HomeMy WebLinkAbout2010-06-29; City Council; Resolution 2010-1651 RESOLUTION NO.2010-165
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING THE
3 AGREEMENT FOR INSTALLATION AND MAINTENANCE
4 OF A POLICE EVIDENCE SYSTEM WITH QUETEL
CORPORATION
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6 WHEREAS, the City of Carlsbad has recognized the need to upgrade or replace
7 the Property and Evidence System and to implement a Digital Evidence management
8 system; and
9 WHEREAS, the City of Carlsbad released Requests for Proposals and received
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vendors' responses that were evaluated by the selection team; and
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WHEREAS, after careful review and evaluation of the responses, the selection
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team now recommends Quetel Corporation, for the installation and maintenance of a13
Police Evidence System; and
WHEREAS, Quetel Corporation possesses the necessary skills and
16 qualifications to provide services required by the City; and
17 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
18 Carlsbad, California, as follows:
19 1. That the above recitations are true and correct.
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2. That the Agreement with Quetel Corporation, a copy of which is attached
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hereto, is hereby approved and the Mayor is authorized to execute the
agreement on behalf of the City.
24 3. That the fees and compensation for the purchase and installation of the
25 Police Evidence system shall not exceed $123,432 as further described in the
26 Agreement between the City of Carlsbad and Quetel Corporation
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4. That the annual fee for software support services shall not exceed $14,475 as
further described in the Agreement between the City of Carlsbad and Quetel
Corporation.
PASSED, APPROVED AND ADOPTED at a Special Meeting of the City
Council of the City of Carlsbad on the 29th day of June, 2010, by the following
vote to wit:
AYES: COUNCIL MEMBERS LEWIS, KULCHIN, HALL, PACKARD AND
BLACKBURN.
NOES: NONE.
ABSENT: NONE-
ATTEST:
(SEAL)
E M. \)OD, City
AGREEMENT FOR INSTALLATION AND MAINTENANCE OF A POLICE EVIDENCE
SYSTEM
QUETEL CORPORATION
THIS AGREEMENT is made and entered into as of the ^3off^/ day of
, 2010, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and Quetel, a corporation organized and existing under the laws of
the Commonwealth of Virginia, ("Contractor").
RECITALS
A. City requires the professional services of a firm that is experienced in
installation and maintenance of Police Evidence Systems.
B. City issued a Request for Proposals and contractor submitted a proposal
to the City and has affirmed its willingness and ability to perform such work; and
C. City carefully reviewed and evaluated the RFP responses and
recommended Contractor for the installation and maintenance of a Police Evidence
system.
D. Selection of Contractor is expected to achieve the desired results as
defined in the city's Request for Proposal, the contractors proposal and the attached
Exhibits; and
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this
reference in accordance with this Agreement's terms and conditions.
2- STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one year from the date first
above written. The City Manager may amend the Agreement to extend it for an
additional two one year periods. Extensions will be based upon a satisfactory review of
Contractor's performance, City needs, and appropriation of funds by the City Council.
The parties will prepare a written amendment indicating the effective date and length of
the extended Agreement.
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4. CHANGES IN WORK
If, in the course of the Agreement, changes in work are proposed by Contractor or the
City, and informal consultation with the other party indicates that a change in the terms
and conditions of the Agreement may be warranted, Contractor or the City may request
a change in the Agreement. The changes must be processed in the following manner:
Contractor will forward a letter outlining the proposed changes, including any changes in
the fees or statement of work to the City. The letter should clearly describe what
services are to be provided. If appropriate, the letter will also describe what existing
screen or function should be changed and what capability is provided. City staff will
prepare an Amendment to the Agreement and submit it for approval to the City
Manager. Any Amendment to this Agreement will not render ineffective or invalidate
any unaffected portions of this Agreement.
5. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
6. COMPENSATION
The total not to exceed fee payable for the Services to be performed as defined in
Exhibit "A" and the equipment to be provided as defined in Exhibits "B" and "C" will be
one hundred and twenty three thousand four hundred and thirty two dollars ($123,432).
The total fee payable for two years of software support services as defined in Exhibit "H"
will be fourteen thousand four hundred and seventy five dollars ($14,475) per year for a
total of twenty eight thousand nine hundred and fifty dollars ($28,950). No other
compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement. The City reserves the right to withhold a ten percent
(10%) retention until City has accepted the work and/or Services as specified in Exhibit
"A".
Incremental payments for the Services to be performed as defined in Exhibit "A" and the
equipment to be provided as defined in Exhibits "B" and "C" will be made as outlined in
attached Exhibit "D". Payments for software support services as defined in Exhibit "H"
shall be made annually after the completion of the Warranty Period
7. LICENSE
Contractor grants to the City a perpetual, irrevocable, nonexclusive, nontransferable
license to use all Contractor application Software provided under this Agreement as
specified in Exhibit "G" Software License.
8- STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
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services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
9. PERSONNEL
9.1 Contractor' s Project Manager.
Zaki Horany will be Contractor's Project Manager and Hisham Abbas will be
Contractor's back-up Project Manager for the Project. In addition to the specific duties
identified in the Statement of Work contained in Exhibit "A", the general duties of
Contractor's Project Manager include, but are not limited to: (a) functioning as a
coordinator between Contractor's staff and the City's staff; (b) coordinating the
deployment of Contractor's resources; (c) working with the City's Project Manager to
plan all Project activities and tasks; (d) meeting with the City's Project Manager as
frequently as deemed necessary by the City, at no additional cost to the City, to report
on the Project's status and resolve outstanding issues; (e) preparing monthly status
reports and submitting each status report to the City's Project Manager no later than five
(5) business days prior to the next scheduled monthly meeting; (f) ensuring Contractor's
tasks identified in the Statement of Work are performed in accordance with the Project
Schedule; (g) acting as Contractor's point of contact for all matters relating to the
Project and this Agreement; (h) facilitating meetings between the City and Contractor's
executives, when scheduled or requested; (i) ensuring the City's Project Manager or
designee receive necessary information through regular and called meetings, written
documentation, and formal and informal communications; (j) ensuring only competent,
qualified experts from Contractor and Contractor's subcontractors are utilized on this
Project; (k) responding in writing to any written request from the City within five (5)
business days from the date of request; and (I) promptly responding when contacted by
the City's Project Manager.
In each monthly status report, Contractor's Project Manager shall identify and
document any late deliverables, and any impediments that Contractor may detect that
will/may interfere with the successful completion of this Project, create delay in
performance, or effecting the completion of this Project in the amount of time allocated
by this Agreement.
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9.2 City's Project Manager.
The Police Department's Public Safety Information Technology Manager will be the
City's Project Manager for the Project. In addition to the specific duties identified in the
Statement of Work contained in Exhibit "A", the general duties of the City's Project
Manager are: (a) coordinating the assignment of City resources necessary to fulfill the
City's obligations under this Agreement; (b) acting as the City's point of contact for all
matters relating to the Project and this Agreement; and (c) responding in writing to any
written request from Contractor within five (5) business days from the date of the
request.
9.3 Contractor's Key Personnel.
If, at any time during the term of this Agreement, Contractor is required to change the
Project Manager or back-up Project Manager for any reason, Contractor will replace the
previous Project Manager or back-up Project Manager with a new Project Manager or
back-up Project Manager, acceptable to the City, within ten (10) business days. In
addition, Contractor will develop a plan for acclimating the new Project Manager and
ensuring the Project continues on schedule. Until the new Project Manager has been
identified and is fully acclimated to the Project, Contractor's President will assume the
Project Manager's responsibilities under this Agreement. A change in Project Manager
will not be grounds for a change in the schedule or a change in the terms of this
Agreement.
9.4 Compliance with Work Rules.
Contractor will ensure that, while they are on City premises, Contractor's personnel and
subcontractors will comply with the City's working rules and policies, including the City's
security procedures.
9.5 Background Checks and Removal of Personnel.
Prior to being allowed to perform any work on this Project, all non-City personnel
assigned to the Project must submit to and pass a background check by the Police
Department. In addition, if, at any time, the City determines an individual is not able to
effectively perform the services required by this Agreement, the City will notify and
discuss the matter with Contractor in an attempt to reach a mutual resolution. However,
at the City's request, Contractor will immediately remove the individual from the Project.
Further, in the event that a non-City person assigned to this Project by Contractor is
arrested for any reason, Contractor shall notify City's Project Manager of this event and
City reserves the right to have Contractor remove said person from this Project.
10. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor's subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
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in this Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
11. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
12. PUBLIC DISCLOSURE REQUEST
If City receives a request to disclose any Confidential Information under any Public
Information Act, Open Records Act or similar law ("Request"), the City shall immediately
notify Contractor and prior to disclosure give Contractor an opportunity to take any
protective action it deems appropriate. If Contractor has not responded timely to the
Request, as defined by the applicable law for which the Request is made pursuant to,
the City may, in its sole discretion and without being in breach of this Agreement,
respond to the Request as the City deems appropriate. In the event that Contractor
directs the City not to disclose the Confidential Information materials sought pursuant to
the Request, Contractor will indemnify City against any losses, including reasonable
attorney fees and costs, sustained arising from the non-disclosure of the Confidential
Information material requested in the Request. City, in its sole discretion may tender the
Request to Contractor for response, including, any and all subsequent legal actions or
challenges related to the non-disclosure.
13. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses
including attorneys fees arising out of the performance of the work described herein
caused by any negligence, recklessness, or willful misconduct of the Contractor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for
whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City
incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
14. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the services by Contractor
or Contractor's agents, representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best's Key Rating
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of not less than "A-:VM". OR with a surplus line insurer on the State of California's List of
Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide
of at least "A:X".
