5.5. SR 03-05-2007
City of Elk River
REQUEST FOR COUNCIL ACTION
Agenda Section Meeting Date
Administration March 5, 2007
Item Description
Authorization to Purchase Police De attment Software
Item Number
5.5.
Prepared by
effre A. Beahen, Chief of Police
Reviewed by
Lori ohnson, Ci Administrator
Introduction
Last year, the police department presented to Council our Mobile Software Implementation request,
which was approved as part of our 2007 budget. The initial phase of that project was undertaken and the
mobile portion of the new system is installed and operational. We are now ready to transition to the
records portion of the new software and are asking permission to upgrade our records management
system.
Discussion
The police department is requesting to upgrade the current records system to complete the automation of
our records process. The purchase and installation of the LETG records system will provide the police
department with an automated process that eliminates most of our redundant data entry tasks. This is
accomplished by electronically transmitting our reports, citations, accident reports and other data direcily
from the squad computer to our main records system. It also provides us with automated case
dispositions and records interface, something that is now done by hand, and a task that is very time-
consuming and labor intensive.
Records staff, who currenily spend the majority of their time doing the data entry, will be given new tasks
to complete. Some of these tasks will include:
. Data entry review-insuring accuracy and compliance with court and legal requirements.
. Crime analysis-using the data to predict crimes and crime patterns.
. Using data analysis information to help coordinate programs with crime prevention specialist
to educate community on specific crime concerns.
. Assist with property room tasks, such as filing of evidence, case disposals and evidence
purging, and audits of property containing in the evidence area.
. More current transcription duties-we are sometimes over a week delayed in completing
transcription assignments.
In addition to the time savings seen here at our department, the implementation of the records upgrade
will impact a multitude of othcr governmental agencies, who will also avoid the duel data entry process
that occurs when we take reports.
Other agencies impacted who will see savings include the following:
S:\Council\Police\LETG Proposal to CounciLdoc
. Sherburne County Sheriffs Office. ~e will be able to close our own initial complaint
reports in the squad car, instead of calling in the information by radio and having the
dispatcher type the details. We will also be able to later add supplemental notes to any given
call.)
. Court Services-Sherburne County. (fickets will be automatically entered into their database.)
. Minnesota District Court Services. (Same as above.)
. State of Minnesota Department of motor Vehicles. (Automatic entry of State Accident
Reports.)
. Any other Law Enforcement Agency in the State. ~ e will be CIBRS complaint. Entering
our data in a way that the primary case information will be available in a secure Web
environment which allows other departments access to our basic case data for criminal
investigative purposes only.)
Although the process may seem simple, and in reality it operates in a simple manner, it is the backbone
and interoperability of the LETG system that makes this all occur. It is the ability for LETG to link our
system with the Criminal Justice Information System (CJIS) and the Minnesota Criminal Information
System (MNCIS) as well as the adherence to the Federally mandated NCIC 2000 protocols and the
compliance with the Federal CIBRS requirements that makes LETG the effective and efficient software
system that it is.
The exact backbone components of the LETG system, and the background of their developments, are
laid out in the attached documentation contained in the LETG proposal.
The move forward to a new records system, aside from the time savings, is critical for other reasons as
well. Our current records server, which was installed in 1999, is vasily outdated and needs to be replaced.
It is running on the I\ficrosoft NT operating system, which we discovered this past week does not
support the virus protection needed to protect the department from an acute, viral attack.
Our infrastructure on the police side was hit by a variant of a worm virus that had hit the Internet several
years ago. The new variant was designed to not only find a hole in the firewall, but to prevent upgrades to
our virus protection. Although this virus has been located and mostly removed, we are not able to
adequately protect our records server, as it is outdated and not able to be protected by our newer
software. Our records are the backbone of this agency, and they must remain protected and their integrity
and stability-uncompromised.
Financial Impact
The cost for the upgrade to the records portion of the LETG software is $250,367.08. We have budgeted
$60,000 in Capital Outlay for this expenditure in 2007. We had originally planned to lease the remaining
portion of the project out over five years. Of the $250,367.08, we have credits due for mobile software or
equipment that has already been purchased. When those credits are applied, the remaining price is
$232,797. This leaves $172,797 to be fmanced or funded. The finance department however has come up
with a plan to fund the remaining part of this purchase with existing funds to avoid financing charges. See
the finance memo for complete details.
In addition to those expenditures, we have some measurable and immeasurable savings attached to this
upgrade.
S:\Council\Police\LETG Proposal to CounciLdoc
In terms of our staffing here, it is predicted that with the data entry time being saved, that we have now
added 5-7 years to our projected staffing plan before we will need to add additional office staff to our
clerical unit. In addition, we were going to budget for a part-time evidence technician in 2008 to handle
our property room details. That position as well can be deferred for 7-8 years. This add up to savings
(l'vlinimally) of $60-$70,000 a year. (Entry level clerical at $44,000 a year including benefits and a part-time
evidence tech at $26,000 a year)
The parts that are difficult to measure are the hours of time spent currently by the investigators and patrol
staff, doing clerical duties, when they should be doing other investigative or patrol work. Having the
available clerical support to perform these duties will allow these officers to spend more time on their
assigned tasks or working proactively on other police duties.
Last, the impact that the automation of data entry will have on the County and State is beyond my ability
to measure in terms of F.T.E. savings, but it should at least be noted that tens of thousands of incidents
that are first entered here will not have to be reentered, nor will they have to be reentered on the State or
County level. That equates to savings for everyone involved, over a long period of time.
Attachments
. Original memo and proposal to the Council from 2006-approval of the mobile project.
. Financing Memo from Finance Director Tim Simon
. LETG System Upgrade Proposal
Action Requested
Approve purchase of LETG software at a cost of $232,797 with $60,000 from 2007 budget and the
balance as recommended in attached memo from Tim Simon, Finance Director.
Council Action
Motion by_
Second by _
Vote
Follow Up
s: \ Council\ Police \LETG Proposal to Cuunci!.doc
MEMORANDUM
TO:
Mayor and Council Members
FROM:
Tim Simon, Finance Director
DATE:
March 5, 2007
SUBJECT:
Police Software Purchase
As stated in the staff tepott, the police budget does have $60,000 in capital outlay fot the
purchase of this softwate. This leaves a temaining balance of $172,797 to be financed Ot
funded internally. I am tecommending that the temaining amount be fmanced internally
through the Capital outlay teserve fund. The Council does have the option of having the
genetal fund tepay the amount ovet thtee yeats @ $57,599 pet yea! to the Capital outlay
teserve fund.
The following table lists the amount available to internally finance the softwate purchase.
Capital Outlay Reserve (undesignated as of 12/31/06)
Amount committed to Libtary construction project
Amount available to internally finance the softwate
$
Unaudited
1,886,624
(641,000)
1,245,624
$
City of Elk River
REQUEST FOR COUNCIL ACTION
Agenda Section Meeting Date
Item Number
Prepared by
Item Description
Mobile Software 1m lementation
Police
Reviewed by
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Introduction
On August 14th 2006, I presented to the Council a budget request for 2007
that included the purchase and implementation of new mobile software
and hardware in the 2006 budget year. Adequate funding is available for
that purchase now.
Discussion
Council will recall that discussion from August, and the desire to upgrade
to the new LETG records and mobile systems, which will afford the
department the chance to automate the data entry process, freeing up
considerable staff time, not only here at the police department, but in
court services as well.
I met with the State Court staff in September, and discovered that
although grant money was available, it was for conversion of systems that
are not compatible with the new court services system. (MNC1S) Our new
proposed system is not only compatible, it is the only system working
directly with court services to implement the automated reporting. Other
systems wili be brought on board during the next 1-2- years.
MNCIS in Sherburne County will be brought on line December 1, 2006,
and will be ready for our input at that time. The State and County are very
enthused about Elk River being the first system on-line, as we write the
largest share of citations in Sherburne County.
The merits of the system have already been discussed, and my belief is
that the Council is behind the new system. This request is more a formality
to have the specific purchases for 2006 approved.
Document6
Financial Imnact
As stated in my previous memo. We had budgeted $25,000 for bar coding
software and equipment. The new system has that built in, so those funds
are available. We also nave budgl:leu $18,978 for our ~nnual Visionilire
maintenance fee. That will not need to be paid, as we will be changing
over to LETG as our new software provider and will not pay any
maintenance fees in 2006 or 2007. (Additional savings next year of over
$19,000)
Our IT department has $15,000 available for hardware upgrades, and
$6,000 in consultation costs that were set aside and available for this
project as well.
With $64,978 available in existing 2006 budget funds, we are well within
our budget to implement the LETG Mobile Software or EMERTS, with a
price of $46,480. Because this price is under $50,000, there is no
requirement to put this purchase out for bid. In addition, LETG is currently
the only vendor authorized by the State of Minnesota for the direct mobile
reporting to MNCIS starting in December.
