Upload
others
View
12
Download
0
Embed Size (px)
Citation preview
Briefing to Portfolio Committee on Police
Property Control & Exhibit Management (PCEM)
Overview Presentation 27 November 2015
Contents
Section 1 - PCEM RFB 638/2008 Milestones and Timelines
Section 2 - PCEM Contract Agreement and Deliverables
Section 3 - Statement of Work 1
Section 4 - Statement of Work 2
Section 5 - PCEM v1.1 Expenditure
Section 6 - Statement of Work 3 – PCEM v1.x development
Section 7 - Statement of Work 4 – PCEM v1.x development
Section 8 - PCEM v1.x Issues
Contents
Section 9 - PCEM v1.x System Testing and UAT
Section 10 - Statement of Work 5
Section 11 - Statement of Work 6 – contract extension
Section 12 – Current status of the PCEM project
Section 13 - Schedule D Procurement
Section 14 - Alternative Procurement - Replacing Schedule D
PCEM RFB 638/2008 Milestones and Timelines
Establish PCEM
Milestones and Timelines
Request for bid and establishing of Contract
5
18 April 2008:
Request for bid published by SITA for the:
“Provision of IS/ICT goods to SAPS for the establishment, maintenance, support and
continuous improvement of an automated PCEM solution within the SAPS domain for a period
of 3 years with an option to renew.”
27 June 2008:
Closing date of bid.
30 June 2008:
Bid Evaluation Committee (BEC) consisting of SAPS and SITA nominees commenced with
evaluation process.
23 September 2008:
BEC report sent to SITA Recommendation Committee.
21 October 2008:
SITA Recommendation Committee submission.
Milestones and Timelines
Request for bid and establishing of Contract
6
12 December 2008:
SITA sent letter informing SAPS Chief Information Officer (CIO) that SITA approved the BEC
recommendation report. SITA recommendation to award the bid to Unisys Africa (Pty) Ltd (now
BYTES).
2 February 2009:
SAPS approved the recommendation by SITA and awarded the bid to Unisys Africa (Pty) Ltd (now
BYTES).
5 February 2009:
Unisys letter of acceptance of awarding of the bid.
13 February 2009:
Contract negotiations started. Bidding price of R262,359,049.00 for the establishment,
maintenance and support of PCEM negotiated to an agreed price of, R183,519,466.62.
Part of proposal included:
• Replacement of EMS with PCEM v1.1 containing added functionality at FSL sites;
• PCEM v1.1 enterprise license agreement.
Milestones and Timelines
Request for bid and establishing of Contract
7
06 October 2010:
Agreement for the establishment, maintenance and support of a PCEM solution within SAPS between Unisys Africa (Pty) Ltd and SAPS signed for 3 years (36 months).
23 December 2010:
Orders issued for Statement of Work (SOW)1 and SOW2.
3 January 2011:
PCEM Project start date.
11 March 2011:
Order issued for SOW3.
12 April 2012:
Order issued for SOW4.
PCEM Contract Agreement and Deliverables
Establish PCEM
PCEM Contract Agreement and Deliverables
Signed schedules attached to PCEM Agreement:
9
Schedule Statement of Work Contracted Amount Total Amount
Paid (CPI included)
C 01 SOW1: PCEM Project Management
Services
R 27 184 896.00 R 28 067 345.89
C 02 SOW2: PCEM v1.1 Enterprise Software,
Annual Maintenance and Functional &
Technical Support
R 67 018 950.00 R 71 176 307.46
C 03 SOW3: PCEM Generic & Firearms
Requirements Confirmation & Functional
Design
R 12 543 866.48 R 13 058 164.96
C 04 SOW4: PCEM Generic & Firearms Delivery R 62 370 630.57 R 71 415 957.60
C 05 SOW5: Forensic Property Items (Exhibits) -
Requirements Confirmation & Functional
Design
R 14 401 123.57 R 0
TOTAL R 183 519 466.62 R 183 717 775.91
Signed schedules attached to PCEM Agreement:
Agreement Total of R 183,519,466.62
The total costs include SOW1 to SOW5 over 3 years which includes the development of PCEM v1.x
(Generic and Firearm delivery) and the implementation at one pilot site.
These costs do not include any PCEM hardware (barcode printer, barcode scanner and biometric
device) and consumables (ribbons and labels) and was procured separately from Schedule D.
PCEM Contract Agreement and Deliverables
10
Statement of Work 1
PCEM Contract Agreement and Deliverables
Project Management Office Deliverables
Approved and signed off deliverables:
Project management document templates (40)
Populated “project management documents” (20)
Technical document templates (24)
Project management services in terms of project milestone management (SOW 2 to SOW 4)
The total amount paid for the completion of SOW 1 for the period 2010/2011 FY to 2013/2014 FY
was R28 067 345.89.
