complex business rules enforced behind each to field. w • Calculate court and arraignment dates based on current practices ✓ — Example: Court is held every Thursday at 9:30 AM. Violators are scheduled for the earliest date that falls within 10 business days. • — It is possible for us to also meter the number of people for each date if we can access the court r, system directly. • Calculate expired licenses and pop-up a message box to alert the officer. • Calculate age from a license scan and pop-up a message box when offender is a juvenile. r' • Detailed business rules that minimize the officers time to complete accurate citations Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation- s Page 12 orazos nrr va•usL SpecificationSeptember emb 2008 r ✓ – Example: Only show Observed and Posted speed fields when speeding is chosen as an offense; only enforce them as required fields when they are shown. – Example: Only allow print to function when the signature box is occupied, otherwise show a message box detailing why the unit is not printing. • Any number of alternative data entry types ✓ – Capture signatures – as many as needed (officer, offender, others); – Capture free -form diagrams -- as many as desired; – Capture pictures and photographs; – Capture voice recordings; – Read 2D barcodes (like the ones other states are using in lieu of a magstripe). • Read any magstripe data – From any state DL or ID; – From credit cards; – From student or any applicable local ID. • Read vehicle registration stickers and/or VINS and determine the year, make, model of the vehicle. • Uniquely organize offenses to help officers quickly find the correct offense based upon personal favorites. tr • Uses dropdowns and lists to help officer input information quickly and accurately. Jr • Customers can define how many violations can be assigned to each citation. This list is just a sample of how MaeKIT has been applied to the task of electronic citation. As can be seen, the t"'' MaeKIT is not simply an electronic citation application but a true rapid development framework that can be ✓ used for much more. It offers the power of programming without the programming. kr Comparable Projects r Brazos Technology has been in the business of mobile software for over eight years and has developed a hest in • breed solution that far surpasses our competitors. We provide features and scalability that cannot be matched by any Access -based system. Currently, we have over 50 customers in the states of Texas and Oklahoma using our ✓ electronic citation solution. Please see the References Sheet in Appendix C for contact information and a list of ✓ some of our most recent customers. r ar 5. Warranty • The system and its material components shall be warranted against defects in material and workmanship for a period of not less than twelve (12) months beginning with the date of acceptance. If the manufacturer's ✓ standard warranty exceeds twelve (12) months, then the manufacturer's standard warranty shall be in effect. • The successful proposer shall furnish a copy of the manufacturer's warranty at time of delivery. The Brazos Solution provides Round Rock the best opportunity to accomplish all of the goals in the least amount of time and with the least risk due to our web -based development platform. Using this extremely flexible tool, • Brazos will respond to requests much faster than and without the risks of many traditional systems, which ▪ require source code modifications. The City could also opt to make many of these changes themselves if desired once they are trained on our development tool. • Brazos Technology agrees to not only perform the changes requested by the City but to cover all future requested changes/modules in the maintenance agreement and warranty — AT NO ADDITIONAL COST. • With Brazos Technology, Round Rock will never have to pay for change orders to any part of the system and will r receive all major and minor upgrades and enhancements — AT NO ADDITIONAL COST. rt► Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, 'Material`) ✓ is proprietary and confidential information of Brazos Technology Corporation. Page 13 r w ✓ The quantities shown on the !FB are estimates only. No guarantee of any minimum or maximum purchase is ✓ made or implied. The City wi!! only order the quantity needed to satisfy operating requirements, which may be more or less than indicated. iv orazos nrr JO-v.L Specification 08-68044 September 2008 6. Order Quantity rip Brazos Technology understands the estimated order quantity to be ten (10) units and has based the pricing at r Ordinance and Parking violations; The Brazos Solution allows Round Rock to have complete control over the layout of the forms and the to screens for each of these applications. The unparalleled control allows for this technology to better 'fit' at Irr Round Rock and significantly helps with the adoption by the PD as well as other departments. In Mraddition to writing traffic/pedestrian citations, warnings, and parking citations, the Brazos Solution optionally includes the `standalone' racial profiling, fleld investigation, accident reporting, K9 reporting, rr and daily reports at NO ADDITIONAL CHARGE. If the officers want the capability, they can have the capability as part of this solution. In addition, any solution provided by Brazos Technology will operate on ANY device with a Microsoft operating system. PDAs, cell phones, MDCs, or desktops can be used by Round Rock for any of our solutions at no additional cost. Mr 8.1.2. Have software embedded in the handheld; Ar All of the mobile solutions contain embedded software resident on the mobile device. The solution is not delivered via Internet -type pages that require an `always on' network connection. In addition to an tlr embedded solution, the Brazos Solution provides for the occasion when battery power is lost to the device. Upon sudden (or gradual) loss of power (Le. the device is thrown at a perpetrator attempting to flee or the lr rechargeable battery is drained), the Brazos Solution provides Automatic Backup RecoveryTM (ABR) that ✓ will reinstall all software, restore the database with all data, and restore all connection settings to the printer -- with only one step performed by the officers in the field. With this capability, it is possible for the officer to carry an extra battery with him/her in case of power loss. If the device loses power, the ✓ officer (or employee) can replace the depleted battery with the spare battery, perform the one-step ABR, and be up and running again in about four (4) minutes. tr tw All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. w Page 14 included in this proposal on this quantity. 7. Contract Administrator All goods purchased under this contract will be supervised and verified by the City representative (s) noted below Heath Douglas 512-218-5508 8. Detailed Specifications 8.1. The handheld citation writing unit shall: 8.1.1. Utilize a PC-based platform for writing citations for State of Texas Traffic Law, City and Other Copyright© 2008 Brazos Technology Corporation, Inc. Ali rights reserved. •) Drazos 8.1.3. Run Windows CE or Windows Mobile; FS/ r UV• J L Specification 08.680.34 September 2008 w All recommended devices run either Windows Mobile 5 or Windows Mobile 6. If Round Rock wishes to use another device, our software runs on any Microsoft Operating System. There will be no additional ✓ cost to Round Rock to use another type of device. For example, if Round Rock decides to use in -car MDCs in the future, there will be a charge for the software license, but no charge for configuring the new ticket writers. to 8.1.4. Employ a relational database for offline storage; ✓ The Brazos Solution utilizes MS SQL Server for the configuration, reporting, and staging of data collected by the mobile solution. The mobile devices themselves also have the option to directly query any ODBC -compliant database including: SQL Server, Oracle, MYSQL, Access, etc. 8.1.5. Be easily held in one hand; The recommended device easily fits into the officer's hand. rr 8.1.6. Have a data entry interface that is easy to use; This requirement highlights the strength of the Brazos Solution. Every police department in Texas has different proficiencies with regard to technology. Within every police department, there are wide variances among the officers regarding comfort with and adoption rates for different technologies. The mobile technology is no different. Mobile technology differs from traditional PC-based interfaces, and the entry of data into the device is more closely aligned to how a person actually thinks when performing work. Flexibility on a field-bv-field basis is critical to reduce the risk of the project. to, The Brazos Solution uses this flexibility to tailor the entire solution specifically for the officers at Round Nr Rock. During the implementation, we use an iterative approach with the officers to lay out the screens and functionality specifically for them in a way that makes sense to them. This way, the final product is to intuitive to the officers and therefore very easy for them to use. rr ✓ Along with the Round Rock customizations, we have many, many features built into the system to make sure the officers can complete the citation in the mythical 6 — 8 clicks. More importantly, we have a video itr record of any actual police officer completing an entire traffic stop in 1 minute 27 seconds from dropping the kickstand to releasing the violator. yr tr The Windows CE platform provides several different direct data entry mechanisms for entering text -type r data. Brazos Technology supports all methods of data entry for every field on all screens. The Keyboard, Block Recognizer, Letter Recognizer, or Transcriber can be defined on the web -based BuildIT on a field - to by -field basis to allow for maximum productivity from day one. As the officers become more familiar r with the technology, you can easily modify the data input methods for each field without vendor intervention. In addition to straight data input, you also have complete control over the peripheral Input methods as well. The magstripe reader and barcode reader can be quickly expanded to include different information that would reduce the amount of text -data entry required by the user. The magstripe reader allows the officer to simply swipe the card, and all fields are automatically populated. r k, Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, `Material") is proprietary and confidential information of Brazos Technology Corporation. Page 15 Ir' oraZOsnrr uo•v34 Specification 08-680-34 September 2008 The barcode reader allows the user to point the unit at the barcode (including 2D), and the data are ✓ automatically populated. 8.1.7. Have an interface that provides for quick, efficient, and reliable entry of data; rr The Brazos Solution is built with the officer in mind and would mimic the Round Rock citation in the order (and names) of fields wherever possible to provide an interface that is `already familiar' to the ✓ officers in the field. In addition to the original layout, Brazos Technology provides our customers with the ability to change anything about the look and feel of all mobilized tasks without vendor intervention. This web -based WYSIWYG screen designer again allows for the maturing of the newly mobilized officers r to continually refine and adapt the layout of the screens to create a highly customized interface though an intuitive utility. r 8.1.8. Provide for the electronic capture of pertinent citation information as outlined later in this tr document; w The Brazos Solution allows for all information to be captured from the magnetic stripe of any state driver's license, credit card, or any other card with a magnetized strip. Please note: non-standard cards can be specified by the City, and Brazos Technology will 'teach' the system to identify and collect information from any card. Similar to the magstripe, the 2D barcode capability can be `taught' via the Brazos Solution. The 2D barcode scanner can read a simple 1D barcode — such as an identifier on a radar gun — and automatically populate a field with the number or associate that number and display a related value (such as in a drop-down box). The 2D capability will act much like the magstripe in that 2D barcodes will be identified, parsed, and will populate the fields defined by the task. r 8.1.9. Provide a viewing screen that is easy to read in bright- and low -light environmental situations; n' The recommended device provides excellent screen visibility in both bright and low light situations. To best accommodate these lighting situations, Brazos Technology strongly recommends the color device. In addition to the standard screen capabilities in the device, Brazos Technology provides the administrator of the system with complete control over the brightness of the backlight and the duration and situations r when the backlight will turn on and off. 8.1.10. Provide for the easy editing of all information entered on a citation; rr All information provided on the citation can be edited if the user is allowed to enter the information. We provide a field -by -field access level that determines whether each user is allowed to enter (or even view) that field and its data. Once the officer prints/saves the citation, Brazos Technology strongly discourages y, allowing any further edits to any field that was printed on the citation itself. It is critical that the City retain an exact version of the data that was presented to the violator. Any field (i.e. officer notes, diagrams, or other fields) not presented to the violator on the citation can be viewed and/or edited after Mr the citation is saved. 