Last, as stated in the attached detailed memo from August, we will save
full time equivalent hours with this implementation-as this time estimated
to be between .5 and .75 FTE. This equates to employees being reassigned
to other details, with an FTE wage equivalency of approximately $31,200 a
year.
Attachments
August 14th memo to the Council and current LETG pricing.
Document6
Action ReQuested
Request approval of the 2006 mobile purchase as proposed.
Council Action
Motion by
Second by
Follow Up
vote
Document6
Elk River Police Department
2007 Budget Addendum
Public Safety Records
Management Software
Proposal
Submitted by:
Jeffrey A. Beahen
Chief of Police
Project Manager
August 14, 2006
2
Introduction:
In 1999, the police department requested an upgrade to their
computer system, which had been purchased in 1984, and a new
records management system and mobile computer system were
installed. A records management system (RMS) was purchased after
bids were let, and the RMS system installed was called "Vision"
Vision RMS is a records system based on a Microsoft Sequel, version 7,
data storage system, a common and reliable platform for data storage.
The RMS system is basically proprietary however in that the agency
can not make changes to the system, but can advocate changes as
part of a user group. This group however is nationally based, and
changes are often difficult to obtain.
Since 1999, software and hardware changes have been constant, and
unforeseen. The platform on which we built our RMS system alone has
changed from Windows NT, to Windows 2000 to Windows 2003.
Additional platform changes are right around the corner. Although our
RMS system operates efficiently and is unhampered by these changes,
it is but one small illustration of the vast infrastructure and system
enhancements that have taken place over the past seven years.
We are proposing replacing our system with a new RMS platform, that
addresses the needs of this agency for many years, and unlike the
Vision system, it is browser based or accessed through the world wide
web, so not only is access easier, but the department is not
responsible for maintaining as much of the operating platform,
insuring us that as future technological changes occur, we will not be
left behind.
Problem Identification:
We were inspired to look at a new system while pursuing an upgrade
to our current processes. We had approval from the Council to
implement a bar coding system for evidence tracking purposes. We
found that this integration was cumbersome and the end result would
be a bar coding system that albeit would code and track the evidence,
it would not be fully system integrated and thus the value was
minimal. One of the software systems offered however was a complete
integrated platform, which not only offered us the chance to see what
full integration does, it allowed us to see how little system integration
we actually had.
3
The desire to implement a new RMS system is not so much problem
solving or resolving what does not work, but rather being proactive in
finding ways to better handle our daily workload and improve the
utilization of our staff. We are seeking a cost effective way to vastly
improve our reporting process, greatly increasing our efficiency and
effectiveness. I am confident that the Council will see an approved
RMS system that has the proven ability to outperform our current
system in almost immeasurable terms.
Why not utilize our current platform? Vision Software was sold to
another vendor in 2003, and it became "Visionaire Public Safety". At
that time, they removed all their Minnesota support and sale staff, and
implemented a national call center for departments to access, either
for software glitches or system questions.
This loss of a Minnesota support network hampered our relationship
with our RMS provider, and although the system operates very well, it
is basically the same system that we purchased in 1999, with small
improvements and changes being made along the way. The software
world in general has passed Visionaire by, leaving us wishing that
there was far more efficient ways to process the vast amount of
information we input each and every day.
We became aware of this product, that upon viewing a demonstration
of same, made us realize that there is a system out there that is
revolutionary in terms of what it can do, has immeasurable time
savings contained within, and has the long term ability to be
adaptable, upgradeable and is marketed and devised by a totally
Minnesota based company, with invaluable operational links to the
State of Minnesota-specifically the Department of Motor Vehicles.
The other, likely most important feature, is that the product we are
looking at is CIBERS compliant. CIBERS is the new format that all
police departments must utilize for crime reporting to the State and
Federal agencies that track crime data. All agencies must be CIBERS
complaint by 2008. At this time, only LETG is CIBERS compliant, and
CIBERS operational as well.
The value of this proposed program is in the changes in efficiency
rather than utilizing things that are broken or outdated. As this project
is laid out for the reader, it should become obvious how much change
is possible and the value of this proposed system for the City of Elk
River.
-- -- -- ---- - -
4
Exe<:utiveSpon&Ol'
Chief Jeffrey A. Be2l1'1en
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Steering Committee
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User Committee
Patrol Sergeantl Technical Support Team
1_lnvestigator Pearson Nicka
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Ad Hoc Committee
Patrol Clerical Data Transfer Mobile/COMAhlletvisioll
Morelal Masica Pea""" NIcka
PatroloffLCer MorriS
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State Interlace/MINClSlOVS
lETG
5
BENEFITS AND GOALS OF NEW SYSTEM IMPLEMENTATION
. More accurate and complete data retrieved and archived.
. Data and information is available in a more timely fashion.
o Increased search capability.
o Higher case clearance rate results.
. Enhanced information in the squad, which can lead to:
o Higher overall arrest rates.
o Higher warrant arrests.
o Reduction of radio traffic.
o Reduction in errors.
o Higher data accuracy.
o Reduction is dispatch times.
o Reduced response times.
o Increased patrol times.
o More time for citizen contact.
. A greater reduction in redundant data leading to:
o Greater efficiency
o Greater accuracy
. Tremendous reduction in paper documents.
. Better decision making by officers in the field, detectives
investigating a crime and management, in allocating resources.
. More complete, accurate and accessible information will improve
reporting and trend analysis, streamline data processing and
workflow, and will ultimately enhance officer and publiC safety.
o Allows better information analysis.
o Geographically based.
o Real time.
o Allows for more efficient resource assignments.
BUSINESS PROCESS BASELINE
. Current practices
1. Current technology implemented in 1999
2. Actual software was developed in 1996 (Ten years old)
. TechnoloQY is rapidly evolving, leaving us far behind.
1. No Computer Aided Dispatch (CAD) link
2. No direct field interface with records management system.
(RMS)
3. No automated mobile field reporting. (AFR)
4. No automated field accident reporting. (MAR)
5. No automated citation system. (MNCIS)
6. All basic reports are handwritten and later have to be
reentered. (Dual entry)
7. No bar coding feature.
8. No ability to track evidence.
9. No ability to audit evidence.
. No interface to courts for case dispositions or cases disposals.
. Implementation as proposed would allow department to
reallocate staff as follows:
1. Redeploy or reassign two data entry staff (2-FTE)
2. Reduce amount of staff time to .5 full time equivalents.
(FTE)
3. Reduce supervisory time by 1-FTE.
6
7
Case Study for Change to New System
Issues pertaining to direct users:
1. Browser based
a. Much faster access to data than current system.
b. Easy to interface from a variety of locations.
c. Able to interface direct wIth web site to allow community
access to crime data.
2. Easier system for our IT staff to maintain. Maintenance of
backbone is done by software provider.
a. Upgrades are pushed out to the user via the browser, no
need for IT to go around and update each Pc.
b. Upgrades are real time.
3. Not proprietary based. Same technology that is used on the web,
every
day by almost everyone. Simple, easy to use. Allows access and
ease of interface with not just Microsoft products, but almost any
other commercial software available.
4. Will be able to have complete paperless reporting;
a. Motor vehicle accidents
b. Traffic citations
c. Incidents reports
i. Clerical staff take on task of validating
ii. Reassess assignment, redeploy workforce
iii. Creates a proactive vs. reactive agency
5. Integrates new technology.
a. Printers in cars, eliminates needs to purchase traffic
citations
b. Drivers license swipes in each car.
c. Ability to utilize inexpensive PDA's (Palm pilots) in place of
expensive laptops for investigators and command staff.
d. Eliminates some recurring monthly expenses.
e. Full bar coding system.
f. Ability to locate and track evidence.
6. Times savings.
a. Be able to complete accident reports in the car, no need
for the officers to return to the station later and reenter
the form.
8
b. Evidence audit-currently not done, almost impossible to do
by hand. Will be able to do so in the future within minutes,
and at any time.
c. Evidence disposal. Current practice is to get dispositions in
writing, go through files by hand and then dispose of item.
Takes hours to get through just a few items. New system
will link court database with evidence tracking-disposal will
occur real time.
d. Ability to associate and import any data file to the case file
electronically. Video, photos, either BIT/JPG/HTML.
e. Ability to input or even create our own forms. Not just
generating a form, but easily creating one that when used,
the data inputs directly to the RMS system.
f. No ticket printing costs. We currently pay over $5,000 a
year. That cost would be greatly reduced, perhaps less
than half.
7. Ease of access.
a. Ability to customize the search engine.
b. Data is very easy to find.
c. No need for cumbersome Crystal reports or links.
8. Ability to link or interface with CAD. Buffalo PD did this with
Wright County who has the same software that Sherburne
County has:
1. Ability to access current call screen, all data surrounding
the call.
