City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize a contract with Progressive Solutions
Inc. (PSI) (Brea, CA) for the purchase of its alarm track software module to support
and enhance the City’s alarm renewals and false alarms billing.
BACKGROUND:
Chapter 11.04 of the Culver City Municipal Code (CCMC) governs alarm systems
intended to summon law enforcement response. This Chapter of the CCMC sets
permit requirements, establishes fees, provides for violation penalties, establishes a
system of administration, and sets conditions for suspension or revocation of a
permit. Any site (residential or commercial) with an alarm system is required to
obtain a permit. A service charge is also imposed for each public safety response to
a false alarm in excess of three times within a 12 month period. Per the municipal
code, the Police Department is responsible for administering the alarm system
program which includes (but is not limited to) issuing permits, renewal billings, and
false alarm billings.
Currently the Police Department uses the False Alarm Analysis Program (FAAP)
software to track alarm permits. The FAAP software was developed by the Central
Station Alarm Association (a trade association) which distributes the software free of
charge to public safety agencies. The software was written to provide tracking of
Meeting Date: 05/29/07 Item Number: A-9
AGENDA ITEM: Authorization of a Contract with Progressive Solutions Inc. (PSI)
for the Purchase of Alarm Tracking and Billing Software to Support the Police
Department’s Alarm Tracking and Billing System.
Contact Person/Dept.:
Michele Williams (IT)
Gordon Stephens (PD)
Phone Number:
310.253.5959
310.253.6257
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List on 05/24/07; Progressive Solutions Inc (PSI) on 05/14/07,
Crystal Alexander, City Treasurer on 05/09/07.
Department Approval:
John Richo 05/04/07
Hank Davies 05/04/07
City Attorney Approval:
Carol Schwab (by H. Iker) (05/16/07)
City Controller Approval:
Marlee Chang (05/21/07)
City Manager Approval:
Jerry B. Fulwood (05/22/07) City of Culver City, California
City Council Agenda Item Report
alarms for smaller jurisdictions. While it has served the alarm operations well, there
are limitations which result in performing many of the tasks manually. Automation
would result in increased efficiencies and relieve police staff to perform other critical
operations.
DISCUSSION:
There are approximately 2300 alarm permit accounts. The alarm permit is renewed
annually in the same month the permit was issued. The renewal billings are
generated each month which totals about 150-180 invoices. Each month a report is
created listing the accounts that are up for renewal, the invoices are printed,
reviewed, manually folded, stuffed into envelopes and mailed by the alarm
administrator. The invoice that is printed from the FAAP software is not formatted in
a way that allows for the invoices to be folded using the folding and stuffing
machines. The payments are returned to the City Treasurer’s Office where the
payment is entered into the financial system. Treasury staff bundles the renewal
remittances (if returned by the customer) and sends them to the alarm administrator
to manually enter the payments into the FAAP system. Once the payments are
entered, an alarm permit is printed and mailed to the customer.
False alarm billings are also generated on a monthly basis. A report of false alarm
responses is generated from the computer aided dispatch (CAD) system. The alarm
administrator reviews and validates the report. The false alarms are manually
entered into the FAAP software for tracking the number of incidents per customer. A
report is generated for account holders exceeding three false alarms within a twelve
month period. The report is then submitted to Accounting (A/R) to generate the
invoice statements which are mailed to the customer. A report of payments for false
alarm billings is submitted to the alarm administrator however these payments are
not entered into the FAAP software.
The alarm renewal and false alarm billings are very time consuming processes for
staff. There is no integration between the alarm tracking system and the City’s
financial system. This has also had an impact on the ability to provide superior
customer service because up to date payment information is not readily available to
the alarm administrator. Integrating the alarm billing system with the City’s financial
systems and the computer aided dispatch system would reduce duplicate data entry,
centralize the billing for renewals and false alarms within Accounting (A/R), and
eliminate manual processing.
City of Culver City, California
City Council Agenda Item Report
Recommended Solution
Staff learned that Progressive Solutions Inc. (PSI) offered an alarm tracking and
billing module during a site visit to the City of Gardena. The alarm module has been
used at the Gardena Police Department since December 2004.
On November 27, 2006, City Council approved a request to purchase the cashiering
module from PSI. The staff report stated that PSI offered a suite of software (alarm
permitting, utility billing, business license tracking) which would be further
investigated. At that time, Council was informed that staff may recommend
implementing these modules at a later date. Council also approved the purchase of
PSI’s pet licensing module on February 26, 2007.
PSI provided two demonstrations of the Alarm Track software. Staff was given an
opportunity to examine the software and ensure that the functionality would meet the
City’s requirements for alarm tracking and billing. Additionally, staff contacted the
following agencies for reference interviews (Attachment 1) to obtain their
experiences using the product. In all cases, the comments and feedback were very
positive.
Reference Client Interviews
City of Menlo Park, CA
City of Palmdale, CA
City of San Marcos, CA
Staff recommends purchasing PSI’s alarm tracking and billing system to support and
enhance the alarm permitting operations. Per the City’s purchasing policy, this
commodity is less than $20,000 and does not require competitive bidding. The total
cost of the software less the annual maintenance is $19,600.