Statement of Work 1
12
Statement of Work 2
PCEM Contract Agreement and Deliverables – Establish PCEM v1.1
Establish PCEM v1.1
Approved and signed off deliverables:
PCEM version 1.1 (commercial of the shelf product = COTS) Enterprise Software, Annual
Maintenance and Functional & Technical Support
Replacing all existing FSL EMS sites with PCEM v1.1 at Arcadia, Silverton, Delft, Somchem,
Eastern Cape and KwaZulu-Natal.
PCEM v1.1: “Track-and-Trace” functionality for all objects (case files, exhibits, items) received,
registered, analyzed, stored and disposed of within the chain of custody life-cycle at the Forensic
Science Laboratories nationally.
The total amount paid for SOW 2 for the period 2010/2011 FY to 2013/2014 FY (contract period of 3
years) was R71 176 307.46 (include Enterprise license fee and annual maintenance).
Statement of Work 2
14
Statement of Work 2
PCEM v1.1 users at FSL initial implementation
15
Statement of Work 2
PCEM v1.1 users at FSL initial implementation
16
PCEM v1.1 - Statistics
The current production statistics of PCEM v1.1:
Registered users – 11,296
Registration transactions done – 4,377,277
Objects registered – 4 ,293,355
Storage locations registered and managed– 76,114
Biometric handover transactions conducted – 15,861,320
Management of Exhibits, Property Items and Case Files between storage locations 15,944,556
transactions
Statement of Work 2
17
PCEM v1.1 - Expenditure
Expenditure for the establishment of PCEM v1.1
PCEM v1.1 - Expenditure
19
SOW 2
(include Enterprise license fee and
annual maintenance)
2010/2011 FY to 2013/2014 FY
(contract period of 3 years)
R71 176 307.46
SOW 6
(include annual software licence fee,
maintenance, functional and technical
support)
1 Jan 2014 to 31 Dec 2014
(1 year contract extension)
R32 194 367.97
SOW 6
(include annual software licence fee,
maintenance, functional and technical
support)
1 Jan 2015 to 31 March 2015
(3 month contract extension)
R17 022 883.38
Statement of Work 3 – PCEM v1.x development
PCEM Contract Agreement and Deliverables
Deliverables
PCEM Generic and Firearms Requirements Confirmation (PCEM 1.x) and Functional Design
PCEM v1.x: Main functions and Firearm specific business rules included:
Take Possession of property items/exhibits;
Registration of property items/exhibits;
Safeguarding of property items/exhibits;
Investigation of property items/exhibits;
Disposal of property items/exhibits.
The total amount paid for SOW 3 for the period 2011/2012 FY to 2012/2013 FY was R13 058 164.96.
Statement of Work 3 – PCEM v1.x development
21
Statement of Work 4 – PCEM V1.x development
PCEM Contract Agreement and Deliverables
Statement of Work 4 – PCEM V1.x development
Payment per deliverable
23
The total amount paid for SOW 4 for the period 2012/2013 FY to 2013/2014 FY was R71 415 957.60
(payments were made per deliverable).
Some of the deliverables included the following:
Development Environment installed
Training and test environment ICT installed
Production & pre-production environment installed
System integration testing complete, etc.
PCEM v1.x Issues
System evaluation prior to User Testing
System Evaluation 2014
Generic System Issues
• Data Package sizes too big
• Message broker – Down scaling the use of message broker services
• Some Business rules have been omitted
• Incorrectly implemented Business rules
• Include functionality in PCEM / ICDMS interface to cater for inquiries
• Include reporting requirements
• Integration between PCEM v1.x and PCEM v1.1 not satisfactorily
• System design issues needs to be addressed - Redesign system usability including screen layouts, user friendliness, intuitive system usage not addressed
PCEM v1.x Issues
25
PCEM v1.x – System Testing and UAT
System Issues/ shortcomings Identified
System Issues/ shortcomings Identified
Primary Issues: • System not user-friendly,
• It is difficult to use;
• no SAPS13 register look and feel as required by Visible Policing users
• Omitted or incorrectly implemented requirements and business rules – Gap between BRS and actual system
• Inconsistent system performance – the system reaction times is poor in some system functions
• Data integrity not addressed – validations rules not applied correctly in the system
• Complex design – Difficult design leads to “lock in” meaning only service provider can render support,
• The following must still be addressed on any Property Item / Exhibit to ensure Chain of Custody (COC) that is uncompromised:
• Incorrect/ duplicated data can be entered on the Item / Exhibit Bag Barcode fields.
• The Seal number is not compulsory in the system and not managed as unique identifier.
• The Seal number is not defaulted to the Bag barcode on Evidence bags which reflect Seal and bag number currently as the same.
• The Package barcode and seal number is not compulsory (on bags) – must be requirement.
