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Agenda Item Details
Meeting Aug 21, 2018 - REGULAR MEETING OF THEM UT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
Subject 5.4 Motion to approve purchase Quicket Solutions Billing Solution and E -Citation Software in
an amount not to exceed &78,598.00
Access Public
Type Action (Consent)
Preferred Date Aug 21, 2018
Absolute Date Aug 21, 201*1
Fiscal Impact Ye.2
Dollar Amount 78598.0f
Budgeted Ye*1
Budget Source 020.60.90.00.0.707.561.010 - Computer Software Police Department
Recommended Action Accept the proposal from Quicket Solution to purchase the billing solution and e -citation
software package at a cost not to exceed $78,598.00.
Public Content
The Police Department, Finance, and Village Information Technology are seeking approval from the Village Board on a
joint project to accept the proposal from Quicket Solutions to provide an all-encompassing e -Citation software suite
for electronic ticketing, electronic crash reporting, online payment processing, and State -mandated traffic
stop/pedestrian stop reporting needs. Quicket"s product is a one-stop shop, easy to use portal for both Village
employees and members of the public. Quicket would meet the Village"s strategic goal of ensuring a thriving, healthy
community that adapts to emerging needs and trends and delivers exceptional and responsive customer service to
residents of Mount Prospect. Quicket"s software would simplify the payment process of parking, and compliance
tickets and eliminate the redundancy of employee data entry several times. Quicket software will expedite State
citation and State crash reporting processes for patrol officers in the field and transmit that data to the required state
agencies.
The Police Department, Finance and Village Information Technology are seeking to streamline the cumbersome
process of managing citations. Currently, when an officer writes a parking ticket, compliance ticket, or a state ticket,
there is a duplication of data entry. The officer writes the ticket on the street and then a Community Service Officer
(CSO) enters the ticket in the police department's Records Management System. The ticket is then forwarded to
Finance and reentered by Finance Account Clerks into their program for billing purposes. The Police software
program and the Village software program do not communicate. On average, it takes a CSO approximately 60
seconds to enter a ticket into the police software program. A five year average of compliance, parking and state
tickets amounts to approximately 14,349 tickets per year. This amounts to approximately 239 hours of duplication of
data entry or approximately six (6) weeks of simple data entry based on a 40 -hour work week.
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This process is then repeated when the ticket is forwarded to the Finance Department and reentered into their billing
program. To read the officer"s handwriting, enter the ticket, and ensure the fine is correct takes a Finance Account
Clerk approximately 90 seconds. This amounts to approximately 229 hours of data entry or about 5.7 weeks of data
entry based on a 40 -hour work week. It should be noted that Finance does not enter State tickets, which instead are
forwarded to the Circuit Court Clerk of Cook County by the Police Department"s Records Section. Currently, the
Finance Department is using an outdated software program and there is immediate need for a contemporary billing
solution.
PoliceTicket Data Entry Time
Ave # Tickets a Year Data
239 hours or 6 weeks a year 229 hours or 5.7 weeks a year
The Police Department needs a software platform, which would allow the Traffic Stop Reports (TSR) to be downloaded
automatically from the traffic stop. Per state mandates, whenever an officer makes a traffic stop they are required t*
complete are r •writtenafter'traffic • •fields
almost all of which contain the same information as a traffic citation, which is simply another duplication of effort.
Based on five-year.• officersapproximately86.ic stops a year.average it takes. patrol
officer approximately one minute to hand write a TSR. With e -citation this process would be greatly expedited becausk"
once the officersbe #usly uploaded to the TSR database.
Under the Department's current system, after the officer completes the TSR it must then be scanned, verified and
checked to be entered into our database. On average, this takes approximately 90 seconds per TSR for a Polict
40 -
hour work
Traffic • p Report
• Form
.rYearPolice
272 hours or 6.8 weeks a yea
Recognizing the need to upgrade and improve customer service and process improvements for Village
employees, staff contacted the Cook County Clerk"s Office and inquired who the current vendors are for electronic
tickets in Cook County. Currently there are five vendors authorized for electronic citations in Cook County: Advanced
Public Safety (APS), ID -Networks, Tyler Brazos, IT -Stability and Quicket. Two vendors, APS and ID -Networks were
eliminated from consideration because APS is no longer supported by Cook County and will be phased out of service.