Process Enhancements
PSI’s alarm tracking and billing software is inherently integrated with their cash
receipting system. As a result, when an alarm payment (renewal or false alarm
penalty) is made, the alarm permit record is immediately updated giving the alarm
administrator instant access to all payment activities. Additionally, since the system
is seamlessly integrated with the financial system, all billings can be generated by
the Accounting (A/R) division. This would assist with centralized invoicing within
Accounting. Currently the alarm administrator generates invoices for the monthly
alarm renewals.
The PSI alarm software can also integrate with the computer aided dispatch (CAD)
system. This will eliminate the need to manually enter false alarm instances into the
billing system. False alarms would be downloaded each day to the alarm tracking
module and would be held in a “pending” status until validated by the alarm City of Culver City, California
City Council Agenda Item Report
administrator. Customers exceeding the allotted three false alarms would
automatically be flagged in the system and queued for invoice processing.
The efficiencies gained from system integration and centralized billing would give the
alarm administrator the opportunity to focus on customer support issues that have
been neglected such as client site visits to ensure compliance and providing more
interaction with those customers who repeatedly exceed three false alarm responses
within a 12 month period.
FISCAL ANALYSIS:
The authorization to purchase the Alarm Track software from Progressive Solutions
Inc. would result in an expenditure not to exceed $22,100. This amount includes the
following line items:
AlarmTrack Software $15,100
Custom Interface to CAD $4,500
Total Software/Product Purchase $19,600
One (1) year of maintenance $2,500
Total Expenditure $22,100
Sufficient funds have been allocated in the Financial System’s Capital Improvement
Budget (30700636) for this expenditure. Typically, the annual maintenance costs
increase nominally, if any.
ATTACHMENTS:
1. Reference Interviews from Agencies using PSI’s Alarm Track
2. Alarm Track Product Description and Vendor Quote
MOTION:
That the City Council:
1) Authorize a contract with PSI for the purchase of its Alarm Track Software,
Custom CAD interface and one (1) year of software maintenance for an
expenditure not to exceed $22,100 plus any applicable taxes; and
2) Authorize the City Attorney to prepare/review any necessary contract documents
and authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 05/29/07
AGENDA ITEM : Authorization to Purchase Alarm Tracking and Billing Software
from Progressive Solutions Inc (PSI) to Support the Police
Department's Alarm Tracking and Billing System.
ATTACHMENTS
Pages
1. Reference Interviews from Agencies using Alarm Track 1- 3
2. Alarm Track Product Description and Vendor Quote 4-21Progressive Solutions Inc - Alarm Track Module
Client Reference Interview
Agency - City of Menlo Park, CA
Contact: Yvonne Gulley
Contact Phone: 650.330.6317
Date of Interview: May 8, 2007
1. How long have you been using Alarm Track?
About 2 years.
2. What functionality of Alarm Track do you use?
Use the system for billing false alarms and tracking permit applications. There are no
renewals. The permits do not expire.
3. Do you have an interface to your CAD system?
Yes, use the RIMS for CAD. There is an interface that is set up to download the false
alarm dispatch records into the Alarm Track system . It is also configured to ignore
the Fire alarm responses . It works great, just have to verify the entries which takes
about 10 minutes.
4. Approximately how may alarm permits do you track?
2,000 active accounts
5. What is your invoicing cycle for alarm renewals?
N/A
6. What didyour implementation involve? Was it completed within budget and on
time?
Previously used Excel spreadsheets to track. This was very cumbersome.
7. Overall, what do you think about the Alarm Track product?
Really like it, much better than what was previously used. Really like how there is so
much tracking available. When you speak to customers, you can easily place a note
on the record, when you send out letters, you can always go back and review what
was sent and when. It works really well.
8. How do you feel about support provided by the PSI staff? Could there be
improvements?
They have provided very good tech support.
9. Is there any functionality you would like to see changed within the software?
No.
10. Given all you know about PSI and their products would you select them again?
Yes.
Attachment Page 1 of 21Progressive Solutions Inc - Alarm Track Module
Client Reference Interview
Agency - City ofPalmdale, CA
Contact: Kathy Inman
Contact Phone: 661.267.5229
Date ofInterview: May 3, 2007
1. How long have you been using Alarm Track?
Since December 2006
2. What functionality of Alarm Track do you use?
Use the application for billing and permit renewals
3. Do you have an interface to your CAD system?
No. Los Angeles County dispatches for the City.
4. Approximately how may alarm permits do you track?
About 7,000
5. What is your invoicing cyclefor alarm renewals?
Monthly renewals as they expire
6. What didyour implementation involve? Was it completed within budget and on
time?
Previously we had an Access database to track the renewals. It did not have much
functionality and made things very difficult. PSI converted the all the historical data
without any issues. We just had to verify the data. The project was completed on-
time and within budget.
7. Overall, what do you think about the Alarm Track product?
It is very easy to use.
8. How do you feel about support provided by the PSI staff? Could there be
improvements?
They provide excellent support. Can not think of anything to change.
9. Is there any functionality you would like to see changed within the software?
No, can not think of anything.