• Package and Seal condition is not compulsory – must be requirement.
• Data integrity on seal number.
PCEM Project – System Testing and UAT
27
Statement of Work 5
PCEM Contract Agreement and Deliverables
Forensic Property Items (Exhibits) Requirements Confirmation & Functional Design
Agreement reached between SAPS and Bytes:
The PCEM v1.x generic functionality will cater for the processing of the “forensic property items” as
identified in the PCEM tender
All “forensic property items” are currently managed by PCEM v1.1. On a detailed level the analysis
is managed by the appropriate FSL enabling system (StrLab)
SoW5 will be utilised as and when required by SAPS and agreed to by all parties
Statement of Work 5
29
Statement of Work 6 - Contract extension
PCEM Contract Agreement and Deliverables
17 December 2013:
Extension of current PCEM Agreement approved for 1 year.
SOW 6 added, containing deliverables “PCEM Maintenance and Delivery of Additional Property Items/Exhibit Types” for duration of extension.
31 December 2013:
Order issued for SOW6 = R75 317 550.12 [includes PCEM v1.1 - R32 194 367.97 & PCEM v1.x – R22 502 759.62].
Functional expansion of PCEM v1.x was terminated from 1 July 2014 due to system issues experienced, these issues are still not resolved.
31 December 2014:
SOW6 extension ends.
Expenditure on SOW 6 with regards to PCEM v1.x
Statement of Work 6 - Contract extension
31
SOW 6 – PCEM v1.x
(include functional expansion)
1 Jan 2014 to 31 Dec 2014
(1 year contract extension)
R22 502 759.62
Current status of the PCEM Project
Current status and way forward
PCEM – CSIR Independent assessment
• A Terms Of Reference (TOR) document have been compiled and presented to the Bilateral Committee
– Council for Scientific and Industrial Research (CSIR) on 2015-03-10. The PCEM project in its totality
will be evaluated by the appointed party once the necessary Order Form have been issued. The
outcome/ recommendations will determine the way forward regarding the Property Control and Exhibit
management project.
• The CSIR to determine the level of completeness and compliance of the PCEM project in terms of the
following:
• Financial value of the delivery to date;
• Suitability of the received deliverables for use;
• Required scope of work necessary to ensure that optimal return on investment of the received
deliverables is achieved; and
• The final remaining scope of work to complete the project.
• Revising of Business Requirements Specification (BRS)
PCEM v1.x
33
Schedule D Procurement
Division: TMS and FS
Division: TMS – PCEM Equipment and Consumables
Schedule D Procurement
35
ITEM DESCRIPTION QUANTITY
Barcode Printer Codex 1041
Thermal Printer Head for Codex 300 dpi 1041
Network Card for Codex 1041
Item Ribbon, HL 35, 35mm x 300m 400
Case File Ribbon, HL 35, 65mm x 300m 85
Biometric Fingerprint Reader MSO351 1350
Barcode Scanner Hand Held DS3508 1240
TOTAL VALUE R 50 688 136
Procured by Division: TMS (For FS, Visible Policing, PSS, ORS and Mpumalanga Gun Control)
Schedule D Procurement
36
ITEM DESCRIPTION QUANTITY
Biometric Fingerprint Reader MSO351 2 500
Cleaning Cartridge Kit (Zebra Printer) 5
Clear 1 mm liner less laminate (600 per roll) 5
Digital Camera (Nikon D700 with Accessories) 495
Digital camera (Nikon D700, Capturing Interface and 60mm lens) 65
Handheld light Source (PoliFlare Plus - Photographic Configuration) 362
Labware Developer Copy of Crystal Reports 1
Labware Helpdesk Support 1
Procured by Division: TMS (For FS, Visible Policing, PSS, ORS and Mpumalanga Gun Control)
Schedule D Procurement
37
ITEM DESCRIPTION QUANTITY
Labware North west Analytical SQC Package 1
Labware software license: includes unlimited license for use at any SAPS Facility and 400+Labware LIMS module
1
Labware SAU Configuration 1
Light Source (PL500UV & IR) 16
MAX ID terminal 1000
MiddleWare Software for RFID (Server per Site or LAN - Excludes SQL Licenses)
30
MiddleWare Software for RFID SQL Client License 30
Mobile capturing device, including PL500UV & IR with long light guides (PoliTrolley)
20
Mobile PoliView (Mobile capturing unit - Trolley) 10