2. Ability to access prior call history.
3. Ability to access prior call history date. (Phone numbers,
names, vehicle information, etc.)
In-Direct Users
. MNCIS (State and District court systems)
. Department of Motor Vehicles (DVS) accident reporting system.
. Community via the web interface.
. Local paper (Automated weekly news reports)
9
FUNDING
. Currently have $50,000 available this year to start the project.
$25,000 from bar coding, $13,337 in a maintenance contract
that would have been paid to Visionaire and approximately
$15,000 in IT management funding that is available. The IT
costs were going to be used to upgrade our current RMS server-
which is running low on space.
. We have the ability to lease. With $50,000 down, we can spread
the system costs out over 5-7 years, making the system not only
affordable, but also less impact on a single year's budget.
. The department has paid over $77,000 in annual maintenance
costs thus far to Visionaire. We don't feel that are return on that
investment has been very rewarding.
. The fixed costs for the new system are much lower than what we
paid to start our current RMS system in 1999. There is still a
15% annual maintenance cost for this new project. (The industry
standard)
. The 10th District Court announced on Thursday August 10, 2006,
that they have been awarded funding from the State to
implement the MNCISjPolice Department citation interface. That
interface is a pilot program utilizing LETG, the software firm that
we wish to purchase our new software from. Details of the
funding will be made available on Sept. 8th, 2006. It is
anticipated that as much as 25% of the project costs might be
absorbed through this grant.
10
WHAT WE WANT OUR SYSTEM TO DO:
(Specifics as identified by the Ad Hoc Committee)
GENERAL:
. -Integration between all modules (w/ CAD Intertace)
. -Single entry point (not duplicating data entry)
. -RMS will automatically submit data to external sources (i.e.
CIBRS, etc.)
. -Single data base
. -RMS should provide capability to generate inquires from
external and internal data sources
. -Interface with state and federal agencies
. -System will allow settings for specific security access
MOBILE:
. Access to full RMS and evidence modules
. Automated ticket writing (D.L. swipe, ticket printer)
. Use of D.L. swipe will automatically populate the offender
information to the citation
. Also written warnings and repair orders
. Audit ability to track where citations are issued by area as well
as missing numbers
. Field reporting (integrated to RMS)
. Imports data from CAD (if interfaced)
. Has the ability to create and alter forms (Le. tow sheets,
property report, etc.)
. Mapping software
. Automated accident investigation/reporting, must allow for the
state accident reports to be written and drawn using the DVS
site and download the report to RMS. System will also
automatically populate the information off a driver's license or
license plate to the form.
. CAD (with proper interface in place)
. Mobile messaging
. Ability to communicate with external entities and access DVS
photo files
11
. Prior call history and alerts, as well as being able to place a
safety notice on an address
. Ability to use GPS
. Mobile equipment check-out (officers can type in what PBT,
radar, camera, etc they have)
. Ability to do activity log from the car
. Ability to access RMS files for permits, animal licensing, handgun
permits, etc.
. Ability to record and save in RMS verbal and/written warnings
reference traffic, curfew, etc.
. Internet access
. Future integration with B&Z for the ability to bring up blueprints
in the field
. Ability to access aerial photos of an area
RMS:
. User friendly
. Browser based
. Master name, vehicle, and location index
. Incident and field reporting
. Case management (user friendly)
. Ability to assign cases
. Ability to audit open cases assigned to a particular officer
. Case aging report
. Activity follow- up
. Crime analysis (ability to see where the problems are occurring
and when)
. Activity type
. Time of day
. Day of week
. Combination
. Date range
. Address range
. Method of operation comparison
. Training records (ability to maintain and audit staff training
records)
. Equipment inventory
. Permit files (animal licenses, hunting permits, gun purchase
permits, city licensing-alcohol, tobacco, etc.)
. Ability to access juvenile data separately from adult data
. Ability to tie a juvenile entry to the parent or guardian
12
. Ability to import digital information (dictation files, digital
photos, etc.)
EVIDENCE:
. Fully integrated bar-coding system
. Auility to lead up to date evidence reports from (l"y ;lllthnri7pd
workstation
. Holds chain of custody
. Ability to import files (jpeg photo files, etc.)
. Electronic signature ability
. Integrated ability to construct form letters to notify property
owners of disposition
. Property audit trail ability
. Ability to track evidence through case file number
. Notification system when case is outside statute of limitation
. System will provide a means to match stolen property with
recovered property
. System will provide a means to easily replicate data
13
PROJECT COSTS:
To place this project out for bids would require the use of a consultant.
The Edina Police Department had the cheapest rate for a consultant we
could find, and that was $30,000. Other related projects in Mille Lacs
COllnty. c.row Wing County, Buffalo, Isanti County and others, have
incurred consultant fees as high as $145,000.
One way to avoid these costs is to start small and then add on to the
system as the funding becomes available through our lease program.
We can start the process and avoid bids by purchasing the first section
of this new RMS project, the mobile piece, for under $50,000. No
formal bid process would be required, thus eliminating the need to hire
a consultant and pay the cost to develop a request for proposal and
bids. We have the IT staff in-house that could assist with that process,
but a consultant would still be needed to draft the required documents
for the requests. Edina's RFP was almost 175 pages in length.
We have examined the other vendors who are available, as well as
looking at our current software provider as potential options instead of
LETG. None of these are viable solutions, and our IT staff strongly
advocated the LETG solution for ease in long term maintenance, ability
to implement future change, and the browser based solution provided
as the primary means on interface. In addition, LETG is the only
solution that is working with the State to accomplish the DVS and
MNCIS interfaces. Our IT manager Bob Pearson has thrown his total
support into the LETG project, and has been a strong advocate for
migration to a solution that offers this much efficiency and enhanced
performance.
If approved, we would work the vendor on lease options, and would
structure a payment program that would be cost effective for the next
5-7 years. See the attached spread sheet for exact details.
CONCLUSION
14
I respectfully request that the Council review this overview of
the proposed project and ask approval to move forward with the'
software implementation.
The implefYlE'nt<'ltion would begin with the mobile transition,
followed by full records change out to the LETG software
package in late 2006 or early 2007, with lease payments
structured to begin in 2007.
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Proposal prepared expressly for:
Elk River Police Department
Records Management System
System Upgrade Proposal
January 7, 2007
Law Enforcement Technology Group, LLC
6120 Berkshire Lane, Plymouth, MN 55442
763-208-7996
Table of Contents
Executive Summary
Vendor Profil e
Project~anagement
Training
Maintenance and Support Agreement
Support Plan
Additional Information
Pricing
3
6
12
16
18
27
30
31
Law Enforcement Technology Group, llC (LETG)
1951 Wood/ane Drive
Woodbury, MN 55125
Phone 763-208-799]
Executive Summary
(Confidential)
Law Enforcement Technology Group, LLC (LETG) specializes in the development,
integration, and implementation of computer hardware and software systems for law
enforcement and government-related entities. LETG's innovative systems provide: a
stable network environment; the allowance for information sharing amongst applications
that avoid unnecessary duplication; the most appropriate safety and security measures;
and advanced data integrity solutions.
LETG was founded by Jeffrey D. Gottstein in 2002. Mr. Gottstein's background
includes:
~ 13 Years of Law Enforcement experience
~ 18 Years of computer development and programming
~ AA Degree in Law Enforcement
~ BA Degree in Training and Development
~ MBA Degree with specialized studies in the Strategic Management of Information
Systems
LETG has extensive knowledge in the use and maintenance of many law enforcement
systems, including:
~ cns (Criminal Justice Information System)
~ MNCIS (Minnesota Criminal Information System)
~ Minnesota Statewide Supervision System
~ PS Portals roll out and system requirements
~ DMV (Minnesota's Department of Motor Vehicles)
~ KOPS (Keep our Police Safe system)
~ CrimNet (Minnesota's criminal justice information network)
~ Gangnet
~ POR (Predatory Offender Registration Information)
~ MRAP (Minnesota Repository of Arrest Photos)
~ Numerous records management systems
~ Various mobile client software systems
~ TCIS (Statewide citation data system)
~ NCJC 2000 protocols
Law Enforcement Technology Group, UC (LETG)
1951 Woodlane Drive
WoodbUl)', MN 55125
Phone 763-208-7991
LETG also has extensive knowledge in the use of many commercial software
applications, including, but not limited to:
)> Windows 95. 98. 2000, XP
)> Office 97, 98, 2000, XP suites which includes MS Word, Excel, PowerPoint, Access,
and FrontPage
)> Pocket PC
)> Visual Basic, Dot Net, C#, ASP.NET
)> MS Sql Server, MySql
)> Windows NT Server
)> Windows 2003 Server
~ Several other commercially available and customized software applications
LETG is an authorized vendor for many hardware and software applications that facilitate
technological advancements and is also an authorized reseller for the following hardware
and software components:
)> NetMotion Wireless
)> Datalux Computers
~ Symbol barcode and wireless products
)> Zebra printers
)> ID Innovations magnetic stripe and barcode readers
~ Civica Platescan
)> ScenePD
)> Easy Street Draw
)> Pentax Pocket jet Printers and Scanners
)> Radix Ticket writing printers
)> Sprint PCS products
~ MDS Wireless Products
~ Trimble GPS Solutions
)> Antenna GPS
Understanding law enforcement's myriad technological needs, LETG has established
itself as a software solutions innovator through sophisticated development processes;
unique integration techniques; and through strategic alliances with numerous service
providers. LETG's competitive advantage stems from its highly functional mobile
package system, known as eMERTSTM, its comprehensive browser-based Records
Management System (RMS); and its partnership with IPC 9]] for Computer Aided
Dispatch. All three components comprise an innovative and comprehensive solution to
enhance public safety services.