10. Given all you know about PSI and their products would you select them again?
YES!
Attachment Page 2 of 21Progressive Solutions Inc - Alarm Track Module
Client Reference Interview
Agency - City of San Marcos, CA
Contact: Shauna Vuoti
Contact Phone: 760.744.1050 x3101
Date of Interview: May 7, 2007
1. How long have you been using Alarm Track?
About 2 years.
2. What functionality of Alarm Track do you use?
Mainly use the system for billing false alarms and alarm permit applications. There
are no renewals, the permits is active until information changes. The Finance
department enters the payments.
3. Do you have an interface to your CAD system?
No. The County sends an e-mail daily of false alarms and those are then manually
entered into the Alarm Track system. Average about 5-10 false alarms per day.
4. Approximately how may alarm permits do you track?
Unsure - - Again, no renewals, just complete the application.
5. What is your invoicing cycle for alarm renewals?
N/A
6. What did your implementation involve? Was it completed within budget and on
time?
Previously this operation was outsourced, crime prevention decided to bring it in-
house. An Access program was used to track the false alarms. PSI converted the
data, there was an issue with the dates but that was resolved.
7. Overall, what do you think about the Alarm Track product?
Very good product, like the ease of use and ease of navigating to the functions you
need to use.
8. How do you feel about support provided by the PSI staff? Could there be
improvements?
Very good support, they get back to you very quickly whenever there is an issue. We
have had them customize a lot of reports and letters. The invoices are also custom
designed to our specifications. They have also customized a function for us to search
by invoice number.
9. Is there any functionality you would like to see changed within the software?
No, not within the software. Would love to have interfaces to cash system to
eliminate the double entry for payments.
10. Given all you know about PSI and their products would you select them again?
YES, they have been very responsive.
Attachment Page 3 of 21Progressive Solutions®
Proposal
for
Alarm Permitting/Processing
Software and Services
for the
City of Culver City
PROGRESSIVE SOL UTIONS®
Glenn R. Vodhanel
P 0 Box 783
Brea , California 92822-783
(714) 671-1597
Progressive Solutions February 7, 2007
Attachment Page 4 of 21Table of Contents
Transmittal Letter ........................................................................................................... 3
A. Executive Summary ................................................................................................ 4
B. Software Features .................................................................................................. 4
C. Project Management Team .................................................................................... 6
D. Implementation Plan and Scope of Services .......................................................... 7
E. Compensation ...................................................................................................... 10
F. Relevant Experience/References ........................................................................... 12
G. Sample Screens ..................................................................................................... 13
H. Options ................................................................................................................... 18
Progressive Solutions0 2 February 7, 2007
Attachment Page 5 of 21PROGRESSIVE SOL UTIONS®
P 0 Box 783
Brea, California 92822-0783
(714)671-1597 Telephone
(714)255-9775 Facsimile
June 22, 2006
Ms. Michele Williams , Systems Development Manager
City of Culver City
9770 Culver Blvd.
Culver City, CA 90232
Dear Ms. Williams,
Thank you for the opportunity to respond to your request for proposal. Please allow me to re-introduce
our company and services.
The Company. Progressive Solutions®, a California corporation, located in the city of Brea, has
assisted cities with their data processing needs since 1979. The Company currently has over twenty
five cities and water districts (Utility Billing) as clients and offers several other software products.
Purpose . The Company's mission is to provide the finest software and support available anywhere.
We are unique in the marketplace for three reasons:
• commitment to service,
• close attention paid to our clients' needs and incorporation of client suggestions in software design
and enhancements, and 1
11
• availability, for training and software modifications, of the experts who designed the software.
Software . The attached quote response includes specifications and feature information for
AlarmTrack^, the premier windows based Alarm Permitting and False Alarm Billing system.
• AlarmTrack- operates on Windows® NT and Novell systems.
• In most cases, AlarmTrack- is flexible enough to adapt to your City's needs without the need
for additional programming.
• We have an extensive audit trail coupled with simple and effective system security.
• PSI software support is only a phone call away. We provide quick response and
knowledgeable support staff available to you from 8:00 AM through 5:00 PM.
In the following pages you will find brief descriptions of the system features that Progressive
Solutions® has recognized as important in Alarm Processing systems. We will be pleased to
provide you with any additional information needed in making your vendor selection.
Respectfully Submitted,
le- tl.4j
Glenn R. Vodhanel
Progressive Solutions ® 3 February 7, 2007
Attachment Page 6 of 21A. Executive Summary
The City of Culver City wishes to obtain an alarm processing system that will allow the processing
of billing for false alarm occurrences, processing delinquents, etc. for the tracking and
management of the City's false alarms. Primary objectives are ease of use and access to data in
the office and in the field. The system is flexible and can be configured to efficiently process
permits, renewals and false alarms according to the City's requirements. The City currently has
approximately 6000 records, processes an average of about 16 incidents per day and retains 5
years of historical records. With an automated interface, the importation and billing of false
alarms could be weekly or monthly to save staff time. Accounts that are on a payment plan can
be flagged so that they will not be sent to collections. The alarm billings can be changed from an
annual re-set (as is currently in use) to a rolling calendar at any time. As a Ca$hierCentral
customer, the electronic interface of financial data from Alarm Track to your general ledger
is accommodated at no additional charge.