14.1 Coverage and Limits.
Contractor will maintain the types of insurance coverage and minimum limits indicated
below, unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
14.1.1 Commercial General Liability Insurance. $1.000.000 combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
14.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
14.1.3 Workers' Compensation and Employer's Liability. Workers'
Compensation limits as required by the California Labor Code. Workers' Compensation
will not be required if Contractor has no employees and provides, to City's satisfaction, a
declaration stating this.
14.1.4 Professional Liability. Errors and omissions (E&O) liability
appropriate to Contractor's profession with limits of not less than $1,000,000 per claim.
Coverage must be maintained for a period of five years following the date of completion
of the work.
14.2. Additional Provisions. Contractor will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
14.2.1 The City will be named as an additional insured on General
Liability.
14.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
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14.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
14.3 Providing Certificates of Insurance and Endorsements.
Prior to City's execution of this Agreement, Contractor will furnish certificates of
insurance and endorsements to City.
14.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these
insurances coverage, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverage. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
14.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and
endorsements.
15. WARRANTIES
15.1 Warranty Period. The warranty period ("Warranty Period") on all Contractor
installed computer software and hardware is for one (1) year following the date of the
City's final acceptance of the Police Evidence system as complete and authorizes final
payment to Contractor.
15.2 System Warranty. Contractor warrants that the Police Evidence system will
meet the requirements as defined in this Agreement, the City's Request for Proposal,
any amendments to the RFP, the proposal submitted by Contractor and the final
documentation for the Police Evidence system. Contractor warrants that for the
Warranty Period and for as long as there is an agreement, including hardware and/or
software maintenance agreements in effect between the parties, the Police Evidence
system will be free from defects in material and workmanship and remain in good
working order.
15.3 Equipment Warranty. Contractor warrants that at the time of delivery, all installed
equipment listed in Exhibit "C" and any other piece of equipment or computer hardware
or general component hardware installed as part of the Police Evidence System will be
new and unused, will be free from defects in materials and workmanship and will remain
in good working order during the Warranty Period.
15.4 Software Warranty. Contractor agrees that during the Warranty Period and as long
as there is a maintenance agreement between the parties, Contractor will provide the
City with any updates to the application software and any related documentation at no
additional charge.
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15.5 Work Quality Warranty. Contractor warrants that all work performed by Contractor
under this Agreement will confirm to best industry practices and will be performed in a
professional and workmanlike manner by staff with the necessary skills, experience and
knowledge to do so.
15.6 Warranty of Title and Non-infringement. Contractor warrants that is has good title
to all Contractor application software("Software") provided under this Agreement and
the right to license its use to the City free of any proprietary rights of any other party or
any other encumbrance whatsoever. Contractor shall indemnify, hold harmless, and
defend the City from any liability for damage, costs, reasonable attorney fees or other
loss incurred by the City in connection with any claim that the Software or the City's use
thereof under this agreement violates the trade secret, trademark, copyright, patent, or
other proprietary right of any other party; provided, however, that City has given
Contractor prompt written notice of any such claim and Contractor shall not admit
liability on behalf of the City. Should the Software become the subject of a claim of
infringement of a trade secret, trademark, copyright or patent, the City may, at is option
and expense either (1) procure for the City the right to continue to use the Software as
contemplated in this Agreement, or (2) replace or modify the Software and/or modify its
use to make its use under this Agreement non-infringing. Contractor agrees that the
City's remedy here under shall not be limited to this corrective action.
15.7 Service Warranty. Contractor warrants that it will remedy any failure, malfunction,
defect or nonconformity in the Police Evidence system as specified in Exhibit "H",
Contractor Software Support agreement.
15.8 The provisions of the foregoing warranties are in lieu of any other warranty,
whether express or implied, written or oral (including any warranty of merchantability or
fitness for a particular purpose). The foregoing warranties extend to the City only and
shall not be applicable to any other person or entity.
16. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement(s), as may be amended from time-to-time.
17. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
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18. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at once to City. Contractor
will have the right to make one (1) copy of the work product for Contractor's records.
19. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services, not hardware or
software will be vested in City and Contractor relinquishes all claims to the copyrights, if
any, in favor of City.
20. NOTICES
The names of the persons who are authorized to give or receive written notices to or on
behalf of City and to or on behalf of Contractor pursuant to this Agreement are
identified below.
For City: For Contractor:
Name Maria Callander Name James Cleaveland
Title Public Safety Technology Manager Title President
Department Police Department Address 14100 Sullvfield Circle
City of Carlsbad Suite 700
Address 2560 Orion Way Chantillv. VA 20151
Carlsbad. CA 92010 Phone No. 800 354 6777
Phone No. 760-931-2176
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
21. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
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Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
22. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
23. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
24. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
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25. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it in order for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
26. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
this Agreement without liability, or, in its discretion, to deduct from the Agreement price
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
27. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et seq.. the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions include false claims made with deliberate
ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
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on any public work or improvement for a period of up to five (5) years. Contractor
acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
28. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
29. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement nor any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
30. ORDER OF PRECEDENCE
The City's Request for Proposal for Police Evidence System, Contractor's proposal, and
all other documents specifically referenced as Exhibits to this Agreement, are included
and made part of this Agreement. The requirements of this Agreement shall supersede
any conflict between the attached Exhibits, and this Agreement.
In the event of any inconsistency between or among the documents reference as
Exhibits to this Agreement, or any other documents, the inconsistency shall be resolved
by giving precedence in the following order:
A. Agreement Amendments.
B. Agreement.
C. Exhibits
31. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, along with the purchase order for this Agreement and its provisions, embody the
entire Agreement and understanding between the parties relating to the subject matter
of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or
discharged except in a writing signed by both parties.
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OFFICIAL SEAL
NOTARY PUBU&COMMOWetffl OF WONA
ADAM ROSS WAGNER
COUNTY OF ARLINGTON
ID* 7230181
My CommMon Expirae
October 31, 2013
32. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
/
(print name/title)ATTEST:
LORR/^JEM.M/6OD
City Clerk
(e-mail address) -',, ^ +
If required by City, proper notarial acknowledgment of execution by contractor must''
attached. If a Corporation. Agreement must be signed by one corporate officer from
each of the following two groups.
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALDJfc^&LL, City Attorney
PSJ
By:.
Assistant City Attorney
13
City Attorney Approved Version #05.06.08
EXHIBIT "A"
SCOPE OF SERVICES
This scope of services defines the principal tasks of both parties for the implementation
of a complete Police Evidence system.
Task 1: Assignment of Personnel
The purpose of this task is to confirm the assignment of Contractor personnel and
complete any necessary background Investigations.
Contractor will:
1. Work with City background investigators to complete background investigation.
2. Provide all necessary documents for background investigators in a timely
manner.
3. Confirm the appointment of the City's Project Manager.
City will:
1. Inform Contractor of assigned background investigator(s) contact information.
2. Perform background investigations in a timely manner.
Task 2: Initial Meetings and Business Process Analysis
The purpose of this task is to jointly review the current workflow processes and existing
forms utilized by the City, followed by detailed product presentations in order to allow
the City to fully understand the capabilities of the Police Evidence system to be installed
and to allow Contractor to understand what modifications need to be made to the base
system in order to meet the City's needs.
Standard system configuration will be provided at no additional cost to the City, and
includes, but it not limited to, the renaming of agency-specific data elements and the
modification of existing data-entry screens to reflect these updated field names.
Modifications of the database, such as fields used to describe the item, people, and
case associated with the item, are also at no additional cost to the City provided that
they don't require major changes in source code or work flow.
All forms in Exhibit "I" will be produced by the Police Evidence system
Contractor will:
1. Schedule and attend on-site meetings at City facilities for a period of time
sufficient to successfully complete these tasks.
2. Conduct a detailed review of the current workflow processes and existing forms
utilized by the City in order to determine what forms can be modified and/or
eliminated by the implementation of the new system.
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3. Walk through of the evidence room and current procedures used to handle and
control evidence from cradle to grave obtaining all relevant reports and forms
used in the process.
4. Walk through of the City's current digital evidence collection and storage process
5. Observe operation and use of the current property system.
6. Conduct detailed product demonstrations to property room staff and selected
field officers and detectives who may be called upon to use the various web
browser modules to allow the City to fully understand the capabilities of the
system to be installed. The demonstration will included but is not limited to:
a. Discussion of management concerns and objectives
b. How should officers enter data
c. How the discovery process works
d. How the barcodes are printed, scanned and used
e. Use of the mobile barcode scanner uses
f. Effective look up table coding to make the most of the system
g. Codes and values for look up tables, e.g. crime charges, locations,
categories, etc.
h. Examine a standard set of fields as a kick off point for detailing fields and
screens
i. Obtain sample data and field definitions for legacy data to be imported
7. Ensure that Contractor personnel attend these meetings who are authorized to
negotiate and commit Contractor to providing the desired changes to the system.
8. Provide overview of the optional modules that are included in the system to be
provided.
9. Document any configuration changes requested by the City during this task.
10. Conduct a review of the hardware to be provided and update as required by the
city. Contractor will provide price quotes, if applicable for hardware configuration
changes requested by the City.
City will:
1. Ensure that City personnel who are authorized to make system design and
operational decisions are present and participating in the scheduled meetings or
are available to the City's Project Manager as may be necessary.
2. Demonstrate the City's current system in order for Contractor to understand
current operations and workflow procedures.
3. Provide input on how the new system's fields and screens should be set up and
configured.
4. Provide current forms and procedure manuals for Contractor to review
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Task 3: Submittal of Design Configuration
The purpose of this task is for Contractor to prepare and submit a design document
describing the police evidence system to be provided.
