HomeMy WebLinkAbout4.7 - Agreement with Crossroads Software IncSTAFF REPORT
CITY COUNCIL
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Agenda Item 4.7
DATE:March 2, 2021
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Agreement with Crossroads Software Inc.
Prepared by: Nate Schmidt, Captain Dublin Police Services
EXECUTIVE SUMMARY:
The City Council will consider an agreement with Crossroads Software Inc. for the procurement of
Handheld Citation Software and Collision Report Writing Software.
STAFF RECOMMENDATION:
Adopt the Resolution Approving a Contractor Services Agreement with Crossroads Software Inc.
FINANCIAL IMPACT:
The total cost to procure and implement the Handheld Citation Software and Collision Report
Writing Software is $72,945.97, comprising $66,800.00 for the agreement with Crossroads
Software Inc. and $6,145.97 for printers. Funding sources include an Office of Traffic Safety grant
of $50,000 and the current Fiscal Year 2020-21 operating budget for the remaining $22,945.97 to
complete the procurement process. The total cost includes $4,400 in recurring annual fees for
software maintenance and software upgrades, which will be appropriated through the normal
budgeting process in subsequent years.
DESCRIPTION:
As part of the City’s goal of creating efficiencies in operations by reducing the need for paper
transactions, and in conjunction with recently awarded grant funding, Dublin Police Services Staff
has conducted research on technologies related to the electronic processing of citations, collision
reporting, and flow of traffic-related data, and is recommending systems provided by Crossroads
Software Inc.
Handheld Citation Software
Crossroads Software Inc. (Crossroads) provides a Handheld Citation Software (also called e-
Citation) that allows officers to write traffic and parking citations utilizing their mobile devices.
The application runs on a variety of hardware including iPhones, iPads, Android Smartphones and
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Windows Tablets. The application significantly decreases the time it takes an officer to issue a
citation compared to the traditional handwritten citation, while increasing the accuracy and
legibility of the citation. The application uses a Bluetooth printing device and works with cameras
and barcode readers. Officers can use their department-issued iPhones to quickly scan barcodes
of driver’s licenses, registration cards, and vehicle identification numbers. The data will auto-
populate onto the citation, reducing the time to issue a citation.
Collision Report Writing Software
Crossroads also provides a Collision Report Writing Software, which utilizes the approved
California Highway Patrol (CHP) Accident Investigation forms and features the ability to auto-
populate information from scanned barcodes. This application can automatically download map
images for the collision location, has a basic sketching tool, and can import “pre-drawn” location
sketches done in other applications. This significantly decreases the time needed to complete a
traffic accident investigation.
Integration with Current Systems / Online Records Dissemination
Both the Handheld Citation system and the Collision Report Writing system compliment
Crossroads’ Analytics System, which the City of Dublin’s Traffic Engineering Division currently
utilizes.
Additionally, the e-Citation software has a component called the “Online Records Dissemination
System”, which can store data in the cloud for Dublin Police purposes, and route it to either the
Alameda County Traffic Court Division or Phoenix Group Parking Citation for processing. It also
sends traffic collision data to the CHP for entry into the Statewide Integrated Traffic Records
System as required by law, thus reducing the amount of data entry by Dublin Police Records Staff.
Implementation Cost
The following is a cost breakdown for the software and necessary equipment.
$50,000.00 - includes the purchase of the Handheld Citation Software for all non-parking
violations, the Collision Report Writing Software, and the ability to disseminate records
electronically. This cost includes the annual yearly maintenance and support fees.
$16,800.00 - includes the purchase of the Handheld Citation Software for all parking
violations. This cost includes the annual maintenance and support fees.
$6,145.97 - includes the purchase of six Zebra Bluetooth printers and accessories to
support both the parking and non-parking e-citations. Zebra Bluetooth printers are not
sold solely by Crossroads and therefore the following quotes for six printers were obtained.