8.1.11. Be reliable in the extremes of the Round Rock, Texas range of climatic conditions; tr Both the recommended device and printer have proven track records in Texas and can withstand the temperature range. Brazos Technology can provide examples upon request. r 8.1.12. Meet the MIL. -STD -810F standards (issued by the United States Army's Development Test Command www.dtc.army.mil/navigator4 for ruggedization; Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. fro All material (in whatever medium or format) and information contained herein (collectively, 'Material") is proprietary and confidential Information of Brazos Technology Corporation. Page 16 Mt► 0) urazos (rI Pr to -F U84U32 Specification 08.680.34 September 2008 r' The full product specs for the recommended device are included in Appendix B. We have not found w, documentation as to whether the MC75 officially meets the MIL -STD -810F specs, but we can authenticate that it has met the operating environments of Texas police departments for the last 2 '/2 years. It is rated for a five-foot to -concrete drop, is water resistant, and has the brightest screen on the ✓ market today. The brightness of the screen is critically important to the daytime officers in order to improve readability in the sunlight. ry In addition, the quotation also includes the three-year 'no-fault' warranty from Motorola. If ✓ ANYTHING ever happens to the device (except theft and loss), Motorola will fix or replace the device within three days at no additional cost. lir 8.1.13. Have write -on -the -screen capability; wr Brazos Technology supports the transcriber mode of data entry on the device, which is a preferred method of data entry for beginning mobile device users. The ability to 'see' the writing along with the freedom to enter data anywhere on the screen reduces some of the initial learning curve when adopting mobile technology. Over time, however, the transcriber is one of the most inefficient text -data entry kr mechanisms. The delay between completion and insertion of the text into the field and the 'noise' k, between what is a valid input and a tap on the screen frustrates experienced users. For example, quite often if you enter the number 25 in the posted speed field, then click on observed speed field, there will be a period placed after the 25 in the posted speed field. With the Brazos Solution, once your officers start to `mature' with tltc technology, your solution can grow with you as you choose one of the more efficient ttr text -input capabilities, without vendor intervention. 8.1.14. Be able to be securely mounted on a motorcycle; There are several ways to secure the device to the motorcycle including clip -on holsters, fuel -tank carriers, and a vehicle cradle. Any of these methods (which are included in the price) are also optionally to available with a vehicle charger or a home charger if Round Rock allows the officers to keep the device instead of leaving it in the 4 -bay cradle at the PD. r ✓ 8.1.15. Be capable of upload the entered data to a personal computer, multiple computers or other server in a secure, efficient, and reliable method; The Brazos Solution allows for integration directly with any ODBC -compliant server, vendor XML -based API, or (in the case of direct access invalidating vendor warranties) import/export engines with XML or CSV -based data. All of these alternatives can be directed at one or more destinations. It is highly recommended by Brazos Technology that single stand-alone machines never be the destination for data intended for a server. Any manual processes or intervention with automatic data delivery will cause a breakdown and result in the loss of data over time. All of the Brazos Technology data delivery techniques are highly efficient using encrypted and compressed XML that can travel over SSL or Internet/Intranet networks. The data transport layer of the Brazos Solution is built in-house by experts and not outsourced to any vendor that could compromise your solution in the future. kr Ir Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. Page 17 I) Uracus 8,1.16. Accept electronic signature; nrr 1143-ust specification 08-680-34 September 2008 There are no limits to the number of signatures, diagrams, or free -form drawings that can be included in our solution. In addition, the Brazos Solution can also forward any of the captured signatures and/or diagrams to the printer, to be printed along with the citation (or other printed document). 8.1.17. Have photo file capture capability, and the ability to associate files with a citation number; The Brazos Solution captures photographs and not only associates them with the citation, but enables officers (as well as court personnel) to pull up the citations and view the pictures from any Internet - enabled PC. There is no limit to the number of pictures you can associate with a citation. 8.1.18. Have audio file capture capability, and the ability to associate files with the citation number; The Brazos Solution captures audio files via the built-in hardware of the device and not only associates them with the citation but enables officers (as well as court personnel) to pull up the citations and view the pictures from any Internet -enabled PC. There Is no limit to the number of audio files you can associate with a citation. 8.1.19. Have the capability to run multiple other applications; The Brazos Solution provides two modes of operation for all devices. The first is a traditional mode that allows the user to access the underlying function of the Windows CE operating system. This traditional mode meets the City's requirement. The second mode (which is often recommended) Is sometimes referred to as the kiosk mode. In the kiosk mode the user can only use the Brazos application and those tasks that the user has rights to use. This mode provides additional security for the possibility of the device being lost or stolen and prevents unauthorized access to the device. Another benefit for the IT staff is that it reduces the opportunity for modification of system settings and makes the overall support of these devices more manageable. 8.1.20. Have 802.11G/Bluetooth Wireless built-in; The recommended device has both 802.11 and Bluetooth radios built in. 8.1.21. Have a user-friendly, QWERTY keyboard; The recommended device has a user-friendly QWERTY keyboard built in. 8.1.22. Be Verizon Cellular Data Network ready/capable; The recommended device has the Verizon Cellular card built in. 8.1.23. Accept the entry of the radar unit serial number on citations involving radar; The Brazos solution allows Round Rock to define ANY number of additional fields (including radar unit serial number) and completely define the business rules of these fields at no additional cost. We also allow Round Rock to not only define these additional fields (or reports) at the beginning of the project but at any time after initial implementation and never be charged a 'change order' fee. r Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or fomtat) and information contained herein (collectively, `Material') is proprietary and confidential information of Brazos Technology Corporation. yir Page 18 r viJ vrazos r[rr Vo -t1.14 Specification 08-680-34 ✓ September 2008 w 8.1.24. Be able to capture longitude and latitude (x, y) coordinates via Global Positioning System and associate those coordinates with a citation; r The recommended Motorola MC75 device has both the Verizon Cellular capability as well as an on -board Ir GPS system. This GPS can associate coordinates to the citation as well as upload those coordinates and r present them to a web -based mapping program for AVL, if desired by the City. 8.1.25. Have rechargeable and easily replaceable batteries; w r, The recommended device and printer both have rechargeable and easily replaceable batteries. 8.1.26. Have a power source that has en adequate battery charge live and is easily and quickly recharged from a normal AC electrical outlet and a DC vehicle charging system; The recommended device and printer both have exceptional batteries that are easily recharged and have ✓ car charging (DC power) options associated with them. r 8.1.27. Be a sealed unit that is resistant to water, rain, moisture, oils, UV light and scratches; ✓ The Motorola MC75 is the 'Cadillac' of the Motorola line, providing a rugged device that can deliver all of the required aspects of this project. tr, 8.1.28. Have the functionality to allow multiple users; The Brazos Solution does not limit the number of users of the system. Each user has a unique access level to that controls which tasks he/she has access to, which functions can be performed, and which fields can be accessed and/or viewed. All user access is managed from the central BuildIT and inherited by the devices during the synchronization process. rr 8.1,29. Provide security features for access to the unit, such as user name and password protection; The Brazos Solution requires that all users must access both the mobile and BuiidIT systems with a user name and password. tip r 8.1.30. Provide for the selection of violation codes and descriptions from a pre -loaded list from the municipal court system; r The Brazos Solution meets this requirement. There are other feeds to this system that should be considered as well to ensure the highest accuracy and reduce the maintenance of the overall system. Officer data, Location data (if available), Local Warrants, Repeat Offenders (Scofflaw), and others should be fed into the device as pre -loaded data. 8.1.31. Provide for multiple violations per citation; r The Brazos Solution offers unlimited offenses per citation. However, as a practical matter, a maximum number per citation is generally chosen. The Brazos Solution has the ability to enforce this maximum number of offenses per citation and will not let the officer print/save the citation if that limit is exceeded. r Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. IW Page 19 r w irk vrazvs 8.1.32. Auto -populate citation numbers; rirr VO•VJG Specification 08.680.34 September 2008 IV The Brazos Solution provides automatically populating and incrementing citation numbers. As part of the project kickoff phase, the City can define the starting number, stopping number, block ranges, format ✓ of the number (numeric or alphanumeric), increment value, and/or other parameters for the citation number. 8.1.33. Automatically set a court date that can also be printed on the citation; r The Brazos Solution provides the flexibility for setting (or computing) any date into the future (or past) as a configurable component to the system. Such options for computing dates include: accounting for ✓ weekends, leap years, cross-over dates, court held on only these days, court held on only the x week of the month, court dates by offense type, and many other options. 8.1.34. Auto -populate the appropriate data fields with drivers license information from a magnetic W swipe or bar code scan; The Brazos Solution completely meets this requirement. In addition to reading the driver's license magnetic swipe information, information can also be extracted from credit cards or the processing engine can be `taught' barcodes and magstripes that are specific to your area. For example, we can 'teach' the ticket writer to read Dell employee cards if desired by the City. r NO The Brazos Solution also reads 2D barcodes. Some examples are: a. Auto -populate VIN numbers and vehicle information with a bar code scan of the VIN number on the vehicle. r The Brazos Solution allows the officer to scan the VIN of a vehicle, and that VIN is decoded into the specific information about that vehicle. Any field on the screen can be set up to accept parsed VIN information. Currently, the Brazos Solution will parse the following information from a VIN r number: Make, Model, Style (or type) and Year. b. Auto -populate vehicle information with a bar code scan of the registration sticker on the vehicle. r The Brazos Solution will read the 2D registration barcodes and provide all of the information ar from the VIN, as well as the vehicle license plate number. c. Auto -populate the driver's license information with a bar code scan. •► The Brazos Solution can read the 2D barcodes on other states' drivers licenses and parse that ar information into the citation. 8.1.35. Auto -populate the appropriate data fields vehicle identification (VIN) numbers and vehicle information with a bar code scan of the VIN number on the vehicle; kr The Brazos Solution allows the officer to scan the VIN of a vehicle, and that VIN is decoded into the Mr specific information about that vehicle. Any field on the screen can be set up to accept parsed VIN information. Currently, the Brazos Solution will parse the following information from a VIN number: rr Make, Model, Style (or type) and Year. it In addition to the VIN, the Brazos Solution reads the registration sticker from the vehicle, which provides all information from the VIN as well as the License Plate number. w Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and Information contained herein (collectively, "Material') Iv is proprietary and confidential information of Brazos Technology Corporation. kyr Page 20 w r w r r DfdZOS nrr uo•uoc Specification 08-680-34 September 2008 8.1.36. Integrate with remote electronic thumbprint and fingerprint technology; and The recommended solution optionally provides an attachable fingerprint reader that reads directly into the ticket writer. This device can associate and save the fingerprint along with the violator information. We are not currently integrated with AFIS (or other remote system) but would be willing to do so at no additional cost (frotn our side) to the City of Round Rock. 8.1.37. Accommodate Secure Digital removable storage media. The recommended device allows for SDIO cards on -board for additional and removable storage media. 8.2. The software shall:" 8.2.1. Support all the requirements of the handheld unit(s) and the printer(s) associated with the system; The Brazos Solution provides the most complete solution along with the best possible upgrade path for the City. The software supports all features and specifications (and many more) indicated in this RFP. 8.2.2. Provide for easy -to -run, statistical management reports; The Brazos Solution includes an eCitation web -based back end (as described earlier) that contains a number of statistical management reports that are easy to run. 8.2.3. integrate with the City of Round Rock Municipal Court case -management system (iNCODE -- I -Court); Brazos Technology enjoys a very good relationship with INCODE and would strongly recommend that the City call and verify our standing and track record with INCODE. We have over 30 Texas (and Oklahoma) courts using the INCODE interface today. The City of Hutto has used our solution for almost 2.5 years. 8.2.4. Provide for the following information currently entered on citations as well as the ability to change and add additional data fields in the future: 8.2.4.1. Violator name (first, middle, last, suffix); The Brazos Solution meets this requirement. 8.2.4.2. Driver's License number, .state and class; The Brazos Solution meets this requirement. 8.2.4.3. Commercial Driver's license indication; The Brazos Solution meets this requirement. 8.2.4.4. Race, Sex, Date of Birth; The Brazos Solution meets this requirement. 8.2.4.5. Residence address, city, state, zip, phone with area code; The Brazos Solution meets this requirement. Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 2i 10) DIdDab r�r r VU -VOL Specification 08.680.34 September 2008 8.2.4.6. Business address; The Brazos Solution meets this requirement. 8.2.4.7. Vehicle color, year, make, model or type; The Brazos Solution meets this requirement. 8.2.4.8. License plate number, state, and expiration date; The Brazos Solution meets this requirement. 8.2.4.9. Date and time of offense; The Brazos Solution meets this requirement. 8.2.4.10. Offense description; The Brazos Solution meets this requirement. 