ID -Networks,
• only • by Schaumburg •• be phased out in Leaving three remaining
vendors Tyler Brazos, IT -Stability and Quicket for consideration.
1 S
training,The Police Department received product demonstrations from three e -citation vendors available for purchase. In an
effort to determine which of the three available vendors offered the most robust combination of functionality and
affordability for the Department"s needs, research was compiled that compared the abilities, cost, maintenance,
. • ease of operation f• Brazos,. • Dand Quicket Solutions.Specific
functionalities. • .included:
• E -citation completion.
• Pedestrian and traffic stop data reporting to the Illinois Department of Transportation (IDOT).
• Electronic crash reporting (report completion and data transmission to IDOT).
• Finance payment processing (a complete finance component that generates automatic payment notices,
automates findings and decision reports, provides a payment portal for citizens, and automatically generates
collection agency reports).
• The chosen vendor must be compliant with the FBI's Criminal Justice Information Services (CJIS) Division. CJIS
is a joint program between the FBI and individual state identification bureaus that mandates security policy that
outlines detailed security precautions that a law enforcement agency must undertake to protect sensitive
information.
• Providing flexible, practical, and a secure cloud -based (online) portal for all Village employees and public use.
• The software's navigation functions must be user friendly, as well as easy-to-use for individuals with varying
degrees of technological aptitude.
• A software program that has citizen online reporting so residents have the ability to report non -emergency
incidents from the comfort of their homes.
• A platform, which allow for a future adjudication program.
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Brazos is a cloud -based software utility comprised of three components: e -citation
functionality (State citations, parking citations, compliance citations, and Local Ordinance
citations), pedestrian and traffic stop data reporting to the Illinois Department of
Transportation. Brazos is CJIS compliant, offers a one year contract with automatic yearly
renewal and penalty -free opt -out for any reason, is capable of interfacing with Motorola,
the chosen vendor by NWCD for a fee, and there is no fee for Brazos to interface with the
Cook County Clerk of the Circuit Court due to Tyler"s Odyssey software being the current
contract holder for the Clerk"s office.
Brazos does not offer electronic crash completion/reporting, payment process , an
adjudication platform and citizen online reporting. Because of the software"s limited
capabilities, a third party software component would need to be acquired and interfaced with Brazos in order to meell
tach of the Department's e -suite needs. This would add substantial cost and interface issues between programs.
Brazos is currently used by administrators in Kane County, Kankakee County, as well as by the Barrington Hills Polict
Department for e -citation purposes. Officials with the Barrington Hills Police Department reported that they have had
compatibly issues with existing programs. Brazos would apply a software patch to fix these issues but there were
,#elays in deploying improvements.
4
The following is a summary of Tyler Brazos" overall capabilities:
i- , iazos
E -Citation (Y -Tickets)
Yes
P/C/LO Tickets
Yes
Traffic Stop Reports
Yes
Pedestrian Stop Reports
Yes
E -Crash
No
Citizen Online Reporting
No
Payment Processing
No
Future Adjudication
No
I
0
00007"". 1 1 It -Stability DACRA is a combination cloud - based/legacy software application capable of
000 000,00ww" I %
AA managing e -citations (State citations, parking citations, compliance citations, and Local
Ordinance citations), pedestrian and traffic stop data reporting to the Illinois Department of
*l,",ity'Transportation. Unlike Brazos, IT -Stability offers an adjudication platform, as well as the
"abit
41101
ability to digitally manage overnight parking. IT -Stability software is approved for use by
Gim Cook County government. IT -Stability requires a five-year contract, but offers increasing
financial incentives every year beginning with year two. The pricing structure for IT -
Stability is based on a per -ticket written/per-ticket adjudication price model. This means that for every citation issued
by the Police Department, IT -Stability would receive a fee, plus an additional fee for every citation challenged through
a future adjudication program. Essentially, the cost of using IT -Stability increases as officers" output increases.
Representatives from IT -Stability offered to assist with implementing a service fee to all citizens utilizing the
adjudication platform of DACRA Tick -It, thereby passing on the costs of adjudication to the users of that service.
Another concern with IT-Stabty.'s software is the fact that their platform is entirely designed and executed within the
Microsoft Access software. The instabty of this design, the denigrated security associated with government use
through this platform, and the combination of cloud -legacy software integration creates the increased potential for
integration failure in the future.