Law Enforcement Technology Group. UC iLETG)
]95] Woodlane Drive
Woodbury. MN 55]25
Phone 763-208-799]
Current customers have come to appreciate the value added benefits of LETG's technical
architecture, infrastructure, and strategic alliances. Also, with our recent RMS
deployment in the cities of Buffalo, Howard Lake, and Annandale; LETG became the
firE! RHS pro"ider to meet all of Hinnesota's CIBRS r~q'liremenls lETG j~ l"e f;ryt
company to report into CIBRS in conjunction with the Buffalo project.
The Elk River Police Department's operational capabilities and effectiveness will be
significantly augmented through: sophisticated mobile technology that utilizes field-
based reporting, automated ticket writing, messaging, A VL, GPS, and GIS functionality,
which will allow for greater efficiencies and response capabilities; along with LETG's
comprehensive RMS. The entire suite of products and services will offer a direct benefit
to the Elk River Police Department and to the multiple communities it serves.
LETG's technology will surpass typical RFP requirements by offering a full suite of
products and service solutions. Our experienced development staff will manage the
technical adaptations and implementation strategies of the eMERTSTM systems for the
Elk River Police Department. LETG's management team is also poised to exceed your
requirements, and is confident that our services will surpass your expectations.
Our company has established itself as an innovative solutions provider through the
creative development and integration of software, hardware, and systems technology.
LETG offers its law enforcement customers a host of comprehensive services and
solutions to exceed their technological needs. LETG is enticed by this opportunity and
looks forward to working with the Elk River Police Department to provide a compatible,
secure, and stable solution. Lastly, it is important to note that LETG and its products and
services were built by Minnesota public safety officials for Minnesota's public safety
officials.
LETG is thankful for your time and thoughtful consideration in this matter.
Sincerely,
Jeffrey D. Gottstein
President
lAw EllforcemenT Technology Group, LLC (LETG)
1951 Woodlane Drive
Woodbury. MN 55125
Phone 763-208-7991
Project Management
The Proiect Manal!er:
. Acts as the single point of contact for working with LETG
. Has sufficient authority and responsibility to make decisions on a day-to-
day basis about the project
. Coordinales the aClivities of the LETG personnel and resources
. Provides sufficient resources to implement the operational use of the
system
. Secures contract change approvals as required
. Defines resources required to support the project. At a minimum it is
expected that the project will require a System Administrator, Database
Administrator, Application Specialist, and Application Trainers.
Vendor's Scope of Work
LETG will make available for this project, our expert staff of highly qualified
individuals directly involved with Public Safety systems sales, support and
development. With the LETG system we are proposing an integrated state-of-
the.art solution that meets and in many cases exceeds the requirements
requested. Our proposal includes a system designed to provide Police, Fire,
Emergency Medical Services, and OES including Hazardous Materials,
natural and man-made disasters dispatching. The system solution from LETG
is a turnkey proposal with software, interfaces, implementation and on-going
remote software and on-site support.
Prime Contractor Responsibilitv
Equipment, materials, and services provided by a third party for this contract
will be managed by the Elk River Police Department or by LETG as systems
integrator, whichever best fits the need. LETG as prime contractor for the
project will manage the procurement of all proposed products and services. In
this role, LETG will be the sole point of contact with regard to contractual
issues including payment of any and all charges resulting from the purchase of
the proposed hardware, software, and services. LETG takes full responsibility
for the demonstration, delivery, installation, and acceptance testing of all
items proposed. LETG will also provide maintenance and warranty for the
Law EnforcemenT Technology Group, UC (LETG)
1951 Woodlane Drive
Woodbury, MN 55125
Phone 763-208.7991
contracted products and ensure that all third-party warranties are extended to
the Elk River Police Department.
Vendor Responsibilities:
LETG Project Manager
. Reviews the proposal and final contract internally and with the Elk River
Police Department Project Manager
. Directs the project as the LETG contact and is responsible for project
performance from initiation to closure, which includes planning,
organizing, managing, and controlling all aspects of the project to ensure
that project tasks are performed according to the approved project
schedule
. Coordinates the project kickoff between the Client and LETG
. Reviews the initial project schedule
. Conducts an initial post-contract site visit/evaluation/review
. ldentifies any known items that may impact the availability of resources
during the project lifecycle
. Reviews interface requirements
. Reviews subcontractor commitments
. Resolves any discrepancies or conflicts
. Reviews initial proposed project information and proposed deliverables to
ensure compliance with final contracted project configuration
. Initiates project reporting and filing systems
. Establishes the Client resources required for LETG project management,
such as work space, telephone, office and copying services, site access,
and other communications, such as e-mail
. Establishes project change order procedures
. Resolves training logistics considerations such as schedules and classroom
resources
. Responds to the Client's inquiries
. Obtains written clarification of change requests for interfaces and other
custom development before establishing a development schedule
. Monitors critical schedules such as custom development
. Processes requests for quotes
. lnitiates requests for quotes
Law Enforcement Technology Group, LLC (LETG)
]95] Woodlone Drive
Woodbury. MN 55]25
Phone 763-208-799]
. Processes contract change orders
. Monitors subcontractor commitments
. Conducts design review sessions between subcontractors and the Client
perr;;nnnpl (if TP']l1irpii)
. Coordinates logistics for all on-site activities
. Researches alternatives and sources for required contract changes
The Elk River Police Department's Proiect ResDonsibilities:
. The Elk River Police Department (Client) Project Manager will work
directly with LETG to direct and coordinate all activities on the Project.
This person will provide the technical vision for the Project and assure that
this is consistent with the overall Department direction. The Project
Manager will be responsible for communications with agency
management and coordinate any support requirements from the executive
team.
. Acts as the Department's single point of contact for working with LETG
. Has sufficient authority and responsibility to make decisions on a day-to-
day basis about the project
. Coordinates the activities of the Agency personnel and resources
. Provides sufficient resources to implement the operational use of the
system
. Secures contract change approvals as required
Third Partv or Unassil!ned ResDonsibilities:
As the Project Schedule is built and tasks further defined, it will become more
apparent if there are any unassigned responsibilities throughout the work
breakdown structure. It is expected that this list, if any, will become more
apparent and defined as the RFP and Proposals are compared and we have the
opportunity to discuss our solution with the Customer.
Proiect Plan and Schedule:
By definition, any project involves a degree of uncertainty. To reduce risk
and manage uncertainty, LETG Projects are divided into several project
phases to provide tight management control and appropriate oversight of the
performing organizations. Collectively, the project phases are known as the
Law Enforcement Technology Group, UC (LETG)
1951 Woodlane Drive
Woodbury, MN 55125
Phone 763-208-799]
Project Life Cycle. Each Phase is results-oriented and measured by the
completion of specific measurable tasks or deliverables. Our project
methodology ensures a tangible, verifiable work package that includes clearly
stated user requirements, reasonable and achievable expectations, appropriate
technology chOlces, cost-ettectJve and ettlclent resource aUocatlOn, and
identification and handling of critical issues. The deliverables, and hence the
phases, are part of a generally sequential logic designed to ensure proper
definition of the project. Success requires a disciplined approach to defining
requirements and designing a solution to ensure a successful implementation.
Proiect Closure Activities
After system acceptance and cut over to live operations, the Project Manager
will make sure the procedures specified for project wrap-up are completed.
Project wrap-up activities involve tasks that take place after acceptance and
cut over. Note that maintenance would normally start at cutover, but with very
large systems, as major portions of the contract are placed into service,
maintenance can be phased in for that portion, to better manage all the
changes taking place. Typical activities include:
. Agreed resolution of any system issues identified in a punch list at the
conclusion of Acceptance Testing and prior to cut over
. Resolution of any outstanding invoices or credits associated with the
project implementation
. Transition of the project to the Support organization
. System Support
Law Enforcement Technology Group. LLC (LETG)
1951 Woodlone Drive
Woodbury, MN 55125
Phone 763-208-7991
Training
All of our trainers have real-life experience as dispatchers, peace officers, and/or
system admmlstrators. Each trainer has been through extensive 1'lUUUU uaining.