8.2.4.11. Offense location; The Brazos Solution meets this requirement. 8.2.4.12. Miles per hour in specified zone - speeding only; The Brazos Solution meets this requirement. 8.2.4.13. Officer name; The Brazos Solution meets this requirement. 8.2.4.14. Violator Signature; The Brazos Solution meets this requirement. 8.2.4.15. Violator Social Security Number; The Brazos Solution meets this requirement. 8.2.4.16. Vehicle inspection expiration date; The Brazos Solution meets this requirement. 8.2.4.17. Accident (yes or no); The Brazos Solution meets this requirement. 8.2.4.18. Hazardous material (yes or no); The Brazos Solution meets this requirement. 8.2.4.19. Parent's name, address, and phone number; The Brazos Solution meets this requirement. 8.2.4.20. Pedestrian (yes or no); The Brazos Solution meets this requirement. 8.2.4.21. Witness information; The Brazos Solution meets this requirement. Copyrights 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. Page 22 IM r •) DFdZU nrr UO-uac Specification 08.68034 September 2008 8.2.4.22. Miscellaneous notes; The Brazos Solution meets this requirement. The Brazos Solution allows Round Rock to completely define all fields, business rules, citation printouts, and reports for the entire solution at no additional cost. We can meet all of the above requirements and would allow Round Rock to identify an unlimited number of additional requirements upon award at no additional cost. 8.2.5. Provide for data -entry validation rules to warn of invalid data entered into a citation field; r The Brazos Solution does not allow the officer to Print or Save a citation without verification of ALL business rules. If the officer forgets to fill in the registration expiration date for example, he or she is notified of the error and is then taken directly to the offending field for completion. r r 8.2.6. Save entered data if the unit's power source fails; The Brazos Solution provides a feature called HardSave where all data (both user -entered and system data) are stored in a non-volatile area on each device so In the case of a power failure no data are lost. In addition to the data, the entire program, all dependencies, and all device settings (including the wireless printer settings) are retained. In the case of a power loss, there is a one-step recovery process that can be performed in the field (by the officer) that will re -install all software, re -configure the device settings, re -install the user's data, and re-establish the wireless connection with the printer. 8.2.7. Have card reader/swipe functionality; The Brazos Solution completely meets this requirement. In addition to the driver's license information, information can also be extracted from credit cards or the processing engine can be `taught' barcodes and magstripes that are specific to your area. 8.2.8. Accept Vehicle Identification Number (VIN) bar scanning; Ir The Brazos Solution allows the officer to scan the VIN of a vehicle, and that VIN is decoded into the specific information about that vehicle. Any field on the screen can be set up to accept parsed VIN information. Currently, the Brazos Solution will parse the following information from a VIN number: Make, Model, Color, Style (or type), and Year. r r 8.2.9. Support two (2) dimensional barcode scanning for reading information from licenses and future registrations tags; The Brazos Solution will read the 2D registration barcodes and provide all of the information listed in 8.2.8 above, as well as the vehicle license plate number. 8.2.10. Accept officer note -taking; The Brazos Solution allows for any number of notes fields to be entered via text, diagrams, or voice. to These notes fields can be highly specific with dropdowns or general text fields. While there are no r Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. Alt material (In whatever medium or format) and information contained herein (collectively, "Material") trr is proprietary and confidential Information of Brazos Technology Corporation. Page 23 .) orazos ,., r Specification 08.680-34 September 2008 functional limitations to the number of diagram fields, the voice fields are limited to the amount of memory on the specific PDA. Our solution can be configured with preset limits to the length of the voice notes — or allow for an unlimited recording file. ✓ 8.2.11. Interface with existing Police Department information systems that allow officers to seek information about the current status of vehicle license plates; While we are not completely clear about this requirement, there are several options available to the City: ✓ 1. Run TLETs returns via the Brazos Message Switch 2. Interface with existing message switch for PDAs 3. Query RMS and the Brazos System for any history on Vehicles or Persons ✓ 4. Interface with the City's current return capability directly on the laptop Option #1 is available to Round Rock for an additional $5,000. All other options are available at no additional cost from Brazos Technology. There may or may not be a fee from the systems we are to ✓ interface with. We have already interfaced with a number of systems and could verify this implementation when we know which system Round Rock is using. ✓ 8.2.12. Interface with existing Police Department information systems that allow officers to run criminal background checks of subjects; The DPS does not currently allow true CCH returns to be run on mobile devices. We can, however, ✓ provide each of the options that are available for vehicles (as listed in 8.2.11 above) for persons as well, with the same pricing structure (as identified in 8.2.11). 8.2.13. Provide for adding supervisor notes and comments to a specific citation; and The Brazos Solution provides for a complete web -based back end system that collects all citations, racial profiling information, etc., and allows for additional fields that accommodate adding supervisor notes and comments to each citation. 8.2.14. Allow a supervisor to amend a specific citation. rr The Brazos Solution provides for a complete web -based back end system that collects all citations, racial profiling information, etc., and allows for additional fields that accommodate adding supervisor notes and comments to each citation. • 8.3. The printer furnished shall: ✓ 8.3.1. Be a small handheld printing unit that has all of the reliability requirements as listed above for the handheld, citation -writing hardware unit; Iry The recommended printers for the Brazos Solution are all 4 -inch wide thermal printers from Zebra and lrr will meet all requirements stated in this RFP. 8.3.2. Provide a means of printing citations that contain all pertinent and legal information displayed on and entered on handheld unit; r r, Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, 'Material') Is proprietary and confidential information of Brazos Technology Corporation. ✓ Page 24 r r r OP) orazos ,V I VV -V../.. Specification 08-680-34 September 2008 The Brazos Solution provides complete flexibility for the printout of citations. Both the legal information and the layout and information on the citation are controlled by the Brazos back -end solution, so r, modifications can be made at any time without changing the software. In addition, the City always has the option of having the legal information pre-printed on the back of the standard roll paper used by the sr printer. While this option saves paper usage it also is less flexible in that changes to the legal language ✓ can be accommodated less frequently due to having to first use the existing stock of paper and then have new paper printed. The flexibility exists, and the City can choose either method at any time. 8.3.3. Be able to be securely mounted on a motorcycle; OF The Zebra RW420 printer has an optional vehicle cradle, but most of our departments elect to use Velcro r to mount the printer in the saddle bags of the motorcycle. We would be happy to provide many sl, references to departments using our system on all four major manufacturers of police units (Harley- Davidson, BMW, Honda, and Kawasaki). r 8.3.4. Have rechargeable and easily replaceable batteries; it The recommended printer has rechargeable and easily replaceable batteries. r 8.3.5. Have a power source That has an adequate battery charge life and is easily and quickly recharged via a normal AC electrical outlet and a DC vehicle -charging system; The recommended printer has exceptional battery charge life, which can be recharged via a normal AC electrical outlet or a DC vehicle charging system. tr 8.3.6. Be a sealed unit that is resistant to water, rain, moisture, oils, UV light and scratches; r The recommended printer has been designed with the most advanced technology in rubberized r overmolding to maintain both rugged construction and minimal weight. 8.3.7. Print citations on paper that produces excellent readable print in all weather conditions, iw including rain; r Itr rr r sr The recommended printer is available with UV -coated paper that is water/weather proof. This paper is custom -ordered and can be pre-printed with text dictated by the City or be blank. 8.3.7.1. Please provide information regarding the kind of paper and ink (if applicable) required by the printer. The Zebra RW420 printer is a thermal printer that does not require any ink. The paper available ranges from inexpensive standard thermal paper to very expensive water/weather proof and tear proof paper. Most of our customers use the standard thermal paper due to cost. 8.3.8. Print citations using a method that is not affected by climatic extremes -- including rainy weather; tl" The Zebra RW420 is a thermal printer that has demonstrated its durability and usability in all types of weather for the past three years. We can provide as many references in various Texas police departments as the City desires. No Ito Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. No Page 25 w w r w w i 0) ordzvs Is, 1 JV'VJL Specification 08.68044 September 2008 The printer is not waterproof but is water resistant, and the paper choice truly defines how well the paper holds up in the rain. 8.3.9. Provide for adding additional supervisor notes and comments to a specific citation; The Brazos Solution provides for a complete web -based back -end system that collects all citations, racial profiling information, etc., and allows for additional fields that accommodate adding supervisor notes and comments to each citation. 8.3.10. Allow a supervisor to amend the citation; lr The Brazos Solution can (based on access) allow citation information to be modified by a supervisor. This feature can be turned on or off on a field -by -field basis. w r 8.3.11. Allow a supervisor or other authorized person to review a specific citation before uploading to the electronic court system; or The Brazos Solution can (based on access) allow citation information to be reviewed and modified by a supervisor prior to the upload to the court system. This feature can be turned on or off on a field -by -field basis and is completely controlled by Round Rock through the user administration module. w sr r r r r w w w or Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, "Material") Is proprietary and confidential information of Brazos Technology Corporation. y Page 28 or w ro w 11.7 arazos �. r vo-v.c Specification 08-880-34 September 2008 PART IV. SERVICE, ACCEPTANCE, AND PAYMENT. 1. Service The successful vendor shell have service and maintenance available to the City and shall be able to respond to a request for service: w 1.1. Within 24 hours of notification for on-site service and/or maintenance: w w In addition to the standard Brazos Support plan, we will agree to the 24-hour requirement for on-site service or maintenance. We are able to provide this high level of service for the complete duration of this project since our w headquarters is 1 hour and 45 minutes away in College Station. We also have a satellite office in Austin, Texas, w that could provide on-site service within 45 minutes. Upon award of this RFP, we will modify our Maintenance agreement for Round Rock to cover these turnaround times in a formal document. Below is the standard Language from our current maintenance agreement that we will modify at NO ADDITIONAL COST to Round • Rock. w Brazos Technology provides exceptional support, as all of our referenced customers will confirm. We pride • ourselves on our support and consider it instrumental in creating and maintaining long-term relationships with it our customers. Our office hours are 8am to 6pm, Monday through Friday, and we provide a dedicated support number for after hours and weekend support calls for full 24x7x365 support. One of the major benefits to the w training program and roll-out process described above is that after the first month of operation, we receive very w few emergency phone calls from our customers. • As long as the city remains current with the Brazos Support and Maintenance Agreement, the following support kr levels will apply: w A. Support Services. Ir During the term of the Support and Maintenance Agreement, Brazos Technology will provide the services w described herein so as to maintain the Covered Software in good working order, keeping it free from material defects so that the Covered Software shall function properly and in accordance with the accepted level of performance as set forth in the License Agreement. tr 1. Service Response. Brazos Technology will make available to Licensee a telephone number (the "Support Center HOTLINE") for Licensee to call requesting service of the Covered Software. The HOTLINE can also be used to notify Brazos Technology of problems associated with the Covered Software and related w documentation. • B. Remedial Support. w Upon receipt by Brazos Technology of notice from Licensee through the Support Center HOTLINE of an w, error, defect, malfunction, or nonconformity in the Covered Software, Brazos Technology shall respond as provided below: or w 1. Severity 1. Produces an emergency situation in which the Covered Software is inoperable, produces incorrect results, or fails catastrophically. or SERVICE RESPONSE: Brazos Technology will provide a response by a qualified member of its staff to begin to diagnose and to correct a Severity 1 problem as soon as reasonably possible, but in any event a response via telephone will be provided within one (1) hour. Brazos Technology will continue to provide kr `, Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, "Material") Mr is proprietary and confidential information of Brazos Technology Corporation. Page 27 kr w r r P) OrdZ05 nrr vo•vuc Specification 08.880-34 September 2008 best efforts to resolve Severity 1 problems in Less than forty-eight (48) hours. The resolution will be MP delivered to Licensee as a work -around or as an emergency software fix. If BRAZOS TECHNOLOGY w delivers an acceptable work -around, the severity classification will drop to a Severity 2. 