Progressive Solutions® proposes a turnkey solution that provides ease of use, quick access to
data and powerful query and reporting capabilities. In addition, we have provided price that
includes all the necessary configuration, forms, training and conversion and options that will allow
the system to function properly for the City of Culver City.
B. Software Features
Alarm Track"` NT/ 2000 and Windows® XP
AlarmTrack" contains many of the popular features that make our business licensing
system the highest rated, and was designed for the tracking and processing of Alarms.
The system has been designed for reliability and flexibility. Features have been designed
as table-driven options to ensure complete flexibility. AlarmTracO was designed with
extensive input from data entry clerks and customer service and police representatives--
the people who use the system with the greatest frequency. Most day-to-day operations
may be handled from a single screen for fast and efficient processing. The System
allows for billing or renewals.
> Alarm Track" uses the Microsoft SQL Server database engine. Data entry and
modifications are controlled through C++ programs that implement extensive data
validation.
> Maintains a complete audit trail of changes, transactions and payments.
â Provisions for invoicing are integrated into the system.
> Ad hoc reporting is available as well as the ability to export data into Excel or any
other ODBC compliant application.
> Accounts may be located by searching any fields such as customer name, address
or account number or any other custom field that has been set up.
â Our system handles multiple charges and late fees. In fact virtually any method of
charging you can dream up, AlarmTrack^ can accommodate.
â Additional information such as home or work phone numbers, associated parties
(landlord and tenant information) are easily maintained and retrieved.
> An extensive note subsystem allows tracking of specific items through customer
records.
> 'Linked accounts' allows a parent account to have unlimited associated accounts
and the system allows the user to quickly switch between "parent" and "child"
accounts.
> 'Linked files' allows the attachment of any kind of file or scanned document to an
account.
> An 8.5" by 11" paper receipt may be printed as payment is tendered.
> The system supports data import/export of system data to a laptop.
Progressive Solutions®|1010|AttacN8Ft gdpq 726POne screen for most data entry functions
Most commonly needed on-line data may be entered in the Account Maintenance
Screen. Cash receipts, customer notes, associated parties and additional information
may be added for new customers by selecting the appropriate tab with no screen
changes. This makes learning and navigation within the program very simple. Detailed
customer data can be recorded and accessed quickly by the intuitively designed
interface.
Report Customization
AlarmTrack" allows the user complete control over the query generated by a report. All
fields can be queried on and then passed to a report with many different sort and display
options. The user may select from a choice of predefined report settings or may create
and save their own. The user may select the type of report based on a wide variety of
data classifications (e.g., reports by address, status, customer number, expiration, etc.)
Alarm Track" also allows the user to preview the report before it is printed. Reports may
be exported to Microsoft Excel, Microsoft Access, a comma-delimited file and others.
Finally, reports may be e-mailed without leaving Alarm Track"'.
Menu & Table Driven
Alarm Track"' is both menu and table driven . Processes may be selected from the toolbar
or main menu using a mouse or keyboard. Right click menus are supported as well as
context sensitive and online helps.
Software Documentation
Our documentation is concise and thorough. Documentation updates are generally
provided with major software revisions for clients subscribing to annual software support.
"On-line" Data Entry
The software allows on-line entry of all new customer data in Customer Account
Maintenance . This entry is usually performed while the customer service representative
is on the telephone with the requesting customer.
Free Form Notations
AlarmTrack'" includes an extensive note subsystem . These notes may be utilized to
make any notations needed for customer service information.
Multiple User Design
AlarmTrack" was designed as a multi-user system. Each user is given a security level.
The system administrator may elect to allow a user access to certain fields and not to
others. Field labels may be changed (even into different languages) depending on the
user security level. Access to AlarmTrack" may also be granted and revoked at any time
or on specific dates.
Audit Trail
All changes to the database are time/date stamped and the user's name and workstation
is recorded. In addition, the user's name and workstation appears at the bottom of all
data entry screens. Changes to fields can also be automatically archived to notes.
Progressive Solution? 5 Attac0up8p5ffl9,
8 JSearch Capabilities
Any field may serve as the basis of an account lookup. In addition, when searching for
accounts the user may specify the sort order for the results.
Address Validation
The system provides an integrated geobase utility for verifying address formats. In
addition, an optional database update is available on CDROM that provides up to date
nationwide address and zip plus four validations. This service provides updates every 2
months.
Software Maintenance & Upgrades
No charge is made for software assistance provided: (1) a Software Support Agreement
is in effect, and (2) software assistance is not the result of modifications made by parties
other than Progressive Solutions®. Software enhancements that are part of the regular
update process are included in the cost of the Software Maintenance Agreement.
Charges for custom system enhancements that the City may specifically request are
made pursuant to written proposals and are billed at the rate specified in such proposals.
C. Project Management Team
The project manager for the City will be Glenn Vodhanel. Kevin Harker, Software
Development Manager for AlarmTrack^, may assist. Steven Le Van and Shawn Cobarrubias
may serve as client liaisons and provide Crystal ReportsTM customization. Additional
personnel may be retained as needed to meet or exceed client objectives.