Our trainers' knowledge and experience allow them to communicate effectively
with in-service personnel using terminology and real world examples that
facilitate learning. All training provided will meet or exceed the Elk River Police
Department's needs. A detailed Training Plan will be developed and delivered to
the Elk River Police Department for approval as part of the project definition
phase.
Recognizing the Elk River Police Department's space availability constraints for
the extended time period required to train all necessary personnel, we will work
together to identify appropriate training facilities on or near site. Connectivity to
the test/training system can be accomplished over a wide-area-network or if
necessary, a full functioning temporary local-area-network can be created in the
classroom. The use of two projectors to act as monitors on a training computer
are required as well as one training computer per two students. It is highly
recommended, that additional training workstations be available to on-duty
personnel at or near their duty stations.
All initial training will be provided on-site, at times that meet the Client's needs.
Update and refresher training is generally provided using "net meeting" or a
similar web. enabled process.
It is assumed that all in-service personnel attending the following classes are
experienced Windows users. If not, we can assist in referring the Elk River Police
Department to appropriate trainers for operating system users.
Training Documentation
To meet the needs of the Elk River Police Department's end user and
administrator's training, documentation will require customization. Copies of all
training materials and documentation will be specific to the systems implemented
by the client and will be provided as required by contract.
Law Enforcement Technology Group, LLC (LETG)
]95] Woodlane Drive
Woodbury, MN 55]25
Phone 763-208-799]
Training Manuals and Materials
. Training manuals will include the following
. Inslructor Manual(s}
. SlUdent Training Manual(s)
. All manuals in other media format (HTML, PDF)
In addition to the above, the System Administration Manual, User Manuals,
System Reports Manual. course outlines with training objectives and other system
documents will be provided as specified above.
Training Schedule
Training can be scheduled to accommodale multiple shifts and alternative
working hours. The training schedule will be contingent upon the project timeline,
impact of training on departmental operations, and trainer availability.
lAw Enforcement Technology Group, LLC (LETG)
1951 Woodlane Drive
Woodbury, MN 55125
Phone 763,208,7991
( Confidential)
~~i' 'DrI":~~~]'
~.J~- .:.:JE",,::,\
~> ~~~,? _ ='i&-,
"ff:<' ~~h';.",i(
Maintenance and SUDoort A!!reernent
Law Enforcement Technology Group, Inc., HLETG", a Minnesota corporation (LETG or "Seller")'having a
place of business at 6]20 Berkshire Lane North, Plymouth Minnesota and Elk River Police DCDartment
("Customer"), having a place of business at 13065 Orono Parkwav Elk River, MN 55330 enter into this
Maintenance and Support Agreement ("Agreement"), pursuant 10 which Customer wilJ purchase and SeBer
will sell the maintenance and support services as described below and in the attached Exhibits. Seller and
Customer may be referred to individually as "party" and collectively as "panies."
For good and valuable consideration, the parties agree as fcHows:
Section 1
EXHIBITS
The Exhibits listed below are incorporated into and made a part of this Agreement. ]n interpreting this
Agreement and resolving and ambiguities, the main body of this Agreement will take precedence over the
Exhibits and any inconsistency between the Exhibits will be resolved in the order in which they are listed
below.
Exhibit A
Exhibit B
Exhibit C
Description of Covered Products
Support Plan
Support Plan Options and Pricing Worksheet
Section 2
DEFINITIONS
"Equipment" means the physical hardware purchased by Customer from Seller pursuant to a separate
System Agreement, Products Agreement, or other form of agreement.
"Law Enforcement Technology Group" or "LETG" means Law Enforcement Technology Group, Inc., a
Minnesota corporation.
"LETG Software" means Soflware that LETG owns. The term includes Product Releases, Standard
Releases, and Supplemental Releases.
"Non-LETG Software" means Software that LETG does not own.
"Optional Technical SUppOTt Services" means fee-based technical support services that are not covered as
part of the standard Technical Support Services.
Law Enforcement Technology Group, LLC (LETG)
1951 Woodlane Drive
Woodbury, MN 55125
Phone 763-208-7991
"Principal Period of Maintenance" or "PPM" means the specified days, and times during the days, that
maimenance and support services will be provided under this agreement. The PPM selected by Customer is
indicated in the Support Plan Options and Pricing Worksheet, Exhibit C.
"Products" means the EQuipment (if applicable as indicated in Exhibit A) and Software provided by Seller.
"Releases" means an Update or Upgrade to the LETG Software and are characterized as "Supplemental
Releases," "Standard Releases," or "Product Releases," A "Supplemental Release" is defined as a minor
release of LETG Software that contains primarily error corrections to an existing Standard Release and may
contain limited improvements that do not affect the overall structure of the LETG Software. Depending on
Customer's specific configuration, a Supplemental Release might not be applicable. Supplemental Releases
are identified by the third digit of the three-digit release number, shown here as underlined: "1.2..2.", A
"Standard Release may involve file and database conversions, system configuration changes, hardware
changes, additional training, on-site installation, and System downtime. Standard Releases are identified by
the second digit of the three-digit release number, shown here as underlined: "1.6..3". A "Product Release"
is defined as a major release of LETG Software considered to be the next generation of an existing product
or a new product offering. Product Releases are identified by the first digit of the three-digit release
number, shown here as underlined: "1-2.3", If a question arises as to whether a Product offering is a
Standard Release or a Product Release, LETG's opinion will prevail, provided that LETG treats the Product
offering as a new Product or feature for its end user customers generally.
"Residual Error" means a software malfunction or a programming, coding, or syntax error that causes the
Software to fail to conform to the Specifications,
"Services" means those maintenance and support services described in the Support Plan, Exhibit B, and
provided under this agreement.
"Software" means the LETG Software and Non~LETG Software that is furnished with the System or
Equipment.
..Specifications" means the design, form, functionality, or performance requirements described in published
descriptions of the Software, and if also applicable, in any modifications to the published specifications as
expressly agreed to in writing by the parties.
..Standard Business Day" means Monday through Friday, 8:00 AM to 5:00 PM, local time, excluding
established LETG holidays.
.'Standard Business Hour" means a sixty (60) minute period of time within a Standard Business Day(s).
"Start Date" means the date upon which this agreement begins. The Start Date is specified in the Support
Plan Options and Pricing Worksheet, Exhibit C,
"System" means the Products and services provided by Seller as a system as more fully described in the
Technical and Implementation Documents attached as exhibits to a System Agreement between Customer
and Seller (or LETG).
"Technical Support Services" means the remote telephonic support provided by Seller on a standard and
centralized basis concerning the Products, including diagnostic services and troubleshooting to assist
Customer in ascertaining the nature of a problem being experienced by the Customer, minor assistance
Law Enforcement Technology Group, LLC (LETG)
1951 Woodlane Drive
Woodbury, MN 55125
Phone 763-208-799]
concerning the use of the Software (including advising or assisting the Customer in attempting
data/database recovery, database set up, client-server advise), and assistance or advise on installation of
Releases provided under this Agreement.
"llp<J,t~" mpo:>nC 0:> ~llrrlF'mF'nt!'ll RF'lp~"p ('or ~ S:t~nrl~n1 RF'lp~"F'
"Upgrade" means a Product Release,
Section 3
SCOPE AND TERMS OF SERVICES
3. 1 In accordance with the provisions of this Agreement and in consideration of the payment by
Customer of the price for the Services, Seller will provide to Customer the Services in accordarice
with Customer's selections as indicated in the Support Plan Options and Pricing Worksheet,
Exhibit C, and such services will apply only to the Products described in the Description of
Covered Products, Exhibit A.
3,2 Unless the Support Plan Oplions and Pricing Worksheet, Exhibit C, expressly provides to the
contrary, the term of this Agreement is (1) year, beginning on the Start Date. This annual
maintenance and support period will automatically renew upon the anniversary date for successive
one (l) year periods unless either part notifies the other of its intention to not renew the
Agreement not less than thirty (30) days before the anniversary date or this Agreement is
terminated for default by a party,
3.3 This Agreement covers all copies of the specified Software listed in the Description of Covered
Products, Exhibit A, that are licensed by the Seller 10 Customer. If the price for Services is based
upon a per unit fee, such price will be calculated on-the tota] number of units of the Software that
are licensed to Customer as of the beginning of the annual maintenance and support period. If,
during an annual maintenance and support period, Customer acquires additional units of the
Software that is covered by this Agreement, the price for maintenance and support services for
those additional units will be calculated and added to the lotal price either 91) if and when the
annual maintenance and support period is renewed or (2) immediately when the customer acquires
the additional units, as LETG determines. Sener may adjust the price adjustment at least forty-five
(45) days before the expiration of the annual Agreement as permitted by Section 3,2 and later
wishes to reinstate this Agreement, it may do so with the Seller's consent provided (a) Customer
pays to Seller the amount that it would have paid if Customer had kept this Agreement current, (b)
Customer ensures that all applicable Equipment is in good operating conditions at the time of
reinstatement, and (c) all copies of the specified software listed in the Description of Covered
Products, Exhibit A, are covered.