Contractor will:
1. Produce and deliver to the City a design document that includes but is not limited
to:
a. All screens and data fields necessary for the digital and physical evidence
modules
b. Drafts of automated forms that will be produced by the system
c. The format of the barcode labels to be printed
d. Diagram the flow of mobile barcode scanner screens and logic
e. A list of the look up tables which the City will need to populate
f. All changes to base system that were identified during Task 2 including
appropriate screen shots, flow charts and any other information required
to document the system that is proposed.
g. An updated Exhibit "E" adding any additional functions that need to be
demonstrated during Preliminary Acceptance testing
2. Confer with the City as needed in order to obtain any additional information or
clarifications necessary for contractor to complete the design document.
The City will:
1. Confer with Contractor as needed in order to facilitate the consolidation of all
information necessary for Contractor to complete the design document.
Task 4: Review and Approval of Design Configuration
The purpose of this task is for the City to review the design document submitted by
Contractor, inform Contractor of necessary changes and then approve the final design
document. This process may be iterative in nature, with various versions being
produced until the final version is agreed upon. The City's Project Manager will be
responsible for formally notifying Contractor of the approval of the design document.
Contractor will:
1. Review the design document with the City and make any changes that are
deemed necessary by the City.
2. Resubmit the modified version of the design document as necessary and review
changes with the City.
City will:
1. Review the design document, suggest changes that it deems appropriate and
communicate these in writing to Contractor
2. Review and comment on any resubmitted versions of the design document as
necessary.
3. Approve final version of the design document.
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Task 5: Preliminary Data Conversion
The purpose of this task is for Contractor to develop a routine for the export of data from
the City's current system (provided in a flat file or Excel format), make any suggestions
needed for data integrity and conformity to SQL Server field standards, and to develop a
data transformation service (DTS) module.
Contractor will:
1. Analyze the data from the City's current evidence system and bring to the City's
attention any issues that may arise.
2. Develop a DTS module to import and test data against a sample of the data
export from that system.
3. Note any corrections needed for data integrity and conformity to SQL Server field
standards.
City will:
1. Export a test file from the legacy evidence system to a flat file or Excel spread
sheet.
2. Make decisions about the data corrections needed.
3. Make corrections and export a fresh copy, if significant corrections are required,
Task 6: Coding and Installation of Test System
The purpose of this task is for Contractor to code and install the Police Evidence system
as specified in the design document including the converted data on a test server in the
City's environment.
Contractor will:
1. Configure the database tables and configure or develop screen layouts in
accordance with the City's accepted design.
2. Create the formats of letters and forms including draft requests to officers to
release property and to owners to pick up property
3. Install a test Police Evidence system on the already existing Contractor test
server in the Safety Center Data Center, so that users can test how it adheres to
the design document.
4. Populate the configured database with the converted data.
5. Install any hardware necessary to fully test the test system.
City will:
1. Provide access to test server environment.
2. Provide and approve the values to be entered into the look up tables to validate
entries into key fields. Many of these values, e.g. crime charges, locations, etc.
will already be part of the current evidence system, but any additional values for
those tables or additional tables, which the City may want, will be provided. New
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tables with many entries may be entered into a spreadsheet and Contractor can
import them.
3. Assist Contractor with installation of any necessary hardware.
Task 7: City Review and Approval of Test System and Converted Data.
The purpose of this task is to ensure that the functionality of the system is as specified
in the design document and that the test data conversion was successful.
Contractor will:
1. Review the functionality of the test system with the City and work jointly with the
City to resolve any issues.
2. Make necessary changes in the test system in order to conform to the design
document.
3. Make any necessary changes to the DTS in order to correct errors in data
conversion.
4. Do successive test data conversions until issues with the DTS are resolved
City will:
1. Validate the data imported from the current system and notify Contractor of any
errors.
2. Review the functionality of the test system for conformance to the design
document and notify Contractor of any corrections that need to be made.
3. Notify Contractor of final approval of test system.
The City's Project Manager will be responsible for formally notifying Contractor of its
approval.
Task 8: Equipment Installation and Software Installation on Production servers
The purpose of this task is to install the approved software configuration on the Citys
production server and to complete the installation of the equipment listed in Exhibit "C".
This is done in preparation for preliminary acceptance, training and production use.
Contractor will:
1. Install the approved configuration in the test system on the City's production
server.
2. Install and show City's IT technical staff how to install all hardware listed in
Exhibit "C".
City will:
1. Provide production servers.
2. Assist Contractor in the installation of equipment and software.
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Task 9 Preliminary Acceptance
Following installation, Contractor with the City's Project Manager or other authorized
person will operate the system to demonstrate that it meets the requirements and
functions without serious errors. Should any be encountered they will be fixed
immediately and demonstrated. Demonstration of corrected errors may be conducted
remotely. The procedures for this process are detailed in Exhibit "E", Preliminary
Acceptance.
Task 10 Training
All training will be completed before the Police Evidence System goes into production
as specified in the Training Plan (Exhibit "F")
Task 11 Final Acceptance Test Period
Following completion of all tasks identified in this Agreement, a mutually agreed to "go-
live" date for the Police Evidence System will be determined. On that date, the City will
begin a forty-five (45) day Final System Test period. The purpose of the final system
acceptance test period is to verify that all Police Evidence system, hardware and
software defects found during Task 9 have been successfully repaired and that all
requirements of this Agreement have been successfully completed by Contractor.
The Final System Test will be considered successfully completed when:
1. The Police Evidence system has run continuously without any serious errors
2. Minor errors found during the Final System Test have been remedied
3. The Police Evidence system has run continuously with an uptime standard of
99.95%
For purposes of this Agreement, a serious error will have occurred if:
1. The City has essentially no effective use of the Police Evidence system.
2. A key function or operation of the Police Evidence system is substantially
impaired and impacts the City's safety services operations.
When serious errors occur, the City will immediately and in writing describe the error, in
what function it occurred and what keystrokes or mouse clicks the user had performed
immediately prior to the error. The 45-day Final System Test period will start anew after
Contractor installs corrections to remedy such serious errors.
Errors that are not serious as defined above will be corrected before the completion of
the Final System Test.
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Exhibit "B"
Technology Requirements & Standards
Server
City will provide the server to run the Police Evidence system. The operating system
will be Windows Server 2008 running under ESX Vmware. The City will also provide a
database server running Microsoft SQL server 2008. All data will be stored on the
Safety Center Compellent SAN. City will provide Uninterruptible Power Supply (UPS)
protection. The Police Evidence system will be backed up using IBM Tivoli.
The City provided server will undergo security review before and after installation of
application. It is expected that all Police Evidence system components will function
correctly with all current patches and standard security protocols such as Antivirus, and
all appropriate Microsoft updates.
Prior to the first training session, the Contractor will program all system components,
any linking commands, configure all database shares, and test the entire Police
Evidence system to ensure each feature functions correctly.
Contractor is responsible for installing all software necessary for Police Evidence
system, including but not limited to the server application, the client application and
performing whatever configuration of those is necessary.
The Police Evidence system will use the existing SQL server running with the following
specs:
• Intel Xeon 64-bit processor running at 3.0 GHz
• 4 GB of RAM
• 10 GB available for database storage
• Windows Server 2008 64-bit
• SQL Version 2008
Contractor guarantees that the server specification below will support the Police
Evidence system application/web server.
• 2.8 (or better) GHz Pentium 4 or greater processor speed
• 4 GB of Random Access Memory (RAM)
• 40 GB Operating System
• 2.0 TB Data Storage (sized for 5 years)
• Windows Server 2008
• .Net Framework 3.5
• IIS 7.0
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Remote Connection to Server
Contractor's ability to provide both warranty and on-going annual support assumes
quick, periodic access to the server, to install the application, provide upgrades, and
diagnose problems. Remote access will be provided using Contractors remote support
tool (Inter-tel). If for some reason, the Contractor's remote support tool no longer is
effective, Contractor is amenable to using the City's web based SSL VPN.
Workstations (clients)
The Police Evidence system to be installed is completely web based and therefore does
not require installation of client software other than a web browser. The Police
Evidence system will be accessed on City provided workstations with the following
minimum hardware and software specifications:
• Pentium III or greater processing speed (Pentium IV is recommended)
• 1 GB of RAM
• 5 GB of free hard disk required.
• USB ports for wedge scanner, and. signature capture option
• Windows XP Professional or later
• Internet Explorer version 7.0 or greater
The Police Evidence system will be accessed from workstations at the Safety Center in
the City's Active Directory domain (Carlsbad) and also the mobile workstations in the
police vehicles in the police Active Directory domain (Safety). For example, an officer
must be able to start entering evidence from a police mobile in the Safety domain, and
complete the entry from a desktop in the City's Carlsbad domain.
Barcode scanner requirements
Contractor guarantees that MC 3000 barcode scanners will connect to the City's
existing 802.11 wireless network and allow for real-time upload of data to the Police
Evidence system. This will require the devices to use WPA2 protected EAP encryption.
Contractor also guarantees that MC 3000 scanners will be capable of running in a
"disconnected" state, using a separate software application if necessary.
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Digital Evidence
The Digital evidence system will accept and store and authenticate any digital file type.
All digital evidence metadata will be stored and available to the user if necessary.
The Police Evidence system will store both information about the physical evidence and
the digital evidence and associate that evidence with a case number. The same user
interface will be used to enter and view both types of evidence. It will be apparent to the
user what types of evidence exist for a case. For example, while viewing the screen
that lists the physical evidence for a case, there will be a link to the digital evidence for
the case as well.
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Exhibit "C"
Project Cost
Equipment
Two heavy duty printer network printers (2,080 ea.) 3 $2,080.00 $6,240.00
Cutter 3 $720.00 $2,160.00
3" x 2" tags stock and ribbon for + 24K tags. $600.00 $600.00
SATO CG Portable barcode printer $695.00 $695.00
Two tethered scanners USB (215 ea.) 2 $215.00 $430.00
Five year mail in maintenance incl.