MSA Systems Inc provided the lowest quote:
1. MAG SOFT LLC –$7,196.41
2. Crossroads Software Inc.–$6,944.51
3. MSA Systems Inc.–$6,145.97
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On September 15, 2020, the City Council accepted an Office of Traffic Safety Traffic Records
Improvement Project Grant for $50,000, which was awarded to Dublin Police Services. These
funds are approved to be utilized for the procurement of the software, and sufficient funds exist in
the current Fiscal Year 2020-21 operating budget for the additional $22,945.97 needed to
complete the procurement process.
The City Municipal Code establishes the procedures for making purchases and requires that
purchases for items in excess of $45,000 be approved by the City Council. The purchase is to be
made based on formal bids, however, the Municipal Code contains a specific exception to the
formal bid process when the city’s requirements can be met solely by a single patented article or
process (Section 2.36.100(B)(1) Dublin Municipal Code).
Staff has conducted extensive research and found that the specific products described in this
report are available exclusively from Crossroads and not distributed through other vendors. In
this way, Crossroads maintains control over the quality of installation, training, and support.
Additionally, Crossroads is the sole vendor with the ability to upload collision reports
electronically to the CHP (Online Records Dissemination System). Therefore, the purchase of these
systems is exempt from the competitive bidding process.
As a final note, with the exemption from competitive bidding, the City’s Purchasing Ordinance
requires this item to be approved by a four-fifths vote of the City Council.
STRATEGIC PLAN INITIATIVE:
Strategy 4: Become a 24/7 City Hall to Enhance Resident and Business Engagement.
Objective 4A: Reduce / eliminate the need for paper transactions where feasible.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Approving a Contractor Services with Crossroads Software Inc.
2) Exhibit A to the Resolution - Contractor Services Agreement Between the City of Dublin and
Crossroads Software Inc.
3) Crossroads Software Inc. Sole Source Declaration
4) Quotes for the Purchase of Six Zebra Bluetooth Printers and Accessories
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Attachment 1
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 1 of 2
RESOLUTION NO. XX – 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING A CONTRACTOR SERVICES AGREEMENT WITH
CROSSROADS SOFTWARE INC.
WHEREAS, on September 15, 2020, the City Council approved the acceptance of an
Office of Traffic Safety (OTS) Traffic Records Improvement Project (TRIP) Grant for $50,000;
and
WHEREAS, this $50,000 grant has been approved for the procurement of the Handheld
Citation Software and Collision Report Writer Software; and
WHEREAS, the Handheld Citation Software and Collision Report Writer Software greatly
increase accuracy and efficiency in both the citation and accident investigation process; and
WHEREAS, Staff conducted extensive research and found Crossroads Software Inc.
exclusively provides the Handheld Citation Software and Collision Report Writer Software, which
include an online records dissemination component to electronically report vehicle accident data
to the California Highway Patrol and citation data to the appropriate court; and
WHEREAS, Crossroads Software Inc.’s Handheld Citation Software and Collision Report
Writer Software integrate into the Crossroads Software Inc. Analytics System currently being
used by the City of Dublin Traffic Engineering Division; and
WHEREAS, Staff has obtained a quote from Crossroads Software Inc. in the amount of
$66,800 for the Handheld Citation Software and Collision Report Writer Software; and
WHEREAS, Staff has obtained three quotes for six Zebra Bluetooth printers to support
the Handheld Citation Software with the lowest quote being from MSA Systems Inc. for
$6,145.97; and
WHEREAS, the procurement of this technology will be funded through the use of the
$50,000 Office of Traffic Safety Traffic Records Improvement Project Grant and sufficient funds
exist in the current Fiscal Year 2020-21 operating budget to cover the additional $22,945.97 in
expenses to complete the procurement process; and
WHEREAS,Section 2.36.100(B)(1) of the Dublin Municipal Code allows for exceptions to
the typical public bidding process when the City Council specifically waives the competitive bid
process when the requirement can only be met solely by a single patented article or process.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
hereby authorizes a Contractor Services Agreement with Crossroads Software Inc. for Handheld
Citation Software and Collision Report Writer Software attached hereto as Exhibit A.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the
amendments to the agreements, attached hereto as Exhibit A,and make any necessary, non-
substantive changes to carry out the intent of this Resolution.
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Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 2 of 2
PASSED, APPROVED AND ADOPTED this 2nd day of March 2021, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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