Property Control & Exhibit Management (PCEM) · 2015. 12. 7. · PCEM v1.1: “Track-and-Trace” functionality for all objects (case files, exhibits, items) received, registered,

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 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 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.



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.



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


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.


10

Statement of Work 1


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


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


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


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


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


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)


36


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



37


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



38


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



39


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



40


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


41


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



42


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



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


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ALTERNATIVE PROCUREMENT – Replacing

Schedule D

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


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

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Page 48

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Documents

Property Control & Exhibit Management (PCEM) · 2015. 12. 7. · PCEM v1.1: “Track-and-Trace” functionality for all objects (case files, exhibits, items) received, registered,