Glenn R. Vodhanel
Glenn Vodhanel is the founder of the company and continues to assist customers with
consulting and software design services. The firm began providing services in 1979 and in
the course of providing facility management to municipalities ; PSI grew to employ over 20
employees. Today, PSI's primary focus is on municipal software development and support.
In 1981, Mr. Vodhanel earned his BA in business administration with a concentration in
accounting. He was first certified with Microsoft during the Lan Manager days and as a result
of his efforts Progressive Solutions® has earned the title MicrosoftTM Certified Solution
Provider.
Kevin Harker
Kevin has been designing and programming software enhancements in Progressive
Solutions® software products for over the past 7 years. He has been responsible for keeping
our products on the leading edge of technology and making sure that all our customers
benefit from any software enhancements.
Steve Le Van
Steve acts as a client liaison for our customers . In addition , he serves as a valuable member
of the migration team by providing his expertise in software setup , training and designing
forms using Crystal Reports".
Shawn Cobarrubias
Shawn acts as a client liaison for our customers. In addition, she serves as a valuable
member of the migration team by providing her expertise in designing forms using Crystal
Reports'".
Progressive Solutions® 6
Attac"ANW9a4 ,D. Implementation Plan and Scope of Services
Installation , on-site training and on-going support during the implementation period
are all provided and included in our proposal.
Primary objectives
• Efficient data entry, maintenance and validation.
• Efficient and timely management of permit renewals and tracking of all correspondence.
• The optional ability to accept payments through the Internet.
• Ease of obtaining ad hoc management and operational information.
Implementation steps
1. Discuss how the City is now doing business and what improvements can be made.
2. Obtain copies of current City forms for conversion to Crystal Reports-.
3. Have the City provide us with the current data files so that we can develop a migration
matrix to specify where and how data will be migrated. City will provide a contact person
familiar with the current False Alarm system in case there are any questions regarding
the field definitions and data format. The data files will be provided in a machine
readable format and will include a description of the data fields. A test migration and
evaluation will be conducted at this time. We will also discuss the fields to be utilized and
how they will be configured in the system to best suit the City's needs.
4. Migrate data to AlarmTrack".
5. Have City review custom forms developed by Progressive Solutions® and sign off on the
basic form design. We will be happy to perform minor form modifications from time to
time, although major revisions may incur additional costs.
6. Set up system at customer's
suggestions.
Schedule a go live date.
site with preliminary data for customer viewing and
7.
8. Upon receipt of city's final data, migrate data to AlarmTrack"".
9. Provide migrated data and operational training to city staff.
10. Provide additional data tuning if required.
11. Software maintenance and customer support.
Timeline
The number of days required for delivery and installation of the software after execution of the
contract and receipt of payment are determined by our receipt of your purchase order.
Implementation of our packaged software can be completed in as few as 14 days after
contract execution. An implementation schedule detailing the steps and responsibilities of
each party will be provided upon execution of the contract. Data migration assumes that the
city provides their data to PSI in personal computer readable format, and that the format will
not change between the migrated test data and the live migrated data. Access to the system
and data must be made available via internet using the Symantec's PC Anywhere or other
similar application at the time of the live implementation.
Progressive Solutions® 7
Attachnlgjgp260Training
Training will be provided to end-users managers and administrators of the software. No
special training is required for technical personnel other than a familiarization where the data
is stored and where the executable and dll files reside on the server.
The training will be conducted in the City's training room if one is available , or at the user's
workstations at the choice of the City. All training is hands-on with the most current
converted data . Training or end-user workstations can be set up on the first day of training.
Instructions for setting up additional workstations will be provided to the City's IS staff.
The training generally takes 2-3 days. Due to the intuitive nature of the software, most users
are comfortable with daily operations within 1 or 2 days. After the initial training, questions
may arise that can easily be handled through our courteous and prompt phone support that is
included in our maintenance agreement. Additional training can be purchased at our
standard daily rate of $1200.
Data conversion procedure
The Migration procedure consists of:
• Matrix definition (to identify customer fields and determine where fields will be
transferred)
• 2 data conversions (The first conversion is a test to identify any data issues . The second
conversion is done immediately prior to the live date.)
On the first conversion, the City will provide to us their current data via internet or mail in a
suitable format . We will convert the data and check it in AlarmTrack^ to identify any data
issues as mentioned above . The City's current data will also help us to determine how the
fields will best be configured and utilized.
The migration procedure does not include any detailed data evaluation or modification unless
specified in writing and approved by both parties prior to migration . All customer data must
be provided in the same format for each conversion . Any data inconsistency and/or migration
rescheduling may result in implementation delay and/or additional charges . Typically, the
data addresses will be validated and cleaned up if possible through the address validation
software . From our experience , our current system has the capability of storing far more
detailed information than the systems that we convert from , so it is anticipated that there will
be no significant loss of data during conversion.
Interfaces
Since the system is designed to the ODBC standards, interfaces can be created between
other ODBC compliant products. In addition, AlarmTrack" has a built in financial export
editor that allows the financial export file to be tailored to virtually any format.