Two signature pads 1" x 5" backlit (395 ea.) 2 $395.00 $790.00
Signature pad three year mail in maintenance (only option available) incl.
Two MC 3000 mobile scanner (includes license) 2 $1,895.00 $3,790.00
Wireless upgrade for the mobile scanner (lea. @ 500) 2 $500.00 $1,000.00
Subtotal $15,705.00
Sales tax $1,374.19
Total Equipment cost $17,079.19
Hardware Maintenance
Printer: Two year mail in maintenance without print head
replacement 3 $275.00 $825.00
Cutter: two year mail in maintenance 3 $97.50 $292.50
Portable Printer: Two year mail in maint no print head replacement $195.00 $195.00
MC 3000 five year mail in maintenance 2 $520.00 $1,040.00
Total Hardware Maintenance $2,352.50
Software
Core Software License $32,500.00
Enhancements (Data conversion, Signature capture, Attach files, Report Writer) $15,500.00
Submission rejection module $3,500.00
Wireless enabling software for the mobile scanner $2,500.00
Box management for the mobile scanner $3,500.00
Total Software Cost $57,500.00
Services: Installation and Training $7,500.00
Total Property and Evidence $84,431.69
Digital Evidence Project Cost
Core Software License $33,500.00
Services Installation and Training $5,500.00
Total Digital Evidence $39,000.00
Total Project Cost Quetel $123,432.00
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Exhibit "D"
Payment Schedule
Milestone Payment Schedule
Upon completion of:
Task 1-4: Review and Approval
of Design Configuration
Task 5-7: Review and Approval
of Test System and converted
data
Task 8-9: Preliminary
Acceptance
Task 10: Training
Task 11: Final acceptance
City will pay contractor:
20%
25%
25%
20%
10% plus retention
$22,218
$27,772
$27,772
$22,218
$23,452
City will withhold 10% of every invoice until Final acceptance has been completed.
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City Attorney Approved Version #05.06.08
Exhibit "E"
Preliminary Acceptance
The functions that will be demonstrated by Contractor on the production Police
Evidence system during Task 10 of Exhibit "A" include but are not limited to:
Enter and query data and images
1. Enter several records in each of the look up tables such as:
a. Add users to the user table
b. Add locations to the location table
2. As an officer add two cases using the officer module including at least the
following steps:
a. Enter physical evidence
b. Assign and print barcodes
c. Put in locker
d. Print report forms
e. Enter digital evidence including an impression with a RAW file
f. Print receipt
g. Annotate one or more images
h. Add additional evidence to one of the two cases
3. As a property officer accept physical evidence
a. Put physical items away on the shelf using the mobile scanner
b. Verify that the move was recorded in the history
4. Query that the item and the digital records have been entered into the active
database
5. Query by case
6. Verify that the physical evidence records are in the active database
7. Show that the history records reflect that they have been submitted, accepted,
and moved to the proper shelves
8. Display the attached reports that were automatically attached
9. Verify that the images are in the active database
10. Verify that item image shows as Authenticated
11. Show that the history records their submission, annotation, and access
12. Edit one or two item and image records
13. Check history tables to verify the edits
14. Test the query capability physical evidence
a. Build searches for physical evidence using different fields and save
i. By case
ii. By person
iii. By submitting officer
b. Run queries and verify that they return the expected records
c. Sort on a non-default column
d. Print the browse grid
e. Add a field to the browse grid and move it to the desired position
f. Remove a field
g. Verify that the added fields is positioned properly and the deleted field
gone
15.Test the query capability for digital evidence
a. Build searches using different fields and save
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i. By photographer
ii. By case
iii. By case investigator
16. In the Image TraQ module, query a case with an impression image
17. Measure and calibrate the image
18. Save the calibration
19. Print the image in a 1:1 ratio
20. Using Photoshop make some enhancements to another image
21. Save the enhancements
22. Compare the original authenticated image with the enhanced image
23. Print the comparison images
24. Copy the two images to a CD
25. Verify that they copied
26. Print the images on the case
27. Enter a case as an officer and reject one or more items
28. Make sure his/her email is set to that of one of the testers
29. Check that the email arrived at the prescribed email address
30. Correct email address, as needed
31. Transfer one or more physical evidence items from one location to another
32. Use the signature pad
33. Verify that they item and history records record the transfer
34. Print the chain of custody to show the signature
Reports
1. Build, save, and run an ad hoc report
2. Narcotics items submitted for the prior month
3. Assumes narcotics items are separable by category for other items
4. Modify and save the above report to permit selection of any category
5. Run the report and check that it prompts for category
Build and run notifications letters
1. Create an (investigator) letter requesting release authorization based on a case
query
2. Email to account that can be verified (e.g. a tester)
3. For owners create a letter requesting retrieval of unneeded property based on a
case query
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Exhibit "F"
Training Plan
Section 1 Introduction
Scope: This training plan describes and defines the training, educational program
goals, objectives and standards for supporting the implementation of a Police Evidence
system for the City. Contractor software products covered in this Training Plan are
Evidence TraQ and Image TraQ.
Goal: The goal of this training plan is to make sure all personnel understand the proper
use of the software and hardware provided with the Evidence TraQ and Image TraQ.
This plan provides a basis for establishing the required learning objectives in all training
methods and offers recommended courses.
Objectives: The objective of this plan is to train the appropriate City personnel to
understand how to
• Enter the descriptions of physical and digital evidence into the system and
upload digital evidence
• Maintain that data and images throughout the their complete life cycle
• Retrieve that data and images
• Report on that data
Note: Contractor will not provide for instruction in the operation of the Photoshop
software whose use is permitted in Image TraQ.
Section 2 User Levels
This plan outlines five separate levels of users and maps skills against them so that
managers overseeing the two evidence functions can adequately train personnel,
thereby gaining more efficient operational use of the data the systems contain.
Database Administrator - The City's IT Administrators will not be involved in the day-
to-day tasks of the Property and Evidence Room and will concentrate of tasks that can
be performed from the Server Room. The City's IT Administrators will be responsible
for the installation and re-installation of the software on the server, on mobile scanners,
short cuts on PCs.
Skill Level
• Extensive experience in the Microsoft SQL operating system
• Formal training in Networking
• A strategic view of the domain and interaction with all external domains
• Ability to work independently to quickly and completely solve problems
• Debugging Network Problems
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• Ability to train Application Administrators
Application Administrator - The Application Administrator is normally a manager who
is responsible for the assignment to user groups' employees for each of the two
systems, administration of various tables such as Data Tables and Lookup tables and
for training they will be responsible for training new System Users.
Skill Level
• Strong communications skills. (Can explain solutions for problems to
users and other Administrators.)
• Maintain and enforce adherence to City procedures with regard to physical
and digital evidence
• Strong knowledge how to user Windows Operating Systems and
Applications
System User - The System Users are the property and evidence room staff and crime
scene investigators. These are the work-horses of the systems. They perform the day-
to-day tasks that keep them running smoothly.
Skill Level
• Strong knowledge of Windows Applications
• Attention to detail
Trainers - The Trainers are the City employees that will be responsible for training the
Officers in the Electronic Property Report Form. These may be the system users,
because of their familiarity with procedures and standards
Skill Level
• Strong knowledge of Windows Applications
• Strong communications skills
• Strong knowledge of Teaching Theory
Officers - The Officers will be responsible for entering physical and digital evidence
into the systems and using at least the physical evidence portion for viewing records,
etc.
Skill Level
• Familiar with Personal Computers
• Familiar with Web Browsers
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Section 3: Training Classes
Class: System Users and Application Administrators
Objectives
The purpose of this training class is to provide instruction on the day-to-day use
of the two TraQ systems. Following training, students should be able to perform
all their day-to-day functions.
Length and Schedule
There are three four-hour sessions, taking place as follows:
1.
2.
3.
One afternoon session
A morning session on the following day. In the interim require that
users enter at least five actual cases of varying complexity on a day
or days that the property room is closed to the public.
A refresher session two or four weeks later
Delivery Method
The training will entail class room instruction, with a one-to-one relationship
between attendees and computer workstations. Students will be provided
instruction on how to perform a specific function in a hands-on environment to
assist with their learning the system, and how to adapt the system to their
environment.
Content
Database Overview
Components of the virtual table, which displays, cases, people, and items
Box Table
Look-Up Tables
History
Image pointers and directory structure
Data entry/editing Item
Officer screens
Physical evidence
Digital evidence
Barcode Printing
Recording locker placement
Saving a Record
Printing forms
Physical evidence acceptance screens
Data Entry aides
Drop Down Menu
Calendar drop downs
Tab or Mouse Movement
Enter additional records later
Case Data is repeated
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Queries
Building a simple query
Operators (data type specific)
Building an advanced query
Adding Conditions ("and" vs. "or")
Using Brackets in an advanced query
Building an "Ask Later" query
Enter Ask Later Prompt
Saving Queries
Selecting an Existing Query
Quick Queries
Browse Grid
Shows items in query
Click on item to get underlying record detail
Sort browse grid and column values
Change column widths
Print browse grid
Configure columns
Transfers (physical evidence)
Scan to Location
Scan or key Assignee (custodian)
Enter Reason
Scan Barcode
Report builder
Reports Overview
Reports Concepts
Building a Report
Selecting a Report
Modifying an Existing Report
Copying a Report
Report Options
Other reports forms and letters
Inventory Reports
Chain of custody
Letters
Officers
Owners
Delete record
Not yet saved
Record is saved
Suppress record, does not allow reuse of barcode number
Attachments: Attach a File
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Images: Upload
Annotate
Query and view (crime scene technicians)
Copy (crime scene technicians)
Calibrate (crime scene technicians)
Compare (crime scene technicians)
Print (crime scene technicians)
Mobile Computer Software (physical evidence)
Move between storage locations
Transfer
Inventory
Manage Boxes
Class: Application Administrators
Objectives
In addition to learning the day-to-day operations of Evidence TraQ and Image
TraQ; Application Administrators will have an additional training session to train
them in administering various supervisorial functions. Following training,
students should be able to perform the application administration duties.