IT -Stability is not currently CJIS compliant. Company representatives advised staff that they are working towards
receiving CJIS compliance. DACRA Tick -It is currently used by the Elgin, South Elgin, Pekin and Hanover Park polict
4epartments. Feedback from agencies using the IT -Stability software has generally been good. The following is a
4
summary of DACRA Tick-It"s overall capabilities:
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Quicket Solutions
Quicket Solutionsoffers the most robust and versatile e -suite package amongst each of the vendors evaluated.
Quicket"s software application is a one-stop cloud -based software solution capable of managing e -citations (State
citations, parking citations, compliance citations, and Local Ordinance citations), pedestrian and traffic stop data
reporting to the Illinois Department of Transportation, electronic crash completion and data reporting to IDOT, citizen
online reporting, payment processing (including a comprehensive finance component), and an adjudication platform
for the future. Additionally, Quicket will design an overnight parking module for the Police Department. Quicket is
approved for use by Cook County, and will cover any data integration fees associated with its use. Quicket offers a
month-to-month service model, with the option to opt -out at any time without penalty. There are no fees for Quicket
to interface with a third -party CAD/RMS vendor. Quicket is CJIS compliant, going so far as to vet their software
through the FBI to ensure that it exceeds the CJIS standards. Quicket is the only vendor that has a direct interface
with the Illinois State Police LEADS system. Allowing information from driver"s license records to auto -populate in the
citations and traffic crash reports.
RECOMMENDATION
Departments that currently use Quicket Solutions include the Northlake, Buffalo
Grove, Fox Lake, Mundelein, Round Lake, Lake Forest, and North Chicago,
Berwyn, and Lemont police departments. The Village's command staff visited
the Lemont and Northlake agencies (Cook County), and can confirm that neither
Department has had any issues integrating their data with the Cook County
Court Circuit Clerk"s office or IDOT; comments from the Northlake Police
Department consistently referenced Quicket"s ability to meet their specific needs
by customizing the software as needed and responding relatively quickly to
customer requests. The following is a summary of Quicket"s overall capabilities:
QLJcke"�.."
E -Citation (Y -Tickets)
Yes
P/C/LO Tickets
Yes
Traffic Stop Reports
Yes
Pedestrian Stop Reports
Yes
E -Crash
Yes
Citizen Online Reporting
Yes
Payment Processing
Yes
Future Adjudication
Yes
Based on overall capabilities, Quicket is truly unique in that it provides a single end-to-end platform, including
mobile data capture, record management, financial management, payment processing, document automation, and
more, which therefore makes the system uniquely capable of driving significant gains in efficiencies and data accurac
for the entire Village of Mount Prospect. Quicket will seamlessly connect the police officers, police records, finance
staff, and customers. Alternative vendors provide incomplete solutions and have many significant hidden costs
associated with i nteg ration s/custom ization.
As a result, it is the Police Department, Finance and IT recommendation that the Village Board accept the proposal
from Quicket to provide an e -citation suite. Quicket offers the most stable product, is the only program that meets
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every one of the specific needs, and provides a single easy-to-use cloud -based software platform that is CJIS
compliant and guaranteed to interface with both the Clerk of the Circuit Court of Cook County and IDOT.
When compared to the other alternatives, the cost for Quicket is competitive and all-inclusive. The one-time hardwarc
costs to implement Quicket would be $24,658.00 (Printers/Tablets). Thereafter, the yearly costs associated with thc
program would be $53,940 each year, a figure has already been allocated in the 2018 fiscal budget; no new funds art
needed to acquire and maintain this software. Staff's analysis finds that Quicket would best meet (and exceed) thc
Village"s Strategic Plan goal of Governance in providing exceptional and responsive service to residents and
customers.
Alternatives
1. Accept the proposal from Quicket Solution to purchase the billing solution and e -citation software package at a cost
not to exceed $78,598.00.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends accepting the proposal from Quicket Solution to purchase the billing solution and e -citation
software package at a cost not to exceed $78,598.00.
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Administrative Content
If there is a question about the $53k needed each year (what is this for? Software updates/registration?) then we
should be prepared to cite the man hours this software would save. - NB
Executive Content
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There
will be no separate discussion of those items unless a Board member or member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
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