Procured by Division: TMS (For FS, Visible Policing, PSS, ORS and Mpumalanga Gun Control)
Schedule D Procurement
38
ITEM DESCRIPTION QUANTITY
Mobile PoliView (Mobile capturing unit - Vehicle) 7
Passive Middleware per Reader 1 282
Passive RFID Portal 52
Poli Filter Set 45
Poli V+V Software 88
PoliFlare Plus - Photographic Configuration 383
PoliLight PL500 UV - VIS - IR 8
PoliView IV with camera, stand, filters, software and PL500 IR 32
RFID Confidex Lockable tag 10 000
RFID Tags 915 Mhz Sticker Tag 5 000 000
Procured by Division: TMS (For FS, Visible Policing, PSS, ORS and Mpumalanga Gun Control)
Schedule D Procurement
39
ITEM DESCRIPTION QUANTITY
Safety Goggles - set of 4 (Clear, Red, Orange and Yellow) 3200
SceneCam Scanlight Standalone Solutions including Camera, Scanlight, Toughbook, Tripod and software
10
SceneCenter Software 53
SceneCenter Forensic Ver 1.1 Standalone Software (includes 1 Client License)
23
SceneCenter Support and Maintenance Year 1 33
Spherical Capturing Device with Scene Cam Software 25
Synertech RFID Smartshelf - 4 tier 1 282
Touch Screen built in for intelligence - TPC-2106 32
Tough Book - Panasonic CF31 389
Procured by Division: TMS (For FS, Visible Policing, PSS, ORS and Mpumalanga Gun Control)
Schedule D Procurement
40
ITEM DESCRIPTION QUANTITY
VeriData Software 162
YMCuvK colour ribbon for Zebra Printer (500 images) 5
Zebra P640i with Ethernet network card for Zebra Printer 5
TOTAL VALUE R 945 817 673.77
Procured by Division: FS
Schedule D Procurement
41
ITEM DESCRIPTION QUANTITY
Blue Star Tablets 500
Cyanoacrylate Fuming System (Tent and Fumer) 26
Digital Camera (Nikon D700 with Accessories) 144
Gloves (High Risk Examine) Large, Medium and Small 11 000
Hemastix Presumptive Test for blood 940
Hexagon OBTI kits 180
Nikon Lens 35mm 20
Nikon Lens 60mm 20
Procured by Division: FS
Schedule D Procurement
42
ITEM DESCRIPTION QUANTITY
Poli V+V Software 12
PoliFlare Plus - Photographic Configuration 592
PoliLight PL500 UV - VIS - IR 14
PoliView IV with camera, stand, filters, software and PL500 IR 19
SceneCam Scanlight Standalone Solutions including Camera, Scanlight, Toughbook, Tripod and software
21
SceneCenter Forensic Ver 1.1 Standalone Software (includes 1 Client License)
30
SceneCenter Support and Maintenance Year 1 51
Stepping Plates Kit (Crime Scene) 120
Procured by Division: FS
Schedule D Procurement
43
Expenditure on PCEM Schedule D
The Total amount spend on procurements from Schedule D:
• TOTAL SCHEDULE D R 1 207 027 224.10
CREDIT TO SAPS - EXCHANGE RATE ADJUSTMENT
• TOTAL Credit notes R 3 500 324.30
Total expenditure on Schedule D:
• TOTAL SCHEDULE D subtracting credit notes to SAPS R 1 203 526 899.80
Schedule D Procurement
44
ALTERNATIVE PROCUREMENT – Replacing
Schedule D
Established alternative procurement vehicles
Established alternative procurement vehicles
Products and alternative procurement contracts established:
• With the cancelation of the Schedule D procurement contract, alternative procurement vehicles
needed to be established to enable TMS and or the Forensic Services Business area to procure
urgently needed solutions and consumables related to the detection and collection of exhibits.
Alternative procurement contracts were established for:
• 360 IMAGE CAPTURING BID (in dispute) - 19/1/9/187 TR (13)
• DIGITAL CAPTURING SYSTEMS BID - 19/1/9/1/177 TR (13)
• FORENSIC LIGHT SOURCES BID - 19/1/9/1/235 TD (14)
• FUMING TENTS BID - 19/1/9/1/175 TR (13)
• STEPPING PLATES BID - 19/1/9/1/228 TD (13)
• BARCODE SCANNERS BID - 19/1/9/1/88 TR (13)
• TAMPER EVIDENT LABELS BID - 19/1/9/1/10 TD (13)
ALTERNATIVE PROCUREMENT – Replacing Schedule D
46
Established alternative procurement vehicles
Alternative procurement contracts were established for:
• Biometric fingerprint scanner BID - 19/1/9/1/153 TR (13)
• Evidence bag tamperproof bags BID - 19/1/9/1/10 TD (13)
• FSL consumables (Lab) - 19/1/9/1/87 TT (13)
• FS consumables (F/P Powders and reagents) - 19/1/9/1/182 TD (13)
• Labware – Awarded
Alternative procurement contracts in process:
• Barcode printer BID
• RFID
• Field terminal
ALTERNATIVE PROCUREMENT – Replacing Schedule D
47
Thank you