Delivery Method
The training will entail classroom instruction, with a one-to-one relationship
between attendees and computer workstations. Each student will complete
hands-on exercises to assist with their learning. In addition, students and the
instructor will discuss how to best use Evidence TraQ and Image TraQ while
working within the City's environment and procedures
Length
One two-hour session.
Content
Look-up Table Maintenance
Necessity of preparing lists ahead of time
Adding and editing
Deactivating values
Security
Putting Users in Groups
Deactivating a User
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Class: Database Administrators
Objectives
Database Administrators will learn how to install the Property and Evidence
Software on the workstations and the mobile computer devices. In addition, they
will learn how to set up various User Groups for Evidence TraQ and Image TraQ.
Length
Training Time: One two-hour session
Delivery Method
The training will entail classroom instruction, with a one-to-one relationship
between attendees and computer workstations and mobile computers. Each
student will complete hands-on exercises to assist with their learning.
Content
Installing Evidence TraQ and Image TraQ on server
Installing Evidence TraQ in the Mobile Computers
Creating User Groups
Class: Trainers
Objectives
Trainers are the City employees whose responsibility will be to train the Officers
in the description and submission of physical and digital evidence as well as the
query browser.
Length
Training Time: One two-hour session
Content
Electronic Property Report Form
Printing Barcodes
Printing forms/reports
Queries
Delivery Method
The training will entail classroom instruction, with a one-to-one relationship
between attendees and computer workstations and mobile computers. Each
student will complete hands-on exercises to prove with their full understanding.
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Class: Officers
Objectives
The City's Officers will be trained by the City's Trainers. Officers will be trained
the operation of the physical evidence description screens and digital evidence
description and upload.
Length
Training Time is will be one two-hour session.
Delivery Method
The training will entail classroom instruction, with a one-to-one relationship
between attendees and computer workstations and mobile computers. Each
student will complete hands-on exercises to prove show they have mastered
data entry and query.
Content
Access short cut
Electronic physical evidence report form
Enter a new case
Add Involved People
Add New Items
Cash
Firearms
Narcotics
Edit un-submitted physical evidence
Edit People
Print barcodes
Record locker number
Print reports
Submit
Upload images
Enter a new case
Add Involved People
Upload images
Annotate images
Queries physical evidence and digital evidence
Query Types
Case
Person
Investigator
City Attorney Approved Version #05.06.08
33
Exhibit "G"
Software License
1. License
1.1 Contractor hereby grants to the City a perpetual, irrevocable, non-transferable and
non-exclusive license to use all Contractor application software provided under this
Agreement to: (a) operate the System; (b) conduct internal training and testing; and
(c) perform disaster recovery, backup, archive and restoration testing, and
implementation.
1.2 The license for each Contractor application product will become effective on the
date the product is used by the City in a live environment. The City may use the
Contractor application software on any equipment at any City facility and may make
as many copies of the software as it desires to support its authorized use of the
software, provided the copies include Contractor's or the third-party owner's
copyright or other proprietary notices.
1.3 Contractors granting of and the City's use of the Contractor application software
does not constitute a waiver of the City's right to reject the system, in whole or in
part.
1.4 The license fee for the Contractor application software shall be payable by the City
in accordance with the terms of this Agreement.
2. Restriction on Use and Transfer of the Contractor application software
The City may not copy the Contractor application software (except as allowed in Section
1.2) or otherwise make the Contractor application software available, in whole or in part,
to any other party, and may not take any action to modify, reverse assemble or reverse
compile the Contractor application software, or any part thereof. The City may not sell,
assign, give, sub-license in any manner or otherwise transfer by operation of law or
otherwise, this license or said programs to any third party without prior written approval
by Contractor.
3. Ownership and Protection of Confidential Information
3.1 Contractor shall at all times retain sole title to and ownership of the Contractor
application software, except that title to and ownership of any portion of the
Contractor application software that is owned by a third party shall remain with the
applicable third party, such as Microsoft operating and database systems,
Infragistics utilities for creating controls, barcode and signature capture software,
bar code printer utilities, etc.
3.2 The Contractor application software and the associated documentation contain
copyrighted and/or proprietary information of Contractor. The City may not disclose
or otherwise make available the Contractor application software or the associated
documentation to any person other than the City's employees for the purposes
necessary for the City's use as authorized herein. The City may not remove or alter
City Attorney Approved Version #05.06.08
34
any copyright notices or any other proprietary legends in the application software or
the associated documentation. The City must take such steps as are reasonably
necessary to ensure continued confidentiality and protection of the Contractor
application software and the associated documentation as required hereunder and
to prevent unauthorized access thereto or use thereof by any of the City's
employees or any other entity. The provisions of this paragraph shall survive any
termination of the license granted hereunder except as provided by law with which
the City complies.
4. Limitation of Liability
Except for Contractor's liability arising out of the manufacture, sale or supplying of the
Contractor application software or its use or disposition, shall not exceed the license
fees paid by the city under this Agreement. In no event shall Contractor be liable to the
City or any other person or entity for special, incidental or consequential damages
(including, but not limited to, loss of profits, loss of savings, loss of data or loss of use
damages) arising out of the use or disposition of the Contractor application software. In
no event will Contractor be liable for any claim brought by the City more than two years
after the cause of action arose or reasonably should have been discovered.
5. Maintenance
The City may obtain from Contractor software support services. Software maintenance
commences one year from Final Acceptance of the Police Evidence system.
6. Export Law
City may not export or otherwise transfer the Contractor application software outside the
United States unless done in full compliance with the U.S. Export Administration Act
and any other laws or regulation governing the export of materials of such nature.
7. General
7.1 If any provision hereof shall be deemed by any court to be invalid, illegal, or
unenforceable, such provision will be enforced to the maximum extent permissible
by law, and the validity, legality and enforceability of the remaining provision hereof
shall not be affected or impaired.
7.2 This License and the underlying Agreement in which it is included supersede all
prior agreements and understanding between the City and Contractor related to the
Contractor application software and is intended to be the complete and exclusive
statement of the terms of the City's license to use the Contractor application
software.
7.3 This License shall be governed by, and construed in accordance with the laws of
the State of California
City Attorney Approved Version #05.06.08
35
Exhibit "H"
Contractor Software Support Services
The purpose of this Exhibit is to define the level of service to be provided by Contractor
during the Warranty Period and thereafter.
1. TERMS OF AGREEMENT
After the Warranty Period of 365 days, the annual cost of software support services
shall be $14,475. Subject to appropriations of funds by the City Council, payment for
software support services will be paid annually. Software support services can be
renewed by mutual written agreement for successive twelve-month periods. Either
party at the end of the term or any renewal period can cancel this software support
service with respect to all or any of the Software by giving the other party a 60-days
written notice. Contractor may, in addition, cancel software support services with
respect to any Software that, in its good faith judgment has become excessively
abused, modified by other than Contractor personnel, or obsolete, and return any
unused funds to the Client.
2. SERVICE OBLIGATIONS
During the Warranty Period and for as long as there is a software support agreement
between the parties, Contractor shall use its best efforts to remedy any failure or
malfunction as follows:
2.1 Priority one failures:
2.1.1 For purposes of this Agreement, a priority one failure will have occurred if
(a) the City has essentially no effective use of the Police Evidence system and/or
(b) the Police Evidence system does not allow officers to enter data in the
system, and after a journeyman-level IT Administrator has rebooted the server,
they are still unable to enter data.
2.1.2 Contractor will respond with as many qualified and knowledgeable
representatives as necessary within sixty (60) minutes after notification by the
City.
2.1.3 Contractor will furnish uninterrupted, continuous efforts to remedy priority
one failures on an emergency basis.
2.1.4 Contractor will be available 24 hours per day, seven days per week for
resolution of Priority one failures.
2.1.5 Priority one failures which, in Contractor's good faith judgment, are due to
the City's sole negligence, operation error, abnormal use, or alteration or repairs
not performed or authorized by Contractor, may be repaired by Contractor, and
City Attorney Approved Version #05.06.01
36
the City agrees to pay for such services at Contractor's current time and material
rates. Contractor will not perform any such services without prior consent and
knowledge of the City.
2.2 Major errors and/or malfunctions
2.2.1 For purposes of this Agreement, a major error or malfunction will have
occurred if a key function or operation of the Police Evidence system is
substantially impaired but the City still has effective use of the Police Evidence
system.
2.2.2 Contractor will respond with as many qualified and knowledgeable
representatives as necessary within four hours after notification by the City.
2.2.3 Contractor will be available from 8:00am to 6:00pm (EST) Monday through
Friday for resolution of major errors and/or malfunctions.
2.3 Technical Support
2.3.1 For purposes of this Agreement technical support is defined as any
malfunction or error other than a priority one failure or a major error or
malfunction.
2.3.2 Contractor will respond with as many qualified and knowledgeable
representatives as necessary within one business day after notification by the
City.
2.3.3 Contractor will be available from 8:00am to 6:00pm (EST) Monday through
Friday technical support.
2.4 Contractor holidays: Contractor will observe the following holidays: New Year's
Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day
and Christmas Day. Contractor may change these holidays upon 60-days written notice
to the City.
2.5 Remote support: To provide the most responsive service, the City will provide
Contractor with a method to provide support remotely. This method will either be a VPN
or a connection to Contractor through Contractor's secure Web site.
2.6 Services outside the scope of this agreement. If in the course of this Agreement
the City desires that the Contractor perform support services outside the scope of the
software support services defined herein, the procedure described in section 4 of the
Agreement, "Changes in Work", shall be followed.