3.4 When Seller performs Services at the location of installed Products. Customer agrees to provide to
Seller, at no charge, a non-hazardous environment for work with shelter, heat, light, and power,
and with full and free access to the covered Products. Customer will provide all information
pertaining to the hardware and software with which the Products are interfacing to enable Seller to
perform its obligations under this agreement.
3.5 All Customer requests for covered Service will be made initially with the call intake center
identified in the Support Plan Options and Pricing Worksheet, Exhibit C.
Law Enforcement Technology Group, LLC (LETG)
1951 Wood/ane Drive
Woodbury, MN 55125
Phone 763-208-799]
3.6 Seller will provide to Customer Technical Support Services and Releases as follows:
3.6.1 Seller will provide unlimited Technical Support Services during the PPM. The level of
Technical Support depends upon the Customer's selection as indicated in the Support Plan
Op(~v,,~ dud Pliei"! '.'1,'5fk~h.e.e.t, Lxh.ibit C. t~R) Tedmieal Stlpport Serviees tha.t are perf-ermed by
Seller outside the contracted PPM shaH be billed at the pre-agreed hourly rates set forth in this
Agreement. Technical Support Services will be to investigate specifics about the functioning of
covered Products to determine whether there is a defect in the Product and will not be used in lieu
of training on the covered Products.
3.6.2. Unless the Support plan Options and Pricing Worksheet. Exhibit C, expressly provides to
the contrary, Seller win provide to Customer without additional license fees an available
Supplement or Standard Release after receipt of a request from Customer, but Customer must pay
for any installation or other services and any necessary Equipment or third party software provided
by Seller in connection with such Supplemental or Standard Release. Any services will be
performed in accordance with a mutually agreed schedule.
3,6.3. Seller will provide to Customer an available Product Release after receiptof a request
from Customer, but Customer must pay for all additional license fees. any installation or other
services, and any necessary Equipment provided by Seller in connection with such Product
Release. Any services will be performed in accordance with a mutually agreed schedule.
3.6.4. Seller does not warrant that a Release will meet Customer's particular requirement,
operate in the combinations that Customer will select for use, be uninterrupted error-free, be
backward compatible, or that all errors will be corrected_ Full compatibility of a Release with the
capabilities and functions of earlier version of the Software may not be technically feasible. If it is
technically feasible, services to integrate these capabilities and functions to the updated or
upgraded version of the Software may be purchased at Customer's request on a time and materials
basis at Seller's then current rates for professional services.
3.7 The maintenance and support Services described in this Agreement are the only covered services.
Unless Optional Technical Support Services are purchased, these Services specificaJly exclude and
Seller shall not be responsible for:
3_7_1. Any service work required due to incorrect or faulty operational conditions, including but
not limited (0 Equipment not connected directly to an electric surge protector. or not properly
maintained in accordance with the manufacturer's guidelines.
3.7.2. The repair or replacement of Products or parts resulting from failure of the Customer's
facilities, Customer.s personal property and/or devices connected to the System (or interconnected
to devices) whether or not installed by Seller's representatives.
3.7.3. The repair or replacement of Equipment that has become defective or damaged due to
physical or chemical misuse or abuse, Customer's negligence, or from causes such as lightning,
power surges, or liquids.
3,7.4. Any transmission medium, such as telephone lines, computer networks, or the worldwide
web, or for Equipment malfunction cause by such transmission medium,
Law Enforcement Technology Group, UC (LETG)
]95] Wood/ane Drive
Woodbury, MN 55125
Phone 763.208.799]
3.7,5. Accessories, custom or Special Products; modified units; or modified Software.
3.7.6. The repair or replacement of parts resulting from the tampering by person unauthorized
by Seller or the failure of the System due to extraordinary uses.
3,7.7. Operation and/or functionality of Customer's personal property, equipment, and/or
peripherals and any application software not provided by Seller.
3,7.8. Services for any replacement of Products or parts directly related to the removal,
relocation, or reinstallation of the System or any System component.
3.7.9. Services to diagnose technical issues caused by the installation of unauthorized
components or misuse of the System.
3.7.] O. Services to diagnose malfunctions or inoperability of the Software cause by changes,
additions, enhancements, or modifications in the Customer's platform or in the Software.
3.7.]], Services to correct errors found to be cause by Customer-supplied data, machines, or
operator failure.
3.7.12. Operational supplies, including but not limited to, printer paper, printer ribbons, toner,
photographic paper, magnetic tapes and any supplies in addition to that delivered with the System;
battery replacement for un interruptible power supply (UPS); office furniture including chairs. or
workstations.
3.7.13. Third-party software unless specifically listed on the Description of Covered Products,
Exhibit A.
3.7.14. Support of any interface(s) beyond Seller-provided port or cable, or any services that are
necessary because third party hardware, software, or supplies fail to conform to the specifications
concerning the Products.
3.7. ]5. Services related to Customer's failure to back up its data or failure to use an UPS system
to protect against power inlerruptions.
3.7.16. Any design consultation such as, but not limited to, configurations analysis, consultation
with Customer's third-part provider(s), and System for modifications or Upgrades or Updates
which are not directly related to a Residual Error report.
3,8 The Customer hereby agrees to:
3.8.1. Maintain any and all electrical and physical environments in accordance with the System
manufacturer's specifications.
3.8.2. Provide standard industry precautions (e.g. back-up files) ensuring database security, per
Seller's recommended backup procedures.
3.8.3. Ensure System accessibility, which includes physical access to buildings as well as
remote electronic access. Remote access can be stipulated and scheduled with customer; however,
Law E~forcemenr Technology Group, L.LC (LETG)
]95] Wood/ane Drive
Woodbury, MN 55]25
Phone 763-208-799]
remote access is required and will not be substituted with on.site visits if access if not allowed or
available.
3.8.4. Appoint one or more qualified employees to perform System Administrator duties,
includim! actine: as a urimarv point of contact to Seller's Customer Support orJ2;anization for
reporting and verifying problems, and performing System backup. At least one member of the
System Administrator's group should have completed Seller's End-Users training and System
Administrator training (if available). The combined skills System Administrators group should
include proficiency with: the Products, the System platform upon which the Products operate. the
operating system, database administration, network capabilities such as backing up, updating.
adding, and deleting System and user information, and the client, server and stand alone personal
computer hardware. The System Administrator shall follow the Residual Error reponing process
described herein and make all reasonable efforts to duplicate and verify problems and assign a
Severity Level according to definitions provided herein. Customer agrees to use reasonable efforts
to ensure that al] problems are reponed and verified by the System Administrator before reponing
them to Seller. Customer shall assist Seller in determining that errors are not the product of the
operation of an external system, data links between System, or network administration issues. If a
Severity Level J or 2 Residual Error occurs, any Customer representative may contact Seller's
Customer Support Center by telephone, but the System Administrator must follow up with Seller's
Customer Support as soon as practical thereafter.
3.9 In performing repairs under this Agreement, Seller may use parts that are not newly manufactured
but which are warranted to be equivalent to new in performance, Parts replaced by Seller shall
become Seller's property.
3.] 0 Customer shall permit and cooperate with Seller so that Seller may periodically conduct audits of
Customer's records and operations pertinent to the Services, Products, and usage of application
and database management software.lfthe results of any such audit indicate that price has been
understated, Seller may correct the price and immediately invoice Customer for the difference (as
well as any unpaid but owing license fees). Sener will limit the number of audits to no more than
one (1) per year except SeHer may conduct quarterly audits if a prior audit indicated that the price
had been understated.
3.1] lf Customer replaces. upgrades, or modifies equipment, or replaces, upgrades, or modifies
hardware or software that interfaces with the covered Products, Seller will have the right to adjust
the price for the Services to the appropriate current price for the new configuration.
Section 4
RIGHT TO SUBCONTRACT AND ASSIGN
Seller may assign its rights and obligations under this Agreement and may subcontract any ponion of
Seller's performance called for by this Agreement.
Section 5
PRICING, PAYMENTS AND TERMS
5. 1 Prices are in United States Dollars that are shown in the Support Plan Options and Pricing
Worksheet, Exhibit C. Unless this exhibit expressly provides to the contrary, the price is payable
annually in advance. Seller wm provide to Customer an invoice, and Customer will make
payments to Seller within twenty (20) days after the date of each invoice. During this term of this
Law Enforcement Technology Group, UC (LETG)
]95] Woodlane Drive
Woodbury, MN 55125
Phone 763-208-799]
Agreement, Customer will make payments when due in the form of a check, cashiers check, or
wire transfer drawn on a United States financial institution.