2. Severity 2. Produces a detrimental situation in which performance (throughput or response) of the ✓ Covered Software degrades substantially under reasonable loads, such that there is a severe impact on use; the Covered Software is usable, but materially incomplete; one or more mainline functions or rr commands is inoperable; or the use is otherwise significantly impacted. SERVICE RESPONSE: Brazos Technology will provide a response by a qualified member of its staff to begin to diagnose and to correct a Severity 2 problem as soon as reasonable possible, but in any event a response via telephone will be provided within four (4) hours. Brazos Technology will exercise best efforts to resolve Severity 2 problems within five (5) days. The resolution will be delivered to Licensee in the same format as Severity 1 problems. If Brazos Technology delivers an acceptable work -around for a a'r Severity 2 problem, the severity classification will drop to a Severity 3. 3. Severity 3. Produces an inconvenient situation in which the Covered Software is usable, but does not provide a function in the most convenient or expeditious manner, and the user suffers little or no r' significant impact. lir fir it r SERVICE RESPONSE: Brazos Technology will exercise best efforts to resolve Severity 3 problems in the next maintenance release. 4. Severity 4: Produces a noticeable situation in which the use is affected in some way, which is reasonably correctable by a documentation change or by a future, regular release from Brazos Technology. SERVICE RESPONSE: Brazos Technology will provide, as agreed by the parties, a fix or fixes for Severity 4 problems in future maintenance releases. 2. Delivery ✓ Delivery and installation of the equipment shall be completed within the number of days bid. Freight and installation to be included in bid. itr NO Brazos Technology agrees to deliver and install the equipment within the number of days bid (45). All freight, travel, expenses, and incidental charges are included in this bid. tr 3. Acceptance Acceptance inspection should not take more than five (5) working days. The vendor will be notified within this time frame if the unit delivered is not in full compliance with the specifications. If any purchase order is ✓ canceled for a unit for non-acceptance, the needed equipment may be purchased elsewhere and the vendor r may be charged full increase, if any, in cost and handling. Brazos Technology agrees to this provision. w tor r Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. Page 28 M APPENDICES Appendix A: Pricing Application Software Year 1 / Year 2 plus Brazos eCitation Mobile (10 devices) "Includes: eCitation and Warnings Parking citations and Warnings Field Interviews Standalone racial profiling TLETs Client Accident Reporting K9 Reporting 10 $650 $6,500 Included / $1,600 Brazos eCitation Server (Hosted w/ unlimited users) Included $0 Included / included Other TLETS Connectivity (optional) unlimited $5,000 $5,000 INCODE Interface 1 Included $0 RMS Interface 1 Included $0 Included / $5,000 Included / $650 Included / $650 Total Software $11,500 Motorola MC75 Device 624 MHz Processor 128MB RAM 256 ROM Windows Mobile 6.0 2D Imager Color Picture Bluetooth Radio 802.11 alb/g GPS Ruggedized Extended Battery Verizon WWAN 10 $1,640 $16,400 Motorola MC75 Magstripe Reader 10 $145 $1,450 Motorola MC75 1 -Bay Cradle (with cables) $125 Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential Information of Brazos Technology Corporation. Page 1 Motorola MC75 4 -Bay Cradle (with cables) 3 $425 $1,275 Motorola MC75 Wall Charger 5 $75 $375 Motorola Bronze Support (3 years) 10 $265 $2,650 Zebra RW420 Bluetooth Printer Bluetooth Communications 10 $650 $6,500 Zebra Vehicle Charger (for Motorcycles) 5 $95 $475 Zebra Wall Charger 5 $65 $325 Zebra Vehicle Mount $250 Zebra Extended Warranty (4 years) $323 Paper (1 box of 36 rolls) -- Standard Thermal Paper 10 $85 $850 Paper (1 box of 36 rolls) — Poly Thermal Paper $240 Total Hardware IMPLEMENTATIIONSERVICE Project Management $30,300 Hardware Installation (if hardware proposed) Installation, Integration, Test and Tuning Software Parameter Configuration Analysis & Setup Training (Train the Trainer) Documentation Customization Post -Implementation Support Total Implementation Services OTHER COST Included N/A 3d Included Included Included $0 $0 $3,750 $3,750 Included $0 $0 $0 $7,500 Travel & Out -of -Pocket Expenses Any additional costs Total Other Costs TOTAL COSTS Included $0 $49,300 Copyright() 2008 Brazos Technology Corporation, Inc. All rights reserved. AU material (in whatever medium or format) and Information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technology Corporation. Page 2 w w r w r rr w r u r vvWJL Specification 08.680-34 September 2008 Appendix B: Proposed Hardware Brazos Technology recommends the Motorola MC75 as the preferred hardware platform that will meet all of Round Rock's requirements. This device allows for audio files and color pictures to be captured and associated with the citation. Motorola MC75 with 2D Barcode Scanner, GPS and Color Camera The Motorola MC75 is the newest device in the Motorola line that would allow for cellular capabilities in the future as well as color pictures. We strongly recommend the City consider this option as it provides much more flexibility and expandability for the future. This device is rated for a 4-5 foot drop to concrete and is water resistant. It can be used in the rain with no problems. It has a 624MHz processor, 128 MB of RAM, Microsoft Mobile 6.0 operating system, 802.11 connectivity, and a Bluetooth radio. This device has a built-in 2D scanner, Verizon cellular connectivity, GPS, and color camera, which allows the Brazos Solution to capture pictures and associate those pictures with the citation. Brazos Technology also recommends that Round Rock purchase this device with the cellular option to allow for the future ability of real-time access to information from TLETS, INCODE, and other applicable data sources. ✓ ***Finally, in order to provide the most robust and problem -free implementation, Round Rock should ✓ implement the 4 -bay Ethernet cradle from Motorola for docking and charging the batteries. This device eliminates the requirement for a host PC as well as Microsoft Activesync, which can be extremely problematic. w w This device is the recommended solution for the Round Rock PD. It provides the most opportunities for growth in the future. ✓ For complete technical specifications, please go to the following URL: ✓ http:l/www.motorola.com/businesslUS- w EN/MC75+.do?vgnextoid=237def1 a5113a110VgnVCM1000008406b00aRCRD or see the product brochure in Appendix E of this document. r r r r w w Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. Page 31 - op, orazos r ✓ Zebra RW420 Mobile Bluetooth Printer ✓ The Zebra RW420 is a rugged, durable mobile printer. It is rated for a 6 -foot drop and meets the stringent 1P54 dust and water resistance rating. It has a 32-bit architecture for high-speed processing, standard Serial and USB interfaces, smart battery management (monitors battery for longer fife and • performance), 4 -button angled LCD (standard), resident scalable fonts, and • many more features. ✓ This printer is part of the recommended solution for the Round Rock PD. r ✓ Brazos Technology has proposed using Motorola devices and Zebra printers. We are authorized dealers and preferred business partners of both manufacturers. r • Further product details are included the brochures in Appendix E of this document. rsrr VO -V Specification 08.880-34 September 2008 Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, "Materiae) r is proprietary and confidential Information of Brazos Technology Corporation. Page 32 r - orazos M r vwwc Specification 08-680-34 September 2008 Appendix C: Reference Sheet Please Complete and Return This Form with the Solicitation Response SOLICITATION NUMBER: tFB 08-032 — AUTOMATED MOBILE HANDHELD CITATION ENTRY SYSTEM BIDDER'S NAME: Brazos Technology Corp. DATE: 9/23/08 Provide the name, address, telephone number and point of contract of at least three firms that have utilized similar service for at least 2 years. References may be checked prior to award. Any negative responses received may result in disqualification of bid. 1. Company's Name: Hutto PD Name of Contact: Chief Harold Thomas Title of Contact: Chief E -Mail Address: haroid.thomas@ci.hutto.tx.us Present Address: 401 W. Front Street City, State, Zip Code: Hutto, TX 78634 Telephone Number: (512) 846-2057 2. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: 3. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Present Address: City, State, Zip Code: Telephone Number: 4. Company's Name: Name of Contact: Title of Contact: E -Mail Address: Cleburne PD Janelle Parker Court Administrator janelle.parker@clebume.net P.O. Box 677 Cleburne, TX 76033 (817) 645-0928 Fax Number (512) 846-2753 Castle Hills PD Chief Donny Davis Chief donn)209@sabc.rr.com 209 Lemonwood Dr Castle Hills, TX 78213 (210) 342-2341 x210 Fax Number (210) 342-4525 Shavano Park PD Chief Curtis Stewart Chief cstewart@shavanopark.org Present Address: 900 Saddletree Court City, State, Zip Code: Shavano Park, TX 78231 Telephone Number: (210) 492-9248 Fax Number (210) 492-2824 Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, "Material') Is proprietary and confidential information of Brazos Technology Corporation, Page 33 IP) orazos w Ito w r nrr VU•VJL Specification 08.680-34 September 2008 Appendix D: Frequently Asked Questions 1. What does Brazos Technology Corporation offer? Brazos Technology Corporation provides solutions and services designed to optimize the use of mobile technology within an organization, with a strong focus an extending Law Enforcement applications and databases to devices in the hands of Law Enforcement personnel. Brazos Technology was formed in 2000 and is committed to providing applications that are applicable and relevant to the unique needs of our customers. We are based in College Station, TX, and are an approved CISV vendor with the State of Texas. r Brazos Technology has over 50 customers in the states of Texas and Oklahoma using the electronic citation solution. We understand the nuances of Texas state law and the Texas law enforcement community. This experience minimizes the risk to Round Rock by not having to 'reinvent the wheel,' r► thereby guiding the customizations to the user interface and providing the officers with a usable system very quickly. • 2. What methodology does Brazos Technology use? The Methodology we use to ensure the success of this project is broken down into two components: 1) the delivery process and 2) the technical process. Def Ivery Process Brazos Technology is committed to delivering a successful and referenceable electronic citation project to our customers. Our implementation approach has been highly successful, and we feel that this process provides the best method to minimize risks and ensure a successful project. • Kick-off meeting. An on-site meeting with the project owners to define roles, responsibilities, and ✓ outline the schedule. This meeting will also include capturing all initial requirements into a Work Order document. It is absolutely critical to include the key pilot officers during this meeting in order to get the 'buy -in' required to make this project a success. Hardware is ordered at the conclusion of this meeting. Ir • Setup and Configuration. Brazos Technology works with Round Rock to setup the ticket writers, import offenses, layout the defendant's receipt, configure reports, and any other configuration required by the City. Round Rock will order and configure the server, set up DNS entries, and perform any tasks related to enabling the PD for the 4 -bay cradles. This step can take a couple of weeks depending upon hardware availability and delivery schedules. • Product Install and Verification. This step involves installing/configuring the Enterprise server, verifying to connectivity of the mobile devices from their cradles/wireless AP, and beginning the acceptance of the ticket writer configuration. While overall operation cannot be completely determined or accepted at this point, data should be able to move from the ticket writer into both the court and police system. This process takes one or two days. r • Begin Pilot. We typically try to combine the previous process with the beginning of the pilot as an iterative approach allows for further officer 'buy -in' and a better solution at Round Rock. The pilot >tr program should involve a handful of key officers who we think will adapt to this technology quickly. They will be given full device and software training in order to understand and become familiar with the technology. The training process includes going out on the street and writing 'warning' citations with a r IY► Copyright@ 2008 Brazos Technology Corporation, Inc. Alt rights reserved. All material (In whatever medium or format) and information contained herein (collectively, 'Material') is proprietary and confidential Information of Brazos Technology Corporation. Page 34 r w fk)orazvs nrr vo-uoc Specification 08.680.34 September 2008 trainer to ensure comfort with the technology. These sample citations are then imported into both the court and RMS systems to validate accuracy. The duration of this phase is typically very short (less than a week) as most officers will not write many 'fake' tickets. • Operational Pilot. The operational phase of the pilot begins once the officers are familiar with the technology and we have verified successful data transfer to the court and RMS systems. At this point the pilot officers will begin writing real tickets. This process servers two purposes: 1) we validate the entire process for real prior to engaging the entire police force and 2) we can have some positive feedback circulating the department prior to full rollout. The duration of this phase is different for every department but needs to run at least through one court cycle which is defined as the a person who received a ticket has come to court and that case is resolved. During this phase, there will be some informal training with other officers which is okay but should be kept to a minimum. r • Full Rollout. The rollout process is primarily the training of all officers and required use of the new system. The preferred process for training is to provide a class room style of instruction and then a 'hands on' session that includes DL checks, ride-alongs, etc., to ensure every officer has used the system for real in the field. • Post Action. Finally, after the full rollout and a court cycle, we will convene with the project owners to determine what went well and what need improvement with the system, process, or any other aspect of the project. ✓ The delivery and training processes are the most significant key to the success of this project. While the ✓ full delivery process is outlined above, the general rule of thumb is that we will have Round Rock in full ✓ pilot mode forty-five days after contract execution. We will jointly determine the operational pilot duration depending upon how the officers are doing and their recommendations for deployment. When all parties ✓ agree, full training and deployment will begin. Technical Process The Brazos electronic citation solution (Brazos Solution) is based on an enterprise framework called the ✓ Mobile Application Environment Tool Kit (MaeKIT). The MaeKIT allows Windows-based devices to communicate directly with any industry -standard database without the need for a dedicated intermediary server or workstation. What's more, the MaeKIT is built on state-of-the-art technology. The primary ✓ platform is entirely web -based, the devices transfer data using industry -standard XML, and all data are tosecured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without programming using the MaeKIT. Because of the MaeKIT, Brazos Technology can almost identically match the look, feel, and practice of your existing citation system. Also, because the MaeKIT was built as a framework to rapidly extend database functionality to handheld devices, it excels at interfacing with legacy systems. Therefore, interfacing with the City's backend system(s), and even in-house developed database applications for that matter, is exactly what the MaeKIT was designed to do. ✓ 3. What makes the Brazos Solution different from other electronic citation systems? iv With the Brazos Solution, not only are you getting a fully functional electronic citation system that can ✓ connect to existing legacy systems, you are getting a platform from which you can manage all of your handheld mobile devices. You can change the look and feel of the screens using our leading edge web - based designer. You can add new users, add new devices, change the way the ticket printout looks, tw change the legal language that prints, change user access levels, update court information, update f Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, `Material') iI is proprietary and confidential information of Brazos Technology Corporation. Page 35 to vi) ©razus I\. I VV`VJL Specation 08.680.34 September 2008 "` offense information, import, export, run reports, and set up jobs to run on a timed basis — all from our ✓ web -based design and management platform that we call the BuiidiT (BuildlT). Also, with the MaeKIT your investment in handheld devices can be leveraged across many functions. There is no limit to what can be extended to the existing devices with the MaeKIT. Citizen Relationship Management (CRM), Code Enforcement, animal control, city services, work orders, accident reporting, and racial profiling are just a few of the tasks that can be quickly designed and deployed to the existing force of handheld devices using the MaeKiT. Different devices can be configured to do different functions ✓ — they don't all have to have the same capability loaded. Not only that, but the MaeKIT supports Intermec, Motorola, non -ruggedized PDAs, and cell phones devices, allowing the City the flexibility to ✓ match the best device with the best function as you move forward. For example, law enforcement may yrneed the functionality of a Motorola or Intermec, but for a lower cost, code enforcement can work well with a cell phone. As the City comes up with more and more functions to be performed on the handheld r devices, the MaeKIT will be there to support each and every one. Further details of how the MaeKIT ✓ works with electronic citations is included in the next section. Flexibility is the hallmark of the Brazos Solution. As you look at the actual screens of a device configured for electronic citation, it becomes difficult to differentiate one vendor's offering from another's. The one thing to keep in mind about the Brazos Solution that is different from others is that the Brazos electronic citation solution is operating on the device without any electronic citation -specific programming code. o, Almost every other vendor has written the electronic citation solution as a program that runs on the device with the specific purpose of performing electronic citation, essentially limiting the device to that function. This is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was neither designed nor specifically programmed to do anything other than interpret the configuration designed for it via the BuildlT. That means that the same device running or the same Brazos software can be put to work to do Just about anything — all developed using the web- * based BuildIT and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. VP r The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic citation software across all city agencies and enable them on the mobile platform. The Brazos to Solution provides the greatest opportunities for future growth! it ✓ 4. What types of projects has Brazos Technology been involved with? Brazos Technology has been in the business of mobile software for over eight years and has developed a best in breed solution that far surpasses our competitors. We provide features and scalability that cannot to be matched by any Access -based system. We have over 50 public safety customers in the state of Texas using our electronic citation solution. r • 5. What are the technical requirements for running/using the Brazos Solution? Workstation Reauirements: The Brazos Solution provides the most complete ticket writing solution in 110 the industry. For any of the back -end functions such as reporting, citation -entry, workflow processing, etc, we are 100% web -based and have verified operation on IE, Netscape, and Firefox. Adobe Acrobat Reader is required for some of the reporting functions and the free Macromedia Flash plug-in is required for the development environment. If Round Rock ever decides to run ticket writers (or any other application) on MDCs, then the OS must be Windows 2000 or better. NO Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, 'Material.) is proprietary and confdentiat information of Brazos Technology Corporation. Page 36 ✓ ` M)orazos trr VOu,. Specification 08-680.34 September 2008 r ✓ For Local Installations only: Server Requirements: ✓ Minimum requirements: IIS and Database Server - Microsoft Server 2000, 500 MB RAM, 1.8 GHz processor, 20GB Hard Drive (2 partitions) M Recommended requirements: Database Server - 2GB RAM, dual 1.8 GHz processors, 500 GB Hard Drive (2 partitions) Or IIS Server - 1GB RAM, dual 1.8 GHz Processors, 200 GB Hard Drive (2 partitions) Database Management System (DBMS) Requirements: To run the full Brazos eCitation Enterprise ✓ server, Round Rock will need MS SQL Server (2005 is preferred). Network Support Requirements: A TCP/IP -based network is about the only requirement for full operation for the ticket writers running in a batch mode. The ticket writers will need to establish a connection to the network via the 4 -bay cradle or a wireless connection and be able to access the database server. The devices can pull IP addresses either via DHCP or the IP address can be fixed. We will need a couple of local DNS entries for ease of accessing intranet web sites. All network traffic is over port 80 and/or 443, so having certificates installed on the internal boxes is optional. Any data that is transported over the open Internet is required to be via port 443. If Round Rock would like to have real-time access to data via the ticket writers or be able to upload ticket automatically from the field, then we would need to explore alternative firewall strategies. • 6. What third party software products are required or recommended for running/using the Brazos Solution? The only third party product that is required for our Enterprise server is MS Reporting Services, which is r free of charge to anybody who has a license to SQL Server. Brazos Technology will be responsible for installing this product during the installation process and can provide the software if necessary. • 7. Does the proposed system use standardized controls and common API languages to integrate ✓ with other commonly used desktop databases and applications? The Brazos Solution can access ODBC- compliant databases, XML -based APIs, and file- based ✓ import/export methods for moving data to and from other applications. These data movements can take place either during the sync process of the mobile device or on a batch method to the Enterprise server and then distributed to the mobile devices. This flexibility provides an enormous number of possibilities for increasing the value of the investment by creating new functionality for the ticket writers or adding new ✓ applications to the devices. For example, since INCODE is running in a SQL Server environment, the mobile devices can pull information such as offenses, officers, number of people scheduled for an arraignment date, etc., straight from the court systems which can vastly reduce the effort to maintain the information on the mobile ✓ devices. r • 8. What are the steps involved in upgrades? How often are upgrades provided? How long does it typically take? What is the cost? What files and resources are affected? Are customizations affected by upgrades and, if so, how? CopyrightO 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material') Is proprietary and confidential information of Brazos Technology Corporation. rr Page 37 lvrazos Fire vowoc �, ..: ,, .: Specification 08-680-34 September 2008 This is one of the absolute strengths of the Brazos Solution. When discussing upgrading the mobile w devices, there are three types of upgrades: 1) the configuration of the software, 2) the software itself, and 3) the operating system. Both the configuration of the software as well as the software engine itself are automatically upgraded every time the mobile device performs a sync, with no IT support required. The average time to upgrade the devices is about 45 seconds and may require a reboot of the device. Some of the other vendors allow for the first option but then require IT to collect all devices and manually install software upgrades, which are extremely cumbersome, time consuming, and error prone. With our solution, all software versions are as current as the last sync. Any upgrades to the operating system still require manual intervention but are performed by Brazos Technology during the annual review. tw There is another major differentiation with Brazos Technology in that ALL of our customers are running on the same software engine. This means that Round Rock will never have a version of software that is `specific' to them, which would inhibit or hinder their upgrade path. We typically release new versions of software once per month which include new capabilities, speed improvements, new peripherals, bug fixes, etc. Anytime another customer requests an enhancement, we offer that capability to our other customers at no cost. Whether Round Rock chooses to implement these changes or not, they will never wr lose any configurations made previously to their software. This ability for Brazos to have one version of ✓ software significantly decreases your risk as well as our cost to provide superior support. w • 9. Do you provide a developer tool kit? If so, please describe. The Brazos Solution includes a very unique developer tool kit called BuildlT. It is a 100% web -based development platform that can make any modification to the ticket writers that is desired. In fact, Brazos Technology used this same technology to build the entire ticket writer configuration. It is so flexible that Round Rock can use it to build other applications such as IT Asset Management, Evidence Tracking, Expense Reporting, etc., and deploy those applications to any device running a Windows Operating System (laptops, desktops, PDAs, cell phones, Tablet PCs, etc). The BuiidtT platform has a drag and drop GUI and requires no coding to build these data capture types of applications and integrate them with other ODBC databases, XML- based APIs, and/or file- based import export engines. The Brazos Solution is based on a framework called the Rapid Extension Framework. in a nutshell, the ✓ MaeKiT allows data from any standard database to be extended to the handheld platform without the need for intermediary servers or workstations. Brazos Technology's electronic citation solution is based on the MaeKIT. The Brazos Solution is a framework that translates to significant flexibility for the City. rrr When you buy the Brazos Solution, you are not just buying an electronic citation solution but a framework that you can leverage across all city functions. The investment can be leveraged beyond law enforcement to EMT, Fire, code inspection, Citizen Relationship Management, Code Enforcement, water and other city services. Basically, anywhere the City has the need for handheld data collection and dissemination, Brazos Technology's MaeKIT can be leveraged. Furthermore, the MaeKIT is built on state-of-the-art technology. Data moves via industry -standard XML and is secured by several layers of r'r compression and encryption. The figure below illustrates how the MaeKIT works at a high level. rr P r IIr to Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, 'Material') MI is proprietary and confidential information of Brazos Technology Corporation. Page 38 W orazos rif w w y w MaeKIT is composed of three main components -- the Bulid1T (MIE in figure above), the devices themselves, and various enterprise data sources or system interfaces. The BulidIT is the management tr and configuration platform. That's where the devices are configured and managed. Changing fields around, adding new tasks, setting up new users, setting access levels, adding new devices, and managing device settings are all done from the BuildlT. The BuildIT is also a state-of-the-art, entirely web -based interface. Anyone with a web browser and proper access can manage devices. There is no need to work from one single computer in one location. r• The BulidIT manages all aspects of the devices — users, access levels, reporting, and automated software download. All software is automatically downloaded to all devices by the BuiidiT, which means that there is never a need to call the units in from the field to perform a software upgrade. Screen Layout and Design w The BuildIT offers a state-of-the-art drag and drop design interface for managing the configuration of devices. This drag and drop interface is completely web -based and operates via any standard browser without having to install or manage client software. The designer shows a life -like view of the target device and allows you to drag and drop fields wherever you want them on the screen. You can resize, hide/show, and move fields from tab to tab. Then the next time the units in the field synchronize, all changes will be downloaded — it is that flexible and that easy. Figures 1.1, 1.2, and 1.3 show screen Mt' captures from the BulidIT design interface. The figures look like real devices running the Brazos ttr software, but they are actually design screens from the BuildIT. The devices would look exactly the same way — that's how true to reality the designer is. vs ■NTIRPNI•■ OATH MOrlu DEVICES. MASTRO INTOLLIOuNca •NOINI (w.b b..W3 Figure 1.0 -- MaeKIT Top Level Diagram N r VU•VJL Specification 08-680-34 September 2008 Brazos Technology supports any Microsoft operating system. Therefore, what runs on a Motorola also runs on a Dell and an HP, for example. This allows additional flexibility in current and future hardware choices. The City is not locked into one configuration of hardware. As a matter of fact, many different k„ manufacturers and configurations can be running simultaneously. This allows the Police Department to run Motorola and/or HP units, for instance, and Code Enforcement to run Delis (a less expensive ri' alternative). w kw r Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. AH material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. Page 39 Ir► - •v urazvs ' September 2008 v r r r w lr r r r Specification 08.680.34 RDC - Screen Design InventoryAsse ImentoryPare' seffype l•� InventoryManuracturejUi • InventorrProdDescUP • InventoMAodeNP Irwentwy8NUP set8tatus Figure 1.1— RDC Designer Screen Shot #1. This particular configuration design is targeted for the HP 5550, one of the supported devices, for performing asset tracking. This is a screen shot from the RDC design web interface and not an actual device. However the actual device would look identical to the designer screen. The Brazos Technology designer is unparalleled in the industry. Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, -Materiar) is proprietary and confidential Information of Brazos Technology Corporation. Page 40 P> DrdzUS r b ., RDC • Screen Design r r r rr uu-voe Specification 08.680-34 September 2008 r Figure 1.2 — RDC Designer Screen Shot #2. This configuration design is targeted for the Motorola 8846 (or 8800 series), one of the supported devices, for performing electronic citation. This is a screen shot from the RDC design web interface and not an actual device. However the actual device would look identical to the designer screen. The Brazos Technology designer is unparalleled in the industry. r r w r w to Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Iry Page 41 •) orazos w RDC • Screen Design ZNone Cogs 2 v, AcWityneddng AdivityTred ing Y 8sv Duge IV r vvvJL Specification 08-680-34 September 2008 Figure 1.3 — RDC Designer Screen Shot #3. This configuration design is targeted for the Dell Axim X5, one of the supported devices, for performing education and student tracking. This is a screen shot from the RDC design web interface and not an actual device. However the actual device would look Identical to the designer screen. The Brazos Technology designer is unparalleled in the industry. 10. Please explain your policy for supporting previous versions of the proposed products. Brazos Technology will automatically provide the continuous upgrade path for Round Rock to always stay current with the ticket writing software. In fact, with our maintenance agreement, Round Rock will never have to 'buy' our software again. You will receive all bug fixes, upgrades, and new versions as part of our maintenance agreement for no additional cost. if for any reason, Round Rock decides they do not want to receive these upgrades, Brazos Technology will support up to two versions back. If the software becomes older than two versions, there may be an additional cost to `catch up' the software if the automatic updating process cannot run unattended. 11. List all compatible programming Interfaces. Since the Brazos Solution does not require direct coding, this question really depends on the system that will be interfaced with our system. We allow for ODBC connections to data sources, XML connections to web services, and XMUCSV/Fixed Length files to traditional import/export engines. Copyright@ 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, "Material") Is proprietary and confidential Information of Brazos Technology Corporation. Page 42 .) orazoS ✓ September 2008 1\I r W'VJL Specificafion 08.880.34 ✓ 12. Describe the extent to which the proposed system is browser -enabled. Indicate whether Microsoft Explorer, FireFox, Netscape, and any other browsers are supported. Describe any firm plans to browser -enable the software including release number, planned release date, browser to be used and other specifics. The Brazos Technology Enterprise server is 100% web -based today and is validated for Internet Explorer, Firefox, and Netscape. We have not found a hard requirement for Opera, but please let us ✓ know if that browser is prevalent at Round Rock. The software running on the ticket writers is embedded and there no plans to web -enable that function. r► The mobile devices must operate whether or not they have an 'always -on' wireless connection, and we have not found the web -based 'offline' strategy (Le., installed Active X controls) to be very robust on Windows Mobile 5.0 devices. r • 13. Please explain the use of any Middleware. As part of the Brazos Solution, we have developed our own method for guaranteeing delivery of data. ✓ We have NEVER lost a ticket and/or data that were captured on the mobile device. Part of this tr guaranteed delivery is our method of using web services as routing agents and verifying delivery prior to removing the information from the mobile device. This `Middleware' also provides the heavy lifting for how we support such a wide array of interface technologies listed above. Another key component to guaranteed delivery that may be considered middleware, is Automated Backup Recovery on the device itself. Automated Battery Recovery is a feature that cannot be fully rr appreciated until you experience it. We were recently talking to a client who had purchased a competing product for electronic citation. When one of those units' batteries died, the client proceeded to spend over 40 hours (over a period of days) on the phone with the company trying to resurrect the dead unit. The fact is, when the battery dies on a handheld unit, so does all of the data and programs that have ever been loaded on it. Upon restoration of the battery, the unit will revert to the original factory -shipped state. Brazos Technology's Automated Battery Recovery TM (ABR) is unique within the industry and, unfortunately, not highly valued except by those who have experienced battery loss. Battery loss is inevitable when deploying and using handheld devices. Therefore how and if the device recovers from 1w loss of battery is critical. Brazos Technology's ABR is as simple as inserting a charged battery. Upon battery restoration, ABR kicks in, and the unit completely reinstalls all Brazos software and recovers all data as of the last time the software was cleanly exited. There are no phone calls needed, no software to w reinstall, and no lost data. This feature is huge when you consider the fact that these handheld devices are not like PCs — they don't have hard drives. When the battery goes, so does all of the installed software and data. A strong recovery strategy is essential, and Brazos Technology's ABR fills that need. r In summary, Brazos Technology's MaeKIT allows tremendous flexibility for leveraging the same devices across multiple city functions — not just electronic citation. Multiple device types can be supported at the w same time, and multiple functions can be assigned to each device type. Investing in the Brazos Solution is investing in an entire enterprise handheld mobility solution, not just'an electronic citation solution. • 14. Please list the software languages used by your proposed product(s). All of our software is written in .NET and C++. We are currently using Visual Studio 2005 and the embedded Tools C++ 3.0 toolsets for this development. w Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium a format) and Information contained herein (collectively, "Material') yl is proprietary and confidential information of Brazos Technology Corporation. Page 43 M M ev orazos 1\I I VVVJL Specification 08-68034 September 2008 15. Is source code provided for the initial installation? Subsequent updates? if source code is not provided, what source code escrow arrangements are available? ~ Brazos Technology does not provide source code for any of our products. The configuration of the ticket writers is available and accessible via Build1T, but that is the extent of source code availability. Brazos Technology is willing to extend a source code escrow agreement to Round Rock, but the cost of ✓ the third party escrow agent would be at the City's expense. The typical intent of this agreement is to protect the City in the case that the purchased software is no longer supported. ✓ 16. What criteria are used by your software to compare new data with information already existent In the court system? The Brazos Solution assigns a range of ticket numbers to each device. This ticket number range is defined by the City and ensures a unique number is assigned to each citation. As a failsafe, if a citation is uploaded with an existing number, we automatically mark that citation with an 'Administrative Hold' and send out emails to our support staff and the City's support staff. Once a citation is marked with 'Administrative Hold,' it will not download to any system until the error has been corrected via the website. This pre-process feature ensures that duplicate ticket numbers are not downloaded into the court system. Of course, INCODE also verifies during their import process that the citation number has not been used ✓ previously. If INCODE does detect a duplicate citation number, then an error is generated and reported to the court personnel. lr • 17. Please describe your training approach and methodology for the initial project implementation. Provide a list of available training courses, as well as suggested'training sessions and hours. Training is an underestimated aspect of this protect at most cities and is a primary cause for failure. Our software is extremely intuitive and easy to use (because the officers defined how it works) and they will be able to write a full ticket with only about 10 minutes worth of training. However, it is not important how fast they learn to use the software, but that they can use the software as fast as they write paper tickets. r The target of the training program is that the officer will be able to fill out the citation long -hand (i.e., no DL W swipe, VIN decode, or any other aid) and have it printed in less than four minutes. The training class ✓ also teaches first level troubleshooting techniques for when things don't go absolutely perfect, the officer can still be fully operational. fir Our training class has also been approved by TCLEOSE for other departments so that the officers may be able to receive credits for the time spent in training. The Initial Standard Implementation training is approximately three days long. The schedule for the Standard Implementation is as follows: ✓ A. Day 1 — Officers a. Equipment Inventory & Sign Off by Administrator b. Categorize Offense Codes, Filter Codes not -applicable to ticket writers (A representative from the court should be in attendance) c. Hardware training — Handheld Device, Printer, Docking Cradle, Vehicle Cradle d. Software Training — Microsoft Windows Mobile® ffr e. Software Training — Brazos Technology Ticket Writer - The Basics f. Software Training -- Brazos Technology Ticket Writer -- Test/Sample Tickets g. Website Training — www.brazostech.com r !r Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, Waterier) Is proprietary and confidential information of Brazos Technology Corporation. ✓ Page 44 VP) UFdLU5 r<re us-usz tr•r!.r,r.?: Specification 08-680-34 September 2008 irM B. Day 2 — Officers a. Training — Integrating Brazos' Ticket Writer into patrol procedures 1. Beginning the shift ii. The Traffic Stop iii. Ending the Shift b. Training — "Live Tickets" — During this phase, representatives from Brazos will provide to direct attention to the officers in an actual field environment to assist them with proper assimilation of the deices into safe, practical and effective police procedures c. Training -- "Pushing" Tickets/Updating the Device C. Day 3 — Courts a. Test Interface with Court System b. Confirmation of successful integration of "Live Tickets" from previous day c. Training — "Live Tickets" d. Training Citation Entry Screen and Reports e. Training — Trouble Shooting & Support w 18. Do you provide continuous (post -Implementation) training? Please provide a list of available training courses. r+ We are always able to provide additional training whenever necessary on any aspect of the system. rr Every year we do an annual review on your technology to go through any changes we want or need to make to the system and can do a class during that time. However, this class should not be relied upon by to the department. 11 is critical that Round Rock develop in-house experts on the PD side so that the Iv capability for training new people is always available. Our train -the -trainer approach for the pilot officers teaches the PD to be self-sufficient and able to train new people with no impact to the current budget. w 19. Please describe available system documentation. Is it provided on-line? How are information rr related to enhancements added to the documentation? The system documentation is provided in electronic format via our website. The ticket writers themselves have the greatest number of changes during the initial startup phase, so we typically wait until all changes have been completed prior to delivery. The enhancement information' is typically not added to the existing documentation until the change is approved and implemented by the City. Changes to the documentation are also only made when Brazos make the change. 