City Attorney Approved Version #05.06.08
37
3. LIMITATION OF CONTRACTOR LIABILITY
Contractor shall not be responsible or liable for any failure to perform thereunder if such
failure is caused by acts of God, strikes or labor disputes, failures of transportation, fire
or flood or other casualties, which are beyond circumstance for any incidental or
consequential damages or any damages for negligence, with respect to any software
held under this Agreement.
City Attorney Approved Version #05.06.08
38
Exhibit I
Police Evidence Forms
This exhibit contains the City's current Police Evidence paper forms that are to be
automated by the new Police Evidence system provided in this Agreement.
(Remainder of this page left intentionally blank)
City Attorney Approved Version #05.06.08
39
CARLSBAD POLICE DEPARTMENT
PROPERTY / EVIDENCE REPORT
Reporting Officer
Assigned Detective
Crime Type Relationship Codes:
Name (Last, First Middle) or Organization
Address (including City, State & Zip)
Home Phone Work Phone Sex Date of Birth Additi
Name (Last, First Middle) or Organization
Address (including City, State & Zip)
Home Phone Work Phone Sex Date of Birth Additi
CASE#:
DATE: PAGE OF
ARJIS ID #
ARJIS ID #
V=Victim O=Owner F=Finder S=Suspect
Relationship to Incident
V O F S
Residence LJ Business Lj
onal Information / ID
Relationship to Incident
V O F S
Residence LJ Business LJ
onal Information / ID
PROPERTY/EVIDENCE INFORMATION
Item*
Make
Quantity
Item Description
Model
Weight
ID/Serial Number Cash Deposit
OK NO
Comments
Owner's Name, DOB, Address, Phone # (show only last name if owner previously identified)
CLASSIFICATION CHECK ONE ONLY (OFFICER)
O Court/Ev
D Impound
D Found Pr
D Destructi
dence -
- Release
aperty
Hold for
after 48/
D Safek
roy at ear
:ourt disposition or officer/investigator release
72 hours (personal contact to stop release)
:eping D Recovered - Return to owner
iest convenience
BAR CODE
FINAL DISPOSITION (P/E CUSTODIAN)
D Returned to Owner D Destroyed
D Retained by Court D Auctioned
D Department Use D Charity
D Case Jacket By:
D Other
D Agency Date:
Item #
Make
Quantity
Item Description
Model
Weight
ID/Serial Number Cash
Comments
Deposit
OK NO
Owner's Name, DOB, Address, Phone # (show only last name if owner previously identified)
CLASSIFICATION CHECK ONE ONLY (OFFICER)
D Court/Evidence - Hold for court disposition or officer/investigator release
D Impound Release after 48/72 hours (personal contact to stop release)
D Found Property D Safekeeping P Recovered Return to owner
D Destruction - Destroy at earliest convenience
BAR CODE
FINAL DISPOSITION (P/E CUSTODIAN)
D Returned to Owner D Destroyed
D Retained by Court D Auctioned
D Department Use D Charity
D Case Jacket By:
D Other
D Agency Date:
ltem#
Make
Quantity
Item Description
Model
Weight Comments
ID/Serial Number Cash Deposit
OK NO
Owner's Name, DOB, Address, Phone # (show only last name if owner previously identified)
CLASSIFICATION CHECK ONE ONLY (OFFICER)
D Court/Evt
D Impound
D Found Prc
D Destructic
dence -
>perty 1
>n - Dest
Hold for court disposition or officer/investigator release
after 48/72 hours (personal contact to stop release)
3 Safekeeping D Recovered - Return to owner
roy at earliest convenience
BAR CODE
FINAL DISPOSITION (P/E CUSTODIAN)
D Returned to Owner D Destroyed
D Retained by Court D Auctioned
D Department Use D Charity
Q Case Jacket By:
D Other
D Agency Date:
Revised 12/17/03
D Receipt Requested
^AKJL&ttAU rUJLlCli, U&VAK. I MfcfN 1
PROPERTY/EVIDENCE REPORT
CONTINUATION
Reporting Officer
CASE #:
DATE:PAGE OF
ARJIS ID #
PROPERTY/EVIDENCE INFORMATION
Item » Item Description
Make Model ID/Serial Number Cash
Quantity Weight Comments
Deposit
OK NO
BAR CODE
Owner's Name, DOB, Address. Phone It (show only last name if owner previously identified)
CLASSIFICATION CHECK ONE ONLY (OFFICER)
D Court/Evidence - Hold for court disposition or officer/investigator release
D Impound - Release after 48/72 hours (personal contact to stop release)
Q Found Property D Safekeeping D Recovered Return to owner
O Destruction - Destroy at ear iest convenience
FINAL DISPOSITION (P/E CUSTODIAN)
D Returned to Owner D Destroyed
D Retained by Court D Auctioned
D Department Use P Charity
a Case Jacket Bv:
D Other
D Agency Date:
Item # Item Description
Make Model ID/Serial Number
Quantity Weight Comments
Cash Deposit
OK NO
BAR CODE
Owner's Name, DOB, Address, Phone H (show only last name if owner previously identified)
CLASSIFICATION CHECK ONE ONLY (OFFICER)
D Court/Evidence - Hold for court disposition or officer/investigator release
D Impound - Release after 48/72 hours (personal contact to stop release}
D Found Property D Safekeeping D Recovered - Return to owner
D Destruction Destroy at earliest convenience
FINAL DISPOSITION (P/E CUSTODIAN)
D Returned to Owner D Destroyed
D Retained by Court D Auctioned
CD Department Use D Charity
D Case Jacket Bv:
O Other
D Agency Date:
Item # Item Description
Make Model ID/Serial Number
Quantity Weight Comments
Cash Deposit
OK NO
BAR CODE
Owner's Name, DOB, Address, Phone it (show only last name if owner previously identified)
CLASSIFICATION CHECK ONE ONLY (OFFICER)
D Court/Evidence Hold for court disposition or officer/investigator release
D Impound - Release after 48/72 hours (personal contact to stop release)
D Found Property D Safekeeping D Recovered - Return to owner
i — i LJCMruciion uesiroy ai earnest convenience
FINAL DISPOSITION (P/E CUSTODIAN)
D Returned to Owner D Destroyed
D Retained by Court D Auctioned
D Department Use D Charity
D Case Jacket Bv:
D Other
D Agency Date:
Item tt Item Description
Make Model ID/Serial Number Cash
Quantity Weight Comments
Deposit
OK NO
BAR CODE
Owner's Name, DOB, Address, Phone tt (show only last name if owner previously identified)
CLASSIFICATION CHECK ONE ONLY (OFFICER)
D Court/Evidence - Hold for court disposition or officer/investigator release
D Impound - Release after 48/72 hours (personal contact to stop release)
D Found Property D Safekeeping D Recovered - Return to owner
D Destruction - Destroy ai ear iest convenience
FINAL DISPOSITION (P/E CUSTODIAN)
D Returned to Owner D Destroyed
D Retained by Court D Auctioned
D Department Use D Charity
D Case Jacket Bv:
D Other
D Agency Date:
D Receipt Requested
Revised 12/17/03
PROPERTY/EVIDENCE FORM
San Diego Sheriffs Department
SEIZURE DATE
CRIME DATE
REPORTING OFFICER
INCIDENT TYPE DIVISION
PAGE
1 OF
BILLING CODE
SDSO CASE NUMBER
INCIDENT LOCATION
ID
PERSON SUBMITTING (OTHER THAN ABOVE)
.
ASSIGNED DETECTIVE ID
OUTSIDE AGENCY
STATION/UNIT
OUTSIDE AGENCY CASE*
HAS OTHER EVIDENCE BEEN PREVIOUSLY SUBMITTED ON THIS CASE? Q Y Q N
JUVENILE CASE 7
D Y D N
KEY CASE NUMBER
MAIL STOP DETECTIVES PHONE NUMBER
PHONE NUMBER
LAB SERVICE'
D Y D N
DATE NEEDED
PEOPLE AFFILIATED WITH THE LISTED PROPERTY
AFFILIATE
TYPE
NAME (LAST, FIRST. MIDDLE) RACE
HOME ADDRESS, CITY. STATE ZIP
SEX DOB AGE
HOME PHONE
EMPLOYER/SCHOOL INFORMATION (RANK IF MILITARY) BUSINESS OR MILITARY ADDRESS. CITY, STATE. ZIP
AFFILIATE
TYPE
NAME (LAST. FIRST MIDDLE) RACE
HOME ADDRESS CITY. STATE ZIP
BUSINESS PHONE
SEX DOB AGE
HOME PHONE
EMPLOYER/SCHOOL INFORMATION (RANK IF MILITARY) BUSINESS OR MILITARY ADDRESS, CITY. STATE. ZIP
AFFILIATE
TYPE
NAME (LAST. FIRST MIDDLE) RACE
HOME ADDRESS CITY. STATE ZIP
BUSINESS PHONE
SEX DOB AGE
HOME PHONE
EMPLOYER/SCHOOL INFORMATION (RANK IF MILITARY) BUSINESS OR MILITARY ADDRESS CITY STATE. ZIP BUSINESS PHONE
EVIDENCE INFORMATION SECTION
ITEM*LAB SERVICE' ITEM DESCRIPTION QUANTITY
D Y D N
MAKE MODEL CALIBER VALUE
ID'SERIAL NUMBER EVIDENCE TYPE FILE CONTROL *
PROP AFFILIATION NAME
SEARCH WARRANT' D Y D N
PLACE BAR CODE
LABEL HERE
FINDER WISHES TO CLAIM'
D Y D N
LAB REQUEST / COMMENT
J ITEM*
i
LAB SERVICE' 1 ITEM DESCRIPTION
D Y D N
| MAKE
1
i ID'SERIAL NUMBER
i
j PROP AFFILIATION NAME
MODEL CALIBER
EVIDENCE TYPE
QUANTITY
VALUE
FILE CONTROL*
SEARCH WARRANT' Q Y D N
PLACE BAR CODE
LABEL HERE
FINDER WISHES TO CLAIM'
D Y D N
' .AS REQUEST /COMMENT
ITEM* i LAB SERVICE'D Y
ID.-SERIAL NUMBER
' ITEM DESCRIPTION
MODEL
EVIDENCE TYPE
CALIBER VALUE
QUANTITY
FILE CONTROL*
PLACE BAR CODE
LABEL HERE
PROP AFFILIATION
SEARCH WARRANT' D Y Q N FINDER WISHES TO CLAIM'
D Y D N
LAB REQUEST / COMMENT
EVID-1 (04-2004)Page 1 of
PROPERTY/EVIDENCE FORM / ADDITIONAL PROPERTY
San Diego Sheriffs Department
ITEM*
MAKE
LAB SERVICE?