5.2 Overdue invoices will bear simple interest at the rate often percent (lO%) per annum, unless such
rate exceeds the maximum al10wed bv the law, in which case it will be reduces to the maximum
allowable rate.
5.3 If CUslOmer requests, Seller may provide services outside the scope of this Agreement or after the
termination or expiration of this Agreement and Customer agrees to pay for those services. These
terms and conditions and the prices in effect at the time such services are rendered will apply to
those services.
5.4 Price(s) are exclusive of any taxes, duties, export or custom fees, including Value Added Tax or
any other similar assessments imposed by Seller. If such charges are imposed on Seller, Customer
shall reimburse Seller upon receipt of proper documentation of such assessments.
Section 6
LIMITATION OF LIABILITY
This limitation of liability provision shall apply notwithstanding any contrary provision in this
Agreement. Except for personal injury or death, Seller's (including any of its affiliated companies)
total liability arising from this Agreement will be limited to the direct damages recoverable under
law, but not to exceed the price of the maintenance and support services being provided for one (1)
year under this Agreement. ALTHOUGH THE PARTIES ACKNOWLEDGE THE POSSIBILITY
OF SUCH LOSSES OR DAMAGES, THEY AGREE THAT SELLER (INCLUDING ANY OF ITS
AFFILIA TED COMPANIES) WILL NOT BE LIABLE FOR ANY COMMERCIAL LOSS;
INCONVIENANCE; LOSS OF USE, TIME, DA TA, GOOD WILL, REVENUES, PROFITS OR
SA VINGS; OR OTHER SPECIAL, INCIDENTAL, INDIRECT, OR CONSIQUENTIAL
DAMAGES IN ANY WAY RELA TED TO OR ARISING FROM THIS AGREEMENT, THE SALE
OR USE OF THE SYSTEM, EQUIPMENT OR SOFTWARE, OR THE PERFORMANCE OF
SERVICES BY SELLER PURSUANT TO THIS AGREEMENT. This limitation of liability will
survive the expiration or termina1ion of this Agreement no action for breach of this Agreement or
othen~!jse relating to the transactions contemplated by this Agreement may be brought more than
one (1) year after the accrual of such cause of action, except for money due on an open account.
Section 7
DEFAULT / TERMINATION
7.] Jf LETG breaches a material obligation under this Agreement (unless Customer or a Force
Majeure causes such failure of performance), Customer may consider LETG to be in default. If
Customer asserts a default, it will give LETG written and detailed notice of the default. LETG will
have thirty (30) days thereafter either to dispute the assertion or provide a written plan to cure the
default that is acceptable to the Customer. ]f LETG provides a cure plan, it will begin
implementing the cure plan immediately after receipt of Customer's approval of the plan.
7.2 If Customer breaches the material obligation under this Agreement (unless LETG or Force
Majeure causes such failure of performances); if Customer breaches the material cbligation under
the Software License Agreement that governs the Software covered by this Agreement; or if
Customer fails to pay any amount when due under this Agreement, indicate that it is unable to pay
any amount when due, indicates it is unable to pay its debts generally as they become due, files a
voluntary petition under bankruptcy law, or fails to have dismissed wilhin ninety (90) days any
Law Enforcement Technology Group, LLC (LETG)
/95/ Woodlane Drive
Woodbury, MN 55125
Phone 763-208-799]
involuntary petition under bankruptcy law, LETG may consider Customer to be in default. If
LETG asserts a default, it will give Customer written and detailed notice of the default and
Customer will have thirty (30) days thereafter to (i) dispute the assertion, (ii) cure any monetary
default (including interest), or (iii) provide a written plan to cure the default that is acceptable 10
LETG. ]f Customer provides a cure plan, it will begin implementing the cure plan immediately
after receipt ofLETG's approval of the plan,
7.3 If a defaulting party fails to cure the default as provided above Sections 7.1 or 7.2, unless
otherwise agreed in writing, the non-defaulting party may terminate any unfulfilled portion of this
Agreement and may pursue any legal or equitable remedies available to it subject to the provisions
of Section 6 above,
7 A Upon the expiration or early termination of this Agreement, Customer and Seller shall
immediately deliver to the other Party, as the disclosing Party, all Confidential Information of the
7,5 other, including all copies thereof, which the other Party previously provided to it in furtherance of
this Agreement. Confidential Information shall include: (a) proprietary materials and information
regarding technical plans; (b) any and an other information of whatever type and in whatever
medium including data, developments, trade secrets and improvements, that is disclosed by Seller
to Customer in connection with this Agreement; (c) all geographic information system, address,
telephone, or like records and data provided by Customer to Seller in connection with this
Agreement that is required by law to be held confidentiaL
Section 8
GENERAL TERMS AND CONDITIONS
8,1 Notices required under this Agreement to be given by one party to the other must be in writing and
either delivered in person or sent to the address shown below by certified mail, return receipt requested and
postage prepaid (or by a recognized courier service), or by facsimile with correct answerback received, and
shall be effective upon receipt.
Customer: Elk River Police Denal1ment
Ann:
Address: 13065 Orono Parkwav
Elk River, Minnesota 55330
Seller: Law Enforcement Technology Group~ Inc.
Ann: Contracts and Compliance Manager
6 J 20 Berkshire Lane North
Plymouth, Minnesota 55446
8.2 Neither party will be liable for its non-performance or delayed performance if caused by an event,
circumstance, or act of a third party that is beyond such party's reasonable control.
8.3 Failure or delay by either party to exercise any right or power under this Agreement will not
operate as a waiver of such right or power. For a waiver to be effective, it must be in writing signed by the
waiving party. An effective waiver of a right or power sha1l nOI be construed as either a future or
continuing waiver of that same right or power, or the waiver of any other right or power.
8.4 Customer may not assign any of its rights under this Agreement without LETG's prior consent.
8.5 This Agreement includes exhibits, constitutes the entire Agreement of the parties regarding the
covered maintenance and support services and supersedes an prior and concurrent agreements and
understandings, whether written or oral, related to the services performed. Neither this Agreement nor the
Exhibits may not be altered, amended, or modified except by a written agreement signed by authorized
representatives of both parties. Customer agrees to reference this Agreement on aU purchase orders issues
Law Enforcement Technology Group, ue (LETG)
1951 Woodlane Drive
Woodbury, MN 55125
Phone 763-208-7991
in furtherance of this Agreement. Neither party will be bound by any terms contained in Customer" s
purchase orders, acknowledgements, or other writings (even if attached to this Agreement).
8.6 This Agreement will be governed by the laws of the United States to the extent that they apply and
ull."" ~.~J( by the ]8...5 efthe StBte te ,,'hieh the Proallets are shipped if LieeJu,e if; a f;9"@F@igR gg"~rRm\HH
entity, or the laws of the State of Minnesota if Licensee is not a sovereign government entity.
Section 9
CERTIFICA nON DISCLAIMER
Seller specifically disclaims all cenifications regarding the manner in which Seller conducts its business or
performs its obligations under this Agreement, unless such certifications have been expressly accepted and
signed by an authorized signatory of Seller.
Section 10
COMPLIANCE WITH APPLICABLE LA WS
The Parties shall at all-times comply with all applicable regulations, licenses, and orders of their respective
countries relating to or in any way affecting this Agreement and the performance by the Parties of this
Agreement. Each Party, at its own expense, shall obtain any approval or permit required in the performance
of its obligations. Neither Seller or any of its employees is an agent or representative of Customer.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be duly executed as of the day and
year first written above.
Seller Customer
By: By:
Name: Name:
Tille: Title:
Date: Date:
Law Enforcement Technology Group, UC (LETG)
1951 Wood/ane Drive
Woodbury, MN 55125
Phone 763-208-7991
EXHIBIT B
Support Plan
( Confidential)
This support Plan is a Statement of Work thai provides a description of the support to be performed.
]. Services Provided: The Services provided are based on the Severity Levels as defined herein. Each
Severity Level defines the actions that will be taken by Seller for Response Time, Target
Resolution Time, and Resolution Procedure for reported errors. Response Times for Severity
Levels) and 2 are based upon voice contract by Customer, as apposed to written contact by
facsimile, email, or letter. Resolution Procedures are based upon Seller's procedures for Service as
described below.
SEVERITY DEFINITJON TARGET TARGET
LEVEL RESPONSE RESOLUTION TIME
TIME
1 Total System Failure - occurs when the System is not Telephone Resolve within 24 hours of
functioning and there is no workaround; such as a conference within ] initial notification.
Central Server is down or when the workflow of an hour of initial voice
entire agencv is not functionim". notification.