Progressive Solutions®|1010|Attach"OuwA11?pSystem growth and enhancements
Regular enhancements to the system are made based upon customer requests. All
customers benefit from any enhancements made to the software. Updates are available from
our website ensuring our customers benefit from the latest changes in technology . Optional
public lookup inquiry is available through the Internet. Progressive Solutions® can work with
the City's web designer in order to configure this service . Other options available include
taking payments and applications for Alarm Permits through the Internet as a means of
reducing data entry.
Software support
The maintenance fee includes technical support , help with reports , etc. via phone , web, our
built in "connect desktop with support " function , and Symantec's PC Anywhere or other
intemet connection that the City Supports. Also included are periodic software updates
downloadable from our website.
Other services
Progressive Solutions® currently performs a range of information services. All personnel
involved in system development have earned computer science degrees from reputable
colleges, and/or have proven their ability in past software development projects.
Modification of agreement
Progressive Solutions® will perform strictly to any negotiated agreement. Any modifications
to the negotiated agreement must be in writing and signed by the respective authorized
representatives.
Progressive Solutions®|10 10|Attach"g^Pjff^2260E. Compensation
Alarm Track"" Com onents
AlarmTrack" software license (2 concurrent edit users) $9,000
Conversion of all convertible records (electronic format) $2,500
Turnkey configuration form, letter and database setup $1,200
Custom Visioneer CAD SQL interface $4,500
Electronic interface to GL via Ca$hierCentral Included
Two (2) days onsite training ($1200/day) $2,400
Total Installed Alarm Track'" Software Cost $19,600
Annual software maintenance Alarm Track'" * $2,500
Optional: Web payments Interface using PSI packaged web pages $9,500
Optional: SSL certificate good for 2 years including installation $500
*Annual maintenance will be pro -rated to July fgt.
Reasonable Travel and Lodging will be billed at actual cost . (Minimal required for this
installation due to our proximity to the City of Culver City).
Setup and License Fee
We propose the above initial one-time fee to establish the various charges, codes and
configuration of the Alarm Track" software system. Also included in this price are custom
forms based upon our standard templates and letters. We require the Microsoft® SQL Server
Client-Server Database for maximum performance and enhanced reporting capabilities.
Assuming that a SQL Server box is available, it is expected that no additional hardware will
be required unless the City decides to utilize a receipt printer and cash drawer with the alarm
permitting and false alarm billing system. If this is desired, the pricing for these 2 items is
listed under H. Options.
The above fee will include conversion of the city's active and inactive alarm records if the
current data can be provided in a standard PC format.
CAD interface
The CAD interface will allow the user to import alarms directly from the CAD system for any
selected time period and provide an automated false alarm linking and account creation
process.
Progressive Solutions® 10
Attachp8g^,Pff^3A&.yCompensation - Payment Terms
Invoices will be based on the schedule below:
Upon order execution 50% $9,800
30 days from training/implementation (50%) $9,800
Software Investment Total $19,600
Annual AlarmTrack^ Maintenance Fee (Including All
Software Upgrades)
$2,500
This proposal is valid for 90 days from the date of the proposal . Most implementations
can be completed within 30 to 60 days from receipt of an executed agreement!
Optional components
AlarmTrack- is compatible with a variety of optional components to facilitate ease of use.
Optional components are listed in H. Options.
Concurrent user license
We have proposed a solution that includes incremental pricing for concurrent user licenses.
This proposal allows an unlimited number of staff members to be established. The only
limitation is that no more than the stated number of users may access the system
concurrently (at the same time) except for departmental approval and read only users. We
have made this proposal in the interest of providing the city with a low cost solution that
meets or exceeds the city's needs.
Forms
Progressive Solutions® maintains a supply of blank forms designed specifically for
AlarmTrack-. Using these forms will ensure printer compatibility. The above custom forms
design is quoted using PSI forms. The use of other forms may incur additional cost. If other
forms must be used, we strongly recommend that our forms be used as a template.
Zip+4 Validation
Progressive Solutions® offers a CDROM update service for AlarmTrack^. The service
provides updates every 2 months for current address validation. The most current address
data will be provided at the time of installation.
Customization services
AlarmTrack- is a table driven system designed to adapt to the operation of most customer
needs . Should a city desire specific programming modifications to our system , modifications
are available on either a fixed price or time and materials basis.
Progressive Solutions® 11
Attachp8b j X14 pF. Relevant Experience/References
At Progressive Solutions® our primary focus has been on providing software and service to
municipal government. It is these hands on experience that we bring to your table. We gladly
impart the benefits of our experience so that your objectives are met or exceeded.