D Y D N
ID/SERIAL NUMBER
PROP AFFILIATION
ITEM DESCRIPTION
MODEL
EVIDENCE TYPE
SEIZURE DATE
CALIBER
NAME
PAGE
QUANTITY
VALUE
FILE CONTROL *
SEARCH WARRANT?
D Y O N
SDSO CASE NUMBER
PLACE BAR CODE
LABEL HERE
FINDER WISHES TO CLAIM?
D Y D N
LAB REQUEST ( COMMENT
ITEM*LAB SERVICE?
D Y D N
MAKE
ID/SERIAL NUMBER
PROP AFFILIATION
ITEM DESCRIPTION
MODEL CALIBER
EVIDENCE TYPE
NAME
QUANTITY
VALUE
FILE CONTROL «
SEARCH WARRANT?
D Y D N
PLACE BAR CODE
LABEL HERE
FINDER WISHES TO CLAIM7
D Y D N
LAB REQUEST / COMMENT
ITEM*
MAKE
LAB SERVICE?
D Y D N
ID/SERIAL NUMBER
PROP AFFILIATION
ITEM DESCRIPTION
MODEL
EVIDENCE TYPE
CALIBER
NAME
QUANTITY
VALUE
FILE CONTROL #
SEARCH WARRANT?
D Y D N
PLACE BAR CODE
LABEL HERE
FINDER WISHES TO CLAIM?
D Y D N
LAB REQUEST / COMMENT
ITEM*
MAKE
LAB SERVICE?
D Y D N
ID/SERIAL NUMBER
PROP AFFILIATION
ITEM DESCRIPTION
MODEL
EVIDENCE TYPE
CALIBER
NAME
QUANTITY
VALUE
FILE CONTROL *
SEARCH WARRANT?
D Y D N
PLACE BAR CODE
LABEL HERE
FINDER WISHES TO CLAIM?
D Y D N
LAB REQUEST /COMMENT
ITEM*LAB SERVICE?
D Y D N
MAKE
ID/SERIAL NUMBER
PROP AFFILIATION
ITEM DESCRIPTION
MODEL
EVIDENCE TYPE
CALIBER
NAME
QUANTITY
VALUE
FILE CONTROL *
SEARCH WARRANT?
D Y ON
PLACE BAR CODE
LABEL HERE
FINDER WISHES TO CLAIM?D y D N
LAB REQUEST / COMMENTf
ITEM*
MAKE
LAB SERVICE?
D Y D N
ID/SERIAL NUMBER
PROP AFFILIATION
ITEM DESCRIPTION
MODEL
EVIDENCE TYPE
CALIBER
NAME
QUANTITY
VALUE
FILE CONTROL *
SEARCH WARRANT?
O Y D N
PLACE BAR CODE
LABEL HERE
FINDER WISHES TO CLAIM?
D Y D N
LAB REQUEST / COMMENTI
EVID-1A (04-2004)Page of
CARLSBAD POLICE DEPARTMENT CASE #:
PROPERTY/EVIDENCE ITEM(S):.
RELEASE REQUEST DATE:
PROPERTY:
CLAIMANT/AUTHORIZED AGENT
I, , hereby certify under penalty of perjury that the above
property/money belongs to , and that I am the
lawful owner/authorized agent for the lawful owner. I do hereby claim the property
with the understanding that any false claims or misrepresentations of fact may result
in criminal charges being filed.
SIGNED: DATE:
NAME (PRINTED):
ADDRESS:
CITY/ STATE/ZIP:
RES./BUS. TELEPHONE NO:
PERSONAL I.D.#: : PHOTO: YES / NO
MAIL/SHIPPING
Checks will be mailed to claimant at no charge. Claimant/Agents may pick up
property at the Carlsbad Police Department at no charge. A special handling fee plus
estimated shipping charges must be paid in advance for property shipped to
claimants.
D Special Handling $25 D Additional estimated shipping charge: $
AMOUNT COLLECTED: $ RECEIPT #: BY:
RELEASE AUTHORITY
D Court Order D Disposed D 1 Year MSD D 3 Years Pel D Found Prop D Safekeeping
BY: DATE:
DOther non-standard release, reason:
BY: APPROVED: DATE:
STATION RELEASE
Above property released by: DATE:
Above property received by: DATE:
Revised 8-9-99 11-9
HH
Evidence Processing Request
Case Number: #
Victim:
Requested By:
Request for: Q] Fingerprints
Crime Type:
Suspect:
Date of Request:
I | Other (Please specify which items):
Item Number Item Description Prints DNA
FOR LABORATORY USE ONLY
Processed by: Date:
| | Prints Located | | NO Prints Located
Process Used: [~~] Visual | 1 Fume
| 1 Black Magnetic Powder | [ Bi-Chromatic Powder
[~1 Ninhydrin Q Photograph | |
PI Other:
D CALID Request
n Black Powder
G Dye Stain
Alternate Light Source
Additional Information:
San Diego County
SHERIFF'S DEPARTMENT
BOOKING INTAKE / PERSONAL PROPERTY INVENTORY
FIRST TWO BOXES TO BE COMPLETED BY JAIL STAFF
Jail Booking Number Assigned Pre-lntake Clerk ID #Agency Case #
PERSONAL INFORMATION PROPER COMPLETION OF THIS FORM WILL EXPEDITE YOUR BOOKING
Name: Last, First Middle Suffix Race Sex Age
Alias Names: Last, First Middle Suffix
Height Weight Hair Eyes Place of Birth: City / State / Country
Home Address Street City State
Employer Name Street City State
Zip
Zip
Date of Birth (mm/dd/yyyy)
Passport #
Citizenship (Country)
Home Phone
Work Phone
Social Security Number DL, State ID or Other ID Number License State ARREST REMARKS:
ARREST INFORMATION
Arresting Agency Arrest Date / Time
Arresting Officer: Name & ID
Billing Agency
Transporting Officer & ID#:
ARREST #1 (Field Charges or Warrant Information)
Section Code Description
1
2
3
4
5
PERSONAL PROPERTY INVENTORY
PREBOOK ARJIS BOOK ARJIS
Cash Accounting (USA Currency Only)
X$1 = $
X $2 = $
x$5 = $
x$10= $
x$20= $
x $50 = $
x$100= $
TOTAL $
Sealed Bag w/lnmate Property Delivered
to Jail m n
YES NO
WALLET: Y N
PURSE: Y N
CELL PHONE.Y N
WATCH: Y N
YM
WM
OTHER
Location of Arrest (Beat # or Street Address and
City)
Vehicle Location:
U Left At Scene
n Towed By:
Court Destination: (Circle)
SD ELC SBCV NCV
TOTAL BAIL AMOUNT:
ARREST #2 (Additional Warrants or Additional Charges)
Section Code Description
1
2
3
4
5
HOLDS: Li FEDERAL D STATE PAROLE D IMMIGRATION
BELT: Y N KEYS: SHOES: MEDICATIONS:
GLASSES:Y N Y N Y N Y N
RING: Y N NECKLACE: Y N EARRING: Y N
YM YM
WM WM
OTHER OTHER
YM
WM
OTHER
ADDITIONAL PROPERTY REMARKS:
Inmate's Signature Arresting Officer's Signature
J-15 10/04
DISTRIBUTION: WHITE-BOOKING YELLOW-INTAKE DEPUTY PINK-ARRESTING OFFICER GOLDENROD-INMATE
San Diego County
SHERIFF'S DEPARTMENT
REGIONAL CRIME LABORATORY
SUPPLEMENTAL INFORMATION WORKSHEET
REQUIRED FOR DMA ANALYSIS REQUESTS WITH POSSIBLE CODIS ENTRY
SDSO Case #:
Crime Type:
Collecting Officer:
Victim Narne(s):
ID#:
SDSO Division or Outside Agency:
Crime Date:
Assigned Detective: ID #:
Outside Agency Case #:
Date of Request:
Contact Phone #:
Suspect Name(s) or Unknown:
Is there a known suspect(s) in this case?
Yes D No
If yes, has reference sample(s) been submitted?
Yes No
Is it likely that there is more than one possible perpetrator of the crime? | | Yes | | No Maybe
Note: If there is a named suspect(s) in this case and you want to compare evidence samples to a known individual(s), a
"reference oral swab" kit should be collected and submitted with the evidence even if the individual(s) is known to have a
DNA profile on file in the state or national offender DNA database of CQDIS. _
Is the potential biological evidence believed to have originated from the perpetrator(s) of the crime?
Yes D No
Note: Only "suspect" evidence profiles are eligible for CODIS entry. Profiles originating from a victim or some other
lawful source (i.e. not related to the crime) may not be put into the CODIS database.
Are any elimination samples needed?
Yes D No n Maybe
If yes, have they been submitted?