20. Have you ever had a municipal government purchase your software and subsequently change to another software vendor? If so, how many? If requested, will you provide the City with a list of the customers who have discontinued use of your software? Brazos Technology is one of the o� ticket writing vendors that has never had a Texas municipal government change to another software vendor or been sued by a city. Traditionally, Brazos Technology has been the one to replace other vendors' software when they failed to implement to the satisfaction of the municipal government. tr • 21. Describe how your application software is priced (one-time license fee, based on the number of users or transaction volume). Is It possible that future growth at the City will result in additional license fees? Please explain in detail. w ftr Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. Page 45 w 0,)O dZOS Ir speciricalion 08.680.34 September 2006 The Brazos model includes a one-time license fee and an annual recurring maintenance fee that includes ✓ all changes at no additional cost. We do not charge on number of users, transactions, officers, or population. Our fees are based upon the number of licenses, regardless of the size of the city. It is only possible that the future growth in Round Rock will increase fees if more licenses are purchased for more ticket writers. The annual recurring fee can go up for next year, but that price will not increase by more than 10% — the current price is $200 per device. If Round Rock decides to get TLETs returns on the device, there will be an additional charge for the ✓ capability to interface with the message switch. All other software enhancements are provided to the City tr under the maintenance agreement at no additional cost. • 22. Has your company ever been In litigation with any of your government customers? If so, please ✓ explain. Are there any lawsuits currently outstanding against your company? If so, please explain. Brazos Technology has never been in litigation with any customer of any kind. Never. ▪ 23. In fields where user defined or existing codes are required, what tools are available to a!d the user in the consistent selection of proper codes? ✓ Since the Brazos Solution provides a development environment, you are not only limited to standard mechanisms to achieve the optimal methods for data input. Dropdowns, listboxes, checkboxes, etc., allow us to capture some data much more accurately than a traditional textbox. to In addition, we have the ability to relate dropdowns dynamically so that vehicle models are always associated with the correct vehicle make for example. Another example is the selection of offenses on r the device. The officers are going to be presented with several hundred offenses and instead of listing them in alphabetical order, we allow the officer to categorize each and every offense. They can then select a category such as Favorites, Speeding, Insurance, Traffic, etc., and quickly narrow down the list to find the offense they are looking for. Not only can the officers define their own categories, they can rename the offenses to anything they want. For example, 'Fail to Maintain Financial Responsibility' in the court system can say `FMFR' or 'No Insurance' on the ticket writer which makes the officers faster at filling ✓ out the citation. This ability to mask the dropdown values into something that is recognizable for the officer is a major or advantage in getting them familiar with the device. We also provide search capability and multiple tocharacter recognition to quickly move through larger lists such as street names. • 24. Does the software provide the capability for the customer to set up user -defined fields within each application for tracking of any unique information that may be important to the City? If so, r explain. or Absolutely—the BuiIdIT module is the same software Brazos Technology uses to build the ticket writer. Either Round Rock can add the field to the ticket writer or can call Brazos support, and the change will be performed at no charge under the maintenance agreement. r y, Copyright© 2008 Brazos Technology Corporation, inc. All rights reserved. All materiel (in whatever medium or format) and information contained herein (collectively. "Material") If/ Is proprietary and confidential information of Brazos Technology Corporation. ✓ Page 46 r PJ UFdZU5 r 680-.4 Specificationn 08-68034 ,� �, ; September 2008 25. Describe In detail the levels of security in the application software being proposed. The security around the Brazos Solution was scrutinized and approved by the Department of Homeland Security. Both the software and the database on the device are password protected. The data itself can also be encrypted within the database on the device for additional security. When the data are in transit to/from the server, they is sent over SSL and encrypted within that tunnel. Access to the server tools is controlled via IDs and passwords as well. • 26. What audit records are provided when changes are made to data in critical fields in the software? Changes to key fields relating to citations are logged with the datetime stamp, userid, old value, and new value. We can again revisit this process, but as we discussed in the presentation, in order to avoid op having 'many data masters' we recommend changing the business flow of information to reduce the need of changing 'the official' record prior to receiving the data in the court system. 27. Please provide a list of standard reports that are provided with the proposed software. • Citation Accident Count — Displays all citations and violations where there was an accident. • Citation Audit — The audit report for the courts with number of citations, violations, and who wrote rr them. • Citation Count —The number of total citations, number of each violation written by each officer. • Citation Count by Zip Code — Same as above but for a designated area. • Citation Detail — An exact replica of the citation written to the defendant. It includes the option to show OM pictures, voice notes, officer notes, diagrams, or any other information gathered by the officer. • Citation Towing Count — All citations and offenses where a vehicle was towed. • Citation Violation Audit — Same as the Citation Audit except for customer who have a unique ticket number for each offense. • Citation Violation Audit bv Offense — Same as Citation Violation Audit but can be scoped by a wr particular offense. • Citations bv Location — All Citations and Violations for a particular geographic area. • FI Detail — Field Interview Report. lr • Offense List -- All offenses that are on the mobile devices. • STEP Audit (Speeding) Report — Designed for overtime -based or focused traffic enforcement requirements. • STEP Audit Report — Same as above but for non -speeding based offenses. • Stop Result bv Racial Profile Count — Counts all stops by race and sex for each officer specified. • Stop Results bv Racial Profile Summary — A graphical display of the Stop Result by Racial Profile Count report. • Stop Results Count — Counts all stops and their results as a Citation or Warning. • Stop Results Search bv Race Count - Counts all stops by race for. each officer specified. • Stop Results Search bv Race Summary — A graphical display of the Stop Results Search by Race Count report. • Stop Results Search Count — Counts all stops where a search was involved and whether or not contraband was found. • Stop Results Search Summary — A graphical display of the Stop Results Search Count report. • Violation Count — Total count of how many of each violation. w Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and Information contained herein (collectively, 'Material') is proprietary and confidential information of Brazos Technology Corporation. Page 47 OV DrdZUS IF ✓ 28. Please explain the report writing capabilities included with the proposed software. nrr uu-uuiC Specification 08-680-34 September 2008 The Brazos Solution uses MS Reporting Services to build and display the reports on the Enterprise server. The report designer for Reporting Services is free with the license, and the license to Reporting Services is free when you own at least a standard version of the DBMS. The report writer is very flexible Pr and fairly similar to the Crystal Reports report designer. ✓ 29. Describe any special features provided by the software that enhance the report printing process in your software (l.e. report parameters, printer selection, etc.) Each and every report on the Enterprise server allows for optional report parameters and sorting capabilities. For example, the Citation Detail report (which prints the citation exactly as the defendant r saw it) can be run for all citations or scoped on any number of the following parameters: Beginning Date, End Date, Officer, Stop Results, Citation Number, or whether there was Officer Notes or not. If a ✓ parameter is left blank then all records are assumed. You can export all of our reports to the following formats: 1) HTML, 2) Acrobat (PDF), 3) Excel, 4) TIFF, ✓ Web Archive, CSV, or XML file. You can also zoom on the report to provide larger text. When printing ✓ the report, you are prompted to select any printer on the network as with any standard Microsoft Office product. r 30. Do you provide the ability for any user to view a report on screen with an option to print the report If desired? If so, explain. Yes, our strategy is that if the user can see the report, they can print it. We do have the ability to prevent access to reports via our built in security model. w 31. Are any special features provided to make inquiry programs in the various software applications easy to access and use? If so, explain. All of our web applications have a very robust search capability, like Google Suggest. You start typing a name in the Citation Inquiry screen and you see a drop down with suggested values from all fields related ✓ to the citation. r ✓ Copyright© 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, 'Material') Is proprietary and confidential information of Brazos Technology Corporation. Page 48 IV orazos Specification 08.680-34 September 2008 Appendix E: Hardware Brochures Copyright® 2008 Brazos Technology Corporation, Inc. All rights reserved. All material (In whatever medium or format) and information contained herein (collectively, "Material") Is proprietary and confidential information of Brazos Technology Corporation. Page 49 r r Iv r Iv r r lr r FEATURES Industry-leading drop • test, 1P54 sealing and integrated antennas ✓ Lightweight yet rugged; Irrall lot yeawnund use in ✓ neatIy any environment W Powerful microprocessor designed for mobility: ✓ XScale PXA270 @ 624 MHz Desitop-Ide rnultrmedia ▪ Pel turlECM. e with rower power requirements • Microsoft's latest operating • system: Windows Mobile 6.0 Increased rnteloperabdlty ✓ with existing t!ntegnrse Infrastructure, enhanced security features: more flexible develop/will platform: unproved mobile • itrpssaging I:nlfaIxnaMJnn MC75 Worldwide Enterprise Digital Assistant (EDA) The MC75: Setting a new standard for Enterprise Digital Assistants No matter what your workers need to get the job done, Motorola's MC75 Worldwide Enterprise Digital Assistant delivers all the features and functionality required to maximize workforce productivity in a rugged device with a minimum footprint...all at the right price. The MC75 re -defines the standard for EDA mobile computers with simultaneous voice, data and GPS services' as well as an unprecedented number of enterprise class features. Users enjoy a 3G world cell phone with push -to -talk (PTT), integrated GPS with superior sensitivity and tracking capabilities, 1D and 2D bar code scanning, a high resolution color camera, 3G wireless WAN (WWAN), wireless LAN (WLAN), wireless PAN (WPAN) and IrDA connectivity—all in a single device. When it comes to running business applications, the MC75 shines. The robust bandwidth of 3G combined with the latest mobile computing platform provides the maximum processing power required to handle virtually any business application — including voice and video. And the MC75 is extendable — a user accessible microSD slot enables the addition of storage and new functionality to meet evolving business needs. From field sales, field service and fleet management to government applications such as public safety, first response and security screening, maximize the efficiency of your workforce with simultaneous anywhere, anytime mobile voice and data...with the MC75. Maximum value...and return on investment The 3G based MC75 allows enterprises to standardize on one device for global deployments, reducing the complexity, support requirements and the cost of mobility solutions. By providing a single platform for worldwide voice and data services, the MC75 eliminates the need for multiple operating systems, multiple service providers and multiple'devices. In addition, the multi -function MC75 eliminates the need to purchase and manage multiple devices per person — for example, a mobile computer and a cell phone. The reduction in capital and operational costs combines with increased workforce productivity to deliver maximum value on your investment. MC75 Specifications Physical Characteristics Dimensions: 6 in. 1. x 3-3 in. W x 1.7 in D 15.24 cm 1 x 8.4 cm W x 4.4 cm 0 Weight (including standard battery): Display. Standard 1.5X battery: 14.9 or /422 g Extended Capacity 2.5X battery:15.7 oz./446 g Transfective color 3.5 full VGA with backlight, 640 x 480 Touch Panel: Glass analog resistive touch Backlight: LED backlight Main Battery. Retargeable Lithium Ion 3.7V,, 3600 mAh Smart Battery Ext. Cap. Battery Optional 3.7V,, 4800 mAh Smart Battery Backup Battery. Ni•MH battery (rechargeable)15rnAh 2.4V (not user -accessible) Expansion Slot: microSD slot (maximum 2 GB) Wireless WAN Data and Voice Communications WWAN Radio: GSM: 3G HSOPA; CDMA: EVDO Hey A GPS: Integrated Assisted -GPS (A -GPS) !MAN Radio: Tri -mode IEEE.802.11a/b/g Data Rates Supported: 1, 2.5.5, 6. 9, 11. 12. 18, 24. 36, 48 and 54 Mbps Operating Channels: Chan 8.165(5040 - 5825 MHz) Chan 1-13 (2412.2472 MHz) Chan 14 (2484 MHz) Japan only Actual operating channels/frequencies depend on regulatory rules and certification agency Security WPAZ WEP (40 or 128 bilk TKtR. TIs, TRS IMS -CHAP'). TRS (MS-CHAPv2). TILS (CHAP), TiIS-MDS. TTLS-PAP PEAP-TLS. PEAR IMS -CHAP v2), AES, LEAP Spreading Technique: Direct Sequence Spread Spectrum IDSSS) and Orthogonal Frequency Division Multiplexing IOFOM) Network Connections: Ethernet (via cradle! full -speed U58, host or client Antenna: Notification: Vibrator and LED Keypad Options: 26 -key Numeric; 44 -key QWERIY, 44 -key MEATY, 44 -key OWERTZ Audio: Speaker. recent microphone, headset jack software support for full duplex record and playback (stereo) Performance Characteristics CPU: XScale" PXA270 624 MHt processor Operating System: Microsoft's' Windows Mobile's 6.0 Memory 128M5 RAM: 256MB Flash interface: RS -232, USB 1.1 User Environment Operating Temperature: 14° F to 122° F/-10° C to 50° C Storage Temperature: -40° F to 140° F/•40° C to 60° C (w/o battery) Humidity 95% non -condensing Drop Specification: 5 ft. &op to concrete, 2 drops per 6 sides at ambient temperature 73° F/23° C; 4 ft. drop to concrete, 6 drops per 6 sides over operating temperature range Tumble Specification: 1.0001.6 ft./5 m tumbles (2.000 drops) Sealing: 1P54 IrDA: integrated Clock: Integrated real time clock Light Immunity. Electrostatic Discharge (ESD): Readability: Incandescent - 45011 candles; internal for LAN, External for WAN Voice Communication: Integrated Voice -over -IP ready(P2P, PBX PTT), Wi-Fi"-certified, IEEE 802.11a/b/g direct sequence wireless LAN Wireless PAN Data end Voice Communications Bluelooth: Class 11, v2.0 on -board chip antenna Data Capture Specifications Options: Four configurations available: 1D laser scanner, 20 imager; 10 laser scanner and camera; 20 imager and camera Color Camera Resotutiorr 2 megapixel Illumination: User contrcllabte flash Lens: Auto focus 10 Laser Scanner (SE950) Range on 100% UPC& 24 in./60 cm Resolution: 4 Mil minimum element width Roll: 735° from vertical Pitch Angle: ± 65° from normal Skew Tolerance: ± 50° from normal Ambient Light Immunity. 