2 Critical Failure - Critical process failure occurs when a Telephone Resolve within 7 Standard
crucial elemelll in the System is nOl functioning lhal conference within 3 Business Days of initio]
does not prohibit continuance of basic opemlions and Standard Business notification.
there is usually no suitable work-around. Note that this HOUTS of inilial
mav not be aonlicabk 10 interminent nroblems. voice notification.
3 Non-Critical-F<li]ure - Non-Critical p<lrt or component Telephone Resolve in next Supplemental
failure occurs when II System campanelli is n01 conference within 6 Release within 180d<lYs
functioning, but the System is still use<lble for its Standard Business following verification,
illlended purpose, or there is a reasonable workaround. Hours of initial
nOlification.
4 Inconvenience - An inconvenience occurs when Telephone Resolve in a future
Syslem causes a minor disruption in the way tasks are conference within 2 Supplement<ll Release.
perfonned but does not stop workflow. Standard Business
Days of in ilia I
nolification.
; Customer request for an enhancement 10 System Se]Jer'~ ProduCl If accepted,. a release date will
functionality is submilled 10 Seller's Product Management be provided with a fee
M<lnagemem for review_ response within schedule,. when appropri<fte.
J 20 Standard
Busines~ Davs.
Law Enforcement Technology Group, LLC (LETG)
]95] Woodlane Drive
Woodbury, MN 55125
Phone 763-208-799]
l.] Reoonine a Problem. Customer shall assign an initial Severity Level for each error reported,
either verbally or in writing, based upon the definitions listed above. Because of the urgency
invoJved, Severity Level] or 2 problems must be reported verbally to the Sener's call intake
center. Seller will notify the Customer if Seller makes any changes in Severity Level (up or
nClwn) C1f~ny rlll::tnmPT_Tf':pnrlPn prohlpm
1.2 Seller ResDonse. Seller wilJ use best efforts to provide Customer with a resolution within the
appropriate Target Resolution Time and in accordance with the assigned Severity Level when
Customer allows timely access to System and Seller diagnostics indicate that a Residual Error
is present in the Software. Target Resolution Times may not apply if an error cannot be
reproduced on a regular basis on either the Seller's or Customer's Systems. Should Customer
report an error that Seller cannot reproduce, Seller may enable a de.tail error capture flogging
process 10 monilor the System. Should Seller determine that it is unable to correct such
reported Residual Error within the specified Target Resolution Time, Seller will escalate its
procedure and assign such personnel or designee to correct such Residual Error promptly.
Should Seller, in its sole discretion, determine that such Residual Error is not present in its
release, Seller wm verify; (a) the Software operates in conformity to the System
Specifications, (b) the Software is being used in a manner for which it was intended or
designed, or (c) the Software is used only with approved hardware or software. The Target
Resolution Time shall not commence until such time as the verification procedures are
completed.
1.3 Error Correction Status Reoort. Seller will provide verbal stalus reports on Severity Level 1
and 2 Residual Errors. Written status reports on outstanding Residual Errors will be provided
to System Administrator on a momhly basis.
2. Customer ResDonsibilitv.
2.1 Customer is responsible for running any Anli- Virus software installed by Seller as part of its
System.
2.2 Ooeratine Svstem ("OS") Uoo:rades: Unless otherwise stated herein, Customer is responsible
for any OS upgrades to its System. Before installing any OS upgrade, Customer should
contact Seller to verify that a given OS upgrade is appropriate.
3. Seller ResponsibiJitv.
3.J Anti~Virus software. At Customer's request, Seller will make every reasonable effort to test
and verify specific anti-virus, anti-worm, or anti-hacker patches against a replication of
Customer's application. Seller will respond to any reported problem as an escalated support
call.
3.2 Customer Notifications. Seller shall provide access to (a) Field Changes; (b) Customer Alert
Bulletins; and (c) hardware and firmware updates, as released.
3.3 Account Reviews. Seller shall provide annual account reviews to include (a) service history of
site; (b) downtime analysis~ and (c) service trend analysis.
Law Enforcement Technology Group. LLe (LETG)
1951 Woodlane Drive
Woodbul)'. MN 55125
Phone 763-208-7991
3.4 Remote Installation. At Customer's request, Seller will provide remote installation advise or
assistance for Updates.
3.5 Software Release ComoatibililV, At Customer's request, Seller will provide: (a) current list of
compatible hardware operating system releases; and (b) a list of Seller's Software
Supplemental or Standard Releases.
3.6 On-Site Correction, Unless otherwise stated herein, all suspected Residual Errors will be
investigated and corrected from Seller's facilities, Seller shall decide whether onpsite
correction of any Residual Error is required and will take appropriate aClion,
Exhibit C
Support Plan Options and Pricing Worksheet
MAINTENANCE AND SUPPORT AGREEMENT #
AGREEMENT DATE
Customer:
Billing Agency
Support for the following products:
To be determined
Law Enforcemenr Technology Group, LLC (LETG)
1951 Woodlane Drive
Woodbury, MN 55125
Phone 763-208-7991
Additional Information
(Confidential)
~ The budgeted server pricing is an estimate based upon the information provided in
the proposal relating to processing power needed to complete operations.
Redundancy that is ultimately discussed during contract negotiations could affect
the server pricing.
~ GIS data will be provided by the Elk River Police Department in the format
required by LETG. The Elk River Police Department can contract with LETG at a
rate of $150 / hour to configure the GIS information for the system. It is
anticipated that little preparation would be needed with the Department's GIS
information.
~ If the County should require a performance bond, the Elk River Police
Department will pay the cost of that bond. The estimated cost of the bond is 4%
of the contract pricing, including sales taxes.
~ The package discount pricing is for the specs and dollar amounts listed on the
pricing sheet. If any quantities or items are removed from the requirements that
can lower the overall price, the discount amount may be adjusted.
~ If LETG has inadvertently omitted any required responses to the proposal, LETG
will gladly provide the missing information immediately upon request.
~ Final pricing will be negotiated during contract negotiations if any modifications
have been made to the requirements.
~ To the extent permitted by law, LETG is requesting that the sections marked as
"Confidential" shall not be released to any party not involved in the proposal
evaluation process.
~ Data conversion is charged at a rate of $150 per hour. The exact details of the data
conversion can be discussed at a later date.
~ The pricing below is based upon 38 Sworn Officers and I I squads.
Law Enforcemenl Technology Group, UC (LETG)
1951 Wood/ane Drive
Woodbury. MN 55125
Phone 763-208-7991
Pricing Information
( Confidential)
Pricing Guideline
Quantity Type Quantity Cost Per
Total Cost
Hardware
Datalux MDC
Citation Printer
Armrest Printer
DL Swipe Readers
GPS Units
Per Squad 0 $4,795.00 $0.00
Per Squad 0 $1,295.00 $0.00
Per Squad 0 $690.00 $0.00
Per Squad 0 $159.95 $0.00
Per Squad 0 $88.00 $0.00
Total
Hardware $0.00
Software
RMS Per User 38 $3,200.00 $121,600.00
Mobile Per Squad 11 $600,00 $6,600,00
Per
eMERTS Mobile Server Deployment 1 $17,000.00 $17,000.00
eMERTS CJIS Per User 1 $17,000,00 $17,000.00
eMERTS RTllnterface Per User 38 $0,00 $0.00
eMERTS PDA Each 6 $495.00 $2,970.00
Ticketwriter Per Squad 11 $1,000.00 $11,000.00
Field Reporting Per Squad 11 $595.00 $6,545.00
Mapping Per Squad 11 $495.00 $5,445.00
Per
CAD Deployment 0 $0.00 $0.00
Scene PO Per User 38 $119,00 $4,522.00
Jail Per User 0 $650.00 $0.00
Civil Per User 0 $650.00 $0.00
Warrants Per User 0 $650.00 $0.00
Net Motion 5 Pack 0 $1,250.00 $0.00
Net Motion Server 25 Client 0 $5,000.00 $0.00
Total
Software $192,682.00
Law Enforcemen! Technology Group. LLC (LETG)
1951 Wood/one Drive
Woodbury, MN 55125
Phone 763-208- 7991
Professional Services
Squad Software
Installation
T, aining
Project Management
Per Squad
Per Day
Per User
11
1
1
$0.00
$4,099.OO
$18,800
$0.00
$4,00000
$18,800
Total
Services
$22,800.00
Total Hardware
Total LETG Software
Total CAD
Total Services
Total Maintenance
Total Sales Tax
$0.00
$192,682.00
$0.00
$22,800.00
$32,755.94
$2,129.14
T alai Cost
$250,367.08
~ Gl'!>d,"lG,
Law Enforcement Technology Group, UC (LETG)
1951 Woodla/le Drive
Woodbury, MN 55125
Phone 763.208.7991