Yes n No
Note: If it is possible that the potential biological evidence may have come from a source other than the perpetrator of
the crime or may contain a mixture of DNA, e.g. suspect & victim, an elimination sample from the victim(s) or other
individuals might be needed. A scenario where this situation might exist would include evidence such as a swab
collected from the steering wheel of a recovered stolen vehicle.
Please provide any additional information relevant to this DNA lab service request that might be useful for the DNA
analyst (e.g. is the biological sample being submitted for possible touch/contact DNA?):
5255 Mt. Etna Dr., San Diego, CA 92117
(858) 467-4600
CL-5 1/07
CARLSBAD POLICE DEPARTMENT
PROPERTY / EVIDENCE
TRANSMITTAL
CASE #: XX-XXXXX
DATE: XX/XX/XXXX
ITEM#DESCRIPTION
The above items have been:
D
D
D
D
Removed from P/E and I have assumed custody
Signed: ID #
Returned to P/E
Signed:
Retained by the court (court receipt attached)
Signed: ID#
Other:
Signed:
[~] Receipt Requested
F.E.S.; Bryanna M. Toussaint
I.D. #5400
CARLSBAD POLICE
PHOTOGRAPHIC LIST
Case #: 09-02339
(Aerial) Roll #: BT3
Item #: BMT-43A
Item # Roll # Photo #Description of Photograph Location By
SAA = same as above
49
Page of
CARLSBAD POLICE DEPARTMENT Case #
PROPERTY/EVIDENCE
CASH INVENTORY
U.S. CURRENCY
X $100 = $
Item#
X $ 50 = $_
X $ 20 = $_
X $ 10 =$_
X $ 5 = $_
X $ 2 =$
U.S. COINS
X $1.00 = $_
X $ .50 = $_
X $ .25 = $_
X $ .10 =$_
X $ .05 =$_
X $ .01 =$
X $ 1 =$
TOTAL CURRENCY $TOTAL COINS $
TOTAL MONEY $
Counted & Sealed by :
Date :
I.D.#
Time:
Verified by:I.D.#
Money taken from:
Owner's name:
Comments:
Revised 11-05-04
50
CARLSBAD POLICE DEPARTMENT CASE f
PROPERTY/EVIDENCE ITEM(S).
CONVERSION REQUEST
PROPERTY TO BE CONVERTED
CASH: $ ... PROPERTY:
REASON FOR CONVERSION
PROPOSED USE;
REQUEST BY: • . • DATE:
APPROVED: , DATE-
(CHIEF OF POLICE)
AFFIDAVIT
The below cash/property was originally received by the Carlsbad Police Department as:D FOUND PROP D SAFEKEEPING Q COURT/EVIDENCEDCONFISCATED QDESTRUCTION DRECOVERED
D NO OWNER, D A POSSIBLE OWNER, LI THE OWNER, was identified.
The following efforts were made to locate/contact the owner with negative results:
D D.M.V. SEARCH, Q Cll SEARCH.D PHONE/INFO SEARCH, D NOTICE(S) MAILED,
D OWNER FAILED TO CLAIM.
Public Notice (Found Property with a value over $50.00) was accomplished by advertising in
the newspaper on BY:
CONVERSION AUTHORIZATION
After reasonable effort the Carlsbad Police Department has been unable to locate/contact the
owner of the above cash/property. Under the authority of section 2080.4 California Civil Code
and section 3.30.050 Carlsbad Municipal Code, I authorize the above cash/property to be
retained for use by the City of Carlsbad.
BY: DATE:
(CITY MANAGER)
CASH TRANSFER
On .19 a total of $ . was transferred from the
Cash/Evidence account to the General Fund by: Date
(Finance #882-519-2130-5151) (Finance #001-810-0000-8331)
02-17-94
51
CARLSBAD POLICE DEPARTMENT CASE #
PROPERTY/EVIDENCE ITEM #
CASH DEPOSIT
DEPOSIT
AMOUNT $ RECEIPT #. DATE:.
(Finance #' 886 2133 2720}
P/E CUSTODIAN: '_ FINANCE:
SUPERVISOR (OVER $1,000.00) ,
PROPERTY/EVIDENCE CUSTODIAN
D Attach receipt to rear of the original CASH DEPOSIT form.
n Forward the original CASH DEPOSIT form to the Investigations secretary.
n Place a copy of the CASH DEPOSIT form in the P/E case file.
INVESTIGATIONS SECRETARY
D Record CASH DEPOSIT in cash/evidence ledger, BY: DATE: _____
Q File the original CASH DEPOSIT form and cash deposit
CLAIMED
PROPERTY/EVIDENCE CUSTODIAN
D Forward the RELEASE REQUEST and REQUEST FOR REFUND to the Investigation's
Secretary.
D Place copy of the RELEASE REQUEST form in the P/E file.
INVESTIGATIONS SECRETARY
D Verify funds.
D Have Investigation's Commander or Chief of Police sign REQUEST FOR REFUND.
D Forward REQUEST FOR REFUND to the Finance Department, place copy in file.
Credit the cash/evidence ledger, BY: . DATE:.
D After audit return the CASH DEPOSIT, cash receipt, REQUEST FOR REFUND (copy) and
RELEASE REQUEST to P/E
UNCLAIMED
PROPERTY/EVIDENCE CUSTODIAN
D Forward CONVERSION REQUEST form to the Investigation's Secretary.
D Place copy of the CONVERSION REQUEST form in the P/E file.
INVESTIGATIONS SECRETARY
n Verify funds
D Have the Chief of Police and City Manager sign CONVERSION REQUEST
D Forward CONVERSION REQUEST to the Finance Depart, place copy in file.
n Credit the cash/evidence ledger, BY: DATE:
D After audit, return the CASH DEPOSIT, cash receipt, and CONVERSION REQUEST to P/E.
QUARTERLY AUDIT
Trie above transaction was verified.
Investigation's Supervisor: Date:
Rev: 1-29-98
52
CARLSBAD POLICE DEPARTMENT
PROPERTY/EVIDENCE
DISPOSITION - AUCTION
CASE #
INVEN# CL MAKE DESCRIPTION .SERIAL#BAR CODE
The above item(s) have been:DISPOSITION INFO
Q Sold at public auction
Q Dispo = "09" AUCTION
n Location = "OUT YR"
Signed:
Other:.
Signed:.
REVISED 01-20-94
53
Carlsbad Police Department 08 December 2009
2560 Orion Way
Carlsbad, California 92010
Superior Court of the State of California
Vista, California
RE: Application for the destruction of controlled substances
Application is hereby made to dispose of controlled substances no longer needed as
evidence in any criminal matter. Attached is a listing of those items we propose
destroying. All items listed are either found contraband, evidence in cases the District
Attorney has declined to prosecute, or evidence in cases that have gone to court and been
disposed of at least six months prior to this date.
GARY F. MARTELL
Property/Evidence Manager
Carlsbad Police Department
ends
Order for the Destruction of Controlled Substances
Listing of substances to be destroyed
SUPERIOR COURT OF THE STATE OF CALIFORNIA
FOR THE COUNTY OF SAN DIEGO
CITY OF CARLSBAD
ORDER FOR THE DESTRUCTION OR DISPOSITION OF
CONTROLLED SUBSTANCES
IT IS HEREBY ADJUDGED AND DECREED, that the Carlsbad Police
Department, 2560 Orion Way, Carlsbad, California, is authorized in accordance with
sections 11474 and 11474.5 of the Health and Safety Code of the State of California to
destroy or dispose of the controlled substances and paraphernalia on the attached
schedules, which have been held for the time prescribed by law.
WHEREFORE, IT IS ORDERED AND DECREED, that the following
controlled substances and/or paraphernalia be disposed of or destroyed by S.E.R.F., Long
Beach, California.
Dated:
Judge of the Superior Court
55
PROPERTY/EVIDENCE Date:
OWNER NOTIFICATION Case#: 09-9999
NAME
STREET ADDRESS
Oceanside, CA 92056
The Carlsbad Police Department is holding property which belongs to you or may belong
to you. To claim this property, Please contact me at (760) 931-2113 or write to:
Carlsbad Police Department
Property/Evidence Custodian
2560 Orion Way
Carlsbad, CA 92010
PROPERTY IS RELEASED BY APPOINTMENT ONLY!!
Please refer to the above case number when leaving a message on voice mail.
This property MUST be claimed within XX days from DATE.
If you are incarcerated, you must make arrangements for someone to pick up your
property. This authorization must be in writing and notarized.
All unclaimed property is disposed of in accordance with the California Penal Code.
NAME
Chief of Police
BY:
NAME, CSO
Property/Evidence Custodian
56
PROPERTY/EVIDENCE Date:
OWNER NOTIFICATION Case #: 07-9999
NAME
STREET ADDRESS
Vista. CA 92084
The Carlsbad Police Department is holding a weapon that belongs to you.
Effective 1 January, 2005, owners of weapons impounded by law enforcement
agencies are required to initiate their own background checks through the
Department of Justice. If you do not have internet access, to obtain the
documents necessary to initiate this check, please contact me at (760) 931-
2113 or write to:
Carlsbad Police Department
Property/Evidence Custodian
2560 Orion Way
Carlsbad, CA 92010-7280
These documents can be obtained on line at www.ag.ca.gov/firearms. Look
under "Law Enforcement Gun Release".
PROPERTY IS RELEASED BY APPOINTMENT ONLY!!
Please refer to the above case number when writing or leaving a message on
voice mail.
This property must be claimed within 180 days from DATE .
If you are incarcerated, you must make arrangements for someone to pick up
your property. This authorization must be in writing and notarized.
All unclaimed property is disposed of in accordance with the California Penal
Code.
NAME
Chief of Police
BY:
NAME, C.S.O.
Property/Evidence Custodian
57
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