Progressive Solutions®
AlarmTrackT m Client List
Client
City of Gardena
1700 W. 162nd Street
Gardena , CA 90247
City of Glendale
131 N. Isabel St.
Glendale, CA 91206
City of Hawthorne
4455 W. 126 th Street
Hawthorne , CA 90250
City of Menlo Park
701 Laurel Street
Menlo Park , CA 94025
City of Palmdale
38300 Sierra Hwy Ste 'D'
Palmdale Ca, 93550
City of San Marcos
1 Civic Center Drive
San Marcos , CA 92069
City of Yonkers
87 Nepperhan Ave
Yonkers, NY 10701
Contact Person : Telephone Number:
Laura Bartlebaugh
Installed : Dec 2004
(310) 217-9518
Business Licensing, False
Alarms with CAD interface,
Cashiering
Maria Perez-
Hernandez
Installed : Nov 2006
Natalie Brandon
Installed 2001
Yvonne Gulley
Installed : Nov 2005
Kathy Inman
Approved: Jul 2006
Shauna Vuoti
Installed : Dec 2005
Joan Deierlein
Installed : Nov 2005
(818)548-3989
False Alarm Billing with
CAD interface
(310)970-7203
Business & Pet Licensing,
False Alarm Billing and
Billing, plus Cashiering
(650) 330-6317
False Alarm Billing with
CAD interface
(661)267-5229
LicenseTrack, False Alarm
Billing
760-744-1050 x 3101
False Alarm Billing
(914)377-6020
AlarmTrack & TowTrack
Progressive Solutions 12 February 7, 2007
Attachment Page 15 of 21G. Sample Screens
PSG MemberTrack - Progressive. Solutions QuickServe Suite
'C3 X ^ +a Iii W k9
Accowk name
#*R & A LIQUOR
A R & G DISCOUNE
VOR & M AUTOMO Fie
A R 3 DAUM CON!
A RADIO SHACK ^
Lj )
RADIO SHACK
&RAINBOW AUT:
RALLY'S HAMBU
RAMIREZ BEAT
Search
RAINBOW AUTO TECH
13738INi LE'',VOOD AVE
A RAMIREZ HECT City
$*RAMIREZ OLIVI
RAMIREZ JUAN
®RAMONA SCHO,
RAMP WEST MA
RANCHO MARKS
Conta A Code
EC - Emergency Corrraci
RANDLE MARY License frequency
-
RAPID GAS INC A. L nual
$*RAPISCAN
A RAVEN JACOB
RAWLS MAUR]
RAY VALLENS FI
RECON SPECIAL
A REDD JERREL
$REDEEMED CHU
&REED HAZEL
A REED ,CHERI
A REFLEXION OF II
®AL FURNITURE MFG, INC.
&RELINE MARY
RENEE MICO
REPLACEMENT COMMUNICATION
$REPUBLIC SERVICE BUREAU INC
'l RESOURCE COLLECTION, INC THE
i-' 9 12513 E?28
Contact Tele phone
RAINEUvdAUTU TECH 131 1875-[A28
4345'rV IMPERIAL HY/Y
Start date Curent e
Subscr tion Type
Accou l 4 3600
Currently Pending
J lipq
G- Trent due $0 00
F571-1-2-11 3 -
5/30;'2003 j
AF'C Alarm Perrrn rr Commercial
130
3291
2132
3402
1844
3425
12530 YUKON AVE
5306 W 137TH ST
13622 CHADRON AVE APT 37
3300 W ROSECRANS AVE STE 203
3348 W EL SEGUNDO BLVD
4901 W ROSECRANS AVE
The above screen allows access to all account entry and information through tabs and pull down
menus . The status of each account is easily determined by the icons to the left of the account names
for this query. More tabs can be activated such as the additional fields tab and approvals tab if more
information is to be utilized for the accounts.
The above is confidential & the proprietary property of PROGRESSIVE SOLUTIONS!
Progressive Solutions® 13
Attachp#8F,PA626061 X C31 RN L P- ±J_jj 1:^^M -J s j
r* ii
Batch Sequence Account
--
E:
Pending Item Unixs Arrourd Year T
3 ^bDD
M F
P N
l A t 3600 1 ! 1 U k j ccoun - n nown
AINBOW AUTO TECH
Issuance Received Date Sales tax
„i Starting balance $0.00
Unk:.no, n [12117/2]04 - NNJcme
F'r^^ru`ior;
Total charges $0.00
' B arch F eceipt Enrr^. ^h izard
Char code
%0 Total due $0.00
APP - Alarm Application '$25
Units Amount Year
F1
25 ['[I
2004
Notes
AppI :
cn_ e
Payment type Amount
0 -Cash -1110.00
Payment number Notes
Close Ca°^eel Ilob
The above cash entry screen allows quick charge code selection and payment type entry. Charge
notes , payment number and payment notes can be entered for each cash receipt . It also allows
movement between incremental accounts , application of last merged and recurring charges , approval
warning levels, etc.
The above is confidential & the proprietary property of PROGRESSIVE SOLUTIONS'!
Progressive Solutions® 14
Attach"B^,Ap^726PFile Search Options Help
10
Name RAINBLI4AUTO TECH
Account # 3600
Attention
Residence
Currently Pending 1 f
Address 13P38INIiLE''-,,,'FIND AVE
Mairing
City H.A1,,/TH1--RNS ST F-,
zip
9035p B72B
Same
P Address
Member Attributes
Contacts
Account Notes Approvals Additional Fields I Transaction History I Billing Into Linke L^j
u "r" a i
Contact code Contact Home phone Home fax
', EC - Emergency Contact RAINBOW AUTO TECH (312)675-0028 NA
CO - Copaying Contact RAINBOW AUTO TECH (312)675-0028 NA
The contacts are accessed through the contacts tab. An unlimited number of contacts can be
established based upon user-defined contact codes . By double clicking on a contact , the contact
details will appear where additional information can be entered.