10,000 ft candles/107.640lux Scan Rate: 1041+/- 12) scans/sec (bi-directional) Scan Angle: 47° t 3° default 35° ± 3° reduced Sunrpht-WO ft, salls ;Fluaestxxbt450ftCandles 2D imager Engine (8E4400) ±15kV air discharge, ±BkV direct discharge Benery Performance Standby time: 150 fours Talk time: 5 hours User profiles: Outdoor WAN+GPS,15min/hour voice communication, 10kB transmission every 10 min, and GPS on all Range on 100% UPCA 16 in./40 cm Optical Resolution: 640 H x 480 V pixels (gray.scale) Roll: 360° Pitch Angle: ± 60° from normal Skew Tolerance: ± 50° from normal Ambient light: Total darkness to 9.000 h. candles/96,900 lux time, 8 hours of operation. Outdoor Voice,15min/hour voice communication, 8 hours of operation, and 75 hours standby time. Aiming Element IV1.D1' 650 nm t 5 nm Illumination Element (LEOk 635 nm ± 20 nm Note: Performance metrics above were measured with Battery reserve option Field of View set the highest 172 hours) Horizontal: 32.2°; Vertical: 24.5° Continued on back WPAN: Bluetooth® v2.0 Wrelesa connectivity to moderns. printers. headsets and mote; v2.0 provides additional throughput (up to 2.1 Mbpsl. improved security and addrtxmal profiles for expanded connectivity 10 more device types SIRFsterllt GSC3ef/ LP GPS chipset Assisted and autonomous GPS support for robust lucation•based applications: SUPL 1.0 compliant. high performance. power - efficient processor capable of acquiring and nraintauung a signal tuck rn areas where signals ale typically weal expanding the coverage area for GPS applications. faster time to first fn ITTFFI: flexibility to operate in either standalone or assisted GPS IaGPSI node (carnet dependent) for faster arid mare accurate pasrtimnutg -- especially RI challenging areas IEEE 1725 compliance for the entire MC75 system - including all models. all batteries and all power•related accessories (such as cradles and charging cables) Mitigates battery system failure. bringing a new level of reliability and quality to the entire MC75 system 128MB RAM/256MB Flash Provides memory sparse required to enable robust performance for database applications User accessible microSD card slot Provides additional memory and expandable functionality High quality speaker, microphone end receiver Superior voice quality and performance Multiple voice modes: handset, headset and speakerphone Flexibility to use the right mode at the right time 3.5 inch color high definition VGA display (640 x 480) Easy to view in any lighting; supports display of high resolution images including video and reaps 3 Zebra`' RWTM Series Mobile Printing for Businesses on the Go or p r w Resilient and lightweight, these IP54-certified printers can withstand the harsh demands of a number of route accounting and field service printing applications, including: • Invoices • Delivery receipts • Service estimates • Sales orders • Inventory management • Mobile point-of-sale • DEX* • DEX communication for Direct Store Delivery (U.S. only) ,uv 2ebra Wireless Printers Add Versatility to Printing Tasks on the Open Road Designed for the Road Warrior, the Zebra RW series of mobile printers are ideal for printing delivery receipts and invoices on the go. The modular design allows users to choose among wireless options, card readers, and integral accessories such as vehicle mounts for simplified route printing. Easy -access vehicle mounting cradles and charging options as well as user -intuitive interfaces and angled displays enhance the convenience and simplicity of mobile printing. Rough and Ready Durability for Reliable Printing Uniquely designed for harsh outdoor environments, RW series mobile printers endure extreme temperatures and weather conditions. Bounce it in the truck, carry it in the rain, drop it to the pavement, and expect the same performance day in and day out. Vehicle Cradles RW 420 cradle: Intuitive, push• 11 button release cradle for convenient storage and charging of the printer while in a vehicle. Fanfold media can 11 be fed through the base of the cradle to extend the media capacity of the printer. RW 220 cradle: Grab your printer and go! Store your compact printer con- veniently in the vehicle and release it instantly to take to the customer with a push of a lever. Flexible Ham Mounting kits are also available for mounting the cradles in convenient orientations. Cases Add dust and rain protection to your RW series mobile printer with an envi- ronmental case. By adding an extra layer of protection. your printer will be well prepared for the harshest conditions. Lithium -Ion Chargers Fast Charger: Charges a single Zebra Li-lon battery at a time in approximately 2-5 hours. Quad Charger: Charges up to 4 Zebra Li -Ion batteries at a time in approximately 2-5 hours. DC/DC vehicle charger with cigarette lighter adapter: Plug the printer into your vehicle's cigarette lighter adapter for convenient charging on the go. Lithium -ton Batteries 00% Lithium -ion (Li-lon) cells represent the latest in mobile battery technology. They offer higher power - to -volume and power -to -weight than their nickel metal hydride and nickel cadmium counterparts. Order spare Li -Ion batteries for your RW series printer to guarantee you'll always be charged up and ready to go! Mobile Media Zebra provides both in -stock and custom-made solutions for ail appli- cations, including more than 1,000 combinations of high-quality and reliable labels. tags, and receipts. All products are designed and tested on Zebra products to ensure optimum print quality. Paper with watermarks. custom logos, and UV -resistant coatings are all available for customized and attractive printouts. ROUTE ACCOUNTING/FIELD SERVICE Delivery Verification Slips Use a RW series printer at the point of transection to print a delivery receipt that confirms the actual quantities that transferred possession. Invoices Take days off your billing cycle) Using mobile computers and printers to issue invoices at the time of delivery accelerates the payment process, eliminating the need for manual data entry and billing in the office. Service Estimates Offer customers documented information regarding the estimate that was quoted. This estimate is entered into the system in real time and can be easily accessed when the customer calls in using the contact information and estimate number that is indicated on the printout. RETAIL Mobile Point of Sale/Queue Busting Watch sales and satisfaction improve when you offer mobile point•of-sale service for line- or queue - busting, featuring Zebra printers with integrated card readers and wireless network connectivity. TRANSPORTATION Ticketing/Passenger Information Print tickets or passenger information aboard buses, trains, or boats for an efficient way of reducing lines and increasing customer satisfaction. PUBLIC SAFETY/ LAW ENFORCEMENT Citations Improve safety, enforceability, and efficiency with electronic citation systems that are easy to use and tough to beat. ago P. Meet the RW series! The RW series: rugged enough for the Road Warrior. With the most feature -rich offering of any mobile printer in the market: ► Rugged and Easy to Use Printer • 1P54 certified for resistance to windblown water and dust • Damage -resistant to multiple drops of up to 6 feet to concrete • Weight of 1 1/2 to 2 pounds for effortless mobility • Resistant to extreme hot and cold temperatures ► Ergonomically Designed to Fit Comfortably on the Hip • Single push-button media access for simple re -loading • Angled LCD for easy viewing of printer status comes standard ► Smart and Sophisticated Operation • Print using the same commands as your Zebra tabletop or desktop printers with common language support. • Secure customer and proprietary data being sent to the printer with native security support for protocols such as WPA/WPA2, VPN, and Kerberos. • Quickly and easily print complex labels, symbologies and graphics thanks to the RW series' fast processor and large memory. The user-friendly 2 -inch RW 220 simplifies printing tasks for the mobile workforce with intuitive interfaces, rugged construction. and reliable printing. MAXIMUM PRINT AREA Width: 2.20756 mm Length: Continuous RESOLUTION 203 dpi/8 dots per mm MAXIMUM PRINT SPEED 3/76.2 mm per second maximum PHYSICAL CHARACTERISTICS (Base Version) Width: 4.49112 mm Depth: 2.9774 mm Height: 6.87173 rum Weight: 1.45 lbs. 658 g (Card Reeder Version) Width: 4.47112 mm Depth: 3.2781.2 mm Height: 6.8'/173 mm Weight: 1.55 lbs. 703 g MEDIA SPECIFICATIONS Media width: 1925 mm to 2.37760 mm Neither wind, nor rain, nor harsh temperatures can keep the RW 420 from delivering high- quality 4 -inch receipts and tickets. MAXIMUM PRINT AREA Width: 4.097104 mm Length: Continuous RESOLUTION 203 dpi/8 dots per mm MAXIMUM PRINT SPEED 3776.2 mm per second maximum PHYSICAL CHARACTERISTICS (Base Version) Width: 6.37160 mm Depth: 3.0776 mm Height: 6.97175 mm Weight: 2.00 lbs./ 907 g (Gard Reader Version) Width: 6.37160 mm Depth: 3.1779 mm Height: 6.97175 mm Weight: 2.15 lbs./ 975 g MEDIA SPECIFICATIONS Media width: 2751 mm to 4.129105 mm For More Information Contact your Zebra representative for additional printer specifications. For information on Zebra's other printers, supplies, software. and accessories, ask your reseller, call +1 800 423 0442, or visit our Web site www.zebra.com. AI A4 4 4 4 4 4 4I 4 a 4 a 4 A 4 A A a A ► PRINT CHARACTERISTICS Print method: Direct thermal Resolution: 203 dpi/8 dots per mm Maximum print speed: 3776.2 mm per second 10 MEMORY 4 MB Flash, 8 MB DRAM ► PHYSICAL CHARACTERISTICS Construction: Impact -modified polycarbonate, abrasion -resistant rubber overmold Drop specification: 6 -foot muitipte drops to concrete LCD: Ergonomic, angled display for better viewing Strain relief RS 232 serial interface Fanfold slot for accepting external media (RW 420 only) Self -centering media holders IP54-certified O STANDARD FEATURES Rugged design 4 -button angled LCD (standard) Standard serial and USB interlaces Advanced 32-bit architecture for high-speed processing Smart battery management 'Specifications subject to change without notice. 02007 ZIH Corp. ZebraLink, ZebraDesigner. ZebraNet, EPL, and all product names and numbers ere Zebra trademarks, and Zebra and ZPt. are registered trademarks of ZIH Corp. AR rights reserved. EMV is a trademark of EMVCo, LLC. Bluetooth is a registered trademark of Bluetooth SIG, Inc. Wavelink Avalanche is a registered trademark of Wavelink Corporation. Motorolaend Symbol are trademarks of Motorola. Inc., registered in the U.S. Patent 6 Trademark Office. CG Triumvirate and UFST are uademerks of Monotype Imaging. Inc. and may be registered in certain jurisdic- tions. All other trademarks aro the property of their respective owners. agbil NrZebra OPERATING CHARACTERISTICS Environment Meets IP54 certification Operating Temp. -4° F/-20° C to 131° F/55° C Storage/Environ. -22° F/-30° C to 149° F/65° C Operating Humidity 10-90% non -condensing Storage Humidity 10-90% non -condensing Electrical Standard 4.0 Ah, 7.4V battery (RW 420) Standard 2.0 Ah. 7.4V battery IRW 220) External charging options (vehicle and AC) Shock -mounted internal components Selectable baud rate: 9600 to 115.2 Kbps Xon/Xoff or hardware flow control (RTS/CTS) USB 2.0 full speed support. 12 Mbits/second Regulatory FCC Part 15 Class B. VCCi Class 8, NOM/NYCE CE compliance (Class B). C -Tick. CSA ZEBRALINK'" SOLUTIONS Software ZebraDesigner'" Pro ZebraNet'" Bridge Enterprise Zebra Universal Driver Label Vista Auto -detect firmware load Smart battery management (monitors battery for longer life and performance) Wavelink Avalanche' support Motorola MSP support Networking and Connectivity Bluetooth' v. 1.2 802.11b Motorola's Symbol' Compact Flash Zebra Value Radio 802.11b/g Zebra Value Radio Native wireless security support: VPN, WPA/WPA2, WEPR Kerberos, WPA-PSK. EAP -TLS. EAP -TILS. EAPFAST, LEAR PEAR 802.11i RW 420 can be configured with dual radios (Bluetooth and WLAN) Firmware Native CPCL with ZPL', EPL'". and XML support (standard) MEDIA CHARACTERISTICS Max. Roll Size (0.D.): 2.25157 mm Max. Media Width (RW 420): 4.12/105 mm Max. Media Width (RW 220): 2.37'160 mm i.D. core: .75 /19 mm or 1.38'134.9 mm Thickness: .0021.05 mm to .00631.16 mm Media Types: direct thermal tags or receipt paper, synthetic media, UV coated media. limited label support For optimum print quality and printer performance. use Genuine Zebra Supplies. FONTS/GRAPHICS/SYMBOLOGIES Fonts and Character Sets Standard fonts': 25 bitmapped, 1 smooth, scalable (CG Triumvirate" Bold Condensed) Optional fonts: downloadable bitmapped and scalable fonts International character sets (optional): Chinese 16 x 16 (trad), 16 x 16 (simplified). 24 x 24 (simplified); Japanese 16 x 16,24 x 24, Hebrew/Arabic Graphic Features Supports user -defined fonts and graphics— including custom logos Sar Code Symbologies Linear Bar Codes: Code 39. Code 93. UCC/EAN- 128. EAN-14, Code 128, UPC -A. UPC -E. EAN-8. EAN-13, EAN-14. UPC and EAN 2 -of -5 digital extensions. Plessey, FIM Postnet, Interleaved 2 -of -5. MSI, Codabar 2 -Dimensional: PDF417, Data Matrix. MaxiCode, RSS. Composite Symbology, OR 'Contains UFST from Monotype Imaging, Inc. OPTIONS AND ACCESSORIES Magnetic stripe reader and EMV-certified smart card reader Lithium ian Fast AC Charger Lithium Ion Quad Charger Cigarette lighter charger (for in -vehicle charging) Vehicle cradle for docking and charging Ram Mount Kit Shoulder Strap/Hand Strap Environmental Soft Case Fanfold media support (RW 420 only) XML Support Applications and Documentation utility CD HEADQUARTERS Zebra Technologies International. LLC T: +1 847 793 2600 or -i 1 800 423 0442 F: i 1 847 913 8766 ADDRESS: 333 Corporate Woods Parkway, Vernon Hills. IL 60061-3109 U.S.A. WEB: www.zebra.com OTHER LOCATIONS USA: California, Rhode island. Texas. Wisconsin EUROPE: France, Germany. Italy. Netherlands, Poland. Spain, Sweden. United Kingdom ASiA-PACIFIC: Australia, China. Japan. Singapore, South Korea LATIN AMERICA: Florida (USA). Mexico AFRiCA/MIDDLE EAST: India, Russia, South Africa, United Arab Emirates 01 AM AA, MIN An ISO 9001 reg,slered Comp GSM, GS35r0214 20082x1 Cwp. Rimed om tJS #136731 Rev 7I1A7J IO,.