The above is confidential & the proprietary property of PROGRESSIVE SOLUTIONS''!
Progressive Solutions 15
Attachrp@5fP X1806;jo Name R, IN BFN AUTO TECH Account # 3600
Attention
G Residence
Currently Pending 1 F
J
Address 1
;; IIJGLEV'OOD AVE
Mailing
current due $0 00
City
HA;,v'THORNE ST- fC- Zip 90250-6726
6Address
a
Member Attributes I Contacts
I
Account Notes I Approvals
I
Additional Fields
Transa ction History I Billing into I Luke +
S[Ij _!j
rt
tRS
Action Transaction Date Amount Received Amount Charged Expiration
Cash Receipt 12/10/2003 12.50 0.00 NA
Cash Receipt 11/25/2003 107.50 120.00 NA
Delinquency notice sent 09/10/2003 NA NA 06/30/2003
Delinquency notice sent 08/07/2003 NA NA 06/30/2003
Renewal notice sent 06/03/2003 NA NA 06/30/2003
Subscription Issued 05/05/2003 NA NA 06/30/2003
Cash Receipt 05/01/2003 87.50 87.50 NA
21
Transaction History lists all notices, licenses, cash receipts, renewals, delinquents, etc. that have
occurred. Licenses, renewals, etc. can be reprinted by double clicking on the description. By double
clicking on a cash receipt, the complete detail can be viewed (see below).
The above is confidential & the proprietary property of PROGRESSIVE SOLUTIONS'!
Progressive Solutions® 16
Attach"apj X9260ariA
= j ii
ccount 3600 Merge user RBLACK
Transaction date 11/25/2003 Payments $107.50
Post date 11/25/2003 Charges $120.00
Merge date 11/25/2003 Account pending
Register id 14632 Balance forward $0.00
Pa yment t Payment num... , Payment note Pa ment amount
1 -Check na na
-
107.50
Char ge code 7777 Financial code Units Char e amount Year Note
Permit - Permit Fee ALARMS -A... 1 50.00 2003 na
REN - Renewal Fee ALARMS - A... 1 20.00 2003 na
'1 PD100 - Penalty Due 10... ALARMS -A... 1 50.00 2003 100% PENALTY
t OP/UP - Overpayment/... Deposits - Lia... 0 -12.50 Overpayment/U...
Detailed information for each cash receipt can be viewed by double clicking the receipt.
Name BOEING I_I IMPANY, THE
Account # 17638
Attention t 1
_ SLOT 1 F09
Business •
Currently Licensed •r ^•
t9Ul
Address C
1222
Mailin
IJ , EPLIL'•;ED",BL'dC' #3uu
Mailing
Current due $000
City
ST i.
Zi
F Same
ELSEGI_IIJDO p .1 _' 19CI'4_I-11
Address
Account Note. ,31 Approvals I Additional Fields I Transaction History Billing Info I Linked Accounts
Linked Files I ? Code Description Archived
CE Code Enforcement letter NO
Linked files allows the attaching of any file or scanned document to the account. Documents can be
instantly brought up on the screen by double clicking on the selection.
The above is confidential & the proprietary property of PROGRESSIVE SOLUTIONP
Progressive Solutions® 17
AttachFs^.^jff?0260H. Options
• License Paper
1 box(6000)
$510
2 to 3 boxes
$408/box
4 to 7/boxes
$326.40/box
8 & above
$261.12/box
• Renewal & Delinquent Paper
1 box 2200
$255
2 to 3 boxes
$204/box
4 to 7/boxes
$162/box
8 & above
$132/box
• CASS Certification (Allows validation & discounts)
<5,000 records
$1,080/yr
• Register Components
Star Micronics Receipt Printer/Document Validator $795
Electronic cash drawer
$325
• Register add-ons
Customer LCD Display
$189
Extra cash tray(extra)
$47
Cash drawer lid with lock & key) $38
Thermal receipt paper (50/box)
$2.50/roll
Compatible Ribbons (6/box)(Minimum order of 1 dozen) $3.50/ribbon
• Fingerprint Recognition
Fingerprint recognition devices with driver (each) $199
Fingerprint recognition driver alone $50
• Integrated Software
Seagate Crystal Reports Professional Upgrade
$199
Seagate crystal Reports Standard Upgrade $79
• Bar code Components
Bar Code Wand Reader $299
Bar Code Scanner CCD:O"-3" $399
Bar Code Scanner Laser:0"-12" $799
Bar Code fonts (Also includes Postnet) $225
• Credit Card Components (Select One)
Credit Card Connector (each Register) or site license $99
Credit Card Connector (Site License) $999
• Payment Processing Components (Select One)
Mag Stripe/Credit Card Reader $199
Check Reader $335
Check & Mag Stripe Reader
$449
Check, Mag Stripe & Bar Code Reader $499
Progressive Solutions 18 February 7, 2007
Attachment Page 21 of 21